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.

Timesheets

Information about Timesheets in Billing

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.

Sales

Information about Sales in Billing

Payments

Information about Payments in Billing

Miscellaneous

Information about the miscellaneous settings in Billing

Billing How to Download the Reconcile Payments Report

The Reconcile Payments report contains all of the information about reconciled payments posted to billing entries and bank deposits in the  Billing module.

To export the Reconcile Payments report:

  1. Navigate to the  Billing module and select Reconcile Payments
  2. Select any desired filters and a date range, by clicking the All Dates drop-down
  3. Click the cloud  icon on the right-hand side and select CSV or Text file
  4. Click  Download in the “Export” pop up to download the report to your computer, or Go To Files to be directed to the  Files module. The file will also be located in the  Files module

Click here to learn how to reconcile payments.

Billing / Insights Viewing and Downloading the RCM Report

With the RCM report, users can view revenue, payments, receivables, overpayments, resolutions, and payor trends. Click here to learn more about the RCM report.

To view the RCM report:

  1. Navigate to the Billing module and select RCM Report (Formerly Sales)
    • Or, navigate to the Insights module and select Report Home
      • Click RCM on the left-hand side
  2. Filter the report by:
    • Selecting the payor or client bubbles on the top of the report
    • Selecting a desired date range by clicking on the calendar drop-down
  3. Add the appropriate search filters in the Add filters… search bar. Hovering over the search icon will display a list of available filters. 
  4. Click on a red or blue bubble in each chart to view a summary of the over payments and receivables insurance information with the number of clients that have that plan, or clients’ information found in their Profiles.

5. If the report is filtered by payor, clicking the “+” next to the payor’s name in the “Name” column of the grid will open another line level of clients’ IDs that have that insurance. Clicking the “+” next to a client’s ID will open another line level of the date of service.

  • If the report is filtered by client, clicking the “+” next to the client’s ID in the “Name” column of the grid will open another line level of the clients’ insurance. Clicking the “+” next to the client’s insurance will open another line level of the date of service.

6. Click the “Insurance” and “Patient” columns in the grid to sort by:

  • ↑: ascending order.
  • ↓: descending order.

7. The report can also be exported and downloaded to your computer.

To download the report:

  1. Click the cloud icon on the top right-hand side and select CSV or Text file
  2. In the “Export” pop-up, select Go To Files to be directed to the Files module
  3. Click on the file and select Download File
  4. Click on the link to download the file to your computer

Billing / Insights Viewing and Downloading the Receivables Report

With the Receivables report, users can view overpayments and receivables by payor and client. Click here to learn more about the Receivables report.

To view the Receivables report:

  1. Navigate to the Billing module and select Receivables Report
    • Or, navigate to the Insights module and select Report Home
      • Click Receivables on the left-hand side 
  2. Filter the report by:
    • Date of service or first billed
      • Please note, currently, only “date of service” links to the Billing module.  
    • Net, outstanding, or overpayments
      • On the left-hand side, “AR Outstanding,” “Over Payments,” and “AR > 90 Days” changes based on the selected filter.
    • Sorting by payor or client
  3. Add the appropriate search filters in the Add Filters… search bar. Hovering over the search icon will display a list of available filters.
  4. The circular, triangular, and diamond shapes represent primary, secondary, and tertiary insurance
    • Select a shape to view a summary of the insurance information with the number of clients that have that plan, or clients’ information found in their Profiles.

5. In the “Aging Breakdown,” clicking each “color” will open up a summary of information in each aging bucket.

6. If the report is filtered by payor, clicking the “+” next to the payor’s name in the “Name” column of the grid will open another line level of clients’ IDs. Clicking the “+” next to a client’s ID will open another line level of the date of service.

  • If the report is filtered by client, clicking the “+” next to the client’s ID in the “Name” column of the grid will open another line level of the clients’ insurance. Clicking the “+” next to the client’s insurance will open another line level of the date of service.

  • There is a “Totals” row when clicking the “+” next to each date of service, as well as a total amount for all clients with that payor.

7. Click “Insurance” and “Patient” in the grid to sort by:

  • ↑: ascending order.
  • ↓: descending order.

8. The report can also be exported and downloaded to your computer.

To download the Receivables report:

  1. Click the cloud  icon on the upper right-hand side and select CSV or Text file
  2. In the “Export” pop-up, select Go To Files to be directed to the Files module
  3. Click on the file and select Download File
  4. Click on the link to download the file to your computer

Billing How to Make a Payor Inactive

You cannot delete a payor that is no longer being used, however, the organization account can make payors inactive, to prevent employees from using them.

To make a payor inactive:

  1. Navigate to the Dashboard module and select Home
  2. Click My Profile and select EXT.Profile
  3. Click Accepted Insurances and click the x to the right of the payor you are no longer using
    • Please note, this affects the future use of the payor. As long as timesheets are already created and saved with that payor, making a payor inactive should not affect the rebilling of claims

Billing Building a File to Import to QuickBooks

CentralReach does not offer a standard integration with QuickBooks. However, we can support with the building of an .iif (Intuit Interchange Format) file, which will be useful if the version you have allows uploads. Importing and exporting .iif files created by QuickBooks is rather simple, because QuickBooks formats the file for you. It may be easier to manually enter the data directly into QuickBooks, unless you have large amounts of data to input.

