Billing

The Billing Module is represented by a dollar icon, and is where users are able to manage employee time tracking, set up billing permissions and rates, submit claims, produce invoices and post payments.

Billing / Billing “The referenced transaction does not meet the criteria for issuing a credit”

When attempting to process refunds you may get this message. This can mean one of three things.

  1. The original transaction has not settled yet (usually takes about 24 hours).
  2. The refund is more than the original transaction.
  3. The original transaction is more than 90 days old.

Billing / Billing Add PR Amt. Amount Owed

Patient responsibility owed amounts can be added to client billing entries individually or in bulk.

To add patient responsibility owed amounts in bulk for a group of billing entries associated to a client:

  1. Navigate to the  Billing module and select Billing
  2. Click the checkbox next to all the client’s billing entries you wish to apply a patient responsibility amount to
    1. Tip: click Client  and select Sort by client to identify all the client’s billing entries
  3. Click the Actions  drop-down at the top of the billing grid and select  Apply Patient Responsibility
  4. Select one of the following to apply your patient responsibility amounts:
    1. Payor tab: patient responsibility amounts are displayes based on the client’s payor settings. Select the Payor from the drop-down and click Auto update patient responsibility amounts from this payor
    2. Manual tab: enter the patient responsibility amount for each service and payor, and click Manuelly update patient responsibility amounts with these values

To add patient responsibility owed amounts to billing entries individually:

  1. Navigate to the  Billing module and select Billing
  2. Within the billing entry, click the amount in the corresponding cell under the PR Amt. column
  3. Enter the patient responsibility amount in the Edit Patient Responsibility pop up and click the checkmark button

The billing entries will now be updated with the PR Amt. amount entered, in the billing grid.

 

Billing / Billing Apply a PR Amt. Payment

Once you’ve added the patient responsibility amount owed, you can apply patient responsibility payments to individual lines or in bulk. To apply a patient responsibility payment to one entry:

  1. Navigate to the Billing module and select Billing
  2. Click the icon on the left side of the billing entry
  3. Enter the Date, select the Payor, select the Payment Type, and enter the Reference number. Optionally, you can add a note to this payment.
  4. Click the toggle  under Patient Resp. to turn it green to indicate this is a patient responsibility payment
  5. Click the Add button on the right hand-side

To learn how to apply patient responsibility payments in bulk, click here.

Billing / Billing Applying New Service Code Settings to Existing Timesheets

Whenever service code settings are changed, existing timesheets will not automatically reflect those changes. This is so you don’t accidentally alter existing timesheets in bulk. In order to “refresh” existing timesheets to reflect new service code settings:

  1. Navigate to Billing and select Billing.
  2. Click the Settings  button to the right of any billing entry and select  Edit Timesheet.
  3. Expand a service line by clicking on the code’s name.
  4. Click the Edit icon next to the service code.
  5. Click Use This next to the same code that was there before.
  6. Click the Save button at the bottom of the page.

Your billing entry will now reflect the updated settings for the selected service code. You’ll need to do this for any billing entry you wish to alter.

Billing / Billing Bulk Update Payor, Location, Billing, Referrer, and Provider Supplier When Generating a Claim

When generating a new claim using the Bulk-merge tool, you can select what data you want pulled into the claim automatically. This includes the Payor, Location, Billing, Referrer, and Provider Supplier sections. When the claim is generated, the information from the selected provider’s claims settings will automatically populate within the respective fields within the claim.

  1. While generating a new claim, click on the arrow  to the left of where it says “_ codes to be billed.”
  2. Select the checkbox  to the left of the billing entries you wish to edit.
  3. Use the search field within the header of each column  to select a Payor, Location, Billing, Referrer, and Provider Supplier.
  4. Once you’ve selected a provider, their name will populate within the selected fields.
  5. When you’re done, click Generate this claim.

If you leave a field blank, that part of the claim will need to be filled out manually.

Billing / Billing Change a Payor from the Billing Screen

You can change the payor on a single billing entry from the Billing page. To do so:

  1. Navigate to Billing  and select Billing.
  2. Click on the payor name  on any billing entry.
  3. Select a new payor from the dropdown. If you don’t see the payor you’re looking for you may need to add it to the client’s account first.
  4. Click the checkbox  when you’re finished.

