> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Consultants and cost centres

> External consultants and cost centre allocation for reimbursement reporting.

These two tabs cover the external expertise your agency engages and how you allocate costs for
reimbursement reporting.

## Consultants

External consultants with company, contact details, and engagement history.

**Columns:** Name · Company · Email · Phone

Agencies commonly engage consultants for survey preparation, cost report compilation, licensing
applications, and clinical policy review. Keeping them recorded here means the contact details are
available when a deadline is close.

<Warning>
  A consultant who can access member records is a business associate and needs an agreement in place
  before that access begins. Record it under [HIPAA compliance](/compliance/hipaa).
</Warning>

## Cost Centers

Cost center allocations with total costs and operational status.

**Columns:** Name · Total Cost · Status

Cost centres group your expenses for reimbursement reporting. The allocation you set here determines
how costs appear on your cost report, which in turn affects your reimbursement rate.

<Warning>
  Cost centre allocation drives reimbursement. Misallocated costs produce a cost report that either
  understates your legitimate expenses or overstates them — the first costs you money, the second
  invites recoupment. Confirm the allocation with whoever compiles your cost report.
</Warning>

## Engaging a consultant

<Steps>
  <Step title="Record the consultant">
    Name, company, and contact details.
  </Step>

  <Step title="Determine whether they need PHI access">
    Survey preparation and clinical policy work usually do; cost report compilation may not.
  </Step>

  <Step title="Put a business associate agreement in place if needed">
    Before access begins, not after. See [HIPAA compliance](/compliance/hipaa).
  </Step>

  <Step title="Record their engagement cost">
    Consultant fees are an allocable cost. See
    [Cost reports and tax](/finance/cost-reports-and-tax).
  </Step>
</Steps>

## Reviewing cost centre allocation

<Steps>
  <Step title="Confirm each cost centre is active">
    Inactive centres should not be receiving new allocations.
  </Step>

  <Step title="Check total costs against your general ledger">
    They should reconcile.
  </Step>

  <Step title="Review before cost report submission">
    Allocation errors are much cheaper to fix before submission than after.
  </Step>
</Steps>

## Troubleshooting

| Problem                                                    | What to check                                                                          |
| ---------------------------------------------------------- | -------------------------------------------------------------------------------------- |
| Cost report figures do not reconcile                       | Compare cost centre totals against your ledger. Unallocated costs are the usual cause. |
| A consultant has member record access without an agreement | Suspend the access and put a business associate agreement in place.                    |
| A cost centre shows no total                               | No costs have been allocated to it, or the centre is inactive.                         |
| Reimbursement rate dropped unexpectedly                    | Review the allocation used on the last submitted cost report.                          |

## Related

<CardGroup cols={2}>
  <Card title="Cost reports and tax" icon="file-spreadsheet" href="/finance/cost-reports-and-tax">
    Annual reimbursement reporting.
  </Card>

  <Card title="HIPAA compliance" icon="shield" href="/compliance/hipaa">
    Business associate agreements.
  </Card>
</CardGroup>