Service Categories

How to Use Service Categories in NPAWorks

This document will show you how to use Service Categories, add, and edit Services in NPAWorks.

  1. To begin, login to NPAWorks.
  2. Navigate to an Agency’s Services
    1. Notice the new column “Category”. By default Services have no Category. As you add Categories to Services, those Categories will appear in this column. The available Categories are pre-defined and limited to:
      1. ABA
      2. Activities/Arts/Sports
      3. OT
      4. Other
      5. Psych
      6. PT
      7. Respite/Supported Living
      8. SLP
      9. Social Skills
  3.  Double-click on an existing Service to open it and be able to Edit, including adding or changing its Service Category. Alternatively, you can select a service and click the Edit or Edit Category buttons in the ribbon.
  4. Now you are able to edit that Service’s:
    1. Name/Description
    2. Display Code/Abrv
    3. Tracking ID
      1. The options in this dropdown are the same and have not changed.
    4. Service Category
  5. If no Service Category is assigned that Service, the Service Category dropdown will display “Select Category”.
  6. Choose a Category, and click “Save” to save your selection. If you want to cancel and close this popup, simply click “Cancel”.
  7. Now you can see the updated Service Category displayed in the list of Services.
  8. To add a new Service, simply click on the Add New Service icon in the toolbar on the top left of the main screen.
  9. To update Services in Bulk, simply click the “Select All” button to select all services, and then hold Ctrl on the keyboard, to de-select any Services. Change their Service Categories in bulk by then clicking on the “Edit Category” button.

How to Synchronize Catalyst with NPAWorks

How-to Catalyst Synchornization

NPAWorks is going to synchronize data with Catalyst Clinical Tool. The end-result would be a streamlined integration wherein the Therapist will not have to log into multiple systems to create session notes, get Guardian and Therapist signature, completing a session, and render an appointment. Sites (Agency), Student (Client), Users (Staff) and Session (Appointment) notes that are created in Catalyst will be constantly retrieved by NPAWorks after the initial handshake configuration.

Session Notes in Catalyst

Since the end goal of this synchronization is to not have Therapist log into multiple systems to create a session and render an appointment, NPAWorks requires certain fields from Catalyst. To ensure this happens, CodeMetro and Datafinch support team will help users configure their Session notes.

The fields required in the Session notes are listed below:

  1. Start Time – This is the start time of the session.
  2. End Time – This is the end time of the session.
  3. Notes – SOAP note of the session being completed by the Therapist.
  4. Signature or Therapist Signature – This is the signature of the Therapist.
  5. Location – This field captures the location of the Therapist signature.
  6. Guardian Name or Caregiver Name or Parent Name – This field is used to capture the Student’s Guardian name
  7. Relationship – This fields is used to capture the relationship of the Guardian to the student.
  8. Guardian Signature or Caregiver Signature or Parent signature – This field is used to capture the Guardian signature.

Once the Session note has been created on the Catalyst website or the app, NPAWorks pulls data from Catalyst every 15 minutes and attempts to automatically map this data.

NPAWorks

To enable Catalyst Synchronization NPAWorks, customers will need to contact their account managers. Once the feature is activated, Catalyst Synchronization button will appear on the settings tab as shown below:

The first time the user clicks on the Catalyst Synchronization button, a pop-up window will appear and will request for Catalyst credentials to initiate the handshake between the two systems. Once the user agrees to share the information between the two systems, NPAWorks will pull the data from Catalyst, today onwards. This has to be done only once and the user providing credentials has to have Admin level permission in both Catalyst and NPAWorks.

The Catalyst Synchronization window will now display all the information it retrieves from Catalyst and tries to map them automatically across different entities in NPAWorks as shown below:

  1. Agency Tab – This tab is used to display all the Sites that have been created in Catalyst and map them the their NPAWorks equivalent. In order to automatically map a Site to an Agency, the following conditions need to be satisfied:
    • Site name = Agency name

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Agency Name from the drop-down which is an equivalent to Catalyst Site Name.  The user will not be allowed onto other tabs until all Sites have been mapped to an Agency and Saved. The Agency tab will be completely hidden if a user does not have access to even a single agency.

    The Action column allows the user to perform three tasks – delete mapping, edit agency, create agency. The delete mapping button () will be active only if a mapping is ‘User’ created and no other entities – Clients, Staff, Appointment, have been mapped from that Agency on the other tabs.

    The edit button () can be used to edit the specific mapped agency by opening the agency page.

    The create button () is used to add a new agency to NPAWorks for a site that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create an agency.

  1. Clients Tab – This tab is used to display all the Students that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a Student to a Client, the following conditions need to be satisfied:
    • Student first name = Client first name
    • Student last name = Client last name
    • Student dob = Client dob
    • Student site name = Client agency name

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Client Name from the drop-down which is an equivalent to Catalyst Student Name.

    The Action column allows the user to perform three tasks – delete mapping, edit client, create client. The delete mapping button () will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Client. The edit button () can be used to edit the specific mapped client by opening that client page. The create button () is used to add a new client to NPAWorks for a student that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a client.

  2. Staff Tab – This tab is used to display all the Users that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a User to a Staff, the following conditions need to be satisfied:
    • User first name = Staff first name
    • User last name = Staff last name
    • User email = Staff email
    • User site = User agency

    The Mapping column displays the mapping criteria for each site received from Catalyst. If a site was automatically mapped based on the above-mentioned condition, then it says ‘Auto’. If an auto map is not possible and a user forms a mapping, then this column will say ‘User’. The user can select NPAWorks Staff Name from the drop-down which is an equivalent to Catalyst User Name.

    The Action column allows the user to perform three tasks – delete mapping, edit staff, create staff. The delete mapping button () will be active only if a mapping is ‘User’ created and no Appointment has been mapped for that Staff. The edit button () can be used to edit the specific mapped staff by opening that staff page.The create button () is used to add a new staff to NPAWorks for a user that has been received from Catalyst. The create button can also be disabled if the user does not have permission to create a staff.

  3. Appointments Tab – This tab is used to display all the Session notes that have been created in Catalyst and map them to their NPAWorks equivalent. In order to automatically map a Session note to an Appointment, the following conditions need to be satisfied:
    • Session date = Appointment date
    • Session start time = Appointment start time +/- grace time
    • Session end time = Appointment end time +/- grace time
    • Student first name = Client first name
    • Student last name = Client last name
    • Student dob = Client dob
    • User first name = Staff first name
    • User last name = Staff last name

    The Action column allows the user to perform one task – delete mapping. The delete mapping button () will be active only if a mapping is ‘User’ created.

Once a session note has been mapped to an appointment, the following information will be displayed in NPAWorks/NPAGo:

  1. Session notes will be displayed in Appointment Results
  2. Guardian Name, Relationship, Session Date, Session Time, Guardian Signature, Location of Guardian Signature, Therapist Signature, Location of Therapist Signature, Location of Appointment Render in the Appointment

Additionally, NPAWorks tries to render the appointment if all validations are met. This will in turn result in the Therapist not having to log into multiple systems to render an appointment.

