Therabill will allow you to submit out (in batch) all primary insurance claims. This can be done by going to Billing in the top navigation bar of Therabill and then clicking on Bill Insurance in the drop down menu.
The batch primary insurance claims is a useful tool that will allow you to send out all sessions that have not previously been billed out to the clients primary insurance. IMPORTANT: The batch primary insurance does not take the place of billing out your insurance claims by client. You should always look at all sessions/charges ready to be billed out by clicking the Select Client button to view sessions/charges that were not able to be billed out using the Batch Primary option.
Batching out Primary Insurance Claims
At the top left of your bill insurance page, click the Batch Primary button (see image to the top/right, red arrow). This will open up the batch insurance dialog (see image to the right).
The Batch Primary Insurance dialog is very similar to the By Client dialog, however there are some differences in which clients and sessions are available. It is important to know this, as you will find that the batch primary insurance cannot be used by itself. You can use it to batch out first submissions electronically. You will need to fall back and check the By Client to submit all other sessions that are not available for batch primary submissions.
For details on which clients and sessions are available for batch primary insurance, please see: Which sessions are available for Batching to Primary?
Which clients/sessions are not available?
Briefly, from the batch primary insurance dialog (image above), Therabill will show all clients that have a primary insurance card that is associated with an electronic payer (not Print Only) and have sessions that have never been submitted before. A small subset of error checks are also performed on the sessions before they are made available. Sessions that fail this small subset of error checks will not be available. For a list of the error checks, please see: Which sessions are available for Batching to Primary.
Choose the Clients to Batch
Each client in the client list will have a checkbox to the left of their name. (see imageabove, blue arrow) Uncheck any client that you do not want to batch out at this time. Only clients with a check next to them will be batched when you run submit.
Filtering the Client List
There are some filters at the top that allow you to narrow down which clients are displayed. You can filter by client name, primary insurance and date of service range.
Submitting the batch
Once you have all the clients displayed and checked, click the Submit button to start the creation and sending of the claims. When you click the Submit button, you will see the progress as Therabill sends out the claims client by client. DO NOT close the Batch Primary Insurance dialog until it is complete. The process does consist of the normal error checks that Therabill performs on claim submissions. If errors are detected, you will be made aware of this through a progress indicator (see Progress Indicators below). At the time of this writing, if one of your clients comes back with errors, Therabill will skip that submission. You will need to go to the By Client dialog to submit that claim and view and fix the errors.
Therabill keeps you up on the progress as the claims are submitted. Please do not close the dialog box until all claims have been processed. There are three main progress indicators.
1. Progression Counter
At the top of the client list you will see text showing you the number remaining out of the total number of clients that need to be processed. Do not leave the Batch Primary Insurance dialog until all claims have been processed. If you leave the batch primary insurance dialog, Therabill will stop processing.
2. Progress Icons
When you first click Submit, all checkboxes to the left of the client names will disappear and will be replaced with alternate icons as the batching progresses. The icons are as follows:
- Red X: The client did not have their name checked therefore they are being skipped.
- Spinning Circle: This client is currently being processed.
- Green Checkmark: Successful submission
- Error icon: A red error icon will appear if the claim failed the normal error check that Therabill performs on all claims submissions.
3. Text Progress indicator
To the right of the insurance company name in the client list, a text indicator will display as the batching progresses. The text progress should match the progress icons above. The text indicators are as follows:
- Skipped: indicates that this client did not have their checkbox checked when you clicked Submit. They are being skipped.
- Queued: All non skipped clients will start as Queued. At this point, there should not be a progress icon for this client.
- Currently Processing: The client is currently being processed.
- Errors detected: Errors were detected during the normal error checking process. You will need to do this client manually to view and fix the errors.
- Complete: The claims for this client were successfully submitted.
After Batch Submission
It is very important that you leave the Batch Primary Insurance dialog open until it is complete (once all client have been processed, they should have a progress icon associated with them). If you close the dialog prior to completion, Therabill will stop processing the client's claims.
Once it is complete, you will want to view the status of all of the clients. If any errors were detected (see progress indicators above) then you want to manually run them using the By Client dialog to view and fix the errors.
You can now close the form by clicking the Close link at the top right of the Batch Primary Insurance dialog box.
Viewing submitted claims
Unlike the manual By Client submission, Therabill does not display the PDF's for you at the end of the submission. Since Therabill only offers batch primary insurance for electronic submission, you should not need to print out any CMS-1500 forms when done. If you do want to print out the CMS-1500, you can always open and print them form your CMS-1500 filing cabinet (Filing->CMS-1500).
Therabill created one claim for each date of service
That is correct. Insurance companies tend to make less errors in processing your claims when you submit with one date of service per claim. Since you are submitting electronically, Therabill takes the safe road and submits them one date of service per claim.