To export the ESSC Easter Seals report:

1. Navigate to the Billing module and select Billing.
2. Choose a desired date range to filter the grid by clicking on the calendar icon on top of the grid.
3. Click the download icon on the right-hand side.
4. Next to ESSC – Easter Seals, select TXT or CSV.
5. Click Go to Files in the “Export” pop-up to view the file. The file will be generated and located in the Files module to downloaded to your computer.

Click here to learn more about the ESSC report.

To view the Service/Auth column:

1. Navigate to the Billing module and select Billing
2. The Service/Auth column contains the service code associated to an authorization. Some services codes are blue and black
   • 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 do not require an authorization

To filter authorizations linked to a service code:

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

The Billing screen allows users to filter in a variety of ways to find out what amount has been paid and what amount is still owed on each billing entry.

To do so:

1. Navigate to the Billing module and select Billing.
2. Click Outstanding.
   
   
   • Please note, selecting the Outstanding tab will include both the New (Orange) and Outstanding (Blue) entries. When an entry has a claim, invoice, or payment generated, the color changes from orange (new) to blue (outstanding). The “Outstanding” filter includes both new and outstanding entries because it includes any entry with a balance.
3. “Paid” and “Owed” amounts are located on the right-hand side of each billing entry, under the “Amount” Column.

Click here to learn about the Billing screen’s filters.

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

To bulk-update claims:

1. While generating a new claim, click the arrow > in the claim to expand the “codes to be billed”
   
   
2. Select the billing entries to be edited, by clicking the checkbox icon next to each entry
3. Enter the new Payor, Location, Billing, Referrer, and/or Provider Supplier using the search fields under the header of each column
   
   • Please note, blank fields will need to be filled out manually on the claim
     
4. Click Generate this claim

Billing entries where clients’ payors are listed as “None:None” occur, because a payor has not yet been added to the client’s profile or if the client’s primary payor has expired.

Once you have added the patient responsibility amount owed, 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-hand side of the billing entry.
3. Enter the Date, select the Payor and 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.

Click here to learn how to apply patient responsibility payments in bulk.

Every billing entry/timesheet has a unique identifier number.

To locate the Entry ID number in Billing:

1. Navigate to the Billing module and select Billing.
2. Under the Option column on the right-hand side, click the gear icon.
3. The Entry ID number is located at the top of the drop-down.

To locate the Entry ID number in Timesheets:

1. Navigate to the Billing module and select Timesheets.
2. Under the Options column on the right-hand side, click the gear icon.
3. Select Preview Entry from the drop-down.
4. Under the Overview tab, the Entry ID is listed at the top of the pop-up.

Specific clients’ information can be exported from the billing screen into a generic service log titled, “Service Log DS 5862.”

To download the billing service log:

1. Navigate to the Billing module and select Billing.
2. Select the checkbox next to any billing entries to export.
3. Click the Actions drop-down at the top of the page and select Generate Service Log DS 5862.
4. Click Download in the “Export” pop-up.
   
   

Click here to learn how to generate a PV form (DS 5862).

The Un-Converted Match filter allows you to determine if there are codes on clients’ 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 the Billing module and select Billing.
2. Filter by the date range you want to audit and select the Filters tab on the left-hand side.
   • Or, click the funnel icon to expand the Filters tab.
3. Click the Audits  drop-down and select Choose next to Un-Converted Match.
4. Select Day/Client, Client/Day/Code, or Client/Day/Auth Group.
   • Day/Client: filters screen by client and date of service. Shows clients that have unconverted appointments on their schedule. 
   • Client/Day/Code: filters screen by client, date of service, and service code. Shows clients that have the same service codes that are in converted appointments. 
   • Client/Day/Auth Group: filters screen by client, date of service, and authorization group. Shows clients that have appointments with an unconverted code that is part of an authorized group.

Click here to learn more about Un-Converted match filters.

The Billing screen organizes everything about payments that have been made, and has filters to help find missing payments or errors with payments. This filter works in conjunction with ERA ANSI standardized codes, and uses any labels you already have.

