Learn how to replace an active service agreement with another service authorization.
When a payer issues a new service agreement that replaces an in-progress authorization, we will need update the agreements we have in Billiyo. This process can vary significantly depending on whether or not the new agreement has a different SA number.
If the new agreement has the same SA number, then we simply need to update the agreement that is being worked. However, if the new service auth has a different number then we will need to end the agreement that is currently in Billiyo so we have room to add a new authorization.
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Update Service Auth With the Same Number
For compliance it is essential that you always have the most recent copy of your service agreement PDF entered into Billiyo.
To update multiple rates at once, please use our Mass Rate Change feature.
If the new service agreement has the same Service Auth Number but different rates, dates or units then we can edit the agreement that we already have in Billiyo and attach the updated SA PDF to it. After that, we'll be ready to work the updated agreement.
Updating Information in Billiyo
To update a service agreement, we will first need to find the agreement in Billiyo. To do this navigate to CRM > Service Auths > Add/View SA
Then, in this new page, use the filter at the top of the page to search for your client. This will pop up a list that showcases all of their active agreements.
To see an inactive agreement, click on the "Show All" dial to the top right of the page. When this dial is set to "Yes" you will be able to all agreements the client has, including their expired auths:
After locating the agreement you want to edit, hit the green plus sign next to the payer's name.
This will expand the service auth so you can see it more detail. At the bottom of this expanded view is a blue pencil icon:
Please click this button and we will be shown a pop up that showcases the agreement was entered:
While in this pop-up we can edit an agreement by clicking into a field and changing its information.
Example: If the payrate of an agreement increased by 1 dollar then, after clicking into the Service Auth pop up, we will head to the "Service Rate" field and then enter the correct rate. Finally, to save these edits, we will hit the blue "Save Service Auth" button.
Adding New SA PDF to Billiyo
To add the updated Service Auth PDF to the agreement we will stay in the "Edit Service Auth" pop-up and scroll down. At the bottom of this page is a box titled "Click or drag files to upload."
We can attach a PDF to your agreement by using this field. First, download the updated Service Auth's PDF onto your computer. After locating its PDF, please drag it into this box.
After making our changes, and attaching the updated agreement PDF, we can save the auth by hitting the blue "Save Service Auth" button at the bottom of the page.
View Uploaded PDFs
To view the PDF that you just added, head back to the agreement you updated and hit the green plus sign to expand it.
If the agreement was created with SA automation, the PDF that was first entered to create the agreement in Billiyo will appear in the attachment column on the right side of the page. If the agreement was manually entered though, this attachment column will be blank until a Service Auth PDF is attached to the agreement with the steps described above.
Any additional agreements will be visible in the expanded view under the "Attachment" area.
To view one of these PDFs simply click on the blue "Attachment" icon. To remove a PDF from the agreement, simply hit the "X" icon next to the blue attachment icon.
Update Service Auth With Different Number
If an agreement has a different Service Auth number, then we can't simply update the agreement that was entered into Billiyo. We will need to treat the updated agreement as a new Service Auth. So we need to end the authorization that is currently in our system in order to make room for the new agreement.
If we don't end the existing authorization, then we won't be able to add the new agreement because Billiyo will flag it as a duplicate.
Closing Current Service Auth
To end the agreement we currently have i, we will need to edit its dates. To do this, we can follow the steps listed above.
- Open up the agreement that is currently in your system (click here to see how to enter the edit SA pop up):
- End the agreement that is currently in your system. We want this agreement to end before the new agreement starts.
- Example if the new updated agreement starts on 1/5, then you will need to end the current authorization on 1/4 or earlier.
- Example if the new updated agreement starts on 1/5, then you will need to end the current authorization on 1/4 or earlier.
- If you have received an updated version of this old agreement, attach it to authorization in Billiyo
- Save the updated agreement.
Any unworked schedules that were made on days after the new end date will be deleted.
Worked schedules will be orphaned.
Add New Service Auth
To add the updated agreement, the one with the new service auth number, you can create it like you would any new service agreement.
Assign Care Plan
After entering the new service auth, we will need to assign a care plan to it. However, because of the previous agreement, there may already be a care plan in your system that overlaps with the new agreement that we just entered. So, we are currently blocked from adding a new care plan because the old one is in the way.
To resolve this, we will need to edit the care plan so it ends at the same time as the old service auth that we just edited.
Click here to see how to edit a existing care plan:
After ending the care plan we will need to add a new care plan and assign it to the new agreement we just added. Click here to see how you can create a new care plan and assign it to the agreement.
If you create the care plan on the portal, please make sure to contact your clinical app users and ask them to arrange a times to meet with the client and sign the new care plan.
Remake Schedules
After creating a new care plan we will need to create schedules for your caregiver to work.
Schedules your caregiver worked under the previous agreement will automatically update and be assigned to the new SA and care plan that we entered.