Table of Contents:
Manually Enter Charges
A manual charge is a charge that isn’t pulled in from the resident profile or from resident charting. Common examples include damage deposits and beauty shop charges.
Manual charges can be entered at any point throughout the month, so there’s no need to wait until you’re ready to create your statements. Manually entered charges can be edited or deleted as needed, and they won’t be cleared even if you unpopulate and repopulate billing for a month.
Enter a Charge for a Single Resident
From the Charges screen, click the Add Charge button. Fill in the details for the charge, and press the Save button. Services set to Free or No charge will not appear on the screen to select.
Once you have populated invoices on the the Billing Cycle screen, you will also have the option to add charges for an individual resident by clicking on that resident line item and selecting Add Charge. In addition to adding a charge, this option also allows you to quickly view the resident's charges for the month and edit or remove charges as needed.
Alternatively, a charge may also be added for an individual resident from that resident's Profile > Charges screen > choosing the current billing Cycle > Click the Add Charge button.
Enter a Charge for Multiple Residents
You can assign the same charge to multiple residents all at once:
- From the Charges screen, click the New Charges button
- Select the Residents option
- Fill in the details for the charge
- Select all of the residents to assign this charge - an identical copy of this charge will be added for each individual resident.
- Press the Save Charge button.
Upload Charges
If you track any of your charges on a spreadsheet throughout the month (for example: Beauty shop charges or guest meals) you can upload the spreadsheet directly into Residex so all of the charges are entered at the same time. To upload charges:
- From the Billing > Process Billing > Charges screen, click the New Charges button
- Select the Upload option
- Browse to find a file or drag and drop the file in the target
- The charges from your spreadsheet will be visible in a list - you can correct any errors/mismatches.
- Specify a Charge Type, and Save
Format for uploading charges
The spreadsheet to upload must have 3 columns in this order:
| Name | Amount | Description |
You can download a sample spreadsheet from the upload page and modify that if you are unsure.
Charges can be entered such that:
- Each resident only has one line on the spreadsheet, which lists the sum of multiple charges across multiple dates in the billing period for one resident, with multiple dates possibly listed in the description field.
-OR- - A single resident could have more than one charge line in the spreadsheet, each for a different item on a different date.
. Entering Charges (anytime prior to posting invoices)
At any point throughout the month before the Posting step, new Resident Charges can be added manually.
Charges entered manually typically come from outside of Residex, including guest meals, utility fees, beauty shop fees, replacement key charges, assorted charges for a new admit, etc.
Testing Before Billing(anytime prior to generating invoices)
You want to be sure you are not missing any details in resident billing configurations prior to populating your invoices. You can do this from Billing > Process Billing > Billing Cycle > View Reports.
Select the Test Before Billing report to review details you may need to be aware of:
Missing Resident Rent and or Care Package-Is a blocker from populating
This is when the Rent has no been added or if they change units and forget to update the rent it will flag because that rent is not available for that unit. Care Package if they are set to Care Package but do not have a Care Package in their profile
Fix: Navigate to Resdients>Residents>Choose resident with issues>Billing & Finance> Make sure rent and Care packages has an active rent and care package.
Care Status History issues-Is a blocker from populating
This is due to the care status issues on the resident profiles. This will need to fix this. Often because the start and end of a care status is not matching or 2 of the same care status back to back, 2 active care statuses without a hold in between. This needs to be fixed before they can populate.
To fix: Navigate to Residents> Residents>Choose the Resident with issues>Choose Care Status History and make changes so the end and start dates without overlapping or missing periods of time.
GL Code issues-Is a blocker from populating-Is a blocker from populating
Fix: Address a duplicate GL Code. May require a support email to Residex to assist you with this.
Duplicate Charge issue-Is a blocker from populating -This is where 2 services that have been added with the same servcie description. This most likely is a result form an unscheduled service and the description needs to be changed on one for it to allow it to be populated.
Fix: Edit the describetion on one of the charges that it is stating is a dublicate if it is not a duplicate if it is a duplicate delete one of the charges.
Contract Expired or Expiring Soon-Note a Blocker
This is letting the you know that their resident has a contract on the resident payers tab that has expired or expiring soon without a new contract. So it will invoice the services as private pay if a new contract is not added. If you do not know the new contract info but if know the resident is still on a wavier add payer of Unknown Waiver so it recognizes not to pull private pay services. When you know the payer you can flip the unknown waiver to the payer with the new contract info and it will auto adjust if needed to the start date of that payer.
Fix: Navigate to Resdients>Residents>Billing & Finance>Payers-make changes to payers as needed.
Make any needed corrections (adding missing Care Packages, Rents, etc.) and rerun the Test Before Billing report. When no issues are found to stop you from moving forward you can proceed to populate invoices.
Populate Invoices
From the Billing > Process Billing > Billing Cycle screen, press the Populate Invoices (month) Button
The Populating process will generate all charges (care packages, rents, supplemental packages, incremental service fees, contract amounts) for your residents. In generating these charges, pro-rated amounts, fee-for-service amounts, variable rate services, etc., will be calculated.