Billing / Billing Convert a Cancelled Appointment

For some appointment cancellations you may still need to charge your clients and/or pay your providers. To do so you’ll need to convert the cancelled appointment(s). To convert a cancelled appointment from the calendar or day planner:

  1. Navigate to Scheduling  and click View My Calendar or Day Planner.
  2. Click the filters tab near the top left of the page and click the View button next to Cancelled. This will allow you to see all cancelled appointments for the selected date range.
    • You can also filter by cancellation reason by selecting one just below the Cancelled filter.
  3. Click on the appointment you want to convert.
  4. In the appointment details popup, select the Create Timesheet tab then click the Convert to Timesheet button.
  5. From there you can create your timesheet as you normally would and hit Save when you’re finished.

Note: To convert multiple cancelled appointments, hold down ctrl on your keyboard and click on each appointment you want to convert. Then click Actions and select Convert Billable.

To convert a cancelled appointment from the grid view:

  1. Navigate to Scheduling  and click View As Grid.
  2. Click the Cancelled filter near the top of the page. To filter out all active appointments, click the Active button (which should deselect it).
  3. Click the View button next to the appointment you want to convert.
  4. In the appointment details popup, select the Create Timesheet tab then click the Convert to Timesheet button.
  5. From there you can create your timesheet as you normally would and hit Save when you’re finished.

Note: To convert multiple cancelled appointments, click the checkbox  next to each appointment you wish to cancel and select Convert Billable.

Billing / Billing Download the Billing Service Log (Service Log DS 5862)

You can export a specific client’s information from the billing screen into a generic service log. This export is titled Service Log DS 5862.

  1. From the Billing screen, select the checkbox  next to any billing entries you wish to export.
  2. Click the Actions  dropdown at the top of the page and select Generate Service Log DS.
  3. The system will generate your download and you will now be able to access it from this window .

Billing / Billing / Billing / Timesheets Edit a Timesheet

Appointments already converted into timesheets, can be edited in the Billing module. Please note that locked  timesheet cannot be edited if you do not have billing admin permission. Unlocked  timesheets can be edited without this permission. Additionally, Service Lines may be locked if the provider and the client signatures have already been collected.

To edit a timesheet:

  1. Navigate to the Billing module and select either Billing or Timesheets
  2. Click on the cog icon on the right hand-side of the of the entry, under the Options column, and select  Edit Timesheet
  3. Edit the timesheet information as necessary
    • To edit a service code, click the service code tab under the Service Lines section. The tab will expand and will allow you to edit the information as long as the provider and client signatures have not been collected, and the service line is unlocked
    • To add a new service code:
      1. Click + Add Service Line
      2. Provider: enter the provider name
      3. Date of Service: click to select the date of service
      4. Select your codes from the Authorizations tab or from the Service Codes tab, by clicking Use this next to the code
      5. Enter the service codes details, attach any required forms, mileage information, service location and signatures
      6. Click Save  

Billing / Billing Export the billing screen to upload for the BHPN/ESBA

NOTES 11/15/17

Changed payer name to “the BHPN”, this will up date through the receivables, etc. CR is also updating the words on the export, the export file, the ‘identifier’ words etc. The background semantics that users cannot do themselves. IF an ORG has a Fee Schedule, service code descriptions, etc., ORGs will want to update as needed.

NOTES 7/5/17

Recent update to include the removal of the 59 modifier based on a letter from Easter Seals that it was no longer needed, since their system can now evaluate this criteria. Additionally, if you use modifiers, they will provide the Direct/Indirect ‘word’ in column Z, and the POS code, will provide an independent setting for the vendor information, the “_O_”, “_H_”, POS 12: Home will be “H”, all others/blank will be “O”.

 

To summarize, IF you use modifiers, DI/IN will provide the word, Direct/Indirect in column Z respectively. Vendor Name/Number Direct (_H_) works off of POS: 12 – Home, to provide that info, all other POS codes/missing, will use (_O_).

IF you use POS only, it will work as initially programmed, POS: 11 – Office, word Indirect and _O_, all others or blank will receive Direct and _H_.

