Index

• Sections
  • Fill in the range of dates.
  • Enter patient's name or patient ID.   Leave blank for all patients.
• Enter specific billing/service code.   Leave blank for all codes.
• Enter the site/location (multiple providers can be selected).   Leave blank for all sites.
  • Enter provider (multiple providers can be selected).  Leave blank for all providers.
  • Note types (select all that apply).
  • Electronic billing options.  Options for viewing claims based off of their status.
  • Click 'Billing Report (expanded)' to run report.
    • The generated report will look similar to this one
  • This blue box gives a summary of the report.  This particular report contains 31 encounters.
  • There will be a claim status box for each claim on the report.
• Edit demographics button.
• Edit work areas button.
  • Check status again button.
  • Prep all claims button.
  • Submit all claims button.
  • Select button.
• Prep selected claims button.
  • Submit selected claims button.

Running the Billing / Productivity Report, Preparing and Submitting Claims Electronically

After you have set up all required fields in ICANotes and the clinicians are generating their notes for patient encounters, you are ready to begin preparing and submitting claims.

1.  Click on the 'Reports' dropdown menu and select Billing/Productivity Report.

2.  Fill in the appropriate fields to retrieve all of the claims you want to submit.  

  A.  Fill in the range of dates.

  B.  Enter patient's name or patient ID.   Leave blank for all patients.

  C.  Enter specific billing/service code.   Leave blank for all codes.

  D.  Enter the site/location (multiple providers can be selected).   Leave blank for all sites.

  E.  Enter provider (multiple providers can be selected).  Leave blank for all providers.

  F.  Note types (select all that apply).  

  G.  Electronic billing options.  Options for viewing claims based off of their status.

  H.  Click 'Billing Report (expanded)' to run report.

3.  The generated report will look similar to this one:

  A.  This blue box gives a summary of the report.  This particular report contains 31 encounters.

  B.  There will be a claim status box for each claim on the report.

  C.  Edit demographics button.

  D.  Edit work areas button.

  E.  Check status again button.

  F.  Prep all claims button.

  G.  Submit all claims button.

  H.  Select button.

  I.  Prep selected claims button.

  J.  Submit selected claims button.

Claim status:  Each entry in the report represents an encounter.  Next to each entry is a status box. 

When the  status shows, click the  button to check the status.   

If there is a claim that indicates the Status has not been checked yet, the Check Status Button (E above) will be pink. Click on the pink Check Status Button to check the status. If there is any missing Information the Status will be pink and indicate that the Claim is Missing Information.

When the Missing Information status shows, click the status to see the missing information. A dropdown indicating where information is missing and specifying the missing information. In this case, the Work Areas is missing the Procedure Code.

When you have determined what information is missing and from where, you can use one of the shortcut buttons to quickly Edit Demographics or Edit Work Areas.  These buttons will open up that area of the program so you can populate missing information.

After you have filled out all of the missing information, use the yellow Check Status button.  Your status should update accordingly.  If any additional information is missing, the program will tell you.  Otherwise, the status box should turn green.  Your goal is to get all claims 'Ready to Submit' so you can send them off to your clearinghouse in a single batch file.

When all claims are shown in Green with 'Ready to submit eBill' status, use the Prep Claims button to prepare ALL claims in the report.  Follow the prompts to prepare your claims accordingly. 

After the claims are prepared, you will see the status box for each claim change to show the date that the claim was prepped.

Once prepared, use the 'Submit Claims' button to submit all prepared claims in a single batch file to your clearinghouse.  You will see a confirmation window appear when you select this button.

The status box tells you that this claim has been saved to the batch file and submitted to your clearinghouse on the exact date and time posted.

NOTE:  If you only need to submit a few claims from the generated report, you may use 'Select' button to highlight each claim that you want to prepare and submit.  If this is the case, be sure to use 'Prep SELECTED Claims' and 'Submit SELECTED Claims' buttons to only prepare and submit the claims you have selected.  See the screenshot below: 

A few other items are displayed to the right of each encounter in the report.  If you scroll to the right, you will see the following:

When you prep a claim, the program will simultaneously record the total charge for the service to Patient Accounts if it has not already been recorded.

If you are submitting claims as 837 files to your clearinghouse, this also allows the electronic remittance to match up to the original charge so auto-posting can work properly.

If you scroll even further to the right you will see the 'Claim History' log. The image below shows all three possible delivery statuses. 

ICANotes keeps a log of all claim activity for each encounter.  This includes preparing, submitting and even printing a claim to paper.   This allows you to see the exact date and time a claim was submitted to the clearinghouse or printed to paper. 

The claims that were electronically submitted will contain a status indicated by the red arrow above. 

To update the status at any time, you can press the refresh button indicated by the blue arrow above.

Note: You can Print HCFA 1500 forms from this billing report as well.  Use the 'PrintHCFA Form' button to print all encounters in your report to paper. You may also use the 'Select' button to pick claims and then use the "Print SELECTED HCFA Froms' button to only print selected claims to paper.  You do not need to purchase HCFA 1500 forms if you are printing to a color printer.  ICANotes will give you the option to print the red HCFA 1500 form in the background with all of the information populated.