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During the Kareo 101 training, customers will learn how these two platforms can aid in completing the initial billing process. This process will include learning to pull claims from Rethink, uploading claims into Kareo, submitting claims to funders, and determining if a clearinghouse rejection has occurred.

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Step

Description

Helpful Knowledge

Pulling a the Billing Export Report

Navigate to the Reporting Dashboard and select Billing Export

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Select your filtering parameters.

  • Date range (1)

  • Funders (2)

  • “Completed” requirements (3)

  • Decide whether to include late entries (4) see helpful knowledge for more info

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Then select Download File (5) to Excel.

  • For more details on the billing export report and the “include late entries” feature, refer to Most Commonly Used Practice Management Reports

    • “late entries” will only populate on the report once, so it is recommended to understand this feature before utilizing it.

  • Best practice recommendations are to keep “completed” requirements to what defaults. This was set up under the company account as what was needed from a billable appointment to be seen as ‘completed’ and therefore, ready for billing.

Auditing (Scrubbing) the Billing Export Report

Once file downloads, audit data & save file once completed.

Uploading Claims to Kareo

Step

Description

Helpful Knowledge

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Syncing Claims into Kareo

Navigate back to Rethink → Billing Export report.

Confirm any previously selected filtering criteria remains.

Select Export to Kareo

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Step

Description

Helpful Knowledge

and upload scrubbed/audited file.

Billing Export Batches

Select the refresh button on the Billing Export Batches field to refresh the status.

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If a Success status is returned, these claims are now present in Kareo for submission.

If a Failedstatus is returned, download the file and refer to Most Common Kareo Batch Errors and How to Fix Them for information on resolutions and resubmission.

Submitting Claims to Funders

Step

Description

Helpful Knowledge

Accessing Draft Encounters

Once all claims have generated a Success status, these claims will now be present in Kareo for submission to funders.

From the Kareo homepage, select Draft Encounters from the To Do List (or navigate to Encounters → Find Encounter)

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Approving Draft Encounters

Draft encounters will populate here.

Select Actions → Approve to move claims into the Approved tab.

Select Actions → Save as Review to move claims to the Review tab.

  • It is recommended to review/audit a few claims to ensure they are populating from Rethink correctly.

    • Double click a claim to review.

  • Claims saved in the Review tab will remain here until they are approved.

Claim Submission to Funders

Once claims have been approved, navigate to Encounters → Submit Electronic Claims → Submit Claims to submit claims electronically to funders.

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If claims need to be submitted via paper, navigate to Encounters → Print Paper Claims → Print Claims to print claims on CMS-1500 forms for submission to funders.

  • The Submit Electronic Claims and Print Paper Claims sections will be, by default, inclusive and include all claims set to be submitted this way.

    • If this is not preferred, filter claims using the filtering criteria present.

Determining Clearinghouse Rejections

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