New Filters on the Billing Worklist Tab

Filters are now available on the Billing Worklist tab to help refine results and improve billing workflow efficiency.

Start Date / End Date: Define a date range to narrow the results displayed on the worklist.

Date Type: Select the date type used when applying the date range:

1. Encounter Date
2. Note Created Date
3. Note Signed Date
   

Smart search fields: The following smart search fields are available. Each field defaults to All. Begin typing in the text box to display matching results for selection.

1. Client
   
2. Diagnosis Code

Dropdown filters: The following dropdown fields are available to further refine results. Each field defaults to All. Expand a dropdown to select one or more specific values:

1. Location
2. Clinician
3. Provider Credentials
4. Signed By
5. Service Code
6. Note Type
7. Note Status

Additional filters

1. Exclude Non-Billable: Removes non-billable encounters from the results.
2. Telehealth Only: Displays only telehealth encounters.

Action buttons

1. Apply: Applies the selected filters and updates the Billing Worklist results.
2. Reset: Clears all selected filters and restores the default settings.

This enhancement provides greater control and flexibility when reviewing and managing billing worklist data.

Refer to the screenshot below to view the available filter options on the Billing Worklist tab.

 

Related article: Using the Billing Worklist

Generate $0 Patient Statements

Patient statements can now be generated even when the client balance is $0.

Previously, statements were typically generated only when an outstanding balance existed. With this update, practices can produce complete financial documentation for a client, including payment and adjustment history, even when no balance is due.

• A new All balance filter option is available for Client Balance and Insurance Balance to support expanded filtering.
  
• The ‘Reset’ button will clear all filters except for client balance, which will be returned to ‘Greater Than 0’.
• Statements with a client balance of $0 or less cannot be transmitted. The Transmit option is disabled in these cases.
  

This enhancement provides greater flexibility in generating statements while maintaining appropriate transmission controls.

What’s changed

Before vs After behavior

• Before: Copay amount was immediately applied to client responsibility.

• Now: Copay is treated as an estimate and does not impact client responsibility until adjudication.

Ledger behavior

• Entering or updating the expected copay no longer moves any portion of the billed amount to client responsibility.

• The Account Ledger continues to reflect the full charge under insurance responsibility until adjudication.

• Client responsibility is updated only after insurance adjudication or when manually adjusted.

• For clients with secondary coverage, remaining balances move to secondary insurance after primary adjudication.
  

Payment handling

• Payments collected toward an expected copay are recorded as usual. These payments are reconciled appropriately once the claim is adjudicated.

• If a payment collected toward the Expected Copay exceeds the actual client responsibility determined after adjudication, the excess amount is automatically moved to the client's unapplied balance. Staff can then redistribute the unapplied amount to another charge or issue a refund.

Why this matters

• Prevents premature client balance creation

• Improves accuracy of Account Ledger and aging reports

• Aligns billing workflows with standard insurance adjudication processes

• Maintains visibility for front-desk collections using expected copay estimates
  

Additional notes

• Superbill generation is not affected.

• Client portal continues to follow the same payment workflow with added expected copay visibility.
  

• After this update, new encounters may initially show lower or no client balance until the payer adjudicates the claim.

No action required

This update is applied automatically and does not require any configuration changes.

1. This update applies only to new encounters created after the release.
   
2. Existing claims, balances, invoices, and historical data remain unchanged.
   
3. No reconciliation or manual adjustment is required.
   

FAQs (on the Expected Copay change)

Q: Will my front desk still know what to collect?

A: Yes. The expected copay is displayed on appointments, invoices, payment requests, and the Client Portal. Your collection workflow at check-in is unchanged.

Q: What if we collected a copay and the payer says the patient owed less?

A: The system automatically moves the overpayment to an unapplied balance on the patient's account. From there you can apply it to another claim or process a refund — giving you full control.

Q: Why do some new patient balances look different than before?

A: For new encounters, patient responsibility now reflects only confirmed amounts after payer adjudication. Once the payer responds, the correct patient balance will post. This is more accurate than showing an estimated amount as if it were confirmed.

Q: Do I need to take any action?

A: No. This change takes effect automatically for new encounters. Your existing data is untouched. If you'd like to review any specific patient accounts, our support team is happy to walk through them with you.

If you have questions about how the Copay update affects specific client accounts or workflows, contact Support for assistance.

Related article: Managing Expected Copays and Client Responsibility

Active Insurances Displayed First in the Insurance Section

The Insurance accordion on the Chart Face > Account tab now displays active insurance coverages at the top of the list. This change makes it easier to quickly identify coverages that are currently in effect.

Insurances are grouped in the following order:

Within the Active and Inactive groups, coverages are sorted by rank: