[ Help Main ] > [Main Nav Bar] > [Charges] > Encountner Superbill Basket

Overall function, use & design

This page keeps a record of all superbills that are created by your group. The goal is to keep a clean accounting of all patient's encounters or planned encounters. We recommend that your superbill basket is reviewed and cleaned at least once day. A clean superbill has no issues and has CPT & ICD-9 code(s). The "status" of a clean superbill will be notes w/ CPT/ID

Once an appointment is made on the calendar, an office visit is started or a procedure is performed and documented in the EMR, a superbill is created & will appear on this page. This basket tracks all the superbills that are created up until the approval of the superbill as an official charge(s). Once a superbill is approved as a charge(s) it is removed from this page and forwarded to the prebilling function.

From this page you can:

  • Send a superbill(s) back to the doctor for review or completion.
  • Append a comment to an individual or group of superbills
  • Deactivate or Reactivate an individual or group of superbills
  • Approve selected superbills (converting them to official charges)
  • Approve all superbills without issues.
  • Return to the patient note for review or amendment (with appropriate permission)
  • Add CPT/HCPCS or ICD-9 codes to a superbill
  • Edit patient demographics
  • View account summary

Page view options:

  • Date range of superbills
  • Specific provider

How to use:

To Send a superbill(s) back to the doctor for review or completion

  1. Click on the check box to the left of the superbill line item(s) that you want to return to the doctor. (You may click as many lines as you would like to return to the doctor at once).
  2. Click on the Send Back to Doctor button at the top left hand side of the page. All the checked items are copied to the doctor's personal Superbills Returned to Dr .for Review bucket. The status is changed to returned to dr. for review.

To append a Comment to an individual or group of superbills

  1. Click on the check box to the left of the superbill line item(s) that you want to append a comment to. (You may click as many lines as you would like to append the same comment to).
  2. Click on the Comment button at the top of the page.
  3. A comment box appears in which to create your comment.
  4. Create your comment & click on OK. Comments will be added to all clicked line item superbills.

To Deactivate or Reactivate an individual or group of superbills.

When a superbill(s) is not going to be used to generate a charge you may remove it from your viewable superbill basket. This would be used for no-show appointments, cancellations, double generated superbills or any other reason.
  1. Click on the check box to the left of the superbill line item(s) that you want to deactivate
  2. Click on the Deactivate button at the top of the page. The item's status that was checked is changed to Deactivated and is hidden from the superbill basket.
  3. To view Deactivated items: Click the check box in the Deactivated button at the top of the page, the page will automatically refresh with all deactivated items appearing.
  4. To Reactivate an item, click the check box on the Deactivate button to view deactivated items.
  5. Check the items that are to be Reactivated and click the Reactivate button. The status of these items will be converted to Returned to Staff and can then be used for any billing purposes.

    Note: The Reactivate button only appears when the Deactivate button is checked.

Approve selected superbills(converting them to official charges).

  1. To approve a superbill, click on the check box to the left of the service provider's name.
  2. Then click on "Approve Superbill(s)". The superbill will then be sent to the prebilling function and removed from the superbill basket.

Approve all superbills without issuesTo bulk convert all clean superbills in the group superbill basket into official charges.)

  1. Click on Approve all w/o issues button and all clean superbills will be automatically converted into official charges, removed from the superbill basket and transferred to the prebilling function. Note: A clean superbill has a status of "notes w/ CPT/ICD" and "No issues"

Return to the patient note for review or amendment (with appropriate permission)

  1. To review the note(s) associated with a particular superbill click on the service date for that superbill. This will bring you to the encounter form screen. At the top of the encounter form screen is that patient's nav bar (light blue). Click on Visit.
  2. From the drop down box select previous visits. This will render a list of all the patient’s previous visits. Click on the visit that you need to review.
Note: The patient notes may only be accessed by those staff and faculty that have been given "Permission" to view notes.

Add CPT/HCPCS or ICD-9 codes to a superbill (To superbills without codes or to add additional codes to a superbill that already has codes.)

