There are 2 different ways in ChiroFusion to generate charges for a DOS Encounter using CPT & ICD Codes. Charges can automatically be generated at the time a Provider is signing an Exam/SOAP note, and also generated manually directly in billing. Charges can be created, edited & deleted from the Enter Charges section within the billing tab.
OPTION 1: AUTO-GENERATING A DOS ENCOUNTER CHARGE WHEN SIGNING AN EXAM/SOAP
As the Provider, when completing an Exam/SOAP note you will click on Sign to preview your report, & then click on Save Report
A pop-up box will appear, prompting you to enter your PIN, along with a checkbox that reads 'Move Visit To Billing Queue'.
By checking this box & clicking Save, a copy of your report will be saved to the patients' Medical File, and charges for that DOS will automatically be sent over to billing under 'Approve Charges'.
The charges will be based on the ICD & CPT Codes you have included in your report, and the fees that have been set in billing will automatically be applied to your correlating procedure codes.
In order for a DOS Encounter to be sent over to Billing as 'Insured' a patient must have Primary Insurance (and/or Secondary Insurance) saved on their profile & attached to their case.
OPTION 2: MANUALLY GENERATING A DOS ENCOUNTER CHARGE DIRECTLY IN BILLING
Go To: BILLING > ENTER CHARGES
Search for patients within Global search by using the search bar, the advanced search options or by clicking the letter of the patient’s last name. You will then click the line item to select the patient.
If the patient has multiple cases, you will need to go to the right hand side to select the case you would like to generate charges for.
For Multi-Provider accounts, click on the 'Provider' drop-down & select the Provider that is to appear as the 'Rendering Provider'.
Click Create New Visit & select the Date of Service from the calendar.
Financial: Displays the case and insurance company information attached to the case
If the patient has more than one insurance associated with that case, you can select the insurance company from the drop down
Fee Schedule Group: Select a Fee schedule group to charge the patient with (Optional)
Deductible: This is not an active field but will show the deductible for reference that was entered in the patients profile
Apply Patient Co-Pay/Co-Insurance: If there is a co-pay or co-insurance identified on the Primary Insurance page in a patients profile, this will appear as an option to select. Check the box to apply the co-pay/co-insurance amount to patient responsibility, or leave it unchecked & the amount will not be applied.
Adding ICD Codes:
Search the ICD codes from the box by the code or Description or by selecting from the Favorite List
Click 'Add' (you can enter up to 12 ICD codes)
Users can click > drag > drop in order to rearrange the ICD codes. To remove a code, select the check box to left of the code followed by delete.
**In order to save an ICD code as a favorite, select the check box to the left of the code & click the ‘Save To Favorites’ button. This list of favorites is shared among all users.
Adding CPT Procedure Codes:
Search the code by code or description or by using the Favorite List
CPT codes can be placed as a favorite on the Fee schedule
Information from the fee schedule will show; however, users can edit this information.
You can change the place of service
Modifiers- You are able to attach up to four modifiers per code. They will add in the order you select them.
DX Pointers- Will default to ABCD but you are able to edit to any order you want. This is pulling from the letters next to the ICD codes above.
Std. Fee: This will pull from fee schedule but can be adjusted
Units: Will default to 1 but can be edited
File: This tells the system if you would like the code to appear on the claim form or not
Click add
If a CPT code is not in your fee schedule you will be able to manually enter in the code for this specific date of service.
Editing CPT Codes
To change the order, you are able to click/drag/drop into the order you would like.
To edit the details you will click on the pencil icon to the right of the line item.
Click Finish Edits
Adding an Extra Charge to DOS
Click Add Extra Charge
A new window will appear where you can select the category or the name of the extra charge you want
Once added you can make edits to the units, price, and select/deselect if you want sales tax applied.
You can add multiple extra charges to the box.
Click Save and close
To finalize Charges
Click Save to save the changes so they appear in the Approve Charges
You will receive a notification at the bottom of the screen showing your changes have been saved
Click Save and Approve to bypass the Approve Charges screen and see the charge in patient accounting.
You will receive a notification that the charge has been saved and approved.
There will be an option to collect payment that will take you straight to Patient Accounting for the DOS.
Optional: To Place a Visit on hold
At times, you may not have all the information required to generate a charge the way you need. You can put these visits On Hold until the information is available.
At the top of the page there is a drop down menu for On Hold
Select Reason
To unselect: click the X next to the reason to remove
View Details of any DOS Encounters Previously Created
Search/Select desired patient
Click on the "DOS" dropdown and select the DOS in which you would like to view
Deleting a Date of Service Encounter
Search/Select desired patient
Click on the "DOS" dropdown and select the DOS
Click "Delete Visit"
If there is a payment or adjustment on the patient's account for that DOS, you can not delete the encounter
Editing Charges
*Please see section (attach link here) in the billing manual for instructions editing charges (Refiling & Editing / Approve Charges)