WhoFinance users
WhereFinance screen › Invoices list ›
FirstChoose the client and click the Episode
Kinds of invoices
| Kind | What it is | Made with |
|---|
| CMS-1500 | Paper claim for professional services, up to 6 encounters | |
| HCFA | The older HCFA 1500 paper claim, up to 6 encounters | Encounters list › |
| HCPS (UB-04) | Institutional claim, up to 22 encounters | |
| HIPAA 837 | Electronic claim, made by the weekly batch | Electronic Claims |
| Client | The client's co-pay for one encounter | — see Co-payments |
| Other | An agency or other payer (a Referral Source), with or without encounters | |
A new claim (CMS-1500 or HCPS)
- Invoices list › (or ).
- The client's encounters not yet billed are listed in claim groups: same location, authorization, Episode, insurance and provider. Sorted by location, then authorization, oldest first.
- Click Select on a group: its oldest encounters are ticked (6 for CMS-1500, 22 for HCPS). You may untick or tick lines by hand, within the same group.
- Check Dx 1-4 (filled from the Episode's diagnoses) and the claim boxes. HCPS also has Patient Account and the Statement Period (filled from the encounters' dates if you leave them empty).
- Save Invoice (the form stays open with the encounters that are left — good for the next claim) or Save and Print.
One claim = one printed form. More encounters than fit? Make a second claim with the ones that are left.
Printing
Invoices list › prints a claim on the pre-printed red form. In the print window choose Margins: None and Scale 100%. To move the printing up/down or left/right, ask your System administrator to set your print offsets. The first print marks the claim Submitted.
The other items
| Item | What it does |
|---|
| View | The whole invoice, read only. Claims have a Details section (boxes 1-33) at the bottom. |
| Close / Open | Close when nothing more is expected; Open to post more payments. |
| Mark Deleted | Hides the invoice; its encounters stay billed. A deleted invoice can't be changed. |
| Delete (Rollback) Invoice | For a mistake: the encounters become Not Billed again and can go on a new claim. Refused when the invoice has payments (reverse them first) and for HIPAA 837 invoices. |
| Show All (including deleted) | All the client's invoices, deleted ones too. Refresh = all but the deleted ones. |
PsyTrace checks
- An encounter is billed only once: Save re-checks that every ticked encounter is still Not Billed.
- No more than 6 (CMS-1500, HCFA) or 22 (HCPS) encounters on one claim; one claim group per claim.
- A Client invoice never changes the encounter's Billed status — that belongs to its claim.