Short answer
Open Settings, then Payment Integrations, and turn on Charge for late cancellations. Set the cutoff in hours before the visit, what the client is charged and what the caregiver is paid. When the office cancels a visit inside the cutoff, AveeCare asks who called it off; choosing The client asked bills the fee on the visit and adds the caregiver pay to the next pay run.
Step by step
- Open Settings, then Payment Integrations, and find Late cancellations.
- Tick Charge for late cancellations.
- Enter the cutoff in hours before the visit.
- Under The client is charged, pick a fixed amount, a percent of the visit, hours at the bill rate, the full visit or no charge.
- Under The caregiver is paid, pick how the caregiver is paid for it, or no pay.
- Check the sample visit below the fields, then Save cancellation policy.
Good to know
- Who called it off: Only The client asked carries a fee. We called it off (no fee) cancels with no charge, and a visit canceled before the cutoff never asks.
- One client, different rules: On the client's Billing tab, Late cancellations for this client can follow the agency policy, never charge that client, or use its own policy.
- Payers: A payer on a payer plan can be set to not pay late-cancellation fees. Its share moves to whoever pays the rest.
- Change or waive it: On Billing, open the canceled visit and use Waive, Set amount or Back to the policy amount. Each change asks why and is kept in the audit trail.
- Off by default: Nothing is charged until you turn it on, and it applies to visits canceled after you save.
- QuickBooks Online: The fee books to the QuickBooks item you map for late cancellations.