Use Third-Party Payors

In some cases, third-party Payors, such as counties, schools, or other Agencies, are those who reimburse providers for services.

Go to Administration > Agency > Manage Payors and add the third party as a Payor. Reach out to our support team for assistance with adding Payors. A service association will also need to be added for the specific payor/service combination.

  1. Go to Clients > Current Clients and find the Client record.
  2. Go to the Payor tab. Click the Edit button at the top of the page.
  3. Enter the Payor information and click the Add Payor button.
  4. Go to the Care tab. Locate the Care Period for the service.
  5. In the Actions column, click the Add Service Agreement Icon.
  6. Complete the Service Agreement. For more information, see Add a Sevice Agreement.

Time entry for third-party Payors is the same as for other Payors for each Service Line. This is done through the PavillioMobile App, Paper Timesheets, or DSS Attendance.

The approval process for third-party Payors is the same as for other Payors for each Service Line. This is done through Care Management > Approve Visits or Care Management > Approve Attendance.

After the time is approved, all records will go to Financials > Invoicing > 3rd Party Payor and be under Failed and Ready cards. The reason for a failure will display in the record.

3rd Party Payor Invoicing Tab

Records that pass validations will display in the Ready card. Verify and select the record checkbox and click Post to Payor Account. Once you have posted the records to the Payor, they will not display on the 3rd Party Payor tab.

  1. Go to Financials > Invoicing > 3rd Party Payor Invoices.

  2. Select a Payor, Post Year, Post Month, and one or all Clients.

  3. Click the Generate Invoice button. This will create an itemized PDF invoice that can be downloaded and sent to the Payor. If more than one Client has records for the same Payor, one invoice is generated containing all Client records for that Payor.

    The invoice is generated based on the date the record is posted to the Payor account (For example: If February records are posted to Payor account on March 1, March should be selected to get the records).

    If more than one invoice is generated for the same month, the invoice is generated a second time.

All payments must be entered via Financials > Manual Accounting. For more information, see Manual Payment Posting.