| The session code instructs the appointment manager what to 'cost' for each session booked in for a particular patient using that particular code. The session code is a three digit number. Each patient record in both the Appointment Manager & the Administration Pages is marked up with a session code. (with the exception of 'New' patients coded 'initial consultation'). The code carries information about the patient's account with you.
1. Whether the patient is seen on-site or off-site.
2. If Onsite, then the session length that you are working with for that patient. [45 minute or 1 hour], and the appropriate room fee for any session made with that patient.
3. If Offsite - the collection of administration charges.
3. If it is in the referral fee period, then the referral fee proportion that the session attracts for that patient.
4. The supplement that the patient carries per session for low-fee support. If the correct session code is allocated by The London Association for Counselling & Psychotherapy, and if the correct session code is used by the therapist when booking-in sessions, then the idea is that the month end invoices can carry a correct calculation of the overall amounts due to The London Association for Counselling & Psychotherapy from you for each of the three categories: room fees, referral fees, offsite costs, and money that The London Association for Counselling & Psychotherapy owes your account for low-fee support. Session codes are marked up in the Appointment Manager patient record. It is important that you use only the code that you are authorised to use when making appointments in the Appointment Manager grid. If you have a query about the session code, use the Ready Reckoner in this section, and notify management by the Administration Section Pages protocol. Do not vary the code unilaterally. 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 The London Association for Counselling & Psychotherapy and you is therefore for chargeable 1-6 only (and sessions 1-35 if running Formula 2 Referral Fee options). The London Association for Counselling & Psychotherapy 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 The London Association for Counselling & Psychotherapy 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 The London Association for Counselling & Psychotherapy. 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/resheduled 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 The London Association for Counselling & Psychotherapy will treat all its therapists and the sessions they book in as if they are applying a 48hr. rule. The London Association for Counselling & Psychotherapy 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. The London Association for Counselling & Psychotherapy 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. |
| About Codes: Code Series 100:
This is a room fee only code. So its not about adding in referral fees.
The 100 series denotes 45 minutes. You also have 106 to
117 which are long term codes to do with low-fee support. This is code 100 + the patient fee. If a patient is paying £16, then you have Code 116.
Code Series 150:
This is a room fee only code. So its not about adding in referral fees.
The 150 series denotes 1 hour.
You also have 150.06 to 150.19 which are long term codes to do with low-fee support.
This is code 150 + the patient fee. If a patient is paying £16, then you have Code 150.16
Code Series 200:
This is the Code series that collects referral fees for the 1st six sessions - we call it formula 1 fees.
The 200 series denotes a 45 minute room fee, -low-fee support for <£18, and +Referral Fee.
If the patient is paying £25, you have code 200 + £25 = Code 225.
| | Code Series 300:
This is the Code series that collects referral fees for the 1st six sessions - we call it formula 1 fees.
The 300 series denotes a 1 hour room fee, -low-fee support for <£19, and +Referral Fee.
If the patient is paying £35, you have code 200 + £35 = Code 335.
Code Series 400:
This is the coding series that collects what we now call formula 2 referral fees - the smaller payment over 35 weeks.
For 45 minute room fees, you use the 4.. and then the patient fee.
For instance £25 fee = 425.
For 1 hour room fees, you use 4..[h]
For instance £30 fee = 430[h]
Code Series 500:
Offsite admin charges - no distinction for 45 min or 1 hour work modes.
Simply add on the patient fee.
For instance £20 fee = code 520.
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. |