Lastly, NPAWorks has developed three Flex Reports which will help user identify mapped/unmapped entities in NPAWorks and Catalyst. The names of these reports are:

  1. Catalyst-NPAWorks Staff
  2. Catalyst-NPAWorks Clients
  3. Catalyst-NPAWorks Appointments

Staff and Client Synchronization

NPAWorks has made it easier to maintain the Staff and Client list between the two systems – NPAWorks and Catalyst. You no longer have to enter Staff and Client information multiple times in the different systems. NPAWorks will now synchronize this information with Catalyst and this will allow the users to maintain the data in a single system.

Currently, NPAWorks only synchronizes staff and client between the two systems. Agency/Site need to be maintained separately in both the systems. NPAWorks is working on implementing an update to synchronize the Agency in NPAWorks to Site in Catalyst.

Staff Synchronization

When the Catalyst feature has been turned ON by the Account Manager, NPAWorks users should see a Catalyst checkbox option in the Clinical Integration window in the staff profile as shown above. After selecting the checkbox and saving, this staff profile will get pushed and created in Catalyst. For successful pushing of the staff profile, the following fields are required in NPAWorks:

  • a valid address
  • a valid email address
  • a valid phone number

Additionally, the system will enable the Catalyst checkbox only when:

  • the Staff’s Agency in Catalyst has been mapped to and agency in NPAWorks in the Catalyst Sync window
  • Staff has a username created in NPAWorks

Once a staff has been integrated, any changes to the staff profile – first name, last name, email, title, etc will get updated in Catalyst automatically. This staff integration can be turned OFF by unchecking the Catalyst Integration checkbox on the profile.

Client Synchronization

When the Catalyst feature has been turned ON by the Account Manager, NPAWorks users should see a Catalyst checkbox option in the Clinical Integration window in the client profile as shown above. After electing the checkbox and saving, this staff profile will get pushed and created in Catalyst. For successful pushing of the client profile, the following fields are required in NPAWorks:

  • a active service with a integrated rendering provider and a diagnostic code
  • a client contact with a valid email address

Additionally, the system will enable the Catalyst checkbox only when:

  • the Client’s Agency in Catalyst has been mapped to and agency in NPAWorks in the Catalyst Sync window

Once a client has been integrated, any change to the client profile – first name, last name, gender, date of birth, etc will get updated in Catalyst automatically. This client integration can be turned OFF by unchecking the Catalyst Integration checkbox on the profile.

Catalyst Synchronization window

If a staff or client get automatically mapped in the Catalyst Sync window, the checkbox will automatically get checked on their profile. Similarly, if a user maps a staff or client on the Catalyst Sync window, the checkbox will automatically get checked on their profile.

NPAWorks Billing

Contents

Enabling the Billing feature

Clearinghouse Onboarding.

Master Funding Source

Claims Wizard

Adding Billing Organization and Provider Taxonomy codes

Confirming appointments are ready for billing

Generating Claims with Claims Wizard

Submitting Electronic Claims with Claims Wizard.

Claims Manager

Viewing Claim Statuses

Accepted Electronic Claims

Rejected Electronic Claims

Claims Ledger

Claims Ledger tab

Viewing Charge Lines

Charge Lines – Transfer Balance and Post Adjustments

Access Edit Charge Line page

Charge Line Actions

Bulk Update Charge Lines

Edit Charge Line Actions

View Payment Details from Transaction History

Client Statements

View & Download Client Statements

Post Transferred Responsibility

Generate Client Statements

Invoices

Generate Invoices

Submitting and Saving Invoices

Releasing Invoices

Posting Actions to Invoices

Payments

Auto-Posted Claim ERA Payments

Unmatched ERA Payments

Add Payment for EOB, Client Statement or Prepayment, or Invoice

Apply EOB Payments

Apply Client Statement Payments

Apply Regional Center, School District, and Private Pay payments

Import CA Regional Center Payments

Payments Ledger

Billing Reports

Using Billing

 

Enabling the Billing feature

Clearinghouse Onboarding

Contact Support at 877-796-9883 or support@codemetro.com to enable the Billing feature.  The ability to generate and post payments to non-insurance funding sources can be enabled immediately and training, if desired, scheduled.

If you also bill private insurance, you need to select a clearinghouse, Apex or Office Ally.  Apex is recommended because of cost effective transaction rates and a dedicated Account Manager to assist you with the integration set-up, enrollments and on-going support.  NPAWorks also integrates with Office Ally.  You will need to work directly with Office Ally to request integration and submit payer enrollments.  When contacting CodeMetro Support to enable the billing feature please request instructions for Office Ally integration steps.

Master Funding Source

  • Initial set up for the Master Funding Source: Master Funding Source is found in the Settings tab and is needed to post and apply payments. The Master Funding Source contains all the unique funding sources a practice contracts with across all the practice’s agencies. When the Billing feature is enabled, NPAWorks will automatically generate a Master Funding Source record for each unique funding source. Each master record is mapped to its corresponding agency funding source record.

During initial set up for insurance funding sources, the system will:

  • Default the Network field to Commercial.
  • Where possible, take the payer ID from the agency’s funding source record and assign it to either the mapped master record’s Office Ally payer ID and/or payer ID, and depending on which clearinghouse will be used. If the practice is in the process of migrating from Office Ally to Apex, both clearinghouses’ payer IDs will be displayed, otherwise only the ID for the clearinghouse used is displayed.
  • It may not be possible for NPAWorks to assign every insurance payer ID, in which case, the field will be left blank.

PLEASE NOTE: It is important for the practice to review all Master Funding Source records to ensure the mappings and payer IDs are correct, and to update the Network field to Medicaid where needed.

Once the Billing feature is enabled, any new funding sources must be added in the Master Funding Source first, then created in any agency that will use that funding source.  Any updates to a payer ID will be maintained in the master funding source record, and is displayed with view-only on the mapped funding source record.


Claims Wizard

Adding Billing Organization and Provider Taxonomy codes

Claims Wizard will automatically assign billing organization and provider taxonomy codes when claims are generated and sent/exported as with the 837P file format.

To set the billing organization’s taxonomy code, from the Settings tab open the Organization page.  Click on the Special Identifier’s icon.  On the Special Identifiers page click the + icon to add a new type of identifier.  Select type of Taxonomy Code and then enter the code in the ID / Number / Code field.  Click OK to close the page and click Save & Close on the staff record to save the updates.

To set the provider’s taxonomy code, open the staff records and click on the Special Identifier’s icon.  On the Special Identifiers page click the + icon to add a new type of identifier.  Select type of Taxonomy Code and then enter the code in the ID / Number / Code field.  Click OK to close the page and click Save & Close on the Organization page to save the updates.

Confirming appointments are ready for billing

It is recommended to run the Insurance Appointments Check flex report before generating claims to verify that appointments are ready for billing.  Information included in the report include

  • Is appointment rendered?
  • Is there a diagnosis code?
  • Is there a service location?
  • Is the appointment overlapping with another service appointment?

Generating Claims with Claims Wizard

To generate insurance claims, select the Billing tab and click on Claims Wizard in the ribbon.