To find missing payments:

1. Navigate to the Billing module and select Billing.
2. Click on the Filters tab on the left-hand side
3. Expand the Payments drop-down. Next to the Adjustment Group filter, click Choose and select the group to filter by:
   • CO: Contractual Obligations
   • CR: Correction And Reversals
   • OA: Other Adjustments
   • PI: Payor Initiated Reductions
   • PR: Patient Responsibility
4. After selecting an Adjustment group, filter further by Reason in the search bar under Adjustment Group. Typing in a number or letter of a payment reason can filter even further.

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

6. Utilize labels with the Adjustment Group filtering functionality AND the Overlap filter (By Provider or By Client), under the Audits section, to find a missing payment.

• For example, 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.

To charge clients, pay providers, or both for certain appointment cancellations:

1. Cancel the appointment from the calendar in the Scheduling module.
2. Manually create a timesheet when billing and payroll needs to be completed.

To view a note attached to a billing entry:

1. Navigate to the Billing module and select Billing.
2. Click the gear  icon under Options to the right of any billing entry.
3. Select Preview Entry from the drop-down.
4. Click on the Notes And Forms tab, then click on the title of the note to preview.
5. Browse through each section of the note.

Please note, you cannot make any edits or sign when using the note preview in billing.

You can change the payor on a single billing entry from the Billing screen.

To do so:

1. Navigate to the Billing module and select Billing.
2. In the Payor column, click the payor name on any billing entry.
   
3. Select a new payor from the drop-down. If you do not see the payor you are looking for, add it to the client’s account first.
4. Click the checkbox when finished.

Whenever service code settings are changed, existing timesheets will not automatically reflect new changes, so that existing timesheets are not accidentally altered in bulk.

To “refresh” existing timesheets to reflect new service code settings:

1. Navigate to the Billing module and select Billing.
2. Under the “Options” column, click the gear icon on the right-hand side of a billing entry and select Edit Timesheet.
3. Click the pencil icon next to the service code in the “ServiceCode” field.
4. Select the same authorization or service code from the Authorizations or Service Codes tabs, respectively.
5. Click Submit.

The billing entry will now reflect the updated settings for the selected service code. Users will need to do this for each billing entry they want to alter.

The BHPN report includes all the information the BHPN wants in their spreadsheet, including a way to identify Direct and Indirect time in a claim form. To do this, CentralReach uses POS codes or modifiers from the billing entries. Be sure to update authorizations if making two separate codes, one with the DI modifier for Direct time and IN modifier for Indirect time. 

If using modifiers, DI and IN will populate the words Direct or Indirect, respectively, in column Z of the report. POS codes, such as H and O, will provide an independent setting for the vendor information. These are based on the Home Place of Service, where _H_ is designated as Home being the Place of Service. All other codes, including missing ones, will use _O_.

If only using POS, no modifiers will be used to provide an independent setting for the vendor information. POS Codes are based on the Office Place of Service, indicated by Indirect and _O_. All other codes, including missing ones, will use _H_.

To set up the BHPN/ESBA report:

1. In the organization account’s Dashboard, click My Profile and select Settings.  
   • Or, in the Dashboard of the contact that is used for billing settings and billing information for timesheets and claims.
2. Click Claim settings and scroll down to the Custom Identifiers section.
3. Input the following four qualifiers in the drop-down under Qualifier, exactly as the BHPN has provided:
   
   • the BHPN – Vendor ID (Direct) – the BHPN – Vendor ID (Direct)
   • the BHPN – Vendor ID (Indirect) – the BHPN – Vendor ID (Indirect)
   • the BHPN – Vendor Name (Direct) – the BHPN – Vendor Name (Direct)
   • the BHPN – Vendor Name (Indirect) – the BHPN – Vendor Name (Indirect)
   • the BHPN – Vendor ID (Telehealth) – the BHPN – Vendor ID (Telehealth)
   • the BHPN – Vendor Name (Telehealth) – the BHPN – Vendor Name (Telehealth)
     
