13 Rebilling Claims

There are three main functions for rebilling claims. These are all found in the Search Claims grid form; the default screen when clicking on Claims. These options are Delete Selected, Re-bill Selected, and Void Selected. This course will list the function, when to use each function, and the most common scenarios, in that order.


Delete Selected Function

  • Deletes an UNEXPORTED (not billed) invoice from the Claims desktop grid.

Rebill Selected Function

  • Voids the original invoices, creates a new invoice when all lines on that invoice are UNPAID.
  • Voids the original invoices, creates a replacement invoice when ANY line on that invoice is PAID.

Void Selected Function

  • Void Only -Voids a billed invoice from the claims grid
  • Void and Notify Payer- Voids a billed invoice from the claims grid, and notifies the payer to recoup funds that were paid on the invoice.
  • Void with Replica**- Creates an exact duplicate of a claim (WARNING: only used with invoices ADDED directly in Batch Billing---cannot use this feature if there is a TIME RECORD involved)
  • Void with Replica and Notify Payer-Creates a duplicate of an invoice and additionally notifies the payer to recoup funds from original invoice (WARNING: only used with invoices ADDED directly in Batch Billing—cannot use this feature if any TIME RECORD involved)

Delete Selected-When to use

  • Used when an invoice needs to be removed from the claims desktop so it is NOT billed/submitted to the payer. (only used when invoice is in UNEXPORTED status)
  • Examples: Wrong authorizing payer, requiring authorization and time record update.

Rebill Selected-When to use

  • Used to allow the system to rebill claims without importing, batching and creating a new invoice manually.
  • Used to create replacement claims for claims that require a record of previous payment.
  • Examples: Service rate changes, client changes such as ID number, date of birth, or diagnosis.

Void Selected-When to use

  • Void Only - Used to void an existing invoice, allowing changes to be made to a TIME RECORD, or NOTE (only if OVERRIDE NU is checked for the payer)
    • USE only if ALL lines on that invoice are NOT paid.
  • Void and Notify Payer- Used to void an existing invoice, allowing changes to be made to a TIME RECORD, or NOTE (only if OVERRIDE NU is checked for the payer).
    • USE only if ANY line on that invoice is PAID.
    • This option additionally notifies the payer to recoup the funds paid on that whole invoice.
  • Void with Replica- Used to create an exact copy of an existing invoice that was originated from ADD in Batch Billing
    • Use only if NO time record is involved and ALL lines on that invoice are unpaid.
    • If this date(s) of service is NOT in time records this option can be used. (Very rare)
  • Void with Replica and Notify Payer- Used to create an exact copy of an existing invoice that was originated from ADD in Batch Billing, and this option notifies the payer to recoup funds from original invoice.
    • Use only if NO time record is involved and ANY line on that invoice is paid.
    • If the date(s) of service is NOT in time records this option can be used (Very rare)

NU (Notes Unapproval) functionality is set by default in each database. It allows an edit of notes for periodic services, OR a late note to rebill claims automatically based on the paid status of the invoice. This requires a re-import of the affected note(s) into time records.

Helpful Hint: The setting can be turned off by payer only, in the payer window, by checking Override NU. Please contact support before changing this setting to discuss impacts on current and future billed claims.

  • If the Override NU box is checked, follow the common scenario later in the course for Late Note origin of Schedule/Manual Time Record.

Common Scenarios using NU (Notes Unapproval) Functionality

  • Incorrect Service Time, Duration, Consumer, or Date of Service on a Note
    • Caregiver updates the note, once note is reapproved, resigned, and the revised note re-imported to time records, NU will take care of rebill
  • Late Note (A new note is submitted in a separate billing cycle for the same consumer, service date, and service as an already billed invoice)
    • Once the new note is imported into time records, and payment posted to original invoice, NU will take care of rebill

NOTE RE: REVISION STATUS IN TIME RECORDS IF NU OVERRIDE IS CHECKED FOR PAYER

  • Revisions are not pushed through in time records (will not re-import into time records)
  • A revised note requires a manual rebill which involves:
    • A VOID ONLY or a VOID/NOTIFY payer for the original claim
    • If no paycheck associated: Delete the time record/Re-import the note into time records/revision will resolve/create batch billing/create invoice/ determine if manual replacement is necessary.
    • If paycheck associated: Update the time record to reflect the note/create batch billing/create invoices/determine if manual replacement is necessary


All billed services in OnTarget have a source of origin. The sources are Notes, Schedule, Manual Time Records, and Manual Batch Billing. Here is how to tell from time records what the source of origin is—it makes a difference in how to rebill claims.

