Session Extras
Last updated
Last updated
Non-standard session fees
When adding a session to your timesheet, if the amount displayed in the Cost field is inaccurate (for example, if the assessment you carried out costs more / less than the standard assessment, or the client is to be charged a non-standard rate), you can check the ‘Overwrite cost?’ box and manually enter the correct amount to charge the client.
Session Extras: Client Payment
Clicking on the Client Payment box on the Session Extras screen will enable you to tell the system if you were paid directly for a particular session. The system will do all of the necessary calculations with regards to the client’s invoice and your payslip.
Session Extras: Travel cost
If you see patients on a regular basis, where the travel charge is always the same, you can set the travel charge on the Edit Patient screen. The box is the same as the one below (see 'Travel cost'). If you do not assign a fixed travel fee to a client, but instead complete the box on the Session Extras screen, the value that you enter will be saved as the default. As such, it is very important that, if your journey is ever different to the standard one, you enter the correct information for that specific session.
On clicking this box, you will be provided with instructions about which Cost type to use. The standard type is ‘Mileage’. If, for some reason, the price per mile agreed with the client is different to the default, you can enter a new value.
Session Extras: Venue hire
If you provided therapy at a venue which either you, The Owl Centre, or the client has to pay hire charges for, use this box to select the venue in question. If your venue isn’t listed, contact office@theowltherapycentre.co.uk.
Most types of venue hire charge are straightforward to enter. However, there is one type that is more complicated than the others and requires explanation.
See Figure a. above. This type of box will appear either if (a) the Venue that you select from the dropdown list is not paid directly by The Owl Centre for room hire or if (b) it has been agreed that the hire charge will be shared. To complete this type of box:
a. In the 'Invoice paid by' field, enter the party who actually settles the bill (i.e. gives the payment to the venue). This could be you, the client, or The Owl Centre. In the above example, it's the latter.
b. The 'Total room hire cost' refers to the hire charge of that particular session (above, it's £12.50).
c. The next 3 fields ('Paid by...') require you to enter the contributions owed by any parties. In the above example, The Owl Centre pays the hire charge in its entirety. However, the set-up could be - for example - that The Owl Centre and the client each pay 50% (i.e. you'd enter £6.25 in the 'Paid by owl centre' and 'Paid by client' fields). And so on. If you don't know what the arrangement is, contact your team leader or email office@theowltherapycentre.co.uk.
Session Extras: Resource making & Others
If you made resources for the client, enter the amount of times (mins) you spent doing this. The client will be billed accordingly, and you will be paid at your agreed % rate. If you add a note in the Notes box, this will appear on the client’s invoice. The ‘Others’ box enables you to add any other charges for the client.
