Guide
Billing mileage and travel time as a nurse case manager
Record the miles, the travel time and the wait time for every visit as you go, bill them at the rates in your contract or the payer's fee schedule, and don't treat a bill as paid until the mileage is paid too. Mileage that is logged later is mileage that is forgotten.
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Record it with the visit
- Log the miles for each visit on the same note as the visit, not on a separate sheet.
- Note travel time and wait time separately if your contract pays them at different rates.
- Keep receipts for out-of-pocket costs such as parking.
Bill it the way the payer pays it
Use the mileage, travel and wait rates in your contract or the payer's fee schedule. Some payers want mileage as its own line, some on the same claim; ask each one.
Check it was paid
When a payment arrives, compare it with what you billed for the hours and for the mileage. A bill that's paid for the hours only isn't finished.
How CaseMgmt does it
Nurses log miles on each case note; your mileage rate is set once on the Rates & Pricing page. Batches include mileage, and a batch is marked paid only when the hours and the mileage are both paid. Optional (turned on for your company on request): travel hours, wait hours and expenses with a receipt on each billing guide of a case note, at your travel and wait rates, and a Time & Expense report by nurse or patient.
Questions
What mileage rate should we charge?
The rate in your contract or the payer's fee schedule. It differs by payer and can change each year.
Can nurses be reimbursed for mileage?
In CaseMgmt, the activity log report lists each nurse's miles with the mileage reimbursement.
Step-by-step in the help center
Try it with your own team
Start a 7-day free trial, or ask for a demo login to a practice filled with fictional patients.
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