1.        BILLING FOR A SERVICE

1.1.      Overview


1.1.1.     How do I Know When a Service Needs to be Billed?


Typically, one of the following methods is used to signal that a service is ready to be billed:


Billing Step in the Service Workflow


Go to the Workflow - only if you’re not already there:
Home tab > Workflow Monitor                                       


There may be a step in the service workflow that is appropriately named “Billing” “To be billed”, “Needs Billing”, “Awaiting Billing” or something similar.



Secondary Workflow Dedicated to the Billing Process


There may be a secondary workflow dedicated to the billing process.  Usually this workflow is added to a service file when a user takes some action in the services’ primary workflow.



Both of the above approaches may be used.


The services’ primary workflow ends up at a billing step and waits there until someone takes action in the billing workflow.


Regardless of which of the above approaches is used, the person responsible for invoicing will need to monitor the appropriate workflow steps in the workflow monitor and watch for files that show up the billing step.


1.1.2.  How Do I Start to do the Billing From Workflow?


Go to the Workflow - only if you’re not already there:
Home tab > Workflow MonitorBilling                        


1.  If there is a separate billing workflow then click the “E(dit)” button on the workflow monitor row to launch the Billing workflow.



Note:
Refer to the W5 IME – Structure of Cases and Workflows guide for details on workflows.


If the billing is done from the services’ primary workflow then go to the billing step and click the E(dit) button on the workflow monitor row to launch the workflow.


It is suggested to start from the billing workflow because when you finish creating the invoice you will have to go there anyway and take some action to indicate “client invoice created” or “invoice not needed” to close the billing workflow.


2.  Open the service file by clicking on the File # link on the workflow screen.



1.1.3.  Are There any Charges Attached to the Service File Yet?


The only way to successfully produce an invoice is to have charges on the service file.


Charges are usually automatically created from the workflow when certain actions are taken such as; Claimant No Showed, Late Cancellation, Claimant Showed, Report Accepted, etc.  Please note that these are just sample actions and may not necessarily be the exact actions that are set up in your workflows.


If charges are not automatically created, or even if they are and you need to charge for extraordinary items, then you can always add charges manually.


Dealing with the Charges on a Service File


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Workflow Monitor > Billing workflow > E(dit) on case
– OR –
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Charges tab.


Any charges that are waiting to be billed will be listed.



1.1.4.   Billing Directly From the Service File


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)



Billing for the Service


1.  Click on the Service.


2.  Click on the Charges tab.


3.  Click on the Action button (on the bottom toolbar).


4.  Select Service Transactions.



5.  On the Service Transactions Form find the correct appointment that you want to bill.


– OR –


If there aren’t any unbilled charges then click on the New button under the service provider name:




Click on the Edit button when you need to change the charge.


Click on the New button if there are no unbilled charges listed OR if you need additional charges to bill on the invoice.


(a) Click on the Edit button if changes are needed in the Charge Form.


(b) Fill out the Charge Form and then click on the Save button.



Producing an Invoice for the Service Charge


6.  From the Service Transactions Form click on the New button.


7.  Select Invoice.



A Select column will display allowing you to choose the charges to bill.


8.  Select the charges to bill by checking the checkbox.



9.  Click on the Preview button.


A Preview Invoice Form displays for review.



10.  Click on the Create Invoice button.


The Client Invoice and A/P Voucher are generated.





1.1.5.  The New Invoice Listed on the Case


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on Case in the navigator panel.


2.  Click on the Invoices tab.


The invoices generated for that case are displayed, including our example.



1.1.6.  The Service Transactions Tab Once Invoices Generated


After generating a invoice:


1.  Click back onto the Service Transactions tab, if it is still visible.


– OR –


Go to the Service Transactions Form on the case- only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service.


2.  Click on the Charges tab.


3.  Click on the Action button (on the bottom toolbar).


4.  Select Service Transactions.


The charges that have been invoiced display in the Billed columns.



1.3.   BILLING FOR TRANSPORTATION AND INTERPRETER SERVICES


Please note that billing interpreter works exactly the same way as billing transportation. You simply select Interpreter instead of transportation throughout these instructions.


1.3.1.    Adding the Transportation Provider onto the Service


This can be done from the appointment OR from the providers list on the service.


1.3.2.    Adding a Transportation Company onto an Appointment


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service file.


2.  Click on the Service tab.


3.  Click on the Appointments tab.


4.Click on the Edit button on the appointment.