  • Please note, that .iif files are irreversible, and it is recommended to back up your company files before trying to import any .iif files into QuickBooks. This way, if any errors should occur while importing the file you can restore a backup of your company files

Creating a .IIF file:

To start off, determine what information you want to pull from CentralReach and have appear in your .iif file. CentralReach allows you to download various information, which you can export to a .CSV (Excel) file, that you can then convert to an .iif file. The initial steps you take to download the information from our system will depend on what data you are trying to collect and import into QuickBooks.

To download billing information from our billing screen and convert that data into an .iif file:

  1. Navigate to the Billing module and select Billing
  2. Select the date range you want to download and pull from our system, then download the billing screen
  3. After following those instructions, you should have an open Excel file populated with information from your billing screen
  4. Once you have this document created, you can modify it
    • You can delete any columns/fields within the document that you do not want or need
  5. After you have edited the document and removed all unwanted information, you will need to modify the column names. QuickBooks column names are very specific. In order for your file to properly import into QuickBooks, you will need to use the appropriate column names

  • For Example, If you look at the image above, the date column is labeled “DateOfService.” That would need to be changed to read “DATE” because that is the column name that QuickBooks will recognize as a date field. If it were to be left as “DateOfService,” when you went to import your file into QuickBooks, it would not read/upload the file properly
  • The column names you will need to use will be specific to what area of QuickBooks you are trying to upload your .iif file to and what information is contained within that file.

6. Once you have your document fully edited and ready to be uploaded into Quickbooks, you will need to save it as an .iif file. To do this within Excel you will need to click File, and then Save As

2015-07-07 13_41_44-Spreadsheets - [088a3e48eb0440928671f07bb9aaecb4.csv _]

7. A new window will pop-up. In the Save as type drop-down menu, select the option that allows you to save your document with an .iif file extension. Some older versions of Excel may not give you the option to save the document as an .iif file. In this situation, you will need to save it as a Text(Tab delimited).TXT file

2015-07-07 13_55_46-Spreadsheets - [88a3e48eb0440928671f07bb9aaecb4.csv]

8. If you are able to save the file as an .iif file, it is ready to be imported into QuickBooks. If you have to save it as a .txt file you will then need to:

  • Close your file
  • Open windows explorer and locate your file
  • Left click on the file and select rename

2015-07-07 14_15_29-Documents

9. All you will need to change in the name is the file extension. So simply change .txt to .iif

2015-07-07 14_10_25-Spreadsheets - [88a3e48eb0440928671f07bb9aaecb4.csv]

10. Once you have completed this step, your file will be ready to be imported into QuickBooks

We understand that this process is a bit lengthy and slightly confusing if you are not familiar with formatting delimited text files. If you have any questions or need assistance in creating a specific template do not hesitate to open a support ticket.

Billing / Tasks Create a Task from the Billing Module

Create tasks directly from the Billing module to keep track and follow up on work pertaining to billing entries and authorizations, such as pending payments to be received from payors or authorizations that need to be renewed. Tasks include links to access the billing entries or authorizations they were created for.

To create tasks from the Billing module:

  1. Navigate to the Billing module and select Billing or Authorizations
  2. Click the checkbox  next to the billing entries or authorizations you want to create a task for
  3. Click the Actions drop-down and select Add Tasks
  4. In the “Create task for X billing items” (if creating a task from Billing) or the “Create task for X authorizations” (if creating the task from Authorizations) pop-ups, complete the form with the following information
    • Name: name of the task
    • Description: a detailed description of the task
      • Click here if you are creating a task using a Task Template
    • When is it due?: enter the task due date
      • Assigning a due date will enable you to filter tasks in the tasks screen and in the main menu of the  Tasks module, by Due Today and Overdue
    • Who is responsible?: click the drop-down to select one of the following:
      • You: if the task is an assignment for yourself
      • Choose someone…: to assign the task to somebody else
        • Find Person/Group: enter the name of the person, group, or label the task should be assigned to
      • Leave unassigned: if the task should not be assigned to anybody. Use this option to create a queue of tasks that can be worked on and completed by other users in the organization
        • Who can see this task?: choose either All co-workers in my organization or Only providers matching a label
          • If choosing only providers matching a label, add labels in the Select Contact label search bar
    • Is this task on behalf of a person?: select one of the following:
      • Yes: if the task is being created on behalf of another person
        • On behalf of: enter the name of the person the task is created for
      • No: if the task is not created on behalf of another person
    • Add Labels: enter labels, which allow you to filter and organize your tasks
    • Attachments: click Upload, Select Files, or drag your the file to the Drop files here to upload to attach relevant documents to the task

5. Click Create Task

6. When accessing the task, the list of billing entries or authorizations the task was created for will be displayed on the bottom right-hand side of the task, with links to open and access each billing entry or authorization