Add Charges Manually from New Charges Tab
Billing -> Patient Account -> New Charges Tab
Add a New Visit
Charges can be manually added by creating a New Visit from the New Charges Tab or they can be manually added to a visit/encounter posted from the Billing Statements Tab in the Patient Chart. This example will be Creating a New Visit
1. Click the New Visit button
Add Rendering Provider of Service and Location/Place of Service to New Visit
New Visit dialog opens to begin adding charges.
Prior to adding the charge/Procedure Codes, the Rendering Provider and the Location/Place of Service will have to be selected.
2. Click the More Info button to add Provider of Service and Place of Service
Add Other Info to Visit details including Workers Comp, Accident, Hospitalization and Prior Authorization information
3. Using the Drop Down Arrow to display list of Providers that have been setup in SOAPware, Select the Rendering Provider of Services.
4. Using the Drop Down Arrow to display the list of Facilities that have been setup in SOAPware, Select the Place of Service from the list.
5. If the New Charges are Accident related, require prior authorization, are related to a hospital visit, etc., Type that information in the appropriate fields and enter dates that apply.
6. Click the Save button to save information
Add Charge in New Charges Tab
7. Click the Add Charge button to Open the Select Charge dialog
8. Begin typing the Charge code in the box or Click inside the Description to Search the code data base. Click on the code from the list to insert it into the fields
9. Click on the Select button
Add New Charge Details, including ICD-9/Diagnosis codes and Modifiers
Charge Details dialog will open for adding/editing New Charge. If a field is not grey/inavtivated, it can be edited for corrections or changes
10. Click the Add Code button to Add a Diagnosis/ICD-9 code to the New Charge. Begin Typing the code or Click to search. When the correct code is in the field, Click the Select button or use the Enter key on the keyboard to select a Diagnosis. Repeat as needed
11. To Add a Modifier to the New Charge, Click the Add Code button. Begin Typing the code or Click to search. When the correct code is in the field, Click the Select button or use the Enter key on the keyboard to select a Modifier and Enter again to add another code. Repeat as needed.
12. Enter additional Charge information if applicable in the Misc Details section. The Facility field will be populated with the Facility selected in the More Info dialog.
13. Click the Save button to save data.
Repeat Steps 7.-13. to add more charges
Post New Charges to Patient Ledger
14. If the patient is Self Pay and no insurance will be filed, Click the Drop Down arrow and select Do Not File-Patient Responsibility.
15. The Follow Up Action will default to Submit to Insurance. Click the Post button to apply charges to the Patient Ledger and automatically Create a claim for the new charges.
The Patient Ledger Tab will open and the New charge(s) will be shown in the ledger.
Terry Curran
We are a specialist office that requires insurance referral numbers from PCPs to be included on claims. We verify the referral number/dates and number of visits prior to creating a claim. Soapware does not seem to have a specific place to record referral numbers prior to adding it to the claim "more info tab". Has anyone else had this issue? Where does one store the referral/prior auth numbers? My previous PMS system had a spot in the insurance field that carried the number into the claim and tracked the number of visits for each referral. I would appreciate ideas. Going back to the scheduled appointment or to the insurance note to copy and paste these numbers seems to be a lot of work.
Katie Rogers
Terry -
This has been added as a feature request for a future release. More info is the only place to enter this information at this time. Our suggestion for the referral /prior auth. numbers is to store them in the notes section in the patient account. We welcome any requests or suggestions as we are developing this feature and I have added your message to our list.