School contracts

When your clinic provides services in a school under a contract with the school or district, the records of those services belong to the school. A school contract keeps them apart: they bill the school instead of insurance, only some staff can open them, and chart exports leave them out unless you ask for them. School contracts work for every discipline.

Open Setup > School Contracts. You need the payers permission to add or change contracts.

Add a contract#

1. Add the school or district as a payer of the School or agency type first (see Payers).
2. Click New Contract and enter the Contract name.
3. In Billed to, pick that school or agency payer.
4. Enter the date it Starts on and, if it has one, the date it Ends on.
5. Turn on Add notes for anything staff should know, then click Create Contract.

The list shows each contract's payer, dates, how many episodes are served under it and whether it is In force today.

Serve an episode under a contract#

Open the patient's chart, then Episodes. Create or edit the episode and pick the contract in School contract. The episode shows a School badge with the contract name. From then on:

• Billing: visits on dates the contract is in force bill the contract's payer, whatever coverage the chart holds. Their charges never go on an insurance claim; they wait for the school's agency invoice. Visits outside the contract's dates bill the chart's coverage as usual.
• Access: only staff with the Patients: School Records View permission, or the provider who rendered or supervised the visit, can open the episode's visits. Others are told the record belongs to a school contract. The built-in Clinical Supervisor role has the permission for their caseload; Billing Manager does not.
• Exports: chart exports leave the episode's documents out. Someone with school records access can include them, or export only them to hand the school its students' records.