Alternatively, from the Claims Manage, click on Claims Wizard in the upper left corner.

Step 1 of Claims Wizard is displayed. Select filters and click Search.

Use checkboxes to select the appointments to be included and click Next.

Step 2 of Claims Wizard is displayed.  Any appointments missing required claim data such as CPT Codes, Diagnosis Code, and Rendering Provider are noted in the Errors column.  Click on an appointment with Errors noted and Error Types are displayed in the bottom panel.  It is recommended to correct missing data at the source (e.g., enter the missing Rendering Provider on the Client Services record) and then return to Claims Wizard to generate claims.  Alternatively, it is possible, however, to enter missing data directly in Claims Wizard, click the Save icon, and continue with claims generation.

The checkboxes in Appointment to Claim Line Item Grouping control how appointments are combined into one claim charge line.  In the example below any appointments with the same Service Date, Place of Service, CPT Code, Modifier, Diagnosis Code, Rendering Provider NPA, and Contract will be collapsed into one charge line.  If Service Date were unchecked, after clicking Regroup, appointments with different Service Dates would be collapsed into one charge line.  Typically all options should be checked unless the carrier has special claim charge line requirements.

Click Next to proceed to Step 3 of Claims Wizard.  If uncorrected errors exist, the user will be warned before proceeding to Step 3.

Step 3 of Claims Wizard is displayed.

As with Step 2, it is possible to correct errors directly on this page.  Click the Save icon after making corrections.

Claim Line Item to Claim Grouping checkboxes determine which data will generate a separate claim.  In the example below a separate claim will be generated for unique client contracts. A single claim can have charge lines with different Service Dates, Places of Service, and CPT Codes up to the 6 claim charge line limit.  Click Regroup after checking or unchecking any option.

Click Prepare Claims to generate the claims for selected rows.

Submitting Electronic Claims with Claims Wizard

After clicking Prepare Claims the claims just generated are displayed in Claims Manager.  Select the claims to be submitted and then click on submission options.

If the NPAWorks Billing feature is enabled, depending on the practice’s selected clearinghouse, the submission options dropdown in Claims Manager allows an option for “Send 837P (Office Ally)” or “Send 837P (Apex)”. Both options may be displayed if the practice is in the process of migrating from one clearinghouse to another.  If the practice is using Kareo for billing, then the “Send to Kareo” option is allowed.  Likewise, if the practice is migrating from Kareo to NPAWorks Billing, both Kareo and a clearinghouse option are allowed.

If the NPAWorks Billing feature is not enabled for a practice, the allowed options in Export Claims dropdown are “Export 837P (Office Ally)” and “Send to Kareo” if the practice uses Kareo for billing.

Select a submission option.

When “Send 837P (Office Ally)” or “Send 837P (Apex)” is selected the Submission Date, Submission Type are automatically updated.  The Status is set to Submitted pending confirmation of acceptance or rejection from the clearinghouse.

NPAWorks will detect if the same claim has been previously submitted to avoid duplicate claim submittals.  Clearinghouses can take up to 24 hours to send back to NPAWorks an acceptance or rejection notice.  If the prior submittal was within the last 24 hours, NPAWorks Billing will not allow a resubmission.  After 24 hours, the user is warned but can proceed with a resubmittal.

Please note when NPAWorks Billing is enabled the bulk update options are no longer available for Submission Date, Submission Type, Status, and Notes as these fields are now updated by the system automatically.

Claims Manager

Viewing Claim Statuses

Status of claims can be seen in the Claims tab of Claims Manager.  When a claim is generated and sent electronically to a clearinghouse the claim status of Submitted is initially assigned.

When Claim is printed and mailed/faxed to the payer rather than sending to a clearinghouse, the user should select Submission Type of Print.  The claim status is automatically to Submitted and will remain with that status until a payment is manually applied in the Payment Ledger, at which time the status will automatically update to Manual Posting.

Accepted Electronic Claims

Every 30 minutes after submittal, NPAWorks Billing checks for updates from the clearinghouse regarding whether the claim was accepted or rejected.  When a clearinghouse accepts a claim, it forwards the claim next to the payer’s EDI.  The claim status in Claims Manager changes to Accepted by Clearinghouse, or, infrequently, to Accepted with errors by Clearinghouse when notification of the clearinghouse status is received by NPAWorks.

Once accepted by the payer EDI, the claim is submitted to the payer for adjudication.  When NPAWorks receives the notification that the claim has passed EDI validations the claim status changes to Initially Accepted by Payer EDI.

When NPAWorks is notified that the claim has been adjudicated, an electronic remittance advice (ERA) is posted in the system for any charge lines paid, and the claim status changes to 835 Response.

Rejected Electronic Claims

If the claim does not pass clearinghouse validations the status is changed to Rejected by Clearinghouse.  Likewise, if the Payer EDI rejects the claim the status changes to Rejected by Payer EDI.

When rejected, the user selects the claim, opens the Claims Ledger tab (See Claims Manager – Viewing Electronic Charge Lines) and clicks the link in the Details field to see the reasons for the rejection.

The user will need to correct the missing or incorrect claim data by:

  • Editing the claim, or
  • Releasing the claim, correcting the source data, and regenerating the claim.

Once the errors are corrected, the claim can be submitted again from the Claims Manager Claims tab

Claims Ledger

Claims Ledger tab

From Claims Manager, search for claims and select the Claims Ledger tab. Please note, the Claims Ledger tab displays individual charge lines, while the Claims tab displays claims. Since the Claims Ledger tab contains more columns, it is necessary to page or scroll horizontally to see all columns.

Viewing Charge Lines

When the ERA 835 Response is received NPAWorks Billing automatically posts payments to charge lines and updates Line Status accordingly in the Claims Ledger tab, along with additional information such as payment amount and balances.

Line Status: When auto-posting ERA payments, the amount received is compared to the Expected Reimbursement Amount which uses the practice’s contract rate, as opposed to their fee schedule rates.  (These rates are entered in the Funding Source Services in NPAWorks.)  Line Status is determined as follows:

  • After 835 is received, Claim Status will change to “835 Response” and the Line Status is updated as follows:
    • Short Pay: Carrier payments were less than expected (Expected Reimbursement Amt > sum of all FS payment(s) – Client Responsibility)
    • Overpaid: Carrier payments were more than expected (Expected Reimbursement Amt < All FS payments – Client Responsibility)
    • Client Responsibility: When all Carrier(s) payment(s) are applied and Copay, Coinsurance, Deductible, or Miscellaneous values have been transferred to Client Responsibility
    • Denied: If claim was denied
    • Complete: Paid in full (Expected Reimbursement Amt = sum of all Carrier Payment(s) + all Client Responsibility Payments)

Rejection Reason: a link to Detail will appear when Claim Status is Rejected at Clearinghouse or Rejected at Payer EDI. Clicking the link will bring up a new page which shows the specific reasons why a claim was rejected by the Payer (ex: Incorrect Billing Address).

If the claim was sent to Office Ally, to view the entire history, select the appropriate file under the new “Files” column and select either “Export” or “View”.

