Processing and Submitting Claims in Bulk

Overview

Use the Claims worklist to process multiple claims efficiently—from generation and error correction to submission—without opening each claim individually.

The claim status buckets help you quickly identify claims that need action:

Not Generated: Generate claims in bulk.
Error: Review and correct claims that could not be generated or submitted.
Ready: Review, update, and submit claims that are ready for billing.
Billed: View claims that have been submitted.

When you select multiple claims, you can use Edit to review and update them one at a time using Next and Previous. This allows you to work through a group of claims without returning to the Claims worklist after each claim.

Use the filters and status buckets to quickly find the claims you need to process.

Access the Claims Worklist

Go to Dashboard > Billing Worklist > Claims.

The Claims screen appears as shown below:

Filter Claims

Use filters to display specific claims in the Claims worklist.

Select the required filters.
Select Apply.

The system retains your filter selections when you navigate away from and return to the Claims worklist.

Reset: Select Reset to clear all filter selections.

Export CSV: Select Export CSV to export the claims displayed based on the selected filters. To export all claims, clear the filters before exporting.

Use Claim Status Buckets

You can filter claims by selecting specific statuses from the Claim Status dropdown in the Filters section. For a quick way to filter claims by a broader status category, use the claim status buckets at the top of the Claims worklist.

For example, the Error bucket includes multiple error statuses, such as Validation Failed and Submission Failed. When you select the Error bucket, the corresponding statuses are automatically selected in the Claim Status dropdown.

The claim status buckets include:

Not Generated: Claims that have not been generated.
Error: Claims that contain errors and require corrections.
Ready: Claims that are ready for submission.
Billed: Claims that have been submitted.

Select a bucket to display claims with the corresponding statuses. In the following screenshot, the Not Generated bucket is selected. The selected bucket appears with a border.

Tip: When you switch to another bucket, clear the claims selected in the previous bucket. Otherwise, some action items in the bottom action bar may be disabled.

Similarly, select Error, Ready, or Billed to display claims with the corresponding statuses and perform the available actions for those claims.

To clear a bucket selection, select the same bucket again.

Step 1: Generate Claims

Before you can review or submit claims, generate the claims that you want to process.

Select the Not Generated bucket.
Select the Select All checkbox in the table header.
Select Generate Claims.

Select All selects only the claims displayed on the current page. To select claims from additional pages, go to the next page and use Select All again.

After the claims are generated:

Successfully generated claims move to the Ready bucket.
Claims that cannot be generated move to the Error bucket.

If a claim moves to the Error bucket, review the error details in the Claims worklist or export the claims to a CSV file.

Important: When you generate claims, ICANotes+ applies the configured payer rules. These rules may change claim fields such as the Rendering Provider, Billing Provider, and modifiers. The Claims table reflects these changes, so the displayed values may differ from those recorded in the clinical note. Review the generated claim details before submitting claims in bulk.

To locate claims by the clinician who performed the service, use the Clinician filter. To locate claims by the signer of the associated clinical note, use the Signed By filter.

Step 2: Fix Errors in Claims

Claims that contain errors during generation or submission move to the Error bucket.

Select the Error bucket.
Select the Select All checkbox in the table header.
Select Edit from the action bar.

The Edit Claim screen displays the selected claims.

For each claim:

Review the validation alert at the top of the screen.
Update the fields identified in the alert.
Select Validate.
Confirm that the Claim validated successfully message appears.
Select Next to move to the next claim.

Note: Select Save & Close at any time to save the changes made to the claims. You can return to the claims later to continue making updates.

Locate Fields With Errors

When editing a claim, the system highlights fields with errors using a red border. For example, if you enter a CPT code but do not enter an amount, the Amount field is highlighted.

Update the highlighted field and select Validate.

When all errors are corrected, the Claim validated successfully message appears.

Select Next to continue with the next claim.

When you finish updating the selected claims, select Save & Close.

Update Fields Not Available on the Edit Claim Screen

Some fields are not available on the Edit Claim screen and must be updated in the corresponding section of the client’s account.

Refer to the error details to identify where to update the field.

Step 3: Submit Claims

After all errors are corrected, the claims move to the Ready bucket.

You can review or update the claim details before submitting them.

Select the Ready bucket.
Select the Select All checkbox in the table header.
To update a claim, select Edit Claims.
To submit the selected claims, select Submit.

Step 4: View Submitted Claims

After you submit claims from the Ready bucket, they move to the Billed bucket.

Select the Billed bucket to view the submitted claims.

FAQs

Can I edit multiple claims without opening each claim separately?
Yes. Select multiple claims and select Edit to review and update them using the Next and Previous controls.

What is the difference between the Claim Status filter and the Error bucket?
The Claim Status filter lets you select specific claim statuses. The Error bucket provides a quick way to select all claim statuses associated with errors, such as Validation Failed and Submission Failed.

What should I do if an error field is not available on the Edit Claim screen?
Update the field in the corresponding section of the client’s account. Refer to the error details to identify where the field needs to be updated.

Does Select All select claims across all pages?
No. Select All selects only the claims displayed on the current page. To select claims from additional pages, go to each page and select Select All.

What happens if a claim fails during generation?
The claim moves to the Error bucket. Review the error details, correct the required information, and validate the claim before processing it further.

Can I edit a claim after it moves to the Ready bucket?
Yes. You can select Edit from the Ready bucket to review or update the claim before submitting it.

Can I save my changes before finishing all selected claims?
Yes. Select Save & Close to save your changes. You can return to the claims later to continue editing.

How do I know when a claim is ready to submit?
A successfully generated and validated claim appears in the Ready bucket. From there, you can review the claim and select Submit.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.