When an invoice is created it is assigned to a particular insurance, patient, facility, office doctor, and examiner. This section discusses how to change the following:
Change Insurance Assignment
When an insurance invoice is first created the patient's primary through tertiary insurances are assigned to the claim using the order you established in the patient's record. Though most times this Billing Order will never be changed, there are many times when it has to be changed. Examples are:
- Patient initially gives you wrong information
- You forgot to add the new insurance for this patient
- The second or third insurance should be billed first, or the only one on a claim
- This is an an accident/other claim for a patient
who also has regular medical insurance
On the Charges Screen the Assigned to: field shows the entity responsible for the invoice. The Change button is located near this field, as seen above. On the Payments and Admin screens the Change button is also in the top section.
To change the Billing Order click the Change button and the dialog below appears.
- Remember, the primary insurance for a claim is NEVER changed unless it was incorrectly assigned to begin with.
In the example here, the primary insurance when the claim was created was AmeriHealth. To change the billing sequence so that Optichoice or US Healthcare is the primary insurance, click on the Insurance company's name in the Insurance column of the lower list (Patient's Current Insurance List). Any remaining insurances are assigned the secondary and tertiary slots. To remove any insurance from consideration on an invoice, click the appropriate Remove... button (Primary, Secondary or Tertiary).
On the bottom of the dialog are the fields Current Fee Schedule, Current ECS No and Accept Assignment. Only the last field can be edited.
You can use the Internal Code to
select one specific insurance for a claim. To do this just click on the
Internal Code of the insurance you want to use
from the Patient's Current Insurance List and then click into
the Internal Code of either the Primary,
Secondary or Tertiary carrier's fields. You will have to
confirm your action at a dialog like the one below in which the secondary
insurance is being changed. This gives you the ultimate flexibility to
change the billing sequence on a claim!
Hidden feature: If while on this screen you notice that the Subscriber ID is not correct for that insurance, click into it to get the dialog below. Once you confirm your action, you will be able to change it!
Hidden feature: If while on this screen you notice that the Subscriber ID is not correct for that insurance, click into it to get the dialog below. Once you confirm your action, you will be able to change it!
Changing the Patient Assigned an Invoice!
To change the Chart number and patient assigned to an invoice click directly on the diamond
next
to
the Chart field located at
the
top of the screen and confirm your action at
the dialog.
At the second dialog above enter the correct chart number in the New Chart field and press tab. If the name is correct click Continue. The invoice will be corrected and all of the associated charges and payments will than be related to the new chart number and patient! This action is logged in the Log database.
Change Facility Assignment
When an insurance invoice is first created the default facility for the patient is used for the invoice. Prior to adding charges to an invoice all you need to do is click in the facility field and select the new facility from the pop-up list, as seen here.
However, once charges are added, and you click into the same field to change the facility you get the dialog below. From this dialog you need to select the new facility and click Update.
This process insures that BOTH the Billing records and its related lineitems records are updated with this information.
To change the Chart number and patient assigned to an invoice click directly on the diamond
next
to
the Chart field located at
the
top of the screen and confirm your action at
the dialog.
At the second dialog above enter the correct chart number in the New Chart field and press tab. If the name is correct click Continue. The invoice will be corrected and all of the associated charges and payments will than be related to the new chart number and patient! This action is logged in the Log database.
Change Facility Assignment
When an insurance invoice is first created the default facility for the patient is used for the invoice. Prior to adding charges to an invoice all you need to do is click in the facility field and select the new facility from the pop-up list, as seen here.
However, once charges are added, and you click into the same field to change the facility you get the dialog below. From this dialog you need to select the new facility and click Update.
This process insures that BOTH the Billing records and its related lineitems records are updated with this information.
Change Office Doctor or Examiner Assignments
When an insurance invoice is first created the default Office Doctor and Examiner for the patient is used for the invoice. Prior to adding charges, just as with the facility, you click in the Off Doc or Examiner fields and select the correct provider. However, after charges are added you have to use one of the dialogs below to change either the Office Doctor or Examiner.
updated 9/24/2003