 

Thanks, CentralReach

 

Brief overview: Before explaining the download, please understand what CentralReach is trying to do for our clients. There is not a place in a claim form to identify Indirect or Direct time. We have created a way to do this for our clients in order to simplify obtaining the data the BHPN wants in their spreadsheet. To do so, we are using the POS codes or modifiers, see notes from 7/5/17 above, from the billing entries to identify Indirect or Direct time. Please don’t forget to update authorizations if you choose to make 2 separate codes, 1 with the IN modifier and 1 with the DI modifier, as needed.

Now that the download is explained, let’s do some billing!

The first step is to set the 4 id’s for the billing entries in the system ORG account for your facility. The Vendor ID and Vendor Name should have been provided to you by the BHPN. If you do not have those please contact the BHPN. Please enter exactly as the BHPN provided to you. Navigate to your account information and then claims settings. Note: This information is pulled directly from each timesheet, while 99% of all organizations use their main account for the billing settings, if your ORG uses a different contact ID to populate the billing information for timesheets/claims, then add the Vendor ID’s to that Contact. If you set it up and it does not populate as expected please contact support and we will troubleshoot with you.

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Now input the 4 different fields using the dropdown to select each field.

Next to add the BHPN unique identifiers for Employees or Client, you will do the same thing, navigate to the contact, goto claim settings, and add the info.

Employees:

 

Clients:

 

Once setup, move to the billing screen and format this screen as if you were going to print your invoices/make claims, i.e. set up the screen to only contain the BHPN billing data. The billing entries can now be exported in a format that can simply be uploaded to the BHPN without having to manually change the data in the excel spreadsheet. To export the billing module to the BHPN format, simply click on the “Export” (little cloud) button on the top right hand corner. Note: add the filter for ‘Active only’ on the Billing screen, this way the download will come out with the same total as CentralReach (and will not export deleted or voided items).

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After that, when given the selection choices for the export format, simply select the BHPN export in either csv (comma separated values) or txt (a simple text file). After that, you should be able to copy an paste that data to the spreadsheet that the BHPN provided to you without any issues.

 

 

 

You will have to move to resources to get the file. Click to download the file.

Double check the data columns here. Visually inspect to make sure your data is complete. If info is missing you can add it manually, or return to CentralReach and update the info to make sure the missing data comes out with the file.

Once you are satisfied the data is ready. Copy from cell A2 to the end of how your input sheet is formatted.

Now paste that directly into the BHPN Input sheet.

Finish up the rest of the workbook and submit via your regular channels.

Troubleshooting the download:

Where does the data come from: MRN comes from the payor screen at the Subscriber level; DOB comes from the client contact, in the basics. Note: for the BHPN it’s a good idea to set them up having the Subscriber and Patient with identical information.

 

Authorization data, dates, procedure codes, service dates, DX code, etc., all come from the timesheet level data.

What if my total does not match? Remember that on the BHPN Input spreadsheet there are no hours – just codes, units, and one definition of rates (on the rates sheet that you have to define). In CentralReach are all of your rates correct on every appointment, and in your settings, is the time on your appointments rounded to quarter hours, etc. If not, that’s where we would start the troubleshooting and you can too.

 

 

Updated 112217 AS

Billing / Billing Find an Authorization Linked to a Service Code

To filter authorizations linked to a service code:

  1. Navigate to the Billing Module  and select Billing.
  2. Go to the Service/Auth  column.
  3. There are two ways to filter authorizations by a specific service code:
    • Option 1:
      • Click the horizontal bars icon next to Service/Auth .
      • A filter will pop up on the bottom of the screen. Click the service code you want to filter by.
    • Option 2:
      • Hover over the service codes under the Service/Auth column, and click the filter icon that will be appear next to the service code you want to filter by.
  4. The new billing grid will only show the service codes filtered by.

To see all service codes back in the grid, remove the filter on the top of the grid by clicking the x icon next to the filter.

 

 

Billing / Billing Finding Missing Payments

While the Billing Screen is great for organizing everything about payments that have been made, there are also filters in the Billing Screen that have been added to help you find missing payments or errors with payments. This filter works in conjunction with ERA ANSI standardized codes, and also uses any labels you may already have.

