Welcome to the Billing PCRs section of Unified Solutions, your trusted B2B ePCR SaaS software. This guide will walk you through the essential processes and best practices for managing your billing workflow efficiently and effectively.

Understanding Trip Statuses

Our software uses a color-coded system to indicate the status of each trip:

1. Submitted (Yellow): This status indicates that a trip report has been completed and submitted by your team.
2. Approved: This status means the trip is ready to be billed by our billing team.
3. Approved Non-Billable: This status is used for trips that should not be billed by our team.

Approving Trips for Billing

After a trip has been submitted, it’s crucial to mark it as either “Approved” or “Approved Non-Billable”. Here’s what you need to know:

Approved Trips

• When you mark a trip as “Approved”, it becomes visible to our billing team.
• Our team typically processes and bills approved trips within 8-10 hours.

Approved Non-Billable Trips

• Use this status for trips that your organization doesn’t want billed through our system.
• These might include trips covered under facility contracts or other special arrangements.
• Our billing team will not see or process trips marked as “Approved Non-Billable”.

Important: Changing Trip Status

If you need to change a trip’s status from “Approved” to “Approved Non-Billable” after it has been initially approved, follow these steps:

1. Immediately email our billing team with the following information:
   • Incident number
   • Patient’s last name
   • Incident date
2. Clearly state in the email that the trip should not be billed.
3. Change the status in the system from “Approved” to “Approved Non-Billable”.

Note: This step is crucial because our system does not automatically notify the billing team when you change a trip’s status. The trip simply disappears from their billing queue.

Why Prompt Communication is Essential

Timely communication about status changes is vital for several reasons:

1. Prevent Double Billing: Our team may have already processed the trip within hours of its approval.
2. Avoid Insurance Rejections: Incorrect billing can lead to rejections from insurance companies, including Medicare and Medicaid.
3. Maintain Low Rejection Rates: Keeping rejection rates low is crucial, especially for government-funded healthcare programs.
4. Prevent Future Complications: Addressing billing issues promptly can prevent more significant problems down the line.

Accessing the Billing PCRs Section

The Billing PCRs section is where our billing team views and processes trips. Key points to remember:

• Only trips marked as “Approved” will appear in this section.
• If you can’t see a trip in the Billing PCRs section, our billing team can’t see it either.
• Our billing team can leave comments, notes, and flag trips in this section.

Best Practices

1. Regular Checks: Routinely review the status of submitted trips to ensure they are correctly marked.
2. Prompt Approval: Mark trips as “Approved” or “Approved Non-Billable” as soon as possible after submission.
3. Clear Communication: If you need to change a trip’s status, always email our billing team immediately.
4. Understand Your Contracts: Be aware of any special billing arrangements your organization has with facilities or insurance providers.
5. Use the Comments Feature: Utilize the comments section in Billing PCRs for clear communication with our billing team.

Conclusion

Efficient management of the Billing PCRs section is crucial for smooth operations and maintaining positive relationships with insurance providers. By following these guidelines, you can ensure that your billing process remains streamlined and error-free.

For any additional questions or concerns about the Billing PCRs section, please don’t hesitate to contact our support team. We’re here to help you make the most of your Unified Solutions ePCR software.