Step 1 - Navigating to Funding Source Billing Items
A - Click on the Admin link.
B - Click on the Billing tab.
C - Click on the Funding Sources tab.*
*Once at this screen, highlight the Funding Source that you will be creating Billing Items for.
D - Click on the Billing Items tab.
Step 2: Creating the Funding Source Billing Item
A - This number indicates how many Funding Source Billing Items are setup under the selected Funding Source.
B - Click on Add New to create a new Funding Source Billing Item.
Step 3 - Configuring Your Billing Items
A - Select the Billing Item to be created from the drop down menu.
B - Enter the Rate for the Funding Source Billing Item.
C - Check the box if the charge should be a Default Charge*.
* A default charge is one that is automatically applied when the trip is created. Most base charges should be set as a default charge, while most service charges (Additional Passengers, Wait Time, Oxygen, etc..) would not be default.
D - Select the Space Type to be created from the drop down menu.
E - Enter the date the Funding Source Billing Item is effective from*
*Make sure the from date is earlier than when the trip charge needs to be effective. Take extra care if the billing item needs to be applied to past trips. This will default to the current date.
F - Enter the date the Funding Source Billing Item is effective to*
*Unless there is a defined end date to the rate, this should be left as indefinite.
Step 4 - Adding the Billing Item
A - If the Funding Source Billing Item requires additional configuration (like afterhours rates that use the time options, or included miles, etc.), review the Optional Values section at the end of this article and update these fields as needed.
B - Click on Add Below Funding Source Billing Item* button.
If unable to click, review all previous steps and verify the Billing Item, Dates, Space Type, or Rate fields are populated.
Step 5 - Configure Any Additional Billing Items for the Funding Source
Once the Add Below Funding Source Billing Item button is showing as grayed out and the rate has been set back to $0, return to Step 3 to add additional billing items for the funding source. If no additional billing items are needed, continue to Step 6.
Step 6 - Return to the List of Funding Source Billing Items
A - Click on Done Adding to return to the list of Funding Source Billing Items and review them for any mistakes.
Optional Configuration Items
During Step 3, there are several other configuration items that can be used when creating Funding Source Billing Items. These are all optional settings, and should only be selected if the charge applies. Read the description for each optional values carefully to determine if it applies.
A - Check the box Is Driver Cancel Charge*.
- *This option is used if the charge would only be applied to Dry Runs (Passenger No Shows).
B - Enter the Procedure Code*. If a modifier is needed, use a space to separate the modifier, i.e.; "A0100 U2"
Optional Values
A - Enter the minimum amount that can be charged in total for the billing item in Min Charge*.
B - Enter the maximum amount that can be charged in total the billing item in Max Charge*.
*The Min Charge and Max Charge amounts will cap the charge of the trip, regardless of how many units or miles are in the trip. There is no need to enter this if your charge has no cap.
C - Enter the minimum amount of miles needed before this charge would be applied in Min Qty*.
D - Enter the maximum amount of miles needed before this charge would be applied in Max Qty*.
E - Enter the amount of miles that would not be charged in Free Qty*.
*The Min Qty, Max Qty, and Free Qty should only be used for Mileage based charges. Also used on ModivCare Bucket Rates. see link for KB Article.
F - Enter the start time of when this charge would apply in From Time*.
G - Enter the end time of when this charge would apply in To Time*.
*From Time and To Time are typically used when defining After Hours Charges. Remember MediRoutes is on a 24 hour time day, meaning 1200am to 1159pm. From and To rimes will be used based on a single day. Example, 7pm to 7am afterhours charges will need to be split up between 7pm to 1158pm, and 12am to 7am ( 2 x separate billing items to cover afterhours pick up times).
Update Trip Charges after updating rates
A - Go to Funding source and Payee tab, and highlight the Funding source you just changed rates on.
B - click UPDATE TRIP CHARGES, and enter in the From date (past) and TO Date (future) to cover ANY TRIPS ALREADY CREATED IN MEDIROUTES before you made the change to rate (creation date not service date).
C - Once you run the update trips charges, the process say it has Started, this means it is a Background process and will take some time based on the date range and trips it has to update. 100 trips maybe 1 to 2 mins, 100,000 trips, could take 10 to 15 mins, so always give it about 5 mins to check the trips to see if the Default rates updated.
