In our second November 2024 release we added an additional financial file extract for eCaring users. The option to download this file will be available to all eCaring agencies from: Billing ➡️ History ➡️ Completed Batch Detail page. This file will not be available for past billings, it will only be available for billing that is completed after November 27, 2024.
What is a Financial File?
In eCaring, Financial Files differ from Payer Export Templates. Payor Export Templates are billing files, selected on each payor populate for each payor included in each batch, creating a unique file for each payor included in the batch, even if they use the same Payor Export Template. These are most similar to an invoice.
Financial Files in eCaring are generated for each completed batch and combine all of the data included in the batch (across payers) into a SINGLE file. The existing Financial File includes fields required for importing your data into Quickbooks. The new Avatar Financial File is specifically formatted for the Avatar platform.
Accessing and Downloading the Avatar Financial File
Go to: Billing ➡️ History ➡️ Select a batch ➡️ Completed Batch Detail page ➡️ "Download Avatar Financial File"
Configuring my eCaring site to populate the Avatar Financial File
The file is specifically formatted to support the Avatar Billing and Revenue platform. The file will be formatted according to the details below:
| Column Name | Sample Data | Definition | eCaring Field |
| Date of Service | 3/11/2024 | Visit Date | Start date of visit from appointment |
| Service Code | T1019 | Procedure Code | Payors -> Services -> Procedure Code |
| Program Code | 155102000 | Internal Accounting Code | Maps from the Client's Primary Office "DBA" name field in eCaring. |
| Practitioner ID | Blank | null | |
| Billing ID | 361222 | Payor Billing ID | Client Billing ID value based on the selected "Billing Identifier" drop down in Payor -> Billing Settings |
| Service Assignment: Episode | 1 | Episode or Admission ID for authorized services. | Authorization Number field from client authorization |
| Group # | Blank | null | |
| # of Clients | Blank | null | |
| Total Time | 350 | Total Duration of Visit in Minutes for billing purposes based on the selected bill basis. | Calculated based on approved billing times in eCaring |
| Location / Type | 11 | Place of Service Field | Payor -> Billing Settings |
| Units of Service | Blank | null | |
| Cost of Service | Blank | null | |
| Billable (Inhibit Billing) | Blank | null | |
| Co-Practitioner | Blank | null | |
| Second Co Staff Member | Blank | null | |
| Referring Practitioner | Blank | null | |
| Referring Provider | Blank | null | |
| Medical Diagnosis 1 | Blank | null | |
| Medical Diagnosis 2 | Blank | null | |
| Modifiers | Blank | null | |
| Service Start Time | 7:55:00 AM | HH:MM AM/PM. Use value that corresponds to the selected bill basis. | Billing Start time |
| Service End Time | 1:45:00 PM | HH:MM AM/PM. Use value that corresponds to the selected bill basis. | Billing End Time |
| Primary Care Provider Name | Blank | null | |
| Primary Care Provider NPI Number | Blank | null | |
| PBS First Name | Patient First Name | Patient First Name | Client First Name |
| PBS Middle Name | Patient Middle Name | Patient Middle Name | Client Middle Name |
| PBS Last Name | Patient Last Name | Patient Last name | Client Last Name |