Invoicing Screen (article)

Summary:

The following describes all available buttons and columns for the invoicing screen.

Top Buttons:

View Note - note associated with that invoice

View Client - chart for the selected client.

View User – user for this invoice

Invoices by Client - list of invoices by client.

Take Pmt. on Account – takes a general payment on the account, not attaching it to any DOS in particular. Also check THIS article for taking payments. These instructions apply to all buttons in PIMSY named Take Payment.

EDE - prepare EDE for all filtered invoices? Don’t have much on billing yet. It scares me but I know with you by my side, the billing articles can be done. I have making payments articles, but not billing.

Auto – options (checkboxes) in the Auto window allow you to make bulk updates to claims. Be careful in this area to be sure you want to effect ALL invoices you have selected.

Font Size - change the font size for this screen.

Enable Locked Rows - lock a row from changes by other users so they are unable to alter the payment info on the claim once it has been processed and paid to the provider.

Reset Layout - change the layout back to default.

Batch Posting – allows for manually entering information from an 835 EDE file. See THIS article for information on manually entering 835 data.

The check-box buttons are for filtering results. Check the desired filter(s) and click Refresh.

Top Columns:

If you do not see some of the column headers you need, use the Column Chooser to add the desired column. Right-click on a column header and select Column Chooser. Select the column you need and drag it into the header.

Top Section Headers

Performed By	who saw the client
Client #	client number from PIMSY
First Name	client
Last Name	client
Note #	PIMSY note number
Units To Bill	how many units to bill for this session
Billing Code	code used to bill for this session
Billing Code Desc.	description of the CPT codes (billing codes)
Include On Statement	check box to show or not on client statement
Insurance Co.	insurance company to bill this claim to
Insurance #	client's insurance number
Ins. Group Number	on the client’s chart
Invoice #	PIMSY generated invoice #
Service Date	date client was seen
Invoiced	was it invoiced or not
Invoiced Date	date claim was invoiced
Exclude From EDE	for claims you do not want to send to insurance
Allowed Amt. To Invoice	allowed amount the set up in your PIMSY system
Amount Invoiced	how much was billed
Payment Received	was the payment received or not
Amount Received	how much was received
Write Off	the amount of write off
EOB Date	the date of the check
Status	this is a pick list that you can assign the claim row to: to be worked, re-submit, reconciled etc.
Remarks Private	you can add a remark to yourself on the claim
Alt. Client #	some PIMSY clients use their own numbers for their clients instead of the default client numbers in PIMSY. The number is assigned in Client Details.
Payer # UB	from the clearinghouse
Workers Comp. #	from the insurance company
Invoiced By	who invoiced this claim
Discharge Date	for in-house treatment centers
Admit Date	admit date to in house treatment centers
Service Location	where the service took place
Expected Co. Ins. Amount	the amount you are expecting to need for their co-insurance amount
Payer Control #	comes back in from insurance once claim was paid
Inpatient	if this was and in patient service
Supervisor	of the user that saw the client
Referring Provider	who referred the client to you which Dr.
Rev. / Add-On Code Total	amount you billed for the add on code
Expected Amount	the amount you expect to get from insurance
Responsible Party	who should get the bill/statement
Payment Received By	who received the payment
Collateral	if note was a collateral or not
User Modifier	of the user
Location Modifier	of the user
Collateral Modifier	of the user
In Clinic	if session was in clinic
Denial Date	the date claim was denied
Co-pay	How much is the co-pay
Remarks Public	remarks that biller can put on the SAL for user to see
Billable	that the session is billable
Auth #	Authorization #
NPI #	Users NPI #
Released	Note is released
Denial Code	comes in from the RA
SAL Remarks	remarks from the calendar
QP	a user on the client
Difference	between amount billed minus amount paid and written off
Amount applied to deductible	the amount the EOB says needs to go to client deductible
Units Used	how many units the session used on the note and how many to decrement from the client Auths
Received Date	date the invoice was paid
Duration	how long the session was
Face to Face	if meeting was face to face or not
Loc. Code	the billable location code
User Default Loc.	what location this user works out of
Released for Review	this is used when the user needs for someone else to release their notes
Diagnosis Code	client primary diagnosis
DOB	Client
SSN	Client
Pri. Ins. Co.	insurance that was on the client at the start of the note
Pri. Ins. #	insurance number that was on the client at the start of the note
Sec. Ins. Co.	insurance that was on the client at the start of the note
Sec. Ins. #	insurance that was on the client at the start of the note
Addendums	how many addendums have been added to the note
Division	for this claim
Rendering Taxonomy #	of the user that saw the client
Locked	do this once the claim has been paid in full so it can't be changed by other users
Payer #	insurance company from the clearinghouse
Primary	primary insurance claim submitted
Resubmission	submitting a corrected claim
Check / Ref #	holds the check or reference number relating to how you were paid. This column shows by default on the bottom grid and can be added to the top grid via the column chooser.
Void	when this box is checked the claims on the EDE file will be flagged as Voided Claims

Bottom Buttons

If you don't see all columns you need, please use the Column Chooser.

Claim Adjustments and Remarks -allows for changes to the selected claim. Billing code changes are recorded as an Addendum to the associated Note.

EDE History -recorded history of EDE's processed for the selected claim. yes

Take New Pmt. for Session -see Take A Payment article.

Statement -view the statement for selected invoice. Statement article.

Reset Layout - change the layout back to default.

Bottom Columns

Denial Code	from the insurance 835
Edit	edits are only available on client invoices.  This button takes you to the client’s Take Payment screen. Insurance lines don’t have the edit button.
Copy	make a copy of the selected invoice
Note #	for selected invoice
Insurance Company	For selected invoice
Claim #	insurance claim number
Invoice #	selected invoice number
Insurance #	selected invoice insurance number
Billing Code	codes associated with the selected invoice
Invoiced	was it invoiced or not
Invoiced Date	self populated
Allowed Amt. To Invoice	insurance allowed amounts
Amount Invoiced	self populated
Payment Received	check when payment is received
EOB Date	when the EOB was created
Amount Received	how much payment was received
Write Off	amounts that are written off if applies
Adjustment	Can be used as insurance write-offs or to categorize them as patient balances
Status	dropdown box with options created in the Picklist area
Remarks Public	remarks that are available to all users
Payment Method	how the payment was given, check, cash, etc. can't type and there isn't a drop-down
Remarks Private	remarks available only to the user creating the remarks
Billable	whether or not this code is set up as billable
Amount To Pay Therapist	amount owed to the user
Amount Paid Therapist	amount paid to the user
Date Paid Therapist	date user was paid
Denial Date	date of denial from insurance 835

Single Session Totals - auto populated totals for the selected invoice.

Related Articles:

• Client Management
• Insurance Company Payers, Charge Types
• Posting 835 Payments Manually
• Importing 835 Files Electronically
• Take a Payment
• Common How-To (Column Chooser & Filtering)
• Enter Insurance Payments Manually
• Authorizations
• Statements
• Billing Codes
• Billing Code Groups
• Notes
• Progress Notes
• Assessment Notes
• Group Notes

If you cannot find what you need in this article, please contact Support (email) or call 877.334.8512 ext. 3.