Billing Quick Actions

Rebill Request

The Rebill Request Quick Action is used to request a replacement bill for a visit that will be created during the next bill run. Rebill requests cannot be processed while Billing is running.

Rebill requests can be created by date range or billing period (if enabled) and output to paper or electronic billing options. Keep in mind that rebill requests skip the first two steps of the billing process (Billing Exception and Billing Selection). Therefore, visits that have not gone through the normal billing process may be billed without having satisfied all billing exception and/or selection requirements.

To request a rebill, follow these steps:

1. Click the Rebill Request button. The Rebill Request Quick Action displays with the selected visit populating the Visit No field.

2. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
3. Insurance – Click the dropdown and select an insurance to apply to the rebill.
4. Frequency – The dropdown defaults to Rebill. When active (determined by a Global Registry key), the menu also includes Final Bill, First Interim, Continuous Interim, Final Interim, Late Charge, and Void options. Rebill should be used as a replacement for a prior claim that was accepted by the same payer.
5. From – Enter the beginning date for the rebill request. If the beginning date is the same as the admit date, all charges prior to the admit date are included on the bill.
6. To – Enter the ending date for the rebill request. If the ending date is the same as the discharge date, all charges after the discharge date are included on the bill.
7. Check to select an output option:

• Print-Only – Used in conjunction with UB92 and 1500 options to create a separate .txt file that is not sent with the electronic submissions (837 file).
• UB92 Bill – Creates a UB04 bill that corresponds with the rebill request.
• 1500 Bill – Creates a 1500 bill that corresponds with the rebill request.

8. Click Save. The Quick Action closes and the billing event is queued for rebilling.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Frequency Override

The Override dropdown can be enabled in Rebill Request and allow an override code to be selected for a rebill by enabling the Global Registry key REBILREQ_FREQUENCY_OVERRIDE. This allows the rebill to be coded as final, first interim, etc., when sent to the insurance company for processing. Otherwise, the bill is sent to the insurance company coded as a rebill.

When enabled, the Frequency Override drop-down menu defaults to Rebill (which has a code number of 7). The menu also includes Final Bill (1), First Interim (2), Continuous Interim (3), Final Interim (4), and Late Charge (5). Rebill should be used as a replacement for a prior claim that was accepted by the same payer. Some payers may not accept a Late Charge rebill.

The selected override code number displays as the third digit of a three-digit code in the fourth field (Type of Bill) of the bill. The first digit of the Type of Bill code is 1 (or the location code), the second is either 1 (inpatient) or 3 (outpatient), and the third is the bill code, rebill code, or override code. For an inpatient visit with a Frequency Override of Final Bill (1), the type of bill is 111.

Note: For the frequency override to print on the UB04, the FL4 option in the UB92_OPTIONS table must be set to 9.

If the key is disabled, the Frequency menu is disabled and defaults to Rebill.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
REBILREQ_FREQUENCY_OVERRIDE	Determines whether the Override dropdown is enabled in Rebill Request and allows an override code to be selected for the rebill.
	Value 1 Description 0 Frequency Override dropdown is disabled. 1 Frequency Override dropdown is enabled.

Bill Annul

The Bill Annul Quick Action is used to remove billing events for a visit, meaning the record of a bill run for a visit is removed and current and late charges are reversed to a prior episode to allow for proper billing, or cancel claims management insurance claims. This is especially important if the original final bill has not been released and late charges have occurred. The visit bill run can be annulled, and the Billing process will pick up the late charges during the next run.

The Quick Action is most commonly used when there is a correction to the primary insurance and the visit has already been final billed to an incorrect plan. The bill must be annulled before a new primary insurance plan is added or an existing insurance plan is re-ranked as primary. The annulment and insurance change must be completed on the same day.

To annul a bill, follow these steps:

1. Select the billing event in the list.
2. Click Bill Annul. The Billing Annulment window displays and lists the visit number, bill type, and billing period for the selected billing event.

