OfficeEMR Billing Dashboard Guide

Billing Dashboard Guide Page 1

OfficeEMR Billing Dashboard Guide When you access the billing portal within OfficeEMR the default landing page will be the Billing Dashboard. This dashboard will provide you with a glance of your billing broken down into three sections; Today’s Activity, Revenue Cycle, and Key Performance Indicators. Within this guide we will be going over each of these sections and its features.


Table of Contents Today’s Activity ......................................................................................................... 3

Customize Today’s Activity .................................................................................... 3

Revenue Cycle .......................................................................................................... 5

Prepare .................................................................................................................. 5

Submit .................................................................................................................... 8

Manage ................................................................................................................ 11

Post...................................................................................................................... 12

Collect .................................................................................................................. 14

Key Performance Indicators .................................................................................... 18


Today’s Activity The Today’s Activity will show you information for today’s appointment date only. These tiles gather data from your iScheduler, EMR, and Billing portal in order to provide you with a full overview of today’s transactions.

Customize Today’s Activity You can customize your Today’s Activity on a user level, meaning different users can have different tiles under their Today’s Activity. To do this you would do the following: Step 1: Right Click Right click on the Billing Dashboard and select User Settings.


Step 2: Select Options On the User Settings window you can check where on the screen the Today’s Activity tiles will be displayed and the tiles that will be displayed.

Step 3: Save Once you have checked the options you wish to view you will click Save for the changes to take effect.

The User Settings window will also be displayed the first time you open the Billing portal and once every day if you have the “Always display this window when Billing Portal opens” option checked.

By hovering over each option, you will be able to view the description of the tile that will be displayed based on that checkbox. The descriptions will be displayed on the righthand side of the user settings screen.


Revenue Cycle The Revenue Cycle chart will show you where in the claims cycle your claims are. This chart is broken down into five different sections; Prepare, Submit, Manage, Post, and Collect. Each of these sections will allow you to expand them to view the information within them and work the claims as needed. Below we will go over each section.

Prepare The Prepare section will show you the Missing Claims, Missing Data claims, and claims that are Ready for Processing. This will be displayed either based on claim count or claim balance amount, depending on your user setting.


Missing Claims This consist of patients who have been checked-in and/or checked-out and no superbill has been documented. By hovering over the Missing Claims you will be able to click the View icon which will take you to the Provider Counts Superbill window, allowing you to view all missing superbills per user.

Missing Data This consist of claims missing one of the following; Procedure, Diagnosis, Guarantor, Primary Insurance, Rendering Provider, Service Location, and/or Signature on File. You can either view the overall number or expand to view the breakdown based on each missing item. By hovering over the Missing Data or any of its subcategories you will be able to click the View icon which will take you to the Billing Query window, allowing you to view the claims missing data or the claims for the specific subcategory you have selected.


Ready for Processing This consist of claims that are in a status which is ready for processing. The applicable claim statuses are; Ready to Send Primary (Electronic and/or Paper), Ready to Send Secondary (Electronic and/or Paper), Ready to Send Tertiary (Electronic and/or Paper), Closed Electronic Superbill, and Ready to Send Statement/Sent Statement. You can either view the overall number or expand to view the breakdown based on each status. By hovering over the Ready for Processing or any of its subcategories you will be able to click the View icon which will take you to the Billing Query window, allowing you to view the claims ready for processing or the claims for the specific subcategory you have selected.

The Prepare section and the next sections of the Revenue Cycle chart are automatically updated on a nightly basis. However, you can request to run a new query by clicking the gear icon on the right upper corner and selecting Aging Recalculation.


Submit The Submit section will show you pending submissions, response submissions, and error submissions. This will be displayed either based on claim count or claim balance amount, depending on your user setting. Pending Submissions This consists of claim batches that have been created but not processed. This will include 837 Electronic Claims, Primary Paper Claims, Secondary Paper Claims, and Tertiary Paper Claims. You can either view the overall number or expand to view the breakdown based on each batch type. By hovering over the Pending Submissions or any of its subcategories you will be able to click the View icon which will take you to the Claims Submission window, allowing you to view and process the pending batches or the batches for the specific subcategory you have selected.


Response Submissions this consists of claim batches that have not been responded to within a certain number of days. This can be either 837 Electronic Claim batches that have not been acknowledged by the clearinghouse, or Statement batches that were sent electronically and have not been acknowledged by the statement processing company. By hovering over the Response Submissions or any of its subcategories you will be able to click the View icon which will take you to the Claims Submission History window, allowing you to view the batches or the batches for the specific subcategory you have selected.


Error Submissions This consists of claim batches which have had all claims fail validation and were processed anyway, meaning that the claim batch was created, all claims in the batch failed validation, and the batch was then processed prior to correcting the errors. By hovering over the Error Submission or the 837 Electronic Claims subcategory you will be able to click the View icon which will take you to the Claims Submission History window, allowing you to view these batches.


