Standard Operating Procedure Billing Procedures for Full Software Users

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Purpose The purpose of this SOP is to provide details on the Billing Section of the VinCENT system.

Scope This SOP is applicable to all Full Software Users of the VinCENT system that will be utilizing the Billing features of the system.

General Requirements The following requirements must be met. The users must have access to the Billing Section of the VinCENT system. If the user does not have access, they should contact their Agency System Administrator.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Billing Review Overview Click on the Billing Icon, then Review Icon Billing Review Screen Selecting the Date Range Viewing Adding Filters Quick Search Columns Totals

Billing Review Overview Click on the Billing Icon, then Review Icon To access the Billing Review Section of the VinCENT system, the user will need to click the Billing Icon at the upper left hand corner of the screen. After clicking the Billing Icon, the user will then click the Review Icon that will appear right below it.

Billing Review Overview Billing Review Screen The Billing Review Screen will open.

Billing Review Overview Selecting the Date Range The user will need to determine what the date range will be for creating their invoices. For example, if the user is trying to create invoices for June 1st through June 15th, the user will click inside each date box and select June 1st in the first box, and June 15th in the second box.

Billing Review Overview Viewing The Viewing will default as Detailed Listing. The user can change this by clicking on Detailed Listing and then selecting the type of viewing they wish.

Billing Review Overview Adding Filters The user will need to add a filter by clicking on the Green Add Plus key next to Filters. At minimum, the user must select the payor and confirmed status. If the user would like to add additional filters, they may do this as well. **Please Note: The filter for Status: Confirmed will automatically default upon entering the Billing Review Screen.

Billing Review Overview Quick Search The user can perform a quick search by clicking inside the Search Box and typing in what they are looking for.

Billing Review Overview Columns There are several different columns of information. If the user would like to, they can sort the columns by clicking on the column headers. Click once for ascending and twice for descending.

Billing Review Overview Totals The user can view the totals of all invoices in their list at the bottom of the Billing Review Screen.

Creating Invoices Verifying Filters are Correct Update Items Create Invoices Invoices Created Invoice Items have been removed

Creating Invoices Verifying Filters are Correct From the Billing Review Screen, the user will need to verify that they are only viewing the items that they wish to create an invoice for. At minimum, the two filters required are Status: Confirmed and the Payor. They will also need to verify their date range as well.

Creating Invoices Update Items Once all filters have been verified, the user will need to click on the Update Items Icon in the upper right hand corner. This will pull in any updated information for these visits, providing the most up to date billing information.

Creating Invoices Create Invoices After updating the items, the user can then proceed in creating their invoices. To do this, they will click on the Create Invoices Icon in the upper right hand corner.

Creating Invoices Invoices Created The system will open a pop up window letting the user know that the invoice(s) have been created successfully. The user will click OK.

Creating Invoices Invoice Items have been removed Once invoices have been created, all of the visits/hours/units that were showing before, have now been removed.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Invoices Overview Click on Billing Icon, then Invoices Icon Invoices Screen Selecting the Date Range Viewing Adding Filters Quick Search Columns Sorting Columns

Invoices Overview Click on Billing Icon, then Invoices Icon To access the Invoices that have been created, the user will click on the Billing Icon in the upper left hand corner of the VinCENT system. The user will then click on the Invoices Icon.

Invoices Overview Invoices Screen The Invoices Screen will open.

Invoices Overview Selecting the Date Range The user will select which date range they are looking for by clicking inside each of the Date Boxes and selecting the appropriate date. **Please Note: The Date Range is referring to the date the invoice was actually created, not the service dates.

Invoices Overview Viewing The user can select which type of View they wish to see by clicking on Detailed Listing next to Viewing and selecting the desired View.

Invoices Overview Adding Filters The user can add filters to narrow the results. They can do this by clicking on the Green Add Plus key next to Filters.

Invoices Overview Quick Search The user can perform a quick search by clicking inside the Search Box and typing in what they are looking for.

