How to Create & Submit Batched Invoices to HCAI

Follow this guide on how to batch bill treatment plan appointments to HCAI.

 

Quick Links:

1)	MIG Batch Billing (OCF21C)
2)	MIG Batch Billing with Benefits (OCF21C with EHB)
3)	MVA Batch Billing (OCF21B)
4)	MVA Batch Billing with Benefits (OCF21B with EHB)

 

MIG Batch Billing (OCF21C)

1) Navigate to Accounting.
Under the Print Batching heading, select Create Batch Invoices.

2) Enter in a Batch Name.
Ideally, enter the Patient Name and the containing services being billed.
(i.e Hanz Zimmer MIG Block 1)

3) Select an End Date.
This will be the last appointment date included in this batch.

4) Leave Include Paid Invoices unchecked.

5) If batch billing any part of the MIG besides Blocks (Assessment, Goods, OCF24),
leave the Include $0.00 Transactions unchecked, as this represents tracking dates.

If batch billing Blocks (individually or grouped with other MIG charges)
place a checkmark on the Include $0.00 Transactions.

 

6) Type-to-search and select the Patient by name.

 

7) In the Third Parties section, select +Group and choose MVA.

 

8) If in a multi-clinic setup, select xClear All to clear the list of clinics, then +Clinic and select the clinic the patient has attended. Notice the Clinics Address will match the clinic selected.

 

9) Select Create Batch.

A window will display with the text: 'Click here to choose printing options'.
Either select Click here to view the created batches list,
or close and select Print Batch Invoices from the Accounting page.

 

10) Select the menu  left of the batch you have created.
Choose the option Submit Batch Electronically.

 

11) The HCAI submission window will display, with a list of one or more items from the batch.
Select Submit All Outstanding.

If successful, a  checkmark will appear to the right of the batch.

Note: If you hover the cursor over the checkmark, it will display the HCAI document number. When Submitting, a window may appear stating there were errors during the submission, but as long as there is a checkmark, the batch was indeed sent successfully. Otherwise, an X would appear.

 

 

MIG Batch Billing with Benefits (OCF21C with EHB)

 

1) Navigate to Accounting.
Under the Print Batching heading, select Create Batch Invoices.

 

 

2) Enter in a Batch Name.
Ideally, enter the Patient Name and the containing services being billed.
(i.e Jack Bauer - MIG Ax and Goods)

3) Select an End Date.
This will be the last appointment date included in this batch.

4) Check the box next to Include Paid Invoices.
This will include invoices paid (partially or in full) by the EHB.

 

5) If batch billing any part of the MIG besides Blocks (Assessment, Goods, OCF24),
leave the Include $0.00 Transactions unchecked, as this represents tracking dates.

If batch billing Blocks (individually or along with other parts of the MIG) check on the Include $0.00 Transactions.

 

6) Type-to-search and select the Patient by name.

 

7) In the Third Parties section, select +Group and choose MVA.
Select +Group again, and choose EHB.
(or the group you have set for Extended Health Benefit Insurances)

 

8) If in a multi-clinic setup, select xClear All to clear the list of clinics, then +Clinic and select the clinic the patient has attended. Notice the Clinics Address will match the clinic selected.

 

A window will display with the text: 'Click here to choose printing options'.
Either select Click here to view the created batches list,
or close and select Print Batch Invoices from the Accounting page.

 

10) Select the menu  left of the batch you have created.
Choose the option Submit Batch Electronically.

11) The HCAI submission window will display, with a list of one or more items from the batch.
Select Submit All Outstanding. If successful, a checkmark will appear to the right of the batch.

If successful, a  checkmark will appear to the right of the batch.

Note: If you hover the cursor over the checkmark, it will display the HCAI document number. When Submitting, a window may appear stating there were errors during the submission, but as long as there is a checkmark, the batch was indeed sent successfully. Otherwise, an X would appear.

 

MVA Batch Billing (OCF21B)

 

1) Navigate to Accounting.
Under the Print Batching heading, select Create Batch Invoices.

2) Enter in a Batch Name.
Ideally, enter the Patient Name and the containing services being billed.
(i.e Jack Bauer - MVA Jan PT and MT Treatments)

3) Select an End Date.
This will be the last appointment date included in this batch.

4) Leave Include Paid Invoices unchecked.

 

5) Leave Include $0.00 Transactions unchecked.

 

6) Type-to-search and select the Patient by name.

 

7) In the Third Parties section, select +Group and choose MVA.

 

8) If in a multi-clinic setup, select xClear All to clear the list of clinics, then +Clinic and select the clinic the patient has attended. Notice the Clinics Address will match the clinic selected.

 

9) Select Create Batch.

A window will display with the text: 'Click here to choose printing options'.
Either select Click here to view the created batches list,
or close and select Print Batch Invoices from the Accounting page.

 

10) Select the menu  left of the batch you have created.
Choose the option Submit Batch Electronically.

11) The HCAI submission window will display, with a list of one or more items from the batch.
Select Submit All Outstanding. If successful, a checkmark will appear to the right of the batch.

If successful, a  checkmark will appear to the right of the batch.

Note: If you hover the cursor over the checkmark, it will display the HCAI document number. When Submitting, a window may appear stating there were errors during the submission, but as long as there is a checkmark, the batch was indeed sent successfully. Otherwise, an X would appear.

 

 

MVA Batch Billing with Benefits (OCF21B with EHB)

 

1) Navigate to Accounting.
Under the Print Batching heading, select Create Batch Invoices.

2) Enter in a Batch Name.
Ideally, enter the Patient Name and the containing services being billed.
(i.e Jack Bauer - MVA Jan PT and MT Treatments)

3) Select an End Date.
This will be the last appointment date included in this batch.

4) Check the box next to Include Paid Invoices.

This will include invoices paid (partially or in full) by the EHB.

 

5) Leave Include $0.00 Transactions unchecked.

 

6) Type-to-search and select the Patient by name.

 

7) In the Third Parties section, select +Group and choose MVA.
Select +Group again, and choose EHB
(or the group you have set for Extended Health Benefit Insurances)

 

8) If in a multi-clinic setup, select xClear All to clear the list of clinics, then +Clinic and select the clinic the patient has attended. Notice the Clinics Address will match the clinic selected.

 

9) Select Create Batch.

A window will display with the text: 'Click here to choose printing options'.
Either select Click here to view the created batches list,
or close and select Print Batch Invoices from the Accounting page.

10) Select the menu  left of the batch you have created.
Choose the option Submit Batch Electronically.

 

11) The HCAI submission window will display, with a list of one or more items from the batch.
Select Submit All Outstanding. If successful, a checkmark will appear to the right of the batch.

If successful, a  checkmark will appear to the right of the batch.

Note: If you hover the cursor over the checkmark, it will display the HCAI document number. When Submitting, a window may appear stating there were errors during the submission, but as long as there is a checkmark, the batch was indeed sent successfully. Otherwise, an X would appear.

 

You can now batch bill treatment plan invoices electronically to HCAI.

Proceed to the HCAI : Notifications Dashboard for an overview of what details it contains.