The new Client Service Contract update brings it more in line with the Carer Contract, this will allow you to be able to assign updates and changes ahead of schedule.
Client's contracts allow you to control how a service will be charged. These contracts can be associated with both bookings and transactions. The options available are different to that of the carer contract option sets.
The contract system is split into Service Contract Types & Contract Assignments. Service Contract Types allow you define "master" options for each contract assignment. You may use Service Contract Types to categorise your services, for example you may have separate service contract types for private and social services contracts, as well as any other services you may offer.
A client can have multiple service contracts assigned, allowing you to choose charging settings when generating calls for clients. For example you may want to assign separate contracts for Personal Care & Live In Care, each with their own rates & settings.
There will always be a default contract, which will automatically selected when allocating a carer to a call via the roster.
Option sets are a new addition to service contract functionality, these were initially introduced to the carer contracts and have now been added to the clients. Their purpose is to allow you flexibility in scheduling rate increases or changes to options. For example, you may wish to increase a contract's hourly rate in the new financial year.
Not to be confused with Unsociable Hours, option sets allow you broader control over all of the options available in the contract. You may find that you don't have a use case for option sets.
By default, each contract is created with a single option set. The default option set will apply perpetually unless another one is created at a given date.
Option sets for Service Contract Types and Contract Assignments work slightly differently. The dates are not tied to each other and work independently of each other, meaning a contract assignment can have a different option set schedule than its type.
Options within a Contract Assignment option set work by either inheriting or overriding individual options from the Service Contract Type.
In the diagram below, we've given a example of how inherited & overridden options are combined with scheduled option sets in order to get the effective value for a given date. The example given shows a single option, but the same can be applied to any of the options available. We wouldn't expect anyone to need such a complex schedule!
These are some of the the options available in your Service Contracts to control how bookings can be charged.
You can define a base hourly rate, as well as rates for unsociable hours and non-pro-rata durations.
The rate options are the same for both client & carer contracts. You can read more about rates here.
Call out charges
You can choose to add a call out charge to a client contract. This will add a set amount onto every booking made on this contract.
Whilst you can add multiple charges, you cannot choose between them. All charges added will be applied to every visit.
Calculate amount using actual visit times
This option allows you to choose whether the visits made on this contract will be charged for the planned visit length, or the actual time spent at the call using call monitoring data. The text in the section will show which it is currently using i.e. using calculating amount using planned times/actual times.
If you are charging for actual times you can use the Rounding feature. This allows you to round the visit time up or down depending on how you prefer to pay. More information here.
Use first range
Enabled by default. When disabled, the system will use different rates for every unsociable hour ranges that the visit spans, as opposed to using the first rate that the visit starts in. As an example, a shift could crossover from a daytime rate into an evening rate.
Charge carer mileage back to client
If you pay carers mileage, you can choose whether or not to charge mileage back to the client.
This will take the rates paid to the carer for the mileage charged back, it is not possible to charge a different rate to the client.
Enable carer travel payments
Enabled by default. If disabled, this will prevent a carer generating mileage to bookings on this contract.
Use local authority reference number on invoices
Ticking this option will replace the client's name on an issued invoice with a reference number for anonymity. This code can be added in to the client's record in the service section.
If the contract has any particular termination rights, these can be entered here.