Funders
Executive Summary
Funders lists the funders (payers) held in AlayaCare and lets administrators complete the billing set-up that the integration needs for each one. Basic funder details such as code, name, description, invoicing model, claim type, contact emails and fax, and the initial and rebill claim export methods are brought in from AlayaCare with Refresh from AlayaCare and cannot be edited here. For each funder an administrator then assigns a billing cycle (which creates the funder's billing periods), sets custom invoice options and the statement address, manages the periods (payment dates, close and reopen), maps the funder to departments with their general ledger accounts, and sets the OHRS category and fund type.
Key Features
- Refresh the list of funders from AlayaCare (new funders are added and changed details are updated)
- Filter by code, name, billing cycle, and invoicing model, and sort by AC ID, Code, or Name
- Assign or change a funder's billing cycle, which generates the funder's billing periods
- Maintain roll-up of visit premiums, the account number label, and custom invoice options
- Maintain the statement name and address for funder-invoiced funders
- Record PAP details, extended payment dates, and payment due dates on each period, and close or reopen periods
- Map the funder to departments with revenue and receivable GL accounts
- Set the OHRS service recipient category and fund type
- Export the displayed funders to Excel
Typical Workflow
- Click Refresh from AlayaCare to bring in new and changed funders.
- Filter the list if needed and click Apply Filter.
- Click the edit icon on the funder's row (or right-click and choose Edit) to open the funder's details.
- On the General tab click Set Billing Cycle, choose a cycle, and click Save. Use Edit to set the other billing options.
- On the Periods tab select a period to record PAP details, extended payments, or a payment due date, or to close or reopen it.
- On the Departments tab click Add to map a department and its GL accounts. On the OHRS tab click Edit to set the category and fund type.
- Click Close to leave the dialog.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|
| View | Open the page |
Main Grid
The grid lists the funders, 14 rows per page. The first three columns stay in place when scrolling sideways.
| Column | Description |
|---|
| AC ID | The funder's AlayaCare ID. |
| Code | Funder code. |
| Name | Funder name. |
| Description | Funder description. |
| Invoicing Model | Invoicing model from AlayaCare. |
| Billing Cycle | Billing cycle assigned here. |
| Roll Up Premiums | Checked when visit premiums are rolled up. |
| Account Number Label | Label used for the account number. |
| OHRS SR Cat | OHRS service recipient category. |
| OHRS Fund Type | OHRS fund type. |
| Manage Records | Edit icon for the row. |
Main Grid Filters
| Filter | Purpose |
|---|
| Filter Code Includes | Show funders whose code contains the text. |
| Filter Name Includes | Show funders whose name contains the text. |
| Filter Billing Cycle(s) | Multi-select list of billing cycles. None Assigned finds funders with no cycle. |
| Filter Invoicing Model(s) | Multi-select list of invoicing models. None Assigned finds funders with none. |
| Sort By | Order the list by AC ID, Code (default), or Name. Applies as soon as it is changed. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|
| Refresh from AlayaCare | Reads the funders from AlayaCare and adds or updates them here. See Processing Overviews. |
| Export | Saves the displayed funders to Excel (columns AC Id, Code, Name, Description, Invoicing Model, Billing Cycle, Days Until Invoice Due, Custom Invoices FCF Tag, Custom Invoices Supplementary Label, OHRS SR Cat, OHRS Fund Type). If the list is empty, "Nothing to export" is shown. |
| Apply Filter / Clear Filter | Apply or reset the filters. |
| Edit icon (row) | Opens the funder details dialog. |
| Edit (right-click a row) | Same as the edit icon. |
Dialog Components
Funder Details
Opens from the edit icon or right-click Edit. The title shows the funder's AlayaCare ID. The top of the dialog shows read-only details from AlayaCare: Code, Name, Claim Type, Initial Claim Export, Rebill Claim Export, Fax, Email, Email 2, and Email 3. Click Close to leave.
