Combined Monthly Invoice Date

This validation stops a visit from being deleted if it is in the merging process. The Reason field populates the details stating that the visit cannot be deleted because it is within a batch that is merging.

When the Monthly Invoice rule is enabled for any Contract, visits are not allowed for export unless the Monthly Invoice Date is passed. To review such visits, select Monthly Invoice from the On Hold Reason dropdown field in the Billing Review page under Billing > Billing Review search filters.

If any visit is held because of the Monthly Invoice rule, then Held until Monthly Invoice Date is indicated under the On Hold Reason column for that visit.

Ineligible visits are unavailable to select, and a validation reason can be seen when hovering over the checkbox, as seen in the following image.

The selection checkbox for visits that cannot be merged is disabled for the following conditions:

• Visit is Locked

• Batch is In Review

• Batch is Approved

• Batch is Billed

• Visit Is Exported

• Visit is Partially Paid

• Visit is Paid

• Payer Patient's visits (i.e., this functionality does not apply to Linked Payer Contract Patients)

This action cannot be completed as the invoice includes records from both before and after the Closing Date. Invoices cannot be updated if they contain any records which fall before the Closing Date.

The Merge Invoice Job runs on the specified date at 1:00 AM EST. This job merges all invoices for the previous month producing one invoice per Contract, per Patient, per month and then exporting. The process also creates invoices for up to 12 months for any visits that have invoiced since the last Monthly Invoice Job.

If after Merge Invoice Job runs, the Monthly Invoice Date is changed to a greater number (day) than the current, then the Merge Invoice Job runs again on the new date.

To run Payroll, Agencies must first invoice the corresponding visits in the system. Payroll is generally processed on a weekly basis, some Contracts require an Agency to submit a consolidated invoice on a monthly basis. Agencies with these Contracts previously took steps to un-batch, delete, and re-invoice the weekly billed visits to match the monthly billing process.

With this feature enabled, Providers can select and merge multiple previously billed visits directly without having to un-batch and re-invoice. Once merged, all existing invoice information such as Invoice and Batch Number associated to the visits are updated accordingly.

Once executed, progress can be tracked on the Process Monitor under Admin > Process Monitor.

• Exported, Paid, or Linked Contract visits cannot be merged.

• This feature does not apply to Mileage, Supply, Expense, or Banked Minutes.

• Role-based permission must be enabled. Refer to the Permissions to Merge Invoiced Billed Visits section.

To merge previously billed visits, Go to Billing > Invoice Search > By Visit and search for applicable visits. Use the search filters to narrow searches, such as a date range. This function applies only to eligible visits; visits that have not been exported or paid.

From the search results, on the Invoiced Visit Search page, select the visits individually or use the left most selector column to choose all eligible visits (on this page). Ineligible visits are not available to select. At the top of the page a selection count indicates how many visits have been selected, as seen in the image below. This counter increases or decreases as visits are selected or unselected.

From here, save the selected visits and continue to generate other visit searches to add to the new merged invoice batch. Refer to the table under the following image for descriptions of actionable buttons.

Button	Click to…
Save	save the selected visits for the merge function. Users can conduct further searches and Click Save to add to the merge.
Select All & Save	select all visits on the search results (on all pages) for the merge function. Note: The Save and Select All & Save buttons save selections as one navigates from page to page or reinitiates login. Saved visits are not merged until Merge Invoice is selected.
Reset	deselect all selected visits and clear search criteria; routes back to the Invoiced Visit Search page.
Merge Invoice	merge all selected saved visits to a new invoice. Click OK to confirm the merge.

Upon clicking on the Merge Invoice button, a confirmation window appears to confirm the merge.

Click OK to continue.

Another message window appears. The merge process can be tracked on the Process Monitor under Admin > Process Monitor. Click OK to continue.

On the Process Monitor, merged invoice batches appear as Generate Merge Invoice Batch with process details such as the user who executed the merge, the Batch Date and Number, and other particulars.

On the Bill Info tab under Patient Calendar > Bill Visit, a new Invoice Number is displayed. The Deleted Invoice Number(s) field shows the previous invoices which were deleted and merged to form the new invoice in the process.

Validations on Save and Select All & Save

The following validations are applicable when clicking on the Save or Select All & Save buttons.

If an invoice batch is currently processing for a selected visit, then the system issues a warning indicating that one or more of the selected visits is already in process. Select OK to process the batch with the newly selected visits and the previously selected visits are automatically removed from the batch.

If a Delete Invoice Batch is pending, then the system issues a warning stating that no invoice batch can be created for the selected visits under a specific Contract until the current batch is merged.

If general system issues are occurring, then the system issues a warning asking to attempt the operation at a later time.

If a visit has already been saved by a user (User A) and another user (User B) attempts to save the same visit for merging, then the system issues a validation prompting for further action from User B: Clear All or OK.

If selected…	Then…
Clear All	a confirmation window appears to confirm clearing for User B to proceed.
OK	all visits are saved minus the commonly selected which appear as un-selectable, with a tooltip indicating that it is locked by another user (Locked by Username).

For example:

• User A selects and saves visits V1, V2, V3, V4, and V5 (5 visits saved).

• User B selects visits V1, V2, V6, and V7. Because User A has already selected V1 and V2, User B is presented with a system message prompting to either Clear All or OK.

If Clear All is selected, then:

• Visits V3, V4, and V5 remain selected while V1 and V2 are cleared for User A.

• For User B, visits V1, V2, V6, and V7 are selected.

If OK is selected, then:

• Visits V1, V2, V3, V4, and V5 are selected for User A.

• For User B, visits V6 and V7 are selected; visits V1 and V2 are saved for User A.

To assign permissions to a role, Go to Admin > User Management > Edit Roles. Select Billing under the Section field and select applicable roles from the Roles dropdown. Select the Merge Invoiced Billed Visits checkbox and click Save to finalize.