Overview
Rates & Services is where you set up the charges your organization applies to different types of trips. The rates you enter determine what RoutingBox charges for a trip as it is created, based on the rate criteria that trip meets.
This walkthrough will guide you through building and organizing your rate table so that the correct charges are automatically applied to each trip.
Key Things to Remember
Rates are organized as individual line items. Every rate you create in Rates & Services becomes a separate line item within your rate table.
Rate tables are read from top to bottom. RoutingBox evaluates each line item in order, starting at the very top.
The first qualifying rate is the one that applies. As soon as RoutingBox finds a line item that matches the trip's criteria, that rate is applied. It does not continue looking for another qualifying rate of the same type. (see Rate Hierarchy article for additional information)
Why this matters: The order of your rates is extremely important. If your rates are not organized correctly, RoutingBox may apply a different charge than you intended.
Start Building Your Rate Table
Using the fly out menu on the left side of RoutingBox, select Settings and click on Rates and Services.
When you open Rates & Services, first decide whether you want to create rates at the Account level or the Account Class level.
Account: Choose this option if the rates apply only to one specific account, such as an individual Broker or Facility contract.
Account Class: Choose this option if the rates apply to all accounts within a particular class, such as Self-Pay.
Select the option that best matches how broadly you want the rates to apply.
In RoutingBox Web, click New Rate at the top of the Rates & Services screen to create a new rate line item.
Required Fields
Each rate line must include the following information:
Code: Whatever you want to call this charge for billing purposes (can be as simple as ‘Base’ or could be a code used for medical billing i.e A0130).
Amount: Specifies the dollar amount or percentage to be charged.
Start Date: Determines when the rate becomes eligible to apply to trips.
Code Type: Identifies the category of charge. Note: only one type of rate will apply per trip.
Code Type | Use it for |
Base | The core per-trip charge |
Mileage | The per-mile charge |
Admin | Flat add-on fees (surcharges, accessories) |
Discount | Percentage or dollar reductions |
Hourly | Rate that applies on hourly basis |
Need | Applied to specific trip need (i.e. oxygen) |
Other | Rates for additional need |
Route | Applied for an entire route |
Tax | Tax percentage |
All other fields are optional and used to add in more specifics for what scenario the rate should apply.
Additional Criteria
When there is a need to include other specifiers that would be required to pull that rate, you’ll want to tack these on.
· Trip purpose
· Needs (any need configured in your RoutingBox instance)
· Seating needs
· Mode
· Pickup zone / drop-off zone
· Client class
· Individual client
· Provider
· Trip status — useful when a charge should only apply to a cancellation or a no-show
Example: Using Modifiers to Set Different Rates
Let's say you charge $20 for a standard ambulatory trip. However, if that same trip requires an attendant and is at least 15 miles long, you want to charge $30 instead.
To accomplish this, you would create two separate rate line items:
Standard Ambulatory Rate – $20: Applies to standard ambulatory trips with no additional requirements.
Ambulatory Rate with Attendant – $30: Applies only to ambulatory trips that require an attendant and are at least 15 miles long.
The second rate uses two modifiers: Attendant Required and Mileage of 15 Miles or More. Both conditions must be met for the $30 rate to apply.