     • Please note, the “Vendor ID” and “Vendor Name” should have been provided by the BHPN. If not, please contact the BHPN to acquire the vendor information.
4. Add the IDs and Names under the Value and Notes columns, if any.
5. Click Save new after each Qualifier.
6. Repeat steps 2-5 for Employees and Clients. 
   • For employees: 
     • Input the BHPN – Rendering Provider ID –  the BHPN – Rendering Provider ID
     • Add the ID under Value and Notes, if any
     • Click Save new
   • For clients:
     • Input Record Number – the BHPN Client Id
     • Add the ID under Value and Notes, if any
     • Click Save new

To download the BHPN/ESBA report:

1. Navigate to the Billing module and select Billing.
2. Click the Filters tab on the left-hand side. 
   • Or, click the funnel to expand the Filters panel. 
3. Click the Status drop-down and select Active Entries Only under the Entry Status drop-down.
   
4. Check the billing entries being sent to BHPN.
5. Click the cloud icon on the right-hand side and select CSV or Text next to the BHPN.
6. Click Go to Files in the “Export” pop-up to view the file. The file will be generated and located in the Files module.
7. Add missing information, if any, to the file.
   • Missing information can be added manually to the file or updated in CentralReach, and re-downloaded.

Once the export report has been downloaded and corrected, the cell data can be copied and pasted directly into the BHPN Input sheet. Once the BHPN Input sheet and the rest of the workbook have been completed, submit via regular channels.

Please note, the BHPN Input spreadsheet does not permit users to input hours. For this reason, it is important that every appointment and its settings are correct and rounded to quarter hours.

The Billing report includes all of the information contained in the “Billing” section of the Billing module. Users can download the billing entries screen in CentralReach as a .csv file and then open it in Microsoft Excel.

To download the billing screen:

1. Navigate to the Billing module and select Billing.
2. Select the desired date range and click on the cloud icon on the top right-hand side.
3. 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).

4. In the Export pop-up, click Download to export the report to your computer, or Go To Files to view the report file in the Files module.

5. In the Files module, select the generated report, which should be the first one on the files screen.

6. Click Download File  and select the blue link to download the report to your computer.

To apply multiple labels to several billing entries:

1. Navigate to the Billing module and select Billing.
2. Select the entries to apply labels to, by clicking the checkbox on the left-hand side of each entry.
3. Click on Label selected at the top of the grid.

4. A Bulk Apply Labels pop-up will appear. Type in the labels you want to apply in the Apply Labels search bar and select. More than one label can be selected to apply to multiple entries.

5. Click Apply Label Changes and the labels will appear in the selected entries. If more than one label is selected, they will be indicated with a number.

6. Select the label icon to check if the labels were applied. From there, add individual labels by typing in the name and selecting each one.

Billing entries can be deleted and voided from the billing screen. 

To delete a timesheet entry, the entry cannot:

• Have any payments applied
• Have already been voided
• Be invoiced or exported
• Be attached to any claims

To delete billing entries:

1. If a billing entry is locked, navigate to the Billing module and select Billing.
   • If the billing entry is unlocked, navigate to the Billing module and select Timesheets.
2. Choose an entry. Under the “Options” column on the right-hand side of an unlocked timesheet, click the gear icon and select Delete Timesheet.
   

To void a billing entry, the entry cannot:

• Have any payments applied 
• Have already been 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, users must first void the payments.

To void billing entries:

1. Navigate to the Billing module and select Billing.
2. Choose an entry. Under the “Options” column on the right-hand side, click the gear icon and select Void Timesheet.

Please note, when deleted or voided billing entries are sent to Sandata, an omission is sent to Sandata to notify them of the inactive billing entry.

Billing labels help filter and sort entries by categories, such as “paid,” and “invoiced,” and can be created directly from the Billing module in CentralReach.

To create billing labels:

1. Navigate to the Billing module and select Billing.
2. In the labels column, click a “ 0” label in the desired billing entry.

3. Click the gear icon in the “No Billing Entry Labels” pop-up.

4. A Labels pop-up window will appear. In the “Choose label” drop-down, select Add new label.

5. Name the new label with a billing filter of your choice (E.g. “Paid,” “Co-pay,” etc).

6. Choose if the label has a Parent label and select the background and text colors. Select Create label to save the entry.