5.  Click on the Add button in the Ancillary Scheduled Items section of the appointment.



6.  Click on Transportation from the provided list.



7.  Hover the mouse pointer in the Status area, then click on the Status drop-down arrow that appears and set the booking status for the transportation provider.



Pending
You haven’t called the company yet to book or confirm.
Booked
You have booked the service but haven’t received a confirmation from the transportation company.
Confirmed
You have booked the service AND received a confirmation from the transportation company.
Not Needed
The claimant record says they need transportation but someone has told you otherwise.
Cancelled
You booked the transportation but cancelled it.


Note:
You can add the ancillary service item even after the appointment has been cancelled, no showed or completed.


8.  Select the transportation company from the Vendor menu.


9.  Enter a Comment or message for the transportation company.



10.  Click on the Save button (on the bottom toolbar).


Note:
The transportation company will now appear as a vendor on the appointment AND as a vendor on the provider list for the service:


The transportation company will now appear as a vendor on the appointment,



AND as a vendor on the provider list for the service.


(a) Click on the Case Maintenance tab (return to the Case Maintenance Form).


(b) Click on the Service.


(c) Click on the Service tab.



1.3.3.  Adding a Transportation Company Directly onto the Providers List ona Service without an Appointment


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service file.


2.  Click on the Service tab.


3.  Click on the Status tab in the Workflow Status section.


4.  Click on the New button in the Providers section.


5.  Select Transportation.



6.  Select the transportation company ID to add to the service.



7.  Checkmark theIs Active checkbox on the Provider on File Form if you want to be able to schedule the transportation company.



8.  Click on the Save button (on the bottom toolbar).


1.3.4.  Billing for the Transportation


1.3.5.  Billing Directly From the Service File


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)



Billing for the Service


1.  Click on the Service.


2.  Click on the Charges tab.



3.  Click on the Action button (on the bottom toolbar).


4.  Select Service Transactions.



5.  On the Service Transactions form find the correct appointment that you want to bill.


– OR –


If there aren’t any unbilled charges then click on the New button under the service provider name:





Click on the Edit button when you need to change the charge.


Click on the New button if there are no unbilled charges listed OR if you need additional charges to bill on the invoice.


(a) Click on the Edit button if changes are needed in the Charge Form.


(b) Fill out the Charge Form and then click on the Save button.



Producing an Invoice for the Service Charge


6.  From the Service Transactions Form click on the New button.


8. Select Invoice.



A Select column will display allowing you to choose the charges to bill.


8.  Select the charges to bill by checking the checkbox.



9.  Click on the Preview button.


A Preview Invoice Form displays for review.



10.  Click on the Create Invoice button.


The Client Invoice and A/P Voucher are generated.




1.3.    BILLING FOR INTERPRETER SERVICES


Please note that billing transportation works exactly the same way as billing interpreter.  You simply select transportation instead of interpreter throughout these instructions.



1.3.1.  Adding the Interpreter onto the Service


This can be done from the appointment OR from the providers list on the service.


1.3.2.  Adding the Interpreter onto an Appointment


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service file.


2.  Click on the Service tab.


3.  Click on the Appointments tab.


4.  Click on the Edit button on the appointment.



5.  Click on the Add button in the Ancillary Scheduled Items section of the appointment.



6.  Click on Interpretation from the provided list.



7.  Hover the mouse pointer in the Status area, then click on the Status drop-down arrow that appears and set the booking status for the transportation provider.



Pending
You haven’t called the company yet to book or confirm.
Booked
You have booked the service but haven’t received a confirmation from the transportation company.
Confirmed
You have booked the service AND received a confirmation from the interpretation company.
Not Needed
The claimant record says they need interpretation but someone has told you otherwise.
Cancelled
You booked the interpretation but cancelled it.


Note:
You can add the ancillary service item even after the appointment has been cancelled, no showed or completed.


8.  Select the interpretation company from the Vendor menu.


9.  Enter a Comment or message for the interpretation company.



10.  Click on the Save button (on the bottom toolbar).



AND as a vendor on the provider list for the service.


(a) Click on the Case Maintenance tab (return to the Case Maintenance Form).


(b) Click on the Service.


(c) Click on the Service tab.



1.3.3.  Adding a Interpretation Company directly onto the Providers List on a Service Without an Appointment


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service file.


