Below is the detailed workflow of PMS billing. The corresponding links will provide more information on the given steps.

If you are billing notes or assessments from multiple locations, you will need to do the following process for each location.

Jump to Section:

Step One: Setup

Setting up everything correctly provides a firm foundation to ensure a smooth billing process. The steps below will help you get everything set up and recorded correctly.

• Create new billing profiles.
• Ensure that you are receiving your remittance through the system as most remits cannot be requested before initial claim submission in set up. Contact claims@sharenote.com to receive your remittance.
• Add & Manage Locations: You are able to utilize several locations inside your agency. These locations could be physical sites, such as another building or address, or they could be representative of departments in your agency, such as Intake or Discharge.
• Verify Services - Activate or Deactivate: If a Service you are credentialed to render is missing from the list, you will need to Add New Service.
• Check that your Company Details are correctly setup. See Add & Manage Company Details for more information. 
• Know your Timely Filing.
• Customize your Billing Preferences to manage your services and notes for billing.

Step Two: Mark Notes & Assessments as Billable

Before you are able to submit your billing submission, you will need to mark the notes or assessments you intend to bill as billable.

Related Article: Things to Check Before Billing

• Mark Notes or Assessments as Billable.
• Ensure that the following information is included before moving on to Step Three:
  • There must be a Primary funding source listed. Some Client's will have both a Primary and Secondary funding source. See Add or Edit Insurance/Funding Source for more information.
  • A primary policy number is present.
  • A Primary Diagnosis Code is set. See Add Client Diagnosis for more information. 
  • There must be a service code that has used at least one unit.
  • Billing Status- There should not be a status of Unbillable or not matched to a billing service.
  • Note status is signed and locked. See Sign Note & Lock Note for more information. 

    NOTE: You can still bill notes that are not signed and locked, but it is best practice to do so.

Step Three: New Billing Submission

There are four steps to completing a new billing submission. See Billing Submission - Bill to Primary Payer for more information. 

1. Set billing date range. This is the same range that was used when marking the notes/assessments as billable.
2. Select service(s).
3. Data validation.
4. Process billing.

To visually see steps two and three, please check out our Billing Workflow video below where you can follow along with one of our billing specialists.

Step Four: Billing Aging Report

Check that there is no money left on the table by utilizing the Billing Aging Report. This report allows you to see the exact amount of money left over and how long it has been there. Anything in a non-paid status or patient responsibility will populate the aging report as aged funds.

Make sure that you receive your remittance inside of SHN and update activity logs for the most accuracy.

Step Five: Transaction History & Corrected Claims

Should you need to submit a corrected claim, you can do so from the Transaction History. This is also where you can view the status of the claims after they leave, see the ICN number, and generate the CMS-1500 Form. See Submit Corrected Claims from Transaction History for more information.

[Back To Top]