Posting Electronic Superbill Charges

Version 14.8

Once the office is fully live and ready to utilize the EHR side of Office Practicum, the clinical side of the system will begin to generate Superbill charges for documented sections (vaccines, labs, etc.)  in the patient's chart.

The electronic Superbill answers the need for a paperless transfer of clinical documentation to unposted charges.  These Unposted Charges are generated when the clinical team completes the coding within a patient Encounter or Well Visit note. The Superbill is available from within the Billing Reconciliation window, the Superbill Tab in the Billing Center, and the Patient Account.

Posting Electronic Superbill Charges from the Tracking Screen

Superbill charges can be viewed from the Tracking screen using the Billing Reconciliation feature.  To view Superbill charges on the Tracking screen, simply check the box at the top next to Show Billing Reconciliation.

Posting Options

  1. The Auto-Post button (system preference that can be turned off) allows users to post all charges in one click.  The Add/Edit Charges window does not open to edit charges. 
  2. The Post All button will allow users to post all charges.  The Add/Edit window will open to allow users to edit charge information.
If Post All is selected when more than one visit exists for a date of service (i.e. the same child returned and saw another provider on the same date), a warning box appears to alert the biller that Post Selected should be used.

By clicking OK, all charges will be pulled on to the same claim. However, only one provider will appear on the claim. By clicking Cancel, you will have the opportunity to select which charges should be billed together and then select Post Selected. The corresponding Billing Provider will appropriately attach to each claim. The same functionality applies when posting charges from a patient'd account.  

  1. The Post Selected button allows users to split the charges to create multiple claims.  To post select charges: hold down the Ctrl key on your keyboard and click on the claim lines to highlight the charge lines you want to post and then click the Post Selected button .   When posting select charges the system will then prompt the question "Split the highlighted charges to a separate claim?" When the question appears, click the OK button.

  1. The Edit buttonallows users to view the electronic superbill information prior to posting the charges to the patient account.  
  2. Whether you choose Post All or Post Selected, OP14 will open the Add/ Edit Charges screen where you can review what you have posted. Within the Add/Edit Charges screen users are able to make any edits to the claim.

As you are manually creating claims or converting electronic superbills, you may find that you need to record other claim information that is not found in the Basic Information tab of the Add/Edit Charges window.  This is where you will use the Other Items (1-27) tab.  The Other Items (1-27) tab in the Add/Edit Charges window is described below. 

The Other Items (1-27) tab can be used to add or edit the following claim information:

  • Type of Insurance coverage (this is defaulted according to the Insurance carrier for the claim and should not need to be edited)
  • Claim relation to employment, auto, or other accident
  • Dates of illness or injury as they pertain to the claim
  • Referring or Ordering Physician(s) and their NPI numbers
  • Referral or Prior Authorization numbers
  • Any other locally reported items as dictated by your state's insurance companies

  1. Users can check the patient's visit note to ensure all charges are billed.  Click on the Chron button in the Add/Edit Charges window to open up the Event Chronology window to review completed encounter notes. 

  1. Once the charges have been posted they will be listed at the bottom of the screen under Posted Charges

Posting Electronic Superbill Charges from the Patient's Account

  1. Click on the Account button to open the Patient Account window. 
  2. In the Search boxselect the patient's account to view.
  3. Click the Charges tab to view the patient's unposted charges listed on the top section of the Patient Account window.
  4. See Posting Options above.
  5. In the Add/ Edit Charges window, review the posted charges. Edits can be made within the Add/Edit Charges screen. 

As you are manually creating claims or converting electronic superbills, you may find that you need to record other claim information that is not found in the Basic Information tab of the Add/Edit Charges window.  This is where you will use the Other Items (1-27) tab.  The Other Items (1-27) tab in the Add/Edit Charges window is described below. 

The Other Items (1-27) tab can be used to add or edit the following claim information:

  • Type of Insurance coverage (this is defaulted according to the Insurance carrier for the claim and should not need to be edited)
  • Claim relation to employment, auto, or other accident
  • Dates of illness or injury as they pertain to the claim
  • Referring or Ordering Physician(s) and their NPI numbers
  • Referral or Prior Authorization numbers
  • Any other locally reported items as dictated by your state's insurance companies
  1. Click the Save + Queue or Save button to exit and save.
  2. Once the charges have been posted they will appear at the bottom of the screen under Current (Posted) Charges/Payments