Selecting an Invoice

The program begins with the first order that was selected. If charges are recognized for a workers' compensation invoice, that invoice, if it exists, is displayed at the top of the screen. If the order is not workers' comp, no workers' comp invoices display. The fields that are used to determine what invoices you see are highlighted in yellow at the bottom of the screen. Review the invoices in the list to determine if an existing invoice is appropriate for the order or orders currently displayed.

Note: It is critical that you compare the details of the order(s) shown on the lower portion of the screen to the details of the invoices, paying particular attention to the Patient ID, Account, Responsible Party, Billing Address, and Injury data.

If a listed invoice is appropriate for the charges, highlight the invoice in the list, then select Continue >> to add the charges to that invoice. If the list is empty, or if no appropriate invoice is listed, you can review All Open Company Invoices or All Open Patient Invoices by selecting one of the buttons below the list. If you are satisfied that no existing invoice is appropriate for the charges, or if you want to create a new invoice, click Add New Invoice.

If you want to abandon billing from Orders, use the history tabs or Ctrl+B to return to the previous screen.

Note: The fields at the bottom of the screen contain data found in the orders being invoiced. Fields with yellow backgrounds are being used as selection criteria.


Buttons

Buttons Description
All Open Co Invoices Use to review existing company invoices if the list of invoices is empty or no appropriate invoice is listed.
All Open Patient Invoices Use to review existing patient invoices if the list of invoices is empty or no appropriate invoice is listed.
Add New Invoice Use to create a new invoice if you are satisfied that no existing invoice is appropriate for the charges, or if you do not want to use an existing invoice.
Continue >> Use to move to the next screen after highlighting an appropriate invoice.

Order Information (bottom of screen)

Label Description
Account ID The responsible account, based on information in the patient order.
Company The company associated with this order.
Patient ID The ID of the patient receiving service on the order. Services rendered to multiple patients are frequently billed on the same screening invoice; however, worker's compensation invoices must contain charges for a specific patient and injury.
Injury ID Injury ID will be copied in automatically if applicable. A blank here means this is not an injury, or someone failed to complete this field on the order. If the order is for an injury and there is no ID, go back and add one to the order now, it will save a great deal of work and problems later.
Inj Plan ID Will fill automatically from the injury information if available.
WC Is this injury a workers' compensation case?
Tr The Treatment ID associated with the order. When you select orders to group together by Patient ID and Injury ID, you will have the option to add a new invoice or select an existing one when multiple Treatment IDs exist (only when there is no Billing Address ID on the order).
Billing Address The Type, ID, and Department of the billing address attached to the orders. Some tasks in the orders may have a different billing address and therefore must be placed on a different invoice.
Note: The list of retrieved invoices at the top of the screen displays data that will help you decide if an existing invoice is appropriate for the new charges.

Retrieved Invoice Information

Column Label Description
Inv Num Invoice number
F The type of Invoice specified in the account or invoice record, H (1500 Claim Form), U (UB Claim Form), or S (Standard).
Patient ID The ID of the patient for whom this invoice is applicable. Only one patient per invoice is permitted in worker's compensation billing.
Inj If an injury, the unique number assigned to it.
Rp Responsible Party: Self Pay, Workers' comp insurance or Insurance 1 or 2.
Ins Plan Insurance plan specified for the responsible party in the account.
Type, Bill ID, Dept These data identify the address where the bill will be sent.
Location Location ID (used if the invoice is to be limited to a single location in a multi-site clinic).
Provider The Staff ID of the attending caregiver or appropriate supervisor.
Note Contents of the Note field on the invoice header. Because both the invoice number and Note field are displayed, you will want to get in the habit of using the Note to help describe an invoice so that you make the correct choice. You may find it useful to put the invoice date in the Note field, or the month and type of invoice, for example, July Screenings.