We will be going over the main billing screen in this article. You can get to the billing screen by opening the "Billing" tab on the left side of the screen. The main billing screen shown below has filters to help with the billing process. The start and end dates help specify the targeted dates. The client filter will help find an individual client to see their billing status. The status filter will show the billable clients and unbillable clients. The unbillable clients will show up on the screen with a reason why they aren't billable. For example, it will say they're not Medicaid eligible.
The image below shows the screen when the unbillable status is selected. You will see the "Warnings" in the last column, in yellow highlight, of the table explaining why it is unbillable.
When the '+' symbol is selected, it will go into more detail on the unbillable status.
When ready to send the invoice, select the drop down arrow in the blue "Apply Filters" tab to see the "Create Invoice" option.
Once the invoice is created, a download will start and appear at the bottom of the screen. This file is already in the correct format to send to the state and will look like the second image below.
To see the invoices billed, go to the reconciliation option from the black "Actions" tab.
Here you will see all the billed invoices. It has the same filters as the billing screen so it will be more convenient to find a particular invoice.
The import option will allow for you to import data from the state. It is found in the black Actions tab. There are two options to import which are the INVCFLAT and Paws Utilization Claims Detail.
Another option in the Actions tab is the "Manage Invoices" feature.
Manage Invoices allows you to view all the past invoices and go into further detail on the invoices.
The View option in the last column will show the details of the selected invoice.
You will have the option from here to edit the invoice in case there was an error, download the invoice, or delete the invoice.
The edit option will have the screen below appear. It is recommended to list the DODD Reference Number and add a note about the edit. Below the Notes and above the Update Invoice is an "Upload Successful" check box. Once the fields edited are completed, click the Update Invoice blue box at the bottom of the screen.
Billing 180 Days Prior to Leaving ICF
In scenarios where you want to bill 180 priors to leaving an ICF, you will see a checkbox that allows you to make this possible. You will see the checkbox when adding or editing a Medicaid Eligibility record that meets the specific details of:
- Ineligible with a reason of ICFMR
- Start Date and End Date are populated
If you check the "Billable 180 Days Prior to End Date" box, all of the allowable case notes within the 180 day window will now become billable.