In Lookout, rates are classified into Visit, Provider travel, and Client transport rates. These rates can be added, updated, and archived within the Settings. This article will focus on updating Visit rates, which determine the product for services provided during a scheduled visit.
An access role with Finance permissions is required to update rates.
Navigating to visit rate settings
Click the three dots next to your name in the side navigation and select Settings.
In the Settings menu, navigate to the Rates section and click Visit rates.
On the Visit Rates page, you will see tabs for Active and Archive rates and an option to add a New Rate. To update a visit rate, you can find the rate you want to modify and click the three dots next to the 'Quantity type' column.
Select Edit.
Force rate propagation
If you make changes to the rate settings, the rate change review screen will appear. This window allows you to select which helper and member contracts should be updated and set the effective date.
Rate change review screen determines 'how' and 'when' rate changes should be applied
Update the suggested price and backdate contracts. A summary of previous and new rate will appear in the rate change review screen.
However, this window will not appear if you click Save without making any changes. To update existing contracts (e.g., changing start dates) without modifying rate settings, enable force rate propagation under the Pricing section.
Enabling force rate propagation before clicking Save will trigger the rate change review screen to appear.
Backdate a contract start date without changing the visit rate.
Understanding the rate change review screen
There are three options for how the rate can be applied:
Option 1: Change for all existing and future Helpers and contracts
This option applies the rate change to all clients receiving services from the affected support workers once the change is propagated, which may take up to 30 minutes to reflect.
Option 2: Change for Helpers and contracts that are currently using the default
This option applies the rate change only to helper clients with the previous rate in their contracts. As per their existing contract, any helper or client with special or custom pricing for this visit rate will be excluded from the update.
Option 3: Only apply to new contracts created with the new default
This option applies the rate change only to new contracts or new helper-member relationships where the helper has never provided services to the member before. The changes take effect immediately, so any new contracts created after propagation will use the new rate.
FAQs
How do the rates get updated?
New services scheduled from the effective date will use the new rate.
Existing contracts between support workers and clients will expire and be replaced with new contracts at the new rate, starting from the selected effective date.
Scheduled and completed visits that have not been invoiced will also use the new rate from the effective date.
Rate changes will not affect completed services that have been invoiced. If the invoice is in draft, you can update the billing run or delete and regenerate it to apply changes. Otherwise, adjustments must be made using ad-hoc transactions or Invoice & Credit notes if invoices have been published.
How do I update Provider Travel and Client Transport rates?
Provider travel and client transport rates are separated from visit rates as they operate differently and have different units of measurement.