Overview
The Invoicing screen displays a list of all active invoices in the system and offers robust tools for filtering and making edits. From this screen, you can also prepare EDEs, batch posting, generate statements, edit claims, and take payments.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
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Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Invoice List View
- Invoicing Co Pay - Self Pay
- Electronic Data Exchange (EDE)
- Electronic Data Exchange (EDE) Type
Step-by-Step Instructions
Step 1: Navigating to the Invoicing Screen
From the top navigation menu, go to:
Financial > Invoicing
Step 2: Initial Filtering
Upon opening the invoicing screen, PIMSY will ask if you would like to filter the results. Clicking Yes will bring up the filter so you can filter the results.
The Invoicing screen is divided into two sections: the top displays all returned invoices based on your filtered criteria, while the bottom allows you to view and modify the various invoices associated with the selected line above.
Step 3: Viewing the Top Section of the Invoicing Screen
The top section of the invoicing screen hosts a variety of tools and options such as:
- View Note - View the note associated with the selected invoice
- View Client - View the client chart of the selected client
- View User – View the user that performed the service of the selected invoice
- Invoices by Client - View a list of invoices for a specific client
- Take Pmt. on Account – Take a general payment on the account. To learn more about taking payments, check out our article on How to Take Payments.
- EDE - Prepare EDE for all filtered invoices. Submitting claims through an 837 file in PIMSY streamlines the billing process and ensures a more efficient transmission to insurance payers. To learn more, check out our article on How to Generate an 837 File.
- Auto – Brings up the Autofill options window, where bulk updates to claims can be made. This will affect all invoices that are displayed at that time.
- Font Size - Adjust the font size to be smaller or larger
- Enable Locked Rows - Enables the user to lock a row from changes by other users so they are unable to alter the payment info on the claim once it has been reconciled.
- Reset Layout - Change the layout to default.
Filter Lock section
- Batch Posting – Allows for manually entering information from a paper remittance. To learn more, check out our article on How to Post Payments.
- To further filter the results, check the desired checkboxes and then click Refresh. Checkbox options include: Released Only, Billable Only, Is Not Invoiced Only, Invoiced Only, Unpaid Only, and Exclude Client Payments. Note the checkbox is to the right of the options.
Additionally, you can export the data for further tracking and reporting.
Step 4: Viewing the Bottom Section
The main section of the Invoicing screen displays all invoices that match the selected filter criteria. If no filter is applied, it will list all available invoices.
When an invoice is selected, additional details and edits can be made in the bottom section. Single-session totals appear in the bottom-right corner, next to the selected invoice, and are automatically populated. This amount is driven by the insurance company set up, and the Include on Statement box checked appropriately.
Columns can be added or removed by right-clicking the column header and selecting Column Chooser from the list of options.
Columns include:
- Note #
- Insurance Company
- Claim # - Insurance claim number
- Invoice #
- Insurance #
- Billing Code
- Invoiced - Displays if invoiced or not
- Invoiced Date - Auto-populates
- Allowed Amt. To Invoice - Insurance allowed amounts
- Amount Invoiced - Auto-populates when claim is submitted
- Payment Received - the date the payment received box is checked
- EOB Date - EOB date taken from the remittance/835
- Amount Received - amount received from that payer for that specific code
- Write Off - Amounts that are written off (if applicable)
- Adjustment - Can be used as insurance write-offs or to categorize them as patient balances
- Status - Dropdown box with options created in the Pick List Management
- Remarks Public - Remarks that are visible to all users
- Payment Method - Method of payment, i.e. check, cash, credit card
- Remarks Private - Remarks are visible only to the user that created them
- Billable - Whether or not the associated code is set up as billable
- Amount To Pay Therapist - Amount owed to the provider
- Amount Paid Therapist - Amount paid to the provider
- Date Paid Therapist - Date the provider was paid
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Denial Date - Date of denial from insurance 835
Buttons in the bottom section include Save and Refresh, as well as:
- Claim Adjustments and Remarks - Allows changes to the selected claim. All changes are recorded as an billing note within this window.
- EDE History - Recorded history of EDE's processed for the selected claim.
- Take New Pmt. for Session - Take a general payment on the account.
- Statement - View the statement for the selected invoice
- Reset Layout - Change the layout back to default
- Edit - Edits are only available on client invoices. If blank, edits cannot be made as it is not a transaction where the client made a payment. If "Edit" is visible, clicking it will bring up the Take Payment screen.
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Copy - Makes a copy of the selected invoice