Page Description

Use the Billing administration page to view and manage billing events that have been generated in the system, as well as to manually generate billing events for a specific time range. Click on the tab that corresponds to the task you wish to perform.

Manage Tab

Use the Manage tab to view and manage billing events that have been generated in the system.

Create Tab

Use the Create tab to manually generate billing events for a specific time range.

For more help, click one of the following links:

• Accessing this Page
• Accessing Billing Management Tabs

Manage Tab:

• Setting the Billing Event Filter
• Reviewing and Managing Billing Events

Create Tab:

• Creating Billing Events

Accessing this Page

• Click the Administration menu button, click the Manage button, and then click the Billing submenu link. You must have the necessary security permissions to access the Administration menu button, and to access the Billing page.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Manage menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Accessing Billing Management Tabs

1. Click the Manage tab to view or manage billing events.
2. Click the Create tab to manually generate billing events for a specific time range.

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Setting the Billing Event Filter

1. Use the top section of the Manage tab to search for and select the billing events you wish to view or manage.
2. Select an option from the Destination Host drop-down list to limit the list based on the host the billing event is being sent to. Select a specific host, or select "All" to include all hosts.
3. Select an option from the Testing Host drop-down list to limit the list based on the host the testing event is being sent to. Select a specific host, or select "All" to include all hosts.
4. Select an option from the Date Type drop-down field to define what date the date range (see below) applies to when Copia is compiling the list of billing events. Select "Event Date" to have Copia consider the date the billing event occurred (when it was ordered, collected, etc.) or "Last Scheduled Date" to have Copia consider the most recent scheduled date for the billing event to be sent to the host.
5. Select the Start Date and End Date settings for the filter. Copia only searches for billing events of the selected Date Type (see above) after the start date and before the end date.
   • Start Date: MM/DD/YYYY HH:MM AM/PM : By default, this field contains the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields. Click the Now button to enter the current date and time in the fields. Click the Clear button to completely clear the date and time fields.
   • End Date: MM/DD/YYYY HH:MM AM/PM : By default, this field contains the current date and time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields. Click the Now button to enter the current date and time in the fields. Click the Clear button to completely clear the date and time fields.
6. You may further limit the list to billing events related to one or more of the following:
   • Practice: Enter one or more characters in the Practice field, and then click the Search button to select the practice in the Practice Search page. See the Admin: Practice Search topic.
   • Patient: Enter the patient name (in the format "last, first"), patient ID, or MRN.
   • Order Choice: Enter the order choice name or order choice abbreviation.
   • Order ID: Enter one or more characters of the order ID.
   • Display: Select either the All, Delivered, Pending, or Cancelled radio button to filter results based on that specific criteria.
7. Select the Show only manual send events option to have Copia display only those billing events that were created to be delivered to the billing system manually, but that have not yet been sent.
8. Select the Hide superseded option to have Copia display only the most recent billing events. If a specific order choice on an order has had numerous billing events on it (ordered, cancelled, re-ordered, etc.), then all of the events except the most recent one will be marked as superseded. By default, this page only shows the most recent event for each order choice. Clear this option to show all events for the order choices, including any superseded events. Note that Copia immediately updates the list of events when you modify this option.
9. Select the Hide events with no billable codes option to have Copia hide all events with no billable codes. This will hide billing trigger events that generated no outbound DFT messages.
10. Select the Show only events with no billable codes option to have Copia display only those events that were created with no billable codes.
11. Select the Limit to drop-down list to limit the Billing Events resulted based on the status of Insurance assigned to the order. The user will be able to select either "Do not limit based on orders insurance," "Limit to orders with insurance," or "Limit to orders with no insurance." "Do not limit based on orders insurance" will be selected by default.
12. Select an option from the Credits drop-down list to specify what should appear in the table. Select "Show credits and charges" to have the table display records with credits and charges; select "Only show charges" to have the table only show records with charges; or select "Only show credits" to have the table only show records with credits. "Show credits and charges" is the default option and will maintain the previous behavior of showing everything. "Only show charges" will only show records where the credit column is set to "No." "Only show credits" will only show records where the credit column is set to "Yes."
13. To define the number of events on the page, modify the value of the Display __ events per page field. Copia defaults to 10 events per page, and displays the total number of events based on your filter settings.
14. Remember that each criterion you use further limits the number of possible matching changes. If you use multiple criteria, then Copia will only display those events that match all of the parameters you have specified.
15. Once you have the desired settings for the filter, click the Refresh button.
16. Copia updates the list in the bottom section of the page. See "Reviewing the Billing Events" below.
17. Click the Reset Filter button to return the filter settings to their default values and refresh the page.
18. Click a different tab to access the other maintenance actions you may perform on patient records. See "Accessing Billing Management Tabs" above.