Common Scenarios

Incorrect Authorizing Payer-Origin (Note/Schedule/Manual Time Record)

  • End date the incorrect auth or uncheck Approved on the auth.
  • Create a new authorization with the correct authorizing payer.
  • Use Void only OR Void with Notify Payer depending on paid status
  • Update time record, create batch billing, and create new invoice.
  • OR bulk update schedule (if there is no note), re-import into time records, create batch billing, and create new invoice

Incorrect time/duration, consumer, date of service-Origin (Schedule/Manual Time Record)

  • Use Void only OR Void with Notify Payer depending on paid status
  • Update time record, create batch billing, create new invoice
  • OR bulk update schedule, re-import into time records, create batch billing, create new invoice)

Incorrect data (Insurance ID#, Service Rate, Authorization #, Diagnosis, consumer name, address, date of birth-Origin (Note/Schedule/Manual Time Record)

  • Make the appropriate updates in the system
  • Choose Rebill Selected

Incorrect Site-Origin (Note/Schedule)

  • Update the site on the authorization
  • Use Void only OR Void with Notify Payer depending on paid status
  • Delete time records, then re-import the time from NOTES or SCHEDULE (back into time records, create batch billing, and create new invoices)

Incorrect Site-Origin (Manual Time Record)

  • Update the site on the authorization
  • Use Void only OR Void with Notify Payer depending on paid status
  • Update the time record by reselecting the authorized service, create batch billing and create invoice

Incorrect service code-Origin (Note)

  • Ensure there is an authorization for the correct service in OnTarget.
  • Use Void only OR Void with Notify Payer depending on paid status
  • Caregiver needs to zero out the original note and create a new note.
  • Contact support if there is a large volume of notes already written against the wrong service code.

Incorrect service code-Origin (Schedule/Manual Time Record)

  • Ensure there is an authorization for the correct service in OnTarget.
  • Use Void only OR Void with Notify Payer depending on paid status
  • Update time record, create batch billing, create new invoice.
  • OR bulk update schedule, re-import into time records, create batch billing, create new invoice)

Late Note (duplicate denial for a periodic service)-Origin (Schedule/Manual Time Record)

  • Use Rebill Selected to combine all units onto one invoice.

Date of Service should not have been billed -Origin (Schedule/Manual Time Record)

  • Use Void only OR Void with Notify Payer depending on paid status
  • Update time records, create batch billing, create new invoice
  • OR bulk update schedule, re-import into time records, create batch billing, create new invoice**)
      • **There may not be any to create if you are paying back the whole day.

Void with Replica Rebills

  • ONLY used for services ADDED directly to Batch Billing (NO CAREGIVER ATTACHED to billing) and require no changes.
  • If changes are required for these Batch Billing only services, the claims should be VOID only or VOID with Notify Payer based on paid status, and ADDED with the correct updates into Batch Billing.
  • Void with Replica is very rarely used—(Providers please contact your AYM account analyst if any questions)


Billing Status Overview


  • OK= White=No issues, clean billing, will import into batch billing

  • REVISION= Blue=Note edits have been made, and waiting on note to be re-approved AND an import from notes to time records, status will clear to OK once new import initiated---NU related only

  • BLOCKED=Pink= Absence of reference number for an original invoice, same service, same date of service for note edits or late notes. This will change to OK status once a reference number is posted to original invoice and a new import is initiated for notes to time records.---NU related only


Helpful Hints for Rebilling


    • Be aware of ALL timely filing limits for the payers, especially when using VOID with Notify Payer or Rebill Selected for claims paid. Rebills outside of the timely filing limits can cause recoupment of funds that will NOT be repaid.
    • Void with Notify and Rebill Selected can only be used once an invoice receives a payment or denial (once 835 or other posting has been completed---requires a reference number).
    • Void only can be used if an invoice is unposted, and rejected by the payer (not the same as denial). Only use for an unposted invoice if there is NO possibility it will be adjudicated by the payer.
    • Use the Payment Desktop to determine if invoice is paid or denied
  • Replacement claims are only created using Rebill Selected, or NU functionality, and are for invoices that have a payment on any line from that invoice.
    • If a replacement claim is required from a payer for an unpaid invoice, please submit a ticket to support.
    • Replacement claims are submitted with the last non zero payment reference number (depending on the payer, sometimes called claim number, claim header ID#, TCN, ICN)

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