Practice Management on Embodia - Part 3: Billing
The actions described in this lesson require a Manager permission on your clinic.
HCAI plans and invoices revolve around using injury codes and intervention codes for standardization. In order to be able to select those codes when filling out an HCAI plan or invoice on Embodia, you first need to "whitelist" which codes can be used for your clinic.
Whitelisting injury codes
To whitelist injury codes that can be used in your clinic, click on My clinic > Billing settings > HCAI settings > Injury codes:
Click on Manage injury codes. You will be redirected to a page where you can select which injury codes to allow when filling out HCAI plans and invoices.
Whitelisting intervention codes
To whitelist intervention codes that can be used in your clinic, click on My clinic > Billing settings > HCAI settings > Intervention codes:
Click on Manage intervention codes. You will be redirected to a page where you can select which intervention codes to allow when filling out HCAI plans and invoices.
Adding your templates
You can create plan and invoice templates by going to My clinic > Billing settings > HCAI settings > Templates. This is optional, but can result in great time savings If you often fill out the same information for an HCAI plan or invoice.
Adding your case tags
HCAI documents (plans and invoices) are organized under a case. You can add tags to your cases. These tags are only for internal use, and can be used for filtering and reporting. To add your tags, go to My clinic > Billing settings > HCAI settings > Case tags.
Adjusters
When a document is submitted to HCAI, Embodia will automatically save the adjuster information here so they are searchable. For a given insurer and branch, Embodia uses the adjuster's first and last name as a unique identifier. The next time a document is submitted to a certain insurer, if the adjuster information (such as the telephone number and fax number) in the document is different that what is listed here, they will get updated. If you do not wish to automatically update the adjuster information here, you can lock it.
To add your tags, go to My clinic > Billing settings > HCAI settings > Adjusters.
General settings
You can choose to notify clinic admins about HCAI threshold notifications. The clinic admins must have permission to manage invoices in order to be notified.
The practitioner who started the HCAI document will also be notified if they have been granted billing permission.
To updated your settings, go to My clinic > Billing settings > HCAI settings > General settings:
The notification will then appear in the top right of your account:
Adding a dedicated payment method
Once an HCAI invoice is submitted and accepted by HCAI, Embodia allows you to record this payment and associate it with one or multiple patient invoices on Embodia. We will go over this in more detail in the help article, Connecting HCAI plans and invoices to invoices on Embodia, but it is recommended that you create a dedicated payment method for HCAI (for instance calling it "Auto Insurer" or whatever you see fit). You can learn more about adding a payment method in the help article, Setting up your payment methods.