Deleting a Billed Visit

Q: How do I delete a Visit that has already been billed?  (send a Void claim to the payor) 

A:   Whenever a visit has been billed, it needs to be deleted in both Visiting Aid and with the payer.  In order to delete a visit that has been billed, the user can not delete the visit from the patient calendar.  The visit needs to be deleted from the Billing Section and a Delete (or Void) Claim file needs to be submitted to the payer's clearinghouse.

Step 1.  Billing -> Creating.  This is necessary because we are "Creating" a billing file for deleted visits that will be sent / upload to the payer.  

Step 2.  Select Visit (s) for Deletion File Creation.   FILTERS:  Select specific patient (optional filter)  -   Select Date Range - Select  Submitted or All Claims -  Select  Deletion.  

               Click the check box to the visit(s) that need deletion.  

               Export EDI 

• If no visits are loading, please make sure that you selected the All Claims from the drop down filter menu.  This will ensure that process claims appear in the search.

• If deleting multiple visits, you can search by multiple payers or by the payer itself.  In both situations you will have select the visits that need to be deleted.    

Step 2a.  All visits marked for deletion, will have a claim (ICN) number attached to the visit.    If a claim reference or payor control number is not attached / showing on the visit - this will have to be added. 

to add claim reference number -- edit the individual visit - go the billing tab and enter the Payor Control Number.   OR if there are multiple visits with the same control number or you want to enter from the batch- check the visit(s) in the batch and using the drop down next to Search - update Billing Status - this allows the same Payor Control Number to be applied to all visits checked.   Save Changes.

Step 3.  Creating the Export File.  All visit(s) are selected - double check to make sure the Deletion Drop Down is select, then click the Export button. 

Step 3a:   Proceed for Decline -- once the export button is clicked a pop-up will appear asking if you want to Delete Visits from System as Well?  if YES, check the box and select the reason.  If NO, click the proceed button to generate the export file.