Send a Visit to Billing

Follow the procedure below to send procedures and diagnoses from PCC EHR to the Partner Checkout (checkout) program.

Watch a Video: Watch Billing in PCC EHR to learn how to fill out the electronic encounter form and send diagnoses and procedures to the Partner billing system.

Enter Diagnoses, Procedures, Labs, and Other Orders

As you chart your visit, enter diagnoses and select labs and other procedures that require billing.

Did You Know?: You can add diagnoses directly to the patient Problem List or Allergies list whenever you chart diagnoses.

Click “Bill”

When you are ready to review what will be sent to Partner for billing, click the Bill button.

One User: To prevent over-writing each other’s work, only one PCC EHR user may open a particular visit’s Bill screen at a time.

Review Selected Diagnoses

Review all the diagnoses that came from the chart. For each diagnosis, you will see an associated billing code (ICD-9 or ICD-10).

Enter Diagnoses on the Chart Note: If you missed a diagnosis, you should close the encounter form and add the diagnosis to the chart note. PCC EHR adds all charted diagnoses to the electronic encounter form. It is possible to enter new diagnoses on the EEF, but those items will not become part of the patient’s medical record.

No Billing Code?: If a diagnosis does not have a mapped billing diagnosis, you can select it on this screen:

Or, you can forward the SNOMED description to Partner for your staff to process.

Review Procedures and Select a Visit Code, Supplies, and Other Items

Review all labs or other procedures that came from the chart note.

Next, select any additional procedures that should be sent to Partner for billing purposes. For example, you should select a visit code.

  • Why Did Certain Procedures Appear?: Your office’s encounter form configuration determines which procedures appear when you order each lab or other procedure, along with what additional optional items will appear because of those orders. You can edit your encounter form settings using the Billing Configuration tool.

  • Are the Labs Complete?: Procedure codes for your orders will appear on the electronic encounter form as soon as they are ordered. Your staff may have not yet completed the labs, immunizations, or medical procedures. Review the chart note, the Visit Tasks queue, or the appointment’s Edit Orders window to check the status of orders.

  • Well Child Code: The encounter form can automatically display the age-appropriate Well exam code, as shown, or you may see a list of well visit CPT codes.

  • Customizable: Your electronic encounter form is customizable. You can add your most common procedures to save time. Learn more by reading Billing Configuration in PCC EHR or contact PCC Support for assistance.

Optional: Add Unusual Items

The encounter form only displays your practice’s preferred procedures. Click in a blank field and enter a name or code to search for less-common procedures.

Click “Next”

Click “Next” to continue to the second step of the Bill window.

Link Diagnoses to Procedures, Adjust Units

On the Linking and Units screen, use the line letters (a, b, c, d…) to indicate which diagnoses should link to each procedure.

You can type the letters in the field or click and drag each diagnosis to related procedures.

After making your selections, you can confirm that the appropriate diagnoses appear underneath each procedure on the right.

You can also adjust units for each procedure using the numeric field next to each procedure.

The 1-Diagnosis Trick: PCC EHR tries to help you link diagnoses, when it can. If a visit only has one diagnosis, it will place the appropriate letter in the field for all procedures. In fact, you can use this behavior even on visits with several diagnoses, to save a few clicks and speed up linking.

Optional: Save and Close the Encounter Form Without Sending to Partner

Click “Save + Exit” to return to the chart note without releasing the procedures and diagnoses to Partner. You can reopen the Bill window when you are ready to release the appointment to billing.

Make Ready for Billing

Click “Make Ready for Billing” to send the electronic encounter form to Partner.

Optional: Add Additional Items, Grab Back the Encounter Form

If you missed a diagnosis or procedure, you can add them to the chart note. PCC EHR will make any new diagnoses or procedures available to the checkout staff, though they will appear as unlinked.

Optionally, you can click “Edit Billing” to pull back the encounter form before the charges are posted in Partner. Then you can clean up your additions and perform linking.

While you are editing the electronic encounter form, Partner checkout users can not select the visit and bring over the procedures and diagnoses for posting. (Users can still post charges manually, however.)

Select Visit and Post Charges

Next, in Partner, the checkout or billing staff selects the visit from the appointment list in the checkout program. For more information about checking out a patient and posting charges and payments, see the Patient Checkout help articles.

Where's the Visit?: If you can’t find an appointment in checkout, it may have been created on-the-fly and missed by your checkin staff. Switch to the checkin program and check the patient in, and it will become visible in checkout.

Visits created in PCC EHR will appear with an “(EHR)” appended to the status, to make them easy to find.

Review Charges Sent

After charges have been posted in checkout, you can no longer make changes to the electronic encounter form in PCC EHR. However, you can click “Billed” at the bottom of the chart note to review what was sent to Partner.

In case of a billing problem, the Saved Billing Details window displays all diagnoses and billable procedures that were sent to Partner and those that were not.

Review in Partner: PCC EHR keeps a record of your electronic encounter form, along with any additional charted items, as shown above. Your office’s checkout and billing staff can also adjust that information in Partner while preparing the claim. If you wish to know what charges were actually posted or sent to the insurance payer, check the patient and account records in Partner. You can use the Correct Mistakes (oops) program or the Account History (tater) report.

Review Posted Items in Daily Check

During the proving out process, your checkout and billing staff can use the dailycheck report to review all posted items and compare them to the billable items found on the electronic encounter form.

Your office can use this report to ensure that the visit’s charges are complete and no procedures or diagnoses were missed.

  • Last modified: March 29, 2016