ROLE PRIVILEGES NEEDED: <udl-white>View Invoice<udl-white> | <udl-white>Delete Invoice<udl-white>

SETUP: <udl-white>Adjustment Reason Type<udl-white><udl-white>Payer Reporting Group<udl-white>


In order to view Invoices, go to "A/R" > "Invoices".

HEADER <returntomenu>menu ↑<returntomenu>

After you access the Invoices option and make changes to any of your filters and search criteria, these filters and search information will be saved when you close the invoices screen as well as when you "sign off" the application. When you "sign in" again, you will see the last set of filters and search criteria you previously used. All of the filters and search criteria will be saved each time you exit and return to this menu option. Change your filters and search criteria to display more or fewer invoices.

  1. You can search by "Invoice Type".  Defaults to <btn>   Open Invoice Balances       ▾   <btn>. All - Including Zero Charge - Medicare Part A where you are billing PPS.  All of your services have a zero charge rate if your RAP has not been created yet. Open Invoice Balances - When your RAP has been created, it creates an open balance invoice.  Means they have been billed but not paid in full. Open Account Balances - Patient that has paid invoices and open invoices. You will be able to see all invoices so that you get the big picture. Credit Balances -  Where you can view your credit balances on the screen. Unbilled - Created by verifying services. When you verify a service and the invoice does not exist for that service then it creates an unbilled invoice. When you have an unbilled invoice and you verify a service, it adds it to the unbilled invoice. Billed - Gives you the ability to look at your billed invoices. Unbilled and RAPs - RAPs are classified as billed but they still go on the same invoice.  So if you want to see those you would be able to do so here.
  2. To filter by agency, select the drop down <btn>   All      ▾   <btn> to the right of Agency...
  3. Balance Amount From & To - If you have a policy for "small balance write-offs", then you can enter your amounts to see your small balance invoices.
  4. Note Type: dropdown displays a listing of the type of notes that are available for you to select; notes appear on the  <udl>Notes<udl> tab for each invoice
  5. Select the drop down <btn>   Organization Standard     ▾   <btn> to the right of Age By. We do have two different types aging: Organization Standard - Ages based on Invoice "from" and "to" date. Invoice Date - Based on the date the invoice was processed.
  6. You can filter by selecting the drop down <btn>   All     ▾   <btn> under Agency Type
  7. The To Date From "is the date of service.  Unbilled invoices do not have an Invoice Date.
  8. Note from/to date: enter a date range to filter the list of invoices to only show those invoices that have notes entered during that timeframe
  9. Select the drop down <btn>   All      ▾   <btn> to the right of Reporting Group.  These are based on the Reporting Groups that you assign to your payer.  Reporting Groups break down your payer category into further detail so you can look at specific financial reporting for that group.
  10. You can filter by selecting the drop down to the right of <btn>   All     ▾   <btn> Payer Category
  11. Invoice Dates From & To - are from when an invoices generates.
  12. Notes to Pull: you can select to only see the latest note information for the invoice(s) or all notes entered for an invoice based on other filters you may have used
  13. You can search by patient name
  14. Payer Name
  15. Invoice Number
  16. When you have set all your parameters, click <btnw>   Search   <btnw>
  17. If you have different associates that are responsible for different payers, you can assign it to them by choosing A/R Collector Assignments. If you do assign to a specific associate, then when you check the "Show my responsibility only" box, they will see only what is assigned to them.

ADJUSTMENTS <returntomenu>menu ↑<returntomenu>

Check the ones that you want to adjust and if you decide you want to adjust all of these just click the check box at the top of the list.

Now choose the reason for your adjustment by click on the drop down and select a reason from the "Adjust Reason" dropdown list (uses the most recent rates from your organization payer; if no payer rates, uses the most recent agency rates)

Then choose <icon-wrench>xxx<icon-wrench> <udl-orange>Adjust Balance to 0<udl-orange>.   This will create an adjustment record with a reason for "Small Balance Write-off".  They drop out of your list because they now have a balance of zero.  You can still get to them by changing the "Invoice Type" to "All".  

Select the <udl-orange>Update Rates<udl-orange> link (link only displays when "Invoice Type" is "Open Invoice Balances") and select the<btnb>   OK  <btnb> button. All updated rates appear on the Invoice detail, <udl>Services<udl> tab. Additionally your will see the rate adjustments appear on the <udl>AR Transactions<udl> tab.

INVOICES <returntomenu>menu ↑<returntomenu>

When you are working with the invoices, please remember that the <udl-orange>Patients Name<udl-orange>  to the left and the magnifying glass <icon-magnify>xxx<icon-magnify> icon to the right will link you to the detail information for the invoice.

RE-BILL <returntomenu>menu ↑<returntomenu>

The first icon <icon-closepayroll>xxx<icon-closepayroll> to the right allows you to make corrections to the invoice and re-bill it to the same payer.  

MOVE TO <returntomenu>menu ↑<returntomenu>

If you need to move it to a secondary payer, this second icon <icon-documentinto>xxx<icon-documentinto> will allow you to do that.  

COLLECTION ACTIVITY <returntomenu>menu ↑<returntomenu>

If you hover of the "Collection Activity" <icon-noteyellow>xxx<icon-noteyellow> icon to the right, it will give you the collection activity that has been processed so far.

VIEW INVOICE <returntomenu>menu ↑<returntomenu>

The View Invoice <icon-magnify>xxx<icon-magnify> icon allows you to view the Invoice.

When you open up your invoice detail, you have your basic information that sits at the top of the screen.   You have the Address Book <icon-add>xxx<icon-add> icon that will give you the Patient Contact information.