Once you populate you will see a list of all resident private pay and public pay totals for the month on the Billing Cycle screen. When you Populate Charges the system "populates" all charges for the month. You can view a list of all resident charges by clicking on the Charges tab or you can click on a resident name on the billing cycle screen to view an individual resident's charges. You may need to update the 'populated data' in the Fees tab (example: a resident added a supplemental package) and it didn't populate because it wasn't added. You will need to add the supplemental package>unpopulate JUST that resident and populate to get the data to pull through.
Click on a resident line item to view additional charge details.
Review Charges
From the resident profile > Billing & Finance screen, you can
- View charge details for any month for the selected resident.
- If charges for your selected month have been created, but not posted, you can delete them (by clicking on the trashcan icon) or you can click on a charge to view/edit its details.
Alternatively you can review Invoices with running reports:
- The Review for Possible Adjustments report will help you determine if any credits need to be made or additional charges need to be added for residents who moved in, moved out or went on hold.
- The Trial Invoice or Statement Detail report will allow you to see a consolidated view of all of your residents with every charge for that billing period. This report should be reviewed closely by both the billing and clinical teams to verify accuracy. This report will show each resident's private pay total and contract payer totals. The Trial Invoice Detail report shows just current month's charges and the Trial Statement Detail will show past due balances. If you use Accounts Receivable you should be using the Trial Statement Detail report.
During your review, you may find the need to add, edit, or delete charges. This process can be done up until you Post your invoices. Deleting a charge is done by clicking on the trash can. If you click on the charge you can edit details of the charge. Note: Before you delete or edit you will want to pause and determine why the charge populated? Do you need to change populated data, Unpopulate one resident and populate again. Deleting and editing charges only changes the data for this one statement.
Note: if you Un-Populate and Re-populate charges, any changes that were made when editing and deleting charges will be lost. If you click Unpopulate Charges you will get a warning explaining what will happen if you have used the trash can button or edited a lot of charges in the charge screen. You will want to unpopulate and populate if you make a lot of changes to the populated data. You can run a report to see if you have made any changes in the charge screen. Note:** Manually added and uploaded charges will not be affected.
Posting Invoices
When you are finished reviewing and everything looks right, run the Test Before Posting report. If there are no issues, click the Post Invoices (month) button.
Individual invoices can be UnPosted, modified, and RePosted as needed until the month has been Closed and as long as you have not added any payments or adjustments to those invoices. If you are prevented from Unposting you can run the report: 'Cannot Unpost Payments/Adjustments Applied.
Unposting
If you need to Unpopulate an invoice because of a change to the resident's data, you can Unpost ALL invoices which allows you to Unpopulate just one resident. Populating again will update the changes made to the data. Unposting invoices creates invoices with a new invoice number.
📘 Note: If you Unpost just one resident you will not see the Unpopulate button next to each invoice.
If you click Unpost one resident here is the view. You can make changes to the statement by clicking on the resident line item if necessary. These changes can also be made in the Charges tab.
If you click Unpost Invoices (Month) in the top right corner here is the view. Note the red Unpopulate button next to each resident.
Cannot Unpost Payments/Adjustments Applied
If any payments or adjustments are applied to an invoice, you cannot unpost the invoice until the payments are unapplied or the adjustments are deleted. Run the report Cannot Unpost - Payments / Adjustments Applied to identify all payments and adjustments that are preventing invoices from being unposted for any resident.
To resolve this issue:
Once the edits are made, post the invoice
Sending Statements
There are multiple ways to send statements. Sending via connect or printing and mailing.
Billing Connect
If you are utilizing Connect for Billing Connect can send statements to Connect for residents or their billing contacts who want electronic access to their statement. Setup can be found Billing-Connect
Printing Statements
To print statements, navigate to Reports > Reports, set the Category to Billing, and select the statements report your organization uses.
If you choose All Residents and have already sent statements via Connect, the system will recognize which ones were sent and will only list the remaining statements that still need to be printed and mailed. If you don’t use Connect, the system will generate a list of all residents.
If a statement was sent via Connect and you still want to print it, select that individual resident instead.
Note: Statements sent via Connect automatically create a copy in the resident’s profile, including the date and time it was sent and who it was sent to.
Autopay and Payments Links
If you have signed up for our payments feature, you can schedule Auto Payments, or send Payment Links for residents or their billing contacts to pay their bill through a link that is sent to them.
If you click Schedule Auto Payments you will see a list of residents who are enrolled in Autopay and you will click schedule to schedule their ACH withdrawal on their scheduled day chosen from their Billing and Finance Tab. You will want to navigete to the online payments to verify payments scheduled and make any changes to scheduled payments. Online Payments
If you click Send Payment Links you will see a list of all residents and their billing contacts and can uncheck any residents who don't want a payment link sent. Autopay residents will not show up in this list but you will be able to view a list of those residents enrolled in Autopay.
Claims
If you are contracted to use the additional feature of Residex Claims Management you will navigate to the Claims tab to submit your claims. Claims Management
Close Month
Once you click the close month button, you are locking the billing month down to maintain the integrity of your statements and financial reports. No further changes can be made to invoices directly without using the adjustment feature. If you have the configuration Strict Close turned on, once you Post, any adjustments you make will be automatically dated for the next billing cycle month. Post billed charges can be edited to the current billing cycle month if desired. If you have Posted but not Closed you can create Deposits for the current billing cycle Month. Once you Close the Month your deposits can only be dated for the Current Billing Cycle Month.
Once the month is closed you can run your financial reports for that period.