Skip to main content

How to Add Funding Information to a Visit

Add or update funding to new or existing visits

Anjelica avatar
Written by Anjelica
Updated over a week ago

Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials). Please get in touch if interested in more information on this feature!

You can add funding to new or existing visits, ensuring that every visit is correctly charged for. Before you start, it is important that you have created the funding options in the Finance tab.

For more guidance on how to do this, please see the following article - How to create a contract.


How to update the funding for an existing visit schedule

To set funding for the entire schedule: 

  • Find the visit on the client's Visit tab

  • Click on the visit card and click Edit

  • Select More options in the top-right corner

  • In the drop-down menu, select Set funding information

  • Add the correct funding for the entire visit schedule

  • Click Save funding information

  • Click Save changes on the edit page in order to save all changes

💡 Once you have saved the funding information, this funding will be set for this visit and all future visits in the schedule. This means you only need to set funding once per visit schedule, and you do not have to update this again unless the funding changes.


How to add funding information for a new visit

  • Select the client you are creating a visit for

  • Go to their Visits tab

  • Click Add visit in the top right corner

  • A pop-up screen will allow you to add information for the visit, including:

    • the time

    • frequency

    • carers required

    • funding

Click on the Funding drop-down menu and select the funding for this visit schedule. You can only select one type of funding for each schedule.

Once you are done, click Save Schedule in order to apply this information to the entire schedule.

For more information on how to set up a visit schedule, please see this article here - How to schedule a visit and assign carers.


How to update the funding for a visit that has taken place

You can update the funding for a visit that has already taken place when you are confirming visits. You will need to do this before confirming the visit, or you will not be able to audit the time and invoice the visit.

If you try to confirm a visit that has no funding information, you will see this message on the Audit visit timings modal 'No funding information has been set for this visit'.

Audit visit timings modal showing planned visit timing from 28 Oct 2022, 16:00 to 17:30 with "Use as paid" button. Actual visit timing shows 28 Oct 2022, 15:39 to 16:01 with "Use as paid" button. Edit paid timings section has "Should pay" checkbox ticked, with paid from 28/10/2022, 16:00 to 28/10/2022, 17:30. Edit charged timings section is circled, showing message "No funding information has been set for this visit. You can override funding information for this individual visit below" with "No funding information set" dropdown.

You can add the funding information via this modal; however, if this is a recurring visit, we recommend setting funding information on the visit schedule. This ensures you do not have to set funding information for each individual visit. 


Using Birdie Analytics to find missing funding information

You can utilise Birdie Analytics to find which visits do not have funding information assigned to them. This will save you time and reduce the time spent finding this information on the Agency hub.

Visits without Funding report showing 500 rows with 0.09% completion. Filters section displays criteria including Clients Demo Client (Yes/No) set to "No", Visits Visit Cancelled (Yes/No) set to "Yes", Visits Scheduled Start Date from 0 days to 30 days from now, Branches Branch Name set to "(DEMO) RavenCare - Birdie", and Clients Client Name set to "any value". Visualization table shows 12 visits from (DEMO) RavenCare - Birdie Support branch for various clients including Keith Smith, Wallace's Greaves, Bob Bobbson, with scheduled start times on 2024-10-24 at different hours.

Please note: If you do not have access to Birdie Analytics and you are interested in learning more, Please get in touch to talk to a member of our team!


Birdie Academy video

Did this answer your question?