  1. Navigate to Billing  and select Billing.
  2. Click on the Filters tab on the left side of the page.
  3. Expand the Payments  dropdown and click the Adjustment Group  dropdown.
  4. Select the group you need to filter by.
  5. After you have selected your Adjustment group, you can further filter by Reason in the search bar . Typing in a number or letter of a payment reason can help you filter even further.

Once you have selected your Adjustment Group code, and searched for the Adjustment Reason, the screen will provide you any payments that have those specific details, for the date frame you have selected.

You can also utilize any labels you have, with the Adjustment Group filtering functionality AND the Overlap filter (By Provider or By Client), under the Audits section, to find your missing payment, i.e. if you have a label called “Billable” and apply that on the billing screen WITH the overlapping filter, then the screen will show only codes with that label that overlap other codes with that label.

 

Billing / Billing How do I apply a custom payment label?

Attaching a billing label to individual payment entries offers an easy solution for labeling and organizing payment information. Once labels are attached you will be able to search for specific payment information by label. To attach billing labels to payment entries, navigate to your billing entries screen. Expand the billing entry that you wish to attach the label to by clicking on the + icon.  Then click on the label icon associated with the payment entry.

 

Next type in the name of the billing label you wish to attach to the entry and select it from the drop down menu. This will apply the label to the payment entry. You can add additional labels as necessary.

 

To quickly edit or create a new label, click on the gear icon next to the search box.

 

Select a label to edit or select Add New.

 

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You can now use this label throughout the billing module.

 

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Billing / Billing How do I apply bulk labels to billing entries?

There are times when you may want to apply more than one label to more than one billing entry. Performing this task in CentralReach is easy.

First, in billing, select the entries you want to apply labels to and then choose the label icon at the top left of the page.

Once selected, a new window will appear. Begin typing in the labels you want to apply and select. You can select more than one label to apply to multiple entries.

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Then click “apply label changes” and the labels will appear within the entries you selected. If you selected more than one label, you will see them indicated with a number.

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You can check that the labels were applied by selecting the label icon. From there, you can add individual labels if you like by typing in the name and making your selection directly.

Billing / Billing How do I create a billing statement?

Statements (Receipts) can be generated for individual clients for multiple billing entries. To create an invoice or statement, locate the billing entries for which you wish to create the statement and place a check mark beside the entry. Then the “actions” tab will appear. Select it and choose “print statement” from the drop-down menu.

 

The next page will generate a billing statement for you to print for your clients. You may type in additional comments if you so wish. When you are finished, click Print.

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Last updated: March 27, 2017

Billing / Billing How do I create and save custom billing filters?

You can create custom billing filters for frequently used search filters. To begin, search by the terms for which you are wishing to create a custom filter. For example, if you wish to create a custom filter that will pull all Private clients that have an ABA contact label, search for Private and ABA.  Next, hit the Save this view as a filter button.

 

filt

In the pop-up screen, title the filter with something that you will remember. In this example, maybe Private ABA Clients. If you want to share this Saved Filter with others in your organization, check the box for Allow others in your organization to subscribe to this filter? Then decide if you want to save a consistent date range or not and hit Save.

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You can now quickly find entries with that filter by clicking on ‘Saved filters’ under the Filters tab in your left sidebar. The screen will display all items based on the Saved Filter.

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Billing / Billing How do I create billing labels?

Billing labels are great for helping you filter and sort entries by categories such as “paid”, “invoiced”, etc. You can create billing labels directly from the billing module in CentralReach (Note, if you are still using 1.0, you will not be able to create labels from the billing module. Please use 2.0 to enjoy this functionality).

In billing, navigate to the labels column

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Then, click the first “labels” tab within the billing entry of your choice.

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Next, a pop-up window titled “edit labels” will appear. To add a new label, select “add new label.”

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Name the new label with a billing filter of your choice (for example, “paid”, “co-pay”, etc) and select “update label” to save your entry.

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Now when you navigate back to the labels, you will be able to either type in the specific label name or view all labels from the drop down menu to recall your newly created billing label.

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Last Updated: 3/27/2017

Billing / Billing How do I download my billing screen?

You can download your billing entries screen in CentralReach as a .csv file and then open it in Microsoft Excel in a few easy steps. This is very powerful because there are about 20 additional columns that are revealed that are not visible in the browser view, due to screen limitations.