7. When navigating back to the labels, type in the specific label name or view all labels from the drop-down menu to add the new billing label.

The billing screen can be filtered by one or multiple labels. Service code labels can also be excluded from the billing screen, such as non-billable entries or cancellations.

To exclude a label from your billing screen:

1. Navigate to the Billing module and select Billing.
2. Search by a label and then click the down arrow to the right of the label and select Switch to exclude.

To quickly view a list of all clients or providers in the current view of the “Billing” screen:

1. Navigate to the Billing module and select Billing.
2. Select the list icon next to Client, Providers, and/or both columns.
3. This will pull a list of all clients and providers. Click the blue links to filter individually.
   
   

Users can create custom billing filters for frequently used search filters.

To create custom billing filters:

1. Navigate to the Billing module and select Billing.
2. In the search bar, type the terms you want to create a custom filter for.
   • For example, to create a custom filter that will pull all Private clients that have an ABA contact label, search for Private and ABA.
3. Click Save this view as a filter and name the filter in the “Save Current Search Values As A Filter” pop-up.

4. To share this Saved Filter with others in the organization, check the box for Allow others in your organization to subscribe to this filter?

5. Decide if you want to save a consistent date range and click Save.

6. Find entries with that filter by clicking on Saved filters under the Filters tab in the left sidebar. The screen will display all items based on the Saved Filter.

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 want to apply a patient responsibility amount to.
   • Tip: click Client  and select Sort by client to identify all of 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:
   • Payor tab: patient responsibility amounts are displayed based on the client’s payor settings. Select the Payor from the drop-down and click Auto update patient responsibility amounts from this payor.
   • Manual tab: enter the patient responsibility amount for each service and payor, and click Manually 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. In 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
4. The billing entries will now be updated with the PR Amt. amount entered, in the billing grid.

Attaching a billing label to individual payment entries is an easy solution for labeling and organizing payment information. Once labels are attached, search for specific payment information by label.

To attach billing labels to payment entries:

1. Navigate to the Billing module and select Billing.
2. Click the label icon associated with the billing entry.
3. Enter the name of the billing label to attach to the entry and select it from the drop-down menu. This will apply the label to the payment entry. Additional labels can be added, as necessary.
4. To quickly edit or create a new label, click the gear icon.
   
   
5. Select a label to edit or select Add new label.
   
   
6. Select Create label or Update label.
   
7. This label can now be used throughout the Billing module.

If an organization utilizes the PV form and wants it generated directly from CentralReach, open a support ticket and request to add the form to the organization account. Once the form is added to the organization’s account, they can be generated from the Billing module.

Please note:

• This article covers a generic Service Log called, “Generate Service Log DS 5862.” As this service log is generic, it is not specific to any one funding source. 
• If the Electronic Signature functionality has not been added to the organization account, forms must be printed and signed manually. 
• To auto-populate the UCI and Vendor number, add the IDs to the client’s claim settings first.

To create the form:

1. Navigate to the Billing module and select Billing.
2. Click the calendar icon at the top of the grid to select the billing entries being submitted on the PV form
   • Please note, to generate a PV form, the selected billing entries must be from the same month.
3. Apply any necessary filters, such as filtering out clients that receive services from a certain regional center.
   • A PV form must be generated by selecting one client at a time. Click the client list icon in the “Client” column and select one name at a time to work through the list of clients that need PV forms.
     
     
4. Filter the billing screen to view only signed entries by clicking the Filters tab on the left-hand side and selecting the Signatures drop-down. Choose to filter signatures by provider or client.
   • Entries that have a client signature will carry over to the PV form. Please note, 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 signed entries will show on the first page.
5. Click the checkbox on the top left-hand side of the grid to select all of the entries.
6. Click Actions and select Generate DS 5862.
7. In the “DS5862 Preview” screen, click the Location drop-down and choose from the following:
   
   • Location: service locations
   • Address: the client’s home address
   • Location of Service: any office location set up by the organization
8. Click Generate PDF

Click here to learn how to generate the Generic Service Log DS 5862.