  1. HCFA: file from the clearinghouse stating they have the claim and have sent them for processing. The clearinghouse may reject the claim if it has errors.
  2. 5010 (an 835 in readable format): shows payment or denial info after Insurance has received and processed the claim.

Clicking View will display the file in a new page.

Clicking Export will direct the user to select where to save. The file will be saved as a .txt file.

Charge Lines – Transfer Balance and Post Adjustments

Access Edit Charge Line page

Double-click on a charge line in the Claims Ledger to open the Edit Charge Line page.

Transaction History section of the Edit Charge Line page will list all transactions made against the charge line starting with when the claim was submitted, ERAs automatically posted, and the billed Insurance target (Primary, Secondary, or Tertiary).  Any manual adjustments/payments can also be viewed in the Transaction History.

Charge Line Actions

The following charge line actions can be taken:

  • Adjustment – post corrections (e.g., partial balance transfer amount or manually entered copay due entered incorrectly).
  • Transfer Balance – transfer all the charge line balance to another funding source or to client responsibility
  • Transfer Partial Balance to Client Responsibility – transfer a specific amount to client responsibility, typically to bill in advance of the ERA/EOB for copays.
  • Settle – set balance to zero
  • Rebill – used to send corrected claims
  • Note – Add any note related to the charge line
  • Follow-up – Set a date and note for further action needed for the charge line

All actions posted will be recorded in Transaction History along with the date of the transaction and the user.  All action types have an optional note field for comments.

Bulk Update Charge Lines

To apply the same action to multiple charge lines at one time:

  • Select the charge lines to be updated with the checkbox in the Claims Ledger grid
  • Click on Bulk Update Charge Lines
  • Select the action and click Post

Edit Charge Line Actions

Actions can also be applied individually via the Edit Charge Line page.

Action: Insurance Adjustment

The Insurance Adjustment action will display an amount field, and a second dropdown with a list of adjustment codes. Codes are searchable via the keyboard number buttons. Enter an amount, select an adjustment code, enter an options note, and click Post. To enter a negative amount, select the “-“ key on the keyboard.

Action: Transfer Balance

The Transfer Balance action displays dropdown with:

  • The list of Funding Sources per the client contract’s Add’l Funding Sources order of precedence, and
  • Client

When posted the entire charge line balance will be transferred to the funding source selected or to client responsibility.

Action: Transfer Partial Balance to Client Responsibility

 

The Transfer Partial Balance to Client Responsibility displays a dropdown to select the type of Client Responsibility: Copay, Coinsurance, Deductible, or Miscellaneous. Select a type, enter an amount, enter an optional Note, and click Post. The entered amount will be transferred to the selected type of Client Responsibility.

Action: Rebill

When a charge line has been denied by the payer, the user must edit the original claim charge lines in Claims Manager to fix the rejection reason, and then select the Rebill action for one of the denied charge lines.

The Rebill action displays a Note field. Enter a Note, usually the rebill reason, and click Post.

Clicking the Post button will change the Claim Status to Ready for Rebill and the charge Line Status to Pending Insurance for every charge line submitted on the original claim.

When the corrected claim is sent to the clearinghouse from the Claims Manager Claims tab, NPAWorks Billing enters a resubmission code 7 and the original claim number so that the claim does not get denied as a duplicate.

Action: Note

The Note action displays a field for entering comments unrelated to a specific action.

Action: Follow-up

The Follow-up action displays a date when future action is needed and a Note field.  Select a date, enter a Note, and click Post. See Follow-up flex report.

Action: Settle

The Settle action displays a dropdown to select an Adjustment Code, and an optional Note. Select a code, enter an optional Note, and click Post. The Charge Line status is changed to “Completed”, Claim Status is unchanged, and all current balances are set to $0.00.

Action: Discard Claim

The Discard Claim action will remove a claim from the system.  If a denial has been received from the payer, the claim is marked as voided and the void can then be submitted to the payer.  If any payments have been posted to the claim and message that all payments must be reversed before the claim can be discarded is displayed. Once successfully discarded, the appointments linked to the former claim can now be edited.

Action: Client Adjustment

The Client Adjustment action will display an amount field, and a second dropdown with a list of adjustment codes. This action allows for adjustments to copay, co-insurance, or deductible amounts.  To adjust outstanding insurance balances that have been transferred to client responsibility, select the This action will also allow for Misc. Client Discount adjustment code.

View Payment Details from Transaction History

From Edit Charge Line page’s Transaction History it is possible to view payment details.  Select any Payment transaction and select the icon to the left of the date or right click on the transaction. 

When Open payment is selected, the Edit Payment page for the payment for this transaction is opened

When View ERA is selected, the View ERA page with the payment information for this transaction is opened.

The Copy action copies all the selected payment transaction history to the clipboard.  Copy Reference copies only the Ref # for easy pasting in Payment Ledger filters.

Client Statements

View & Download Client Statements

Open the Statements page from the Billing tab.

To view existing client statements, enter filters and click search. 

The Statements page shows the generated statements. Select a statement to see its charge lines.

To delete a statement, select the statement via the checkbox and click Delete. Once a statement is deleted, it cannot be recovered.

To download a statement, select the statements and click Download. Options:

  • Download as a .zip file, or
  • As individual statements within a folder

Statements are generated in PDF format only.

Post Transferred Responsibility

When transitioning to NPAWorks Billing feature from another system, claims generated in the prior system should be closed out in that system.  The Post Transferred Responsibility is used to enter client responsibility balances from the previously used system in NPAWorks so a single statement can be generated for the client. 

From the Statements page, click Post Transferred Responsibility. 

Start typing in the Client filter to search.  Enter the statement billing from and to dates, the amount to be included in the statement, and an optional note.  When the client’s statement is generated, any outstanding transferred responsibility will be displayed as the first line item(s) on the statement. 

Generate Client Statements

Click the Generate New Statements button.

Enter filters and click Search. To include charge lines that are fully paid by the client, uncheck “Show outstanding balances only”.

Select the charge lines for which client statement(s) should be generated.  Click Prepare.

 

Statements are generated by Client for the selected charge lines and the Statements page is opened. Select statements and click Download to view, print, or save.

 

Invoices

Generate Invoices

To generate invoices, select the Billing tab and click on Invoice Manager in the ribbon.

The Invoice Manager page is displayed.  Click on Invoice Wizard in the upper left corner.

Step 1 of Invoice Wizard is displayed. Select filters and click Search.

Use checkboxes to select the appointments to be included and click Next.

 

Step 2 of Invoice Wizard is displayed.  It is recommended to correct missing data at the source (e.g., enter the missing Service Code on the Client Services record) and then return to Invoice Wizard to generate invoices.  Alternatively, it is possible, however, to enter missing data directly in Invoice Wizard, click the Save icon, and continue with invoice generation.

Use checkboxes control what should be generated on a separate invoice.  In the example below a separate invoice will be generated for unique funding source and client. Click Regroup after checking or unchecking any option.

Unit(s) Rounding Rules:

  • Normally – round unit(s) to nearest number of decimals selected
  • Up – always round unit(s) up to number of decimals selected
  • Down – always round unit(s) down to number of decimals selected

The unit size for invoices is always 60 minutes.

