Skip to main content

Adding Payers, Service Codes, and Budgets

How to set up payers, create billing codes, and add client budgets in the Dashboard.

When setting up the Giv system, begin by adding your payers and service codes. Once those are in place, you can move on to creating budgets for your clients.

Step 1: Adding Payers

The Payer Management section is where you will create all the entities (payers) your agency bills to. These may include state medicaid programs, county-specific programs, or private payers.

When you run reports or audit billing, each service will be tied to a payer. Accurate payer setup ensures that reports reflect the correct billing and reimbursement data.

To add a payer:

  1. Click Finance in the left menu

  2. Click Payer Management in the left menu

  3. Click Create Payer

  4. Fill in the required fields

    • Name

    • Description

  5. Click Save

Repeat this process to add all entities you bill to. This must be done before creating service codes or adding client budgets.

Step 2: Adding Service or Billing Codes

The Codes section is where you set up all services your agency is approved to provide and bill for. It functions as a code catalog and is used to create budgets for each client.

Service codes are the foundation of your billing system. Configuring them correctly ensures accurate reimbursement and reporting.

You can create both billable and non-billable codes.

To add a billable code:

  1. Click Finance in the left menu

  2. Click Codes in the left menu

  3. Click Create New + (make sure to be in the Billable Codes tab)

  4. Fill in the required information

    • Basic Info

      • Code Name: Enter the code name as listed in Medicaid, the ISP, or the billing entity (e.g., T2003)

      • Modifiers: Add any modifiers as listed in Medicaid, the ISP, or the billing entity. List each modifier on its own line (e.g., U3SC)

      • Provider Identifiers: Add any county or other code to differentiate codes with the same name and modifiers (e.g., SL)

      • Display Name: Enter the DSP-friendly name to make the service easy to identify in the mobile app (e.g., Respite Level One)

      • Group Code

    • Code Details

      • State

      • Place of Service

      • Description

      • EVV Required: Turn on if the code requires EVV

    • Billing Configuration

      • Split at Midnight: Turn on to automatically separate overnight shifts at midnight

      • Unit Type: Select the unit type—Minutes, Day, or Distance

      • Enable rounding: Turn on to apply rounding. When enabled, enter the number of minutes worked required to round up

      • Rate: Enter the rate approved by the payer. This will auto-fill when creating a budget, but can be adjusted for individual clients.

  5. Click Save Code

To add a non-billable code:

  1. Click Finance in the left menu

  2. Click Codes in the left menu

  3. Click the Non-Billable Codes tab

  4. Click Create New +

  5. Fill in the required information:

    • Code Details

      • Code Name

      • Display Name: Enter the DSP-friendly name to make the service easy to identify in the mobile app (e.g., Travel Time)

      • Description

    • Pay Rate

      • Enable staff member Pay Rate: Turn on to enter the staff member pay rate

    • Assign to Roles

      • Select Roles: Choose which roles can use this code

  6. Click Save Code

Repeat these steps for all codes your agency uses. This must be done before adding client budgets.

Note: Provider Identifiers is a newly added field that must be enabled on the backend. Contact Giv to have this feature enabled.

Step 3: Adding Client Budgets

Once the payers and service codes are created, budgets can be added for each client.

To add a budget:

  1. Click Clients in the left menu

  2. Search for the client and click Profile

  3. Click Budget in the slide-out menu

  4. Click Create Budget +

  5. Fill in the required fields:

    • Service Code: Choose the service or billing code from the dropdown

    • Payer: Select the payer from the dropdown (the entity responsible for billing)

    • Available Units: Enter the total number of authorized units for the service period

    • Rate: If it differs from the default rate tied to the service code, enter the appropriate rate

    • Start Date and End Date: Enter the service start and end date. The end date may be set up to one year in the future

    • Reference ID: Enter any relevant identifier, such as authorization number, PCP number, or other state-provided reference

    • Restrictions: Apply monthly, weekly, or daily unit limits to help control and prevent overspending

  6. Click Save

See Client Profile: Budget for additional information.

For questions or support:

Related Articles
Setting Up Transportation
Adding Clients
Managing Claims and Service Records for Billing
Editing Service and Billing Codes
Overview: Finance
Did this answer your question?