First, navigate to the billing screen ( $ > Billing), select the date range desired, and then click on the cloud icon at the top right.

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Select the type of file from the drop-down. To download a standard version in a csv format such as Excel, choose Standard export (csv).

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Once Start Export is selected, a pop-up window will appear letting you know to check your resource manager for the downloaded files.

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Now head over to the Files module and click on the generated report.

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After clicking on the Download button, a blue link will appear below. Click on this link, then click on the .csv file at the bottom of your screen to view this report in Excel.

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To learn how to sort the information separated by commas into separate columns in Excel, please refer to this help article.

Billing / Billing How do I exclude a label from my billing screen?

You can filter various items on your billing screen by one or multiple labels, but you can also choose to exclude certain service code labels such as non-billable entries, or cancellations.

To exclude a label from your billing screen, first search by this label, then click on the down arrow to its right and select Switch to exclude. 

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Last Updated: 3/30/2017

Billing / Billing How do I filter the billing page by multiple labels?

Using multiple labels within the billing screen will allow you to hone in on specific information to search and bill effectively. In addition to contact names, insurance/plan names, service code/authorizations, you can also search by contact labels, service code labels, and billing entry labels.

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In the example above, if we want to search / bill for clients in a specific region, we can search by the location contact label to only view clients in the AZ location. Let’s say we also want to see only billable services, so we’ll search for our “billable” service code label.

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Furthermore, we want to filter by entries that have a particular billing entry label. We have a “Follow-up” billing label that was applied previously to indicate that these entries must be followed up with. We can add this one, as well.

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We now have a specific set up labels that were stacked to indicate that, between Feb. 1st and Feb. 28th, we are looking at billable entries to be followed up with, for clients in the AZ location.

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To prevent having to type all of these labels, we can save this label set as a filter by clicking on Save this view as a filter, which will place this search set on the left hand side under Saved Filters.

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Keep in mind that the blue column headers are also searchable; for example if you want to only look at services in a specific location, you can do so by clicking on the stacked horizontal blue lines and select from there.

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Last updated: 3/28/2017

Billing / Billing How do I find a billing entry ID?

Every billing entry/timesheet has a unique identifier number. To locate that number in Billing:

  1. Navigate to Billing , then select Billing.
  2. Click the Settings  button to the very right of the billing entry.
  3. The Entry ID number is located at the top of the dropdown .

To locate the entry ID number in Timesheets:

  1. Navigate to Billing , then select Timesheets.
  2. Click the Settings  button to the very right of the timesheet.
  3. Select Preview Entry from the dropdown.
  4. Under the Overview tab, the entry ID is listed at the top of the popup .

 

 

Billing / Billing How do I generate a PV form (DS 5862)?

If your organization utilizes the PV form and you would like to generate them directly from CentralReach, please contact us by opening a support ticket and request that we add the form to your organization account.

*Please Note: CentralReach has a generic Service Log that is noted below and referred to in the system as Generate Service Log DS 5862. As this service log is generic, it is not specific to any one funding source.

**Also Please Note: Without the Electronic Signature functionality added to your account, you must print out the form and have them signed manually.

Once we have notified you that the form has been added to your account you will be able to generate these forms from your billing module.  To create the form, first navigate to the Billing module:

First, adjust to the date range that you need to submit your PV form for: 

 

Apply your filters as necessary, such as filtering out just your clients that receive services from a certain regional center. Keep in mind, you must select one client at a time to generate a PV form for. You can easily filter through your list of clients by clicking on the client list icon, and working through your list of clients that need PV forms, by clicking on one name at a time.

 

Next, click on the “select all” icon to select all the entries:

Click on “Actions” and then “Generate DS 5862”

This will bring you to the preview screen of the PV form, here you can choose whether to carry over the service locations or client’s full home address, or if you select ‘Location or Service’ any address your ORG has set up as an office location can be pulled to this column. When you have made that selection, go ahead and click on “Generate PDF”

Entries that have a client signature will carry over to the PV form. Please note that in order for a signature to pull to the final page of the PV form, the last entry for the given month must be signed. Only the actual signed entries will show on the first page.

