Overview
Billable Hours Rules let you tell Caribou which visits are non-billable, such as orientation, training or internal meetings. Visits that match your rules are excluded from all Caribou reward features. This keeps training and internal visits from affecting rewards, so clock in/out streaks, first-shift surveys, and time-to-first-shift goals only reflect real client visits.
This feature is available for agencies on AlayaCare and AxisCare.
Before you start
- You need admin access to the Reward Rules page.
- Gather the funder codes (for Alayacare only) or service codes (Alayacare or Axiscare) your agency uses for non-billable visits. Pull these from your scheduling system.
- Codes must match your scheduling system exactly. Double-check spelling before you save.
Steps
1. In the Caribou admin dashboard, go to Rewards config, then select Reward Rules.
2. Find Billable hours rules
3. If on Alayacare, choose “Funder code” or “Service code” whichever field identifies non-billable hours. You can not use both “Funder code” and “Service code” at the same time.
4. If on Axiscare, you can only choose the “Service code” to identify non-billable hours.
5. Add the respective codes that are tied to non-billable hours. You can add more than one code.
6. Select Save.
How it affects your reward features
Once your rules are saved, non-billable visits are excluded from rewards. You do not need to change any other settings.
- First-shift survey: sent after a caregiver's first billable shift, not after orientation.
- Time-to-first-shift goal: measures from the caregiver's employment start date to their first billable shift.
- Clock in/out (EVV) streaks: training visits do not break or count toward streaks.
- Billable hours goals: non-billable hours do not count toward weekly targets.
- Milestone and referral hour totals: non-billable hours do not count towards totals.
Good to know
- Common visits to exclude: orientation, initial and ongoing training, staff meetings, paid time off, and office support time.
- You can enter multiple codes. For example, one code for orientation and another for ongoing training.
- If your agency has more than one AlayaCare or AxisCare integration, your rules apply to all of them.
- Your rules apply across all of your branches.
- This feature is not available for HHAeXchange or Wellsky agencies. HHAeXchange tracks in-service time separately, so it does not show up as visits in Caribou.
- Note that this filtering is only on an ongoing basis after the rules are configured. Only visits created after the rules are enabled will be filtered.
Troubleshooting
- Non-billable visits are still counting: Check that each code matches your scheduling system exactly, including spacing and capitalization.
- Not sure if it's working: Contact Caribou support and we can confirm your visits are being filtered correctly.
Need help?
Contact Caribou support at support@caribou.care.