Setup - Billing

Whether you use SYSTOC to create invoices yourself or simply track charges for an outside agency, you need to set up the billing files to meet your needs.

Setup billing menu

Set Up Billing Quick Guide
Billing (Invoicing) Compared to Tracking Charges
Collection Stages
Collection Stages stores the codes used in the Stage field on the Billing > Collections screen. Each stage is a required step for handling delinquent invoices.
Cost Centers
Before you begin data entry, look at your fee code list to see which codes could be logically combined into cost centers or departments. Decide on an abbreviation for each cost center (limit four characters). The table below suggests a few Cost Center codes.
CPT4 Fee Modifiers
This choice stores a two-digit code that is appended to a CPT4 code to explain variations on the standard fee. These modifiers are applied at the time the invoice is created. They are provided with the software and additional modifiers may be added if needed. There are three Fee Modifier codes available for each invoice detail line item.
Discounts and Reimbursable Amounts
A discount provides a visible way to lower a fee. When the invoice prints, the recipient will see the lower price. A reimbursable amount is an invisible way to lower a fee. It is used when you know in advance that you will not receive the amount of money that you are billing, but nonetheless wish to bill the payer for the full amount.
Discount Table Fees
Discount Table Fees and Discount Table Names together provide a method for discounting only specified fees. Any collection of discounted fees is grouped together under a Discount Table Name. Normally you begin by creating the name and adding the desired fees. There is a Discount Table Fee button for this purpose on the Discount Table Name screen, or you can simply add fees directly from the Options View menu Discount Table Fees choice; the screen is identical either way.
Discount Table Names
This choice creates a name and description for a discount table. After saving the record, you can access the Discount Table Fee button to add fees to the table. An efficient approach is to copy a discount table that already exists, with subordinate records. With astute use of this copy mechanism, you can create new discount tables fairly rapidly.
EOMB Codes
The EOMB (Explanation of Medical Benefits) codes record the reason(s) a claim, invoice or charge is rejected or adjusted by an insurer. EOMB codes can adjust an entire invoice or a line on an invoice. Since a variety of coding systems are used by insurers in different areas, you must add the codes you need.
Fees
Use this screen to create a code for every service or item you sell, as well as adjustments and receipts. Standard charge codes may be set for different amounts per location. When you view a record, the individual fee that you see on the left side of the screen is the standard fee that applies to the base location. The fees in the grid on the right side, if any, are the location-specific versions of that fee.
HCFA 1500 Type and Place Codes
Type of Service and Location of Service codes for the 1500 Claim Form are used in the Fee table and copy automatically to the Invoice Detail screen. A data set is provided and you can add new codes as they are released by the CMS (Centers for Medicare and Medicare Services), formerly known as HCFA (Health Care Financing Administration). Each code in the database has a description and an entry in the Type field (T or P) to indicate if it is a type or location (place) code.
Invoice Report Order
This section defines which reports print, in what order, when processing invoices.
Occurrence Codes
Occurrence codes, used on the claim form, define any significant event that may affect payer processing, help determine liability, coordinate benefits or administer subrogation clauses. Occurrence codes are entered on the claim form with an associated date. The codes are provided with SYSTOC; add more if needed.
Revenue Codes (UB)
Revenue codes identify specific accommodations or ancillary charges on the UB Claim Form. When you add a code, indicate whether inpatient and outpatient services are covered or not-covered.

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Page last revised: 2015-09-14