You can quickly filter on your billing screen to view only signed entries, by clicking on the signature filter:

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To generate the generic Service Log, select Generate Service Log DS 5862 from the Actions drop-down on the Billing Screen. This log is client specific and will pull information for 1 month.

This one will not generate a preview, it will go straight to download.

**If you wish for the UCI and Vendor number to auto-populate, you must first establish the number for the client within the client profile. For more information on storing this data, click here

Billing / Billing How do I refund a credit card payment?

To refund a payment to a single date of service you will select the  ‘+’ icon next to the billing entry, which will expand the date of service to allow application of payment.

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Fill in any appropriate information as required by your organization. In the Payment Type box, select refund.

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Enter the amount on the refund in the amount box and click the Apply Refund button. This will refund the charge to the card on file.

The definitions to the terms located in the payments section of an individual billing entry are as follows:

  • Applied by: This is the person who is applying the payment to CentralReach
  • Payment Type: Type of payment being processed.
  • Payor: Person or agency making a payment
  • Resource id: This is the 5 or 6 digit file/resource id from a previously uploaded document
  • Reference: This is a check number, electronic deposit or credit card transaction id, etc. (note: you can search through billing entries by entering R:Reference # in the search field).  This will bring up any timesheets that have that specific reference number.
  • Notes: You can notate a date or dates of service for future reference.  This is also pulled onto the receivables and other billing reports.

Billing / Billing How do I search for a client within Billing?

To search for a client within Billing, select an option (Billing, Timesheets, Invoices…)  from the Billing drop down.  Once on the desired screen, use the search bar above the grid to locate the client.   Remember to adjust the date range as needed when performing your search.

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You can also search the Billing module using labels and Saved Filters. For information on how to search by multiple filters, go here.

Billing / Billing How do I search the billing module by label?

To search the billing module (Timesheets, Billing, Invoices, and Settings) labels, type in the name of the label in the search box. Specify a date range, then click the Search Icon. **Existing labels will autofill in the search box as you are typing. You can filter by one billing label, one timesheet label, and one contact label. In addition, you can filter by ONE client name and ONE provider name.

  • Contact Labels – These labels have an icon that resembles 3 people. They are added in the Contacts module.
  • Billing Labels – These labels have an icon that resembles a briefcase. They are added from the billing codes and rates setup page.
  • Timesheet Labels – These labels have an icon that resembles a tag. They are added from the timesheets page.

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All of the Timesheets with the specified label will appear, as well as a Filter line that will notate the current label being used. You can add additional filters by typing in another label in the search box. The system will also allow you to add ONE client name and ONE provider name to filer by.

 

Billing / Billing How do I sort my entries by client and provider?

To quickly view a list of all clients or providers that your search results, click the list icon next to Client, or Provider, and/or Both.
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This will pull a list of all clients/ providers. Use the blue links to filter individually.
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Billing / Billing How do I use labels to organize my billing/service codes?

To add a label to a billing code, first navigate to Billing, and select Service Codes from the drop-down menu.

This will bring up a list of existing service codes. To create a new label, click on the gear icon in the left-side menu (where your filters and labels are housed).

To create a new label, select Add new label. Choose optional text and background colors, and select Create label.

Once the label has been created, find the service code to which you would like to add the label.  Click on the label icon just to left of the service code.  Choose the label from the drop-down.

You can also bulk label your service codes by selecting the checkboxes to the left > Actions > Label selected > select your label > click Apply Label Changes.

Your service code has now been categorized with this label and will be easily found when searching by using this service code label.

Last Update: 08/31/2017

Billing / Billing How do I view authorizations from the billing module?

Individuals within your organization that have been granted billing permissions can ensure billing entries and timesheet entries are correctly associated with an authorization by looking for the File-Icon associated with the entry. For example, entries that are associated with authorizations will have an icon in the Auth column within the timesheet screen. **Please note, users that do not have billing permissions will be able to see the authorization icon; however, clicking on it will take them to a blank screen.

 

Clicking on the grey page icon next to the codes tab will bring you into the authorization in the files module.

In addition, you can also view the authorization by clicking on the gear icon associated with the timesheet and selecting preview entry.

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Click on the authorizations tab and then on the blue link to navigate directly to the authorization. 

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Billing / Billing How do I void or delete a time sheet or billing entry?