Click Prepare Invoices to generate the invoices for selected rows.

 

Submitting and Saving Invoices

Select checkboxes for invoices to be submitted. The line items for the highlighted invoice is displayed in the bottom panel. Each invoices Amount Billed is displayed.  Please note, as payments are applied via the Payment Ledger, the Balance is updated here in the Invoice Manager.

If an invoice has been generated with multiple clients, then the word Multiple is displayed in the Client column for that invoice.

Invoice Manager Options:

  • “Bulk Updates on Selected Invoices” allows the same comment to be added Note field for selected invoices.
  • Click the … to the right of the Print icon to select invoice printing options.
  • Optional feature to change the auto-generated invoice number. Contact support@codemetro.com to enable this feature.

Click Print to create a Word or PDF version of the selected invoices, depending on the preference set on the User Account page. After the submission date is assigned automatically or entered, click Save.  The invoice(s) billing information then will be saved and can be viewed in Invoice Manager and payments can be posted to the Payment Ledger.

Releasing Invoices

If any invoices need to be removed or regenerated, open Invoice Manager, check the invoices to be removed, and click Release Selected Invoice(s) icon. After confirming, the selected invoices will be cleared from the system.  Appointments on the removed invoices will appear again in Invoice Wizard.  Please note that if payments have been posted to an invoice, it will not possible to release the invoice.

Posting Actions to Invoices

To post actions to invoices, double click on a selected invoice.  The Edit Invoice page will open.  Action options are:

  • Adjustment
  • Settle
  • Note
  • Follow-up

 

Payments

Auto-Posted Claim ERA Payments

 

Billing auto-posts ERAs from Private Insurance whether primary, secondary, or tertiary as long as the ERA can be matched to a claim generated in NPAWorks.  See Unmatched ERA Payments for handling ERAs that cannot be matched to a claim.

When an ERA (835) is received and is successfully mapped to a claim, the following are automatically posted to the charge line:

  • Private Insurance payment amount
  • Client Responsibility if present on the ERA, including
    • Client Deductibles
    • Client Coinsurance
    • Client Copay
  • Line Status is determined as follows:
    • Short Pay: Carrier payments were less than expected (Expected Reimbursement Amt > sum of all FS payment(s) – Client Responsibility)
    • Overpaid: Carrier payments were more than expected (Expected Reimbursement Amt < All FS payments – Client Responsibility)
    • Client Responsibility: When all Carrier(s) payment(s) are applied and Copay, Coinsurance, Deductible, or Miscellaneous values have been transferred to Client Responsibility
    • Denied: If claim was denied
    • Complete: Paid in full (Expected Reimbursement Amt = sum of all Carrier Payment(s) + all Client Responsibility Payments)
  • If the client has secondary insurance, any balance that was not paid by the primary is automatically transferred to the secondary. The secondary funding source is set up in the client contract’s Order of Precedence.

Note: It is important not bill secondary until an ERA response from primary is received.

Unmatched ERA Payments

When an ERA is received in NPAWorks that cannot be mapped to an NPAWorks generated claim it will be displayed as Unmatched in the Payment Ledger.  An ERA cannot be auto-mapped and auto-posted if:

  • The claim was generated in another billing software. This will happen when a practice is transitioning from another billing system to the NPAWorks Billing feature.
  • The claim was generated from NPAWorks but not “Sent” to the clearinghouse. This will happen when a claim is printed and mailed/faxed to the carrier, or if the claim was exported from NPAWorks and imported to the clearinghouse portal.

To find unmatched claims, open the Payment Ledger from the Billing tab.

Select Payer Type “Private Insurance” and Payer Name “Unmatched”. Unmatched ERAs, or ERAs that are received off of a paper claim.

Double-click a Reference # to open the Edit Payment page.

Click View ERA.

Click View ERA to review the ERA.  Note the carrier, claim id, and client info. Please note, the View ERA page can be kept open for reference.  Return to the Edit Payments page.

Select the Payer Name on the Edit Payments page.  Click Save.  Click Apply.

Apply payments manually in the same manner as an EOB is posted.  Please see Apply EOB Payments.

Add Payment for EOB, Client Statement or Prepayment, or Invoice

Click Add Payment to manually enter a payment received for an EOB, client statement, client pre-payment, or invoice.

Alternatively, new payments can be added by clicking add payment from the Payment Ledger.

Enter the Payer Type and remaining payment details, any adjustments needed, and click Save or Save and New.  Save will remain on the Add Payment page and enabled the Apply button so payments can be posted to claim charge lines, client statement line items, or invoice line items.  If multiple payments are to be added before applying, click Save & New to enter a new payment.  A payment can be deleted as long as no payments have been applied to it.

Payment Actions

The following payment actions can be taken:

  • Adjustment is used to adjust unapplied balance. For example, an ERA was auto-posted in NPAWorks for a claim that was generated in a different billing software.   Since the claim does not exist in NPAWorks there is no entry to apply payment against.  Use the Adjustment action to set the unapplied amount to $0 with a note explaining the reason for the adjustment
  • Interest – ERA or EOB includes an interest payment from the payer

Once posted, the Payment Summary is updated and the action will appear in the Transaction History page, along with the date of the action and the name of the Staff member who did the action.

Action: Adjustment

The Adjustment action displays an amount field, a list of adjustment codes, and an optional note.  Select an adjustment code and click Post.

Action: Interest

The Interest action displays an amount and dropdown with a list of interest codes. Select an interest code, enter an amount, optional note, and click Post.

Apply EOB Payments

Once a private insurance payment has been saved, the Apply button is enabled.  Click Apply button to post EOB payments to claim charge lines.  Please note: the Apply button is also accessible from the Edit Charge Line page.

Enter filters and click Search.

This page is designed to be able to use with minimal mouse clicks. Take advantage of auto-advance tabbing to tab through the search fields and the Payment Details fields using only the keyboard. After payment details are entered, tab over to the “Save & Next Line” button and select the Enter key on the keyboard to save that payment and advance to the next charge line. When the user has tabbed back to the Client dropdown in the top filters sections, F4 entered on the keyboard opens the Client dropdown to select another client. Tab to advance to the next field.

After all charge line payments have been applied, the system will auto-advance to the next claim. Once all charge line items have been applied for a client, the system auto-advances to the next client.

Please note that this page shares the same Transaction History page for the selected charge line as is displayed in the Edit Charge Line page.

Enter payment details from EOB.  If additional line items are being paid with this EOB, click Post & Next.  Otherwise, click Post.  The Unapplied Amount will be reduced by the payment applied.

The same Actions available on the Edit Charge Line page are available here, with the addition of:

  • Payment Reversal
  • Additional Payment

Action: Payment Reversal

Selecting Action Payment Reversal will allow you to reverse a payment and change the Check Paid Amount. Simply select enter an amount (remember, this payment will automatically be deducted, so do not enter a negative amount) and click Post. The entered amount will then be deducted from the Check Paid Amount.

Once posted, the action will appear in the Transaction History page on the right panel, along with the date of the action and the name of the Staff member who did the action.

Action: Additional Payment

Selecting Action Additional Payment will allow you to post an additional payment and change the Check Paid Amount. Simply select enter an amount and click Post. The entered amount will then be added to the Check Paid Amount.

Once posted, the action will appear in the Transaction History page on the right panel, along with the date of the action and the name of the Staff member who did the action.

Action: Payment Reversal

Select Action Payment Reversal to reverse a payment and correct the Check Paid Amount.  Enter an amount (remember, this payment will automatically be deducted, so do not enter a negative amount) and click Post. The entered amount will then be deducted from the Check Paid Amount.

Once posted, the action will appear in the Transaction History page on the right panel, along with the date of the action and the name of the Staff member who did the action.

Action: Additional Payment

Select Action Additional Payment to post an additional payment and change the Check Paid Amount. Enter an amount and click Post. The entered amount will then be added to the Check Paid Amount.

Once posted, the action will appear in the Transaction History page on the right panel, along with the date of the action and the name of the Staff member who did the action.

Apply Client Statement Payments

Select Payer Type Client and Payer Name.  Enter payment details.  Once a client payment has been saved, the Apply button is enabled.  Click Apply button to post payments to client statements.

When a payment of payer type “Client” has been selected to be applied, the Apply Payments page will automatically change to show Statements instead of claims or invoices. The client name cannot be changed.

Select the first charge line to apply a payment to.  Click Next Line until all the Reference #’s payments have been applied.

Apply Regional Center, School District, and Private Pay payments

Once a regional center, school district, or private pay payment has been saved, the Apply button is enabled.  Click Apply button to post payments to invoices.

When a payment of payer type “Regional Center”, “District”, or “Private Pay” selected, the Apply Payments page displayed invoices for the payer. The regular Apply Payments page functions are available.

Enter filters and click Search.

Enter amount paid in the Payment Details section and click Save & Next.  The invoice payment amount applied is displayed in the Transaction History.  The total amount applied from the Reference # payment is displayed in the upper right section of the Apply Payments page.

Import CA Regional Center Payments

The Billing feature has the option to import payment files exported from the DDS eBilling Portal in CSV format. In order for NPAWorks to properly parse the information in the payment file, be sure to save the file from Excel as a CSV file.

Before importing a payment file, generate invoices in Invoice Wizard.  In Step 2 – Review Invoices always generate separate invoices by Vendor ID and Client.  Be sure to click Regroup when changing invoice generation options.

To upload Regional Center payments, open the Add Payment page.

When a payer type of Regional Center is selected the Import RC Payment icon is enabled. Enter the Payer Name and click on Import RC Payment.

Select the CSV payment file.

The Reference # amount from the import file is updated on the Add Payment page and the Regional Center invoice number(s) are automatically added as a note. Click Save to save the payment and begin the process of applying payments.

After all payments have been applied the Payment Summary is updated and the transaction history are updated. Optionally, the NPAWorks generated invoice number can be updated to reference the Regional Center’s assigned invoice number. Contact support@codemetro.com to enable this option.

Payments Ledger

To access the Payments Ledger, open Billing tab and click on Payments Ledger.

To find an ERAs or manually-enter payment Reference # (e.g., check, credit card payment, EFT), select filters and click Search. Select “Show unapplied only” checkbox to display only Reference #s that have an unapplied balance.

When a Reference # is selected in the top grid, the bottom grid displays the charge lines to which payments have been applied.

Double-click on a Reference # to open the Edit Payment page. If the payment is an auto-posted ERA, Payment Details cannot be changed.

NOTE: it is also possible to navigate to the Edit Charge Line page from the Payment Ledger by double-clicking on a charge line in the bottom grid.

Edit Payments

If the payment was posted manually, the Payment Details can be entered or updated.

Billing Reports

Adjustment Codes: This report shows all adjustments made to charge lines, grouped by Adjustment Code. Adjustment Amount Subtotals are displayed per Adjustment Code. It allows users to see at a glance sum of each adjustment code.

A/R Aging: Aging report that shows outstanding balance by aging buckets as well as unbilled charges for all payer types. Can be grouped by Payers, or by Clients.  This report was formerly called Aging by Payer.

Billing Ledger: Report of claims/invoices submitted, payments received broken out by primary funding source and client responsibility, and secondary and tertiary if present; copay, coinsurance, and deductibles for client responsibility.

Billing Follow-ups: Report that shows all Follow-ups that were entered for charge lines, including Follow-up date and note. Users are able to use this report to track the items that need to be acted upon.  This report was formerly called Charge Line Follow-ups.

Client Aging: Aging report that shows client outstanding balances by aging buckets as well unbilled charges.

Insurance Appointments Check:  Used to verify that appointments are ready for billing before generating claims.  Information included in the report including

  • Is appointment rendered?
  • Is there a diagnosis code?
  • Is there a service location?
  • Is the appointment overlapping with another service appointment?

Insurance Details Ledger:  Report of all line items on an invoice.

Invoice Appointments Check:  Used to verify that appointments are ready for billing before generating invoices.  Information included in the report including

  • Is appointment rendered?
  • Is there a vendor ID?
  • Is the appointment overlapping with another service appointment?

Payment Ledger Report: Report of funding source and client responsibility payments received, including payment amount and any portion of a payment that has not yet been applied to a claim, client statement, or invoice line item.

Schedule & Appointment Navigation with UI Refresh

Navigate Schedule & Appointment windows in NPAWorks with the UI Refresh

This document will instruct the user how to navigate and find all the buttons on the new main screen of NPAWorks. The screenshots in this document will use a staff schedule as an example, but the navigation buttons will be the same for both client and staff schedule.

  1. The Schedule Banner:Staff Schedule Section
    1. Save changes.
    2. Save & Close schedule.
    3. Refresh All to discard unsaved changes.
    4. Close schedule & discard unsaved changes.

    Schedule Section

    1. Validate schedule for errors.

    Appointment Section

    1. Add Appointment.
    2. Edit Appointment.
    3. Remove Appointment.

    Availability Section

    1. Add Availability.
    2. Edit Availability.
    3. Remove Availability.

    Review Section

    1. Services Action.
    2. Payroll Time & Travel Mileage.

    Print Section

    1. Preview schedule printout.
    2. Options for printing schedules.

    Help Section

    1. Legend for appointments.
    2. Close and unpin the banner.
  2. The Appointment’s General Banner:Unlabeled Section
    1. OK – Save changes & close Appointment.
    2. Cancel – Discard changes & close Appointment.
    3. Remove Appointment.

    Appointment Section

    1. Guardian Verification.

    Help Section

    1. Help.
    2. Close and unpin the banner.
  3. The Appointment’s Service Action Banner:Unlabled Section
    1. OK – Save changes & close Appointment.
    2. Cancel – Discard changes & close Appointment.
    3. Remove Appointment.

    Service Section

    1. Select a Service.
    2. Remove current Service.

    Help Section

    1. Help.
    2. Close and unpin the banner.
  4. The Appointment’s Insurance Billing Banner:Unlabeled Section
    1. OK – Save changes & close Appointment.
    2. Cancel – Discard changes & close Appointment.
    3. Remove Appointment.

