To edit or add to your master charge list, go to Admin > Manage > Charge List.
Existing charges can be sorted by any column by clicking on the column name. Click again to sort in reverse order. Search by charge name or nickname in the search bar at the top to find a specific charge. The system will search, narrowing the full list of charges, as you type.
Click on any charge name in your Charge List to open the entry for editing.
To add a new charge to your charge list, click on the "+ Add New Charge" button at the top.
Add New Charge Pop Up
(NOTE depending upon your configuration settings, there may just be a single Amount field at the bottom, rather than the Provider Type/Plan A/Plan B table shown in this screenshot)
At a minimum, you must enter a charge name.
Charge Name and Nicknames
Enter a name for the charge. You can also add 1-3 nicknames in order to have alternate ways to search for the charge. The nicknames will appear in search results but will not otherwise appear in association with the charge.
CPT Code and CPT Modifiers
You may associate one or more CPT (procedure) codes with the charge. CPT codes are generally required for third-party (insurance, Medicare, etc.) reimbursement. Associated CPT code(s) will automatically appear with the charge when it is added to a patient's account, though associated CPT(s) can be edited or removed at that time.
Multiple CPT codes should be separated by commas.
Enter CPT modifiers after the relevant CPT code by typing the CPT code followed by either a space or a colon, followed by the modifier.
- To indicate multiple instances/units of the same code, type "x3", e.g., immediately after the code with no spaces.
For a charge in your charge list that has with multiple CPT codes, you can manually set each component CPT code to display as a separate line item when you generate an insurance invoice or superbill. This may be needed because many insurers will reject claims when more than one CPT code is listed on a single line on the submitted invoice.
You may use the -Find CPT Codes for Charges- search bar to search the database for the CPT code(s) that you would like to associate with a charge.
"Charge is submittable for insurance"
Check the box to indicate whether the charge is something that is generally covered by insurance. If this box is checked, the charge will appear as an insurance-reimbursable charge on insurance invoices that you generate covering the relevant visit.
If your build has the ability to allocate between insurance and patient responsibility turned on, fields to allocate the total due between the two will appear when you are adding the charge to a patient's account if Add to Insurance Invoice is checked.
"Is this a supply/product?"
Check the box if the charge is associated with a supply or product that the patient takes home. If this is checked, a quantity option will appear when the charge is added to a patient's account. This must be checked for charges that apply to inventory items. It also enables the system to generate reports on items sold.
Use the drop down menu to set a charge type, either by selecting one of the existing options or by typing to create a new charge type. Charge types are mainly used for reporting purposes, but can also be used to change how different categories of charges appear in the EMR.
Use the drop down menu to change the color of the text used to display the charge name anywhere it appears inside the EMR (note: does not affect how the charge is displayed on the Patient Portal). Display color is often used in conjunction with the Charge Type category to make different categories appear in different colors within the EMR.
Enter a charge amount. The charge amount may be a single, fixed amount or, if a setting to allow variable charge amounts is enabled on your build (contact us to set this up), the charge amount may vary based on (1) who adds the charge to the patient's account, and/or (2) whether the patient is categorized into billing Plan A, or Plan B. If this setting is enabled for your build, you will see the charge amount table shown in the screenshot above, rather than a single box for the charge amount.
Additional information about variable charge amounts:
- Plan B is the default, and Plan A is available for use if you want to create a class of patients that pays discounted (or elevated) rates.
- To enter a single, fixed amount, regardless of who adds the charge or Plan A/B, enter the desired charge amount into the first box (Doctor in Plan A) and press the tab key - that amount will automatically be entered into all other amount fields.
Add text that will appear when you hover over the charge or click to open/edit the charge.
DELETING OR DISABLING A CHARGE TYPE
If you have a charge type that you no longer use, go to Admin > Manage > Charge List and click on the charge like you are going to edit it.
You will always be able to disable the charge by selecting the "Charge is INACTIVE" option:
- Disabled/inactive charges will no longer appear in searches when adding charges to a patient's chart
- Disabled/inactive charges will appear in the Admin > Manage > Charge List menu (they will be grayed out to indicate that they are inactive)
- Disabled/inactive charges will appear in billing reports when relevant (i.e. running reports for periods prior to when you disabled the charge)
You will only be able to delete the charge if it has never been added to a patient chart by selecting the "Delete Charge" option:
- You can see that the "Delete Charge" button is red here but grayed out in the previous section. If you see the option is grayed out, this indicates that it has been added to a patient chart and therefore cannot be deleted (you will need to disable/inactivate instead)
- If you aren't seeing the "Delete Charge" button at all, this just means that your EMR needs an update - contact firstname.lastname@example.org
- Deleted charges will no longer appear in searches when adding charges to a patient's chart
- Deleted charges will no longer appear in the Admin > Manage > Charge List menu
- Deleted charges will no longer appear in billing reports (since they were never used, this shouldn't impact anything)