Billing›Calculating Billing

Calculating Billing

Overview

Ankota users will calculate billing regularly as part of the process of ensuring their invoices are timely and accurate. In order to calculate billing, first ensure that visits are closed and approved, and any exceptions have been addressed.

Calculate Billing

  1. Go to the Main Menu.
  2. Click Billing.
  3. Click Calculate Billing/Payroll.

Screenshot.

Next to Operation, select Billing - Client from the drop-down menu and enter the date range. Best practice is to set the start date to your Ankota start date to ensure any previously unbilled visits are visible. The system will never bill for the same visit twice, so there is no danger in choosing the earliest possible start date. The system will only pick up the unbilled visits.

The Calculate Billing / Payroll page shows a form with an Operation dropdown set to "Billing - Client," fields for Client First Name, Last Name, and Client ID, date range filters (Date From: 05/01/2017 and Date To: 05/08/2024), Visit Type Category and Visit Type dropdowns, and Status radio buttons for Complete or Draft selection. A green "Search for Billable Items" button is prominently displayed on the right side, along with additional buttons for viewing closed unbilled orders and orders for inactive clients.

NOTE: For clients that do not need to review billing drafts (such as clients that ONLY use the billing process to trigger sending data to an aggregator), you can change the status to Complete. This enables you to skip the Billing Report page review and go straight to complete.

Calculate Billing / Payroll search form with filter options including Operation (Billing - Client), Agency, Client name fields, date range (05/01/2017 to 05/08/2024), Visit Type Category and Visit Type dropdowns, and Status radio buttons for Complete or Draft selection, with a green "Search for Billable Items" button and additional options for viewing closed unbilled orders.

If you wish to filter for a particular payer, client, visit category, or visit type, you may also do so at this time.

The Calculate Billing/Payroll page displays search filters for billing transactions including Operation (Billing - Client), Agency dropdown, client information fields (First Name, Last Name, Client ID), date range fields (05/01/2017 to 05/08/2024), Visit Type Category and Visit Type dropdowns, and Status options (Complete or Draft selected), with a green "Search for Billable Items" button to execute the search.

When you are ready, click Search for Billable Items. A list of visits will appear.

A visit records table displaying columns for Visit ID, Visit Type, Client Name, Caregiver Name, Date, Billable Time, Special Bill, Upcharge, Charge Amount, Modified status, and Visit Line Items link, with four Private Pay visit entries showing client and caregiver information along with associated billing details.

Closed visits can then be previewed and reviewed for issues, such as a zero rate, and then investigated and corrected.

Possible Issues

Possible issues may include any of the following:

  • A new service type was introduced without an associated rate, or the rate is entered incorrectly. Reach out to your Ankota specialist for assistance in adding this billing rate.
  • Visits are listed unexpectedly, or expected visits are missing:
    • Check your visit approval dashboard for unapproved visits.
    • Check your filters.
    • Check to see if visits were approved that should have been cancelled.
  • The billable length does not match your expectations. Correct the visit as appropriate in the Visit Approval Dashboard.

Once these issues are corrected, use the Recalculate button to refresh the report so all updates will be included. The Recalculate option is not necessary if your data was correct from the start. Once all data appears correct and ready to bill, click Create Invoice.

The Calculate Billing/Payroll page displays a search form with filters for operation, agency, client information, date range, and visit type, along with a results table showing visit details including Visit ID, Visit Type, Client Name, Caregiver Name, Date, Billable Time, Special Bill, Surcharge, Charge Amount, Modified status, and Visit Line Items links. Action buttons at the bottom include Recalculate and Create Invoice, with a message stating "No results found with the search criteria."

NOTE: There is a check box labeled View After Creation next to the Create Invoice button. If checked, you will be taken to the Billing Reports page automatically after your invoices are created.

The image shows action buttons and checkboxes for invoice creation options. There is a "Recalculate" button, a "Create Invoice" button, and two checkboxes: "View after creation" (checked, in red outline) and "Recalculate Billing/Payroll" (unchecked).

If you forget to check this button, simply click Billing from the main menu and then Billing Report (Client).

Screenshot.

Next Step

For the next step in this process, see Billing Report - Completing Invoices.

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