Print Paper HCFA Claim Forms

Hopefully your practice can submit almost all of your claims electronically. Some claims must still be printed on paper, however.

Read the Submit Claims article to review the basic steps of submitting both electronic and paper claims.

This reference article provides additional details about generating paper claims.

Contents

1 What Claims Require a Paper HCFA 1500 Form?
2 Print a Single Paper Claim
3 Print Batches of HCFA 1500 Claim Forms
4 Reprinting Batches
5 Force a Large Number of Claims to Requeue

What Claims Require a Paper HCFA 1500 Form?

Why would you need to print a paper claim?

Secondary Claims That Require EOB: In some cases, a secondary claim requires a copy of the EOB from the primary payer, and therefore can not be submitted electronically. You will need to print out the claim and staple a copy of the EOB to it.
Unusual Rendering Provider Situations: When a charge is posted to a non-provider, such as the “Office” provider or a nurse, you may encounter a situation where a claim can not be submitted electronically. You should speak with PCC Support for help configuring which providers are valid for electronic submission. Whenever you add a new provider, inform PCC Support so they can properly configure your provider for electronic claim submission.

Print a Single Paper Claim

When you need to print a single paper claim for a single encounter, use the Correct Mistakes (oops) program.

Press F2 – Generate Claim and then select charges to appear on the claim.

You can use this same key to print a single paper claim or queue up an electronic claim, but the Edit Charges functionality of PCC EHR is a better tool for queueing up claims to a batch.

Print Batches of HCFA 1500 Claim Forms

When claims cannot be submitted electronically, your PCC system will queue them to a “paper batch” for printing. Use the HCFA program to print batches of paper claims.

Review the steps below to learn more about each step.

Open the HCFA Program

Select the Print Paper Claims (hcfa) program in the Insurance Billing & Collections section of your Practice Management window.

Review and Select Claim Batches

When you run hcfa, you are first presented with a list of batches.

On this screen, you can review the number of waiting claims, the date the batch was last printed, and the name of each batch. Select any batch and press Enter to begin printing.

Is that the Number of Claims that Will Print?: The number of claims in this list does not represent the exact number of claims that will print. When you select a batch and press Enter, PCC processes the claims and may discover that some of the claims no longer exist, were printed and submitted earlier, reference charges that have been deleted, or reference charges that have been corrected and regenerated (creating an unneeded duplicate tag).

What are the ECS Batch Lines For?: The hcfa program can generate paper claims for any set of claims waiting to be submitted. You can even print out claims that are supposed to be submitted electronically by selecting one of the “Z_ECS” lines listed in hcfa. This is not recommended and should only be done in an emergency (i.e., your internet connection is down and a timely filing limit is approaching). Even then, it is probably preferable to run oops and print the claims you need one at a time.

Review Claims as They Are Prepared

The hcfa program processes all of the tags waiting in the batch you chose. You will see a message listing the claims:

        I am getting ready to process the claims.

        I am now processing the claims.

        Flinstone, Pebbles        07/01/04  $  50.00  B   MEDICAID

        Flinstone, Bam Bam        04/02/04  $  50.00  C   MEDICAID

          Canning, John           03/03/04  $  26.00  C   MEDICAID

        I am done processing the claims, and am ready to print them.

Optionally Print a Test HCFA 1500

Next, hcfa gives you the option to print a sample form to make sure your paper is properly aligned. This is especially important if you print HCFA 1500 forms on a pin-fed printer.

        I can print a test form for you, so that you

        can check the alignment of the paper.

        Do you want a test MEDICAID form printed (yes or no)? Yes

        Do you want another test MEDICAID printed (yes or no):

You can print as many test forms as you need.

Confirm You Are Ready to Print

The hcfa program double-checks that you are ready to print your claims. You can type “No” and then follow the prompts to quit, or type “Yes” to print out your claims.

        I am all ready to print these MEDICAID forms.  Are you?

        If you say yes, I will print them, otherwise I won’t:

Confirm Printing Was Successful

In case there was an error while printing, hcfa asks if the claims printed successfully. You should wait until the claims finish printing and review them before answering “Yes” to this question.

        Here Goes…  I am printing the forms.

        Are you satisfied with the MEDICAID forms printed?  If you are,

        I shall clear out the queue for this type of form.  If you are

        not, I will give you another chance to print them.

        Are you satisfied with the MEDICAID forms?

