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 will receive the, “The referenced transaction does not meet the criteria for issuing a credit” message.

This message can mean one of three things:

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

Click here to learn how to refund a credit card payment.


Allows you to bulk lock/unlock, generate invoices, apply copays, sign, merge claims, and add tasks *Note: this button only appears when you have multiple billing entries selected

Billing / Billing Export

Export the billing entries that are within the current date range selected into either a CSV or text file.

Click here to learn how to export the Billing report.

Billing / Billing Files Column (i.e. 1, 2, 3….)

Clicking on the number associated with the files column redirects users to the Files module and filters the system to show the file(s) associated with that billing entry.

Billing / Billing Grouped Entries Column (i.e. 1, 2, 3…..)

Select the number associated with a billing entry to show those billing entries that are grouped together.

Billing / Billing Load Totals

View the total amounts for all billing entries on the screen.

Billing / Billing Locked/Unlocked

Individually lock or unlock a billing entry to allow for timesheet edits.

Click here to learn how to lock and unlock a timesheet.

Billing / Billing Payor Column

Edit the payor that is currently associated with that billing entry.

Click here to learn how to change a payor from the Billing screen.

Billing / Billing / Billing / Timesheets Permission to Edit Timesheet

Employees with the following  Billing module permission can edit their appointment information, including the service code, when doing a timesheet conversion. This permission can be enabled via the  Permissions module.

  1. Timesheets > Allow Conversion Modifications
    • Ability to modify timesheets while converting them from an appointment
    • Ability to attach a note to an unlocked billing entry

Click here to learn more about attaching a note to a timesheet.

Billing / Billing / Permissions Permission to View Client’s Rates

Employees with the following  Billing module permission, can view clients’ rates when converting an appointment into a timesheet. This permission can be granted via the  Permissions module, and allows employees to have access to Service Codes and Fee Schedules:

  1. Settings > Manage
    • Access to billing settings, including the ability to see employee pay rates and Client charge rates

Billing / Billing PR Amt. Column

Change the patient responsibility amount that is currently associated with that selected billing entry.

Click here to learn how to add the PR Amt. Owed.

Billing / Billing Tasks Column (i.e. 1, 2, 3….)

Clicking the number in the tasks column will open a pop-up window that shows all tasks associated with that billing entry. Open a specific task to re-assign, complete, copy, delete, cancel, or add a comment.

Billing / Billing Units Showing as Whole Numbers

When viewing the Billing and Timesheets page, 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 a service code is set to 15 minutes per unit: every 0 – 7 minutes= 0 units; every 8 – 15 minutes= 1 unit
  • If a service code is set to 30 minutes per unit: every 0 – 14 minutes= 0 units; every 15 – 230 minutes= 1 unit
  • If a service code is set to 60 minutes per unit: every 0 – 29 minutes= 0 units; every 30 – 60 minutes= 1 unit