Billing Export.
- Danielle Lau
- Kaitlyn England
- Rachael Keizur
Customers can use this report to provide to their billing company or billing software with the information for billing or use it for auditing purposes.
Step | Description | Good to Know |
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Navigating to the Billing Export | Reporting>Scheduling>Billing Export 
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Generating the report | Date Range: Enter the date range you want to pull appointments for
Funders: You can pull by 1 funder, a few funders, or leave this field blank to pull over all billable data for all funders Appointment Requirements: By default, completed appointments by your company’s definition will pull into the Billing Export Include Demo Client: Select if you want demo clients to appear on the export Include Late Entries: When selected, the system looks for appointments prior to the start date entered that were previously incomplete but are now complete
Click Run Now> Excel or CSV
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Subscribed Reports |
| See the following tutorial for details: Create and Manage Billing Export Subscriptions. |
Report Information
The Start and End date of the report will appear at the top of the spreadsheet along with company Tax ID that pulls from the Settings>Basic Info area. The Time Zone of the user that is logged in and running the report will be displayed at the top of the report as well. The Run Date/Time will show when this report was pulled.
Column Name | Information Shown |
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Validation | Red flags for potential billing issues
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Appt Type | Should all be billable |
Appnt Tag | Any billable tags that were added to the appointment |
Cancellation Type Name | Best practice recommendation is to not pull for cancelled appointments |
Appt Status | Best practice recommendation is to only pull for complete appointments |
Office Location | Pulls the Location/Facility assigned to the client in the Client Profile>Demographics section |
Funder | Name of funder |
Date of Service | Date the appointment took place |
Actual Start Time | Verified start time
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Actual End Time | Verified End time
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Claim Line Note | Optional component to add to this report. Allows users to list the appointment start and end time on the actual claim itself (some funders require this). If you need a claim line note to be the start and end time, you can set this up under the Settings>Funder Settings set up. If you need it to be in military time, you can set that up there as well |
Client Name | Name of client |
Provider Name | Name of staff providing the service |
Service | Service Name |
Billing Code | Billed CPT Code |
Modifier 1-4 | Will show modifiers if added to that billing code under the Settings>Funders/Billing Code area |
Unit Type | Pulls from the Funder/Billing Code setup within Settings |
# of Hours | Number of hours the appointment(s) took place |
# of Units | Number of units |
Unit Rate | Rate per unit as entered on the Funder/Billing Code setup within Settings |
Total Charges | How much to charge |
Authorization # | Pulls the authorization # that was added to the Client Profile>Authorization Tab |
Service Line | The Service Line used EX: ABA, OT, PT, Speech |
Place of Service | As entered on the appointment level (POS is required on appointments) |
Location Name | Will show if entered on the appointment level |
Location Address | Will show if entered on the appointment level |
Diagnosis Code 1-4 | Pulls the diagnosis selected on the Authorization of the Client Profile>Authorization Tab Only one diagnosis can be selected on a client’s authorization. If more need to be added, you can do so manually on the BER |
Client Address | Pulls the address added to the client in the Client Profile>Demographics section |
Service Facility Location | Pulls from the Funder setup within Settings |
Vendor ID | Will show if entered in the Funder setup within Settings |
Funder Address | Pulls from Settings>Funder area |
Insured’s Name | Pulls from the Funder information added to the Client Profile>Funder section |
Insured’s ID | Pulls from the Funder information added to the Client Profile>Funder section |
Group # | Will show if entered on the Client Profile>Funder section |
Client DOB | Pulls the Date of Birth added to the client in the Client Profile>Demographics section |
Agency Name | Company Name as entered in the Basic Information area of the account |
Group Agency NPI # | Company NPI # as entered in the Basic Information area of the account |
Rendering Provider Name | For services set up to ‘require an authorization’, the Rendering Provider will display based on the selection made for this field in the authorization.
For services set up to not require an authorization, the Rendering Provider will display based on the selection made for the billing code in the Settings>Funder Settings>Service Line area |
Rendering Provider NPI # | For services set up to ‘require an authorization’, the Rendering Provider NPI# will display based on the selection made for this field in the client authorization For services set up to not require an authorization, the Rendering Provider NPI# will display based on the selection made for the billing code in the Settings>Funder Settings>Service Line area |
Company Client ID # | Will show if entered on the Client Profile>Demographics section |
Rethink Client ID # | Autogenerated from Rethink |
Staff Verification | Should be “Yes” as this it the minimum requirement for a session to be considered complete unless you are pulling for incomplete appointments |
Staff Verified Address | If location services were turned on when verifying, the address where that staff verified will appear here |
Parent Verification | Yes or No if obtained |
Parent Verified Address | If yes and location services were turned on when verifying, the verification address will appear here |
Session Note Entered | Yes or No if obtained Should be “Yes” if that is your company’s criteria for a completed session |
Session Note Reviewed | Optional component EX: Supervisors can review session notes |
Company Staff ID # | If Staff ID # was added to staff’s General Information section of their profile |
Rethink Service ID # | Auto created by Rethink |
Staff Verification DateTimeStamp | The date and time the staff verified the appointment |
Appt Requirements Completed | The date and time the appointment requirements were completed
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Appt Notes | Any notes written on the appointment details |
Rethink Appt ID | Auto Created by Rethink |
Referring Provider Name | For services set up to ‘require an authorization’, the Referring Provider will display if there was a Referring Provider selected in the authorization the appointment is connected to. |
Referring Provider NPI | For services set up to ‘require an authorization’, the Referring Provider NPI will display if there was a Referring Provider selected in the authorization the appointment is connected to. |
Client Policy Copay | Will show if entered on the Client Profile>Funder Tab |
Appointment Copay | Will show if copay was received for an appointment AND marked on the appointment level |
Last Modified By | Who last modified the appointment |
Last Modified On | When a user last modified this appointment |
Last Billing Exported | Date and time this report was ran |
Last Payroll Exported | Will show if the appointment has been pulled for payroll yet |
Late Entry | This column will display ‘Yes’ or ‘No’ depending on whether the appointment was ever pulled as a late entry |
Late Entry First Pulled By | This column will display the first and last name of the staff member who first pulled the appointment as a late entry |
Date/Time Appt Marked Late Entry | This column will display the date and time the appointment was first pulled as a late entry |