Manage Agencies

If a participant's care is paid partially or in full by an agency, add the agency to the participant's account. Adding or updating agencies on the Participant Account Details page only updates accounting information for that contact. Enrollment information is not affected. 

Agencies can be at one of the following statuses:

• Agency Payer: This agency can pay invoices.
• Inactive: This agency is no longer a payer on the participant account.

You can also split payments between contacts and agencies. For more information, see Manage Payment Settings. 

Add Agencies

1. From the menu to the left, click Accounting.
2. Click Accounts. The Participant Account Details page opens and displays information for the last participant you viewed.
3. Click the drop-down menu at the top of the page and select the participant for whom to add an agency.
4. Click in the Agencies section to the left.
5. In the Agency Details section:
   Note: If this section does not display, click to expand it.
   1. Click Existing or New. If you select Existing, you can select an agency previously. This is useful if one agency pays invoices for multiple participants.
      
   2. Click the Name boxes and enter the agency representative's first and last name.
   3. Click the Phone box and enter the agency's phone number.
   4. Click the Billing Address boxes and enter the agency's billing address.
6. In the Agency Attributes section, check the Payer of Invoices for Participant Care box.
7. Click Save.

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Edit Agencies

You can update agency details at any time. Remember, adding or updating agencies on the Participant Account Details page only updates accounting information for that contact. Enrollment information is not affected.

1. From the menu to the left, click Accounting.
2. Click Accounts. The Participant Account Details page opens. The Participant Account Details page opens and displays information for the last participant you viewed.
3. Click the drop-down menu at the top of the page and select the participant for whom to manage agencies.
4. From the Agencies section to the left, click the contact to change. The Agency Details section displays the current information for this agency.
   Note: If this section does not display, click to expand it.
5. Click each box in the Agency Details section, and enter new information over the existing information.
6. Update your selections in the Agency Attributes section, as needed.
7. When finished, click Save.

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Set Agencies to Inactive

When you set an agency to inactive, it means they are no longer a payer on the participant account. For example, if an agency is no longer paying for Participant A, but is paying for Participant B, you would set that agency inactive for Participant A.

1. From the menu to the left, click Accounting.
2. Click Accounts. The Participant Account Details page opens. The Participant Account Details page opens and displays information for the last participant you viewed.
3. Click the drop-down menu at the top of the page and select the participant for whom to manage agencies.
4. From the Agencies section to the left, click the contact to change.
   Note: If this section does not display, click to expand it.
5. In the Agency Attributes section, clear the Pays Invoices for Participant Care box.
   
6. When finished, click Save. The agency is set to inactive for this participant.

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Remove Agencies

To remove an agency from a participant account:

1. From the menu to the left, click Accounting.
2. Click Accounts. The Participant Account Details page opens and displays information for the last participant you viewed.
3. Click the drop-down menu at the top of the page and select the participant for whom to remove an agency.
4. In the Agencies section, select the agency to remove. Their information displays in the Agency Details section.
5. Click Remove.
6. At the Are You Sure prompt, click Yes. The agency is removed.

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