Medication Invoices

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Medication Invoices Window

Transactions>General>Medication Invoices

Note: To use this window, you need to have the appropriate privilege granted by the administrator. This window is available in Host Mode only.

With the Medication Invoices window, you can add invoices to report hospice medications (drugs and infusion pumps) that were filled for terminal diagnoses. Medications invoices can be generated only for Medicare Benefit primary payers. For more information on how to create an invoice and add records, see Adding Medications to the Invoice or Adding Supplies (Infusion Pumps) to the Invoice.

Any changes to the data for the medications and supplies in the Administration component do not automatically recalculate closed claims. To update the claims with the new information, update it directly on the invoices.

All reported medications are processed as covered. The total claim amount includes charges for medications and supplies on the UB-04 claim form and in the electronic file. However, no additional reimbursement will be received from Medicare. Medications and supplies are reported on a line-item basis per fill or per infusion pump. For non-injectable medications (revenue code 0250), NDC code, NDC unit count quantity, the corresponding unit of measurement, and the prescription number are reported in the 2410 loop of the electronic file, but not on the UB-04 claim form.

The following table describes the fields of the Medication Invoices window in details.

Field

Description

Invoice No

Invoice number.
To create a new invoice, click , and then enter the number and date of the invoice.
You can also click and select the existing invoice. You can filter existing invoices by specifying a date in the Show invoices since field.

Invoice Date

Date of the invoice.

Amount

Total amount of all verified invoice records.

Invoice Type

Type of the invoice record: Medications for entering drugs, and Supplies for entering DME (infusion pumps).

PtID
Patient Name

Code and name of the patient whose medication or supply is billed.

Fill Date

Fill date of a medication or supply.
The application checks the status of the selected patient on the fill date; you cannot add the invoice records for patients who are prospective, not admitted, or discharged.

Code

Code of the medication or supply.

Medication/Supply

Description of the medication or supply.

Pri

Primary payer of the selected patient on the specified fill date.
Reporting of medications and infusion pumps is not required for the payers other than Medicare Benefit. Thus, if the primary payer is other than Medicare Benefit, the invoice record is highlighted in blue and you do not need to proceed with a record.

Revenue Code

Valid revenue codes for medications:

>	0250 – Non-injectable medications

>	0636 – Injectable medications

>	0294 – Infusion pump medications

If the revenue code is defined for the medication route in Administration>Clinical>Medication Routes or Patient>Clinical>Medications, then it will be prefilled based on the selected medication.

Valid revenue codes for infusion pumps:

>	0290 – General classification

>	0291 – Rental

>	0292 – Purchase of new DME

>	0293 – Purchase of used DME

>	0299 – Other equipment

The revenue code is prefilled if it is defined for the infusion pump in Administration>General>Supplies.

Cost

Cost of the medication or supply.
For infusion pumps, the cost is prefilled if it is specified in Administration>General>Supplies.

Service Units

Service units are defined depending on the invoice item:

>	Injectable medications – The number of units representing the amount filled based on the HCPCS description (for example, HCPCS Q1234 is for 100mg, fill is 200 mg, report 2 units).

>	Infusion pumps – The number of infusion pumps. By default, 1 is reported.

>	Non-injectable medications – By default, the field is reported as 1.

HCPCS

HCPCS code for injectable medications or supplies.
If HCPCS codes are entered for the selected medication in Administration>Clinical>Medications or for the selected supply in Administration>General>Supplies, then they are available for selection in the drop-down list.

Quantity

Quantity of the medication filled.
Example 1:
If the medication was filled with 5 milliliters, enter 5 (the unit of measurement will be ML).
Example 2:
If the number of pills dispensed is 30, then the quantity is 30 and the unit of measurement is UN.

Unit of Measurement

Unit of measurement for the medication filled:

>	F2 – International Unit (blood factor products use the "international unit" to delineate the dosage of the product)

>	GR – Gram (ointment, cream, inhaler, or a bulk powder in a jar)

>	ME – Milligram

>	ML – Milliliter (a liquid dosage form)

>	UN – Unit (powder form, capsules, tablets, suppositories, and so on)

NDC

NDC (National Drug Code) of the medication.
If NDCs are entered for the selected medication in Administration>Clinical>Medications, they are available for selection in the drop-down list (up to 20 items). NDC is required for revenue code 0250.

Compound

Indicator of a medication being a part of the compound medication (if yes, the check box must be selected). If a medication is compound, then the prescription number is required.

Rx Number

Prescription number (required for compound medications only).

Verified

Invoice record is verified if the Verified check box is selected.
If you verify the record, it is added on the claim. Unverifying the record causes voids and replacements for claims.

Verify All

Click this button to verify all the records within the current invoice.

Adding Medications to the Invoice

You can create an invoice for injectable, non-injectable, and infusion pump medications. For the detailed information on each field, see Medication Invoices Window.

Note: When reporting compound drugs, enter each medication in the compound as an individual record with corresponding amounts and the associated prescription number.

1.	Go to Transactions>General>Medication Invoices.

2.	You can do one of the following:

>	Create a new invoice – Click , and then enter the number and date of the invoice.

