This guide outlines the sequence of reports to run and review as part of your billing workflow. Each section includes the purpose of the report, key details to check or correct, and instructions to ensure accurate and timely claim processing. Following this order will help streamline your billing process.
Calendar Appointment and Documentation Review
Permissions required
To access the reports tab , you must have the "Reports" permission
1. Navigate to and select the Reports tab
2. Select the Report Type dropdown
3. Select C - Appointment Status
Purpose:
The details and statuses of all calendar appointments within the filter criteria.
What to check:
- Make sure all appointments you're preparing to bill for are Checked Out.
- Reviewing the "Log" column to verify documentation was generated from the users' calendar appointment.
Only appointments Checked Out will create a ledger entry for you to bill.
4. Select Log Review
Purpose:
Whether documents are locked and signed by all required signers.
What to check:
- The document status (Locked or Unlocked)
- That all required signers have signed
- Select the linked "Template Completed" to review a specific document
- Ledger codes are correct
Insurance Claim Review
Permissions required
To access and run the reports within the Claims Manager / Preliminary Claims Queue, you must have the "View Claims" permission. To edit the claim details you must have the "View Claims" and "Edit Claims" permissions. To release claims you must have the "View Claims", "Edit Claims", and "Release Claims" permissions.
1. Navigate to and select the Claims Manager icon.
2. Go to the "Reports" section to continue.
Review both Cash Only reports
a. Cash Only - without insurance
Purpose:
Clients who do not have insurance on file.
How to fix:
- Go to the client's chart
- Select the "Payers" tab, unselect the "Cash Only", select "Add Payer"
- Enter the client's insurance information.
b. Cash Only - with insurance
Purpose:
Clients who have insurance, but didn't at the time of service.
How to fix:
- Select the "Edit" icon
- Unselect the "Cash Only" checkbox
- Select the "Apply Client Payers" to link the insurance to the past service.
- Select "Save Entry Details"
The claim will disappear from this report and display in the Preliminary Claims report
3. Process preliminary claims
Purpose:
Claims ready for review and release
How to process:
- Choose the date range
- Review and fix any missing or incorrect information
- Use "Select All On This Page" or choose individual claims
- Select "Process Selected"
- In the Process Services window:
- Select "Create Claims" to move the selected claims to the pending status within the Claims Manager window
- Select "Release Claims" to send the selected claims to your billing software
For additional information on the Preliminary Claims Queue Click Here
4. Navigate to and select the Reports tab.
5. Select the Report Type dropdown.
6. Select "Billing Report
Purpose:
All client details related to ledger details and claim statuses
What to check:
- Delivered status - the claim was released from BestNotes to the billing software
- Pending status - the claim hasn't been released to the billing software and can be released from the claims manager
- Claim dates - the date of the claim status
- Overall billing progress within BestNotes
7. Select the Report Type dropdown.
8. Select "Register/Ledger"
Purpose:
All ledger activity within the filter criteria
How to use:
- Add all fields you would like to display for each row of data
- Filter by date, client, or other criteria
