Record a funding period and check its balances

Before you start

Use an account with permission to manage funding programs and access this client. Have the authorization or other source your practice uses for the approved figures. A practice administrator must first configure an active program in Practice settings → Funding programs. Save a new client before adding their funding.

Add the client’s funding period

From Clients, open the client, select Insurance and find Funding programs.

• 1. Select Add funding program, then choose the Funding program.
• 2. Enter Start date and End date for the period, and a Period label if it helps distinguish renewals. Select the appropriate Status.
• 3. Enter Approved amount and Approved hours from your source. Add reference and authorization details where your practice needs them.
• 4. Select Add funding program. This saves the funding enrollment immediately; it does not wait for a separate client-record save.
• 5. Read the new card and check its dates and approved figures against your source.

Read each balance separately

Dollars invoiced and Manual adjustments explain dollar usage. Remaining is the approved dollar ceiling less recorded usage; No dollar ceiling means no approved amount was set. Hours delivered (approved notes) reports recorded time usage. Approved sessions not yet invoiced is a count with an approximate amount, rather than an invoice or a promise of funding coverage.

• A draft invoice alone does not consume funding dollars. A sent or shared invoice linked to the funding period posts its funded amount; cancellation reverses that posting.
• Clinical approval can record exact session minutes when an active service enrollment explicitly links the treatment plan to the funding period. Do not enter the same usage again as a manual adjustment.
• An authorization warning calls for review of the recorded dates or balance. It does not establish that a funder has extended, exhausted or approved coverage.

Correct recorded usage or start a renewal

For a supported correction, use the card’s Adjust utilization action. Enter Amount change and/or Hours change, add a required Reason, then select Record adjustment. Positive values increase usage; negative values reverse usage. Hours change accepts whole hours. Recent adjustments keeps the correction’s reason and history.

• If the correction is rejected, check the displayed error. Usage cannot become negative or go below dollars already invoiced, and authorized limits still apply.
• For a renewed authorization, select Start next period rather than resetting the old usage. Verify the proposed Start date, enter the new approved figures and End date, then select Start period.
• Use Past periods to review earlier periods. Existing history remains associated with the original period; overlapping periods for the same program are rejected.

When something does not look right

No funding programs set up yet means the practice needs an active program. Unable to load funding programs is a loading failure, not proof that the client has none: retry before creating another enrollment. If time usage is missing after clinical approval, ask an authorized administrator to check the plan’s explicit service-enrollment link. Compare invoice status and manual-adjustment history before changing a dollar balance.

Frequently asked questions