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Re-setting Insurance Policy Counts/Limits

Individual Policy Re-set

When a client comes in for a new year and wants to continue working with their current insurance coverage you can ask Jane to copy their open or closed policy from last year and start it over again for the new year (see why below).

From the patient’s Billing tab you can head to the Insurance Policies area and work with their policies.

Policies need to be highlighted in blue, and then you can choose to update the policy using the orange dropdown.

What Happens?

If you do this, you will close the policies for the year and duplicate them for the current year with all the same information (maximums, claims numbers etc).

You’ll have a closed policy for last year and an open policy now with an end date for the end of the current calendar year.

Why?

You would want to reset the policy to keep the invoices and payments for the correct year attached to the correct policy.

Now when you view the old policy it will have only visits from the last year and when you use the fresh policy it will be attached to visits from the current year.

Batch Re-set

Batch re-setting insurance policies for the New Year is something that can be managed on Billing Tab in the Insurer Invoices section. A bit time sensitive so if you’ve missed the first few weeks of January probably best to manage them individually as noted above.

Certain insurers have limits that re-set January 1st - such as extended benefits. Remember that you would not need to reset claims for MVAs or Workers Comp claims as these usually aren’t affected by the calendar year.

Insurance Policies List

There’s an Insurance Policies tab on each Insurer’s Billing screen.

Billing

Scroll down, and choose your Insurer:

Then head to Insurance Policies

Filter

The list defaults to all your insurance policies, but you can use the filter to display just open policies (or only closed policies). You can also search here for specific insurance policies by their number. For re-setting the insurance policies for the New Year you likely only want to work with your open policies since a closed policy could mean that the client no longer uses that insurance or is no longer eligible.

Because Jane is running online, results are paginated to lower the load time. So you will see the first 25 insurance policies on your screen, but if you’d like to load up all of them you’ll need to scroll down and keep clicking on the “load more” to show ALL of your open policies on your screen. Here you can see that I’m up to 75 of 208 claims.

Once they are all loaded you won’t see a counter at the bottom anymore.

Batch Updating

I’ve loaded up all my Open Claims but it will still say “0” until I choose the claims.

When a policy is selected it will appear on your screen highlighted in blue. I can click the “Select All” button to highlight all open policies.

Important Note Remember that any insurance policies you’ve created in the current calendar year will also be included on this list. You probably don’t want to reset those ones too - so be sure to DE-SELECT those ones before you click the Reset button. Or if you’re already well into the calendar year you can reset the policies individually when needed from the patient’s Insurance Policies area of their billing area.

And then I can use the drop-down to “Reset for 2020”.

Deleting extra claims

If you accidentally end up with duplicate policies because you’ve batch duplicated an insurance policy that was already created in 2020 then you can delete the extra policy.

Click on the “View” button at the end of the line, then Edit.

From there you’ll get a red Delete button.

You’ll only be able to delete policies that haven’t been used.

If you have any questions let us know!

Happy New Year :)