Setup Bill Codes

The Setup Bill Codes screen lets you enter custom billing codes that can be keyed on a claim form to automatically fill in a line of service. If you are using SolAce EMC for claims entry this can greatly enhance your productivity for keying in claims. If you purchased SolAce EMC with accounting features the Bill Code file also lets you setup your own payment and adjustment codes to control your accounting treatment and enhance your reporting abilities.

Searching

The Bill Code search tab works like many other search screens in SolAce.

To search Click on a column to sort by that column, then start typing to search for text in the column you have sorted. The default sort column is the Code column.

To edit an entry Either double-click on it, or select it and click the Edit tab at the top.

To add an entry Click the Add button.

To delete an entry Select an entry and click the Delete button.

To delete multiple entries Select multiple entries by clicking and dragging in the list with your mouse, or hold down the Ctrl key on your keyboard and select each entry to delete. Then, click the Delete button.

To reload Bill Codes from the database Click the Refresh button. This is used when you have other users who may have added or change Bill Codes while you were editing. SolAce caches the list by default to keep performance top-notch, so clicking Refresh tells SolAce to refresh the cache. This button is only accessible when you have not made changes to your Bill Code list.

To save Bill Codes to the database Click the Save button. This button is only accessible when you have made changes that have not yet been saved. You can also just visit some other screen in SolAce, and your Bill Code changes will be automatically saved as SolAce moves you to the other screen.

To exit the Bill Code editor Click the Close button. If you have unsaved changes you will be prompted to save or discard them.

Editing

The Bill Code edit tab works like many other edit screens in SolAce.

To save your changes Click on the Accept button just below the Edit tab, or you may click on the Search tab. SolAce validates your data at this point and may warn you if there are problems with the data.

To cancel your changes Click on the Cancel button just below the Edit tab.

Three fields are common to all Bill Code entries.

Bill Code The code that will identify this Bill Code entry when you key it on a claim form or any data entry screen that supports Bill Codes.

Code Type

The Code Type field on the Bill Code editing area may have multiple choices if you have purchased SolAce EMC with accounting features. The Procedure Charge type is the standard type available to all users. Accounting types include Finance Charge, Tax, Insurance Payment, Patient Payment, Adjustment, Write-off, and Transfer.

Description The description for this Bill Code. Descriptions are used on reports and in accounting transactions.

Procedure Charge Codes

When editing a Procedure Charge Bill Code the editing area will have the appearance shown below.

The Fees section allows you to scroll through existing fee schedule entries for the Bill Code you are editing, similar to a spreadsheet. You may choose a fee schedule entry to edit by clicking on it. The Edit area above the fee list is where you perform editing of the selected fee schedule entry. The Add and Remove buttons let you add or remove entries to/from the fee list

Fields that you can edit:

Taxable Mark this box to indicate that this is a taxable procedure charge.

Fee Schedule The number of the fee schedule entry. The Patient editor has a fee schedule number for each patient, which causes the auto-fill features to use the price corresponding to the fee schedule number when you are entering Bill Codes on a claim's service line.

Effective Date The effective date makes the fee schedule entry only valid starting on the date you enter. You may have multiple entries with the same fee schedule entry and different effective dates to control the charges based on date of service.

POS Type in the place of service or choose a place of service by clicking on the button next to this field.

Procedure The procedure code for the fee schedule entry.

Modifiers Type in any modifiers for this procedure.

Charge The dollar amount of the fee schedule entry. This is the amount for a single unit, and will be multiplied by the number of units on a service line to arrive at the total charge.

Save/Undo buttons You can click the Save button, any other entry in the Fees list, or the Add button to save the fee schedule entry you are editing. Click the Undo button if you make a mistake to change the information back to what it was previously.

Finance Charge and Tax Codes

When editing a Finance Charge or Tax Bill Code the editing area will have the appearance shown below.

Fields that you can edit:

Account
Type an account number or use the search button to pick an account. This is a required field. For Finance Charge Bill Codes, choose an Income account that will be affected when finance charges are assessed. For Tax Bill Codes, choose a Liability account that will be affected when taxes are collected.

