Our online invoicing guidelines are designed to make the billing process simple and transparent. Here, you’ll find step-by-step instructions, important details, and answers to frequently asked questions–all in one place. Access it anytime to stay informed.
Invoices
Nice Healthcare leverages the BILL payment platform for all of our monthly invoicing. All invoices will be emailed to the email addresses provided in the employer contract, and will contain a link to pay electronically via the BILL network. A PDF version of the invoice will also be attached to the email. The employer does not need to create an account on the BILL platform to pay their invoice. However, if the Employer has an account on the BILL platform, they may “connect” with Nice Healthcare for convenience. Please reach out to the Billing team via Billing@Nice.Healthcare to connect.
Invoice due dates
All invoices are due and payable within 30 days of invoice date.
Employers are responsible for maintaining accurate and up-to-date active employee information within the Hint platform. For example, if an employee is showing “Enrolled as of x date” next to their name, they will show up on the invoice. Incorrect enrollment data will result in incorrect invoices. Care should be taken by the Employer to remove any duplicate records and ensure accurate reporting of employee terminations and newly eligible employees. The enrollment data in Hint should be reviewed for accuracy before the last business day of each month.
How to Pay
Employers can pay invoices in any of the following ways:
Pay via the BILL platform using the link in the email with invoice by entering your bank or credit card information (credit card payments incur additional fees)
Employers may choose to create a free account in BILL and manage their own automatic payment
Contact Billing@Nice.Healthcare to complete a form to authorize deductions from your bank account for payment due
Pay directly to Nice Healthcare using the ACH instructions outlined in the email
Pay via paper check mailed to the Nice Healthcare corporate office (note that additional fees apply).
Your welcome email from the Billing team included a Nice Healthcare IRS Form W-9, ACH bank data and an authorization form to set-up auto pay through Nice Healthcare.
Billing FAQ’s:
Q. How are invoices calculated?
A. All invoice amounts are calculated based on the per employee per month (PEPM) rate outlined in the Employer Service Agreement multiplied by the number of eligible employees. Invoices are issued in arrears based on the number of eligible employees enrolled for Nice Healthcare services. The number of eligible employees is determined using data in the Hint file as of the last calendar day of each month.
For example, an employer with 100 eligible employees as of 9/30 and a contracted PEPM rate of $44 will receive an invoice for $4,400 within the first few business days of October dated 9/30 for services provided in September.
Q. Why is the Nice PEPM taxed in Minnesota?
A. The Minnesota Care tax is assessed by the state of Minnesota for all healthcare goods and services that are received in the state of Minnesota. These taxes fund the Minnesota Care program, a state health care program for Minnesotans with low incomes. The tax is a “pass-through” tax whereby Nice Healthcare periodically pays to the state of MN all tax that is collected. If you wish to read more about it, check out this link.
For example, If any of the eligible employees are recorded in Hint with a residential address in the state of MN, the MN Care Tax will be assessed on those specific employees.
Q: We are a non-profit organization, and therefore tax-exempt. Why is there a tax on my invoice and do I have to pay it?
A: You’re seeing a tax if you have any eligible employees in MN. The tax rate is reassessed by MN legislators annually. MN Care tax and tax-exempt organizations are not exempt from paying the tax. If you are a client in another area or have eligible employees outside of MN, you will not be charged the MN Care tax for those employees.
Q. I received my invoice, but there are no employees listed. Why is this?
A: You can manage your eligibility list in the Hint portal and export it to CSV from the employee dashboard. Your invoice will reflect the 'enrolled' employees on your Employees tab. Any post-invoice changes to your eligibility list in Hint will be reflected in your next invoice.
Q. I had an employee term mid-month. Will I be receiving a credit?
A: No credit will be issued. If an employee is eligible at any time during the month, they should be on the invoice as they may have utilized services prior to termination.To ensure accurate monthly billing, promptly update your eligibility list whenever changes occur. Timely unenrolling terminated employees from Hint will prevent them from appearing on subsequent invoices.
Q. My eligibility list has been wrong the last few months. Can I get my invoices revised?
A: It is your responsibility to keep your list updated regularly for accurate billing. Invoices cannot be revised once they are finalized and sent.
Q. I see an invoice in Hint where I manage my employee enrollment. Should I pay for it?
A: You might see an invoice in Hint, but please ignore it. Bill.com will send all correct invoices to you directly.
Q. I prepaid annually for my service term with Nice Healthcare. Do I still need to maintain my eligibility list in Hint?
A: Yes, maintaining an up-to-date eligibility list in Hint is crucial, even with annual prepayment. Although your annual invoice remains the same despite changes in employee numbers, Nice Healthcare's Care Team uses Hint to verify member eligibility. An accurate list ensures uninterrupted care for employees and their dependents.
Q. Regarding my company's *AutoSync file feed in the Hint portal, are there any manual updates required that could affect billing accuracy?
A: For large, segmented groups, automated eligibility enrollments and terminations via AutoSync file feeds are recommended. However, manual monitoring of the Hint portal is still advised to confirm proper member data transmission and prevent potential invoicing or billing discrepancies.
* Only applies to employer groups, 100+ employees