Therabill does offer a simple tool for tracking which sessions you have paid your providers for and at the same time create a pay stub for your provider. This is done through what Therabill calls Provider Pay Stubs.
It is important to realize that Therabill was NOT created as (or meant to be) a payroll system. Therabill's main purpose is electronic billing, scheduling, and documentation. Although provider pay stubs may be beneficial to some Therabill members, it may not meet the payroll needs of everyone.
To determine if the pay stubs feature will meet your needs, we give a description of what it does below. We also list a few of its limitations. This article is not meant to be a tutorial for using pay stubs.
What does the provider pay stubs do?
Essentially, provider stubs just tracks which sessions you have paid your providers for and how much you paid your provider for each session. Whenever you include a session on a pay stub, that session gets marked as "having been paid to the provider". This "mark" is how Therabill tracks what sessions have been paid and which sessions have not been paid. Once marked as having been paid, that session will no longer be available to include on future pay stubs. Therabill then creates a pay stub that you can use to include with the check you give your provider. This pay stub lists each therapy session that they are being paid for and the amount they are being paid for each session. The pay stubs are then kept in your filing cabinet in Therabill for future review.
Provider pay schedule
To use provider pay stubs, it is a good idea to set up a provider pay schedule. This lets Therabill know how much to pay your providers for a therapy session. You can enter a default pay schedule and/or enter pay schedules for specific session classes. By using sessions classes, you can create separate pay rates based on no show or cancelled sessions. Using session classes, you can also tell Therabill which sessions should not even be included in pay stubs.
Fee schedules can be based on the charge amount of the session or on the payment amount that you received for a session. When choosing to base a pay entry on the amount billed, you can further choose to have the pay amount fixed, per unit, or per minute. If you are choosing to base it on amount paid, then you simply enter a percent (percent of the amount paid on a session).
IMPORTANT: When choosing to base your pay schedule on the payment amount received, when you are creating your pay stub, Therabill can only base this on the current payments received and entered into Therabill. When you create the pay stub, Therabill will mark that session as having been paid to the provider. Any future payments you apply toward that session will not show up in pay stubs. If you are wanting to use pay stubs, and you base your pay on total payment amount received, then you should not include a session on a pay stub until all payments have been received and recorded for that session.
Provider pay schedules are not required. When creating a pay stub, you can manually enter in the amounts that you want to pay the provider for each therapy session.
Creating your pay stubs.
You can create your pay stubs by clicking Providers in the top navigation bar and then clicking Pay Stubs in the sub-navigation bar. You will now see a list of providers that have sessions ready to be included on a pay stub. If there are no providers listed, then most likely, there are no sessions to be included on pay stubs (i.e. all sessions have already been included on pay stubs).
For each provider, there are basic statistics listed. The # Sessions is listed as X / Y. Where X is the number of sessions that Therabill could calculate a pay rate for and Y is the total number of sessions listed. If X does not equal Y, then the provider should be highlighted in red (see reviewing and editing line items below). The Average shows you the average pay amount per session. This average is a nice little statistic that can often be used to quickly determine if pay amounts have not be calculated correctly. However, it is just an average and should not take the place of reviewing the line items.
Reviewing and Editing Line Items
It is always a good idea to review the amounts that Therabill has calculated for the sessions prior to creating the pay stub. Or, you may need to enter or change a pay amount (for example, if Therabill could not calculate the amount to pay the provider for a session). You can do this by clicking the View Details link at the top right of the provider in the list (right above the check # text box). Clicking this link will reveal each session in the list. Each session will list the date of service, the session class, the client name, an error description (if Therabill could not calculate payment amount), the charge of the session, and the sum of all payments entered on that session. At the far right, there is a text box that should have the amount that Therabill calculated to pay the provider for that session. You can enter or edit the payment amount there.
Processing the pay stubs.
When you have finished reviewing the line items and you are ready to create the pay stubs, click the Perform Payroll button at the top center of the page. Therabill will process the pay stubs and present them to you as a PDF icon. Click the PDF icon to open and print the pay stubs.
Accessing past pay stubs.
All pay stubs that you have created are stored in your filing cabinet. To access past pay stubs that you have created, click Filing in the top navigation bar and then click Pay Stubs in the sub-navigation bar.
Limitations and things to think about.
Therabill does offer this simple tool for creating pay stubs and tracking which sessions have been paid to your providers, however, it may not meet the needs of everyone. Please keep in mind that Therabill is not intended to be a payroll system. We just offer pay stubs as a simple solution that may be beneficial to some members. If pay stubs does not work for you, you may need to use other reports in Therabill to help you with your payroll or you may need to purchase separate payroll software (i.e. Quickbooks).
- Once a session is marked as having been included on a pay stub, it will no longer be available for future pay stubs. When you include session on the pay stub, please make sure that it is final. That is, that session is completely reconciled and (after creating the current pay stub) will not need to go on any future pay stubs.
- Therabill does not calculate pay roll taxes or create tax forms for you. If you are looking for a more robust payroll system, you may want to look at Quickbooks Payroll which is considerably priced at around $50.00 per month.