Downtime Adjustments Tip Sheet

Overview

Downtime Adjustments allow agencies to automatically increase or decrease billing rates and wages during specific times of the day without requiring multiple fee schedules or splitting shifts into separate segments.

This feature is commonly used for:

• Overnight rate differentials
• Evening premiums
• Weekend rate adjustments
• Shift discounts
• Special billing rate changes based on time of day

By using Downtime Adjustments, agencies can maintain a single fee and wage structure while automatically applying rate changes during designated time periods.

Benefits of Downtime Adjustments

Without Downtime Adjustments, agencies often need to:

• Create multiple fee schedules
• Split shifts into several segments
• Schedule multiple overlapping shift types
• Manage separate billing rates manually

Downtime Adjustments simplify this process by automatically applying the appropriate increase or decrease based on the time worked.

Configuring Downtime Adjustments

Downtime Adjustments can be configured to apply to specific:

• Fees
• Wages

When creating the adjustment, specify:

• The fee or wage to adjust
• The adjustment amount
• Whether the adjustment is an increase or decrease
• The time period during which the adjustment should apply

Once configured, the system automatically calculates the adjustment whenever a shift falls within the designated timeframe.

Example: Overnight Rate Increase

An agency charges:

• CNA Service Rate: $30/hour

The agency wants to charge an additional:

• $8/hour between 10:00 PM and 6:00 AM

Instead of creating separate overnight shifts, the agency can create a Downtime Adjustment that automatically adds the additional charge during those hours.

The system will:

1. Apply the regular CNA rate.
2. Calculate the overnight adjustment.
3. Add the adjustment to billing automatically.

Viewing Adjustments on the Scheduling Dashboard

When reviewing shift details on the Scheduling Dashboard, users will see:

• The standard fee or wage
• Any applicable Downtime Adjustments
• The adjustment amount applied to the shift

This provides visibility into exactly how the final rate was calculated.

Disabling a Downtime Adjustment

There may be situations where a Downtime Adjustment should not apply.

Examples include:

• Holidays
• Special client arrangements
• One-time billing exceptions
• Manual overrides

Downtime Adjustments can be disabled on an individual shift basis when necessary.

This allows staff to make exceptions without changing the overall configuration.

Invoice Display

When invoices are generated, the Downtime Adjustment appears separately from the standard rate.

The invoice will display:

• The regular service rate
• Any additional Downtime Adjustment charges
• Any applicable discounts

This provides transparency for clients by clearly showing how the final charges were calculated.

Common Uses

Overnight Premiums

Automatically add an overnight surcharge during designated nighttime hours.

Evening Differentials

Increase rates for services provided during evening shifts.

Weekend Rates

Apply higher rates during weekends without creating separate service codes.

Shift Discounts

Reduce rates during promotional periods or specific time windows.

Wage Differentials

Provide caregivers with additional pay during designated hours while maintaining a single wage structure.

Key Takeaway

Downtime Adjustments allow agencies to automatically increase or decrease fees and wages based on the time of day, eliminating the need for multiple fee schedules or split shifts while providing clear visibility on schedules and invoices.