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Payer Rounding Policies


Axxess Home Care now enables users to identify specific rounding policies that accommodate payer requirements. For each payment source, users can select rounding policies according to start time, end time or total task time. Rounding policies can also be identified for roll-up services so organizations can comply with all necessary payer specifications.


By enabling users to customize rounding policies according to their specific needs, this functionality streamlines billing operations and facilitates seamless compliance with payer requirements.


Users can select rounding policies when creating a new payer or by editing an existing payer in Axxess Home Care.

Update Rounding Policies


To edit a payer’s rounding policies, navigate to the Payment Sources list and edit the payer. In the Billing Requirements section of the payer profile, select Round by Time or Round by Task Duration under Rounding Policies.


View tab ➜ Lists ➜ Payment Sources ➜ Edit ➜ Billing Requirements section ➜ Rounding Policies



When creating a new payment source, the system defaults to Round by Time with start and end times rounded to the nearest 15 minutes. Update the rounding policy as needed based on payer specifications and/or organizational policies.


Round by Time


To round by time, keep the default Round by Time option selected. Adjust the start and end times to any of the following menu options:


Rounding Rule   Description
None   No rounding rules will apply to the task  
Round Up 15 Minutes   Round any extra minutes up to the next 15 minutes  
Round Down 15 Minutes   Round any extra minutes back to the previous 15 minutes  
Round to Nearest 15 Minutes   Round to the nearest 15-minute marker  


Rounding Rule Details:


Start/End Time (Minutes) Round Up 15 Minutes Round Down 15 Minutes Round to Nearest 15 Min
:01 – :14  Round to :15 Round to :00 :01 – :07 round to :00 
:08 – :14 round to :15
:16 – :29  Round to :30 Round to :15  :16 – :21 round to :15
:22 – :29 round to :30
:31 – :44 Round to :45 Round to :30  :31 – :37 round to :30
:38 – :44 round to :45
:46 – :59 Round to :00 Round to :45 :46 – :51 round to :45
:52 – :59 round to :00

Round by Task Duration


To round by total task time, select Round by Task Duration. Organizations can apply individual rounding rules based on the task billing type (hourly or 15-minute bill rates).



Hourly Bill Rates


Tasks billed hourly can be rounded by total task time to the next, previous or nearest 15 minutes.


Task Duration Time Round Up 15 Minutes Round Down 15 Minutes Round to Nearest 15 Min
:01 – :14  Round to .25 billing hours Round to last billing hour :01 – :07 round to :00
:08 – :14 round to .25 hours
:16 – :29 Round to .5 billing hours Round to .25 billing hours :16 – :21 round to .25 hours
:22 – :29 round to .5 hours
:31 – :44 Round to .75 billing hours Round to .5 billing hours
:31-  :37 round to .5 hours 
:38 – :44 round to .75 hours 
:46 – 59 Round to next billing hour Round to .75 billing hours :46 – :51 round to .75 hours
:52 – :59 round to next hour 



15-Minute Bill Rates


Tasks billed per 15 minutes can be rounded by total task time to the next, previous or nearest 15 minutes.


Task Duration Time Round Up 15 Minutes Round Down 15 Minutes Round to Nearest 15 Min
2-Hour Task = 1 Unit
2:01 – :14 Round to 9 units  Round to 8 units :01 – :07 round to 8 units
:08 – :14 round to 9 units
2:16 – :29 Round to 10 units Round to 9 units :16 – :21 round to 9 units
:22 – :29 round to 10 units
2:31 – :44 Round to 11 units Round to 10 units :31 – :37 round to 10 units
:38 – :44 round to 11 units
2:46 – 59 Round to 12 units Round to 11 units :46 – :51 round to 11 units
:52 – :59 round to 12 units


Roll-Up Services Rounding


The Roll-Up Services menu enables users to select a rounding policy for tasks that roll up into a single billing line item.


Evaluate Authorizations


The system will update scheduled hours based on the rounding policies selected in the payer profile.


To calculate authorizations, navigate to the Schedule Center under the Schedule tab. Select the View Authorizations tab at the top of the client’s schedule. Select authorizations by checking the boxes on the far-left side of the screen and click Evaluate Authorizations.


Schedule tab ➜ Schedule Center ➜ View Authorizations tab ➜ Evaluate Authorizations


Tasks Rounded on Claims


Bill units for task line items will calculate based on the rounding policy set up in the payer profile.


Example: A claim with a payer set to round by task duration with hourly bill rates rounded to the nearest 15 minutes would round from 2 hours and 7 minutes (actual task time) to 2 hours (rounded time) on claims.



Updated on 7/31/2020

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