The purpose of this report is to help you keep track of billing attempts, clean ups, and communication notes with the insurance company/patient.  

To access this report, go to Barnestorm Office > Billing > Other > Track Unpaid Billing. 

Click View Billing on a Patient and Add Tracking Notes tab:

o   Enter the patient’s chart number or name.  As needed, select the Active or number of days the patient has been discharged bullet.  If the patient does not appear, this means no billing has been generated for the patient.  

o  If the patient has multiple payers, you will need to select the applicable payer from the listing that appears.  A grid will then appear at the bottom of the screen.

o   The From date will default to the patient's admit date.  The Thru date will either be the current date, if the patient is active, or, the patient's discharge date.  You can update the From and Thru dates to only include the months you would like to view.  The admit date appears in the top, right corner of the screen. 

o   This grid will show you the From and Thru dates, batch claim number (file name) of the claim,  the date of transmission, the amount billed, the balance, the status of the claim and the next follow-up date assigned. 

The $Amount column reflects the total amount on the claim, which does not match the Amount Billed in the A/R.

The $Balance column reflects the Balance from the A/R. 

o  You can filter the claims that appear by checking Ignore RAPs and/or Unpaid Claims Only.

o   If any of these claims are duplicated, you can delete the line from the grid by right-clicking on it and choosing [Yes].

Enter Notes and Keep Track of Billing

o   Once you have the patient pulled up, select the billing cycle in the grid to pull up the notes screen.

o   A new screen will appear, which allows you to keep a running commentary of notes regarding the patient’s account and/or to keep track of phone calls. 

o   Use the Next Follow-up Date to remind yourself of when you want to take the next action on that claim.  This can be seen in the last column of the grid as well as on the report.

o    There is a button to add a date and time stamp to your notes before you start keying text.

o   Use the Status of this Claim section to mark/change the status of the claim.  This is where you can mark the claim as New, In Progress, Completed, Uncollectable, RAP, RAP Paid, EOE or EOE Paid.  This will also show in the grid and on the report.   

o   Click on Save when finished.  This takes you back to the list of claims.  Follow the next steps to print the report.

Printing the Report

o   Click Print the Tracking Report (13.23) tab.

o   Program(s) /Payer(s) = Filter report by entering program or payer number(s). Or leave blank to search all.

o   One Chart# = Put in a specific chart number, or leave blank to search all.  If you type in a chart number, but then decide to search all, click the Clear the Chart# so all patients with selected program and payer print option to clear that chart#.

o   From and Thru dates = These will select the billing based on the claim's From date.  Or select the Find Oldest Unpaid A/R button to adjust the from and thru dates.  You can use the +1mo or -1mo options to change the month view.

o   Click the 13.23 Print Billing Tracking button to view all claims, based on the criteria above.  This report will show the billing info for each claim by program/payer and then by patient.

Additional filter options: 

Unpaid Claims Only - This option will generate a listing of all unpaid claims where you have starting tracking the claim on this screen.

Newest Claim Only - This option will generate a listing of all claims marked with the status of "New", where you have starting tracking the claim on this screen.

Claims with Follow Up Only - This option will generate a listing of all claims, where you have indicated follow-up is needed, where you have starting tracking the claim on this screen.  This listing will also  include all comments entered regarding the status of the claim.

Ignore RAPs - This option will ignore all RAPs/NOA where you have started tracking the claim on this screen.

Make any additional selections, then click the 13.23 Print Billing Tracking button to print.