Creating Batch Billing

Batch billing is a crucial step in the billing process, and is completed after time records have been created for billable events. In extremely rare cases, batch billing can also be manually entered for claims not being billed from time records.

Creating Batch Billing from Time Records:

1. Click on Billing desktop

2. Click on Time Records.

3. Enter the following filters for the most common billable time record search:

In Current Batch=No
Billed=No
Eligible for Billing=Eligible
Date=Service dates to bill for the current cycle.

Helpful Hint: Entering a date range will limit what can be billed. Adding just a start date, or just an end date will allow older dates of service imported for revisions to be billed as well.

4. Additional filters can be added if needing to restrict the billable events.

5. Click Search.

Helpful Hint: These records can be exported using the Export button at the bottom left of the screen to use for reporting purposes.

For common or frequently used searches, please see the Saving, Selecting and Editing Views further in the lesson.

7. Once the data populates, click “Create Batch Billing”.

Default is usually “From All”, however you can select individual records in the window and choose “From Selected”

If validations appear after clicking “Create Batch Billing” either select the time records to override and choose “Override selected validations and continue processing”, or choose “Do not Override and continue processing”

Helpful Hint: Validation settings can be controlled in security settings by the security administrator.

9. To verify the batch billing created, click on the Batch Billing desktop, and click Search.

Helpful Hint: These records can be exported using the Export button at the bottom left of the screen to use for reporting purposes.

10. The next step in the billing process is Creating Invoices-please review that lesson for details.

Manually creating batch billing (no time record association):

Click on Billing Desktop.
Click on Batch Billing.
Click on Add Batch Billing.
Choose the Client.
Enter the Service Date.
Choose the authorized Service.
Enter the number of units.
The rate should automatically populate, as well as the payer, based on the service chosen.
Use the Recurrence feature to add multiple dates of service, or a recurrence of the service.
Click Save.

Saving, Selecting, and Editing Views

A “View” is a snapshot or save of any filters entered at the search grid. By saving a View, it can be recalled later as a quick method of plugging in filters instead of having to manually add filters in. This section of the course will walk you through the steps for saving, selecting and editing a view.

1. Saving: With the desired search filters entered from the search grid, click on the Save icon (upper right corner) to save a view
From the Save View dialogue, name the view and click on the Save button

Helpful Hint: Click on “Existing View” to select and overwrite an existing view.

Selecting: Click on the View selection drop-down to select a saved view
Editing: Click on the Edit Views button (wrench) to delete a view or make it Global

Helpful Hint: Global views can be selected by any user who has access to the search grid.

Click on the Delete icon to delete a view or the Global checkbox from the “Edit Views” dialogue to make a view Global.

Creating Batch Billing