    Help Section

    1. Help.
    2. Close and unpin the banner.
  5. The Appointment’s RBT Supervision Banner:Unlabeled Section
    1. OK – Save changes & close Appointment.
    2. Cancel – Discard changes & close Appointment.
    3. Remove Appointment.

    Help Section

    1. Help.
    2. Close and unpin the banner.

Main screen grid tools with UI Refresh

Utilize the Main Screen Search & Sort Functions in NPAWorks with the UI Refresh

This document will instruct the user how to use the search, sort, group, and filter tools on the main screen of NPAWorks.

  1. NPAWorks’ homepage now has advanced tools which can be accessed by right-clicking on any of the grid’s column headers:Sort Section
    1. Sort Ascending – Sort column in ascending order (smallest to largest)
    2. Sort Descending – Sort column in descending order (largest to smallest)

    Group By Section

    1. Group By This Column – Group rows based on the selected column’s values
    2. Show Group by Box – Show/Hide the “Group By Box” to group rows using multiple columns – see Step 2 for details.

    Column Section

    1. Hide This Column – Hide the selected column
    2. Column Chooser – Show/Hide the “Column Chooser Box” to add/remove multiple columns from the main screen view – see Step 3 for details.
    3. Best Fit – Resize the selected column’s width to best fit the values inside.
    4. Best Fit (all columns) – Resize all displayed columns’ width to best fit the values inside.

    Find/Filter Section

    1. Show Find Panel – Show/Hide the Find Panel – see step 4 for details
    2. Show Auto Filter Row – Show/Hide the Auto Filter feature – see step 5 for details.

Note: All search/sort/filter functions in this document will be reset to their default state once another view is opened, or NPAWorks is closed.

  1. The Group By Box:
    1. The “Group By Box” option allows users to group by the specified column(s). To group, simply drag a column header into the highlighted area or select the option in the right-click options. Users can group by more than one column.
    2. In this example, the main screen rows will first be grouped by the Funding Source column.
      1. The rows are now grouped at the top level by Funding Source.
    3. Within each grouping, the rows will then be grouped by the Status column.
      1. Within each funding source group, there is a now a sub-level of rows grouped by Status.
    4. Right-clicking in the Group By Box area will allow you to:
      1. Full Expand – expand all levels of grouping
      2. Full Collapse – collapse all levels of grouping
      3. Clear Grouping – clear the grouping levels
      4. Hide Group By Box – hide the Group By Box section

Note: Any groupings made this feature will be cleared once another view is selected or NPAWorks is closed.

  1. The Column Chooser Box:
    1. Columns can be dragged into the highlighted box titled “Customization” to hide them from view, or from the box back into the main screen, in any column order. In this example, the Funding Source and Status columns are being hidden from view.
    2. Columns can be re-ordered by clicking and dragging a column header to another position.
    3. The Column Chooser box can be closed by clicking the “X” button.

Note: Any changes applied to the main screen’s grid, such as using the Column Chooser Box or re-ordering columns, will only apply to the current view, and will be reset to the default display if another view is accessed or NPAWorks is closed.

  1. The Find Panel:
    1. The Find Panel will allow a user to search for any rows that contain text matching what is entered in this search bar.
    2. Clicking the “Find” button will search the main screen for matches, and matching cells will be highlighted in yellow.
    3. The “Clear” button will remove the text entered in the search bar.
    4. A log of recent searches is stored in a dropdown list which is accessed by clicking on the button to the right of the search bar with a down arrow label.
    5. The Find Panel can be closed by clicking the “X” button to the left of the search bar.

Note: Search settings will be cleared after clicking “X” or accessing another view.

  1. The Auto Filter Row:
    1. Clicking on the highlighted column button with the label “abc” in the Auto Filter row will allow a user to select on the following filters
    2. The highlighted box is where a user can enter text to compare and filter the main page entries.
    3. Clear Filter – This option will clear whatever filter has been applied on the selected column.
    4. Equals – Will return any entries in the column that exactly matches the text entered in box b.
    5. Does Not Equal – Will return any entries that do not exactly match the text entered in box b.
    6. Contains – Will return any entries that contain the text entered in box b.
    7. Does Not Contain – Will return any entries that do not contain the text entered in box b.
    8. Is like – Will search character-by-character for matches, with the ability to use the “%” symbol to represent all characters.
      1. Inputting “T%XT” would return matches for “TEXT”, “TAXT”, “TUXT”, etc. Inputting “%TEXT%” would return matches for “TEXT”, “TEXTxx”, “123TEXT123”, etc.
    9. Is Not Like – Works similarly to “Is Like”, but will return entries that do not match the characters entered, including the “%” symbol.
    10. Begins With – Will return any entry that begins with the text entered in box b. In this example, the screenshot shows entries that are displayed when filtering for DOB’s that begin with the number 4.
    11. Ends With – Will return any entry that ends with the text entered in box b.
    12. Is Greater Than – Will return any entry whose value is “greater” than that of the text entered in box b. In the case of alphabetical text, a letter’s value increases from A to Z.
    13. Is Greater Than or Equal To – Will return any entry whose value is greater than or equal to that of the text entered in box b.
    14. Is Less Than – Will return any entry whose value is “less” than that of the text entered in box b.
    15. Is Less Than or Equal To – Will return any entry whose value is less than or equal to that of the text entered in box b.

Note: Any filters applied to a view using the Auto-Filter function will be reset once another view is opened or NPAWorks is closed.

Funding Source record navigation with UI Refresh

Navigate the Funding Source Record in NPAWorks with the UI Refresh

This document will instruct the user how to navigate and find all the buttons for the new Funding Source Record window in NPAWorks. The screenshots in this document will use a Private Insurance funding source as an example, however these instructions will apply to all funding source types.

  1. The General Banner:
    1. Save and close the Funding Source record.
    2. Cancel unsaved changes and close the Funding Source record.
    3. Close and unpin the banner.
  2. The Service Banner:
    1. Save and close the Funding Source record.
    2. Cancel unsaved changed and close the Funding Source record.
    3. Close and unpin the banner.
  3. The Credential Warnings BannerFunding Source Section
    1. Save and close the Funding Source record.
    2. Cancel unsaved changes and close the Funding Source record.

    Services Section

    1. Export to Excel.
    2. Close and unpin the banner.
  4. The Notes & Issues BannerFunding Source Section
    1. Save and close the Funding Source record.
    2. Cancel unsaved changes and close the Funding Source record.

    Issues Section

    1. Add a Note.
    2. Remove a Note.

    Attachment Section

    1. Add an attachment to a Note.
    2. Remove an attachment from a Note.
    3. Access NPAForms.
    4. Close and unpin the banner.

Main screen navigation with UI Refresh

Navigate the Main Screen of NPAWorks with the UI Refresh

This document will instruct the user how to navigate and find all the buttons on the new main screen of NPAWorks.

