Charge Batch / Charge Batch Information Tab

Scale

Drop Down

Yes

Batch Case Counts Section

The expected number of cases and procedures to be entered in the charge batch.

Expected Case Count

Free Text

Yes

The number of cases to be entered in the charge batch. The number of cases entered in the charge batch are compared to the expected count to determine whether the charge batch is in balance.

Current Case Count

Read-only

(system-generated)

Yes

The number of cases currently entered in the charge batch. The system provides this count.

Cases Submitted

Read-only

(system-generated)

Yes

The number of cases with a "Submitted" status in the charge batch. The system provides this count.

Cases on Hold

Read-only

(system-generated)

Yes

The number of cases with an "On Hold" status in the charge batch. The system provides this count.

Cases Reversed

Read-only

(system-generated)

Yes

The number of cases with a "Reversed" status in the charge batch. The system provides this count.

Expected Proc Count

Free Text

No

The number of procedures to be entered in the charge batch. Maximum value is 9999.

Current Proc Count

Read-only

(system-generated)

Yes

The number of procedures currently entered in the charge batch. The system provides this count.

Batch Defaults Section

Date of Service

Calendar Date

(mm/dd/yyyy)

No

The date the service was rendered for all cases in the batch.

Facility

Drop Down

No

The facility where the patient was treated for all cases in the batch.

Accounting Date

Calendar Date

(mm/dd/yyyy)

No

The date used as the default accounting date for new cases added to the charge batch, and for reporting this activity, NOTE: This only applies if your practice is configured for accounting dates.

Apply Changes to all line items

Checkbox

No

If selected, a change to the Accounting Date or Date of Service is applied to all unsubmitted charges in the charge batch.

Charge Received

Calendar Date

(mm/dd/yyyy)

No

The date recorded on the case for when the charge was received.

Description

Free Text

No

Additional information about the charge batch.

Cases Table

Case ID

Display Only

(pulled from created/updated Case)

Yes

The identification number of the case.

DOS

Display Only

(pulled from created/updated Case)

Yes

The date the service was rendered on the case.

Insurance

Display Only

(pulled from created/updated Case)

Yes

The name of the payer and plan specified on the case on the Patient, Guarantor & Insurance tab.

Patient

Display Only

(pulled from created/updated Case)

Yes

The name of the patient who received treatment on the case.

DOB

Display Only

(pulled from created/updated Case)

Yes

The date of birth of the patient on the case.

Provider

Display Only

(pulled from created/updated Case)

No

The rendering physician on the case.

Facility

Display Only

(pulled from created/updated Case)

Yes

The facility where the patient was treated.

Place of Service

Display Only

(pulled from created/updated Case)

Yes

Indicates where services for the case was rendered.

Bill Amount

Display Only

(pulled from created/updated Case)

Yes

The amount to be billed for the case.

Expected

Display Only

(pulled from created/updated Case)

Yes

The amount expected for reimbursement on the case.

Case Status

Read-only

(system-generated)

Yes

The current submission status of the case. The values are Submitted, Unsubmitted, On Hold, or Reversed.

Eligibility Submitted

Read-only

(system-generated)

Yes

Indicates number of valid eligibility requests submitted out of selected insurance plans on case.

Created

Read-only

(system-generated)

Yes

The time and name of the user who created the case. This information is static and does not change after the record has been created and saved.

Updated

Read-only

(system-generated)

Yes

The time and name of the user who updated the case. This information is dynamic and is updated whenever Save or Apply is clicked.

Count

Read-only

(system-generated)

Yes

The number of cases selected in the Case table. This is particularly helpful when completing a bulk action (Delete, Move, Hold Case) on multiple selected cases.

Create

[Alt] + [C]

To create a case.

Creating Cases

Update

[Alt] + [U]

To modify a case.

Updating Cases

Delete

[Alt] + [D]

To delete a case.

Deleting Cases

Clone

[Alt] + [N]

To clone a case.

Cloning Cases

Move

[Alt] + [O]

To move cases from one charge batch to another.

Moving Cases

Hold Case

[Alt] + [H]

To create a Case Hold.

1. Select the case(s) to hold. Note: Multiple cases can be selected to simultaneously perform the action on all of them.

2. Click Hold Case. The Create Case Hold Reason window opens with the selected Case(s) ID populated.

3. Open the Case Hold Reason drop down list and select an option.

4. The Status field defaults to Open and does not need to be changed.

5. (Optional) Open the Assign To drop own list and select an option. Note: The Case Hold will default to be assigned to you and does not have to be changed.

6. (Optional) Add a Note. If added, the note displays in the lower Note section.

7. Click Save.

Print

[Alt] + [P]

To generate the Charge Batch Listing report.

1. From the Charge Batch: ID > Charge Batch Information tab of the charge batch, click Print. The Charge Batch: ID Report opens. It includes a listing of the cases included in the charge batch.

2. Use the report toolbar to preview, save, or print the report.

3. Click the

   in the upper right corner of the report to close it.

Check Eligibility

[Alt] + [E]

To open the Check Eligibility window.

1. Click Check Eligibility. The Check Eligibility window opens for generating eligibility requests, as needed. 

Open

Review Eligibility

Not applicable

To navigate to and review the Charge Batches / Eligibility page.

1. Click Review Eligibility. The Charge Batches / Eligibility tab opens, filtered on the selected Charge Batch. 

DataLink

[Alt] + [T]

To verify insurance coverage eligibility.

1. Click DataLink. Connect Back Office generates and displays an .xls file containing case data.

2. In Microsoft Excel (or equivalent program), open the File menu and select Save As. The Save As window opens.

3. Navigate to the desired location where you would like to save the .xls file and click Save.

4. Upload and submit the batch information to DataLink.

Error Check

[Alt] + [K]

To run error check validation.

Running Error Check Validation

Submit

[Alt] + [B]

To submit one or more cases in a charge batch.

Submitting Charge Batches

Report

[Alt] + [R]

To generate the Charge Submission report.

1. From the Charge Batch: ID > Charge Batch Information tab of the charge batch, click Print. The Charge Submission Report opens. It displays all submitted cases in the charge batch, as well as directing/directed provider minutes.

2. Use the report toolbar to preview, save, or print the report.

3. Click the

   in the upper right corner of the report to close it.