Kareo 101 Training Resources

 

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.

Pulling Claims from Rethink

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Pulling the Billing Export Report

Navigate to the Reporting Dashboard and select Billing Export

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

Then select Download File (5) to Excel.

Auditing (Scrubbing) the Billing Export Report

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

 

 

Uploading Claims to Kareo

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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 and upload scrubbed/audited file.

 

Billing Export Batches

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

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

If a Failed status 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

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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)

 

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.

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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Reviewing Clearinghouse Reports

Approximately 24 - 48 hours after electronic claim submission, a clearinghouse report will be generated.

This clearinghouse will give confirmation that the funder has received the claim(s) but it may also indicate a rejection has occurred.

To determine if a rejection is present, select the Clearinghouse Reports hyperlink from the To Do List (or navigate to Encounters → Clearinghouse Reports → Claim Processing).

Review the details here, if a rejection is present a number will be listed in the rejections column.

Double clicking on the rejected claim will allow you to review the rejection reason.

Alternative method of reviewing rejections: