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Medical invoice format for Facilities

hey guys what's up this is coach Michelle  coming to you from the ATL as you guys may   know and many of you may not know I am a business  coach specializing in the Home Care industry I do   coach other Industries as well but my specialty  is home care so welcome welcome welcome to my   channel I appreciate each and every one of you  I just dropped a video on software talking about   billing and as soon as I stopped I said you know  what let me go into more um uh details about   billing but I didn't want to make the video super  long guys when you are setting up your billing is   really important your invoicing system it's really  important to know also how are you building this   client are you building the client per hour  are you building the client you know per task   um are you do you have um uh special rates if  you're doing overnight shifts do you have special   rates if you're doing live-in or um 24 7 care um  do you have um specialty programs and you charge   by say the package so it's really important to  identify how you're going to build this client   so when you're setting up your invoicing system I  mentioned in the last video you also need to set   up those different um payment structures if you  will hourly per um task and when I say per task   because some people that own agencies especially  those that work in assisted living facilities they   may have some type of specialty um Arrangement  where they're literally going around giving the   residents that cannot be themselves a bad so they  may be charging specifically for that service so   you want to be very clear in detail when you  are sending out an invoice and then that way   there's no questions right so you have options  I'm going to mention them again you can build the   most popular way is per hour which is is what I  recommend then you have per task I just explained   you have overnight some people charge a flat  rate overnight some people charge a flat rate for   um Living Services and when they do charge a  flat rate for Living Services usually is per   day so they give a per day rate overnight and 24  7 those are two different services so you want to   be very mindful of that when you are doing your  billing right so once you identify you know what   that structure looks like you have to make sure it  goes back to the phone call back to the home when   the client sign the paperwork when the clients say  yes when the potential client became a client you   want to make sure that you have a client agreement  that clearly states how you're billing this person   um as far as the frequency right are you billing  every week are you billing every two weeks are you   billing once a month yes some people Bill once  a month so you want to identify all of these   things prior to actually going out signing up your  first client because you need to have a space if   you will a line item a check box whatever it is  however you have your agreement set up where you   can check or fill in what that looks like I'm  charging Ms Jones 25 an hour my um billing is   done every week on Monday and um whatever that  looks like I'm billing you know flat rate for   um overnight care flat rate for 12 hours  personally I always just say Bill per hour if   it's 12 hours then it's 12 times 25 or whatever  your hourly rate is if it's 24 hours then guess   what it's 24 times whatever your hourly rate  is times seven days 168 hours when you start   to fluctuate it can become a little confusing  to the client especially if that client started   out with companion services and then progressed  to Personal Care progress to Skilled Nursing if   you offer skilled nursing and then you're saying  okay I'm charging you this oh but now you want   me to be here overnight it's going to be this  that just make it easy just just make it easy   don't over complicate things when it comes  to anything in your business there's so many   moving Parts in this business you want to make  sure you make it as simplistic as possible and   as user friendly for the end user and family  um as well so it's very very important so   um let's see if there's anything else in regards  to billing so you want to um yeah we covered   everything wow that was quick so we know we  need to find out how much we're going to charge   how frequent are we going to build the client oh  what methods of payments are you gonna um accept   are you gonna accept um I don't recommend cash  but are you gonna do um credit cards if so are   you gonna accept all major credit cards are you  going to include an American Express right A lot   of people want to pay with American Express  because they get points so are you going to   um accept all major credit cards Discover Card all  major credit cards are you going to um accept ACH   where you know they're paying you straight from  there uh with their routing number and account   number via checking account or savings account so  you want to identify all of the different moving   parts of an invoice you're designing the invoice  you have to know the clients you know demographics   you know um contact information you know you how  much are you charging you know how often then are   you seeing the client how many hours a day are  you seeing the client how many days per week   um are you billing weekly bi-weekly monthly right  so you want to know all these things and then   um one of the other great things about QuickBooks  I I mentioned in a previous video is that you   can search you can set up excuse me you can  set up merchant services then that makes it   super super easy because when you create  your invoice and you have all that data   um that you input it then there's a  button at the top actually probably   three buttons you could click at the top  where you can decide on how you want to   allow this person to pay if you set up your  merchant services meaning they can click on   um uh you can allow them to pay via credit card  ACH look they even have a spot where you can open   it up if they want to give you a tip now I've  never used that but it is there just so you know   sometimes people do actually you know what I never  use that but what and I think it's a new feature   um you can have that available because sometimes  especially around the holiday time sometimes   family members want to tip and you never want to  be in a position where your client is or family   member is giving caregiver the caregiver money  directly so you may want to set that up that's   good I think I'm gonna go live y'all I'm gonna  go live and talk about that because we're at the   holiday season right now so sometimes they do want  to give a tip so I'm going to go live on Facebook   if you guys do not know I um do have a Facebook  page I am coach Michelle Michelle with 1l and   I do drop some gems there that are different than  what I put here on YouTube so you definitely want   to go check that out so that's it guys make sure  you like the video um turn on your notifications   subscribe subscribe subscribe I'm so thankful  for each and every one of you we're over 30   000 subscribers um so that's exciting and um I'll  see you guys on the next video I'm gonna drop two   more today so this is the second one make sure  you watch that first video prior to this one so   if you're looking at this one first I want you to  hang up close it out and go to the one that talks   about um how do I build for a home care client how  do I build for home care services and then this is   a great segue directly into that one okay and of  course you can find out more about my services if   you go to myhomecarecoach.com myhomecarecoach.com  and um click on services and don't forget guys no   don't forget I want to see you at the 2023 Home  Care empowerment conference we have tickets   available right now um I'm gonna give you a little  secret today is Tuesday yesterday was Cyber Monday   Friday last Friday was Black Friday guys we  intentionally did not remove the discount code   it's going to be removed at midnight tonight so if  you're watching this you got plenty of time to go   get your ticket for the 2023 Home Care empowerment  conference this is a secret so uh uh so go there   and save the 200 it's well worth way more than the  597 but just go and save the 200 so go to my home   care coach go to the menu and click on events and  get your ticket for 3.97. take care guys God bless