If as a provider you want to begin paying support workers to and from clients - a travel fee of 30 minutes pay. For instance, a support worker who is travelling 1 hour from home to the participant should get 30 minutes pay. Also for example, if the client is 45 minutes away, the support worker can begin charging from the 30 minute mark until they reach the client. In this case, they can get paid for 15 minutes travelling fee.
There are two parts to this:
Firstly we need the support workers to have the ability to notify head office that travel has occurred so it can be handled.
Secondly we need to act on the notification from part #1 and correctly pay the support worker and optionally also charge the customer (participant).
Step 1: Setting up a way for support workers to notify head office
The best way for a support worker to notify about travel is by reporting it as they sign out of the visit. You can add a new Information module event/tag for this specific event by going to: Admin -> Information Tags then click to Add Information Tag (also known as an event). You can call it "Report travel time" for example, this will appear in the drop-down when support workers sign off a visit (same place as adding a Case Note or reporting an incident).
Screenshot of adding an Information tag
Step 2: Pay the support worker and also charge the customer
Once a support worker raises an Information event reporting travel time as detailed above, there are two main ways to act on this notification in Careflo:
Create as a visit: If paying and charging for travel between visits happens regularly then you can create them as a type of visit. More details on that further below.
Manual adjustments: If this is more adhoc and not happening too often then you can simply add a Charge Fee and a Payroll Adjustment.
Either method above will create the travel time charge as a separate line item on the customer's invoice.
Option 1: Creating as a visit
The best way to approach this if it happens regularly is to create a service request for customers where travel payment is relevant and name it "Travel time" or something similar and create visits under that service request for 15 minutes, 30 minutes whatever it may be. Use the charge band you need to claim against i.e. social comm/daily activities or whatever the actual visit has. This way it will use the charge band to charge for the travel and also pay the support worker.
The upside of this solution is that you can create reoccurring travel time visits so you don't always need support workers to flag it and you don't need to create new visits each time. The downside of setting reoccurrance is that if a visit is cancelled or the support worker is changed for example then you also need to update the travel time visit in the same way.
Option 2: Manual adjustments
Alternatively you can just add each notification that a travel event has happened as a Charge Fee which will go onto the service user's invoice line items, and also add a Payroll Adjustment for the support worker. For the Payroll Adjustment you will need to select the number of hours in the correct pay band (for example enter 0.5 for 30 minutes and 0.25 for 15 minutes).