Invoices Overview Columns There are several different columns of information. The user can view the Bill Status and Invoice Status in their respective columns as well. By hovering over the colored boxes, the system will show you what the colors mean. For example, Green in the Invoice Status column means the Invoice is Open. Green in the Bill Status means the Bill is Ready.

Invoices Overview Sorting Columns If the user would like to, they can sort the columns by clicking on the column headers. Click once for ascending and twice for descending.

Viewing Invoice Details Click on Invoice Invoice Opens Authorization, Reference, Comments Coverage Dates, Payor, Client Viewing Line Items/Services Invoice Status and Bill Status Added Codes, Payments, Balances Print Invoice Save Invoice

Viewing Invoice Details Click on Invoice To view the details of a specific invoice, the user will click directly on the invoice that they wish to view from the Invoices Screen.

Viewing Invoice Details Invoice Opens The Invoice will open.

Viewing Invoice Details Authorization, Reference, Comments The user can view the Authorization information, Reference information, and Comments, if any have been entered.

Viewing Invoice Details Coverage Dates, Payor, Client The user can view the Coverage Dates, Payor, and Client.

Viewing Invoice Details Viewing Line Items/Services The user can view the specific services that were included on this invoice under the Line Items section.

Viewing Invoice Details Invoice Status and Bill Status The Invoice Status and Bill Status are listed in the upper right hand corner of the invoice.

Viewing Invoice Details Added Codes, Payments, Balances The user can also view any Codes, Postings (Payments), and Balances on this screen as well. **Please Note: The total due in the middle of the invoice is the actual amount of the invoice. The balance at the bottom of the invoice is after payments have been applied.

Viewing Invoice Details Print Invoice The user can choose to Print the invoice by clicking Print in the upper left hand corner.

Viewing Invoice Details Save Invoice If any changes have been made to the invoice, the user would need to Save those changes by clicking Save in the upper left hand corner.

Editing Invoice Details Changing Invoice Status Changing Bill Status Add Codes Select Condition Enter the Code Save Code Add Posting Select Post Date

Editing Invoice Details Select Method Select Code Add Reference Number and/or Comments Add Amount Save the Posting Delete a Posting

Editing Invoice Details Changing Invoice Status The user is able to change the status of the Invoice by clicking on the current status, then selecting the new status.

Editing Invoice Details Changing Bill Status The user is able to change the status of the Bill by clicking on the current status, then selecting the new status.

Editing Invoice Details Add Codes The user can add Codes to the invoice by clicking on Add, next to Codes. The Codes Box will open.

Editing Invoice Details Select Condition The user will need to select the Condition by clicking on the drop down arrow, then clicking the appropriate condition.

Editing Invoice Details Enter the Code The user will click inside the Code data field and enter the appropriate code.

Editing Invoice Details Save Code The user will then need to click on Save to save their code.

Editing Invoice Details Add Posting If the user needs to add a payment or posting to the invoice, the user will need to click on Add, next to Postings. The Payment Box will open.

Editing Invoice Details Select Post Date The user will select the date of the payment by clicking inside the Post Date data field and selecting the correct date.

Editing Invoice Details Select Method The user will then click the drop down arrow next to Method to select the method.

Editing Invoice Details Select Code The user will then click the drop down arrow next to Code to select the code. Code in the Payment Box refers to the form of payment. For Example, Cash, Credit Card, Etc.

Editing Invoice Details Add Reference Number and/or Comments The user can then add Reference Numbers and/or Comments if needed by clicking inside each field and typing in the appropriate response.

Editing Invoice Details Add Amount The user will click inside of the Amount data field and enter the amount of the payment/posting.