You can delete and void billing entries from the CentralReach billing screen.

In order to delete a time sheet entry, the following must be true – the entry cannot: have any payments applied, be voided already, be invoiced or exported, and the entry cannot be attached to any claims.  To delete an entry from the billing screen, first select your entry, then navigate to and click the ‘Actions’ tab. From the drop-down menu, select “Delete timesheet.”

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In order to void a billing entry, the following must be true – the billing entry cannot: have any payments applied or be already voided.  Please note, an entry CAN BE voided if it has already been invoiced or has a claim generated (unlike delete).  To void entries with payments, you must first void the payments.  To void an entry from the billing screen, first select  your entry, then navigate to  and click the ‘Actions’ tab. From the drop-down menu, select “Void timesheet.”

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Billing / Billing Preview Notes From the Billing Page

To view a note attached to a billing entry:

  1. Navigate to Billing  and select Billing.
  2. Click the Settings  button to the right of any billing entry.
  3. Select Preview Entry from the dropdown.
  4. Click on the Notes And Forms tab then click on the title of the note you wish to preview.

You’ll now be able to browse through each section of the note. Please keep in mind that you cannot make any edits or sign when using the note preview in billing.

Billing / Billing Un-Converted Match Filter

The Un-Converted Match filter will allow you to determine if there are codes on provider’s calendars that have not been converted to timesheets. This helps prevent the need for corrected billing and claims down the road. This also allows billers without permission to view others’ schedules to audit for unconverted appointments without needing access to scheduling.

To use the un-converted match filter:

  1. Navigate to Billing  and select Billing from the dropdown.
  2. Filter by the date range you want to audit and select the Filters tab on the left side of the page.
  3. Expand the Audits  dropdown and click Un-Converted Match.
  4. In the dropdown that appears, select Client/DayClient/Day/Code, or Client/Day/Auth Group.
    • Client/Day: looks at a client and date of service. If there are any appointments on the client’s schedule that are not converted, that client will appear in the filtered view. This tells you that there is potentially more appointment(s) to bill for.
    • Client/Day/Code: similar to Client/Day, but now further restricts to also looking for the same code. The code must be an exact match, based on the code’s ID number, not simply the code name.
    • Client/Day/Auth Group: similar to Client/Day, further restricting to authorization group.

Billing / Billing What Has Been Paid and What Is Still Owed?

CentralReach allows you to filter your billing screen in a variety of ways to find out what amount has been paid and what amount is still owed on each billing entry.  The first step is to filter by all billing entries with an owed balance.

  1. Navigate to Billing  and select Billing.
  2. Click on the blue Outstanding button near the top of the page .

Note: selecting the Outstanding tab will include both the New (Orange) and Outstanding (Blue) entries. This is because this filter includes any entry with a balance.

Once you have filtered by outstanding you can see the paid and owed amount  to the right of each billing entry.

 

Billing / Billing What is the Service/Auth Column in the Billing Grid?

On the Billing page, under the Billing Module , the Service/Auth column contains the service code associated to an authorization. Some service codes are blue and can be linked, and some are are black text .

  • Service codes in blue are linked to an authorization. Clicking on the service code will bring you directly to the associated authorization.
  • Service codes in black are not linked to an authorization. These are usually administrative or cancellation codes that don’t require an authorization.

Billing / Billing Why Do Units Show as Whole Numbers?

When viewing the Billing and Timesheets page, you may notice that the hours column displays correct decimal values and the units column only displays whole numbers.

The reason is units are always rounded to the nearest whole number. This means that if the service duration exceeds 50% or more minutes per unit, the unit will be rounded up to the next whole digit. For example, if your minutes per unit is set to 60 minutes, yet the total service time was 1 hour 30 minutes, then the system will round the total units to two.

Some helpful calculations:

  • If service code is set to 15 minutes per unit: every 0 – 7 minutes = 0 units ; every 8 – 15 minutes = 1 unit
  • If service code is set to 30 minutes per unit: every 0 – 14 minutes = 0 units ; every 15 – 230 minutes = 1 unit
  • If service code is set to 60 minutes per unit: every 0 – 29 minutes = 0 units ; every 30 – 60 minutes = 1 unit