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For any user that is authorized to manage claims, they will need several permissions. These permissions are managed on the "User Details" screen, under the "User" tab. 


Administer Programs: adds a "Payer" button on the client’s "Episode" tab.

This permission also allows a user to admit clients into programs and alter existing program admissions.


Manage Ledger: allows a user to add categories and item codes to the "Ledger/Register."

Manage Payers: allows a user to manage and add payer information in the "Payer" module.


Claims: allow users to create/edit/view and/or release claims based on your business rules and workflow.

Clinical and assessments

View: allow users to view client’s clinical notes and documentation as needed for your business rules and workflow.

Provider NPI

Providers who perform billable services will need their "Provider NPI" entered into the "Provider Setup" tab within their user account.

If you have clinical staff that requires a supervising provider, review the Users Provider Setup tab.

If you need additional options (i.e. Facility-NPI and Taxonomy (Sec)) send your request to BestNotes Support.

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Add a company list of payers into BestNotes by selecting "Payers" from the "Settings" menu.

A payer’s identification can be acquired from the following sources:

  1. Contact the payer directly.
  2. Refer to the UHIN's Payer List.
    1. Download the Spreadsheet.
    2. Search for your payers.
  3. Refer to Change Healthcare's Payer List.
    1. Select the "View Complete Payer List" link.
    2. Search for the Payer.
  4. Refer to the ClaimMD Payer List.
    1. Download the spreadsheet.
    2. Search for your payers.

To edit an existing payer, select the name on the left-hand side, make your changes and select "Save." Selecting "Clear" will not delete an existing payer, but will clear the fields to prepare a new payer entry. To inactivate a payer, unselect the "Is Active?" checkbox, to reactivate a payer, select the "Is Active?" checkbox.

"Clear" will not delete existing Payer information and inactive Payers will NOT affect changes to authorizations.

Important information

Payer information could change from time to time and disrupt claims, so update when necessary.

It is best practice to have BOTH UB and HCFA Ids (They usually are the same if your company only uses one, if so, copy the number to the Id field that you are not using).

You can add companies that are not insurance based to send invoices to. These companies will still need a number in either the UB or HCFA boxes, it is recommended to use a PO or contract number if one exists.


Payer Id: unique national id for payer.

Submitter Id (ETIN): routing number that the clearinghouse uses to deliver claims to the payer.

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Ledger settings

Add or manage ledger information by selecting "Ledger" from the "Settings" menu.

To send a claim successfully, it is required to have "Clinical Codes" and "Procedural Codes" in your ledger setup.

It is required to have the "Clinical Codes" box checked for each category that contains codes that will be sent on a claim. This can be managed by selecting "Manage Categories."


Procedural codes are required when creating a code, and are entered when creating a "New Item/Code." 

For additional instructions about setting up your ledger, refer to Manage ledger and setup.

Next steps

Step 3: contact setup

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