Transferring Services from an Invoice to Another Payor Click on the Invoice Click on Transfer Transfer Box Opens Select the Transfer To Payor Select the Adjustment Code Commit Transfer Viewing Transfer Details Click Save Viewing New Invoice

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Click on the Invoice When a client has multiple payors, the user is able to transfer services from one invoice to another payor. Doing this will create a new invoice for the new payor. First, the user will click on the invoice from which they would like to remove the services.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Click on Transfer The user will then click on the Transfer Icon in the upper left hand corner of the screen.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Transfer Box Opens The Item/Balance Transfer Box will open. All of the services will all be selected. To remove certain services from being moved to the new invoice, the user will need to click on them.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Select the Transfer To Payor The user will need to click the drop down arrow next to Transfer To and select the appropriate Transfer To Payor for the Client.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Select the Adjustment Code The user will then click the drop down arrow next to Adj. Code and select the appropriate Adjustment Code.

Transferring Services from an Invoice to Another Payor Commit Transfer Once all selections are complete, the user will click on Commit Transfer in the upper left hand corner of the Item/Balance Transfer Box.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Viewing Transfer Details The user will then see the Transfer details in the Postings section of the Invoice. The user will also notice that if all services were moved to the new payor, the Invoice Status and Bill Status will change to Closed and Paid, respectively. Also, the balances will update.

Transferring Services from an Invoice to Another Payor Click Save The user will click on the Save Icon to save the changes to the Invoice.

Transferring Services from an Invoice to Another Payor Transferring Services from an Invoice to Another Payor Viewing New Invoice The user will now see the new invoice for the new payor in their list of invoices.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Export Invoices Overview Click Billing Icon, then Export Icon Export Invoices Screen Selecting the Date Range Quick Search Columns Viewing Adding Filters Click on the Line Item to View the Invoice Production vs. Testing and Export Icon

Export Invoices Overview Click Billing Icon, then Export Icon To export the invoices, the user will need to first click on the Billing Icon in the upper left hand corner of the screen. They will then click on the Export Icon.

Export Invoices Overview Export Invoices Screen The Export Invoices Screen will open.

Export Invoices Overview Selecting the Date Range The user can select the date range for which invoices they would like to view by clicking inside each of the Date Boxes. **Please Note: The Date Range is referring to the date the invoice was actually created, not the service dates.

Export Invoices Overview Quick Search The user can also perform a Quick Search by clicking inside of the Search data field and entering what they would like to view.

Export Invoices Overview Columns There are several different columns to view. The IS Column is the Invoice Status. The BS Column is the Bill Status. These columns are able to be sorted by clicking on the Column Header.

Export Invoices Overview Viewing The user can select the Viewing Type by clicking on Detailed Listing next to Viewing and selecting the desired View.

Export Invoices Overview Adding Filters The user will need to select a payor to Export. They can do this by clicking on the Green Add Plus Icon next to Filters. The Bill Ready filter will automatically populate upon entering the Export Invoices Screen.

Export Invoices Overview Click on the Line Item to View the Invoice The user can view the Invoices from the Export Invoices Screen also by clicking on the Invoice from their list.

Export Invoices Overview Production vs. Testing and Export Icon In the upper right hand corner, there are 2 Icons available. One will default to Production. This means that an actual Export will occur. To change this to Testing, click on Production. To change it from Testing back to Production, click on Testing. The Export Icon is what the user will click on when they are ready to perform their export.

Performing an Export Verify Filters are Set Correctly Performing a Testing Export Performing a Production Export Click Export Export File Downloads Invoices Removed, Export Completed

Performing an Export Verify Filters are Set Correctly The user will need to verify that they have all of their filters set correctly. They must have the Bill Ready and Payor filters set at minimum. If they are trying to export for one client only, they will need to add the filter for the Client as well.

Performing an Export Performing a Testing Export If the user would like to do a Test Export before performing the Production Export, they would need to click on Production in the upper right hand corner to change to Testing Mode.

Performing an Export Performing a Production Export When the user is prepared to perform the Production Export and remove the invoices, they will need to make sure the Icon at the upper right hand corner says Production. If it says Testing, the user will need to click on Testing to change back to Production Mode.

Performing an Export Click Export The user will then click on the Export Icon in the upper right hand corner.

Performing an Export Export File Downloads If there are any errors, they will appear in a pop up box so that the user can correct them before the Export will complete. If there are no errors, the Export file will download in the lower left hand corner of the screen. The user will need to save this file to their computer.