2.  Click on the Service tab.


3.  Click on the Status tab in the Workflow Status section.


4.  Click on the New button in the Providers section.


5.  Select Interpretation.



6.  Select the interpretation company ID to add to the service.



7.  Checkmark the Is Active checkbox on the Provider on File Form if you want to be able to schedule the interpretation company.



8.  Click on the Save button (on the bottom toolbar).


1.3.4.  Billing for the Interpretation



1.3.4.  Billing Directly From the Service File



Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)



Billing for the Service


1.  Click on the Service.


2.  Click on the Charges tab.



3.  Click on the Action button (on the bottom toolbar).


4.  Select Service Transactions.



5.  On the Service Transactions Form find the correct appointment that you want to bill.


– OR –


If there aren’t any unbilled charges then click on the New button under the service provider name:




Click on the Edit button when you need to change the charge.

Click on the New button if there are no unbilled charges listed OR if you need additional charges to bill on the invoice.


(a) Click on the Edit button if changes are needed in the Charge Form.


(b) Fill out the Charge Form and then click on the Save.


Producing an Invoice for the Service Charge


6.  From the Service Transactions Form click on the New button.


7.  Select Invoice.



A Select column will display allowing you to choose the charges to bill.


8.  Select the charges to bill by checking the checkbox.



9.  Click on the Preview button.


A Preview Invoice Form displays for review.



10.  Click on the Create Invoice button.


The Client Invoice and A/P Voucher are generated.






1.2.    TROUBLESHOOTING


1.2.1.  What to do if the Service Transactions Form Lists Appointment without Providers


When using the Service Transactions Form it is possible that you will see the appointments listed but one or more may not be indicating any service provider.  For these appointments you are not able to add any charges.  When this is the case then the service provider is NOT marked as "Services Are Billable" on the appointment.  This “not billable” status on the appointment actually comes from the service provider "vendor" record so the vendor may not have been flagged as billable at the time that the appointment was scheduled OR someone may have overridden (unchecked) the billable status on the appointment.


In either case the fix is as follows:


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service file.


2.  Click on the Appointments tab.


3.  Click on the Edit button on the appointment.


4.  Checkmark the Services Are Billable checkbox on the provider.


5.  If a bill thru name does NOT appear then the service provider vendor record needs to be corrected as well as follows:


(a) Click on the Edit button on the service provider row.


(b) Click on the Accounting tab.


(c) Set the accounting details (Approved (Acctg), Services will be billed, Can Generate an Invoice, Payee Name).


(d) Click on the Save button (on the bottom toolbar) to save the Vendor record.


(e) Exit the Service Provider Maintenance Form and go back the appointment screen.


(f) Click on the Refresh button on the Appointment form.


(g) Retry step 4 above.


(h) Click on the Save button (on the bottom toolbar).


Producing an Invoice for the Service Charge


2.  Click back onto the Case Maintenance tab.



3.  Click on the Action button (on the bottom toolbar).


4.  Select Service Transactions.



5.  On the Service Transactions Form find the correct appointment that you want to bill.





Click on the Edit button when you need to change the charge.


Click on the New button if there are no unbilled charges listed OR if you need additional charges to bill on the invoice.


6.  From the Service Transactions Form click on the New button.


7.  Select Invoice.



A Select column will display allowing you to select the charges to bill.


8.  Select the charges to bill by checking the checkbox.



9.  Click on the Preview button.


A Preview Invoice Form displays for review.



10.  Click on the Create Invoice button.


The Client Invoice and A/P Voucher are generated.





1.2.2.  What to do if Provider Rates Aren’t Showing Up


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Service.


2.  Click on the Charges tab.


3.  Click on the Edit button on the appointment.


4.  Try changing the Charged by setting on the Charge form to Flat Amount.


5.  Click on the Lookup Rates button.



6.  Click on the Save button (on the bottom toolbar).


Producing an Invoice for the Service Charge


7.  Click back onto the Case Maintenance tab.



8.  Click on the Action button (on the bottom toolbar).


9.  Select Service Transactions.



10.  On the Service Transactions form find the correct appointment that you want to bill.




Click on the Edit button when you need to change the charge.


Click on the New button if there are no unbilled charges listed OR if you need additional charges to bill on the invoice.


11.  From the Service Transactions Form click on the New button.


12.  Select Invoice.



A Select column will display allowing you to select the charges to bill.


13.  Select the charges to bill by checking the checkbox.



14.  Click on the Preview button.


A Preview Invoice form displays for review.



15.  Click on the Create Invoice button.


The Client Invoice and A/P Voucher are generated.