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Adding Billing Codes and Insuring a Patient Visit (US)

Are you an existing customer and have noticed some changes to the Insurance Info section of your patient appointments?

Are you a new customer who would like to know how to add billing codes and insurance to patient visits?

If so, keep reading!

Walking Through an Example

Let’s say Gail books in for a visit at our Demo Clinic.

When Gail arrives at the office, the provider, will Arrive the visit in Jane.

Arriving the visit will generate an invoice for the default Treatment price, let’s say $50 in this case.

The provider has now treated Gail and is ready to accept her payment.

The first thing that the provider will need to do is add in the CPT and Diagnosis codes that apply to Gail’s visit.

The provider can add CPT codes to the Insurance Info section of the appointment by searching and selecting his desired codes from the Insurance Info section of the appointment.

Let’s say in this case, the provider needs to add in a 98941 CPT code. The provider can choose to add in a code with or without an assigned rate.

If the provider would like to bill the patient the default treatment price (in this example, $50), he can add a CPT code without an assigned rate.

If the provider would like to bill the patient a different price based on the billing code used, he can apply a CPT code with an assigned rate.

For more information on assigning rates to billing codes, please have a look at our Custom Billing Codes guide.

Let’s say in this example, we add a billing code with an assigned rate of $65. This will override the $50 treatment price, and Jane will bill the patient $65 instead.

Once the provider has added in the billing code(s), he can add in the diagnosis code(s) to each CPT code added to the visit.

Pro Tip: If you are going to be adding multiple billing codes to a visit, and each billing code needs to have the same list of diagnosis codes, then start by only adding one billing code and all of the diagnosis codes for the visit under that billing code. Once you’ve added all of the diagnosis codes to your first billing code, Jane will automatically add the diagnosis codes that were added to that first billing code to all subsequent billing codes that you add (phew, that was a mouthful).

Once the diagnosis code(s), in our case just the low back pain ICD-10 code, is added to the appointment, the provider can either generate a superbill if Gail is a Cash patient, or add a policy to the visit if Gail has coverage.

For some info on generating superbills in Jane, please have a look at out Creating Superbills guide.

If you need to add a Modifier to some of your billing codes before producing a superbill or billing the patient’s insurance, you can do so just by typing in your modifier (i.e. AT) below your CPT code and pressing the enter key on your keyboard. If you’ve added this modifier in the past, Jane will show it as an option that you can select from.

Adding Insurance to the Visit

In this case, let’s say Gail has coverage. To add in a policy to the visit, the provider can press the Add button in the Insurance Info section to add primary coverage to the visit.

When the provider presses the Add button, he has the option to add an existing policy (if Gail has one saved to her profile) or a new policy to the visit.

Let’s say the provider selects Gail’s existing policy. Once he does that, the visit becomes insured and Jane generates an invoice for the insurer.

To edit the claim information, say to add in a $20 copay, we can press the insurer blue text to open up the claim panel.

Now the visit is insured and we can accept payment if the patient has any responsibility!

Copying a Previous Visit’s Insurance Info

Need to book in a patient for a subsequent visit where all (or most) of the Insurance Info will be the same?

If so, you can copy that information over either at the time of booking or after the patient has booked in. This applies for both cash and insurance patients!

1) At the time of booking

If you book your patient in on the administrative side of Jane, you have the option of using the copy button (or copy previous option when booking a fresh appointment) to copy past claim information.

Copy Button:

Fresh Appointment:

2) After the appointment is booked

However, if the patient books the appointment on your online booking site, Jane won’t make an assumption on what billing codes and/or policy to attach to the visit (since she doesn’t know which procedure codes or policy will apply).

In these cases, when the patient comes in for their visit, you would just need to open up the appointment from the Schedule, head to the Insurance Info section, click the “Add Policy” button, and select the copy previous option you’d like to apply.

And that’s that! Let us know if you have any questions on this.