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Reviewing and Managing Billing Events

1. Once you have set the filter criteria and clicked the Refresh button, Copia updates the list in the bottom section of the page. See "Setting the Billing Event Filter" above.
2. If the list is longer than one page, use the Page links, located below the list of events, to navigate through the list. If there are more page links than can fit on the page at once, Copia displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
3. To modify the list of events, adjust the filter criteria and click Refresh. See "Setting the Billing Event Filter" above.
4. Each change is listed with the following:
   • Order Choice: Displays the abbreviations of the order choices. Click an order choice to view the billing event message in the Edit Message administration page. See the Admin: Edit Message topic.
   • Patient: Displays the name of the patient to whom the billing applies.
   • Order ID: Displays the Order ID for the order.
   • Event Time: Displays the date and time the event was created. Copia sorts the list by this date and time.
   • Scheduled Delivery: Displays either the scheduled delivery date and time or "Manual Delivery" to indicate that the billing will be manually delivered.
   • Destination: Displays the host that will receive the billing.
   • Status: Displays the current status of the billing event (e.g., pending, delivered, cancelled, superseded). Note that "Delivered" here means that the message was sent to the Outbound Queue.
   • Credit: Displays whether the event is a credit event ("yes") or not ("no").
5. Click the Refresh button to update the page with any new changes that fall within the filter settings.
6. Note that if you view the page, open a different page, and then return to this page, then you must click the Refresh button to get any new billing event records. Also note that when you do this, Copia returns you to the first page of results.
7. To mark billing events as cancelled, select one or more of the Select checkboxes, and then click Cancel Selected. Copia marks the selected order choices as cancelled so that they are not delivered to the destination host.
8. To deliver billing events, select one or more of the Select checkboxes, and then click Deliver Selected. Copia schedules the selected events for immediate delivery.

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Creating Billing Events

1. Use the Create tab to generate billing events for a specific time range. This feature is useful for cases where billing events were not created for some reason or need to be recreated.
2. Select an option from the Destination Host drop-down list. This is the host for which Copia should create the billing events.
3. Select the Start Date and End Date settings for the time range of when the order was placed.
   • Start Date: MM/DD/YYYY HH:MM AM/PM: By default, this field contains the current date and midnight for the start time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields. Click the Now button to enter the current date and time in the fields. Click the Clear button to completely clear the date and time fields.
   • End Date: MM/DD/YYYY HH:MM AM/PM: By default, Copia designates the current date and time as the end time. You may modify the date or time, if desired. Select a date from the calendar view by clicking the calendar icon located next to the date fields. Click the Now button to enter the current date and time in the fields. Click the Clear button to completely clear the date and time fields.
4. Click the Create All Qualifying Billing Events to have Copia create the appropriate billing events. Copia only searches for orders that were placed in the time range you specified (see above) to see if they have reached the point where billing events should have been triggered for their order choices. If so, it creates the billing events and schedules their deliveries according to the configuration of the selected destination host (see above).
5. Once Copia creates the events, you may view them on the Manage tab. See "Reviewing and Managing Billing Events" above.

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