Add Charges to an Institutional Claim

Add HCPC Codes to Institutional Claims

Follow the steps below to add HCPC codes to an institutional claim.

  1. Select Claim > Claim.

  2. Use the Search field to search for your claim. 

    Place a check in the “Show exact matches only” box to search for exact matches or “Show unpaid claims only” to show claims that may need follow-up.

  1. Open the claim.

  2. Click the Charges tab.

  3. Enter the charge information (e.g., Date of Service, CPT, POS, TOS, Modifiers (m1-M4), Unit Price, etc).

    Additional charge information lines will appear after you've added the previous line. 

  4. Click the Status drop-down menu to choose from one of the statuses by referencing the Status under the Institutional Claim Field Descriptions below.

  5. Click the Drug Info hyperlink to enter additional information related to the claim.

  6. Click Save.

Add Charge Options to Institutional Claims

Follow the steps below to set any applicable charge options from the charges section of the claim.

  1. Select Claim > Claim.

  2. Use the Search field to search for your claim. 

    Place a check in the “Show exact matches only” box to search for exact matches or “Show unpaid claims only” to show claims that may need follow-up.

  1. Open the claim.

  2. Click the Charges tab.

  3. Under Charge Options choose any of the options that are applicable:

    1. Update patient Procedure Code defaults: Selecting this option will update the patient's default codes within the Patient section.

    2. Create new charge panel from these procedure(s) by checking the box.

    3. Use the Set all charges to drop-down menu to select a status (e.g., send to payer, balance due patient, user print and mail, etc.).

  4. Click Save.

Reorder Charge Columns on a Claim

Columns can be reordered to match your desired claim entry workflow. Any changes made will be remembered the next time you create a claim. 

  1. Select Claim > Claim.

  2. Use the Search field to search for your claim. 

    Place a check in the “Show exact matches only” box to search for exact matches or “Show unpaid claims only” to show claims that may need follow-up.

  1. Open the claim.

  2. Click the Charges tab.

  3. Hover over the column header you wish to move (POS, TOS, MOD, Units, Amount, Etc.) and right-click on it.

  4. Select Move Left or Move Right.

  5. Repeat for any other column headers. 

  6. Click Save.

Charge Status Descriptions

  • Send To Payer Via Clearinghouse: Claim/Charge(s) will be sent to the payer according to your Real Time Claim Submission Settings (RTCS). 

  • User Print & Mail to Payer: Claim/Charge(s) in this status can be printed individually or in a group via the Claim Batch screen. 

  • Balance Due Patient: Outstanding Claim/Charge(s) balances with this status are added to the patient balance and are included in patient statements. 

  • On Hold: The Claim/Charge(s) is on hold and will not leave the system. This status should be used if further actions are required on this before sending to the payer. 

  • Claim at Payer: The Claim/Charge(s) is at the payer. Claims/Charges are automatically set to this status after being sent to the payer or printed from the application. 

  • Incomplete: The Claim is not complete and will not leave the system. Claims will automatically be set to this status if the claim or patient record are missing required fields.

  • Pending Payer: Outstanding Claim/Charge(s) balances with this status are added to the Insurance balance.

  • Pending Patient: Outstanding Claim/Charge(s) balances with this status are added to the patient balance, but are not included in statements. This is helpful if you are waiting for a patient payment, but don’t want to send them a statement. 

  • Pending Physician: Hold status for Claims/Charges(s) that are pending the office/provider.

  • Collection: Removes Charge Balance(s) from AR. We recommend using this status if the outstanding balance has been transferred to internal collections or an external collections agency..

  • Paid: The Claim/Charge(s) has been paid.

  • Deleted: Deletes the Claim/Charge(s) upon saving the claim.

  • Waiting for Review: The Claim/Charge(s) needs to be reviewed and status updated before it will be sent to the payer. Claims created via an interface will be left in this status.

  • Appeal at Payer: This Claim/Charge(s) is being appealed by the payer.

  • Denied at Payer: The Claim/Charge were denied by the payer.

  • Rejected At Clearinghouse: The Claim/Charge(s) were rejected by the clearinghouse.