Once your Claim.MD account is linked, you will be able to start managing and submitting claims from within your Practice Better Portal.
- Creating Claims for Clients
- Viewing Claims
- Resyncing Claims
- Submitting Claims
- View and Track Claim Status & Reconciliation
- Recording External Payments
- Tracking Outstanding Client Payments
- Viewing ERAs
- Responding to Rejections
Creating Claims for Clients
Creating claims from the client record
Claims can be created directly in your client’s record or from a scheduled session on your calendar.
To create a claim from your client’s record, go to My Clients and open your client’s record. Select Billing & Payments from the menu on the left and go to the Claims tab.
Click the Fast Action Button in the bottom right corner to create a claim. You will then see a pop-up that will list sessions that have been booked with your client. You can choose to create a claim for existing sessions, or you can create a new one.
Creating claims from your calendar
To create claims from your calendar, go to My Schedule>My Calendar. From here, click on a scheduled session and click the Create Claim button.
📍 For more information on creating claims, check out this article.
Viewing Claims
To view your claims, go to My Practice > Insurance Claims. On this page, you will see a list of all the claims you have created for clients. Please note the claims manager only displays claims owned by Claim.MD integrated practitioners.
To the right of each claim, you will see one of the following terms. This indicates their status within the portal:
Draft: This indicates that the Claim has not yet been submitted.
Ready to submit: This indicates that the claim is complete and ready to be submitted.
Rejected: This indicates that there is information missing. It will need to be corrected before the claim can be re-submitted.
Denied: The claim has been denied by the insurance payer. More information can be found by viewing the ERA.
If you click on the claim, the information panel on the right side will show you the missing information.
Submitted: This indicates that the claim has been submitted and is currently pending.
Paid: This indicates that the claim has been approved and payment has been released.
Resyncing Claims
Claims will be resynced automatically every 12 hours.
If you would like to manually resync your claims, you can open the More Options menu (3 dots) in the top right of the claims manager and select Update Claims.
Submitting Claims
When a claim is first created, the status will be set to Draft. Once you are done adding the necessary information, switch the claim to Ready to submit.
To do this, open the More Options menu (3 dots) to the right of the Claim and select Update Status.
Here, you can update the status to Ready to submit and leave any additional notes.
Once a claim's status is Ready to submit, you can click the 3 dots beside an individual claim and select Submit.
If you have multiple claims to submit at one time, you can click the Select multiple button above your claims.
This will allow you to update the status or submit multiple Claims simultaneously.
Submitting claims to secondary insurance
You can include a client's secondary insurance information in the initial claim submission in Practice Better.
If the claim needs to be forwarded to secondary insurance, here's how you can include this information on the claim.
- In the claim editor, click the check box beside Include a secondary benefit plan.
This will reveal additional fields below.
- If your client already has multiple saved insurance policies in their Practice Better Client Record, choose the appropriate one from the drop-down. This will auto-populate the fields with the saved information. Otherwise, you can manually type the insurance policy details in the claim editor.
- Click the button to Save Changes.
View and Track Claim Status & Reconciliation
To view your claims, go to My Practice > Insurance Claims.
You can then filter your claims based on the date issued, the practitioner, and the claim status using the options on the left-hand side.
To ensure that Claims are automatically transmitted within Claim.MD, log into your Claim.MD account, and go to Settings in the bottom left corner. Then click the Account Settings tab and ensure you have disabled, Transmit Approval Required.
This will ensure that valid claims are marked for transmission immediately, which will then be updated within Practice Better.
From within the Practice Better portal, this information will sync to every linked account every 12 hours. If you wish to manually pull the latest payment info and update the claims, you can go to My Practice > Insurance Claims, click the More Options menu (3 dots), and click Update Claims.
This is currently limited to running once per hour.
Recording External Payments
If you receive payments outside of Claim.MD or electronic ERAs, the claim status may not be synced accordingly in Practice Better.
You can manually update your claims in Practice Better with this information.
Click the More Options menu (3 dots) and select Record External Payment.
Enter the payment amount in the pop-up and click Update.
Tracking Outstanding Client Payments
For any claims that have been paid, you will see the claim amount and the amount paid next to the claim status.
There is also a column for Client Responsibility. This indicates the amount that still needs to be paid by your client.
If a claim is Denied, and the ERA is coded with Client Responsibility, it will display in the Client Responsibility column in Practice Better.
If the Denied ERA is not coded with Client Responsibility, you can make the amount due display in the Client Responsibility column by default.
Head to All Settings & Preferences > Insurance Billing, and enable the option For denied claims, default client responsibility to full claim balance unless ERA patient responsibility is available.
Invoicing Clients for Open Balances
For claims with an amount in the Client Responsibility column, you can create an invoice to collect the remaining balance by opening the More Options menu (3 dots) to the right of the claim and selecting Create/Edit invoice.
When the invoice is created, the client's responsibility will automatically populate into the invoice.
If you want to contact clients, you can use the secure messenger within the platform. Check out our help article for more information on using secure messaging.
If you wish to invoice the client, click the More Options menu (3 dots) next to the claim and click Create/Edit invoice.
An invoice will then be automatically created for the remaining balance not covered by insurance. You can then send this to the client for payment or process the card on file immediately.
For more information on invoices and invoice processing, click here.
Updating Client Responsibility
Once your client has paid an invoice for the balance not covered by insurance, you can update the Client Responsibility in your claims manager.
- Go to My Practice > Insurance Claims.
- Click the More Options menu (3 dots) next to the claim you need to update and select Update Client Responsibility.
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Enter the new balance, and click Update to save your changes.
Viewing ERAs
You can view the ERA status and history within Practice Better after your claims have been paid.
To view this information, go to My Practice > Insurance Claims, and click View next to your paid Claim.
On the right-hand side, you will then see the ERA status and the history further below:
Responding to Rejections
When claims are rejected, you will see this reflected in the status next to the Insurance Claim.
To view the reason for the rejection, go to My Practice > Insurance Claims > click View to the right of the claim.
Then, on the right-hand side, you will see the message history, which will state the reason(s) for the rejection.
To make the necessary changes, click the More Options menu (3 dots) next to your Claim > Edit claim details.
The claim will then open in a floating window where you can make the necessary adjustments to resubmit the claim.
If you are unsure what field(s) to adjust, you can contact Claim.MD support for more clarification.
You may also need to make changes to your Insurance Billing information.
To learn more about how to adjust these settings, click here.