Bill from the office

Who sees it. Billing is in the left menu of your agency's workspace, after Team, for your Organization admins and your office (Office / scheduler, and an owner or administrator with no clinical work role). A nurse supervisor or a professional does not see it. Nothing about a client's health is on any of these screens: a client is a first name and a city, and a visit is a date, times, a professional and hours.

Ready to bill. Pick a start and an end date; it opens on the pay week that last closed, Monday to Sunday, and −60 days reaches back sixty days. Each row is one client and the payer that client is billed under, with the closed visits that are on no invoice yet, their hours and the amount at your rate for that payer. The total ready to bill is at the top, and Search narrows the rows by client, city, payer or flag. Include visits before this period brings older unbilled visits into the draft, up to 62 days back.

The flags. Earlier visits not billed: closed visits before the range are on no invoice. Held for the family's review: a visit's day is held under the family's pay release rules. No rate set: a payer client has no matching rate on Rates, or a professional on a private pay client has no rate in the home. A visit is still open: someone has not clocked out yet; the draft waits for the clock-out or the family's fix. Authorization: units used against units authorized, amber from 80 percent; Over authorization past it; Authorization expired after its last day; No authorization on file for a Medicaid, managed care or VA client with none. EVV not ready: a Medicaid client has a visit in the range that is not Ready on the EVV page (it needs a fix, or it carries an exception); a client who is not Medicaid never shows it.

Invoice draft and Create selected. Invoice draft makes the draft for one row; tick several rows and Create selected makes one for each. It is the same agency invoice the home's Billing & pay makes, from the same visits, so a visit is never billed twice and the home's office sees the same invoice. A private pay client keeps the home's own rate. A client billed to Medicaid, a managed care plan, Medicare, the VA or a long-term care insurer is priced at your contracted rate for that payer and service, and the invoice is billed to the payer with the authorization on it.

Invoices. Every invoice across your clients, with the number, client, payer, period, hours, amount, paid, balance and status: Draft, Sent, Approved by family, Partly paid, Paid, Void, or Changes asked. Sort by any column, filter by status or by who it is billed to, and search. The line on top adds up the invoice total, the payers and the clients.

The Action menu. View / Print opens the invoice and Print or save as PDF. Send: a private pay invoice goes to the family's app to approve and pay, exactly as from the home; a payer invoice is marked Sent and printed or saved as a PDF to file with the payer, and nothing about it goes to the family. When you enter the family's share of cost or copay as you send it, that share becomes the family's own invoice in its app; otherwise the family's app shows nothing for a payer invoice. Update memo prints a note on the invoice. Credit / adjustment takes an amount and a reason: a credit lowers the balance, an adjustment adds a charge, and the reason prints on the invoice. Receive payment records the date, the amount, the method and a reference; from a payer, the amount paid and the amount written off. Void takes a reason; the invoice is kept and marked Void, never deleted, and its visits go back to Ready to bill. View visits lists each visit behind the invoice: the date, the scheduled and clocked times, who worked and whether the checklist was done.

Payments. Every payment received, newest first, by date, client, who paid and method, with the total on top: what your office recorded and what a family recorded in its own app. Payments the family records in its app appear here and on the invoice.

Aging. What is owed, by client and by payer, in Current, 1 to 30, 31 to 60, 61 to 90 and 90 or more days past the due date. Only sent invoices with a balance count; a draft is not owed yet.

Exports. On Invoices and on Payments: QuickBooks Online CSV and CSV. The invoice file follows the columns of Intuit's invoice import (invoice number, customer, invoice date, due date, terms, memo, item, description, quantity, rate, amount, service date), one row per visit line; a payer invoice's customer is the payer with the client under it. QuickBooks Online refuses negative amounts on that import, so a credit is named in the memo and entered in QuickBooks as a credit memo. QuickBooks Online's own import has no payments file; the payments file carries the Receive Payment columns for a payments import app, or to enter by hand.

Claims. Send claims from your clearinghouse or billing system; ExpressAgain prepares the invoice and the visit record. Nothing is sent to Medicaid, Medicare or any insurer from ExpressAgain.