| Referral fees are charged for patients that lacap introduces into your practice. Formula 1 is that lacap charge the first six sessions that the patient is charged for by you, and where the patient has made payment to you. In the event that this is less than six complete & paid for chargeable sessions, then LACAP charges that lesser amount. Formula 2 is that a smaller charge is made for each of the first 35 chargeable sessions. The formula for that smaller charge is the total referral fee due in Formula 1 (six x session fee) divided by 24. Again, if the patient is a leaver on week 12, say, then the referral fee stops there too. Formula 2 is the only option for off-site consultations, where formula 1 is a debarred option. Should patients transit from on-site to off-site or vice versa during referral fee periods, local calculations will apply. Historically, Formula 2 was introduced on 20th September 2005. It has only been used 'in anger' 1st January 2006 on. Practically, formula 1 will be the default application applied unless the therapist notifies lacap that they would prefer to use formula 2, and only if that notification is received before the second session with that patient. Notifications are to be made through the Administration Section Pages. If a therapist quits lacap while the referral fee period is still in progress, then the full referral fees are due for that patient. How it Works Practically Usually, the Session Code will be an indifferent matter. After the Referral Fee period, most patients will have been settled into weekly Recurring Appointments that are coded up for the room charge only (with any low-fee support built into that ongoing code). Codes that are Room Charge Only, and not laden with Referral Fee additions are:
• Sessions 100 (including [106] to [116] for low fee support) 45 Minute Room Fees Onsite.
• Sessions 150 <(including [150.06] to [150.19] for low fee support) 1 Hour Room Fees Onsite.
• Session 500 for Offsite Administration Charges. The period where the Session Code needs to be closely monitored by both lacap and you is therefore for chargeable 1-6 only (and sessions 1-35 if running Formula 2 Referral Fee options). In theory all will go swimmingly. The Session Code will have been set-up correctly to collect the Referral Fee. You will have made weekly Recurring appointments that carry that code. The Patient will have come along nicely for six weeks. You will then have asked management to review the Code when session 6 has been completed - and the Recurring Appointment will have been edited-up and reset to 'normal' room fee only codes. Lacap management will do everything that it can to make sure that Referral Codes are changed over to usual session codes at session7+ (or 35+). But at the end of the day, it is your responsibility to keep your new patients in mind and under review, and to ask management to alter up the code promptly by making a request through the Admin Pages. | | The following comments are about that period if it becomes more complicated than that. You will have advised management if you want Formula 2 instead of default Formula 1. Management will have entered the correct Session Code into the Patient Record in the appointment manager. This will appear top-left when you create an appointment. The session code must be used to mark 'Session' in the right-hand sections. If you are unhappy with the Code, use the Admin section to ask lacap to review it - do not unilaterally remark it in the appointment grid! The appointment grid is arranged in four colours:
• brown
• green
• red
• aqua It is up to you to mark up the session status appropriately. You can just leave everything as the default option 'chargeable', or you can be more accurate. Red: the initial consultation is not charged, and when that session type is used there is no charge. All other shadings represent your agreement that the room booking is chargeable to you by lacap. Brown mark-ups are for 1. Confirmed 2. Chargeable Booking 3. Chargeable Confirmed.
Green mark-ups are for sessions that were unattended for various reasons, and where the patient has in principle incurred the fee. This is a mark-up that is independent of whether you really charged that fee.
Aqua mark-ups are for occasions where the session did not happen, but because you cancelled it late or rescheduled it late, the patient is in principle not liable for the fee to do with that cancelled/rescheduled arrangement. By in principle what we mean is that if in your clinic you do not want to work a 48hr. chargeable rule with a patient that is up to you, but lacap will treat all its therapists and the sessions they book in as if they are applying a 48hr. rule. Lacap will have coded the patient for the first six sessions under formula 1, or for 35 sessions under formula two. That code will set the cost of the session in the appointment grid, and in the eventual month-end account report. Lacap will count for this purpose all sessions on the appointment grid marked up as brown or green. If there has been an 'aqua' event - where a session has been cancelled or rescheduled by you (and not the patient) and is not chargeable to the patient, but the room time is chargeable to you, then you can reset the Session Code for that session to:
'Session [100]' - for an onsite 45 minute session
'Session [150]' - for an onsite 1 hour session
'Session [500]' - for an offsite session This will correct the referral fee collection progress - as a session that does not attract the referral fee. |
