How to Update Payment Settings in ElderSuite

📝 Overview

Update Payment Settings is the Yes/No prompt ElderSuite shows after you change the Pay Rate on an existing Payment Type and save. It asks whether the new rate should be written to every client currently assigned that payment type—or left alone on those clients.

ElderSuite serves adult day care centers nationwide.

You cannot open this window from a menu. It appears automatically part-way through saving Payment Type Information, and only when its conditions are met. Open payment types from Claim Center → Manage Payment Types, or from the same link in Client Center. For the master list and how to add or edit a payment type, see How to Manage Payment Types in ElderSuite. This Guide covers answering Update Payment Settings.

⚙ How It Works

1. Open Manage Payment Types and Edit the Payment Type

Open the Claim Center from the ElderSuite main menu and click Manage Payment Types in Related Activities. You can also open the same list from the Client Center.

Select the existing payment type and click Edit, or double-click the row. Payment Type Information opens with that record filled in.

Keep the client list open with at least one client showing before you save. ElderSuite raises Update Payment Settings only when that list is open and able to take focus and shows at least one client. If the list is closed or empty, the prompt is skipped and no client pay rates change.

2. Change the Pay Rate and Click Save & Close

In Pay Rate Settings, change the Pay Rate to the new amount. Leave it different from the value the record held when you opened it—if you change the rate and then put the original amount back, the prompt does not appear.

Click Save & Close. ElderSuite saves the payment type first. Then, when the conditions are met, Update Payment Settings opens on top of Payment Type Information.

The same prompt can appear if you close Payment Type Information with an unsaved Pay Rate change and answer Yes to Would you like to save your changes?

3. Read the Prompt and Choose Yes or No

The window title is Update Payment Settings. It has no data-entry fields—only read-only text and two buttons. There is no title-bar close button and no Cancel; you must answer Yes or No.

The prompt explains that ElderSuite detected a Pay Rate change and can apply it globally to each client currently assigned this Payment Type.

Under Yes, the text states that clicking Yes authorizes ElderSuite to apply the Pay Rate changes to the Payment Settings for each client currently assigned to this Payment Type.

Under No, the text states that clicking No declines applying any changes to any client's Payment Settings.

4. Click Yes to Apply the Rate to All Assigned Clients

Click Yes when every client on that payment type should receive the new Pay Rate—active and inactive alike. ElderSuite writes the rate from Payment Type Information to each of those client records. There is no client list, filter, date range, or second confirmation.

A Changes Applied message reading Changes applied successfully. confirms the update. Click OK. The prompt closes, then Payment Type Information finishes closing and you return to Manage Payment Types.

Only each client's Pay Rate is updated. Attendance records, pay amounts on attendance, and claim records are not touched.

5. Click No to Leave Existing Client Rates Alone

Click No when the new rate on the payment type should not rewrite clients already assigned to it—for example, when the change is meant going forward only. Client Payment Settings stay as they were. The payment type still keeps the new Pay Rate, because that record was already saved before the prompt appeared.

The prompt closes, Payment Type Information closes, and you return to Manage Payment Types.

If only some clients should get the new rate, click No and update those clients' Payment Settings individually.

✅ Important Limitations

You cannot open Update Payment Settings on demand. There is no link, button, or menu item that opens it by itself.

The prompt appears only when all of these are true: you are editing an existing payment type (not adding a new one); the Pay Rate differs from the value when the record was opened; the client list is open and able to take focus; and that list shows at least one client. If any condition fails, the prompt is skipped silently and no client pay rates change.

A brand-new payment type never raises the prompt—nothing is assigned yet. Assign clients first; a later rate change on the saved record can raise it.

Yes is all-or-nothing: every assigned client, active or inactive, with no date range and no way to pick individuals. There is no undo after Yes. To correct a wrong rate, reopen the payment type, set the correct Pay Rate, save again with the client list open, and answer Yes—or correct clients one by one.

No does not undo the payment type save. The payment type keeps the new Pay Rate either way.

Changing the rate type (the per value on Pay Rate Settings) is a separate save behavior. When that value differs from what the record opened with, ElderSuite writes the new rate type onto every client on that payment type with no Update Payment Settings question. Only the Pay Rate amount uses this Yes/No prompt.

Reaching the prompt requires the Manage Payment Types link in the Center you are using. The prompt itself applies no separate permission check.

⚠ Yes Rewrites Every Assigned Client

Clicking Yes writes the new Pay Rate onto every client currently assigned that payment type—active and inactive—with no date range and no undo.

If the change was meant for new assignments only, click No instead. If you clicked Yes by mistake, reopen the payment type, set the correct rate, save with the client list open, and answer Yes again—or fix individual client Payment Settings.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.