Welcome back to the Jane US Insurance Billing training! If you haven’t already, complete the setup lessons first, starting with Insurance Setup 1: Adding Your Insurers.

This lesson is the second of nine in the US Insurance Billing training:

Billing Lesson	Status
Patient Insurance	🥳
Adding Billing Codes to a Visit	✍️
Managing Insurance and Patient Responsibility on a Visit	☐
Claim Submission Folders	☐
Claim Submission	☐
Managing Rejections	☐
Posting Insurer Responses	☐
Resubmissions	☐
Accounts Receivable	☐

Once you’ve created an insurance policy on a patient’s profile, you can start adding billing codes to the visit. For claim submission, the visit needs at least one billing code and the patient’s insurance policy.

Instructions

Here’s how to add billing codes (CPT and diagnosis codes) to a visit in Jane. Once you add them, the codes appear on the visit and populate on the claim.

There are two main ways to add billing codes to a visit:

• From the Appointment Panel or Purchase screen.
• From the patient’s chart entry. For the full chart workflow, see our guide on Adding CPT & Diagnosis Codes to Charts (US).

Both methods can be started from the practitioner Day view:

• Click the appointment twice to open the Appointment Panel directly.

• Click the appointment once to open the patient’s chart.

Adding Billing Codes in the Appointment Panel or Purchase Screen

The Appointment Panel and the Purchase Screen hold the same billing information. If you update billing codes in one, the other updates as well.

1. Open the Appointment Panel and scroll down to the Insurance Info section.
2. In the Add Billing Code bar, search for the code you want to add.

🩵 Jane Tip: Press the space bar first to see all of your favorite codes.

🩵 Jane Tip: If you’re adding several billing codes that share the same diagnosis codes, add the first billing code with all of its diagnosis codes. When you add the next billing code, Jane fills in those diagnosis codes for you.

How Billing Code Charges Affect the Treatment Price

A billing code’s billed amount overrides the treatment price. For example, if a treatment costs $60 and you add a billing code with a $100 billed amount, Jane bills the patient $100.

Adding Modifiers

1. In the Appointment Panel, type the modifier below the diagnosis codes.
2. Press Enter to save the modifier.

Once Jane adds the modifier, a small X appears next to it. If you’ve used the modifier before, Jane shows it as an option you can select from the list. Here’s a quick example:

🩵 Jane Tip: You can set up default and insurer-specific modifiers in Settings > Billing Codes. See our guide on Billing Code Default Allowed Amounts & Modifiers.

Adding Billing Codes from the Chart

📣 Heads up: When you click Update Billing in the Edit Billing Codes area at the bottom of the chart entry, Jane removes any codes on the appointment that aren’t in the chart entry and replaces them with the codes you selected.

1. Open the patient’s chart entry.
2. Click into any Note field.
3. Type # followed by the CPT or diagnosis code. You can search by the code or its name. As you type, Jane shows a drop-down menu of matching codes, with your favorite codes at the top.
4. Select the code from the drop-down menu.
5. Repeat steps 3 and 4 for each code you want to add.
6. Scroll to the bottom of the entry and click Edit Billing Codes.
7. Arrange the codes in the order you want them to appear on the claim.
8. Select the codes you want to add to the appointment.
9. Click Update Billing.

🩵 Jane Tip: Click Manage Insurance Info to open the Appointment Panel on the right-hand side. There, you can review the billing and diagnosis codes that were added from the chart and make changes, such as adding a modifier to a billing code.

Changing a Billing Code

To swap a billing code and keep its diagnosis codes (for example, after copying a previous visit’s codes):

1. Click the drop-down arrow next to the billing code.
2. Select Change Billing Code.
3. Search for the new billing code.

Removing Billing Codes

To remove a billing code:

1. Click the drop-down arrow next to the billing code.
2. Select Remove Billing Code.

To remove a diagnosis code, click the X on the right of the code.

Reordering Diagnosis Codes

1. Click the blue double-headed arrow next to the diagnosis codes.
2. Drag and drop the diagnosis codes into the order you want.

Adding Billing Codes to a Paid Visit

📣 Heads up: Editing a paid visit changes an invoice that has already been paid.

1. Click the appointment to open the Appointment Panel.
2. Scroll down to the Insurance Info section.
3. Toggle on Allow Editing.

4. Click to add the billing code information you need.
5. Click Update Invoices.

Jane shows the Update Invoices button after you add billing codes or a policy. The changes apply only after you click it.

What to Expect

• Adding codes: The billing codes appear in the Appointment Panel and Purchase Screen and populate on the claim.
• Adding codes from the chart: After you click Update Billing, Jane adds a green checkmark next to each code attached to the appointment.
• Updating a paid visit: When you click Update Invoices, Jane re-applies the patient’s original payment behind the scenes. If a balance remains, Jane shows the outstanding amount as owing on the patient’s account. If the original payment exceeds the amount of the regenerated invoice, Jane creates a credit on the patient’s profile.

Important Notes

• The Appointment Panel and Purchase Screen hold the billing codes that populate on the claim, whichever method you use to add them.
• If you’re booking a patient for a subsequent visit where all or most of the insurance information is the same, you can copy that information over at the time of booking or after the patient has booked in. For the details, see our guide on Re-booking Clients with the Same Insurance Info.
• After you add billing codes to an appointment, the provider can generate a superbill if the patient is cash-pay, or add an insurance policy to the visit if the patient has insurance coverage. For more on superbills, see our guide on Cash Visits & Superbills.

Way to go! Another lesson complete.

Related Guides

• Next lesson: Insurance Billing 3: Managing Insurance and Patient Responsibility on a Visit
• Training hub: US Insurance Billing Training Hub