How to Create an Invoice for Follow-up Visits

How to Create an Invoice for Follow-up Visits

zHealthEHR allows an easy way to create an invoice for patients visiting for follow-up visits to your practice. Multiple providers under the same account who wish to create an invoice must be assigned the system administrator role to create an invoice.

1. Login to your zHealth Account
Login to the zHealthEHR application using your username and password.

2. Search for the patient
To create an invoice for a particular patient visit, search the patient's name. Enter the first name or last name of the patient in the top navigation bar search box. Click Enter.

3. Locate and click on the patient name from the Patient Search Results for which you want to create an invoice. The patient's Chart page opens.

4. Click on the green colored ‘New Note’ button to create a new SOAP note for the patient.

5. On the left side of the SOAP Note tab, browse through the options and select click on the ‘Invoice’ option.

6. The Invoice section will open. You will find that:
a. The
Diagnosis codes have been carried forward from the previous visit.
b. The
Date of Visit and Date of Initial Treatment have been carried forward from the previous visit.

7. Add CPT Codes

a. Under the CPT Code section , just enter the first few letters or numbers of any CPT code and the system will auto-populate results for you.
Select the right CPT code relevant to the service rendered to the patient and click the ‘+’ icon to enter the code. 

b. Enter  DOS from, DOS to, POS, Units, *UOM, Diagnosis Pointer, and Charges .

c. To  add more CPT codes  for the given patient visit, repeat the above two steps as necessary.

d. Once all CPT codes have been added, review the CPT Code section and make any necessary changes.

e.  If you want to remove a CPT code, click the ‘Delete’ icon.
Tip: Set up CPT code favorites to manage code entry when creating a new invoice.
*Note: UOM means Units of Measure and Codes. UOM defines how much and in what unit the quantity is expected. zHealth lists the following UOMs:
UN = Unit
F2 = International Unit
MJ = Minutes

8. If you sell any supplements to patients, you can charge them and add the charges to the invoice. Click here to know how to add a supplement code to your account

9. Add Misc Items
Providers selling additional supplies or non-billable services can add items/services under the Misc Items section. Tip: Set up non-billable items or services to manage code entry when creating a new invoice.

10. Enter Invoice Payments
At the bottom of the page, you will find the Invoice Payments section.
a. Enter the
Amount Paid by the patient (if there is a copay.) 
b. Adjustment Amount, Paid By, and Date Paid will be automatically populated once you enter the paid amount. For Date Paid, by default, the system takes the current date. Change it if required.
c. From the drop-down menu, click to select Payment Type, such as Cash, Check, Gift Card, zHealth Pay, etc.
d. In case of Gift Card Payment or Check Payment, you can enter any Note related to the Gift Card or Check Number.
e. Click "Add" to add the payment to the Invoice.

*Note: If the patient co-pay has been paid via zHealthPay, you will be able to see the Payment Type as ZH-PAY along with the Transaction ID in brackets. You can look up this Transaction ID using the zHealthPay Advanced Transaction Search Report to get more details about the transaction made, such as transaction date, funding date, name and last 4 digits of the person for this transaction.

**Note: Our system will show a warning message - "You are attempting to apply for a payment that exceeds the balance of this invoice. Any amount greater than the balance will be applied to the patients credit. Would you like to continue?" - if you try add payment to the invoice that has no CPT codes in it. Check the second image on the right side for your reference.

11. If you select 'Paid By' as Insurance in the invoice payment, our system will show an alert (as a pop-up window) to make sure if you want to use insurance for the payment rather than using EOB/ERA interface to post payment.

a. If you click "Yes", the system will add the amount paid and adjustment under the name of the insurance in the Invoice Payment section.
b. If you click "No", the pop-up window will close and you can continue to add the amount paid by the patient in the Invoice Payment section.

12. The application (by default) pulls the Initial Treatment Date from the previous note. You can change the date as required.

13. Click on Recalculate and Save.

14a. Click on the blue Print button to print the Invoice if you need to send it for Paper Claim Submission. Or print the invoice if you need to give a copy to the patient.
b. Click ‘Email’ to send a copy of the invoice to the patient’s email address.

15. Keep the Invoice Status as ‘Open’ if you want to send the invoice for claim submission.
You can choose ‘
Closed’ status when the invoice claim has already been sent to the clearinghouse.

16.  The patient’s invoice for the follow-up visit is ready. You can submit the claim immediately after creating an invoice. Click the "Submit Claim" button on the left side of the screen.

17. Once the insurance payer sends an EOB (explanation of benefits) or ERA (electronic remittance advice) towards the payment of this claim, you can post the ERA or EOB right from the Invoice screen by:
a. Clicking the EOB button
b. Clicking the ERA button

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