Setting Up Fee Rules in Calculate

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The sections in this article include:

• Why use fee rules?
• Creating a fee rule
• Completing Basic Settings
• Applying Filtering Options
  • Item Filtering
  • Date Filtering 
  • Time Filtering 
  • Location Filtering 
• Save and Review your Fee Rules

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Why use fee rules?

Fee Rules define how income is split between the practice and practitioner. They give you flexibility to apply different percentages based on items, dates, times, or locations, ensuring payments are accurate and tailored to each practitioner.

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Creating a Fee Rule

1. Navigate to the Fee Rules section in the practitioner profile.
2. Select Create a new rule
3. Complete the Fee Rule Settings

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Complete Basic Settings

Set up your basic settings first so the rule has a clear name and the correct percentage split applied.

• Rule Name: A clear label for the rule (e.g. CCM, After Hours).
• Percentage Value: The split percentage to apply.

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Apply Filter Options

Filtering lets you control when the rule applies. If no filters are set or none match a specific transaction, the Default Fee Rule % set in the practitioner’s profile will apply to all billings for that practitioner.

You can create fee rules using a range of filters to identify transactions and apply a specific fee percentage. Available filters include:

• MBS, DVA or Custom Item Category

• Date filters such as Date Categories, Day of Week or specific Date Ranges

• Time filtering

• Location filtering

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Item Filtering

This rule will only apply to services that meet one of the following conditions:

• The service has an MBS item number from the MBS Items category.
• The service has a DVA item from the DVA Items category.
• The service is a Custom Item from the Custom Items category.
• The service is an incentive linked to a service with an MBS or DVA item.

Note that rules making use of multiple item filters will apply to transactions matching one or more of the selected item filters.

If all fields are left blank, the rule applies to all services.

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Date Filtering

This rule will only apply to billings or receipts performed on the days matching the selected date filters.

• Each filter is independent, and the rule applies only if it matches all selected filters.
• Create new date categories in the Category Configuration page, then refresh the list in the Fee Rule form.

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Time Filtering

These filters use 24-hour time in HH:MM format.

• If one time field is left blank, the rule extends from the start or end of the day.
• If the Valid From time is later than the Valid To time, the rule applies overnight, excluding the in-between hours.

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Location Filtering

This rule applies only to services at the selected locations.

• Choosing All Locations means the rule will apply everywhere, including to locations created in the future.

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Save and Review

Once you’ve completed the settings and filters, save the rule. It will appear in the practitioner’s Fee Rules list.

How fee rules are matched

Fee Rules in Calculate are matched top to bottom:

• Each transaction will apply the percentage from the highest custom rule that matches its criteria.
• You can drag and drop rules to change the order in which they are matched.
• If a transaction does not meet any custom rule criteria, the default General Consults rule will be applied as a catch-all.
• Most Calculate fee rule options work together by requiring all conditions to be met at the same time. The one exception is the item filtering section. When you use multiple item filters, such as a DVA item category and an MBS item category, the rule will match transactions that meet either item filter. When item filters are combined with other filter types, at least one item filter must be matched along with all other selected filters.