>	Add records to the existing invoice – Click and select the invoice that you want to modify. You can filter existing invoices by specifying a date in the Show invoices since field.

3.	Add a row.

4.	Select Medications as the type of invoice record.

5.	Specify the patient.

6.	Specify the fill date of the medication.

7.	Do one of the following:

>	Enter new records – Select the medications using the Select Medications Dialog. You can select multiple medications for one patient.

>	Copy from previous invoices – See Copying Medications or Supplies from Prior Invoices.

8.	Specify the revenue code.

9.	Specify the needed fields according to the medication type. For the detailed information on each field, see Medication Invoices Window.

>	For non-injectable medications (revenue code 0250), enter the cost, quantity, unit of measurement, and NDC.

>	For injectable medications (revenue code 0636) and infusion pump medications (revenue code 0294), enter the cost, number of service units, and the HCPCS code.

10.

For compound medications, select the Compound check box, and specify the prescription number in the Rx Number field.

11.

To generate the claim for the added medication, verify the invoice record.
Note: You can click Verify All to verify all records within the invoice.

12.

Save your changes.
The Total Amount field shows the total amount for all verified records in the invoice.

Adding Supplies (Infusion Pumps) to the Invoice

1.	Go to Transactions>General>Medication Invoices.

2.	You can do one of the following:

>	Create a new invoice – Click , and then enter the number and date of the invoice.

>	Add records to the existing invoice – Click and select the invoice that you want to modify. You can filter existing invoices by specifying a date in the Show invoices since field.

3.	Add a row.

4.	Select Supplies as the type of the invoice record.

5.	Specify the patient.

6.	Specify the fill date of the supply (infusion pump).

7.	Do one of the following:

>	Enter new records – Select infusion pumps using the Select Supplies Dialog. You can select multiple infusion pumps for one patient.

>	Copy from previous invoices – See Copying Medications or Supplies from Prior Invoices.

8.	Specify the revenue code, cost, and the HCPCS code.

9.	To generate the claim for the added infusion pump, verify the invoice record. Note: You can click Verify All to verify all records within the invoice.

10.

Save your changes.
The Total Amount field shows the total amount for all verified records in the invoice.

Copying Medications or Supplies from Prior Invoices

With the Copy from Prior Invoices dialog, you can find all unduplicated and most recent medications and supplies that were filled in 3 latest invoices and copy them to the current invoice.

1.	Go to Transactions>General>Medication Invoices.

2.	Open the invoice where you need to add records or create a new one. See Adding Medications to the Invoice and Adding Supplies (Infusion Pumps) to the Invoice.

3.	Add a row.

Important: If you open the dialog from the row with the existing record that is not verified yet, the record will be overwritten.

4.	Specify the invoice type, select a patient, and enter the fill date.

5.	Click to open the Copy from Prior Invoices dialog.

The records from the last 3 invoices for the selected patient are shown.
For medications, view code, name, service units, cost, quantity, and unit of measurement.
For supplies, view the code, name, service units, and cost; other fields are empty.

6.	Review the list, and clear the check boxes next to the records you do not need to copy.

Click OK.

The selected items are copied to the invoice.

8.	Change the fields if needed.

9.	Save or verify the records.

Select Medications Dialog

Transactions>General>Medication Invoices

With the Select Medications dialog, you can search for medications and associate them with an invoice. For details, see Adding Medications to the Invoice.

1.	In the Medication/Supply field, click .

The Select Medications dialog opens. The Found section contains all patient's medications active on the fill date (including the medications on hold) entered in Patient>Clinical>Medications.
For each medication, you can view the code, name, whether it is covered (the Covered check box is selected in Patient>Clinical>Medications), and whether it is imported from Medi-Span.

2.	If the medications that you need are in the list, double-click each needed item to add it to the Selected section.

3.	If you need to add a medication that is not defined for the patient, in the Search field, start typing a medication code or name.

In the Found section, view the list of the medications matching the information that you entered.

Note: Results can be shown in groups of the defined number of records. If you see such a message at the bottom of the dialog, click Next to navigate to the next list of records.

4.	Double-click or drag each medication to add it to the Selected section.

To remove a medication from the Selected section, double-click it.

Click OK.

Each medication in the Selected section is added as a separate medication invoice record with the selected patient and the fill date.

Select Supplies Dialog

Transactions>General>Medication Invoices

With the Select Supplies dialog, you can search for supplies and associate them with an invoice. For details, see Adding Supplies (Infusion Pumps) to the Invoice.

1.	In the Medication/Supply field, click to open the Select Supplies dialog.

The Found section contains all the supplies that are defined as infusion pumps in Administration>General>Supplies. For each supply, you can view the code and name.

2.	Double-click each needed item to add it to the Selected section.

Note: You can also drag items to the Selected section. To remove a supply from the Selected section, double-click it.

Click OK.

All selected supplies in the Selected section are assigned to the patient in the current invoice. If the revenue code was defined, then it will be prefilled in the Revenue Code column.