Patient Residence Facility

Every patient record in AngelTrack can have a residence facility. AngelTrack uses this information to automate billing that facility when the patient consumes services.

Residence Criteria

Automatic residence determination makes use of AngelTrack's facility records. Patients can be marked as residing at any facility whose type is either "Home" or "Nursing Home / Assisted Living Facility". The facility's type must be set in order to take advantage of this feature. Grooming the facility records is one of the defined tasks for Billers, and this is one of the reasons why.

Automatic Setting of Residence Facility

AngelTrack automatically tries to set each patient's residence facility whenever the patient is transported.

When a transport occurs, the patient's residence facility (and room number) will be updated if the patient is transported to a facility whose type is either "Home" or "Nursing Home / Assisted Living Facility".

At any time, you can manually set or update the patient's residence facility by visiting the Patient Edit page, or using the Expand patient data popup editor that appears on many other AngelTrack pages.

Residence setting is sticky at contracted facilities

If a patient is marked (either automatically or manually) as a resident of a facility that is under contract, then AngelTrack will no longer automatically update the patient's residence facility... unless and until the patient is transported to a different contracted residential facility. It works this way to facilitate billing a nursing home or hospice facility for all of that patient's transports, including transports to places that are residences. This allows the patient to travel to their house (which may be marked in AngelTrack as a non-contracted residence facility) while still automatically billing the patient's contracted hospice facility.

This grid shows the rules that AngelTrack follows in the use of dispatch records to automatically update a patient's Residence Facility:

From Facility A To Facility B New Residence Facility Setting
Sample trip 1 Not residential Residential Changed to facility B
Sample trip 2 Residential Not residential Remains facility A
Sample trip 3 Residential Residential under contract Changed to facility B
Sample trip 4 Residential under contract Residential Remains facility A ("sticky")
Sample trip 5 Residential under contract Residential under contract Changed to facility B

Sticky setting creates the potential for incorrect data

These rules create the potential for incorrect data in a patient's "Residence Facility" field. Suppose a patient transfers from contracted nursing home A to some other nursing home B. You don't have a contract with B. AngelTrack will therefore keep the patient marked as a resident of A, even though that is no longer true in the real world. If you were to then book another transport for that patient, AngelTrack would incorrectly suggest that you bill facility A for the service.

Fortunately this situation is unlikely to come up. If the patient has transferred to an uncontracted nursing home or private residence, you are probably not ever going to see that patient again... but see below for help with hospice contracts.

How Patient Residence is Used During Booking

Patient residence information is used to set the bill-to fields for patients' dispatches. Imagine the following trip:

Three-legged trip

AngelTrack knows which facilities are contracted, and automatically suggests billing them for the service... but in this example, the trip from dialysis center to doctor's office does not involve the nursing home. Neither the dialysis center nor the doctor's office has a contract with you. The bill for transport should go to the nursing home.

In order to offer that as an option during booking, AngelTrack looks up the patient's residence facility. If the patient's residence facility is known, then it is offered as a bill-to facility; and if that facility is under contract, then it is automatically selected as the bill-to facility. The dispatch will thereafter follow the correct path through postprocess without manual intervention. To learn more about the billing fields and automatic billing settings, read the Billing Fields guide.

Hospice Contracts

You may encounter a patient covered by a hospice contract. The contract specifies that a particular facility is liable for the patient's transports, even though the patient does not live at -- or even visit -- the facility. The patient travels from home to doctor's appointments and then back again, with all bills going to the facility.

Traditionally, this situation required manual intervention by a biller, who had to be personally aware of the situation in order to know to bill the hospice facility for the patient's transports. AngelTrack automates the billing in this situation by using the Patient Residence feature.

Configuring AngelTrack for a hospice contract

To have AngelTrack automatically choose the correct bill-to settings for a patient under hospice contract, you must set or verify all of the following:

  1. The hospice facility (where the invoice should be sent) must have a facility record in AngelTrack.
  2. The hospice facility's record must be configured as follows:
  3. In the patient's record, the "Residence Facility" field must be set to the hospice facility. AngelTrack will do this automatically if it ever observes the patient transported to or from the hospice facility; otherwise you must set it manually, using the Patient Edit or the Expand patient data popup editor.

Once that's done, AngelTrack will automatically choose the correct bill-to settings during call-taking:

Critically, the dispatcher will not have to remember to designate the hospice facility as an obligor. The dispatch will then correctly flow through the postprocess workflow without manual intervention:

Hospice contract billing workflow

Circumstances requiring manual intervention

There are three circumstances where AngelTrack will not correctly auto-choose the bill-to settings for the above arrangement:

AngelTrack Help Index - AngelTrack Support