Overview 

Only users with the role of Administrator have access to set up the Practice's Service Codes Short List.

Once a practice administrator sets up the Service Code Short List for the practice, individual users must set up their billing rates in Personal Preferences to select from the list within a note. The service code list will not appear in notes until the individual billing rates are set up. To set up your billing rates, navigate to Personal Preferences > Revenue Cycle Management > Clinical Billing Rates.

Administrators can also set up billing rates for clinicians through the Settings menu under Revenue Cycle Management > Clinical Billing Rates.

Prerequisites 

Set Up Practice Service Code Short List 

 To set up service code short list, navigate to Settings > Practice Settings > Service Codes Short List as shown in the screen below:

Code: Enter the service code in this field.

Description: Enter the service code description in this field.

Click Add to List.

Service Code Management Features:

• Sorting: Click on the heading to sort the service codes by Status, Code, Description, and more.
• Pagination: Use the pagination option to view additional codes on subsequent pages.
• Status Toggle: The checkbox next to each code's status allows you to toggle between active and inactive. If a code is no longer in use, clear the checkbox to make it inactive.
• Search Bar: Utilize the search bar to find specific service codes within a long list efficiently.

Create Modifier Code Short List

To create modifier code short list, navigate to Settings > Practice Settings > Modifier Short List as shown in the screen below:

Code: Enter the modifier code in this field.

Description: Enter the modifier description in this field.

Click Create.

Modifier Code Management Features:

• Sorting: Click on the heading to sort the service codes by Status, Code, and Description.
• Pagination: Use the pagination option to view additional codes on subsequent pages.
• Status Toggle: The checkbox next to each code's status allows you to toggle between active and inactive. If a code is no longer in use, clear the checkbox to make it inactive.
• Search Bar: Utilize the search bar to find specific service codes within a long list efficiently.

Set Up Individual Billing Rates 

An administrator must have set up the practice Service Code Short List before the individual user is able to set up their billing rates.

The service code list will not appear in notes until the individual billing rates are set up.

To set up your individual billing rates, navigating to Personal Preferences from the dropdown menu next to your name in the upper right corner.

Click on Revenue Cycle Management and then Clinical Billing Rates.

Add a new billing rate using the section at the top. You are only required to populate the Service Code and Billing Rate to Add the combination to your list. Optionally, you can also set a condition to pull the billing rate based on the Insurance Payer in the client chart and/or modifiers.

Use the Add button to add your code.

Once added, you will see the code populate your list at the bottom. You can Edit an entry using the pencil icon. To disable an entry in your list, uncheck the status checkbox. You will see the Status reflect appropriately.

Ability for the Administrators to Configure Billing Rates for Clinicians  

Administrators have the capability to set up billing rates for clinicians through the Settings menu under Revenue Cycle Management > Clinical Billing Rates. Clinicians can conveniently access these rates via Personal Preferences > Revenue Cycle Management > Clinical Billing Rates. Any adjustments made by administrators will be reflected in clinicians' personal preferences, and vice versa. If either party attempts to modify the billing rate for a service code associated with existing notes, a confirmation message will prompt to apply the updated rate to unfinished notes.

To set up billing rates for clinicians:

1. Log in as an Administrator.
2. Go to the Settings option in the left sidebar.
3. Choose the Revenue Cycle Management tab at the top.
4. Click on the newly added Clinical Billing Rates option in the left panel.
5. On the Clinical Billing Rates screen, click the Add New button.
6. From the dropdown, select the Clinician for whom you wish to configure the billing rate.
7. Choose the Service Code from the dropdown for which you want to set the billing rate.
8. Optionally, select modifiers and insurance payer.
9. Enter the billing rate in the Rate field.
10. Click Add.

See the following screen for reference:

Clinicians can view the billing rate configured by the Administrator through their personal settings.

To access the configured billing rate:

1. Log in as a clinician.
2. Click on the dropdown menu next to your logged-in name and select the Personal Preferences option.
3. Navigate to the Revenue Cycle Management tab at the top.
4. Click on the Clinical Billing Rates option in the left panel.
5. Find the billing rate added by the administrator listed in the table.

See the following screen for reference:

When administrators or clinicians attempt to adjust the billing rate for a service code linked to existing notes, a confirmation message will appear upon clicking the Save button, asking whether to apply the updated rate to unfinished notes. Please refer to the following screens for guidance.

Selecting "Yes" will automatically apply the modified billing rate to all unfinished notes.

Cancel Billing Rate Entry

Once you have clicked the "Add New" button to create a new billing rate, if you decide not to proceed and wish to discard the entry, simply click the "Discard" button, as indicated in the screen below.

Modify Billing Rate Entry

Once you have clicked the "Add New" button to create a new billing rate, if you wish to adjust the billing rate, you can do so by clicking the "Edit" button, as depicted in the screen below.

After selecting the "Edit" button, adjust the billing rate accordingly, then proceed to click the "Update" button, as illustrated below.

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

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