Creating Multiple Pay Rates with Nursebuddy

Nursebuddy's advanced settings allow healthcare professionals to easily create different pay rates to properly attribute the cost to the products and services provided during each visit or set of visits.

The system provides a simple step-by-step solution for adding and editing pay rates, from setting the costs per visit to allocating individual costs for products.

The following sections will explain how to use the multiple pay rate feature in Nursebuddy.

Steps for Adding a New Pay Rate

Go to Settings > Payroll. You will now see your pay rate plans listed or you can add your new rate plans by clicking the + Add new rate plan button

👩‍🏫 Nursebuddy tip! Using categories to name your pay rate plans will make the set up more intuitive. For example: Junior Rate Plan, Senior Rate Plan, Standard Rate Plan, Flat Rate Plan, Drivers Rate Plan, Trainee Rate Plan, etc.

2. Set your preferences in every rate plan, such as the type of hours you want to use: actual (reported) times or planned times, tick the boxes if you pay commute to your carers (mileage between the carer's house to the first visit and from the last visit of the day to the carer's house), and the Between Visits information: break time between visits after which you won't pay mileage.

3. Once you have created your rate plans, it is time to add the different rates and products:

Default Rate

The default rate is the rate Nursebuddy will use for every visit if no other rate is created in a specific rate plan. It will apply for every day of the week and time of the day. By default, this rate is 10£/€ per hour, but you can easily change it by clicking on it:

Additional Rates to the default

You can add additional rates to the default by clicking the button + Add new rate to defaults.

Adding new rates will allow you to create your own rates for this specific plan. These rates will be used instead of the default and you can select which days it applies and for what times.

Example 1

I have a junior rate plan for those new carers with less than one year of experience. They are paid a flat rate of 12£ per hour but if they are required to work during the weekend they will be paid 15£ per hour. We pay mileage (drivers) or travel time (walkers/cyclists) between visits but we don't pay for distances traveled between carer's houses to client's houses or vice versa. Bank holidays are paid double (weekday rates).

Weekday pay rates:

Weekends pay rate:

Bank Holidays:

The Junior Pay Rate plan now:

If there is a visit scheduled after 8:00 pm the system will use the default rate to calculate the hourly price because there are not rates that cover any time after 8:00 pm in this example.

These rates will be applied automatically to all the carers with completed visits that have this rate plan assigned.

Important: the Payroll module doesn't work with visits that haven't been checked in or checked out - Remind your carers to do this!

Assigning Rate Plans to your carers

When you are generating your payroll report, the system will link the carer's name with the rate plan they have assigned to use the specific products to calculate their payment.

Once you have created your rate plans and your pay rates, you need to assign the right Rate Plan to each of your carers. In Settings>Payroll you will see the "Assign rate plans for carers" option. It will display the list of all your carers where you can go and assign them a rate plan.

In the image below, carer Sara Abdul has been assigned the Junior Rate Plan.

From now onwards, the system will use the default rates to assign automatically a price to her worked hours and if she has been assigned to Dementia Care visits, the Dementia Care rate included in the Junior Rate Plan will be applied in the payroll for that visit.

Editing an Existing Pay Rate

To edit an existing pay rate plan you just need to open it from your Payroll settings.

Then you can click on the Edit Settings button to change the general settings of that Rate Plan or you can click on each rate to edit the prices, select the days and times, set a different mileage or travel time rate, etc.

Deleting a Pay Rate

To delete any of your pay rates plans, just use the Delete rate plan button located in the upper right corner of your Rate Plans. If what you want to do is to delete the Product rates, use the button Delete Product Rates that you can find in each of your product rates added

Note: After deleting any rate plan, check that all your carers have one rate plan assigned.

Product Pay Rates

Example 2

In my company we have a Junior Pay Rate plan as above but, we pay different rates on certain types of visits. For example, to Junior Carers, Dementia Care visits are paid 13£ per hour during the week and 17£ per hour during the weekend.

The button + Add a new set of product rates in a rate plan will allow you to select how much you want to pay for determined visits

2. Select the **product from the drop down list that you would like to add to this rate plan. You can select more than one product from the list. You can add as many products as you want to your rate plans.

**These products are the same that you have created in the Invoice module, i.e: Personal Care, Domestic Care, Enabling, Overnight, etc.

3. Set the days of the week, the time of the day and the bank holiday rates for that product