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In some cases, when contracts are extended or updated, the services for those contracts or funding sources change from fiscal period to fiscal period. When significant changes to a contract occur, the ideal way to manage those changes is to start a new contract setting a firm end date for when those changes occurred. This can ensure that the changes are implemented using CAREWare Business Tier rules. That means that the contract end date is used to prevent users from continuing to enter services using the old contract. In most cases, these significant changes may involve only one budgetary item, one funding source, or one service category. The rest of the contract remains exactly the same as the old contract. Users can save a lot of time editing contracts using the Copy Contract feature.
To copy a contract, follow these instructions:
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Click Administrative Options.
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Click Service/Contract Setup
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Click Contract Manager
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Click the contract to highlight it.
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Click Manage.
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Click Copy Contract.
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Select the provider the contract is copied to
Note: This is most often the same provider as the original, however contracts can be copied from provider to provider.
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Enter a New Contract Name
Note: Contract names have to be unique and should be easily distinguished for data entry and reporting purposes.
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Set the New Contract Start Date.
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Set the New Contract End Date.
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Click Save.
The Grace Period Days is an option and establishes a number of dates after the end date of the contract that users can continue to add services that have a service date during the date span of the contract.
As seen in this example, Copy Contract is also a useful shortcut for just copying the contract over for the next fiscal period even if everything remains the same.
For more information about contract management, click here
