Invoices
This guide is intended to navigate you through the process of billing within VEHRDICT, encompassing the creation of invoices, application of insurance, and claims submission. By following the steps outlined here, you'll establish a solid foundation that ensures efficiency and accuracy when it's time to manage invoices and process claims. Preliminary steps are crucial for a seamless billing cycle.
Below you will find an extended view for invoice tracking that breaks down the amount billed over time as a chart and as a list in chronological order for better tracking.
Encounters
To be able to create an invoice, you must have something you are charging for in the first place, which will be a doctor's visit, or an Encounter. Refer to the Encounter section under the Patient Overview tab for a refresher on how to create an encounter.
Insurance
Patients are not required to have insurance for us to treat them, but if they do, we want to be sure that we apply it appropriately to the invoice so that the other parties can handle the claim appropriately. (double check this) If a patient does have insurance, you and the patient must be sure that all of the sections are filled out when adding the insurance provider. Refer to the Insurance section under the Patient Overview help tab for specifics, and make sure that it is filled out appropriately so that it can be easily applied to an invoice.
Invoice List
To access a patient's invoice(s) you must first select a patient from Patient Search. After you have done so and have navigated to their dashboard, you will see an invoice option at the top of the page to the right of their picture & name. Select this option. You will then see a list of invoices, the amount depending on how many are active/in progress.
Adding an Invoice
To begin adding an invoice, instead of selecting Add New on the invoice page, you are instead going to navigate to the encounters page. You must select an encounter before you add an invoice, because it has to be tied to the very thing that you are paying for. Once you have selected an encounter, click the blue Invoice button to begin. You should see a page that looks like this:
Once you are here, your next step is to fill out the billing questions. Below the insurance drop down box and next to the words Billing Questions you are going to select the orange button that says Add. A page will then appear with questions and specific required sections to fill out (see below).
Upon accurately completing the billing information, proceed to the Add Invoice Item section. Here, detail the services provided to the patient, ensuring the information reflects the treatment received. Once all entries are made, click Save Changes to record the invoice item. This step is vital for maintaining accurate and comprehensive billing records.
Refer to "Codes" section to understand more about how to select a code
After successfully adding an invoice item, you are building a critical part of the patient's billing documentation. These documents are readily accessible for review and can be viewed at any stage by navigating to View Forms, where you can select and review the desired documents. This function ensures that all billing items are transparent and traceable.
Submitting a Claim
To submit a claim for an invoice within VEHRDICT, navigate to the invoices section and select the relevant invoice. On the invoice page, click on the Submit a Claim button. A dialog box will appear with several options to choose from. Ensure you select "Submit Claim" to proceed with the claim submission, or choose an alternative action if you are not ready to submit. This process is critical for efficient billing management and claim processing.
Once you have officially submitted a claim, it should take you to another page that looks something like this:
When you return to VEHRDICT, refresh your page, and you should see a status update on the right hand side under "Claim" that should look like this:
The claim has successfully been submitted and you can track the progress from this page or from the Invoice List page.
Applying a Payment
To apply a payment, simply select the "Apply Payment" button and fill in the necessary information, being sure to select insurance if the patient has it.
Codes
There are several options to choose from when adding an invoice option. This section will review what the letters stand for, and what the code itself means.
HCPCS
Stands for "Healthcare Common Procedure Coding System" and is a set of healthcare procedure codes that are based on the American Medical Association's Current Procedural Terminology. These codes are a collection of standardized codes that represent medical procedures, supplies, products and services, and are used to facilitate the processing of health insurance claims by Medicare and other insurers. HCPCS is divided into two levels. Level I is CPT4, a numeric coding system and Level II is a standardized coding system that is used primarily to identify drugs, biologicals and non-drug and non-biological items, supplies, and services not included in the CPT code set jurisdiction, such as ambulance services and durable medical equipment, prosthetics, orthotics, and supplies.
CPT4
CPT Stands for "Current Procedural Terminology" and is level I of HCPCS. It is a uniform coding system consisting of descriptive terms and identifying codes that are used primarily to identify medical services and procedures furnished by physicians and other health care professionals.
ICD10 DX
ICD10 Stands for "International classification of Diseases, 10th revision"
ICD10 PCS
This code is similar to the previous one, but the "PCS" stands for "Procedure Coding System"