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