Charge Entry - Batch Entry Window

Use the Charge Entry - Batch Entry Window to view and maintain default codes and other information for entering charge and payment detail transactions. It is the first window displayed when you open Charge Entry. Batch values simplify the entry of like charges and group the charges together for reconciliation. For example, a batch of hospital charges requires admittance and discharge dates whereas, office charge batches do not.

Batch Identification: During Batch Entry you assign a Charge Batch identifier, sometimes called the Batch Number, to patient charges, and you can also assign a Payment Batch identifier for payment transactions. The batch identifiers group charges and payments for reconciliation on the journals. And, if INSight's Batch/Period Posting Feature is active, charges and payments are grouped by a period code.

Default Values: Batch Entry values are displayed as the defaults during the subsequent Charge Entry Work Window for entry of individual charges. However, the batch default values can usually be overridden for individual transactions. For example, generally you can alter the location for a particular patient if the service was performed at another office.

Default Hierarchy: Charge Entry Preferences Maintenance controls the default values that display for Batch Entry fields, how they display and whether or not they can be edited. However, depending on the settings, you can override the defaults for each batch. The preferences are applied in the following hierarchy:

Charge Entry Preferences Maintenance provides the defaults for Batch Entry.
The Batch Entry Window displays the defaults entered during Charge Entry Preferences. You can override the Charge Entry Preferences here (if the preference settings allow overrides). Batch Entry provides the defaults for transaction detail entry at the Work Window.
Transaction detail entry at the Work Window uses the default values provided by the Batch Entry Window. You can override the Batch Entry defaults (if the preference settings allow overrides).

The table following the window example describes the fields in the Batch Entry Window.