Tabs
| Tab | Purpose |
|---|
| General | Billing cycle, invoicing options, and statement address. |
| Periods | The funder's billing periods and their payment dates. |
| Departments | Departments mapped to the funder and their GL accounts. |
| OHRS | OHRS category and fund type. |
General
Shows Current Billing Cycle, Roll Up Visit Premiums, Account Number Label, and under Custom Invoices: Days Until Invoice Due, Supplemental Account Number FCF Tag, Supplementary Label, and AR Account Number. For funders whose invoicing model includes "funder", the Statement File As, Address, City, Province, Postal Code, and Country are also shown.
| Button | Description |
|---|
| Set Billing Cycle | Shown when the funder has no billing cycle. Opens the cycle picker (Select A Billing Cycle). On Save, the cycle is assigned and the funder's periods are created from the cycle's periods. "Please select a valid billing cycle" is shown if none is chosen. |
| Change Billing Cycle | Shown when a cycle is already assigned. Same picker. Saving first deletes all of the funder's existing periods, including their dates, then creates the periods of the new cycle. |
| Edit | Opens the Funder dialog: Roll Up Visit Premiums, Account Number Label, Days Until Invoice Due, Supplemental Account Number FCF Tag, Supplementary Label, and AR Account Number. |
| Change Address | Shown for funders whose invoicing model includes "funder". Opens the Funder Address dialog: Statement File As, Address, City, Province, Postal Code, Country. |
Periods — Grid
| Column | Description |
|---|
| Year | Year of the period. |
| Period | Period number. |
| From Date / To Date | Dates the period covers. |
| Close Date | Date the period was closed. |
| Reopen Date | Date the period was reopened. |
| PAP Date | PAP date entered for the period. |
| PAP EFT Message | Message entered with the PAP date. |
| Ext Pay Date | Extended payments date. |
| Payment Due Date | Payment due date. |
Periods — Grid Actions
Select a period row first; otherwise "Please select a period" is shown.
| Button | Description |
|---|
| PAP Details | Opens a dialog to set the PAP Date and PAP EFT Message. |
| Extended Payments | Opens a dialog to set the Extended Payments Date. |
| Payment Due Date | Opens a dialog to set the Payment Due Date. |
| Close | Shown when the selected period is open. After confirmation ("Are you sure you want to close this period?") sets the close date to now and clears the reopen date. |
| Reopen | Shown when the selected period is closed. After confirmation ("Are you sure you want to reopen this period?") sets the reopen date to now and clears the close date. |
| PAP Details / Extended Payment / Payment Due Date (right-click a row) | Same as the buttons above. |
Departments — Grid
| Column | Description |
|---|
| AC ID | Department's AlayaCare ID. |
| Name | Department name. |
| Revenue GL | Revenue GL account for the funder and department. |
| Receivable GL | Receivable GL account for the funder and department. |
| Manage Records | Edit icon. |
Departments — Grid Actions
| Button | Description |
|---|
| Add | Opens the Department dialog to map a department. Choose Select A Department, then enter the Revenue GL Account and Receivable GL Account. A department already mapped to the funder is refused ("Department already added to funder"). |
| Edit | Opens the Department dialog for the selected row. The department is read-only; the two GL accounts can be changed. |
| Edit icon (row) / Edit (right-click a row) | Same as Edit. |
OHRS
Shows OHRS SR Category (30 = Referred In, 80 = CSS) and OHRS Fund Type (2 = CSS/LTC, 3 = Other). Click Edit to open the OHRS dialog, where OHRS Category (30 or 80) and OHRS Funder Type (2 or 3) can be chosen or cleared, then Save or Cancel.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|
| Billing Cycles | Cycles offered when setting a billing cycle. Also covers its billing cycle periods: periods copied to the funder when a billing cycle is set. |
| Departments | Departments offered when mapping a department to a funder. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Refresh from AlayaCare
- A "Refresh Funders" progress panel opens.
- The system signs in to AlayaCare. If sign-in fails, the refresh stops without a message.
- It reads the list of funders from AlayaCare, then reads the details of each funder in turn.
- The initial and rebill claim export methods are worked out from the funder's setup: Manual; CMS 1500 No Background or With Background; Waystar, Tellus 837, or TMHP for electronic submission; otherwise the raw AlayaCare value is shown.
- A funder not yet known is added with its code, name, description, invoicing model, claim type, emails, fax, and claim export methods. A known funder is updated only when one of those values has changed. Billing cycle, GL accounts, OHRS settings, and the other settings made here are never changed by the refresh.
- A funder that cannot be saved shows the error message and the refresh continues with the next one.
- The list is reloaded.