Crafting the Perfect Invoice Wording for Quality Assurance

Invoice wording for Quality Assurance

uh in this video i am going to talk about the quality assurance or the keyway review process within malo uh before going through the tutorial i think it makes sense uh to actually go through the life cycle of an invoice within malo so when a user creates an invoice and saves it for the first time that invoice goes to the draft status and every time that that invoice is saved that invoice remains in draft status within an invoice there are procedures or procedure codes or line items that have been flagged or configured to require supervisor review the first time a user submits an invoice that has an item or a procedure that requires supervisor review when that invoice is submitted that invoice goes from draft to supervisor review status if however that invoice does not contain any items that require supervisor review then that invoice on submission goes from draft to qa review status when an invoice that is in supervisor review status is reviewed by the supervisor and it passes a supervisor review when that supervisor completes the review that invoice goes from the supervisor review status to the keyword review status so where we're going to focus this tutorial today is how to complete qa review how to complete a quality assurance review of an invoice so i am going to login to malo as someone as a user that has the qa review or the quality assurance role which means that they have the permission to review an invoice that's in qa review status so the again whenever you log into mallow um you are taken to the dashboard uh which has a snapshot of um the system from the point of view of the user that's logged in to review an invoice in keyword review status you would click on invoices and you would click on qr review here on this page the user will see the list of all the invoices that are in qr review status and the number of invoices in qr review status right now is six as you can see at the bottom of the list so now to review an invoice um let's say that i pick the uh second invoice in this list on clicking on that invoice in the list the details of that invoice is open up at the bottom and you can see that the invoice is not editable because it's been opened up in read-only mode to now review that invoice um to start the review process you would click on the vertical ellipses which gives you all the actions that the current user can take on this invoice and you'll select review as qa upon selecting review as qa you will see that that invoice is locked as you can see by the lock icon in the list of invoices that same lock icon also shows up at the header or the title of the invoice detail and now you can see that there are some fields or controls that are editable by the currently logged in user the line items and the invoice themselves are not editable but there are some review fields that have been made available to the currently logged in user just with navigation um in general with lists within the system you can use uh this icon to hide and display the list of invoices you can also achieve the same by clicking on the title of the page which shows and hides the list of invoices so you can have more uh vertical landscape so now let's say that i want to review this invoice um there are two items in this invoice the first item was for a procedure done on april 6 the client name is first client and the procedure is a family therapy session that lasts for 37 minutes or longer the qa process is defined by the organization it's not something that's defined within malo itself every organization has what they check for whether some the content of a of documentation that was generated for that procedure um the procedure date the start and the end time to make sure that whatever is being reported in the invoice matches what's on the documentation the actual qa review process is outside the scope of malo or malu invoicing again it's dependent on the rules or the the process of the organization that's using malo so let's say that this invoice passes uh the qa review process let's let's say that the first item on this invoice passes the qa review process um the qa person that's logged in would select p for pass and then they would move on to the next item and the invoice um let's say that this second item within the invoice passes as well uh the keyword person will select p for pass at that point in time the q review person can click on complete q a review once this is done the invoice would then move from the qa review status to payroll ready status so upon completing the review and every item in that invoice passes the qa review process that invoice goes from q review to pair already if you mouse over the status indicator you would see when that invoice achieved the status so let's pick another invoice and let's say that that invoice we're actually going to fill at least one item on that invoice so let's say that we pick this invoice um again the same process i am going to click on the vertical ellipses and select the review as qa action so let's say that i pass the first one past the second one and then i fill the second item within the invoice anytime a keyword review person fills an item on an invoice a comment is required the comment would then give the owner of the invoice information about what needs to be fixed um let's say that i as a qa person within an organization review this invoice against the documentation that was uh submitted and maybe i found that the uh documentation does not specify start and end time please correct and resubmit so now i've added the required comment to this line item on that invoice um let's say that i found something else and i'd already written that comment um i can do one of two things i can delete the comment that i previously entered i'm not going to do that or i can add more comments um so i can say let's say that all right now notice that the procedure put on augmentation does not match this line items procedural code and then i will add a second comment so once there are multiple comments on the line item there is an icon that is displayed to the right of the comment submission button so there's an add comment button and there is a show comments button this button on clicking on it would expand vertically the line item so that the user can see the all the comments that are pertained to this line item so now let's say that i'm ready to submit um so i will click complete review and now this invoice goes from q a review to owner review what does this mean this means that the invoice has been reviewed by quality assurance it filled the quality assurance review process and it's gone back to the owner so that the owner can take the necessary action to fix the issues on the invoice so at this point i am going to log in as the owner of this particular invoice and then i am going to fix the issues and then we submit a queue so on logging in as the owner of the invoice that failed qa review i can see right on my dashboard that there is one item one invoice that needs my attention so to perform the corrections necessary for me as the owner of the invoice i will go to invoices my invoices and right now me as the owner of that invoice there are 13 invoices um in my list of invoices let's say that i actually wanted to just filter by invoices that needed owner review that needed my attention i would unselect all the check boxes for the status filter and just leave the owner review checkbox checked so now here i can see that there is one invoice in my list of invoices that need my attention on clicking on that invoice it automatically opens that invoice up for me to edit and the comments that the keyword review person has entered and the keyword review user i can see the comments here for me to be able to see more comments um i can just click on the show comments uh button to see all the comments that break into that item the other thing that you will notice is that my the fields for each line item is editable by me since i'm the owner of the invoice and the invoice that failed qa review is the only invoice that has this toggle field um this owner review toggle so what does this mean this means this toggle is specifically to let the qa review person know that i've taken the necessary steps to fix the issue when i submit the invoice um when i resubmit the invoice so let's uh say that me as owner of the invoice i made the corrections necessary i edited the procedure uh on my documentation again which is outside the scope of malu and then i specified the uh start and end time of the procedure on my documentation once i'm done with those corrections i will toggle this owner review toggle button right here and then i would complete owner review if i do not take the action to toggle this button i will not be able to submit the invoice on clicking on complete owner review i get an error within milo saying that there are some um required fields that need my attention so on clicking the clicking the toggle button now i'm able to complete owner review and this invoice goes back to qa so the invoice went from owner review back to qa so now i will log back in as the quality assurance person so that i can complete qa review for that particular invoice so as a keyword person i'm returning to the system i'm logging back into malo and i am going back to the list of invoices that require qa review the invoice that previously needed owner review i'm going to reopen that invoice and since i previously passed the first two items my past status is still present on those items the one that i filled i can still see that it's in field status now as a key review person my previously entered comments i can verify within the documentation that accompanied this line item on the invoice that the procedure code has been corrected that the start and end time has been corrected again the qa review check is outside of mallow it's defined by the organization that uses malo some organizations may choose to keep the documentation on paper they may use another tool for generating uh notes or documentation for a procedure so now let's say that as a key review person i've confirmed that this these issues have been fixed i thought i flipped the review radio uh field back to pass and i click on complete uh qa review and now the invoice goes from qa review to pair already to go back to our life cycle diagram this invoice that i worked on is now in payroll ready status which means that uh the payroll person is now ready to tally up uh the pay for the line items that are on the invoice and then to set a pay date when that invoice is going to be paid to the clinician or the direct care staff that submitted the invoice