Managing base rates for fee codes

A base rate is the standard rate you charge for a service or product.

In Wolf EMR, you can define multiple base rates for one fee code. For example:

You can charge different rates for patients in different age groups.

If you sell products, such as vitamins, you can charge a different rate when a patient purchases a bulk amount of a product (units).

Best practice: Tracking rate changes (or modifications)
When you need to modify a rate, add a new rate, and then deactivate the old rate. Avoid modifying a current rate.
This way, you have a record of all your rate changes.

Steps

1. Search for and select the fee code you want add or modify the base rate for. See step 1 to step 3 in Adding and modifying service fee codes.
2. Click the Rates tab. The EMR displays:

The Rate Definition area, where you enter information for a new rate.

The Current Rates list, where you can view a history of the fee code’s current and past rates.

3. Click New Rate.
4. Enter information in the Rate Definition area, using the following table as a reference.
Field Description

Rate Effective Dates

From: Enter the date that the base rate will take effect. If you are editing a current base rate, enter the date you want the changes you are making to take effect. The old base rate will be applied to bills until the From date is reached. At that time, the old base rate will discontinue automatically.

Up To: To have the rate continue indefinitely (until you manually change or discontinue the rate), leave this field blank.

Use the following date format: dd/mmm/yyyy.

Tip: To use a fee code’s rate from the previous effective date in the Fee Code Maintenance window, choose Options > Use Previous Rate Dates.

Rate Age Range

To specify an age range for the rate to apply, in the MinAge field, enter the minimum patient age. In the Up To field, enter the maximum patient age.

Tip: If you charge different rates for patients in different age groups, you can program the rate to change automatically based on the age of the patient:

1. Add a rate for each age group. For example:

Rate 1: $25 (for patients under the age of 60)

Rate 2: $20 (for patients over the age of 60)

2. In the Rate Age Range area, define the age group for the rate. For example:

For Rate 1, in the Rate Age Range area, leave the Min field blank, and then enter 59 in the Max field.

For Rate 2, in the Rate Age Range area, enter 60 in the Min field, and then leave the Max field blank.

Rate

Amount: Enter the base rate in dollars and cents. For example, 17.2 (for $17.20).
3. Click Save Rate. The EMR adds the rate on the Current Rates list.
4. If you want the rate you just added to replace a current rate, deactivate the current rate:
a) In the Current Rates list, click the rate you want to deactivate. The EMR displays the information for the rate in the Rate Definition area.
b) In the Rate Definition area, in the Up To field, enter the date the rate is to become inactive on (the date that the new rate takes effect).
c) Click Save Rate.

 

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