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Pay bill format for Technical Support

thanks for joining us today on a simple tutorial on how to enter charges billing and take some payments within practice perfect as with both items in our system it begins with setup usually under your housekeeping drop-down list you can access your financial fee code section where we contain a list of your payment methods and a list of your fee codes this part needs to be set up in the system prior to entering any charges depending on which country you reside in you may have to turn on specific settings the settings in the US are usually for a hicka electronically or paper format or an EDI 837 also known as a 510 submission file within Canada your setting are usually per province in Ontario you have hiai and wsib settings in BC you'll have ICBC MSP and workers comp settings as well as other options please email us or contact our support department directly for specific setup instructions for your state or Province The Next Step would be to set up your payers payers in our system are anything other than the patient receiving an invoice in my example I'm going to double click on Medicare as a payer and the setup for billing components are on the bottom right hand side of the screen in the US you will need to choose the kind of insurance company from the drop- down list and then you will choose your primary and secondary invoice Styles this is how you want to submit your charges most likely in the US if you're using a clearing house you're either going to be submitting an EDI 83 37510 submission or a hicka electronic Bill if you're printing paper hicka forms you will select the hicka 1500 red form within Canada your fields are the same but your options are somewhat different the kind of insurance company is usually one of four options and the primary invoice style will be selected based on the province that you reside within the US you may be responsible for providing the payer identifier number this payer identifier number needs to be entered in a specific area dependent on the style of submission that you're sending for example if you're sending a hicka electronic claim or a hicka 1500 print claim your identifier number can go here under the payer information if you're submitting an EDI submission under settings for your EDI invoice settings your payer numbers will need to go under payers this basic setup information simply tells the system how to submit the invoicing and what numbers are appropriate the next step is just simply ensuring that those insurance companies are attached to your patients in their billing rules simply find the name of the patient double click go to the incidence Tab and then the billing rules tab the insurance company or companies should be connected to the patient in this particular area whoever is on the top is considered the primary insurer whoever is on the bottom is considered the secondary insurer once you ensure your setup for payers and your setup for your patients are completed then you can start adding some charges to your patient files in this particular example we have Carol booked on Wednesday October the 10th from the scheduler to add a charge to Carol's account we can click on the hand symbol at the top of your function bar you simply confirm the date choose the fee item that you wish to charge the patient for in the US you may have to provide a location code and you may have to change the number of units you may want to confirm the diagnostic codes that you're treating the patient for if they don't already appear on this screen you can simply add them by clicking the bar marked new incident diagnostic injury or body part code in the US you may have to provide modifiers the modifiers if not already defaulted can be added simply by choosing the drop-down list you will hit the add button to add the this particular charge to the patient file you should see it in this bottom highlighted section and then you can add another code to the patients file by going through the same steps again you can back date claims and edit any information on this screen once that's completed hit the okay button to store that information there are many ways to add charges to the patient's file you don't necessarily have to be in the schedule just look for the hand symbol on the top of your function bar for an example if I hit the enter button on my keyboard to go into the patient's profile the hand symbol is following me around I can enter charges from virtually any screen in the system just simply look for the hand symbol should your clinic decide to have the therapist enter the treatment through their clinical notes you may want to watch our video on clinical documentation basically the clinician would be inside their daily note they as well would hit the hand symbol from within their note their screen is slightly different from what you saw in the Schuler but the concepts are still the same green plus sign to choose the particular Fe code we want to add to the patient file in the US we're still confirming units possibly time that we spent with the patient we're still confirming which diagnostic codes are adding new diagnostic codes to the patient's file green plus sign to do it all over again hit okay once you're done to store that information so charges can be added virtually from anywhere in the system by simply looking for the hand symbol on your function bar back in the scheduler the scheduled appointment should reflect that we have entered the charges for the day by the white hand symbol showing up visually on the scheduled appointment now we're ready to take some payments for this patient at the top of the screen in the blue area if the patient has any outstanding balance that information will always be noted at the top of the screen from the scheduler should we want to record a payment from the patient we can go to the payment symbol which looks like a pile of money we will confirm who the date how much and then what method is being used for the payment most likely if the patient is paying for particular Services they'll want to walk away with some type of invoice or receipt you can create this by simply clicking the Box stating produce an invoice and receipt select the okay button when complete you will have the opportunity to print or preview the invoice or receipt before you prepare it should there be nothing to prepare you will receive a message stating as such the preview should show you an actual copy of what you're about to give to the patient most standard invoice and receipts will show the services the patient has occurred the payments they've paid and any outstanding balances in order to complete or keep this transaction you must either print or post the invoice receipt printing will send it to your printer as long as as well as posting posting just simply makes it official on the system it does not send it to your printer another way to make a payment is from the patient activities by service screen the book of hands icon will take you to their activities by service in this screen should you want to pay specific items you can simply flag the items or align items that you wish to pay then go to the payment symbol you may receive this large payment screen especially when paying more than one item at the same time don't be intimidated this information is exactly the same as from the scheduler we just have more options at this point we're still confirming who the date the method me of the payment and then we're just simply confirming the amount that is being applied then we're going to take this amount and apply it toward each of the line items that I'm paying if we're only paying a portion for an example in this case maybe we're only paying $10 and the patient is paying $5 on this line item and another $5 on this line item we simply record that total under the red column marked apply total we have a balance outstanding therefore on each line item and we can decide whether that balance remains whether we write off a portion or whether we're transferring a portion of that to another payer you can also produce the invoice and receipt from this screen simply by clicking the box marked as produce invoice receipt okay to save that information same options as from the Schuler we can preview that invoice or receipt before we actually produce it to the patient we can also make payments from the insurance companies from this particular