Performing an Export Invoices Removed, Export Completed The Invoices have been removed and the Export has been completed successfully.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Viewing Export History Click Billing History Export History Opens Select Payor and Export Viewing Export Downloading the Export Export File Downloads Rollback Export Rollback Complete

Viewing Export History Click Billing History The user can view the Export History. The user can click on the Billing Icon in the upper left hand corner of the screen, then click on History.

Viewing Export History Export History Opens The Export History Screen will open.

Viewing Export History Select Payor and Export The user will select the payor for the Export they wish to view on the left hand side. They will then click on the date of the Export to view those Export details.

Viewing Export History Viewing Export The Export will show in the right hand side.

Viewing Export History Downloading the Export The user has the option to download the Export file again if they would like to by clicking the Export Icon in the upper right hand corner.

Viewing Export History Export File Downloads After clicking Export, the user will see the Export file downloaded in the lower left hand corner of the screen. They will save that file to their computer.

Viewing Export History Rollback Export The user also has the option to Rollback the Export. This will reverse the Export, putting the invoices back in the Export Screen to be redone. They can do this by clicking on the Rollback Icon in the upper right hand corner.

Viewing Export History Rollback Complete The user will see a message saying that the Rollback is complete.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Viewing Client Account Activity Click Billing Icon then Accounts Icon Account Screen Selecting the Date Range Viewing Type Adding Filters Viewing Account Activity

Viewing Client Account Activity Quick Search View Invoice or Payment Activity Adding a Payment Total Balance Due

Viewing Client Account Activity Click Billing Icon then Accounts Icon To view Client Account Activity, the user will need to click on the Billing Icon in the upper left hand corner of the screen. They will then click on the Accounts Icon.

Viewing Client Account Activity Account Screen The Account Screen will open.

Viewing Client Account Activity Selecting the Date Range The user will need to select the date range for the activity they wish to view. To do this, they will click inside each of the Date Boxes and update them accordingly.

Viewing Client Account Activity Viewing Type The only available Viewing Type in the Account Screen is Detailed Listing. This Viewing Type will automatically default to Detailed Listing.

Viewing Client Account Activity Adding Filters The user will need to select a client to view their account activity. Other filters can be added also, if needed. To add a filter, the user will click the Green Add Plus Icon next to Filters.

Viewing Client Account Activity Viewing Account Activity After selecting the appropriate filters, the user will be able to view all of the account activity for the client. This list will be in date order. The oldest invoices and payments are at the top and the most current invoices and payments will be at the bottom.

Viewing Client Account Activity Quick Search The user can perform a Quick Search by typing information in from any of the column fields. For example, if the user has the Invoice number they are looking for, they can type that in the Search data field.

Viewing Client Account Activity View Invoice or Payment Activity The user can click on the Activity that they wish to view details for.

Viewing Client Account Activity Adding a Payment The user can add a payment from the Account Screen as well. To do this, they will need to click on the Add Payment Icon at the upper right hand corner of the screen.

Viewing Client Account Activity Total Balance Due The user can view the current balance due, after all payments and invoices, at the bottom of the list of account activity.

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

Direct questions about this document to: Agency System Administrator Contact Information Direct questions about this document to: Agency System Administrator

Agenda Introduction Review Invoices Export Invoices History Accounts Additional Information Quiz

A. Billing Icon, then Review Icon In which section of the system would you go to Rollback an Export that had previously been completed? A. Billing Icon, then Review Icon B. Billing Icon, then History Icon C. Billing Icon, the Exports Icon D. Billing Icon, the Accounts Icon The correct answer is B.

Which filter is required when accessing the Accounts Section? A. Payor B. Program C. There is no required filter. D. Client The correct answer is D.

Which filter is required when performing an Export? A. Client B. Payor C. Invoice Status: Cancelled D. Bill Status: Pending The correct answer is B.

Which filter is already added upon entering the Billing Review Screen? A. Status: On Hold B. Status: Confirmed C. Status: Closed D. Company The correct answer is B.