Setup

The following must be set up for the Financial tab to function properly

  • Provider and facility NPIs are recorded in Settings

  • Place of service codes are set in Locations

  • Charge Master is built with procedure codes

    • Per diem can be set up here after all individual codes are programmed

  • Procedure codes are applied to appointment types (this is not required but will make the workflow much easier)

  • Patients have a payer added to their Coverage card, or are marked as self-pay

  • If billing per diem, the program that is per diem will need that box checked within the Program tab of Settings

Navigating the Financial Tab

The Financial tab is your central hub for managing billing, tracking insurance claims, and processing per diem charges. This guide explains how to use each sub-tab to help your facility’s revenue cycle stay on track.

Self-Pay

Use this tab to manage patients who are responsible for their own costs rather than billing through insurance.

  • View Charges: See a comprehensive list of all outstanding charges for self-pay patients.

  • Track Progress: Use the checkboxes provided to keep your workflow organized:

  • Mark when an invoice has been sent to the patient

OR

  • Mark when a payment has been received

Insurance Coverage

This tab displays all charges currently pending submission to insurance.

  • Data Validation: Before submitting, look for status icons in the list:

    • Red Circle: Required information for CollaborateMD is missing. Click the icon to open a window and fill in the blanks instantly.

    • Yellow Triangle: Information is recommended for a cleaner claim but not strictly required to move forward.

  • Submission Options:

    • With CollaborateMD Integration: Select the ready charges and click Submit to electronically push claims.

    • Manual Submission: If you do not use the integration, use the checkboxes to manually track which charges you have submitted through external insurance portals.

Per Diem

Manage bundled charges for programs utilizing a per-diem (daily rate) billing structure.

  1. Filter Your View: Select the Billing Context Date, Program, and Location to load the relevant charges.

  2. Check Requirements:

    • Ready to Bill: If requirements are met, click the Paper Airplane icon ("Bundled Charges") to the right of the charge to send it.

    • Incomplete Bundles: If requirements aren't met, you will see a status like 0/3 or 2/3 days met.

  3. Resolve Issues: Select View Details on an incomplete bundle to see exactly what is missing. From this window, you also have the option to send the charges as Individual/Split Charges if you do not wish to wait for the full bundle to complete.

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