Print a Log of Which HCFA Forms You Printed: A log of all the HCFAs generated will automatically print out when you quit the HCFA program.

Reprinting Batches

Your PCC system stores a record of the last printing of each HCFA Batch so you can easily reprint it. At the bottom of the list of batches, you will find options to reprint the last run of each batch:

If you need just a log of the last batch printed, but do not need to print the batch itself, simply select the “Reprint…” option for the needed log, and then answer “No” to the subsequent questions (do not print any claims). Upon quitting the hcfa program, the log will reprint.

Force a Large Number of Claims to Requeue

If you need to requeue a large number of claims for some reason, contact PCC Support for help. This is not a common need. For more information, read Requeue Large Numbers of Claims.

Here are some related articles in Billing and Practice Management > Bill Insurance:

Submit Claims
Use the Claims tool to process and submit claims to insurance companies and other payers, work on claims that could not be submitted, and review a log of submissions.
Requeue Large Numbers of Claims and Resubmit
Use Resubmit Claim Forms (maketags) to find and rebatch large groups of claims based on customizable criteria.
Read EDI Responses to Claim Submissions
Your practices receives many different electronic responses to claim submissions and billing. Read this article to learn the different EDI responses, which responses require attention, and how to use PCC's tools to review and respond.
Create Worklists of Unpaid Claims
You can use PCC's tools to work on claims with errors, rejections, and denials. But what if a problem is fixed, but the claim wasn't resubmitted? Or what if an insurance payor simply never responds? Are some insurance payers regularly failing to pay you in a timely fashion? You may need specialized tools to track and work down your practice’s insurance A/R.
Insurance Billing Overview
PCC's insurance billing tools help you process and prepare claims, send them electronically or print them, review rejections and denials, fix problems and resubmit, and work down your insurance accounts receivable. You can maximize the use of your time as you pursue proper insurance reimbursement.
Review Archived EDI Reports
After you submit claims, your practice will receive clearinghouse and payor acknowledgements as well as ERAs and other electronic notifications from PCC, claim clearinghouses, and payors. You can use tools in PCC EHR to review these responses. When you need to do deeper research, you can use the EDI Reports (ecsreports) program.
The Claim Journey Explained
How is a claim created, and what happens in the background to make sure your practice is paid? Read below to learn some of the "under the hood" workings of claims after you post charges into PCC EHR.
Edit the Insurance Plans On Your PCC System
Use the Tables tool in the Configuration menu in PCC EHR to update the list of plans that your practice bills.
Add an Attachment Code to a Claim
If a secondary insurance requires the EOB from the primary, or any claim requires a certificate of medical necessity, discharge summary, or other clinical documentation, you need to send an attachment to the payor. You can edit the encounter and add an attachment code to an encounter, generate a unique attachment ID, and specify the attachment type and method. Attachment information will then be sent with the electronic claim.
Configure Capitation and Capitated Plans
Capitation payments are not like other income. How should you configure PCC EHR in order to track payments you receive as part of your participation with a capitation insurance plan? PCC Support will complete the steps in this article for you, but you may find the instructions helpful if you are a system administrator or practice manager and make updates to your PCC tables.
Edit the Insurance Plans on Your PCC System
Use the Tables tool in PCC EHR to add a new insurance plan and configure the payors you send claims to.
Submit Claims
Prepare and submit claims. Then work on any claims that were stuck and couldn't be submitted.
Configure Claim Holds and Claim Delay
Watch this video to learn how to hold claims for specific providers, locations, or plans and how to configure your practice's claim delay.
Configure Claim Holds and Claim Delay
When your practice needs to prevent certain claims from being submitted, you can create a claim hold. A claim hold prevents claims from going out for specific dates of service, billing providers, places of service, and insurance plans. You can also configure your practice’s claim delay, which prevents any claim from going out until a certain number of days after the date of service.
Account Notes and Encounter Billing Notes
Learn how to enter and review account notes and encounter billing notes in PCC EHR.
Work on Claim Errors and Rejections
After you prepare and submit claims, you must deal with claims that could not be submitted or were rejected.
Claim Processing and Needs Correction Error Reference
What kinds of pre-submission processing does your PCC system do on claims? What errors can it find, and how do you fix them?

What Claims Require a Paper HCFA 1500 Form?

Print a Single Paper Claim

Print Batches of HCFA 1500 Claim Forms

Reprinting Batches

Force a Large Number of Claims to Requeue

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