Billing a day care month

A day care month is generated like any other month — see Billing a month, step by step. What differs is what it counts: the days of the attendance register, not the calendar.

When the day care centre runs without a rest home, the billing app is named Day Care Billing, and its invoices are numbered in the centre’s own CSJ journal.

The day care card of the dashboard

Billing → Dashboard gives the centre a card of its own, before the month is prepared:

  • Day care today — the users who came today against the approved places, with the users still expected; it opens Today’s attendance;

  • Register not kept — the days the centre opened over the last 30 days with nobody recorded; it opens the register on the latest of them;

  • Day care agreements to renew — the agreements that run out within 30 days, or already have. See The day care agreement.

What the month bills

  • The forfait, to the health insurer: one line per run of consecutive days that earn it, at the rate of the user’s CSJ category. A user who comes on Monday, Wednesday and Friday has three runs a week.

  • The day price, to the user: one line a month at the price of the day place, with the days recorded as its quantity — whether they earn the forfait or not.

  • The daily supplements, on the days recorded — not on the calendar days.

  • The transport (Transport - Home/CSJ), on the days the register says the centre drove the user in: « 3 days driven in ».

  • The unannounced absences (Day care unannounced absence), on the days recorded as billable unannounced absences: « 1 unannounced absence ».

The transport and the unannounced absence are supplements: give them their price under the supplement types, and add them to the conventions of the users concerned. A user the centre drives is subscribed to the transport when their stay starts, as soon as the transport has a price. See Supplements.

And what it never bills:

  • no night: the day place is billed on the days recorded only;

  • nothing ahead: the days are billed once they happened;

  • no absence rebate, and no declared absence: a day nobody came is simply not billed;

  • nothing after the last day of care — the end of the stay, the declared end of care or a death. A day the register still holds after it is flagged to the administration, not charged to the family.

A day recorded, corrected or removed after the month was generated bills the month again for that user, as a change of absence does. On the period, the Stay Days and Presence Days of a day care user are their days in the register: 17, not 31.

The billing lines of a user who comes every opening day: five forfait lines, one per week, then the day price, the day room line, on 21 days attended

The lines are read on the period, under its Billing Lines tab, or on the stay’s tab of the same name. Each forfait line carries the CSJ category, its pseudo-code and the health insurer as payer; the day price line names the day room.

When no forfait is due

The month bills the user’s day price, but no forfait, when:

  • the scale gives no day care category — none of F, Fp, Fd or D: the period says No day care category: no forfait, with the users concerned. A user with no validated Katz at all reads No Katz on the period;

  • the insurer refused the agreement for these days (Annexe 16), and no later agreement was granted. See The day care agreement;

  • the staffing norm withdrew the forfait of the billing year — see below.

WideCare never sends a forfait at 0.00 EUR.

The month nobody ticked

When a user’s month bills nothing, refreshing the period says why in its chatter: nothing recorded in the attendance register for them, with the last day recorded of each user concerned. A recent date says the register was not kept up; « never » says the user never came.

The note on the period: nothing recorded in the attendance register for this month, so nothing is owed, with the user's name and the last day recorded

Fill in the register — see Recording attendance — then Refresh the period.

Register days to check before sending

A day recorded after the 13:00 closure, or on a day the centre was closed, may be true — a late arrival, an exceptional opening — or a mistake. Each generation lists them in the period’s chatter, under Register days to check before sending, user by user, with the reason. Correct the register if they are mistakes; otherwise they are billed as they are.

When the staffing norm reduces the forfait

A staffing norm applied to the billing year reduces every CSJ forfait of that year, and the period says so when it is generated. Under 75 % of the norm, no forfait line is produced at all — never a claim at 0.00 EUR — and the period says Forfait withdrawn by the sector. See The staffing norm.

Sending to the health insurers

The forfaits go to the health insurers by eFact, under the day care centre’s own INAMI number, in their own sending. See Electronic invoicing (eFact).

Before the sending, two checks are proper to the day care centre:

  • Day care forfait past the agreement’s yearly term — a forfait after the end of the user’s agreement: a warning while a renewal awaits the insurer, blocking when none was sent;

  • Forfait on a day the centre was closed — a warning: correct the day in the register, or keep it if the centre really opened.

What’s next