05 Creating Time Records from Notes

Once notes have been written, signed by a caregiver, and approved by a supervisor they can be imported into time records for the first step in the billing process.

1. Click on Notes desktop

2. The Notes search window should open automatically, if it does not, click Search Notes.

For billable notes, enter the following filters: Supervisor Billing Approval= “Eligible Approved Notes” and Imported to Billing= “No”.

4. An additional filter with appropriate dates of service can also be entered.

Helpful Hint: We recommend dates within the timely filing range of the payer, or just an

end date if you want to capture all notes through a certain time.

5. Click Search.

Once the data populates, click Create Time Records. Default is “From All” however you can

select individual records in the search grid and choose “From Selected” accordingly.

After the processing occurs, a list of validation messages may appear for any note out of compliance. Be sure to read the messages carefully and for any note that you still wish to bill, select accordingly and choose “Override selected validations and continue processing”. For any note that should not be billed until the validation message is resolved, choose “Do not Override and continue processing”.
Next, it is recommended to review the notes that are in revision status, by using the filter of “Actual Time Status” and selecting Revision. Revisions are notes that were approved and then subsequently unapproved in order to make a correction.

A specific search for revision records should be done after creating time records for the non- revision notes. This search can include dates of service that are within the timely filing limits of corrected claims for the appropriate payer.
If NU (Notes Unapproval) is enabled for the payer, AND the correction involved billing sensitive data such as client, time (units), or date of service, importing the revised notes will trigger a void of the original claim, and depending on payment status, will create a replacement or a new claim and send to the payer automatically. Please reach out to Aym support or your assigned account analyst for further information on the NU functionality.

9. For common or frequently used searches, please see the Saving, Selecting and Editing Views on the next slide.

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.

Saving: With the desired search filters entered from the search grid, click on the Save icon (upper right corner) to save a view

2. 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.

3. Selecting: Click on the View selection drop-down to select a saved view

4. 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.