Using BillFlash
If you've not yet done so or are interested in signing up for eStatements via BillFlash, click here to start your setup online. (https://www.rcm.billflash.com/icanotes)
Enabling BillFlash Automatic Nightly Download:
In Settings and Directories, under the Group Level Settings and Directories tab > Integrations tab, click on the 'Online Bill Pay' button. In addition to the BillFlash Username and Password, make sure “Online payments Nightly download” is checked. Please note that payments collected in BillFlash are transmitted to ICANotes overnight and will be available in Online Post Payments the next business day after collection.
NOTE: Please be sure patients have an email set up in the 'Coverage Details' sub-tab of the Insurance Information tab in demographics, otherwise they won’t be able to get their BillFlash statement.
Creating a BillFlash Statement to Bill a Customer (These steps can be done with Batch Statements also):
1. From the Chart room, click the 'Patient Accounts' drawer.
2. Search for your desired patient.
3. Go to the Statements tab (a) and click on 'New Statement' (b).
4. Set up your statement.
- Make sure 'Show patient Balance' is checked on the statement options.
- Verify that the patient’s email address is present.
- Click the 'Continue' button.
5. You will see a popup window alerting you to hit your enter the key to preview the statement. Just click through and cancel printing (unless you want a copy of the statement) and the statement will be sent to BillFlash.
6. You will see a green circle in the statement line item when it has been successfully uploaded to BillFlash.
7. Log in to your BillFlash account and click on the “Send bills” tab and select Approve Files from the dropdown menu.
8. You will see three columns, allowing you to either approve, review, or reject generated statements depending upon what you click.
9. If you choose to review the file, click the 'Review' button to see a preview.
10. You can then Click the 'Approve File' button to send it out (shown above).
11. You will then need to click the 'Confirm Approval' button.
12. Afterwards, click Print Confirmation if you want a printed record of the confirmation or click the 'Close Confirmation' button to close.
13. Or if you do not want to review, you can then click the 'Approve' button to send it out. You will then need to follow steps 11 and 12 above to finish the confirmation.
Collecting Payments in BillFlash
1. Log into your BillFlash Portal
2. Click on the “Get Paid” tab and “initiate payments”.
3. Choose the method you want to use from the dropdown menu (I chose Recipient's Name). Click the 'Search' button.
4. Choose the Sub-Account (this is the site from ICANotes).
5. Enter the payment details. You can add messages if you would like (optional).
6. Click the 'Submit' button.
7. The system will show you a confirmation screen from which you can print or email a receipt.
8. If you would like to take a payment for which there is no statement, you can click on “make an unrelated payment”.
9. Choose the Sub-Account (this is the site from ICANotes).
10. Follow the instructions shown above (in step 4) to select a site. In this scenario, you do not need to enter the patient's name or account number; however, make notes under messages to assist the biller in identifying the patient within ICANotes. Fill out following steps 5 and 6 above.
Posting BillFlash Payments in ICANotes
1. From the Chart Room, click the 'Patient Account' drawer.
2. Click on the “Online Post Payments” tab. If it is green, you have payments waiting to be posted. If you had initiated payments, these will be available the next day.
If it is not feasible to wait until the next day for the payments to download, a button can be found in the Online Post Payments menu to download payments on demand.
If the group rule has not been enabled, a Security Admin will need to reach out to Support at ticket@icanotes.com to request the rule be enabled. If the rule is not enabled, the window will show this message:
When using the Pull BillFlash Remittance button, messaging has been added to inform the user of the status of the download and transactions. The system will also report if a server error occurred, or any other relevant error messages.
3. In the screenshot shown directly below, on the right side under Online Payments, you can see that there are several matched payments. Since there are multiple Online Patients, in this guide a filter is used to show only one patient. You may want to use the filters of Service Date Start/End, by Clinician, by Patient, or by Patient/Insurance. Click 'Search' after you have selected optional filters.
4. Services will show for the patient or patients based on the filters used. Typically, most of the posting will be done for Paid Totals. You may need to post a negative amount if there is a reversed charge, recoup or bounced check.
Unpaid Total is present when there is an amount owed back to the account or if a payment was denied (such as a bounced check) and that reversal of payment is credited to the account in BillFlash. The amount of the Unpaid Total will need to be applied in the Paid field of a service charge (or may be split to cover multiple services) in order to proceed with posting payments.
When a negative amount is present in the Unpaid Total, it must be fully applied to post payments. If it is not fully applied an error message will populate.
A negative amount can ONLY be entered into the Paid field. Entering a negative amount in another field, such as Adjustment or Credit, will result in an error.
Any un-posted Paid Amounts will populate in the Patient Account in the form of a Prepayment.
5. To post payments, add the amounts from the Paid Total and Unpaid Total under the Paid column as shown below. Once finished, click the 'Post Payments' button.
This example indicates the full amount of the Paid Total being applied, resulting in no Prepayment being generated.
As you enter payment amounts into the individual service charges, you will see that the Posting amount will change for both Paid and Unpaid totals.
6. You will receive a popup prompt to confirm posting. Click Post.
7. Once posted, another popup window will show that all payments were successfully posted. Click OK.
Please note that after payments have been posted, the phrase “patient has no unposted payments” will appear in red. All this means is that there are no more payments remaining to be posted for this patient. It is not an error and indicates you may move on to searching for another payment.
Matching Unmatched Payments
1. There is a handy indicator screen in the upper right that summarizes how many matched vs unmatched patients there are. In the screenshot below, one is unposted and one is unmatched.
2. Click the 'Match Payments' button to find the payments that need to be matched from unmatched incoming payments from BillFlash. If there is a payment that you do not wish to match, use the gray X to hide the payment.
3. Click the 'Payment Notes' button to see details of the payment. This is where clues to who the patient can be seen. If there is a note, the button will be green. If there is not a note the button will be white.
4. Search for the patient by clicking the Select Patient' button. When the patient is found, click the 'Set' button by the patient's name.
5. The selected patient will show. Highlight the payment by clicking on it and then click the 'Match Payments' button.
6. A popup window will show indicating that the payments have been matched. Click 'OK' to close.
7. You will be brought back to the Online Post Payments tab. To post the payment you just matched, use the filters as necessary and then click the 'Search' button.
8. Now post payments as before under the Paid column. Any payment amount remaining will populate as a Prepayment in the Patient Account. In the example below, there will be a prepayment of $100.
9. Screenshot of the patient's Account Activity showing the prepayment added in the amount of the overpayment.
Watch our video all about our integration with BillFlash and how it works with ICANotes.
Video link: https://youtu.be/uNeJe2Qv1Gw
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