EVV and Kareo

Download Billing Export from Rethink

Rethink > Reporting Dashboard > Billing Export > Download Excel

EVV appointments can be included in the same batch file as all other funders.

Note - use the EVV status to filter through charges that you are not yet ready to sync with Kareo (if applicable)

FOR FL MEDICAID: Assessment and Re-Assessment charges will need to be on a separate encounter in Kareo as you WILL bill those through the system and NOT through Tellus.

To assure appointments sync to their own encounter, verify at least one of the following is true:

• Separate rendering provider (column AQ) on DOS with client (this will automatically pull it into a separate encounter HOWEVER, if the rendering provider also provided other services within the billing export and they all have the same auth # and POS, these will need to be manually separated)

• Different auth number from other BCBA or direct services (this will automatically pull it into a separate encounter)

If charges are needed to be manually separated, then you will want to copy those lines into a new Excel spreadsheet and sync those in a separate batch file (see video below for further details/explanation).

Sync with Kareo

Rethink > Reporting Dashboard > Billing Export > Export to Kareo

Approve Charges in Kareo

Encounters > Find Encounters > Drafts > Highlight > Approve

Mark Claims as Billed ('Print' Claims)

Encounters > Track Claim Status > Ready to Submit Paper Claims > search by Medicaid funder > Highlight all > Right click or click ‘Actions’ > Print Paper Claim > Print PDF

Once the print dialog box opens up, close out of it each time. Once all windows have been closed, you will see a pop up box in Kareo that reads ‘Have the forms printed correctly?’ - to mark these claims as ‘billed’ you will want to select YES

Once ‘Yes’ is selected, these claims will move from ‘ready to submit’ to ‘pending insurance’

FOR FL MEDICAID: Encounters > Track Claim Status > Ready to Submit Paper Claims > search by Medicaid funder > Highlight all EXCEPT ASSESSMENT/RE-ASSESSMENT ENCOUNTERS > Right click or click ‘Actions’ > Print Paper Claim > Print PDF

Follow Step 5 below

Submit Electronic Claims

Batch all electronic claims for any other payors (Encounters > Submit Electronic Claims > Submit)

FOR FL MEDICAID: batch out Assessment/Re-Assessment charges electronically as those do not need to go through Tellus

Receiving Payment Files (ERAs/835s)

ERA connections will not be disrupted with the EVV integration. These will still come through the enrolled Clearinghouse. The files will still continue to be delivered through Kareo, however, these payments will need to be manually applied since they are no longer be billed through the system (except for exempt codes).

Please see the help guide for manual payment posting here.