Type of Fee Choose Percentage or Fixed Amount.

Percentage or Amount When entering percentages enter it as a regular number, for example, 8.5% would be written as 8.5 and not as .85.

Payment and Adjustment Codes

When editing a Bill Code with one of the following types there will be a single Account field present. This allows you to indicate which account gets affected when the Bill Code is specified as a parameter in an accounting transaction. The account is a required field.

It is recommended that you make the code and description meaningful for the payment or adjustment code you are setting up. The level of detail you use for payment and adjustment code setup directly relates to the level of reporting you will be able to get out of the system. For example, you could have one account for all insurance payments, but then you wouldn't be able to show Medicare vs. Aetna vs. Cigna payments on financial reports. If you setup payment codes for each of your major insurers then you can report on the payments separately because they get categorized separately based on the payment codes.

Code Types and the corresponding account types are:

Insurance or Patient Payment Choose an account that is an Asset account type.

Adjustment Choose any account.

Write-off Choose an account that is an Expense account type.

Link Code Choose an account that is an Expense account type.

The Bill Code search tab works like many other search screens in SolAce.
To search	Click on a column to sort by that column, then start typing to search for text in the column you have sorted. The default sort column is the Code column.
To edit an entry	Either double-click on it, or select it and click the Edit tab at the top.
To add an entry	Click the Add button.
To delete an entry	Select an entry and click the Delete button.
To delete multiple entries	Select multiple entries by clicking and dragging in the list with your mouse, or hold down the Ctrl key on your keyboard and select each entry to delete. Then, click the Delete button.
To reload Bill Codes from the database	Click the Refresh button. This is used when you have other users who may have added or change Bill Codes while you were editing. SolAce caches the list by default to keep performance top-notch, so clicking Refresh tells SolAce to refresh the cache. This button is only accessible when you have not made changes to your Bill Code list.
To save Bill Codes to the database	Click the Save button. This button is only accessible when you have made changes that have not yet been saved. You can also just visit some other screen in SolAce, and your Bill Code changes will be automatically saved as SolAce moves you to the other screen.
To exit the Bill Code editor	Click the Close button. If you have unsaved changes you will be prompted to save or discard them.

The Bill Code edit tab works like many other edit screens in SolAce.
To save your changes	Click on the Accept button just below the Edit tab, or you may click on the Search tab. SolAce validates your data at this point and may warn you if there are problems with the data.
To cancel your changes	Click on the Cancel button just below the Edit tab.

Fields that you can edit:
Taxable	Mark this box to indicate that this is a taxable procedure charge.
Fee Schedule	The number of the fee schedule entry. The Patient editor has a fee schedule number for each patient, which causes the auto-fill features to use the price corresponding to the fee schedule number when you are entering Bill Codes on a claim's service line.
Effective Date	The effective date makes the fee schedule entry only valid starting on the date you enter. You may have multiple entries with the same fee schedule entry and different effective dates to control the charges based on date of service.
POS	Type in the place of service or choose a place of service by clicking on the button next to this field.
Procedure	The procedure code for the fee schedule entry.
Modifiers	Type in any modifiers for this procedure.
Charge	The dollar amount of the fee schedule entry. This is the amount for a single unit, and will be multiplied by the number of units on a service line to arrive at the total charge.
Save/Undo buttons	You can click the Save button, any other entry in the Fees list, or the Add button to save the fee schedule entry you are editing. Click the Undo button if you make a mistake to change the information back to what it was previously.

Fields that you can edit:
Account	Type an account number or use the search button to pick an account. This is a required field. For Finance Charge Bill Codes, choose an Income account that will be affected when finance charges are assessed. For Tax Bill Codes, choose a Liability account that will be affected when taxes are collected.
Type of Fee	Choose Percentage or Fixed Amount.
Percentage or Amount	When entering percentages enter it as a regular number, for example, 8.5% would be written as 8.5 and not as .85.

Code Types and the corresponding account types are:
Insurance or Patient Payment	Choose an account that is an Asset account type.
Adjustment	Choose any account.
Write-off	Choose an account that is an Expense account type.
Link Code	Choose an account that is an Expense account type.