Creating batch claims

Batch claims allow you to include up to six appointments for a single client on one claim and are highly recommended to save you time and money.

To create a batch claim:

1. Navigate to Insurance > Unbilled appointments
2. You’ll see a list of all billable insurance appointments that haven't been included on a CMS1500 (HCFA) form within the selected date range
   • The date range in the Unbilled appointments list defaults to the last 30 days, so try expanding the date range if the appointment you're looking for isn't listed

3. Click the arrow to view all appointments for a client within the selected date range

4. Expanding a client’s appointments will reveal appointment dates, CPT codes, modifiers, Place of Service codes, and billed amounts
5. You can filter your search using the insurance payer, clinician, or note status filters to further specify which appointment(s) you’re looking for
   • The note status filter searches for appointments with Locked notes, No notes, Unlocked notes, or notes requiring Supervision
     • Filtering by Supervision shows appointments with a note that’s signed by a clinician under supervision, but not yet signed by their supervisor
     • Once a note is signed by a supervisor, it will fall under the Locked notes filter

6. If there are multiple appointments for a client, use the check boxes to select which ones to include on the batch claim
   • Unchecking a box means that the appointment won’t be included on the batch claim

7. Click Create > Create claims to create a batch of claims for all the clients selected on this page

Important: Clicking Create claims will create, but won’t automatically submit claims.

8. Click Create > Create and submit claims to submit the claims directly from the Unbilled appointments list

9. Click Create and submit claims

When a claim is created but not submitted, the appointment(s) are removed from the Unbilled appointments list. All unsubmitted claims can be found under the Claims tab and will be in the Prepared status. You can review, edit, and file these batch claims just as you would any other claim. 

Note: If one client has more than six unbilled appointments (the maximum amount allowed on a CMS 1500 claim form), multiple CMS claim forms will be generated to accommodate all of the billable appointments. If a client has unbilled appointments from different calendar years, multiple CMS claim forms will be generated for each year since insurance payers will only process claims with dates of service from the same year.

If a claim isn’t generated for an individual client when you click Create claims, it means that they’re missing required information in their file. You’ll see what information is missing by hovering over the yellow information symbol next to a client’s name.

Clicking Add Missing Info will take you to the client's Client Info tab so you can enter the required information.

Note: To learn about the minimum field requirements to create a claim, see Entering the minimum information required for claims.