Play Video
Watch a Video Tutorial

Affiliates

An affiliate is another company that you roll calls to, or that you receive rolled calls from.

If you do not have any affiliates, you should get at least one. Click the link to learn why.


Roll-To Relationships

AngelTrack can handle all of the following types of relationship with the affiliates to whom you delegate calls:

Relationship Explanation Affiliate settings
Close subcontractor You delegate a transport to them. They perform the transport, reporting their leg times and call completion to your dispatchers.
Afterward they invoice you directly for the service. You handle billing the insurance, facility, and/or patient.
 Progress reports
 Independent billing
Remote subcontractor You delegate a transport to them. They perform the transport WITHOUT reporting anything to your dispatchers.
Afterward they invoice you directly for the service. You handle billing the insurance, facility, and/or patient.
 Progress reports
 Independent billing
Close peer You delegate a transport to them. They perform the transport, reporting their leg times and call completion to your dispatchers.
Afterward, they handle billing the insurance, facility, and/or the patient.
 Progress reports
 Independent billing
Remote peer You delegate a transport to them. They perform the transport WITHOUT reporting anything to your dispatchers.
Afterward, they handle billing the insurance, facility, and/or the patient.
 Progress reports
 Independent billing

When a dispatch is delegated to an affiliate, AngelTrack's Postprocess Workflow automatically places the dispatch within the workflow according to the settings you specify for the affiliate (using the Affiliate Edit page).

Roll-to affiliates can have any service level and any hours of operation. Their capabilities and hours are recorded in AngelTrack, which uses the information to constrain which dispatches can be assigned to them.

Relief

Automatic notification messages

AngelTrack's messaging system can automatically send dispatch information to the affiliate whenever your dispatcher delegates a call to them. It also sends messages to notify them of changes and cancellations.

The affiliate ought to have an email address, which AngelTrack uses to transmit information about assigned dispatches. AngelTrack sends the affiliate an email with all information needed to run the call, and sends additional emails when an assigned call is modified or unassigned.

Pre-assigning a future dispatch to an affiliate

Using the 'Assign' link in the Schedule, you can pre-assign a dispatch to an affiliate far in advance of the actual activation date. The dispatch's activation date and time remain unchanged. The affiliate is immediately notified (via email) of the assignment. The affiliate will not receive any further emails from AngelTrack about the dispatch (unless you un-assign it), so pre-assigned dispatches should be confirmed by telephone on the day of.

 Progress reports

If an affiliate is confirmed for  Progress reports, then you must instruct them how to phone in progress updates to your dispatchers. Perhaps you can issue them a push-to-talk device, or set them up a VoIP account. The affiliate should report all of the following events:

As these reports arrive, your dispatcher uses the Forward button to record the affiliate's progress.

Getting odometer readings without using ☑ Progress reports

If your affiliate does not provide progress reports, then you must deal with the matter of odometer readings, which are normally needed when billing for a transport.

You can arrange for the affiliate to phone in -- or fax over -- all odometer readings each evening, and type these into the Followup page for each delegated dispatch. That's not too much work, really.

Another option is to rely on AngelTrack's mileage statistical system to provide billable mileage data for calls without odometer readings. Generally, mileage data will be available for all routes that have ever been travelled by your own crews... so you must provide mileage data only for delegated calls over a route that has never been travelled by your own crews.

Charging a bounty for referrals

If you delegate a large number of calls to other services and receive a bounty for each referral, and if some of the referred patients are covered by Medicare, Medicaid, VA, and other federal programs, then you are subject to the Anti-Kickback Statute. There is a specific exception allowing bounties for referral programs. Before beginning operations, read the linked document, and then consult your legal team to verify that your referral/bounty program complies with those regulations.

AngelTrack's billing system does not manage the collection of bounties for you, but it does provide a report specifically intended to help you do this: the Delegation History Report under Dispatch Home has flexible filters to assist you in zooming in to the list of calls you sent to each affiliate. From there, simply export the grid to your spreadsheet, and calculate the bounty in the spreadsheet.

Roll-to affiliates can use the customer portal

Any roll-to affiliate can use the customer portal to look in at their call schedule, using any internet-connected computer or mobile device. If the affiliate sends in ☑ Progress reports, then the customer portal behaves just like a dispatch board, showing active and upcoming calls and the crews' progress. Affiliates that do not report their progress can also use the customer portal, which will show them one chart of all today's calls and then another chart of all future calls.

To learn more, read the Customer Portal guide.


Roll-From Relationships

A dispatch rolled to your service from an affiliate is booked normally and dispatched normally, appearing on the dispatch board just like any other dispatch. The only difference is in the dispatch's billing settings:

Relationship Explanation Billing settings
Remote subcontractor They delegate a transport to you, and you perform the transport.
Afterward you invoice them directly for the service, for which they have guaranteed payment.
They handle billing the insurance, facility, and/or patient.
 Bill insurance
 Bill facility
 Bill affiliate
 Bill patient
Remote peer They delegate a transport to you, and you perform the transport.
Afterward you handle billing the insurance, facility, and/or patient.
The affiliate does not guarantee payment.
 Bill insurance
 Bill facility
 Bill affiliate
 Bill patient

Catch it

Rolled-from dispatches pass through QA and the postprocess workflow normally, like any other dispatch. When ☑ Bill affiliate is set, there is an Invoice Generator for affiliates, and affiliates can run a ledger balance month-over-month just like facilities do.


Ending a relationship with an affiliate

If and when you cease doing business with an affiliate, mark the affiliate record inactive. Do not reuse the record for a different affiliate company, or delete any information from it; the information should remain permanently in the affiliate's inactive record for future reference.



AngelTrack Help Index - AngelTrack Support