Billing the Encounter

FOUR WAYS TO ACCESS:

The billing window will appear. The patients name will be in the upper LEFT corner.

Ontario Billing Screen

British Columbia Billing Screen

PATIENTS STATUS

Patient Status shows whether the patient is active (AC), inactive (IN), deceased (DE), moved (MO), etc.

ROSTER STATUS

Roster Status shows whether the patient is rostered (RO), not rostered (NR), fee for service (FS), terminated (TE), etc.

BILLING TYPE

Below the patient’s name is the Billing Type (NOTE: the program will default to Bill OHIP) For other types such as DO NOT BILL, click on the arrow beside the window to select from the drop down menu.

VISIT LOCATION

The program will default to the Clinic name. For hospital and other locations, click on the arrow for a drop down menu. The visit location can be changed by an administrator under Add Visit Location.

REFERRAL

If your program is set-up for specialist billing, you will have a check box beside the Visit Type.

The referring doctor must be in the patient’s Master Demographic area for this to work.

ASSIGNED PHYSICIAN

This is the physician assigned to the patient in the Master Demographics

BILLING PHYSICIAN

Click on the drop down menu to select a physician's name.

VISIT TYPE

Visit Type will default to the clinic. If the encounter was outside the clinic, click on the drop down menu beside Visit Type to select: Out Patient Visit, Hospital Visit, ER, etc. from the drop down menu.

ADMISSION DATE

• Click on the Admission Date link underneath the Visit Type.
• Clicking on the appropriate date of the calendar will put the admission date in the Admission box.

SERVICE, PROCEDURE AND PREMIUM CODES

• Select the checkbox(es) of the codes you wish to bill to your patient
• If a service/procedure/premium is not present and you DO know the code, simply enter it into one of the three boxes under the heading "Other service/procedure/premium codes" and enter the number of units billed.
• If a service/procedure/premium is not present, and you DO NOT know the code: use the code search on the lower right corner of the screen to bill up to three additional codes, then enter the number of units billed.

DIAGNOSTIC CODES

• Click on the link labelled "Diagnostic" to view a list of common diagnostic codes, and choose the appropriate diagnosis
• OR you can do a diagnostic code search in the box below:

DIAGNOSTIC CODE SEARCH

This search engine accepts both diagnostic code numbers and text

• If you know the numeric diagnostic code, type it in the box and click the dx code search button to retrieve it from the data base
• Using text in the diagnostic search engine, type part of the diagnostic word in the box and click SEARCH (using only part of the word will give you a longer list)
• If there is only one match, it will put the diagnosis in the box, if there is more that one match, the program will give you a list from which to select
• Clicking on the number link of the desired diagnostic code will insert it into the bill

SENDING THE BILL

1. Once you have made all your selections, click the CONTINUE button to view what you have billed
2. This gives you the opportunity to EDIT the bill if you forgot something, or CONFIRM the bill as correct.
3. Click CONFIRM to save the billing record for processing and bring you back to the appointment screen

Ontario Billing Record

British Columbia Billing Record

DIAGNOSTIC RESEARCH CODING (2 or more codes)

See Chapter 5: Clinical Modules- Disease Registry for the details on how to add multiple diagnostic codes to a patient's records.