Agency invoices

Payers of type School or agency are not sent claims. Their charges go through charge review as usual and, once Ready, are billed on a periodic agency invoice at the payer's allowed rates. Open Agency invoices in the Billing panel of the main menu. You need the agency invoice permission. Click Filter to narrow the list by payer or status.

Box 12 and 13 consents are not required for these charges, since no claim is sent.

Visits of an episode served under a school contract bill the contract's payer on the contract's dates even when the chart holds insurance, so they land on that payer's invoice too.

Create an invoice#

Choose Create Invoice, pick the agency payer (the list shows how many charges are ready for each across all dates, not only the period), and set the period, last month by default. Choose the optional columns the agency asks for:

• Show the student or member ID adds the member ID from each patient's coverage.
• Show the authorization number adds the authorization (IEP service) number each service drew on.

NeatPractice builds one draft invoice per billing location. One invoice opens right away; when several are built, a summary lists each with its location, number of charges and total so you can open them one by one. Each line shows the patient, date, service with its modifiers, units, rate and amount. The rate is the payer's allowed amount per unit, or the standard rate when the payer has none. The charges become Billed.

Review, issue and send#

Click an invoice to open it. While it is a Draft, Remove from Invoice on the Lines tab takes a line off and sends its charge back to Ready. An invoice keeps at least one line: to drop the last one, void the invoice instead.

• Issue Invoice makes it final. An issued invoice never changes.
• Print downloads the invoice as a PDF, with your billing name and address, the payer's address, the period, the invoice total, what the agency has paid so far and the amount still due.
• Export CSV downloads the lines for agencies that load them into their own systems.

Every print and export is recorded in the access log. Send the file to the agency the way it asks.

Track payments#

Post the agency's payments like any insurance payment. An issued invoice then shows what is Paid and its Balance, marked Open, Partially paid or Paid; the invoice list shows the same balance. On the Lines tab, each line shows its own paid amount and balance, and Payment History in a line's menu opens that charge's payments and adjustments. The invoice's lines and total never change after it is issued.

Void an invoice#

Choose Void Invoice in the more actions menu at the bottom of the invoice, check the invoice number, payer and lines it names, and give a reason. The invoice stays on record as Voided and its charges go back to Ready, to be invoiced again. An invoice is never deleted.