Contract Invoices

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Contract Invoices Window

Transactions>General>Contract Invoices

What are Contract Invoices?

Contract invoices are the invoices received from a contractor or a vendor to pay for services provided to patients. Contract invoices are available only in Host Mode. When an invoice is received from a contractor, an agency reconciles it to the previously entered services to ensure the charges are accounted correctly.

With the Contract Invoices window, your agency can enter and verify services provided by contractors; however, we recommend using the Schedule component.

This window contains the following sections:

Select Mode and Invoice – In the top section, you can choose the service provider, mode for viewing contractor invoices, filter services by date or by patient, and enter appropriate invoice information for further processing. You can choose to display all information on the invoices in a single line. Also, you can delete contractor invoice by right-clicking in the Invoice Number field and selecting Delete Invoice, if the system allows you to do this.

Services Section – This grid displays services that match filtering criteria you entered in the top section of the window. For more information, see Services Section. When you are viewing invoices in the reconciled mode, the associated adjustments appear in the Adjustments section of this window, if any.

Adjustments Section – This section lists all adjustments associated with the current invoice. In the Notes field of this section, you can enter the reason why the adjustment was entered or any other additional information on it. You can hide this section if you do not need to enter any adjustments on the invoice. For more information, see Adjustments Section.

>	Summary Section – This section shows summarized information on the services and adjustments included in the invoice and on the total invoice amounts. For more information, see Summary Section. This section is available only in the Reconcile Provider Invoices mode.

>	Notes Section – This section shows additional notes on the selected contract invoice. This section is available only in the Reconcile Provider Invoices mode. You can hide this section if you do not need to enter or view any notes.

Entering and Verifying Invoices for Contractors

1.	Go to Transactions>General>Contract Invoices.

2.	Select the appropriate resource or parent organization in the Provider field.

3.	Select the Enter & Verify Contract Services radio button.

4.	Select the Parent Organization check box to enter and verify invoices by parent organization. Using this option, you can select a vendor and retrieve all records for the resources that belong to the parent organization.

The Parent Organization check box must be selected in Resource>General>Roles for the contract resource for whom the invoice will be reconciled.

Note: You can run the Contract Services report by parent organization to get the additional information or run the report for a single vendor and get all the resources associated with that vendor.

5.	Select the Filter by Patient or Filter by Date check box to filter information as you need.

6.	Enter the date when the service was provided, the service code, the insurance company to bill, the cost of the service, service duration, number of visits, and other information about the service as appropriate.

7.	To verify the service, select the Verified check box or click the Verify All button to verify all displayed services at once.

8.	Save your changes.

Reconciling Invoices for Contractors

By reconciling contract invoices, your agency can carefully track delivered services against invoiced services and prevent discrepancies such as double billing. Once the invoice is reconciled, it cannot be deleted.

1.	Go to Transactions>General>Contract Invoices.

2.	Select the appropriate resource or parent organization in the Provider field.

3.	Select the Reconcile Provider Invoices radio button. Using this mode, you can reconcile a provider's invoice or add a new invoice.

4.	To reconcile invoice by parent organization, select the Parent Organization check box.

5.	Select the Filter by Patient or Filter by Date check box to filter information as you need.

6.	Enter the invoice number, date, and amount.

The Services grid displays all services matching your patient and date filters.

The application limits the number of displayed records to the number indicated in the Service Records Limit field in Administration>Configuration>Business Units>Settings>Administration. If it is greater than the number entered in the Service Records Limit field, you receive a message stating that you selected too many service records.

Use the filters to reduce the number of records being reconciled. For example, if an invoice covers an entire month, you may need to reconcile one week at a time.

Confirm the services that you want to include in the reconciled invoice by selecting the C check box opposite the needed services or click the Confirm Cost All button to confirm all displayed services at once. Unconfirmed services cannot be reconciled. To cancel confirmations on the costs for all displayed services, click Unconfirm Cost All.

8.	To reconcile separate services in the invoice, select the Rec check box opposite the needed services. The Rec check box is available only for the services with the date earlier than the invoice date.

9.	To reconcile all verified and confirmed services in the invoice, click the Reconcile All button.

If you are reconciling invoice that contains services with the date later than the invoice date using Reconcile All button, you get the following message before reconciliation: "The services you want to reconcile include services with the date later than the invoice date and will not be reconciled. Click OK to continue". When you confirm this action, all services with date earlier than the invoice date will be reconciled.

10.

Save your changes.

A message confirming the invoice reconciliation is shown. At this point, you can still make changes to the invoice, if necessary. When you close the Contract Invoices window or select another invoice, the application locks the reconciled invoice.

Entering Adjustments to Reconciled Contractor Invoices

1.	Go to Transactions>General>Contract Invoices.

2.	Select the appropriate resource in the Provider field.

3.	Select the Reconcile Provider Invoices radio button.

4.	Select the Parent Organization check box to enter and verify invoices by parent organization.

5.	Select the Filter by Patient or Filter by Date check box to filter the information as you need.

6.	Enter the invoice number, date, and amount.

The Services grid displays all services matching your filters. If the entered invoice is already reconciled, only the services attached to that invoice appear in the list.

7.	In the Adjustments section, enter adjustment date, amount, code, and optionally notes. For more information on this section, see Adjustments Section.

8.	Save your changes.

Making Changes to Locked Invoices

1.	Go to Transactions>General>Contract Invoices.

2.	Select the appropriate resource or parent organization in the Provider field.

3.	Select the Reconcile Provider Invoices radio button.

4.	Enter the number of the reconciled invoice that you want to edit.

The invoice appears with the Reconciled! label in the bottom of the window. Next to this label, the Unlock button becomes active.

Note: The Unlock button is visible only if you have the Can unlock reconciled invoices privilege assigned by the Allscripts Homecare administrator.

5.	To unlock the reconciled invoice, click .

The system displays all services already linked to that invoice plus all services for the selected provider with the date earlier or equal to the invoice date, just as if the invoice was not reconciled.

6.	Make appropriate changes to the reconciled invoice.

The application automatically locks the invoice again when you close this window or select another invoice, regardless of whether you save changes or not.

7.	Save your changes.