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Manually Entering Charges from a Paper Superbill

Version 14.19
Clinical, Billing, or Practice Management tab > Schedule button

Overview

Follow the steps below to manually enter superbill charges. 

Entering Superbill Charges from Tracking

When the Schedule opens ensure that you have selected the location and Calendar View that you are ready to work on.           

  1. Select the Tracking  radio button.

  1. Select the Show billing reconciliation checkbox. The Billing Reconciliation panel in the Tracking window is displayed.
  2. Click to highlight the Patient appointment for the Patient that you want to post charges for.

  1. At the bottom of the Billing Reconciliation, click the Claim button. The Add/Edit Charges window is displayed.      
  2. Enter the following from the paper Superbill:
  1. The Rendering Provider
  2. The Billing Provider (if applicable)
  3. The Place of Service (if other than POS=11)
  4. The Facility of where services were rendered (if applicable)
  5. Service dates (if other than the current day you are entering in the charge)
  6. Enter in the Diagnosis Codes selected by your Rendering Physician
  7. (Optional) Click the other Tabs at the top of this window if other pertinent information is needed to be sent on the claim (i.e. Injury dates, Referring Physician, etc.)
  8. Enter your CPT codes on the lower half of the screen.
  9. Enter the desired CPT code and press the Enter key on your keyboard.  
  10. (Optional) If the CPT code is unknown, click the 3-dotted ellipsis to search the CPT/Procedure code table.
  11. Once the CPT codes are entered on the lower half of the screen, enter in any further pertinent information needed for the codes (i.e. attached Diagnosis codes, Modifers, NDC#, etc.).
  12. Once the charge is entered, apply any patient responsibilities to the claim by using the Patient responsibility fields.
  13. If there are available credits to use or you have a payment in hand to post against this patient responsibility click the Apply Payment button. A new Add/Edit Payment window is displayed.
  14. Select the appropriate Payment Method from the drop-down menu.
  15. Enter the Payment amount - the amount you wish to apply to this Patient Balance due.  
  16. Click the Save and Close button. This takes you back to the Add/edit Charges window.
  17. Once entering the charges details is complete, click the Save button.

The Billing Status of the patient's appointment now says, Complete.


From the Patient Account

  1. Click the Patient Chart button on the Clinical, Billing or Practice Management tab.
  2. Search for and select the Patient.  
  3. Click Charges in the Account section of the Window Navigation Panel.
  4. Click the New Claim button. The Add/Edit Charges window is displayed.
  5. Enter the following from the paper Superbill:
  1. The Rendering Provider
  2. The Billing Provider (if applicable)
  3. The Place of Service (if other than POS=11)
  4. The Facility of where services were rendered (if applicable)
  5. Service dates (if other than the current day you are entering in the charge)
  6. Enter the Diagnosis Codes selected by your Rendering Physician.
  7. (Optional) Click the other Tabs at the top of this window if other pertinent information is needed to be sent on this claim (i.e. Injury dates, Referring Physician, etc.).
  8. Enter your CPT codes on the lower half of the screen.
  9. Enter the desired CPT code and press the Enter button on your keyboard.  
  10. (Optional) If the CPT code is unknown, click the 3-dotted ellipsis to search the CPT/Procedure code table.
  11. Once the CPT codes are entered on the lower half of the screen, enter in any further pertinent information needed for the codes (i.e. Modifers, NDC#, etc.).
  12. Once the charge is entered, apply any patient responsibilities to the claim by using the Patient responsibility fields.
  13. If there are available credits to use or you have a payment in hand to post against this patient responsibility click the Apply Payment button. A new Add/Edit Payment window is displayed. 
  14. Select the appropriate Payment Method from the drop-down menu.
  15. Enter the Payment in the field - the amount you wish to apply to this Patient Balance due.  
  16. Click the Save and Close button.
Version 14.10
Smart Tool Bar > Schedule button

Overview

Follow the steps below to manually enter superbill charges. 

Entering Superbill Charges

When the Schedule opens, ensure that you have selected on your calendar the date of service & calendar view that you are ready to work on.

