Billing/Collections Tab

Select the checkbox to enable the functionality for the applicable Office.

List of possible Offices.

(Required) Set the number of days an invoice goes without being marked as “paid” before the system generates the note.

Specify whether the value in the Generate After field is based on the Invoice Date or the Date of Service.

(Required) Select which Collection Representative receives the automated note.

(Required) Specify the required status of an invoice before an automated collection note is generated.

Select the type of information to display in the Time In and Time Out fields on a printed Duty Sheet, as follows:

• Select Confirmed Time to display whatever values are entered in the Visit Start Time and Visit End Time fields for the visit.

• Select Only Call Time to only display the confirmation times made via the Time and Attendance calls.

• Select Invoice Time to display confirmation tiems as they are ultimately invoiced to the contract.

Select grouping display: Single Caregiver per Duty Sheet OR Single Patient per Duty Sheet (multiple Caregivers).

Select to display billed hours.

Select to display the Patient’s Medicaid number.

(Links) These two links allow Agencies to add or edit fields found on printed invoices.

(Link) Click to view the E-Billing configuration for this Contract. Contact the HHAeXchange Support Team to edit a Contract’s E-Billing Configuration.

(Link) Click to view the Export/Print Validations which have been configured for this Contract.

Select the invoice type (which refers to the paper or electronic documentation used to file a claim). The options here are added by HHAeXchange. Agencies can also create a custom invoice via the Dynamic Invoice Setup function.

Define how the final billed duration is determined when rounding the unrounded confirmed visit duration. Select:

• Rounding Unit: Rounding based on 15, 30, or 60 minute intervals.

• Rounding Direction: Direction to perform rounding, as follows:

• Select Closest to round up or down, depending on which interval is closer.

• Select Up to round up, regardless of closeness to a lower interval.

• Select Down to round down, regardless of closeness to a higher interval.

• Select Closest (Minimum of at least 1 unit) to round up or down, depending on which interval is closer. If the visit duration is less than half the selected Rounding Unit, then the system rounds the duration to the closest unit.

If checked, then the Surplus functionality has been enabled for the Contract displayed in the adjacent dropdown box. Patients under this Contract can then be assigned a Surplus from the Additional Bill Info section of their profile Contracts tab.  If assigned, a Surplus invoice is generated each month for that amount for the Surplus Contract listed here. That surplus amount is also deducted from invoices generated for the Patient’s regular Contract.

Generally, a Payer provides a deadline for how long after a visit’s scheduled date, an Agency can invoice for services provided. Enter the number of days in the Timely Filing Limit field to indicate this duration. This helps the Agency to run additional reports to identify and highlight visits that are approaching the deadline and have not yet been invoiced.

Select for the system to only invoice one visit with a Daily rate type per Patient per day of service. If the Patient is scheduled with multiple visits with a Daily rate type on a single day, then one visit is invoiced for the full daily amount while the other Daily visit types are invoiced as non-billable service.

This option is activated by HHAeXchange. Information pulled up by this function is for reference only.

Select so that any supplies recorded under Patient > Supplies default to Billable; included in the next invoice created.

Enter the name of the Payer representative connected to the Contract. This is the name that appears on invoices transmitted by the Agency.

Select the individual responsible for accounts receivable collection for the Contract.

(Required) The number of days the system waits until it marks invoices as unpaid in various Accounts Receivable functionalities.

When enabled, the system banks any visit minutes which were rounded down and not fully included during invoicing. This bank increases until 1 hour of minutes are banked. At that point, the next visit is automatically processed with a positive billing adjustment of 1 hour, and the bank total drops by 1 hour.

Set how visits are grouped within Invoices for the Patient per Period.

You also have the option to split the invoice by the Caregiver.

Place visits for the same Patient into separate Invoices, organized based on the Authorization number applied to the visit.