Manage The Manage section will show you claims under the Biller Defined statuses, claims under Rejected status, and claims under Refund status. The Biller Defined statuses may vary based on your database. This will be displayed either based on claim count or claim balance amount, depending on your user setting. By hovering over each claim status, you will be able to click the View icon which will take you to the Billing Query window, allowing you to view the claims under the selected status.


Post The Post section will show you payments, and receipts. This will be displayed either based on payment count or payment amount, depending on your user setting.

Payments This consists of insurance payments which have had a deposit batch created but have not been posted. This will include Insurance batches for both payer (EOBs), and ERA. In addition, this will include Patient Statement batches created in the Payment Posting screen. By hovering over the Payments or any of the subcategories you will be able to click the View icon which will take you to the Payments window, allowing you to view and post the deposits or the deposits for the specific subcategory you have selected.


Receipts This consists of Patient Payments documented via the Quick Pay screen. This will include Unassociated Receipts (receipts that have not been disbursed to a claim nor added to a batch), and Unsubmitted Receipts (receipts that have been added to a batch to be disbursed but the batch has not been posted). By hovering over the Receipts or any of its subcategories you will be able to click the View icon which will take you to the Receipts window, allowing you to view the pending receipt batches and also create new receipt batches.


Collect the Collect section will show you Aging - Insurance, and Aging - Patient. This will be displayed either based on claim count or claim balance, depending on your user setting.

Aging – Insurance This consists of claims that were last submitted to an insurance company. This will include aging buckets of 0-30 days, 31-60 days, 61-90 days, 91-120 days, 121-150 days, 151-180 days, 181-210 days, 211-240 days, 241-270 days, 271-300 days, and 301-330 days. By hovering over the Aging - Insurance or any of its subcategories you will be able to click the View icon which will take you to the Aging Analysis report, allowing you to view and work your aging.


Aging – Patient This consists of claims that were last sent a statement to the patient. This will include aging buckets of 0-30 days, 31-60 days, 61-90 days, 91-120 days, 121-150 days, 151-180 days, 181-210 days, 211-240 days, 241-270 days, 271-300 days, and 301-330 days. By hovering over the Aging - Patient or any of its subcategories you will be able to click the View icon which will take you to the Aging Analysis report, allowing you to view and work your aging.


Customize Revenue Cycle User Settings You can customize your Revenue Cycle chart on a user level, meaning different users can have different defaults for the days the data is being pulled for and also the option of viewing the data in amount format vs count format. To do this you would do the following: Step 1: Right Click Right click on the Billing Dashboard and select User Settings.

Step 2: User Settings On the User Settings window expand Revenue Cycle Settings, enter the default days for each section and select the data view option.

Step 3: Save Once you have set your defaults click Save for the changes to take effect.


Advanced & Metrics View The Revenue Cycle chart can also be viewed in an Advanced view or Metrics view.

Both the Advanced view and the Metrics view can be set as the default view on the User Settings screen.


Key Performance Indicators The Key Performance Indicators (KPI) graph will allow you to see billing trends for your practice.

You can customize your KPI on a user level, meaning different users can have different graphs displayed under their KPI. To do this you would do the following: Step 1: Click Click on the open in new windows icon to the right of the KPI header.

Step 2: Open Window On the KPI window you will be able to select from the checkboxes displayed on the left. You can also set 6 default options to be displayed on the dashboard utilizing the gold star icon to the left of each icon.


KPI Options Below is a description of what will be displayed for each KPI checkbox;

• Procedure: this option will display a graph with a count of billed procedure codes. • Claim: this option will display a graph with a claim count. • Patient: this option will display a graph with a patient count. • NPI: this option will display a graph with a NPI count for rendering providers.

• Provider: this option will display a graph with a rendering provider count. This would be

different from the NPI option, as a provider may need to be setup more than once in order to

bill claims with different information for different payers.

• Location: this option will display a graph with a location count of billed locations.

• Charges: this option will display a graph with claims charge amount.

• Pay & Adj.: this option will display a graph with claim payments and adjustment listed as a

whole.

• Payments: this option will display a graph with claim payments.

• Adjustments: this option will display a graph with claim adjustments (both adjustments and

payment adjustments).

• Comments: this option will display a graph with claim comment adjustments (e.g.

Deductible).

• A/R DOS: this option will display a graph broken down based on aging bucket and claims

balance for both insurance and patient aging, based on the claims date of service. • A/R Age: this option will display a graph broken down based on aging bucket and claims

balance for both insurance and patient aging, based on the claims last submission date.

The KPI graph will allow you to set default days to look for data via the User Settings screen. There are two days fields in the User Settings screen; one for the KPI shown on the billing dashboard, and one for the KPI window (expanded view).

Documents

OfficeEMR Billing Dashboard Guide