3. Click Save.

Attach Image

The Attach Image Quick Action is used to associate a variety of files, including images and documents that are already scanned, with a patient, visit, or billing event. A copy of the file is saved to the selected form type’s directory and attached to the visit, while the original file remains in its directory.

To attach a file, follow these steps:

1. File Name – Click the Browse button to navigate to the file to be attached. A File Open window displays.
2. Click on the file, and then click Open. The file’s name populates the File Name field.
3. Form Type – Click the drop-down menu and select the type of file to be attached. The drop-down menu is populated based on the user’s security access and displays in the Description column in the Patient Images tab. The file will be copied to the directory associated with the selected form type.
4. Description – Enter a description of the image (for example, driver’s license or insurance verification letter). This information also displays in the Description column in the Patient Images tab.
5. Select the level for saving the image:
   • Patient – Links the image to the patient’s URN.
   • Visit – Links the image to the visit number.
   • Billing Event – Links the image to a specific visit billing event. This option will be available from a workstation that allows the user to select a billing event (Billing, for example).

6. Date/By – These fields automatically populate with the current date and the user attaching the image and display in in the Patient Images tab.

7. Click Save. The file is uploaded and attached, and it will display in the Patient Images list.

Specify File Types that Cannot be Attached

Specific file types can be prohibited from being attached using the Global Registry Value key IMAGE_DISALLOWED_EXTENSION. File extensions (.exe, .cmd, .bat, etc.) can be entered in Global Registry Values Maintenance. If a user tries to attach a disallowed file type, a warning message displays. This can prevent executable or command files from being uploaded to RCM Cloud^®.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Values Key	Description
IMAGE_DISALLOWED_EXTENSION	Determines the file types than cannot be attached to a visit in Imaging based on the file extension. The Data Type field is not used.
	Value Data Type Length Seq. Description Extension type null 0 1 Enter a file type extension name (.exe, .cmd, .bat, etc.).

Reassign Charges

The Reassign Charges Quick Action is used to transfer charges from one visit to another. This can be used to correct charges that were erroneously posted to a visit. Individual or multiple charges can be transferred.

Neither visit selected can be final billed, and the From Visit must have unbilled charges. The transferred charge is credited to the From visit and debited from the To visit.

To reassign charges, follow these steps:

1. Click the Reassign Charges button. The Reassign Charges Quick Action displays. The selected visit automatically displays in the From Visit field.

2. To Visit – Enter the visit number in the first field or enter all or part of the last or first name in the second field. An autocomplete list with all names matching the entered letters displays (after two letters are entered). Click on a name to select it. The visit number and name fields are automatically populated with the selected visit information.

Note: Click Swap to flip the From Visit and To Visit.

3. Click the Charges button. All charges associated with the From Visit display.

4. Click the checkbox or checkboxes to select individual charges, or click the checkbox at the top of the list (next to the Charge Date) to select all of the charges listed.

5. Click Save. The charges are posted to the To Visit and credited from the From Visit.

Display Detail in Charges/Credits List

The Reassign Charges list can display only the From visit’s charges or all charges and credits by using the Global Registry key REASSIGN_CHGS_LBOX_DISPLAY.

• The SUMMARY view displays only the From visit’s charges (eliminating charges that net to zero and credits) and allows only charges to be reassigned.

• The DETAIL view displays all of the From visit’s charges and credits and allows charges and credits to be reassigned. Do not use if you plan to do price or total amount overrides in the Charges tab.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
REASSIGN_CHGS_LBOX_DISPLAY	Determines whether the Charges/Credits list in Reassign Charges displays only the From visit’s charges or all charges and credits.
	Value 1 Description SUMMARY Displays From visit’s charges only. DETAIL Displays From visit’s charges and credits. If selected, ensure that user is not granted security right TOTAMT_OVR. This could cause issues with reassigning charges.