Posting Payments - The Billing Module

Claim Processing
If an insurance claim needs to be sent out in the next batch of claims, select Batch from the pop-up menu next to Claim Processing, as seen here...

The software can be set up to automatically send a claim when the invoice is assigned to the secondary or tertiary insurance. This setup is done in the Billing Info section in the Insurance’s database. You would select Auto-Bill as “Y” and then when an invoice is assigned to that particular insurance a claim would be processed and Batch would be entered for you. If the insurance is able to accept secondary payment information electronically (most do NOT) then you would select ECS If Sec as “Y”! (Boy this software does a lot!)

If a claim is on Hold for some reason (like you talked to the carrier and the check is in the mail...yeh, right!) then select Hold instead. Also, if the patient has been put into collections then you should set the claim to Collect.

If you need to print this claim NOW, and you have the correct form in your printer, click on the form name button (in this case HCFA fill-in) and confirm your action at the dialog seen immediately below. However, if the claim is assigned to the patient, an insurance claim cannot be printed and the second dialog appears.

If you need to send a claim NOW for processing with the current batch in Claims Printing, click Add to Batch and the claim will be sent to Claims Printing for later printing. If the invoice is already in Claims Printing you will be a dialog warning you of this!

Note: Each time a claim is printed or batched, today’s date will be placed at the top of the Print Date(s) field. Also, every time a claim is sent ECS today’s date is added to the top of ECS Date(s) field!

The Statement section
Next to the Claim Processing section is the Statements section shown below. You

To print an immediate statement for a patient click Statement. (Or if you are in the Charges Screen click Print Statement button on top tool bar).

If this patient has multiple invoices outstanding you will get a dialog box (above on right) which gives you the option to just print out a statement showing this particular invoice or you can print out a statement of all of the outstanding invoices for this patient combined.
To have this statement printed in the next batch, select Batch from the pop-up menu! To stop sending statements for this claim select Hold instead!
If you want to add a Message to the statement, select a code from the pop-up list of all messages in the Messages database. The text is filled in and can be edited for this claim. If you want you can create a custom message by just typing in this field!
To clear BOTH the message code and message click the button!

The Invoice Assignment section...
This area is where you manually re-assign a claim to the next insurance, or patient if need be. Though the software does do some automatic reassignment, there are times when it must be done manually!

• To assign an unpaid invoice to any of the listed insurances, or Patient, just click on the name (see example below). In this case Blue Shield is currently the responsible party (Billed to:). Lets say that Blue Shield finally paid. You would then assign the remainder to the Secondary insurance by clicking on its name in this example it would be 2° Patient. This also changes the As of: date to “today’s”. Actually, these steps are likely unnecessary since the software does a lot of this automatically when you post the claim!

Hint: If you want to see one of the listed insurance’s database records in Insurances, click on the little arrow icon

in the same box.

last update 2/7/2004