Handling Supporting Documentation

Flagging a Bill for Supporting Documentation

Accessing the Supporting Documentation Checkbox

1. Navigate to the Payers Tab of the bill
2. Check the Supporting Documentation checkbox for the bill payer who requires additional documentation
3. Save the bill to apply the flag
4. Proceed with your normal printing workflow (individual bill, batch, or Task Scheduler)

When to Flag a Bill

Mark the Supporting Documentation checkbox when a bill requires additional materials such as:

• Medical necessity documentation
• Physician certification statements
• Prior authorization forms
• Hospital face sheet
• Patient care report

Attaching Supporting Documentation

Best Practice: Attach supporting documentation files to the bill before completing data entry. This ensures all required materials are available in the Attachments Tab when the bill is flagged and ready for printing.

Where to Attach Files:

• Attachments Tab - Access directly from the bill's Attachments Tab
• Manage File Attachments Utility - Use this utility for bulk file attachment management

Important: If no file attachments are available in the Attachments Tab or Manage File Attachments Utility, and no notes documenting the supporting documentation exist elsewhere in the bill, the bill should not be printed yet.

How Supporting Documentation Affects Printing

The Supporting Documentation flag changes the printing process in three different ways depending on how bills are being printed.

Method 1: Printing Individual Bills

When printing a single bill that has been flagged with the Supporting Documentation checkbox:

What Happens:

• The system displays a notification during the printing process's Post Transactions? pop up
• The notification alerts you that supporting documentation is required for this bill

What You Should Do:

1. Note the notification about required supporting documentation in the Post Transactions? pop up, then print the bill as normal
2. Download/Print the necessary supporting documentation (check attachments tab)
3. Ensure all materials are included together before mailing to the payer

Method 2: Printing Batch Bills

When printing multiple bills in a batch where some have been flagged with the Supporting Documentation checkbox:

What Happens: The system displays these bills as 'Yes' in the Batch Print Select screen's Needs Supporting Documentation? column.

What You Should Do:

1. Review the Batch Print Select screen to identify which bills need supporting documentation
2. Un-select those bills, first printing the other bills that do not require additional documentation.
3. Return to the Batch Print Select screen, print the batch as normal with all bills in need of Supporting Documentation selected.
4. Navigate to individual bills and print the necessary supporting documentation from each of the printed bills.

Method 3: Task Scheduler Automated Printing

When using the Task Scheduler to automatically process and print bills, flagged bills receive special handling:

What Happens:

• The Task Scheduler processes all bills as scheduled
• Bills flagged with Supporting Documentation are separated into a dedicated file
• The Success Confirmation Email lists all bill numbers that require supporting documentation
• A separate print file containing only the flagged bills appears in the Task Scheduler Grid

What You Should Do:

1. Check the Success Confirmation Email after the scheduled task completes
2. Review the list of bill numbers requiring supporting documentation (if any)
3. In the Task Scheduler Grid, download and process the standard printed bills file before downloading and processing the printed bills file that indicates supporting documentation is needed.
4. For each bill in the batch of bills requiring supporting documentation:
   • Gather the necessary supporting materials
   • Print the bill with its supporting documentation
   • Ensure all pages are included together

Best Practices

When Flagging Bills

• Flag bills as soon as you identify the need for supporting documentation, but not before those documents are on hand
• Attach what supporting materials are needed in the bill's Attachment Tab before Saving, otherwise enable 'Set Incomplete Status' until documentation is available

When Printing

• Always review notifications carefully during the printing process
• For Task Scheduler users: check Success Confirmation Emails after scheduled tasks complete before processing 
• Keep copies of all supporting documentation for your bills in the Attachments Tab
• Verify all required documentation is present before submission

General Tips

• Supporting documentation requirements vary by payer - verify payer-specific requirements when needed and utilize payer-specific notifications in Notifications Setup when needed.
• Process bills with supporting documentation promptly to avoid delays in claim submission