Billing setup guide

Billing in MeridiaCare AI is campus-scoped. Each campus can have its own rate schedules, care packages, and payer mix while sharing organization-wide GL codes where appropriate.

This guide covers the tabbed Billing configuration screen and the order we recommend for a new campus.

Access and permissions

• Navigate to Billing → Billing configuration (`/billing/settings`)
• Required permission: `billing.configure` (billing persona)
• Use the campus selector before editing — switching campuses reloads all tabs with that campus's data

For hands-on exploration, sign in as the demo billing user (`billing` / `demo1234`) after running `npm run db:seed`.

Recommended setup order

1. General — default billing model, invoice terms, tax/NPI identifiers
2. Rate schedule — effective-dated rate tables
3. Care package — bundled daily rates tied to rate schedules
4. Supplemental & rent — add-ons and room/board charges
5. Services — à la carte billable service definitions
6. GL codes — campus and global chart of accounts
7. Payers — private pay and insurance payers

General settings

The General tab stores one row per campus:

| Setting | Purpose | |---------|---------| | Default billing model | How charges aggregate (daily care package vs. itemized) | | Default rate schedule | Fallback schedule for new residents | | Invoice due days | Net terms on generated invoices | | ACH draft day | Preferred ACH collection day | | GL prefix / tax ID / NPI | Identifiers on claims and exports | | Unscheduled billable default | Behavior for ad-hoc billable events |

Save general settings before creating packages that reference a rate schedule.

Care packages

Care package tab — bundled daily rates (`care_packages`).

Care packages combine room, care level, and bundled services into a single daily rate. Link each package to an effective rate schedule so future rate increases can be scheduled without rewriting resident agreements.

Typical packages:

• Assisted living — standard
• Memory care — enhanced
• Respite / short-stay

Supplemental, rent, and other charges

| Tab | Use for | |-----|---------| | Supplemental | Optional add-on packages (medication management fee, transportation) | | Rent | Monthly room and board line items | | Other charges | Recurring or per-occurrence miscellaneous charges |

These layers stack on top of the base care package depending on your billing model.

Rate schedules

Rate schedule tab — effective-dated tables.

Create schedules with start dates so you can publish future rate increases. When cloning campus configuration from a pilot site, rate schedule IDs are remapped automatically.

Billable services

Services tab — individual billable service definitions and rates.

Use services for à la carte billing (salon, guest meals, pharmacy pass-through) that are not part of the daily care package.

Chart of accounts

| Tab | Scope | |-----|-------| | Campus GL | GL codes specific to the active campus | | Global GL | Organization-wide codes shared across campuses |

Align GL codes with your accounting export (QuickBooks, Sage, etc.) before first invoice run.

Payers

Payers tab — private pay and insurance payers.

Add payer records with remittance preferences. Medicaid and managed-care rules are configured in the Medicaid billing module for eligible states.

Demo data

The database seed adds sample billing configuration per campus via `seedCampusBillingConfiguration()`. Use demo data to validate invoice generation before entering production rates.

After configuration

1. Assign care packages to residents during move-in
2. Run a trial invoice for a test resident
3. Export to your accounting system and verify GL mapping
4. Use the Report catalog for billing and AR aging reports

Related guides

• Implementation & campus setup — clone billing templates across campuses
• Billing operations — day-to-day billing workflows
• Report catalog user guide — billing domain reports