How To Set Up & Process Billing

Billing Set Up

Billing settings are specific to each payor.

Navigate to Payor from your main menu. 

Then, click on the name of the payor you wish to set up billing for.

You'll be brought to the Services & Rates page. Please select Billing Settings, which falls right next to Services & Rates in the small billing menu bar. 

Now that you are in Billing Settings you may make your selections to complete billing set up for this payor.

1) Details

• Payor Type = please select the type this payor falls under
• Frequency = select the frequency this payor will be billed
• Billing Identifier = which ID will be used to identify the client
• Place of service = optional
• Payor Export Template = select the preferred export template (this will typically line up with Payor Type)
• EDI Receiver & Payor IDs = If EDI is selected as a template, these will unlock and you may enter the required information

The Other Settings and Financial Settings are optional.

Click Save when complete. Once saved then you will be able to utilize this payor for authorizations and billing.

 

Process Billing

The first step of the billing process is to verify all visits, for assistance on how to verify visits,  visit the How to Verify Visits Article

To begin processing billing, select Billing from the main toolbar.

This will bring you to the Create Batch page. 

1. Select the billing frequency (monthly or weekly, this is set under your individual Payor settings)
2. Select the Period you wish to bill (such as the last day of the month, or week ending date)
   1. This will automatically filter to a month or week date range. To change the date range, select the dates and then select from the calendar. 
   2. To only view visits within the date range you selected, check off "This date range only." Otherwise, any prior visits that have been verified will display when filtered. 
3. Optional: Select the Payor Type. This dropdown will display your different types of payors so you can filter to view a single payor type, or multiple, at time.
4. Optional: Select the Payor. This dropdown will display your payors. This dropdown will display the different payors so you can filter to view a single payor, or multiple, at time.

Click Filter once you've made your selections.

Clicking Filter will trigger the grid below to populate.

The list of visits that are ready to be billed will display in the grid.

Select the payor(s) you wish to run billing for.

Once you've checked off the payor you wish to bill, click Create Batch (right hand corner of your screen.)

This will open the Create Billing Batch window. All sections in this window are optional to complete.

1. Batch ID = automated ID number assigned by the system, not changeable. This is only viewed in the eCaring system.
2. Name = Assign a name to this billing batch.
3. Invoice Date = This will automatically populate to the current date, but you can edit if needed.
4. First Invoice Included in Batch = Use this to clearly indicate who or what is the first invoice in this batch (such as date, name, or client ID number.)
5. Notes: Use this section to add any additional information.
   

Below is an example of a completed Create Billing Batch window.

Click Save when you are ready and the message, shown below, will display as the system generates your billing. *Very large batches will take a few seconds longer than typical batches.

You will be automatically directed to the Pending Batch page.

Your pending batch will appear in the list, and the bell to the right-hand side of the screen will notify you when the batch is complete or if there are errors.

The notifications will provide more details on the successful processing, or if there are errors and the system is unable to process the billing. In the case of errors, this will also provide details on the error and how to correct it.

 

 

Once the batch has completed processing, click the dark blue Action button to the right-hand side.

This will bring you to Pending Batch Detail. 

This page provides an overview of the billing batch you processed. Here you can view the following;

• Batch Summary 
• Visits billed per client with shift breakdown and amount billed
• Notes

On this page you can update the Note if needed, then click Save Note.

Once you have reviewed the Pending Batch, select an option from the button on the right hand corner.

• Preview Summary = Download the csv. (Excel) file to preview the billing file.
  Example: 

• Preview Detail = Download the csv. (Excel) file to preview the detailed billing file.
  Example:
  
  
• Complete Batch = submit billing for final processing
• Delete Batch = if there is something wrong with this batch, delete this batch. You can make any changes needed and then rerun billing.
• Cancel = go back to the Pending Batch list

Clicking Complete Batch will prompt you one last time to confirm that you would like to processing billing.

Click Save to move forward with processing billing.

The Billing Batch will now be present in the Completed Batch History. Click History to view your most recently completed billing and any historical billing batches.

For any completed batch, you can select 1 of 2 options.

 

The blue button will direct you to the Completed Billing Detail. 

The yellow button will download the billing file to your computer.

 

 

 

The Completed Batch Detail mirrors the Pending Batch Detail except for your menu options.

Under Completed Batch Detail, you have the following options;

• Undo Billing = In the case of errors that were missed, Billing can be undone.
• Back = sends you back to the Completed Batch History list.
• Download Payor Exports = Download the csv. (Excel) file
• Download Financial File = Download the csv. (Excel) file

Once you have downloaded the desired Billing file(s), it is ready to be submitted to your payor(s).