screen the concept is exactly the same simply flag the line items that we're going to be paying from the insurance company go to the payment icon and this time record exactly the same information but remember that you're paying from an insurance company if the insurance company is only partially paying your concepts are exactly the same enter the amounts per line item and then decide whether you're going to write off keep the balance or transfer portions of it back to the patient keep in mind if you do transfer balances back to the patient's name once you hit the okay button you will need to go back in and invoice the patient for those amounts that you just transferred to them a third way to make a payment in the system is called batch paying that's when you receive one large check from an insurance company perhaps for multiple patients in that that case instead of paying patient by patient as we've done so far we can go to the payer section of the system select the payer go to the book of invoices also called the activities by invoice screen this will give you a list of all invoices submitted that are unpaid simply select the names of the patients that are being paid on your invoice if you need to confirm which dates of service are part of the invoices you see on the screen hit the plus box to the left hand side and it will list the dates of service now that you have flagged the multiple patients you can go to the same payment icon that we were at before and now the screen is exactly the same the only difference is that you're paying multiple patients at the same time all the entries and concepts are exactly the same as with batch paying we can batch bill in the system as well for an example should we wish to Bill all services connected to Medicare that have not already been invoiced we can simply flag the payer in our payer listing select the invoice icon choose our options that are appropriate on the screen and select okay most likely you need to pre preview the billing prior to submission a preview depending on the country will give you a different style of submission in this example we're looking at a 510 invoice submission report this report will list all of the comments that are potentially wrong with our submission in this particular case it's listing reasons as to why we are not ready to submit these charges yet we're missing too much information so we would go back into the patients file correct this information and go through the same steps again eventually we would like our submission report to show no comments whatsoever in the preview no comments means this file is ready for submission when we close the preview our options are either usually to prepare the file sometimes you'll see send the file if the file is sent directly as an example of our BC clients prepare the file means that we will be preparing an electronic file submission and you'll be sending this submission over to your clearing house if the file is created successfully you will receive a popup on the on your computer telling you where the file has been saved so that you can locate the file and send it to the appropriate clearing house once the file is prepared printed or sent that is called build in our system so the invoice will show up both under the payer indicating the number of invoice and the amount it will also show up in the clients activities by invoice section all services in our system are considered unbilled until you prepare them on an invoice if you need to see a list of all services that still need to be built you can run a report in your system under the financial section entitled unb services this will give you a list of all services still needing to be invoiced this is most likely a report that you would want to check perhaps on a weekly or monthly basis once you think you've completed the billing you would still want to run this report to ensure that no one is showing up on this report that you're not aware of for a list of all invoices that have been submitted and still not paid the report you would write run is also under the financial section entitled the accounts receivables by invoice report this report will list all invoices by patient order and it will age how old those invoices are for example Services may be outstanding between 30 to 60 60 to 90 90 to 120 days should you receive a denial on one of your charges indicating perhaps that you enter the number of units incorrectly you're missing a modifier something on that submission one of the items is incorrect you can do something in the system called tagging for resubmission to do so simply find the patient go to their activities by Services screen the book of hands icon will bring you to the activities by service scream simply flag the line item that you want to tag for resubmission in fact expand that line item and simply flag the line item going to the insurance company if you rightclick on that line you should now see an option for tag for resubmission what the tag for resubmission will do is it will actually un invoice un bill that particular line item so that you can actually flag and edit that line item to fix whatever is missing once you have completed the fix you'll simply submit that charge on your next bill run either by batch billing or by billing the patient individually thanks so much for joining us today on our brief tutorial on charges billing and payments within the practice perfect system we hope to hear from you soon one last thing regarding billing invoicing and statement in our system invoicing and statements are two separate items in our particular system right now looking at this particular patient if we wanted to invoice anything that has not already been invoiced by clicking on the invoice button for Carol it will grab all services that have not yet been invoiced and produce her an actual invoice for submission invoicing takes items from the charged column into the build column that is the only way we call items build in our system is by producing some type of invoice a statement on the other hand is more like printing a report a statement will contain any transaction for the time frame that you've chosen for an example I could run a statement for this patient from anything back to let's say April 1st to current date that statement for Carol will then show me any transaction that has happened within that time frame statement has no bearing on calling an item build or unbuild moving it from the charge column into the build column think of a statement as a simple report that you're running invoicing in our system is the only way to call something buil you can invoice your patients individually from with inside the patients file by clicking on the invoice button or you can go to a listing of your clients either active perhaps or all clients flag all of your clients and then invoice from here this would be producing invoices for any patient that have charges not yet invoiced this is something you would probably do at the end of your billing cycle you can also invoice your payers exactly the same way you can flag all of your payers and build them all at the exact same time perhaps you only want to select certain type of payers for an example by using the two red flags with question mark icon you could select only the payers who are being submitted a certain or particular invoice style for an example if I ask the system to find only insurance companies being submitted a 5010 invoice style and say okay this system will only flag the insurance companies that meet that criteria now when I go to invoice or prepare a billing submission it will only be invoicing those payers that are flaked statements can also be run exactly the same way flag all your patients run statements and perhaps you don't want to include statements for anyone that has a zero or credit balance you can not include those particular individuals by clicking selections on this screen before running your statements most people run a combination of statements and invoices at the end of the month invoices remember will grab all services not yet build statements will also grab anyone with an outstanding balance remember as well that your settings drop-down lists contain invoice formats where you can include messages on either invoices for all statement uh all patients or you can enter specific me messages for all statements for all patients thanks so much again for choosing practice perfect we hope for we hear from you soon