1. Standard Operating Procedure
Billing Procedures for Full Software Users

2. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

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

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

5. 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.

6. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

7. 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

8. 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.

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

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

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

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

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

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

24. 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.

25. Invoices Overview Invoices Screen
The Invoices Screen will open.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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.

32. 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

33. 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.

34. Viewing Invoice Details Invoice Opens
The Invoice will open.

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

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

37. 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.

38. 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.

39. 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.

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

41. 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.

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

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

44. 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.

45. 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.

46. 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.

47. 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.

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

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

50. 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.

51. 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.

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

53. 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.

54. 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.

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

56. 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

57. 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.

58. 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.

59. 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.

60. 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.

61. 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.

62. 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.

63. 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.

64. 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.

65. 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.

66. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

67. 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

68. 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.

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

70. 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.

71. 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.

72. 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.

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

74. 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.

75. 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.

76. 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.

77. 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

78. 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.

79. 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.

80. 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.

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

82. 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.

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

84. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

85. 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

86. 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.

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

88. 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.

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

90. 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.

91. 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.

92. 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.

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

94. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

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

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

97. 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.

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

99. 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.

100. 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.

101. 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.

102. 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.

103. 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.

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

105. 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.

106. 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.

107. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

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

109. Agenda
Introduction
Review
Invoices
Export Invoices
History
Accounts
Additional Information
Quiz

110. 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.

111. 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.

112. 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.

113. 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.