Contracts

The Contracts screen manages the agreements between your organization and the health insurers: which insurer, for which period, and at which tariff per treatment setting care is billed. The screen is intended for the organization administrator and the financial administration.

Overview

Route	/contracts, /contracts/new, /contracts/:contractId, /contracts/:contractId/edit
Audience	Practitioner (organization administrator / financial administration)
Required permission	contracts.read (view), contracts.create, contracts.update, contracts.delete, organization.settings.update (billing method)

At the top of the screen you see a summary with the number of active contracts and a warning for contracts expiring within 30 days. Below it sits the list of contracts, each showing the insurer, validity period, an optional ceiling and the linked settings.

How it works

A contract records the tariff at which your organization bills care to an insurer. The choices you make here determine the amount that ends up on every declaration and invoice line. Read this section before you set tariffs, so you understand the consequences of each choice.

The setting model

A contract has three layers:

1. The contract itself — the insurer (with UZOVI code), an optional location (with AGB code) and the validity period.
2. Settings — within the contract you set a separate tariff per treatment setting (for example Clinical or Outpatient). A single contract can cover multiple settings; each setting appears only once per contract.
3. The tariff — for each setting you decide how the amount is derived.

Insurers negotiate tariffs per setting, not per individual performance code. That is why, when billing, Scrivio selects the tariff based on the combination insurer + treatment setting + date, and not on the individual performance code.

Tariff derivation: percentage or fixed tariff

For each setting you specify the tariff in one of two ways:

Method	Meaning
Percentage of NZa	The tariff is a percentage (0–200%) of the NZa maximum tariff that applies to the performance code on the date of care. If the NZa tariff changes, the amount moves with it.
Fixed tariff	A fixed amount in euros, regardless of the NZa maximum.

If you fill in both, the fixed tariff wins: the percentage is ignored and the fixed amount is used. Leave the fixed tariff empty if you want the percentage of NZa to apply.

Which contract Scrivio applies

For every billable appointment Scrivio looks up the applicable tariff in this order:

1. Find an active contract for the client's insurer whose validity period includes the date of care.
2. Within that contract: find the setting that matches the treatment.
3. Apply that setting's tariff (fixed or percentage of NZa).

If Scrivio finds no covering, active contract for that setting on that date, the appointment counts as non-contracted care. The patient invoice then shows the full NZa maximum tariff; what the insurer ultimately reimburses for non-contracted care is a separate question and does not belong on the invoice.

NOTE

To prevent double coverage, a setting may be covered by only one active contract per insurer at a time. Scrivio warns you when you add a setting that is already covered by another contract from the same insurer — this keeps the applicable tariff unambiguous.

Lifecycle: active, expired or deleted

A contract has one of two statuses:

Status	Meaning
Active	Valid and in use. Only active contracts feed declarations.
Expired	No longer in use, but retained for the record.

Key rules:

• Only active contracts feed declarations. An expired contract never yields a tariff, not even for appointments within its former validity period.
• Expiring a contract retains it for history and later review. Use this when the agreement with the insurer ends.
• Deleting removes the contract permanently. Use this only for a contract created by mistake; you then lose the history.
• When you create a new contract for the same insurer and location, the previous active contract is automatically set to Expired.

Billing method: Vecozo or paper

The billing method determines how declarations reach the insurer:

Method	Meaning
Vecozo	Declarations are submitted electronically via Vecozo (the national declaration hub).
Paper	Declarations are processed as a paper invoice (PDF).

You set an organization-wide default via Billing settings and can override it per contract with the Send method.

Domain terms

Term	Meaning
UZOVI	Unique identification code of a health insurer.
AGB	"Algemeen GegevensBeheer" code that identifies a care provider or location.
NZa	Dutch Healthcare Authority; sets a maximum tariff per performance code. A percentage in a contract is a percentage of this maximum.
Billing method	The route along which a declaration is submitted: Vecozo (electronic) or paper.

Create a contract

1. Click New contract in the top right.
2. Fill in the form (see Select insurer, location and dates).
3. Optionally add settings (see Add a setting).
4. Click Create contract to save (see Submit the contract).

If you lack the contracts.create permission, the New contract button is hidden.

Change the billing method

Above the contract list is the Billing settings block. Here you choose how your organization bills by default:

Option	Description
Vecozo	Claims are submitted electronically through Vecozo.
Paper	Claims are processed as paper invoices.

The choice is saved immediately. It requires the organization.settings.update permission; without it the dropdown is disabled.

Filter by status

The buttons above the list filter by contract status:

• All — shows every contract.
• Active — shows only contracts with status ACTIVE.

The list updates immediately when you choose a filter.

Include expired contracts

Expired contracts are hidden by default. Click Show expired to also include contracts with status EXPIRED in the list. Click again to hide them.

Filter by setting

The dropdown above the list filters by treatment setting. Pick a setting to see only the contracts that contain a tariff for that setting, or choose All settings to clear the filter.

Select insurer, location and dates

When creating or editing a contract you fill in the core details:

Field	Required	Description
Insurer	Yes	The health insurer (with UZOVI code). When editing, this is fixed and can no longer be changed.
Location	No	Link the contract to a specific location (with AGB code). Leave empty for an organization-wide contract.
Effective date	Yes	The date on which the contract takes effect.
Start date	Yes	First day of the validity period.
End date	No	Last day of the validity period. Leave empty for an ongoing contract.
Contract number	No	The insurer's reference number.
Send method	No	Paper or Vecozo for this specific contract.
Notes	No	Free-text notes about the contract.

If you pick an insurer that already has contracts, Scrivio shows those existing contracts so you don't create overlapping settings.

Add a setting

A setting links a treatment setting to a tariff within the contract.

1. In the Settings section, click Add setting.
2. Fill in the fields in the dialog:

Field	Required	Description
Treatment setting	Yes	The setting (service) this tariff applies to.
Percentage of NZa	Yes	The reimbursed percentage of the NZa maximum tariff (0–200%).
Fixed tariff	No	A fixed amount in euros instead of a percentage.
Notes	No	Free-text notes about the setting.

3. Confirm to add the setting.

For a new contract, settings are only saved once you submit the contract. For an existing contract, the setting is saved immediately. Scrivio warns you when a setting is already covered by another contract from the same insurer.

Edit a setting

Click the pencil icon next to a setting to adjust its tariff. The treatment setting itself is fixed; you adjust the percentage of NZa, the fixed tariff and the notes. Confirm to save the change.

Delete a setting

Click the trash icon next to a setting and confirm the prompt to remove the setting from the contract.

Submit the contract

Click Create contract at the bottom of the form to save a new contract. Scrivio saves the contract with all added settings and then opens the detail screen. Required fields must be filled in before you can submit the contract.

Edit a contract

Open an active contract and click Edit. You adjust the validity period, the contract number, the send method and the notes, then click Save contract. The insurer can no longer be changed. Only contracts with status ACTIVE can be edited; this requires the contracts.update permission.

Expire a contract

Open an active contract and click Expire. Confirm the prompt to set the status to EXPIRED. An expired contract is kept for the record but is no longer used for new claims.

Delete a contract

Open an active contract and click Delete. Confirm the prompt to permanently remove the contract; you then return to the contract list. Use Expire instead of deleting when you want to keep the history. Deleting requires the contracts.delete permission.