  1. Click on the service date for the superbill that you want to add codes to. (Make sure that you are choosing the correct doctor, found in the first column to the left.)
  2. This brings you to the encounter form screen. Choose a customized encounter form from Favorite Encounter Forms drop down box. (To customize encounter forms see forms, customize.)
  3. Select the appropriate codes that you desire from the customized form.
  4. To add a code to an encounter form that is not on the customized form (for an individual superbill, not amending the superbill template): Click on the Add CPT or Add ICD9 button, this brings you to the code Search. Enter the code #, word or phrase reference in the Search box. Click the Search button and the system will return all matching or related items that are in the database. Highlight the desired code(s) and click on the down arrow inbetween the two boxes in the middle of the page. This moves the highlighted codes to the SELECTED box. To add these to this individual superbill click the close & add ICD9 or CPT button. The code(s) is then added to the superbill encounter form and automatically checked off.
  5. Then click on the "Code Matrix" button at the upper right hand part of the page. This brings you to the page of the superbill where you can choose the order of your ICD9s per CPT and is automatically run through the system's LMRP. If your coding looks correct, then click on "Save". These codes are appended to that superbill. Note: From here you may: 1) Return to the superbill basket by clicking on this button at the bottom of the screen. 2) Save this superbill as an official charge and be taken to the charge entry screen to complete the charge entry process by clicking on this button, or. 3) Go to patient menu, by clicking on this button.

To edit patient demographics

  1. Click on the patient's name in the Patient column. This brings you directly to that patient's demographic data screen. You may edit or view and click on Save & return to superbill basket button at the bottom of the screen to return you to the superbill basket.

To view account summary (You may view a summation of various account items via a DHTML pop up.)

  1. Click on the patient's MRN (Medical Record Number) under the MRN column. This brings you directly to the patient's account summary screen.

How to view:

To view Date range of superbills

  1. Click the Limit to from check box at the upper left hand part of the page.
  2. Enter the date range desired and click on Update.

A Specific provider's superbills

  1. Click the drop down box Limit to service provider at the upper right hand part of the page and choose your desired provider. This filters the list of superbills to that provider only.

How to sort:

Sort page by column headings

  1. You can sort the superbill basket page view by any of the nine column headings at the top of the page. Click on any of the heading names ie: Service Provider, Patient, Facility and the page will sort by that column. Click on that column heading a second time to see the list in reverse order.
Field Items Description
Origin A superbill is generated once an appointment is created, an office visit is started, or a procedure is performed. This column indicates where the superbill originated from.
Status Shows the status of a superbill. The Status indicates the progress or condition of a superbill. Possible status' are: checked-in, no show, cancelled, appointment (meaning an appointment was created and nothing has happened since), operator error, codes w/o notes (meaning that CPT &/or ICD9 codes have been chosen but there is no supporting documentation in the EMR), notes w/o codes (there is some clinical documentation in the EMR but there are no CPT or ICD9 codes associated with this superbill), Returned to Dr (this superbill is copied to the dr.'s returned to dr list for review and editing), Returned to staff (either back from the doctor or reactivation), Deactivated, or notes w CPT/ICD9 codes.
Issues This column indicates many issues with the superbill that may prevent it from being properly billed out. This Issues column primarily indicates problems with the patient's demographic data. If there are issues with a superbill, you can click on the issue and you are brought directly to the paitent demographic screen where you can view and edit any data. Once you've made the appropriate amendments, click on "Save & Return to Superbill Basket", and you will be taken back to the Group Superbill Basket.

 

FAQ's

Q: From the "Encounter Superbill Basket" I went to code a visit that had no CPT or ICD9's associated with it. At that point I coded the visit, clicked on "Save as Charges and Edit" and was taken to the "Charge Entry" page. I completed the necessary information then clicked on "Save and Return to Refreshed Data." At this point, I was taken to Prebilling instead of to the Superbill Basket. Why did this happen?
A:After you save information in the charge entry screen, that superbill becomes an actual charge, and it is saved in Prebilling. At that point, the program takes you to the Prebilling report since that charge no longer belongs in the Encounter Superbill Basket.

Q:How do I add codes that are not on my standardized encounter form superbill for an individual encounter?
A:To add a code to an encounter form that is not on the customized form (for an individual superbill, not amending the superbill template): Click on the Add CPT or Add ICD9 button, this brings you to the code Search. Enter the code #, word or phrase reference in the Search box. Click the Search button and the system will return all matching or related items that are in the database. Highlight the desired code(s) and click on the down arrow inbetween the two boxes in the middle of the page. This moves the highlighted codes to the SELECTED box. To add these to this individual superbill click the close & add ICD9 or CPT button. The code(s) is then added to the superbill encounter form and automatically checked off.

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