Billing Out Claims (WebABA Legacy)

 Permissions: User must be logged in with staff credentials. User must have access to Billing section

Process Transaction(s)
Claim Filter Settings
Common Billing Actions
Generate Claim(s)
Claim Management
Billing Submission Options

Process Transaction(s)

1. Click the Billing Tab. 
2. Click Insurance.
   
   
3. Enter billing To date (the From Date is optional).
4. Click Go.
   
   
5. A message displays letting you know how many payors you have to bill out.
6. Click the Payor field to select the payor to process.
7. Click Generate Billing.
   
8. Click the Filter By field to filter the billing information.
   • Based on what is being billed, use the other filters to drill down to see more details.
   • For straight forward billing use the Status of Claim filter.
     
9. Click Status of Claim from the Filter by menu.
10. Click Ready to Bill from the Status of Claim menu.
11. Click View.
    
    
    
    
12. All claims for the first Payor populates.
13. Scroll to the bottom of the screen and click Select All.
14. Select Apply Rates from Rate Table from the Select Action menu. 
15. Click Ok.
16. Click Save. 
    • Click Save each time  a change is made. 
      
      
      
17. Charges will auto populate if they are on your rate list for each insurance.
18. Enter modifiers if needed. Modifiers can be entered one of two ways.
    • manually enter individual modifiers
    • add all modifiers from the the drop down menu at the bottom of the page. (Ex: Telehealth – POS 02 needs a modifier).
19. After all steps are completed click the Save the button.

Claim Filter Settings

Before the claim(s) are billed, use the Filter By menu to view claims through specific filters options. The most common filters are Clients, CPT Code, Zero Units, Place of Service, and Modifier. 

Common Billing Actions

• 24J Provider update – choose a different BCBA for billing claims. If using the clinic, add the clinic as an employee with the Group NPI and Taxonomy.
• Apply Rates from Rate Table – This must be done every time to ensure charges are showing.
• ID Qualifier Update – some insurances require the taxonomy code (ZZ) be placed above the billing provider in Box 24J.  (Please make sure that the taxonomy number is added under the employee for this to pull to the claim)
• Modifier Update – change all claims at once rather than one at a time.
• Pending Approval – set claim to pending if it is not ready to be billed. Users have the ability to continue billing out the other claims.
• Process multiple payers - select the next payor and repeat the processing steps: 
  • select payor, click Generate Claims, select Status of Claim, click View, and start all over preparing the next Payor billing.
• Revert – revert claims to bill them out later. This action reverts them back to the beginning of the billing process.
• Round Off – round units off if they are not whole amounts. For example, 3.67 units will round to 4 units.
• Unbillable Activities - remove unbillalble unit lines. For example, remove unit lines containing zero units. All units are bundled on one line item. The other line has zero units for the same date of service. Select the zero unit lines and select Unbillable Activities to remove them.
• Update POS – update the Place of Service:  Office – 11, Home – 12, School – 03 or Telehealth – 02.

Generate Claim(s)

1. After preparing all payors, click the Generate Claims tab.
2. Select Date.
   • Must select the To Date(inclusive).
   • The From Date(inclusive) is optional and is used when billing between a specific date span.
3. Filter by Payor (if you are doing more specific billing, filter by Clients).
4. Select Payor.
5. Click Get Ready to Bill Transactions. The Claims page opens.
    
   
6. Review claims before they are billed out. Verify charges are listed for each CPT code and full Units.
7. Click Generate & Mark Processed. The claim is not billed to Payor at this point, only billed in WebABA.
   
   
   
   
8. A message displays at top in green to confirm claims created and transactions marked as billed. Repeat these steps with each payor before going to the Claims Management tab.
   

Claim Management

1. Click the Claim Management tab.
2. Filter By Batch #.
   
   
   
   
3. The most recent billing is always at the top.
   • Billing groups are indicated by the batch numbers. For example, 82641 & 82640 were done together. 82907 was done by itself. If five payors were billed out, the numbers will be in the same sequence.
     
     
     
     
4. Click on Get Claims
   
   
   
5. Click Select All to select all claims. Claims can also be selected individually. 
6. Confirm the date range if NOT using the batch but are billing individually selected claims.
7. Total billed on each claim. If you are using a Billing Rate this is what you will see.
   
   
   
   
8. Click the dropdown menu to view submission options for billing the insurance.
   • You can Select All if the claims are being billed the same way.
     
     
     

Billing Submission Options

Office Ally SFTP (837P) - Use if you want (835) ERA's to come back and auto post in WebABA.
If this option is not visible, please contact Support.

Office Ally – 837P View/Download - allows you to manually upload files to Office Ally. 

Office Ally SFTP (TEXT) – this option will be removed soon. Please use Office Ally SFTP (837P).

View Transactions – allows user to re-bill the claims. Claims are separated with yellow and green.

Generate Secondary Claims –  If mailing, print out secondary claims and attach EOB. Click here to go  to generating secondary claims through the clearing house

Office Ally View/Download (Text File) – this option will be removed soon. please use Office Ally - 837P View/Download. 

CMS1500 with Background – this gives you a PDF file of all your claims with the CMS1500 background.  You can view your CMS1500 claims to see that all the information is correct.

CMS1500 without Background- this allows you to print your claims on a CMS1500 form.

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