Managing the Payroll Module

Clinic Leaders can easily calculate staff payroll based on claims in BillingTracker and preset Payroll Rules.

About the Payroll Module

There are three primary elements to managing your payroll with CllinicTracker:

1. Managing Payroll Rules
2. Managing Payroll Periods
3. Running Payroll Reports

Part One: Managing Payroll Rules

Go to BillingTracker > Payroll > Manage Payroll Rules or from Manage Payroll Period, click the gear in the top right of the Payroll Details section.

The first thing you’ll do is set your Payroll Rules. You may create multiple Payroll Rules per Staff Member to accommodate how you pay your staff. Payroll Rules may be made for specific Services and Payors. You may pay your staff a fixed dollar amount per Service or per Unit, or you can pay a percentage of the Allowed, Billed, or Collected Amount.

The Five Payroll Rule Types:

• AS: Fixed Amount Per Service 
  • Calculated as the $X per Service billed on claims where the Staff is listed as the Rendering Provider on the appointment.
• AU: Fixed Amount Per Unit
  • Calculated as the $X per Unit billed on claims where the Staff is listed as the Rendering Provider on the appointment.
  •  If a service is time-based the units will be calculated based on the actual appointment duration and the time-based rule settings on Utilities > Maintenance > Service Input
• PA: Percentage of Allowed Amount
  • Calculated as the % of Allowed Amount of Claims where the Staff is the Rendering Provider listed on the appointment (even when billing under a supervisor, and when there is a clinician override on the claim.)
• PB: Percentage of Billed Amount
  • X% of the total claim charge on claims where the Staff is listed as the Rendering Provider on the appointment.
• PC: Percentage of Collected Amount
  • X% of the total amount of payments applied to a reconciled claim where the Staff is the Rendering Provider listed on the appointment

Adding a New Payroll Rule    

• Go to BillingTracker > Payroll > Manage Payroll Rules (or Manage Payroll Period > Details Section and click the gear icon.)
• In the Rule Details Section of the Payroll Rules form, Click the New button.
• Enter a Name for your Rule.
• Select a Staff Member from the dropdown list.
• Enter the Services eligible for payroll. (To select more than one Service click Select Multiple Service Options.)
• Enter the Payors included in the rule. (To select more than one Payor click Select Multiple Payor Options.)
• Select the Rule Type.
• Click the Save button.

Editing an Existing Payroll Rule

• Go to BillingTracker > Payroll > Manage Payroll Rules (or Manage Payroll Period > Details Section and click the gear icon.)
• Double-click on the rule you’d like to edit from the Payroll Rules List on the right of the screen.
• You will see the Rule Details for the Rule listed on the left in the Rule Details Section.
• Make your edits.
• Click the Save button.

Cloning an Existing Payroll Rule

• Go to BillingTracker > Payroll > Manage Payroll Rules (or Manage Payroll Period > Details Section and click the gear icon.)
• Double-click on the rule you’d like to edit from the Payroll Rules List on the right of the screen.
• You will see the Rule Details for the Rule listed on the left.
• Click the Clone button and the Rule will be Cloned.
• Click OK on the popup window.
• Make your edits.
• Click the Save button.

Deleting an Existing Payroll Rule

• Go to BillingTracker > Payroll > Manage Payroll Rules (or Manage Payroll Period > Details Section and click the gear icon.)
• Double-click on the rule you’d like to edit from the Payroll Rules List on the right of the screen.
• You will see the Rule Details for the Rule listed on the left.
• Click the Delete button.
• You will be asked to confirm that you wish to delete it.
• Select the Yes button.

Part Two: Managing Payroll Periods

Once you have set your Payroll rules, you are ready to set up your Payroll Periods and add Claims. The payroll period is the date range of appointments for which you’d like to pay your Staff. Some organizations pay every two weeks, some bimonthly. The next section is about setting up Payroll Periods.

Adding a New Payroll Period

• Go to BillingTracker > Payroll > Manage Payroll Periods.
• In the Payroll Details, Complete the Following Fields    
  • Payroll Period Start Date
  • Payroll Period End Date
  • Payroll Status (Open)
  • Reference Number
  • Notes
• Click the Save button to Save the Payroll Period.

Searching for Claims for Payroll

• Go to BillingTracker > Payroll > Manage Payroll Periods.
• Create a new Payroll Period or select an Existing Payroll Period from the list on the left.
• Click the small green plus sign on the right to Search for Claims.
• In the Search for Claims form, select the date range of claims you wish to retrieve.
• You may select Claims by Rule Types.
• Check the ‘Only Display $0 Balance Services box if you use the rule Percentage of Collected Amount.
• Click the Retrieve button.
• A list of Claims will appear in the Select Claims to Include in the Payroll Period section.

Selecting Claims to Include in the Payroll Period

Once you've Retrieved Claims, you can right-click to Select All, Select All Reconcile, Unselect All Export the List or Show Claim Details.

You can also press and hold the Shift Key while you highlight specific claims. Once you have selected the claims you’d like to add to the batch, clinic the Add Selected Claims to Payroll Period button.

Save the Payroll Period with the Selected Claims.

Part Three: Running Payroll Reports 

• To run a Payroll Report Go to BillingTracker > Payroll > Manage Payroll Periods.
• Save a Payroll Period with Claims.
• Click the Reports button.
• Select the Payroll Period Start and End Dates.
• Click Generate Report.
• View the individual claims and total payout for each Staff.