Unprocessed Services

Refresh the screen by pressing F5. The system forms an organization-wide pool of services Ready for billing made up of multiple clients and services across the organization. A job may be created, with all the services in the pool, or services may be selected individually.

• To process Services and create Charges, navigate to the Vantage Point > Fiscal Overview tab.
• Click on Unprocessed Services.

Jump to Section:

Create Charges Modal

This screen allows the user to create jobs using all of the results of a search or select checkboxes to filter services as needed. At a minimum, the Status field must have a selection to perform a Search.

The user can filter services by a variety of fields:

• Start Date
• End Date
• Client
• Staff
• Supervisor
• Progress Note Status
• Status
• Defined Filter (The values are populated from the list within Configuration - Services/Payers > Defined Filters. 

Enter a unique description with the Message field to identify the job during processing.

Create Job with Selected or Create Job With Results button:

• Create Job With Selected when the checkboxes are used to select specific Services.
  • Selecting the top Checkbox selects all Services on the current page, up to 50 Services.
  • The top checkbox may be used to select or deselect all Services on the page.
• If no selections are made after a search is performed, the Create button displays Create Job With Results, as shown below.

Click the Create Job With Selected or Create Job With Results button (depending of selections) to create charges for the selected services.

Navigate to the History tab to continue processing.

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History Tab

There are four depiction icons to display the Status of each Service within the list view. The icons correspond as follows:

In Progress - blue arrows icon Failed - red triangle icon Reversed - orange left arrow icon Done - green checkmark icon

Status - Status indicates which stage the selected job is in during processing. 

• The preview indicates the job is ready to Finalize, Retry, or Reverse.
• Pending indicates the job is waiting to be processed.
• In Progress indicates the job is processing.
• Done indicates the processing is complete.
• Reversed indicates the job was previously created but returned to the Unprocessed Services state.

If the job has "0" errors, the job is ready to finalize. A job with Errors can be finalized, reversed, or retried.

• To finalize a job:
  • Click the blue Finalize button.
  • Click the blue Confirm button to process a job.
• To reverse a job:
  • Click the dropdown arrow within the Finalize button.
  • Click the blue Reverse button to turn all charges in the job back into unprocessed services. 
• To retry a job:
  • Click the dropdown arrow within the Finalize button.
  • Click Retry to run the job again after correcting errors.

To open the Job Details, click the job line item from the list view.

Status changes to "Pending" to indicate the job created is actively running.

Status will change to "Done" when successfully completed.

Navigate to Fiscal Overview > Unbilled Charges for the next billing process.

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Resolve Errors

Jobs can be created without correcting errors, but identifying issues early in the billing cycle reduces claim processing and payment receipt times. The Errors screen allows the user to identify issues preventing the job from processing and are tied to the Service instead of the processing job. The Errors persist after jobs are Finalized until they are resolved in a future job, facilitating error reporting between jobs.

The filters are listed on the left side of the screen in a single column and now include:

• Start and End Date
• Client
• Staff
• Program
• Locations
• Job

Enter data within the filter fields and click the blue Filter button to apply the selections. 

The count of each error message type is displayed above the error results list view. 

• Errors
  • Prevents Charge Creation and/or billing processes from moving onto the next step.
• Warnings
  • May prevent charges from calculating or require further investigation as the calculation could be correct.
• Info
  • These messages are only information and can indicate success as well as an error. These messages require no further action.

Click on Errors, Warnings, or Info to display messages of that type in the list view.

Click the black Ellipsis (three dots) to the right of Show All to display specific errors of that type. 

• Click on the blue Show All button to display all messages for that Error type again.
  
   

In the results list view, the user can navigate quickly by using the blue links:

• (a) Time & Duration links open the specific Service.
• (b) The Client link opens that Client’s menu.
• (c) Staff link opens that staff’s configuration page in Configuration - Staff/Users > Staff.

The previous page and filter settings are retained when you navigate away and return in the same session.

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