Therabyte Support

Questions answered in this article:

• What is a service in Therabyte?
• How do I set up my services?
• What does the category mean?

View the instructional video(s) on this topic below:

• Getting started: Services + Funders (8 min video)

Related articles:

• Services - setting up packages
• Create a Non-billable service
• Adding services to your website
• How to use categories to create efficiency for your team

To support the creation of  automation in a clinic which in turn saves time, we have integrated services offered by a clinic with all notes and scheduled events related to a client. Having an automated service for the clinic allows practitioners to add the custom service(s) to client events from the scheduler when making appointments or adding it to a note from the notes tab. Also, you can use the description of the service to display offered services on your website. 

Note: 

• The Practice setup menu is only accessible for the Owner or office admin of a clinic.

• The title/name of a service is what will be displayed on the clinic's invoice - keep it in mind as you set them up and name them. Some Funders require certain keywords to approve payment for services. 

• Category/Discipline/Department are used interchangeably in this article.

• Currently, the Tags feature on the Services Tab is under development.

• By Default, billable items show up in 2 places

1. Billing Tab (left side menu) > Billing Items Tab > Uninvoiced Tab. 

2. Finance Tab (top bar menu of the client chart) > Uninvoiced section of the client chart modal.

Creating a new Service

1. Go to the Services page by clicking the Services tab in the Practice Setup menu from the top left corner.

2. To create a service, click the New Service button at the top left corner of the page.

3. Notice the Service modal showing up. Type the Service Name in the field provided.

4. To add a category or discipline to a service, choose and select a Discipline or Department in the Category dropdown menu.

5. To add a new category or discipline, select the + button at the bottom of the Category dropdown menu.

Note: To know more about creating a category and its importance, read the following articles: Anatomy of Services and How to use categories to create efficiency for your team

6. To add a compensation tier on a service, choose and select a Compensation Tier in the Category dropdown menu.

Note: This allows visibility to users matching the compensation tier of a created service. Also note that this custom tier, doesn’t necessarily have to relate to compensation, but used as another category for separating out different groups of people within your organization.

7. Alternatively, choose and select Any/Unassigned option on the compensation tier dropdown menu.

Note: This is the default option if a service compensation tier is not set up. If chosen, this does not limit any user from seeing a service under their department/discipline regardless of the compensation tier.

8. To add a new compensation tier, select the + button at the bottom of the Category dropdown menu.

9. To add a description of a service, type the Service Description on the box field provided in the modal.

Note: This is optional. Adding a description of a service is helpful if the clinic or practitioner enables the website settings to make services visible on the clinic website.

10. To save the new service created, click the Save button.

Adding the service billing and tax information 

A few things to note when setting up the specifics of a service. 

1. Services are attached to each calendar event(s) from the Scheduler and client notes- the fee that will appear on the invoice, will adjust based on the time set for the event or note.

Example: The sample service created in this article has a fee of $100.00 

• The event duration is 1 hour and 30 minutes

• On the invoice, it will display, 1.5x the service fee, the total amount will be $150.00.

2. Services allow for Funder-specific billing rules

When a service is created with funder specific billing rules, and is added to a contract for a particular client, the fees will adjust accordingly.

Example: In the sample service set up below the funder coverage is sixty percent (60%) = it automatically adjusts and calculates the custom fee for this contract based on the funder specific rules.

• If a custom fee is set up first, edit the Custom Fee column and it automatically calculates the percent coverage as well.This does NOT mean that a Funder is only covering that percentage of the invoiced rate, but rather the percentage of the service default amount.

3. Add a billing code, in the Billing Code field provided. This is used for internal purposes and will be displayed on raw data reports.

1. Add a fee to the service, type in the Fee field provided.

Note: Changes to fees will take effect immediately for any items that have yet to be invoiced or draft invoices. The adjusted fee will not be applied to past submitted invoices. 

2. To add tax on a service, Toggle the Taxable button to On in the modal.

Note: Read this article to learn more about adding taxes to services.

3. Services can be 1 of 2 different billing types, Billable or Non-billable. 

Note: Non-billable service items cannot be added to invoices. If you would like a service that charges $0, select billing type billable, with a fee of $0. 

4. To add duration or quantity of a service, do the following:

1. Choose an option: Min, Hrs, or Unit 

2. Type the Custom Number 

5. To create Funder-specific billing rules, click the + button and choose and select an Existing Funder on the dropdown menu.

Note: The Self/Client option is a default option - if a service is not associated with a Funder or Insurance Company. Read this article to learn more about adding new Funders.

6. Additionally, you can create custom rules for this service related to charges applied to travel time and/or travel distance. These fees will only be applied if the practitioner/user adds travel time and mileage to the client event. 

Note: The user has an option to track in kilometers or miles.

7. If funder-specific billing rules no longer apply to a particular service,  select the X button beside the Funder name on the modal.

8. To save the changes made to a service, again select the Save button.

9. To archive an existing service, click the Archive button on the bottom left corner of the modal.

Note: Services archived that have been previously added to an invoice will continue to display on the invoice with an “archive” tag. 

10. To restore an archived service, click the Archive Tab on the Services page.

11. Next, click the Restore button seen beside the archived service name.

Examples of how to use Categories 

Learn about the categories and anatomy of service, please read this article.

You can further specify the category by assigning it to a specific discipline. Sculpt the categories based on your practice needs and processes.