Configuring Facility Programs
Overview on what programs are and how your organization can use them in Roundtrip.
What is a Facility Program?
Facility Programs are selected on Step 4 of the Booking Flow. Users select a Facility program name from an alphabetized drop-down menu after selecting the Payer type (Facility, Patient, Insurance, etc). Whether this field appears is configurable for each group, and the available programs that appear in this drop-down can also be configured for each group.
To help users quickly find the program they are looking for, they can type in this field to locate the specific program by name:
How are Facility Programs used?
Facility Programs are typically configured “on” when there are grants available to fund rides. A second use case for this field is when there are different departments booking rides within a group, and you want each ride to be tagged to a particular department budget. Once monthly invoicing is completed, the Trip Detail files your Finance Team receives will include the Facility Program name attributed to each ride.
Facility Programs can be deactivated as needed - simply contact your Roundtrip Customer Success Associate for assistance with these requests. Need to reactivate a program? No problem! Our team can also restore previously deactivated programs if needed.
How to Effectively Name Your Facility Programs
Programs are often requested by a facility’s Finance Team as a list of Cost Centers in order to ensure ride costs are attributed correctly during monthly billing processes. While Programs do not have a character length limit or naming restrictions (numbers and letters can be included), and there is no limit to how many Facility Programs you can create. However, ensure you name Programs in a user-friendly way so it is clear what the user should select during the Trip Payment step.
Key ways to make naming Programs user friendly:
- Avoid using just numbers. Use Program Names that have a descriptive label. Start with the label, not the numbers.
- For example, instead of naming a Program as Cost Center “SS-0045789” for Surgical Services department, name the Program “Surgical Services,” or “Surgical-0045789” if cost center information must be retained.
- Limit the number of programs. Creating a long list of Programs for a user to sift through can be daunting and time consuming. To keep this step in the process clean and simple, try to limit total Facility Programs in a single drop-down list to 15-20 total.
- For example, instead of having 4 Facility Programs for the Surgical Services Department, consolidate to a single Program if possible.