Add & Edit Billable Service Types

  Permissions: You must have Administration or Organization Administration Permissions.

Create your Organization's commonly used Service Types using CPT Codes, as well as their Rates and the option to limit what Staff Positions are allowed to schedule Appointments with this Service Type.

NOTE: The American Medical Association owns the rights to all CPT® codes and is now enforcing the collection of licensing fees for each Rendering Provider who submits Claims utilizing these codes.

Also see: Add & Edit Non-Billable Service Types.

Jump to Section  [Add Billable Service Types]  [Edit Billable Service Type]  [Archive Billable Service Types]

Add Billable Service Types

1. Click Organization tab in primary navigation bar.
2. In Settings, click theService Types tab.
3. Click +Add Service Type.
   Add Service Type dialog box is displayed.
   
4. Type - Select CPT Code or Non-CPT Code.
   CPT Code - This is the code used for submitting insurance claims and must be selected if billing to insurance. 
   Non-CPT Code - If you are not billing to insurance you may create your own code to use for billing purposes.
5. Name - This should be a Client Friendly name, not the CPT Code name.
   

   NOTE: This is what Client will see as Service Type on any Billing documents as well as in the Client Portal. Do not use things like "Tier 1 Rate," "Discounted Rate," or "New Rate," etc.

6. Enter Rate for Service Type - The Rate is a per unit rate. This relates to Units below

7. Type to search for CPT Code - This is the code used for submitting insurance claims and must be selected if billing to insurance.

8. Enter Code Modifiers - Modifiers provide additional information to payers to make sure the provider gets paid correctly for services rendered.

9. Units
   • Always Bill For - Does NOT look at the Appointment length. The Appointment will always be billed for the number or units in this box regardless of Appointment length. The number of units in the box, multiplied by the dollar amount entered in the Rate field (above) will be your invoice line item amount for that service.
   • Bill for 1 Unit - DOES look at the Appointment length. 
     You may select increments from 1 to 120 minutes. The amount billed for the session will be calculated using:
     Appointment Length in minutes/increment = Total Units
     Total Units x Rate = Invoice Amount
     

     NOTE: For service types that bill 1 unit for a certain time interval, units are calculated based on a mid-point rounding system. The calculated number of units will round up once the midpoint is reached, and round down if the midpoint is not reached based on the length of the appointment. The number of units will never round down to 0. For example:

     If the service type bills 1 unit for every 15 minutes, the midpoint is reached at 8 minutes

     • An appointment from 2:00 - 2:38 PM would round up to 3 units.
     • An appointment from 2:00 - 2:37 PM would round down to 2 units.

     If the service type bills 1 unit for every 60 minutes, the midpoint is reached at 30 minutes

     • An appointment from 2:00 - 3:30 PM would round up to 2 units.
     • An appointment from 2:00 - 2:29 PM would round down to 1 unit. 
       
       
10. Select Applicable Positions - This allows you to limit what Staff Positions are able to schedule Appointments for this Service Type. Multiple positions can be selected.
11. Associate Pay Code Non-Billable Service Type which is used to calculate payroll based on the rate associated with the pay code.
12. Supervision Status - This allows you to classify Service Types as Supervision or Direct services.
13. Create a Service Type Color Code (optional) - Select a background and text for color for Service Type. This displays on the Calendar view in each Appointment.
14. Click Prevent scheduling for service types without a valid authorization to prevent appointments from being scheduled for service types that do not have an authorization, or are associated with an authorization that is expired, exhausted, inactive or does not have any available units.
15. Click Save Service Type button.
    
    

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Edit Billable Service Types

1. Click Organization tab in primary navigation bar.
2. Click Settings from left menu and then Service Types tab.
3. Locate desired Service Type.

   NOTE: You may search for service types by entering the desired text in the field at the top of a column. More than one column may be used to narrow the search.

4. Click the Name of the Service Type. The Edit Service Type dialog box is displayed.
5. Edit appropriate information and click Save to update.
   

   IMPORTANT: The service type will now be updated for all PAST and future appointments. If you do not wish to impact PAST appointments, archive the existing Service Type and create a new one with the updated information.

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