Clinic Overview & Snapshots

Clinic Overview 

The Clinic Overview screen shows every invoice that has been created in the practice. It is important to note that this view does not include the prospective invoices. The Snapshots allow users to access pre-filtered areas within Accounting.

Above the Clinic Overview listing are various filters allowing users to narrow down what is displayed in the Clinic Overview list. 

You can use multiple filters to receive specific results. One can filter by the following fields (** indicates multi-select field): 

• Status - For custom statuses, please refer to the manual: Invoice Status Library
• Account Receivable
• Provider**
• Location**
• Payer**
• Date of Service Range (DOS)
• Date Range
• Coverage Type (Self Pay or Insurance)

1. Sort By In addition to filtering, one can sort by Name, ascending or descending.

2. Click Search to display the filtered items. Click Reset to clear the filters.

The Log column allows users to access the Invoice Log for that date of service. The invoice log will open a window with the detailed information.

The invoice log allows users to see the activity history related to that specific invoice. If there is a details hyperlink, this action will allow the user to see any changes to a procedure. 

In the above example, we can see that the user added data to the contracted rate and insurance payment fields.

Snapshots

The Snapshots allow users to access pre-filtered worklists. The numbers in each snapshot allow users to see how many patient invoices are in each pre-filtered category.

Prospective Invoice

The Prospective Invoice snapshot is a convenient worklist that shows invoices still in prospective status and not converted up to the current date. Once they have been converted from prospective invoice status, they will drop off of this list and onto the New Invoice worklist. For further information, please refer to the Prospective Invoice manual.

New Invoice

The New Invoice snapshot is a convenient worklist that shows invoices that have been converted from a prospective status. 

The New Invoice list takes on a similar format to the Clinic Overview. Filters sit at the top of the page to narrow down the view of patients listed. Once you have filtered the various areas, click Search to display filtered content.

Click on the name of the patient to open the invoice for that date of service.

A new screen will appear displaying details of the new invoice.

1. Coverage - this hyperlink allows you to update the primary insurance of the patient.

2. Invoice Summary - this button will bring you into the full invoice summary for the patient.

3. Apply Payment - payments and adjustments can be made via this button.

4. The date of service will expand to show the line items being billed. For further explanation of how to access this information, please see the manual on New Invoices.

ERA Worklist

The ERA worklist snapshot holds any ERAs that were placed on hold by users so that they could come back to them and work them as information is received from the insurance company. For further information on the ERA Worklist, please refer to the ERA Worklist manual.

Rejected by CH

Any claims that are rejected by the clearinghouse, Change Healthcare, will be placed into the Rejected by CH snapshot. 

1. Filters sit at the top of the page to allow you to customize your view.

2. In the header bar, columns are provided for Patient Name, Date of Service (DOS), Rejection Date, Payer, Provider, Location, Rejection Reason, and the Invoice Log.

Hovering over the rejection reason will expand the list of why the claim was rejected by the clearinghouse. This information can also be found in the Claim Details selection in the Invoice Action area of the Invoice Summary.

Once the claim has been corrected, it can be resubmitted for adjudication.

Rejected by Payer

Any claims that are accepted by the clearing house but then are rejected by the payer, will be placed into the Rejected by Payer snapshot. 

Filters sit at the top of the page to allow you to customize your view.

In the header bar, columns are provided for Patient Name, Date of Service (DOS), Rejection Date, Payer, Provider, Location, Rejection Reason, and the Invoice Log.

Hovering over the rejection reason will expand the list of why the claim was rejected by the payer. This information can also be found in the Claim Details selection in the Invoice Action area of the Invoice Summary.

Once the claim has been corrected, it can be resubmitted for adjudication.

Insurance AR (<30, 30-60, 60-90, 90-120, 120+)

The insurance AR snapshots show invoices where the billing instructions are BI to bill insurance. A majority of invoices will sit in the Insurance AR <30 as invoices will immediately drop to this snapshot once the billing terms and instructions have been assigned.

Invoices will automatically flow through the different AR buckets until the claim is adjudicated or responsibility is assigned to the patient. These snapshots allow users to keep track of claims that are taking a while to process with insurance payers.

AR (<30, 30-60, 60-90, Pre-Collections)

The AR snapshots show invoices where the billing instructions are BP to bill the patient. A majority of invoices will sit in the AR <30 as invoices will immediately drop to this snapshot once the billing terms and instructions have been assigned.

Invoices will automatically flow through the different AR buckets until the claim is paid by the patient. 

Pre-Collections will filter invoices where the patient responsibility extends beyond 90 days. This snapshot can be used as an in-house collections. 

Collections

The Collections snapshot holds invoices where users have manually updated the status of the invoice to Collections. Any balances on line items will be written off to $0. A report can be built, upon request, to utilize for outside collections groups.

Payment Plans

If your clinic offers payment plans to patients with outstanding debt, the Payment Plans snapshot will filter all patients currently in a payment plan setup. For further information on payment plans, please see the Payment Plan manual.

**All manuals are compliant with HIPPA regulations.  No patient information has been released.  All screenshots above were taken from a test clinic with fake patient information.