How to Batch Submit Claims at the Patient Level

You have the option to submit all insurance claims for a given patient at once. This means that you will be sending claims for multiple patient visits to the corresponding insurance providers. This is a useful tool in zHealthEHR that will allow you to send out all claims in one go that have not previously been billed out to the patient’s insurance company(ies).

Note: It is your responsibility to verify all the information related to patient demographics, service codes (ICD-10 and CPT codes), and insurance companies’ details before generating and submitting claims. The below steps should be followed if you want to submit claims at the patient level. Check here to know how to batch submit claims at the clinic level.

1. Navigate to the Patient Chart. Click on the ‘Patient Billing’ tab.

By default, you will be able to see all recent invoices and their claim status.

2. At the top right side, you will see the ‘Generate Claims’ button. Click ‘Generate Claims’. A new pop-up window will open.

a. Select the date range
b. Select ‘Primary Claim’ if you’re generating claims for the first time for the given invoices. Select ‘Secondary Claim’ if you’re generating claims for the second time after making corrections or fixing errors.
c. Click Search
d. Click the checkboxes to select all the invoices for which you want to generate claims.

e. Click ‘Generate Claims’ at the bottom of the pop-up window.
f. Close the pop-up window by clicking on the cross icon at the top right corner.

Note: The software will generate claims for all invoices that have non-zero balance, ‘Open’ invoice status, and billable CPT codes. Your claims have been successfully generated at this point. Next, you need to batch submit them to the clearinghouse.

5a. Click the ‘Batch Submit Claim’ green colored button to submit all the generated claims at once. A pop-up window will open.

b. In the new pop-up window, you can choose to search claims for submission by:

Date of service from
Date of service to
Insurances

c. Click ‘Search’ to find all claims based on your chosen criteria.

d. On the left side of the pop-up window, you can see checkboxes. Click to select claims that you want to submit.

e. Then click Submit Claims for submitting all claims at once (in bulk).

f. You can now close the form by clicking the Close link at the top right of the Batch Submit Claim dialog box.

Note:

EDI and Paper Submissions for Work Compensation:

Whether the claim is related to work compensation and submitted via EDI or paper, the HCFA form will auto-populate the work compensation number in Box 11b (Other Claim ID) based on the work compensation insurance ID entered in the patient chart.

Auto Accident Submissions:

In the case of auto accident claims, if submitted via EDI, the other claim ID in Box 11b on the HCFA form will not auto-populate. Please manually provide the necessary information.
For auto accident claims submitted via paper, the other claim ID in Box 11b on the HCFA form will auto-populate.

3. If the "Work compensation" or "Auto Accident" option is marked as "yes" in the Patient Chart, the insurance ID associated with it will be displayed in Box 11b of the HCFA Form. Please make sure to add the relevant insurance ID to the patient chart for accurate and consistent information.

After Batch Submission

Once the process is completed, you will want to view the status of each claim. The claims are first submitted to the clearinghouse (Office Ally) and then the clearinghouse sends it to the insurance company. If any errors are detected, then you will be notified of the same after 48 hours. You can track the status of a claim at the zHealthEHR Billing Center dashboard and fix them.

Click here to know how to track Insurance Claim Status.

Click here how to view claim errors by insurance payors.

Click here how to view claim errors by Office Ally clearinghouse.