  1. The Home Banner:Client Section
    1. Add a new record (Client/Staff/Service/School/Funding Source)
    2. Edit an existing record (Client/Staff/Service/School/Funding Source)
    3. Remove a record (Client/Staff/Service/School/Funding Source)

    Show Section

    1. Show terminated/inactive records

    Font Size Section

    1. Select the desired font size

    Scheduling Section

    1. Selected Schedule
    2. My Schedule
    3. Scheduling Genie
    4. Scheduling Matrix
    5. Release Downloaded Appointments
    6. Reconcile Different Guardian Reported times
    7. Attendance Reports

    Report Section

    1. Flexible Reporting

    Contacts Section

    1. Address Book

    Profile Section

    1. User Account

    Have an Idea? Section

    1. Submit and vote on proposed future feature for NPAWorks
    2. Close and unpin the banners
  2. The Settings Banner:
    1. Appointment Status Types
    2. Credentials
    3. Customized Lists
    4. HR Management
    5. Non-service Days
    6. Organization
    7. Organize Teams
    8. Parent Portal
    9. Scheduling Genie Attributes
    10. System Security
    11. User Account
    12. Close and unpin the banners
  3. The Billing Banner:Insurance Section
    1. Claims Manager

    Invoices Section

    1. Invoices
    2. ATAP Invoices
    3. Invoice Manager

    Billing Reports Section

    1. Attendance Reports
    2. Staff Clearance Forms
    3. Billing Summaries

    Monthly Billing Section

    1. Generate Monthly Billing
    2. Close Monthly Billing
    3. Close and unpin the banners
  4. The Reporting Banner:
    1. Flexible Reports
    2. Verification Forms
    3. Contract Summaries

    Blank Forms Section

    1. Notification of Schedule Modification Blank Form
    2. Notification of Substitute Therapist Blank Form
    3. Client Request for Schedule Change Blank Form
    4. Close and unpin the banners
  5. The Help Banner:
    1. About NPAWorks
    2. Access the NPAWorks Knowledge Base
    3. Close and unpin the banners

Client record navigation with UI Refresh

Navigate the Client Record of NPAWorks with the UI Refresh

The document will instruct the user how to navigate and find all the buttons on the client record of NPAWorks.

  1. The Personal BannerStudent
    1. Save the client record
    2. Save and close the client record
    3. Refresh the client record
    4. Cancel

    Integrations

    1. Clinical

    Contacts

    1. Add a new contact
    2. Remove a contact

    Personal

    1. Add Photo
    2. Clear Photo
    3. Close and unpin the banners
  2. The Enrollments BannerStudent
    1. Save the client record
    2. Save and close the client record
    3. Refresh the client record
    4. Cancel

    Funding Source

    1. Add an enrollment
    2. Remove an enrollment
    3. Close and unpin the banners
  3. The Contracts BannerStudent
    1. Save the client record
    2. Save and close the client record
    3. Refresh the client record
    4. Cancel

    Contracts

    1. Add a new Contract
    2. Remove a Contract
    3. Copy Contract
    4. Archive Contract
    5. Unarchive Contract
    6. View Contract
    7. View Client Information Form

    Service Locations

    1. Add Service Location
    2. Remove Service Location
    3. Map Address
    4. View/Edit Service Location
    5. Propagate Service Location
    6. Close and unpin the banners
  4. The Services BannerStudent
    1. Save the client record
    2. Save and close the client record
    3. Refresh the client record
    4. Cancel

    Service Contract

    1. Add a service contract
    2. Remove a service contract

    Service Calendar

    1. Select All
    2. Clear All
    3. Distribute Weeks

    Integration

    1. Skills
    2. Close and unpin the banners
  5. The Notes and Issues BannerStudent
    1. Save the client record
    2. Save and close the client record
    3. Refresh the client record
    4. Cancel

    Notes & Issues

    1. Add new note
    2. Remove note

    Attachment

    1. Add attachment
    2. Remove attachment

Staff record navigation with UI Refresh

Navigate the Staff Record of NPAWorks with the UI Refresh

This document will instruct the user how to navigate and find all the buttons on the staff record of NPAWorks.

  1. The General Banner Employee
    1. Save and Close the Staff record
    2. Cancel unsaved changes and close the Staff record

    Integration

    1. Clinical
    2. Close and unpin the banners
  2. The Qualifications BannerEmployee
    1. Save and Close the Staff record
    2. Cancel unsaved changes and close the Staff record

    Credentials

    1. Add a new credential
    2. Remove a credential
    3. Close and unpin the banners
  3. The Pay Codes BannerEmployee
    1. Save and Close the Staff record
    2. Cancel unsaved changes and close the Staff record

    Pay Rate

    1. Add a new pay rate
    2. Remove a pay rate
    3. Close and unpin the banners
  4. The Notes and Issues BannerEmployee
    1. Save and Close the Staff record
    2. Cancel unsaved changes and close the Staff record

    Notes and Issues

    1. Add a new note
    2. Remove a note

    Attachment

    1. Add an attachment
    2. Remove and attachment
    3. NPAForms
    4. Close and unpin the banners

Update NPAWorks with new codes for January 2019

Update NPAWorks with new codes for January 2019

Our recommendation is to enter new services for the new codes. This will be a much cleaner process and allow to have accurate and clean reports. Following are the steps:

  1. Add new services
    1. From the main screen, highlight “Services” under your location/office name so that the Service List is showing. Click on the icon in the top left corner with the green plus sign (“Create a new entry”).
    2. A new window will open titled “Service”. There are four fields were you enter the following: Name/Description, Display Code/Abrv, Tracking ID and Service Category.
      1. Enter the name of the Service in the Name/Description field.
      2. Enter an abbreviation for the Service in the Display Code/Abrv field.
      3. In the Tracking ID field, a default tracking ID will appear.
      4. The Service Category allows you to categories your services from the dropdown menu option.
    3. Once all fields are complete, click “Save” to save the New Service
  2. Update Funding Source Record with the new services
    1. In the Services Tab of the Funding Source Record, select the new services added and complete all necessary fields.
      1. The new CPT Codes have been entered in the CPT Code drop down menu. Drop down menu is optional.
      2. The new CPT Codes have been entered in the CPT Code drop down menu. Drop down menu is optional. 
  3. Add the new services on the client’s record, depending on the funding source requirements: (Please note not all funding sources will be ready for the change as of January 1st)
    1. If a new authorization is NOT needed and the funding source is requiring to use the new codes starting service date of 1/1/19:
      1. From the current contract, on the services tab, end the current services by changing the End Funding date to 12/31/18.
      2. Add the new services to the same contract, on the Services tab and change the Begin Funding date to 1/1/19.
      3. Adjust Auth Minutes as needed
      4. Complete all necessary fields.
    2. If new authorization is needed, once new auth is received
      1. create new contract and add new services
      2. complete all necessary fields
  4. Update appointments, if needed, to reflect correct service/contract
    1. From the Service tab of appointment, click select, then select the new service. If appointment is in a recurrence series, select the option “apply changes to ‘This one and later siblings’.
  5. Update Staff records to reflect which new service they can provide.
    1. On the Personal Tab, under Service Provided box, select the new services provided by each staff.