Charge Entry - Batch Entry Window Prompts Notes: The default values are displayed from Charge Entry Preferences Maintenance. If the preferences are set accordingly, you can override many of the values here at the batch level, or later for a specific charge at the Charge Entry - Work Window. If you leave a non-required field blank at the Batch Entry Window, you can later enter it for each transaction at the Work Window. Tips: If a field is unexpectedly disabled, check the Batch setting in Charge Entry Preferences Maintenance. To see more information about a field, click the hyperlink for that field.
Batch Type	The Charge Batch Type determines the group of settings to use for this batch. To select a Batch Type, click a choice from the drop-down list. Required Examples: OFFICE, HOSPITAL, FULL Tips: The default values for fields relating to the selected Batch Type are determined by Charge Entry Preferences Maintenance, which calls the key field the "Charge Type" instead of the Batch Type. You can override the default values, if the preferences are set accordingly. For information about the HOSPITAL Batch Type, see Entering Hospital Charges. To close the drop-down list, simply press TAB to advance to the next field.
Post Date	The Batch Post Date is the date the transactions are entered, usually today's date. (mmddccyy - slashes and century optional) Required Entry Options: To accept the default Batch Post Date, press [TAB]. Or, enter another date. Tip: If the Batch Post Date is blank in Charge Entry Preferences Maintenance, it automatically defaults to the system date in the Batch Entry Window.
Charge Batch	The Charge Batch, also called the Batch Number, groups the transactions together in a batch and is useful for sorting and selecting specific batches for the journals. (up to 7 characters - XXX or yymmXXX) Required Entry Options: To accept the default Charge Batch, press [TAB]. Or, enter a different identifier to track this batch of charges.
Payment Batch	The Payment Batch, also called the Batch Number, groups the payment transactions together in a batch and is useful for sorting and selecting specific batches. (up to 7 characters - XXX or yymmXXX) Required Entry Options: To accept the default Payment Batch, press [TAB]. Or, enter a different identifier to track this batch of payments. Tip: It is common to use the same value for both the Charge Batch and the Payment Batch.
Location	The Location Code identifies the place where the services were performed. (up 2 characters) Entry Options: To accept the default, press [TAB]. Or, enter another valid Location Code. Tip: To search for the appropriate Location Code, click Search . Keyboard shortcut: [CTRL + f]. Or, to leave blank, press [DELETE] and press [TAB]. Tip: To simplify your work, if you have a single location you can enter the Location Code here. If you have multiple locations and are entering charges for all the locations at the same time, leave the Location Code blank, so you can enter it later at the Work Window.
Rendering Provider	The Rendering Provider Code identifies the person who provided the services. (up to 4 characters) Entry Options: To accept the default Provider Code, press [TAB]. Or, enter another valid Provider Code. Tip: To search for the appropriate Provider, click Search . Keyboard shortcut: [CTRL + f]. Or, enter P to retrieve for each charge, the patient's Provider Code maintained at the Patient Entry - Provider & Referral Codes Area in the Demographic Window. Or, to leave blank, press [DELETE] and press [TAB].
Supervising Provider	The Supervising Provider Code identifies the person who supervised the rendering provider. (up to 4 characters) Entry Options: To accept the default Provider Code, press [TAB]. Or, enter another valid Provider Code. Tip: To search for the appropriate Provider, click Search . Keyboard shortcut: [CTRL + f]. Or, enter P to retrieve for each charge, the patient's Provider Code maintained at the Patient Entry - Provider & Referral Codes Area in the Demographic Window. Or, to leave blank, press [DELETE] and press [TAB]. Tip: The Supervising Provider can be the same as the Rendering Provider.
Referral	The Referral Source Code identifies the physician or practice that is the source of the referral. (up to 4 characters) Entry Options: To accept the default Referral Source Code, press [TAB]. Or, enter another valid Referral Source Code. Tip: To search for the Referral Source Code, click Search . Keyboard shortcut: [CTRL + f]. Or, enter P to retrieve for each charge, the patient's Referral Source Code maintained at the Patient Entry - Provider & Referral Codes Area in the Demographic Window. Or, to leave blank, press [DELETE] and press [TAB]. Tips: To print referring provider information on HCFA claim forms or the electronic equivalent, enter a Referral Source Code. The following prints: Referral Source (referring provider's name) in box 17 Referral Form Type UPIN (the provider's UPIN) in box 17a Mainecare may refer to the number that prints in box 17a as a referral. The number that prints in box 17a is not the same as the referral information that prints in box 23. They have two separate functions. If Referral Force Maintenance is set, a valid Referral Source Code can be required.
Pull Ref. Auth. Data	The Charge Entry Pull Referral Authorization Data option determines if a referral authorization that is attached to an Encounter Number triggers Charge Entry to automatically load the Referral Source, Cause, Cause Date, and Insurance Code associated with the referral. Entry Options: (Y)es: Charge Entry automatically pulls in referral authorization information. (N)o: Referral Authorization is not pulled into Charge Entry. Tip: For more information, see Adding a Referral to a Charge.
Service Date	The Charge Service Date is the date services were performed for the patient (Date of Service). (mmddccyy - slashes and century optional) Entry Options: To accept the default Charge Service Date, press [TAB]. Or, enter a Service Date for the charges. Or, to leave blank, press [DELETE] and press [TAB].
Encounter #	The Encounter Number is the number assigned to the patient's Encounter Form (also called the superbill). Usually, the system assigns the Encounter Number and it is displayed here for your reference. (7.0 numeric)
Cause	The Patient Cause Code identifies the origin of the patient's condition. (up to 2 characters) Required Entry Options: To accept the default Cause Code, press [TAB]. Or, click a different Cause Code in the drop-down list. Tip: To enter the Cause Code for each transaction at the Work Window, select None. Tip: Generally, select Pull From Patient to automatically pull the patient's Cause Code into Charge Entry from the Patient Entry - Balance Detail Window.
Cause Date	The Patient Cause Date is the date the patient's condition occurred. (mmddccyy - slashes and century optional) Entry Options: To accept the default Cause Date, press [TAB]. Or, enter a Cause Date for the charges. Or, to leave blank, press [DELETE] and press [TAB]. Tip: Generally, leave this field blank to automatically pull the patient's Cause Date into Charge Entry from the Patient Entry - Balance Detail Window.
Admission Date	The Patient Admission Date is the date the patient was admitted to the hospital. (mmddccyy - slashes and century optional) Entry Options: To accept the default Admission Date, press [TAB]. Or, enter an Admission Date for the charges. Or, to leave blank, press [DELETE] and press [TAB]. Tips: Generally, leave blank to automatically pull the patient's Admission Date into Charge Entry from the Patient Entry - Balance Detail Window. Admission Date might be disabled for the OFFICE Batch Type.
Discharge Date	The Patient Discharge Date is the date the patient was discharged from the hospital. (mmddccyy - slashes and century optional) Entry Options: To accept the default Discharge Date, press [TAB]. Or, enter a Discharge Date for the charges. Or, to leave blank, press [DELETE] and press [TAB]. Tips: Generally, leave blank to automatically pull the patient's Discharge Date into Charge Entry from the Patient Entry - Balance Detail Window. Discharge Date might be disabled for the OFFICE Batch Type.
Message Code	The Message Code (also called the Remarks Code) identifies the message to print with the charge on patient statements. (up to 5 characters) Entry Options: To accept the default Message/Remarks Code, press [TAB]. Or, enter a Message/Remarks Code for the charges. Tip: To search for the appropriate Remarks Code, click Search . Keyboard shortcut: [CTRL + f]. Or, to leave blank, press [DELETE] and press [TAB].
Hold To Date	The Charge Hold to Date is a date used to delay billing of charges for a patient. (mmddccyy - slashes and century optional) Entry Options: To accept the default Hold To Date, press [TAB]. Or, enter a Hold To Date for the charges. Or, to leave blank, press [DELETE] and press [TAB].
Force Next	The Force Next Statement value controls when patient statements are printed. (Y/N) Required Entry Options: To accept the default Force Next option, press [TAB]. Or, click one of the following options in the drop-down list. (Y)es: Forces a patient statement to print during the next statement run. (N)o: Prints a patient statement during the patient's regular statement cycle
# Service Days	Leave blank. This field is reserved for future use.
	To apply the changes made to the batch and leave the Batch Entry Window open, click Apply.
	To complete Batch Entry, close the Batch Entry Window, and open the Work Window, click OK.
	To exit close the Batch Entry Window and exit Charge Entry, click Cancel.