Overview

• Main Menu

• Reference Library

• Patient Information & Billing
  
  ->General Info
  
  ->Medical Info
  
  ->Intakes & Activities
  
  
  ->Billing
  
  ->Reports
• Inventory
  
  
• Patient Information & Billing

The fourth tab in the Patient Information & Billing database is the Billing tab. Upon clicking on this tab, you are taken to the Patient Billing Record, a summary list sorted by date of all of this patient's invoices.

You may view the date of the invoice, the total cost, the payment made, any adjustments, and the ending balance for each invoice (if any). The sum of all outstanding invoice totals may be seen at the bottom of the screen in red type ("Total Balance Due"). To get details on any given invoice, simply click on the button to the left of the invoice date.

To create a new superbill or HCFA billing entry, click on the "New Superbill" or "New HCFA" button at the bottom of the screen. This will take you to the Billing Entry window. At the top of the screen, you will see that the patient's name, invoice number, and the current date have already been entered. (These items do not show in the example below.) Tab through the fields to enter data.  (NOTE that the HCFA forms are a free, optional, downloadable feature for U.S. users.  If you wish to use HCFA forms with AcuBase 2.003, you will need to download the HCFA files from Trigram's update page.  Simply email From Tao to Earth for the URL of the upgrade. Be sure to include your From Tao to Earth customer number in your message.)

The first section of the superbill above is the Procedures / Treatment Modalities Used section. You may enter up to six treatments here. Enter the date of each procedure. When you tab over to the Procedure Description field, you will see a pop-up list taken from the Procedures list in the AcuBase Standard 2.003 Main Menu Preferences. Click on the appropriate procedure, and it's code, price, and taxed amount (if any) will auto-fill.

The next section in the screen above is for products that are sold to patients. Click on the Product ID field to see a pop-up list of all available products in the Inventory database. Select the one you want to auto-fill the other fields, and enter the amount (quantity) for each item.

You may also enter the payment that the patient made on this invoice, and the adjustment (discount), if any, that you would like to give.

The final field on this screen is the Notes field. (This field does not show in the example above, but would normally appear below the "Total Due This Invoice" field.) Enter any notes that would like to have attached to this invoice.

When you are ready to print the invoice, you can click on the "Print Superbill" or "Print HCFA" button at the top of the screen. This will take you to a preview of the invoice or HCFA.  If you choose to print a Superbill, it will include your clinic name and logo (from Main Menu Preferences); an invoice number; patient address and insurance information; diagnoses (from the Patient Information database); the procedures and products you billed for; the monetary totals; a line at the bottom of the first page for your signature; and any notes you may have added, which will print on a separate page. Note that you are limited to printing 15 products on the superbill invoice.

From the Superbill entry screen, you may also choose to list all of the other invoices related to this patient by clicking on the View As List button; you may choose to return to the Patient Information & Billing database; or you may return to the AcuBase Standard 2.003 Main Menu.

Changing the Look of Superbills or Activity Records

If you own FileMaker Pro 4.0 or higher for Mac or PC, and know the program well, you may change the look of your faxes, intakes, call records, patient progress reports, and/or patient invoices/superbills. AcuBase Standard 2.003 has left these layouts accessible for this purpose.