When you try to create a claim and a client or session appears to be missing, there are several steps you can take to help locate them.
- Are your search parameters too restrictive? Try unchecking the boxes and removing entered search terms.
- Is the session Confirmed? If you manually changed the DOS to a date in the future, the session will become Unconfirmed. You can find Unconfirmed sessions by navigating to Billing > Confirm Schedule. Use the green checkmark to confirm the session.
- Is the session Open or Closed? If the session is Open, it means that you have billed the insurance and are waiting for the insurance payment. If the session is Closed, it means that the remaining balance is due by the client. Open and Closed sessions will not appear in your invoicing area. To find the status, navigate to Payments > Enter Payment > Single Session. Search for the client and DOS and check under the Status column.
Why is the session closed? I never used a Close Session action.
There are 4 different ways that a session can become closed.
- Initially bill to - When you manually add a session, you are required to select an option from this drop-down menu. If you select Client, the session will be closed, because the client owes the balance.
- Payment Entry - When a payment is posted, a close action was selected.
- Session Class - If you assign a session class with Ins Not Billable as a feature, then the session will close. Note: Removing a session class will not alter the status.
- Accept Assignment - If Accept Assignment is marked as No on a client's insurance card, the session will close after the insurance invoice is created. This is extremely useful if a client would like to be reimbursed by their insurance, but are paying you as Self Pay.
For more information, please see: Session Status and Session Action.