Using the Finance Module

Steve Findon Updated by Steve Findon

This article details the requirements for using the Finance Module in Care Cloud.  These requirements are split into 2 sections: 

  • Setup – These are system-wide requirements to make the Finance functions work 
  • Process – These apply to individual Service Users 

This article can be used as a checklist to ensure that all actions/steps have been undertaken, so that the final process of sending an accurate Finance Invoice to a Payer can be achieved. 

  1. Setup Requirements 
    1. Person 
      1. Create Service Users 
      2. Create Relationships for Service Users 
    2. Provider 
      1. Create the various Service Providers i.e. Establishments and Funders 
      2. See Providers 
    3. Contract Schemes 
      1. Create Contract Scheme names and associate with applicable Establishments / Funders
    4. Various Reference Data 
      1. Create additional Reference Data in order to define which Services Establishments will provide 
      2. See Contract Services Configuration 
    5. Contract Services 
      1. Create the Service records that Establishments will provide against each Contract Scheme 
      2. See Using Contract Services {make this description a hyperlink to the Document: Contract Services – User Guide} 
    6. Finance Code Mapping 
      1. Create mappings for each Contract Scheme to construct how Finance Codes will be created and associated with Person Contract Services and Finance Transactions 
      2. This configuration is only required if Finance Codes need to be used in an Extract File to interface to your Accounting software 
      3. See Finance Code Mapping 
    7. Finance Codes 
      1. Create the Finance Codes under the various Locations that the mappings will use 
      2. This configuration is only required if Finance Codes need to be used in an Extract File to interface to your Accounting software 
      3. See Finance Codes 
    8. Person Absence Reason Rules 
      1. Create Charging Rules, based on each Person Absence Reason, which will reduce the charge billed 
      2. Only create where required 
      3. See Person Absence Reason Rules
    9. Person Contract Services End Reason Rules 
      1. Create Charging Rules, based on each Person Contract End Reason, which will add an extra one-off charge 
      2. Only create where required 
      3. See Person Contract Services End Reason Rules
    10. Finance Invoice Batch Setup 
      1. Create setup records to be able to: 
        1. Create Finance Transactions 
        2. Batch up Finance Transactions onto Finance Invoices, by Contract Scheme 
      2. See Finance Invoice Batch Setup 
    11. Finance Invoice Batch Setup 
      1. Create setup records to be able to extract Authorised Finance Invoices to create an interface file 
      2. See Finance Invoice Batch Setup
    12. Finance Extract Batches 
      1. Set up the Finance Extract Batches that will be used to automatically create and process various finance records 
      2. See Finance Extract Batch Setup 
  2. Process Requirements 
    1. Person Contracts
      1. Create records to identify with which Contract Scheme Services will be associated 
      2. See Person Contracts 
    2. Person Contract Services
      1. Create records to identify the Services provided under each Person Contract 
      2. See Person Contract Services
    3. Charge Apportionment 
      1. Should the Service User require that some of their charge should be paid by Third Party(ies), identify what the split should be, by Contract Scheme 
      2. Only create where required 
      3. See Charge Apportionments 
    4. Person Absence 
      1. Should the Service User be absent whilst receiving services (e.g. Hospital Stay), record an Absence record with dates 
      2. Only create where required, but can be recorded for information only 
      3. See Person Absences 
    5. Finance Invoice Batch 
      1. Generate Finance Invoices, ready for reviewing 
      2. See Using Finance Invoice Generation 
    6. Finance Invoice 
      1. Review and Complete Finance Invoices, ready for extraction 
      2. See Finance Invoice Processing 
    7. Finance Extract Batch 
      1. Extract Finance Invoices to an Interface file (see Using Finance Extract Batches)
      2. Generate Finance Invoices to send to Payers (optional - see Finance Invoice Processing)
    8. Finance Invoice Payments 
      1. Allocate payments made by Payers against the Finance Invoice raised on them 
      2. Only create where required 
      3. See Payments against Invoices
    9. Person Money Accounts 
      1. Create Person Money Accounts to track funds, used especially where a Service User’s funds are kept by staff on behalf of them 
      2. Only create where required 
      3. See Personal Money Accounts 

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