If your system is integrated with Kareo, you may encounter an error message like the one below when going to save a Client record or when sending a claim from system -> Kareo.
This error message is indicating that the Billing Provider listed on the claim does not match what is listed in Kareo under Practice Info.
By default, Kareo expects a group NPI number + name (not an individual) for Billing Providers.
Every time you send a claim electronically from your system to Kareo, it checks the Practice Info (including name) to verify everything matches.
Example:
- In Kareo the group NPI is 555XXXYYYZ for Super Kid Centers ABA, at so-and-so address.
- In the system, you assign this NPI to a staff, Dr. Scheduling Genie.
- If you assign Dr. Scheduling Genie as the Billing Provider on a client contract, create a claim, and try to submit it to Kareo - it will detect the mismatch in name and throw this error.
Tips To Resolve:
- If this was done in error, you must change the Billing Provider to show the Group Name.
- This can be done by editing the claims directly from the Claims Manager - we do not recommend this except for urgent situations since it is a shallow fix (the issue will persist in the future).
- The deep fix is to release the claim and correct the issue at the Contract + Appointment Level.
You can update the appointments in-bulk if they were created as a Recurrence series.
Once the appointments have been updated, use the Claims Wizard to regenerate the claims - they should now show the Group Name + NPI for billing provider.
- If this was done on purpose (need to bill as an individual provider), you will still need to remove the individual with the group NPI and instead create an Override in Kareo.
- Kareo's override options will allow you to insert the name/address of the individual provider once the claim is pushed into their system - it can be set up per payer as well!
- From Kareo's site: https://helpme.kareo.com/01_Kareo_PM/04_Settings/Providers/Override_Claim_Settings