The HCAI Dashboard helps you monitor treatment plans and manage invoices submitted to HCAI. You can review billing statuses, find plans that are ready for billing, and access invoice batches.
This article explains the dashboard's features, available filters, invoice statuses, and how to use the dashboard to manage HCAI billing.
How It Works
The HCAI Dashboard displays treatment plans and invoices, along with their current billing statuses. Use its search options, filters, and links to find specific records, review billing activity, and identify plans that may be ready for invoicing.
Access the Dashboard
To access the HCAI Dashboard, enable it in your administrator profile:
- Go to Settings
- Under Staff, select Administrators
- Open the relevant administrator's profile
- Select the Preferences tab
- Under HCAI Notifications, set Dashboard Tab to Yes
- Click Save & Exit
The HCAI Dashboard will appear as an additional tab on your schedule.
Dashboard Features
The dashboard includes the following features to help you manage treatment plans and invoices.
Dashboard Summary
The summary tiles at the top of the HCAI Dashboard provide a quick overview of active treatment plans and their current billing statuses. They display the number of active plans, patients with plans, and plans that are Ready to Submit, Submitted, Awaiting EHB, or Pending.
Active Plans
Displays a live count of active treatment plans and their invoice statuses. Active plans include any OCF-18 and OCF-23 treatment plans that have not been marked Denied, Exhausted, or Deleted.
Patients with Plans
Shows the number of patients with active treatment plans.
Ready to Submit
Shows the number of treatment plans in the Ready to Submit Billing Stage.
Submitted
Shows the number of treatment plans that are in the Submitted Billing Stage.
Awaiting EHB
Show the number of treatment plans that are in the Awaiting EHB Billing Stage.
Pending
Shows the number or treatment plans that are in the Pending Billing Stage.
Search
Search for a patient by name or by their HCAI document number.
Filters
Clinic
Filter the dashboard by clinic to view the relevant treatment plans and invoices.
View
Choose which records to display:
- Treatment Plans & Invoices: Displays treatment plans and their billing information.
- Treatment Plans Only: Displays treatment plans, including OCF-18 and OCF-23 forms.
- Invoices Only: Displays invoices, including OCF-21 billing forms. This view is useful for reviewing invoice details.
OCF
Filter records by form type:
- All: Displays all available form types
- OCF-18/OCF-21B: Displays the related treatment plan and billing form types
- OCF-23/OCF-21C: Displays the related treatment plan and billing form types
- Form 1/ACSI: Displays Form 1 and ACSI records, where applicable
Form 1 support must be enabled in Modules by a Juvonno team member. These forms may be submitted through the system, but they are not billed in the same way as standard HCAI treatment plan invoices.
Last Invoiced
Filter plans based on when they were last invoiced:
- All: Displays plans regardless of their last invoiced date
- Under 30 Days: Displays plans last invoiced within the past 30 days
- Over 30 Days: Displays plans last invoiced more than 30 days ago
Stage
Filter treatment plans by their current billing status. Available options include All, Ready to Submit, Awaiting EHB, Submitted, and Pending.
Results
Patient
Shows the patient's name
Treatment Plan
Select a treatment plan to open its details.
Details
Displays HCAI activity recorded for the treatment plan, including document status, document number, submission date and time, and amount. For example, it may show when an OCF-18 was submitted and when it was approved.
Last Invoiced
Displays the date and time of the last invoice submission for the treatment plan.
Billing Stage
Displays the treatment plan's current billing status.
Invoice HCAI
Provides a quick link to start the HCAI invoicing process. Selecting this link automatically creates a batch based on the selected treatment plan and opens the Submission Preview window. You can review and edit the batch before submitting it.
The link may be unavailable or greyed out when the plan is not eligible for invoicing through this shortcut, including when it has already been billed within the last 30 days.
Key Behaviors
The dashboard uses the following statuses to show where a treatment plan is in the billing process.
- Ready to Submit: The treatment plan has invoices that have not yet been batched or submitted to HCAI. These invoices are ready for submission.
- Awaiting EHB: The treatment plan has more than one insurance policy attached and is waiting for an Extended Health Benefit (EHB) payment. This status serves as a reminder that additional health benefits are attached to the plan. Once the EHB payment is applied, the status changes to Ready to Submit. If you need to proceed without applying the EHB payment first, select Invoice HCAI and enter the payment amount in the Submission Preview window. If the plan's EHB coverage is exhausted, open the treatment plan's Insurance tab and deselect the EHB insurance.
- Submitted: An HCAI submission has been made for the treatment plan. This status remains for 30 days after submission. You can still select Invoice HCAI during this period if you need to continue with billing.
- Pending: No invoices have been created for the treatment plan, so there is nothing to submit to HCAI. The Invoice HCAI link will not be available.
Treatment Plan and Invoice Activity
The dashboard helps you distinguish between treatment plans and their associated invoices. A treatment plan may exist before any invoices have been created, which is why a plan can show a Pending status.
Once invoices are created, the plan's billing status reflects whether the invoices are ready to submit, awaiting an EHB payment, or have already been submitted.
Treatment plans that have been fully billed may eventually be marked Exhausted. Exhausted plans are excluded from the active treatment plan count.
What Happens Next
After an invoice batch is submitted to HCAI, the treatment plan's status changes to Submitted. You can use the dashboard to monitor the submission, review the associated batch, and check when the plan may be ready for further billing.
If a submission fails, you can delete the batch from Accounting > Print Batches, make the necessary corrections based on the error message, and retry the submission from the HCAI Dashboard.
An Invoice HCAI link auto-batches and sends the user to the Submission Preview.
Batching will filter based on the treatment plan selected, and is editable if necessary.
a) 'Ready to Submit' status is based on there being invoices attached to the plan that have not been batched/submitted to HCAI yet.
b) 'Awaiting EHB' status will display for treatment plans that have more than one insurance attached. Once a EHB (Extended Health Benefit) payment is applied, the status will update to 'Ready to Submit'. Override this status by select 'Invoice HCAI' and entering the payment amount in the HCAI Submission Preview window. For plans that have their EHB already exhausted, enter the treatment plan's insurance tab and deselect the EHB insurance.
c) 'Submitted' status is assigned after a HCAI submission is made and will remain for 30 days after submission. If necessary, you can still select 'Invoice HCAI' to proceed through to bill within that period.
d) 'Pending' status is set for those plans that do not have any invoices created yet, therefore they have nothing to submit to HCAI and the 'Invoice HCAI' link will not be available.
Filter treatment plans by Last Invoiced Date being over or under 30 days of the plan's last submission.
Use this to view which patient's plans are ready to be invoiced again.
|
Note: |
Plans are automatically deemed approved after 10 business day.
If you would like to learn about HCAI-related reporting visit HCAI : Reports