We receive Medicaid waiver payments for our clients. Each check comes with an RA which breaks the payments down into four areas:
Habilitation-Supported Employment Personal Assistant Services Personal Assistant Chore Services Transportation Services
Currently I have in QuickBooks each of those four categories set up as Income accounts. Under each account, I have subaccounts for each client. When I enter the check, I create a split and allocate each amount into the subaccount for the client, under the correct service. Our clients often receive more than one service.
When I print a P/L statement, the subaccounts show up, even on a summary report. I can't have any identifying information like this due to HIPPA requirements. Is there an easier way to set this up and still have the ability to see how much we've received overall in services, overall for each type of service, and then again overall for each client?
I'd approach this differently. Rather than clogging the COA with names I'd stick with the 4 Income accounts you listed. Create Customers/Jobs for each client. Create Items for each of these services and point them to the corresponding Income account. Now your P&L will show the 4 Income accounts below with their totals.
You can use anything from a Sales based report to a Job Cost report to a Customer Detail to find info by customer.
I like that! Now I just have to figure out how to do it.
Thank you!
: I'd approach this differently. Rather than clogging the COA with names I'd : stick with the 4 Income accounts you listed. Create Customers/Jobs for each : client. Create Items for each of these services and point them to the : corresponding Income account. Now your P&L will show the 4 Income accounts : below with their totals. : : You can use anything from a Sales based report to a Job Cost report to a : Customer Detail to find info by customer. : : -- : Tara
First start with the Item List. Add new item, type=Service, income account=income account. If the service you're setting up is Habilitation then the income account would be the existing Habilitation account.
Next go to the Customer List. Add Customer.
Before I go further in the basics of setting this stuff up its important to clarify how money changes hands in your company. Are you billing Medicaid directly for each client, getting paid by Medicaid, then redistributing the funds to your clients? If so then each of your clients should be listed as a Job under the customer named Medicaid for good tracking purposes.
You'd create an invoice for Medicaid:Smith, John for Habilitation (item). When you receive payment from Medicaid for John Smith you go to Customers>Receive Payments and select Medicaid:Smith, John.
You can then use Write Checks to pay John Smith the "job"
Another possibility although the terminology then gets murky is to use Medicaid as your Customer and each client listed as a Vendor.
You'd create a Bill for each vendor (client...John Smith) that's payable. Say John Smith, Habilitation, $100 and you can choose to assign the Medicaid customer in the invoice for job costing. This will show on your A/P.
You can then either bill Medicaid directly, receive funds and just pay your A/P (clients listed as vendors). Or you may find it much more useful to use the Time/Costs feature in invoices. You'd selct Medicaid as the customer and then click on Time/Costs and all the vendor bills you entered and assigned to Medicaid should appear in the invoice. You can then add a line item for anything in addition. This requires diligence in assigning Medicaid as the Customer/Job when entering your client/vendor bills though.
Sorry, I didn't mean to add to the confusion. My first reading of your posts wasn't thorough enough. You may want to ask your accountant how he/she would prefer you setup your Customer/Vendor relationships. In the end the bookkeeping should work the same but if you're required to produce detailed reports that read specific ways then one setup may be much more advantageous than another.
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