Billable Report Templates are used for sessions that would normally be sent to funders or private pay plans for reimbursement. This is commonly known as a SOAP or Session Note, which staff can select unique templates for as part of their scheduled appointment.
Note: Any template selected under the Billable Session Notes must have a funder attached before it can be used for any appointment that is using that specific funder.
Non-Billable Report are used for activities that are not attached to billable CPT codes or activities. This can include activities such as supervision documentation, documenting care coordination, or other activities that are not traditionally billed to funders, but that the practice requires documentation for.
Note: In order to use a non-Billable report template, a client must be selected, as all notes (Billable or non-billable) are attached to the client file.
To begin creating a new Billable or Non-Billable Report Template, navigate to Templates and select Add New Client Report Template
· Select “Billable Session Note”, or select “non-Billable session Note”
· Select the desired funder(s)
· Name the Template
· Select “Create Funder Template”
On the right side of the page, expand the desire selections to then drag and drop the options you’d like to utilize in the billing report.
Note: Client Name, Staff Name, Funder Name, Facility/Location assigned to Client, Date of Service, Verified Start and End Time, Service line, Service, and Session Duration will automatically load as a header. If you wish to exclude the client-assigned facility/location, service, or service line from the header, you can choose to do so under the Funder setup of the Company Account. Additionally, the top right corner of the note will display with the client name, Date of Birth and Member ID.
Once an item is in place, you will have the option to click on the information to edit the details. By select “Required” you can make the desired field required to complete a note or turn off the requirement to complete.
Note: When selecting Auto-populating fields such as billing codes, it is best practice to not mark these fields as required as they will already automatically pull in the data based on the appointment. If you chose to mark a given field required, be aware if there is blank data (such as modifiers), an error will show up until the field is filled out.
Once all desired options have been selected, always remember to click “Save” at the top to save the template. You can also select “Preview” at any point during creation to preview without saving what the template looks like.
Rethink has pre-loaded several sample billable, and non-billable templates. These can be used to as starting points to customize a unique template without having to create a new template from scratch. To customize a sample, start by clicking the three dots under Options. This will then open the options menu.
Select “Create a Template Duplicate”
Note: ReThink recommends always creating a template duplicate of any desired sample template, so that you will always have the original sample note for your reference.
Next, update the Sample funder details, by renaming the note, selecting desired funders for the note, and confirming if it is intended to be a Billable Session or Non-Billable.
Then, select “Create Funder Template”. This will then create the new copy for you to begin customizing! In the newly created duplicate, you can click on an item to remove or add a requirement, or delete as desired.
To Add Funders to Existing Client Report Templates, click on the three dots to open the options menu and select Manage Funders. Then select the funders you want to add to that template (use the scroll bar to see all funders) and press Update Funder List
FAQ 1: How do I add the daily data summary to an existing session note, billable or non-billable?
To add the daily data summary feature to an existing session, note template, begin by open the template. Drag and drop the daily summary field into the desired session note template by clicking on the “Client” Tab template builder then “Daily summary” before bringing into the template.
FAQ 2: How do I add modifiers and billing codes to a template?
To add additional billing code and modifier fields to any existing report template, begin by selecting the desired template. Then, open the right side “Billing” option. Select “Billing Code/Modifier” and then drag and drop to the desired location with the note. Users will then be able to see the billing code and any attached Modifier(s) to the appointment.
FAQ 3: Can I limit a template by code, and only have that template show up per code, or staff credential and not based off funder?
At this time no. However, the current recommendation is to list the Code or Staff credential in the name of the template. For example: Session Note 97153, or RBT Session Note 97153.