DELETING RAPS NOT NEEDED <returntomenu>menu ↑<returntomenu>

As part of the PDGM process, we create RAPs 2 days prior to the next billing period/next certification period.   If you discharge the Patient before the end of the current certification period, you will need to be able to delete those RAPs that you do not need.  To delete a RAP, the invoice status must be either “unbilled” or “RAP”, no charges or expected reimbursement is attached to the invoice, no service transactions, no accounts receivable transactions (adjusts/payments), Patient Encounter has a discharge date prior to the invoice “from” date.   To delete a RAP, select the “Delete” <icon-trashcan>xxx<icon-trashcan> icon that appears next to the Invoice number (pop-up window displays to confirm the delete). You will be asked if you want to confirm that you want to delete the RAP invoice.

PAYER REVIEW / RELEASE <returntomenu>menu ↑<returntomenu>

At the top of the screen you have the <udl-orange>Payer Review/Release<udl-orange> link.  You may or may not have this link.  It depends on how your organizational payer was setup.  To learn more about Payer Review/Release Setup, go to Resources > Organization Payers > Settings Tab > Add invoice Review Type.

If these are setup for your organizational payers, you will have this link.  Once you have checked them all off and click <btn>    Save   <btn>, then everything has been satisfied for the payer review release.

The next option that you have is the <icon-closepayroll>xxx<icon-closepayroll> <udl-orange>Re-Bill<udl-orange> link.  If you are able to move this to another payer, then the Re-Bill Link we be available.

The <icon-documentpulse>xxx<icon-documentpulse> <udl-orange>Gross Adj<udl-orange> link allows you to do gross adjustments to the invoice for a flat dollar amount.  You can either add dollars or decrease dollars to the invoice.

When working with invoice detail information you can access the Payments screen directly from the payment information posted to the invoice. If you have security permissions to apply payment, you can access the Payments screen from an invoice by hovering over the "Cash Applied” label.

Select the Reference Number (orange value in this field that is a link to access the Payments tab; if no reference number exists, you will not be able to access the detail information for the payment posted).  The Payment screen displays, showing the payment information based on the Check/ Reference Number you selected. You can apply payments (if there is an amount left to apply), reverse previously applied payments, post/reverse open payments to/from Agency Accounts, attach documents as well as print documents attached. You can use your browser’s “back” arrow to return to the invoice detail information.  You can still access the payment information from the individual payment posted that appears within the AR Transactions tab.

Note: If the user does not have access to apply payments, the link is not available.

EDIT FROM/TO DATES <returntomenu>menu ↑<returntomenu>

In order to have the <udl-orange>Edit<udl-orange> link, you must first meet the following criteria:

If all these conditions are met, the user will be able to edit the invoice "from" date to accommodate the payer's billing process by selecting the <udl-orange>Edit<udl-orange> link that appears next to the Invoice From/To dates (Change Invoice From Date pop-up displays)

Update the "Change Invoice From Date to" as necessary (field automatically populates with the Patient Payer's "start" date; date you enter must be on/after the start date; the "To" date of the invoice must be within 59 days from the "start" date you entered) and select the <btn>   Save   <btn> button. Your invoice reflects the new "from" date.

REPORTS <returntomenu>menu ↑<returntomenu>

For reports, select the select the drop down <btn>   PDF      ▾   <btn> to select the type of report that you want to view

Invoices <btnw>   PDF     ▾  <btnw> includes:

A/R Invoice Summary

A/R Invoice Summary By Payer

Invoices List

Invoices <btnw>   PDF w/Notes    ▾  <btnw> includes:

A/R Invoice Summary

A/R Invoice Summary By Payer

Invoices List

Invoices <btnw>   Spreadsheet     ▾  <btnw> includes:

Invoices <btnw>   Spreadsheet w/Notes    ▾  <btnw> includes:

Select the <btnw>   Export   <btnw> button when you have finished setting all of your options.

MASS RE-ISSUE <returntomenu>menu ↑<returntomenu>

Invoices <btnw>   Mass Re-Issue   ▾  <btnw> allows you to Re-Process Invoices and change the invoice type in the process.  All invoices you selected are now ready for "re-issue" and will process during the next nightly invoicing cycle.

Select the invoices that you want to Re-Issue and the select the <btn>    Process    <btn> button. </btn></btn>

MASS NOTE <returntomenu>menu ↑<returntomenu>

Invoices <btnw>   Mass Notes    ▾  <btnw> allows you to add a note to multiple invoices.

Select the drop down <btn>   <select>      ▾   <btn> to the right of Note Type and addthenote type. Enter a follow-up date and add the note that you want to add to the invoices. Select the invoices that you want to add the note to and select the <btnw>    Save    <btnw> button.  

BILLED IN ERROR <returntomenu>menu ↑<returntomenu>

You can “flag” an invoice as “billed in error” for any invoice that meets the following criteria:

If you have an invoice that meets all of the above criteria, you will be able to “flag” the invoice as “Billed in Error” by selecting the <udl-orange>[Billed In Error]<udl-orange> link. Select the <btnw> OK <btnw> button from the pop-up to confirm.

Invoices summary screen displays showing the status of the invoice as “Billed in Error”.

If necessary, you can reverse this status by selecting the <udl-orange>[Undo Billed In Error]<udl-orange> link that appears next to the invoice number. Select the <btnw> OK <btnw> button from the pop-up to confirm. Invoices summary screen displays showing the status of the invoice as “Unbilled”

After you “flag” an invoice as “Billed in Error”, the invoice information is not included in the following reports:

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