This article provides a guide to setting up billing in BestNotes and answers frequently asked questions about BestNotes' billing capabilities and integrations.

Permissions Required

No specific BestNotes permissions are required.

Billing Setup and FAQs

Billing Setup Guide

In order to set up your account for billing, follow the links below in order:

  1. Set up your facility information. Manage and use Facilities
  2. Add your Provider's Information, Payer information, and set up your ledger. Step 2: users, payers, and ledger settings

(Specific procedural code and unit information will usually come from your biller or insurance companies.)

  1. Add payers and authorizations (If using authorizations) to your client's files. Authorizations: Episode / Level Of Care - Payers

Is BestNotes my billing company?

  • No. It is important to understand that BestNotes staff are not billing specialists and cannot perform any billing setup without guidance from your billing staff. No custom development for billing and claims management can be accommodated at this time for our current product.

What are my billing options?

  • Third Party Vendors. This functionality gives traditional BestNotes customers the option of configuring Independent Billing Services account access to their BestNotes system in a restricted and HIPAA-compliant way. For more information on how to set this up, see the Independent Billing Services setup article.
  • Electronic Claims. For more information on setting up BestNotes, see the BestNotes insurance billing and electronic claims review article.

What does BestNotes offer for billing?

While BestNotes is not a billing company or dedicated billing software, it does offer several billing related features and integrations.

BestNotes supports the configuration of independent billing services, allowing them to securely access your account in a HIPAA-compliant manner.

For electronic claims, BestNotes can generate standard 837 EDI files. These files can then be securely transferred via FTP to billing software partners such as EZClaim or ClaimMD.

Is BestNotes a billing software?

No, it is an electronic health record software.

BestNotes can generate claims and send them to our Third Party Vendors. After a claim is released from BestNotes, no information regarding the claim will automatically come back into BestNotes, i.e., Insurance payments, Accounts Receivable Information, or claim rejection reasons.

All of the aforementioned information will be handled in the billing software.

Can I print a claim form from BestNotes?

There is no functionality within BestNotes to print a UB04 or HCFA form. They will have to be exported from a billing software.

Can I send supervising provider information on my claims?

Yes, you would add supervising provider information into the "Provider Setup" tab for any rendering provider without an NPI. The link below will give instructions on how to do that.

Provider Setup tab

Does BestNotes generate HCFA (CMS 1500) and UB04s?

Yes, BestNotes can submit both HCFA and UB04 claims.

For professional claims (HCFA/837p), you can use the Preliminary Claims Queue to preview unbilled services and make minor edits. Institutional claims (UB04/837i) can only be generated one patient at a time using the Claims Manager.

What boxes for HCFA and UB04 forms do not get sent, with e-claims?

This information is typically managed by your billing software partner.

Does BestNotes offer its own billing services?

No, BestNotes is not a billing company and does not provide in-house billing services.

Can I use my own billing service with BestNotes?

Yes, you can configure independent billing services to access your account securely in a HIPAA-compliant manner.

What billing partners does BestNotes work with?

BestNotes integrates with third-party partners such as EZClaim and ClaimMD for electronic claim submission and clearinghouse services.

Can BestNotes generate electronic insurance claims?

Yes, BestNotes can generate standard 837 electronic claim files (EDI format) that can be securely transferred to billing partners.

How are claims submitted from BestNotes?

Claims are exported as EDI files (837 format) and sent via secure FTP to your chosen billing software or clearinghouse.

Is billing in BestNotes HIPAA-compliant?

Yes. When set up correctly, BestNotes and its billing integrations follow HIPAA compliance standards for data security.

Do I need to sign up separately with EZClaim or ClaimMD?

Yes. These services require separate accounts and may have their own setup processes and pricing.

Does BestNotes support real-time eligibility checks or ERA (electronic remittance advice)?

These features are typically handled by the third-party billing service (e.g., ClaimMD or EZClaim), not directly within BestNotes.

Who do I contact for help with billing issues?

For claim issues, contact your billing provider (e.g., ClaimMD or EZClaim). For help exporting claims from BestNotes, contact BestNotes Support by clicking submit a support ticket.

Pricing

BestNotes itself is not a billing company, so there is no direct cost for billing features within BestNotes. However, if you plan to bill insurance companies, you’ll need to work with a billing software partner such as EZClaim or ClaimMD.

For information on BestNotes pricing, please visit https://www.bestnotes.com/pricing.

Next Steps

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