Flat-rate visit pay

Pay a set amount per visit, however long it runs: set it when scheduling, save it as a pay code, change it on any visit.

4 stepsUpdated for AveeCare
In this guide
Choose Flat rate per visit when schedulingSave the amount as a pay codeSpot flat-rate visits on the calendarChange the pay on an existing visit

A flat rate pays the caregiver a set amount for a visit, however long it runs. It suits nurse assessments, supervisory visits and other work paid per visit, and it sits alongside hourly pay: the same person can be paid a flat rate for visits and hourly for office time.

Quick answer

When you schedule the visit, go to the What step and under Pay for this assignment click Flat rate per visit, then type the amount. On a visit that already exists, open it, click Edit and use the same choice under Pay & billing arrangement.

Open Scheduling

1. Choose Flat rate per visit when scheduling

  1. In Add Visit, pick the client and caregiver, then on What click Flat rate per visit.

    Type the amount in the box beside it. The line under the choice confirms who is paid and that office time is paid separately. Their usual pay uses the rate on the caregiver's payroll profile instead. The same choice appears when you add a visit by clicking an empty spot on the calendar.
    What step of the New Visit wizard with the visit title RN Initial Assessment, and under Pay for this assignment the Flat rate per visit choice called out with a red box and arrow, with $150.00 entered

  2. Finish the When, Where and Details steps and schedule the visit.

    For a repeating visit, the flat rate applies to every visit in the series.

2. Save the amount as a pay code

  1. Click Save as a pay code, name it and click Save code.

    The code is added to your pay codes so the next visit like this is one click. A pay code saved this way sets no client rate, so the visit still bills at the client's usual rate.
    Pay for this assignment with Flat rate per visit at $150.00, the pay code name RN Initial Assessment typed in, and the Save code button called out with a red box and arrow

3. Spot flat-rate visits on the calendar

  1. Look for the Flat mark beside the visit title.

    Every visit paid a flat rate shows Flat on its calendar card, so you can see at a glance which visits are not paid by the hour.
    Calendar visit card for 7:00 AM to 9:00 AM with Diego Ramirez and Priya Patel, and the Flat mark beside the title called out with a red box and arrow

4. Change the pay on an existing visit

  1. Click the visit on the calendar, click Edit, and open Pay & billing arrangement.

    The same Pay for this assignment choice is at the top. Below it, Caregiver is paid also offers Hourly and Salaried, and Client is billed sets the client's charge separately. A change here applies to this visit only, not the rest of its series.
    Pay and billing arrangement section of a visit with Flat rate per visit called out with a red box and arrow, $150.00 entered, and the Caregiver is paid and Client is billed panels below

Common pitfalls

  • Leaving the amount blank. The visit then uses the caregiver's usual per-visit rate from their payroll profile.
  • Expecting the client to be billed the same amount. A flat rate is the caregiver's pay. The client's charge is set under Client is billed.
  • Paying office time during a flat-rate visit. Office minutes that overlap the caregiver's own flat-rate visit are not paid again, because the flat rate covers them. Tick Pay it anyway on the office block if both should be paid.

Frequently asked questions

No. The caregiver is paid the flat amount whatever the visit's length.
Yes. Set a flat rate on their visits and schedule paid office time for their office hours. Their pay statement shows the two separately.
No. Billing follows Client is billed on the visit, or the client's usual rate. A pay code saved from this choice sets no client rate.
Click Save as a pay code when you set it. The code then appears with your other pay codes for the next visit.

Keep going

Staff pay statement

What one staff member worked, what is still scheduled and what the pay period comes to, with flat-rate and hourly pay and office time.

Paid office time

Pay staff hourly for office work: schedule it, record who worked it, let staff start and end it, and never pay twice for a flat-rate visit.

Caregiver payroll & pay rate

Link payroll provider, view paid history, override pay rate per caregiver.

Written by
Calvin Nesvig
Founding Partner, AveeCare

Builds AveeCare full-time. The AveeCare Help Center is written and maintained by the team that builds the product, so the steps in every article come from the same people who ship the features.

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