Line-Item Service Charges

Every dispatch in AngelTrack has its own list of payment events. The list can include a special kind of payment event, representing a service charge. The service charge is included as a line-item during invoicing, and counts towards the balance due just like any other payment event.

Service charges can be created, modified, and deleted using any of AngelTrack's UI for managing the payment event list. There is also special UI in the QA Review form, so that the QA reviewer can quickly assess any relevant service charges.

Service Charges are Different Than Finance Charges

A service charge adds to the monetary amount owing for a dispatch, but it becomes void when an insurance carrier adjudicates an allowed price. Finance charges, by contrast, are always in force -- even in the presence of an adjudicated price.

To learn more about this, read how AngelTrack calculates the balance due.

Printed in the Invoice as Line Items

As with all payment events, service charges are printed in the invoice as line items. Here is an example of an invoice containing one dispatch with a service charge (bariatric lift) attached:

Invoice with service charges

Note that there are other automatic line-items in an AngelTrack invoice:

Service Charges are Usually Assessed During QA Review

Service charges Responsibility for assessing service charges usually falls to the QA reviewer, because he/she is already examining the run record in detail.

To this end, the QA Review form includes UI for checking the current list of service charges accrued for the dispatch, plus a popup window for adding additional charges.

The QA reviewer can add and delete service charges as necessary. Billers can later review and revise these charges using the grid on the "Pmt Events" tab of the dispatch's Dispatch Edit page.

Configuring a list of standard service charges

If you have a standard list of charges for line-item services that you offer, you can input your list into AngelTrack, which will then offer it to the QA reviewer.

Service charge types list

The list is accessible from the Settings page.

Once populated, the list will appear as choices in the QA Review page's "Add Service Charge" popover. It makes it easy for the QA reviewer to add the appropriate charge amounts and descriptions to the trip.

When building the list, do not add your charges for medications or lab tests; those are configured elsewhere, as described below, such that AngelTrack can automatically added them to each trip as necessary.

Service Charges are Payment Events

Service charges are payment events and therefore appear in all payment event lists. In addition to the aforementioned UI in the QA Review form, they can also be created using Record a Payment Event or by clicking the + icon at the top-right of any payment event grid.

Billers can modify and delete service charages at will, just like any other payment events. Whenever a payment event is added, modified, or deleted, the dispatch's balance due is recalculated; however, existing invoices will not be retroactively modified. Instead, the new charges will be picked up during the next reinvoicing cycle.

Some Service Charges are Automated

AngelTrack will automatically add service charges for:

Using the Medications List or Lab Tests List, specify prices for the medications and tests you wish to charge for. If the price is not zero, then AngelTrack will automatically add the appropriate service charges when the crew uses the PCR to record the administration.

If the crew subsequently deletes, for any reason, that PCR medication record, the line-item service charge is automatically deleted too.

During QA review, the list of line-item service charges is shown on the review form, so that it can be double-checked, and edited if necessary.

Adding Service-Charges Ad Hoc

Billers can add a service-charge to any dispatch at any time. They can do so via any of these routes through AngelTrack's UI:

The first four methods listed above lead to the Payment Event Add page. That page will also allow you to enter other types of payment event, not just service charges.

Service Charges are Voided by Price Adjudication

When an insurance carrier adjudicates a price for a claim, then that price is the last word... even if the carrier does not, itself, pay it. Even if the patient pays 100% of the adjudicated price, you may not charge them more than that. Not even service charges. All insurance carriage contracts are written this way.

AngelTrack receives the adjudicated price via an EOB document, which you either upload electronically (if you receive the EOB as an X12.835) or record manually (if you receive the EOB as paper). The adjudicated price is recorded in AngelTrack's "Price allowed" field. Once that field is populated with a price, AngelTrack ignores any service charges, any discounts, and any quoted price when determining the balance due.

Voided, but not deleted

An adjudicated price will void any service charges attached to the dispatch, but it does not delete them. They remain attached as active payment events, and they will take effect again if the "Price allowed" field is ever cleared.

Normally, the adjudicated price will be cleared only during the generation of a facility or affiliate invoice, where the facility's or affiliate's contract prices override the carrier's denial adjudication.

Hardship discounts

If you are trying to apply a hardship discount against the copays owed by a patient, you cannot use a service charge to do so, because service charges are voided by the presence of a carrier price adjudication.

Instead, you must add the hardship discount as a finance charge, with a negative dollar amount. The Invoice Edit page has a "Service charges and discounts" tab that will help you do this to all trips in an invoice.

Service Charges are Included in Tax Reports

Service charges attached to any written-off dispatch will be included in the Revenue Accrual Report for tax purposes.

Service charges might be countable as revenue, and therefore might be countable as a writeoff if they are not collected. Consult your accountant to learn whether this may apply to your operation. To learn more about AngelTrack's writeoff reporting, read the Collections and Writeoffs guide.

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