Sandata Agency Management 02-Invoices Window

The search filters allow users to narrow the results list to meet specific criteria. It is possible to use a particular field as well as a combination of fields.

Field	Description
Client	Use this field to filter invoices by Client name.
Admission	Use this field to filter invoices by Client admission.
Company	Use this field to filter invoices by the associated company.
Location	Use this field to filter invoices by the associated location.
Admit Types	Use this field to filter invoices by the associated admission type.
Team	Use this field to filter invoices by the associated team.
Payer	Use this field to filter invoices by the associated Payer.
Status	Use this field to filter invoices by status.
Invoice	Use this field to filter for an invoice-by-invoice number. Using a partial invoice number displays the invoice most closely matching that number. Invoice numbers are established during implementation.
Date From	Use the selected to and from date to filter results by visits that occurred within the selected date range.
Date To
Hide Canceled Invoices	Select this checkbox to hide canceled invoices.
Normal	Select this checkbox to include all invoices in the search.
Only Partial Paid	Select this checkbox to filter for only partially paid invoices.
Only No Payments	Select this checkbox to filter for only invoices without payment applied.
Resubmitted	Select this checkbox to filter for only resubmitted invoices.

Results List Closed

The Results List displays invoices corresponding to the selected filters.

Field	Description
Date	Displays the date of the invoice.
Client	Displays the name of the invoiced Client.
ChartID	Displays Client’s ChartID number.
Invoice	Displays the invoice number.
Items	Displays number of visits included in the invoice.
Amount	Displays the invoice amount.
Balance	Displays the remaining balance on the invoice.
Status	Displays the invoice status.
Payor	Displays the Client’s Payer.
Comments	Displays any comments attached to an invoice.
Resubmitted	Displays the invoice’s resubmission date.
Copay	Displays the total copay for the invoice.
As Of	Displays the date of the most recent invoice activity. This can be payment activity as well as editing the status or making corrections.

Right Click Options Closed

From the results list, Users can review invoice summaries, open an invoice, reprint invoices, or edit the status of invoices as needed.

Open an Invoice Closed

Open an invoice by double-clicking an invoice or right-clicking the invoice and then selecting Open.

Select All/None Closed

Select All or Select None highlights all items in the results list or deselects any items previously selected item.

It is also possible to select multiple items by holding the Ctrl key on your keyboard while selecting items. To select multiple items in a row, hold the Shift key and select the first and last item.

Reprint Invoices Closed

To open and reprint multiple invoices in PDF format, complete the following steps:

Go to the Invoices window under Main Menu > Billing > Invoices.
Search for applicable invoices.
Select the invoices that will be reprinted: Use the Ctrl or Shift key or use Select All (Located on the right click menu) to select multiple invoices.
Right click and select Reprint.
Select Yes when the Reprint Invoices confirmation window appears.
Each invoice displays in the Billing Format for that Payer.

Change an Invoice Status From Billing Review Closed

Most billing statuses update automatically when invoices are edited but users can manually change invoice statuses from the Invoice window. An invoice’s status can also be manually changed from the invoice details window. Some invoice statuses are only used for Episodic Billing.

To manually change multiple invoice statuses from the Invoice window, complete the following steps:

Go to the Invoices window under Main Menu > Billing > Invoices.
Search for the applicable invoices.
Select the invoices that will be edited.
Use the Ctrl or Shift key or use Select All (located on the right click menu) to select multiple invoices.
Right click on the invoices, then hover over Set Status, and select the new status.

The invoice statuses are now updated.

Change an Invoice Status Closed

Most billing statuses update automatically when invoices are edited but users can manually change invoice statuses from the Invoice window. An invoice’s status can also be manually changed from the Invoice details window .

Some invoice statuses are only used for Episodic Billing.

To manually change multiple invoice statuses from the Invoice window, complete the following steps:

Go to the Invoices window under Main Menu > Billing > Invoices.
Search for the applicable invoices.
Select the invoices that will be edited.
Use the Ctrl or Shift key or use Select All (Located on the right click menu) to select multiple invoices.
Right click, then hover over Set Status, and select the new status.

The invoice statuses are now updated.

Invoice Statuses Closed

The invoice status names (pending, billable) in the following table can be edited by the agency from the Value Items window, although the number and the description remain the same.

Field	Traditional/Commercial Billing Status for billing without episodes.	Episodic Billing Status for billing with episodes (OASIS billing)
01-Pending	This is the initial status of an invoice created as a Deposit/Prepay from the Invoice window.	This status is automatically set upon completion of the OASIS. Note: Upon completion of an OASIS, an invoice and an episode in Episode Tracker is automatically created.
02-RAP Ready	N/A	This status is automatically set, when the first billable schedule of the episode is confirmed.
03-RAP Sent	N/A	This status is automatically set when a RAP invoice is electronically exported through the system.
04-RAP Paid	N/A	This status is automatically set, when the first initial payment is imported through the Electronic Remittance window and posted.
05-Billable	This is the initial status of an invoice created from the Billing Review window.	This status is automatically set with the completion of a recertification or resumption OASIS. Note: If the client is not being recertified the billing status must manually change the status to billable when all parameters for the final claim have been met.
06-Bill Sent	This status is automatically set when the invoice has been printed or electronically exported.	This status is automatically set when the final invoice for the episode is exported electronically.
07-Bill Paid	This status is automatically set when the invoice is paid in full and the remaining invoice balance is $0.00.	This status is automatically set, when the final payment or void is imported through the Electronic Remittance window and posted.
08-LUPA	N/A	N/A
09-Hold	When the invoice status is 09-Hold, the invoice cannot be exported. (Example: Client admitted in AM, hospitalized in the PM of same day, agency may want to hold the RAP	When a user manually changes the status to 09-Hold, the related episode cannot be exported.
10-Cancelled	This is automatically set, when the client status is ‘03-Hold’ or ‘05-Cancelled,’ or their schedule status is ‘09-Hold’ or ‘10-Canceled.’Note: you cannot cancel an invoice that has payments or credits. Invoices are not automatically set to canceled. The user must manually change the status to Canceled.	This is automatically set, when the client status is ‘03-Hold’ or ‘05-Cancelled,’ or their schedule status is ‘09-Hold’ or ‘10-Cancelled.’ Only manually set this status if the entire episode has been canceled. Note: you cannot cancel an invoice that has payments or credits Invoices are not automatically set to canceled. The user must manually change the status to Canceled.
11-Resubmit	Status used to re-export a claim after a correction or edit has been made.	To resubmit an invoice, review Billing Resubmission.

Search for an Invoice Closed

The Invoices Screen displays invoices that match the criteria selected. Users can confirm an invoice’s status or open it up to make further corrections or edits as needed.

Go to the Invoiceswindow under Main Menu > Billing > Invoices.
Select the appropriate search criteria.
Select Refresh.
Double click the invoice or right click and select Open.