Overview
If you are trying to access a HCFA from the Billing module and receive an error, this means that the invoice is likely for an Ad Hoc bill line and it won't have a HCFA to print. The DOS will need to be submitted through the full billing process in order to generate a HCFA.
Error
In the Billing Module, if you are attempting to review a HCFA or UB04 and clicking on the link in the HCFA column results in an error, then the invoice is most likely for an Ad Hoc bill line and has not gone through the full billing process to have a HCFA created.
How to determine if the invoice is for an Ad Hoc bill line
Billing Module
- Go to the Billing module.
- Locate the Invoice.
- Verify the invoice number to see if ad hoc is part of the number.
- Verify the Sent to Payer column.
- If there is a check box or Yes listed, then this is not for an Ad Hoc bill line.
- If there is a blank area then this is for an Ad Hoc bill line.
Invoice Window
- In the Billing module, double-click on the invoice line.
- The invoice window will open.
- Click on the Claims tab.
- If it is blank, then it has not been submitted and it is for an Ad Hoc bill line.
- If it is blank, then it has not been submitted and it is for an Ad Hoc bill line.
How to Resolve and Generate a HCFA
- Go to the Billing Module.
- Find the invoice & double-click to open the invoice window.
- Double-click on the DOS to open the Change Time window.
- Change Invoiced to No.
- This will queue up the DOS to be billed out on a new invoice.
- Change Invoiced to No.
- Click Save.
- Return to the Billing module.
- Click Add.
- Locate the client/DOS and bill as usual.
Once the new invoice has been generated you may access the HCFA via the open link in the Billing module under the new invoice.
Important: Be sure to go to the Payments module and write off or adjust the original Ad Hoc bill line to prevent it from appearing in the Collections module.