Individuals in the organization with enabled billing permissions can ensure billing 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 a file  icon in the “Service/Auth” column in the “Timesheets” screen. Please note, users that do NOT have billing permissions can view the authorization icon, however, clicking on it will take them to a blank screen.

To view authorizations from the Billing module:

1. Navigate to the Billing module and select Authorizations.
2. Click the file icon in the “Code(s)” column to view the authorization in the Files module.

3. To view the authorization in the Billing section of the Billing module, click the gear icon associated with the timesheet on the right-hand side and select Preview Entry.

4. To navigate directly to the authorization, in the Billing section of the Billing module, click the gear icon on the right-hand side of the entry and select the Authorization tab.

• • Click the blue link next to “Name / Document.”

Using multiple labels in the billing screen allows users to view specific information to search and bill effectively. In addition to contact names, insurance/plan names, service code/authorizations, search by contact labels, service code labels, and billing entry labels.

To filter the Billing screen by multiple filters:

1. Navigate to the Billing module and select Billing.
2. In the search bar, type in the filters you want to narrow down your entries.
3. In the example above, to search/bill for clients in a specific region, search by the location contact label to only view clients in the FL location. To view only billable services, search for our “billable” service code label.

4. To filter by entries that have a particular billing entry label, the “Follow-up” billing label that was previously applied to indicate that these entries must be followed up with. Add this one, as well.

5. Specific set up labels are now stacked to indicate that, between May 29th and June 4th, these billable entries need to be followed up with, for clients in the FL location.

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

7. The blue column headers are also searchable. For example, to only look at services in a specific location, click on the stacked horizontal blue lines and select from there.

Credit card payments processed through Paya (Paragon) can be refunded while the transaction is still pending. Once the transaction has been posted, all refunds must be completed through the vendor portal. Transactions typically post within 24-36 hours.    

To refund a credit card transaction: 

1. Navigate to the Billing module and select Billing.  
2. Locate the payment and click Refund.   
3. Log into the vendor portal and confirm the refund was processed. 

To refund a credit card – Memo:   

Please note, this does not refund the credit card on file. This is only for record keeping purposes.    

1. Navigate to the Billing module and select Billing.  
2. Click the + next to the billing entry the credit card payment was made to.   
3. Fill in any appropriate information required by your organization. In the “Payment type” drop-down, select Refund/Credit Memo.    
4. Enter the amount on the refund under the “Amount” column and click Refund. This will refund the charge to the card on file.   

To search the Billing module (Timesheets, Billing, and Invoices) labels:

1. Navigate to the Billing module and select Timesheets, Billing, or Invoices.
2. Type in the name of the label in the search box and specify a date range.
3. Existing labels will auto-fill in the search box as you are typing. You can filter by one billing label, one timesheet label, and one contact label. You can also filter by ONE client name and ONE provider name.
   • Contact Labels: have an icon that resembles 3 people. They are added in the Contacts module.
   • Billing Labels: have an icon that resembles a briefcase. They are added from the billing codes and rates setup page.
   • Timesheet Labels: have an icon that resembles a tag. They are added from the timesheets page.

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

To search for a client in the Billing module:

1. Navigate to the Billing module and select on of the following options: Billing, Timesheets, Invoices, etc.
2. Once on the desired screen, adjust the date range, as needed, and use the search bar above the grid to locate the client.
3. You can also search the Billing module using labels and Saved Filters.

Click here to learn how to search using multiple filters.

Statements (receipts) can be generated for individual clients for multiple billing entries.

To create an invoice or statement:

1. Navigate to the Billing module and select Billing.
2. Click the checkbox next to the billing entries to create statements.
3. Click the Actions drop-down and select Print Statement.

4. The next page will generate a billing statement that can be printed for your clients. Type additional comments in the Notes section of the statement.

5. To change the appearance of the statement, click Template and choose from Default, Modern, or Simple. Click Theme and choose from Black and White, Sky, or Earth. Click Save Settings.

6. Click Print.

• Click Share with Client and then Ok in the “Confirm” pop-up for the statement to be converted into a PDF document to upload and share with the contact.