Kareo 101 Training Resources

Pulling the Billing Export Report

Navigate to the Reporting Dashboard and select Billing Export

Open

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

  Open

  

Then select Download File (5) to Excel.

• For more details on the billing export report and the “include late entries” feature, refer to https://rethinkautism.atlassian.net/wiki/spaces/RBS/pages/2676230254

  • “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.

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.

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.

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:

• Navigate to Encounters → Track Claim Status → Rejections (from the drop down menu) → Find Now → Double click on claim.

• Hovering over the rejection reason in the transaction log will reveal the rejection reason.

  • Can also select Fix Rejection to reveal a pop up window with a hyperlink to assist in correcting the rejection.

  • For more information on rejections, refer to the Kareo Help Site for assistance. Desktop Application - PM