Medicare claims are cancelled directly in DDE.

Medicaid claims, however, may be voided directly from Barnestorm. Each Medicaid claim sent for each patient has a unique identifying number, called an ICN.

You need to void a claim when the original claim that was transmitted was incorrect due to incorrect information. If the claim will be replaced, please follow the instructions for Replacement Claims. If the claim will NOT be replaced, you will void the claim.

Here are the steps to void a Medicaid (or nonPPS payer) claim:

• Go to Barnestorm Office> Accounts Receivable > ICN Edit.
• Enter the patient's chart number.
• If the patient has more than one payer, select the payer.
• The ICNs are listed on the right, showing the From Date, Through Date, Paid Date, and ICN number. Determine which ICN needs to be voided based on the dates.  If an ICN entry is not listed, go to Step 9.
• Click the ICN number for the claim you wish to void.
• Change the 7 to an 8 for void.
• Make a note of the from and through dates.
• Click Save.

If the dates you need to replace are NOT listed, you will need to manually enter the ICN information.

1. Click the Add a New ICN Entry line. An ICN entry window will open.
2. Enter the information from your paper copy of the remittance advice: Payment date, Charges from date, Charges thru date, and the ICN number. 
3. Change the 7 to an 8 for void. 
4. Click the Save button. 

Your ICN entry will now appear in the list.

• Go to Billing > All Other Billing.
• Enter the from date and through date EXACTLY as they appeared on the claim you wish to replace.
• Enter the patient chart number.
• Click the Prepare Charges for Billing button.
• ****Check the box beside Send as replacement claims.**** THIS STEP IS IMPORTANT****
• Click the Create HIPAA Tx button.
• Go back to Accounts Receivable > ICN Edit. You should see the batch number beside of the ICN number you just created a claim for. Make sure it has an 8, for void.
• Transmit to Medicaid as normal--the transmission process is exactly the same to void a claim as it is to send a regular claim.

Advanced Information:

The 837 file has information regarding the claim:

On the line starting CLM* , after the :: there is a number--

1 =original claim

7 =replacement claim

8= void claim (If the number 8 does not show, you did not create a void claim.)

line after the CLM* has the ICN number.