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Billing Process For Providers
Chapter 1 – Overview
Chapter 2 – Bill a visit
Chapter 3 – Finish a visit
Chapter 4 – View and sort invoices
Chapter 5 – Create an invoice
Hello Health January 24, 2011
Hello Health v. 3.2 – Billing Process – For Providers 2
Chapter 1
Overview _________________________________________________________________________________________________
The Hello Health platform now manages the billing process in a more flexible way.
Regarding patient visits, you can choose to bill the visit before you finish the
documentation or complete the documentation and then bill the patient at a later
date. You can also choose to bill the visit and complete the documentation
simultaneously.
Additionally, an Invoices section was inserted in the My Profile menu, enabling you
to view all your invoices on the platform and to charge supply and service fees that
are not related to specific visits. An Invoices menu was also added to the patient
medical record where you can view the selected patient’s complete invoice list.
Finally, you should note that your Overview section now displays the list of
Unfinished Past Visits. These visits are past appointments that have either not been
finished or billed or both. You can click on the appointment date to go directly to the
patient’s Visits section.
Continue to Chapter 2 – Bill a visit
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Chapter 2
Bill a visit _________________________________________________________________________________________________
In the patient medical record, you have the choice to bill a visit either before or after
you finish editing the Documentation section. All billing information is located in a
single tab of the Visits section for easier access and management.
2.1 To bill an ongoing or finished visit:
1- Go to the Visits section of the patient medical record and select a visit
from the list. You can also select a specific Unfinished Past Visit from the
Overview section;
2- The payment status is displayed at the top right of the visit record. Before
you charge the visit to the patient, the status is set to Not billed;
3- From the Documentation tab (active by default), click the Bill button to be
directed to the Billing tab of the visit record.
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2.2 To complete payment details and charge the patient:
1- Go to the Billing tab of the patient’s visit record;
2- To append an item that is not part of your supply list, click the Add Custom
Item button. In the Custom item field that appears, enter its description
and then type the cost. Click the +-sign button to add the item to the
invoice;
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3- Click the Select Supplies button to open a screen displaying your supply
list. From this screen, click the checkbox to the left of a supply to select it.
Click the Add button to close the screen and add the supply to the invoice;
4- In the Billing tab, you can add to your default supply list by clicking where
indicated to be directed to the Supplies section of the Settings menu.
There, you can add items to your default supply list. Click Save to record
your changes;
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5- Back at the Billing tab of the medical record, select the Finish visit
checkbox if you would like to finalize the visit documentation at the same
time as you bill the patient;
6- To proceed with processing the payment, click either Cash or Card. If you
attempt to charge the visit to a patient’s credit card when the patient’s
account does not have credit card information entered, a Payment
Information screen will appear where you can enter this information.
2.3 After charging the visit, the payment status changes to Billed and you can no
longer perform changes to the invoice.
If you want to charge additional items/supplies to this patient, you can
always create an invoice for this specific purpose.
Continue to Chapter 3 – Finish a visit
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Chapter 3
Finish a visit _________________________________________________________________________________________________
In the patient medical record, you have the choice to finish editing a visit’s
Documentation section either before or after you bill your patient. All documentation
information is located in a single tab of the Visits section for easier access and
management. Additionally, changes can be made to the superbills at any time before
or after payment is made.
Please note that members of your staff are not allowed to finish a visit from the
staff portal.
3.1 To finish a visit, either before or after it is billed:
1- Go to the Visits section of the patient medical record and select a visit
from the list. You can also select a specific Unfinished Past Visit from the
Overview section;
2- The visit progress status is displayed at the top right of the visit record.
Before you begin editing the visit, the status is set to Pending. Once you
edit and save modifications, the status changes to Started;
3- You can Save your modifications from any tab of the Visits section;
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4- When you have completed the visit information, go to the Documentation
tab and click the Finish Visit button. In the Electronic Signature screen that
appears, enter your Hello Health login password and click Confirm to
validate your identity.
3.2 After completing the visit, the status changes to Finished and you can no longer
perform changes to the Documentation section of the visit record.
You can also finalize a visit at the same time you process the payment –
by selecting the Finish visit box in the Billing tab.
Continue to Chapter 4 – View and sort invoices
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Chapter 4
View and sort invoices _________________________________________________________________________________________________
The invoice listing that is available on Hello Health enables providers and their staff to
view and sort all invoices, pending or completed, as well as to display an invoice’s
details rapidly. You can view both a particular patient’s invoices and your complete
invoice list on the platform.
Patient-specific invoices
4.1 Go to the Visits section of the patient medical record and select a visit from the
list. Click the pencil icon and select See invoice details, whether or not the visit
is billed/finished. You are redirected to the invoice details screen.
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4.2 In the invoice details screen, you can see the selected invoice’s description.
1- The Payment status;
2- The Detailed charges, including the cost of the visit, supplies and other
items;
3- The Balance of the payment;
4- Click the See Visit button to go back to the visit related to this invoice;
5- Click Back to Invoices to go to the Invoices listing for this specific patient.
In this list, you can sort invoices based on different criteria.
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Complete invoice list
4.3 You can also access this feature from the My Profile menu.
1- Go to My Profile and click the Invoices menu. All your invoices are
displayed;
2- You can sort the list by Payment status (4) by selecting at least one
checkbox. You can also select the Type (5) of charge. Finally, you may
choose to indicate an invoice date range to refine your search results;
3- When you have finished selecting your criteria, click the Search button to
display the results;
4- Invoice Payment statuses include: Pending, Paid, Paid in cash, Due,
Billing Problem and Initialized (pending pre-authorization). You can click a
column’s header to classify results based on that attribute;
5- Invoice Types include: Visit, Lab Request, Message, Membership Fee,
Custom. You can click a column’s header to classify results based on that
attribute;
6- Click the patient name on an invoice to go directly to this patient’s EHR;
7- Click the invoice number to view the invoice details;
8- Click the pencil icon and then select See details to view the invoice details;
9- Click the pencil icon and then select See visit to view the related visit
record.
Continue to Chapter 5 – Create an invoice
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Chapter 5
Create an invoice _________________________________________________________________________________________________
By creating an invoice outside of the visit process, you are able to charge supply and
service fees that are not related to specific visits. These custom invoices are
managed and billed the same way visit invoices are. You can create custom invoices
from both the patient’s medical record and the general invoice list.
5.1 From the patient medical record, go to the Invoices menu and click the Create
Invoice button. You are redirected to the Create Invoice screen.
From the My Profile menu, go to the Invoices section and click the Create
Invoice button.
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5.2 When creating an invoice from the Invoices menu of the medical record:
1- The selected Patient’s info is displayed by default;
2- To append an item that is not part of your supply list, click the Add Custom
Item button;
3- Click the Select Supplies button to open a screen displaying your supply
list;
4- You can enter descriptive Notes in this box. This description will be
displayed next to the Custom type in the invoice list;
5- To proceed to payment, click either Cash or Card.
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Please note that, when clicking Create Invoice from the Invoices section
of the My Profile menu, you have to type the name of the patient.
Please contact [email protected] for any question you may have about
Hello Health.
Also, you can visit our Hello Health support site:
support.hellohealth.com/providers.