           
  1. Click the Tracking  tab  .
  2. Select the Show billing reconciliation checkbox  .  The Billing Reconciliation window is displayed.
  3. On the Tracking screen, select the Patient to post charges for by clicking to highlight their Appointment.
   
  1. At the bottom of the Billing Reconciliation, click the Plus Claim button . The Add/Edit Charges screen is displayed. From here proceed with posting charges.     

When the Add/Edit Charges window is displayed, the Basic Information tab is displayed.

  1. Enter from the paper Superbill:
  1. The Rendering Provider
  2. The Billing Provider (if applicable)
  3. The Place of Service (if other than POS=11)
  4. The Facility of where services were rendered (if applicable)
  5. Service dates (if other than the current day you are entering in the charge)
  6. Enter the Diagnosis Codes selected by your Rendering Physician.
  7. (Optional) Click the other Tabs at the top of this window if other pertinent information is needed to be sent on this claim (i.e. Injury dates, Referring Physician, etc.).
  8. Enter your CPT codes on the lower half of the screen.
  9. Enter the desired CPT code and press the Enter button on your keyboard.  
  10. (Optional) If the CPT code is unknown, click the 3-dotted ellipsis to search the CPT/Procedure code table.
  11. Once the CPT codes are entered on the lower half of the screen, enter in any further pertinent information needed for the codes (i.e. Modifers, NDC#, etc.).
  12. (Optional) If there are columns needed (or un-needed), click the the 3-dotted ellipsis to the left of the columns and check (or uncheck) necessary columns to be viewed while entering in charges.
  13. Once the charge is entered, apply any patient responsibilities to the claim by using the Patient responsibility fields.
  14. If there are available credits to use or you have a payment in hand to post against this patient responsibility click the Apply Payment button. A new Add/Edit Payment window is displayed. 
  15. Select the appropriate Payment Method from the drop-down menu.
  16. Enter the Payment in the field - the amount you wish to apply to this Patient Balance due.  
  17. Click the Save and Close button.
  18. Once entering the charges details is complete, click the Save button.

The Billing Status of the patient's appointment now says, Complete.


From the Patient Account

  1. Click the Acct buttonto open the Patient Account.
  2. If you do not have the patient already selected in the Choose boxsearch for the patient.  
  3. Click the Charges tab  .
  4. Click the Plus Claim button . The Add/Edit Charges screen is displayed. From here proceed with posting charges.


When the Add/Edit Charges window is displayed, the user will default to the first tab (Basic Information).

  1. Enter in from the paper Superbill.
  1. The Rendering Provider
  2. The Billing Provider (if applicable)
  3. The Place of Service (if other than POS=11)
  4. The Facility of where services were rendered (if applicable)
  5. Service dates (if other than the current day you are entering in the charge)
  6. Enter the Diagnosis Codes selected by your Rendering Physician.
  7. (Optional) Click the other Tabs at the top of this window if other pertinent information is needed to be sent on this claim (i.e. Injury dates, Referring Physician, etc.).
  8. Enter your CPT codes on the lower half of the screen.
  9. Enter the desired CPT code and press the Enter button on your keyboard.  
  10. (Optional) If the CPT code is unknown, click the 3-dotted ellipsis to search the CPT/Procedure code table.
  11. Once the CPT codes are entered on the lower half of the screen, enter in any further pertinent information needed for the codes (i.e. Modifers, NDC#, etc.).
  12. (Optional) If there are columns needed (or un-needed), click the the 3-dotted ellipsis to the left of the columns and check (or uncheck) necessary columns to be viewed while entering in charges.
  13. Once the charge is entered, apply any patient responsibilities to the claim by using the Patient responsibility fields.
  14. If there are available credits to use or you have a payment in hand to post against this patient responsibility click the Apply Payment button. A new Add/Edit Payment window is displayed. 
  15. Select the appropriate Payment Method from the drop-down menu.
  16. Enter the Payment in the field - the amount you wish to apply to this Patient Balance due.  
  17. Click the Save and Close button.