Rate Book Overview

The Rate Book feature in CARE stores provider rate information and can make rate entry on the Schedule Form easier and more accurate. The Rate Book feature allows users to enter pre-defined rates for providers. Then, when a schedule is being created for a child, CARE will automatically fill in the rates applicable to the schedule detail line.  If more than one rate from the Rate Book is applicable, you will be prompted to select from a list of applicable rates.

The Rate Book feature can be used by :

• Provider payment programs (CalWORKs, APP, etc) to enter all provider rates. Once rates are entered, users will be able to select from the list of applicable rates when creating a schedule.
  
  
• Center-based programs with full fee (private pay) families to enter all child care rates for each center. Once rates are entered, users will be able to select from the list of applicable rates when creating a schedule.

There are 4 parts to the Rate Book process:

1. Create the Rate Book Detail Descriptions on the Rate Book Detail Description Setup Form. These descriptions will be available for all rate books.
2. Create the provider rate book and enter all rates using the Provider Form: Rate Book Page or the Rate Book Setup Form.
3. When creating a schedule, check the Use Rate Book box to indicate that the rate should be pulled from the provider's rate book.
4. Update and maintain the provider rate book regularly using the Provider Form: Rate Book Page or the Rate Book Setup Form.

The step by step instructions for each process are included on the associated pages (click links above).

There are several system options that allow agencies to define some of the settings for the Rate Book feature. The applicable system options include:

• To enable the Rate Book feature in CARE, the CARE Administrator must check the "Enable Rate Book" system option on the Calculation Page of System Options. 
  
  

• There is an "Ignore rate type when selecting rate book on Schedule Form" system option on the Validation Page of System Options. When this option is enabled, users can check the Use Rate Book box on the Schedule Form: Enrollment Page without first selecting an option for the Rate Type field. Once the Use Rate Book box is checked, the Quick Pick Schedule Rate Book Pop-Up  Form will display all applicable rate book entries for all rate types. When this option is not enabled, users will be required to select a rate type before clicking the Use Rate Book box and only rate book entries with matching rate types will be included in the Quick Pick Schedule Rate Book Pop-Up. 
  
  
• There is a "Sync Schedule with attached rate book" system option on the Validation Page of System Options. When this option is enabled and the Use Rate Book box is checked on the Schedule Form: Enrollment Page, the rates entered on the schedule will be updated to match the rates in the associated rate book whenever the schedule is opened or edited.
  Note: It is highly recommended that users create a new schedule when there is a change in rates. Therefore, it is recommend that this option is disabled, since it can result in rates being updated on the schedule.
  
  
• There is a "Automatic setting of rate and rate type based on attendance" system option on the Calculation Page of System Options. When this option is enabled, if  "Attendance" is selected for the Payment Source field on the Provider Payment Entry (Single) Page, CARE will choose the appropriate rate type and rate from the provider's Rate Book based on the attendance entered and a pre-defined set of rate selection rules.

Related articles

• Page:
  Provider Form: Rate Book Page
• Page:
  Rate Book Aging Report
• Page:
  Rate Book Detail Description Setup Form
• Page:
  Rate Book Overview
• Page:
  Rate Book Setup Form