Patient Billing - Frequently Asked Questions

This quick guide answers frequently asked questions about patient billing and charge capture in VieCure. It covers completing charges for an encounter, printing the superbill or charge ticket, and what to do when a drug or administration charge is wrong or missing.

 How do I complete charges?

Charges are reviewed on the Charge Details screen, one encounter (superbill) at a time. An encounter moves from In Progress to Ready to Submitted.

1. Open Charge Details from the Charges left navigation in the patient chart and select the encounter.
2. Review each charge line: Billing Code, Diagnosis, Quantity, Responsible Provider and Primary Insurance. New lines start as Pending.
3. Click Sign on each line, or use Sign All and confirm the message (Sign [#] items). Signing is not available on voided lines.
4. When every non-voided line is signed, click Final Sign in the encounter header. The encounter becomes Ready and all lines are read-only.

 Final Sign is disabled, with a tooltip, while any line is unsigned, when all lines are voided, or when there are no lines. To make a change after Final Sign, un-sign a line or add a charge; the encounter returns to In Progress.

Ready encounters are sent to your practice management system in the scheduled batch. To send sooner, select the Ready encounters on Encounter Details and click Submit; the status becomes Submitted. Once submitted, lines cannot be edited. For manual charges use + New Encounter.

 How do I print the superbill / care slip for the day's patients?

• Superbill — Open the encounter's Superbill and click Print. A print preview opens, then you can print or download a PDF to fax. Output shows Patient Name, MRN, DOB, Encounter #, Facility, Date of Service, and each charge's Code, Description, Category and Quantity, on letter-size pages.
• Charge Detail Report — On Charge Details, tick one or more rows (encounter or charge lines) and use the Print button next to the Date of Service filter. Choose PDF or CSV. Printing does not change the status.
• Use the Superbill selector to switch between a patient's encounters; it lists them by Date of Service, newest first.

 The wrong charge dropped for a drug or administration - how do I correct it?

Corrections are made on Charge Details, and depend on the encounter status.

• Encounter In Progress — Edit the line inline (for example Billing Code, Diagnosis, Quantity). If the line was signed, editing clears the signature and it returns to Pending. Or Void the line and add the right one with + Add Charge.
• Encounter Ready — Un-sign any line (or add a charge). The encounter returns to In Progress, then edit or void.
• Quantity — It is calculated from the dose given in the MAR, converted to the billing unit and rounded up, so check the dose in the MAR and the billing unit set up in System Configuration.
• Submitted — Lines are locked.
• Charges that the system created (for example from the MAR) can be voided but not deleted.

 No charge dropped for a drug or administration - why, and how do I fix it?

Charges are created from the clinical work, such as a medication given in the MAR, and appear on Charge Details for the encounter. If one is missing:

• Check the encounter — Confirm the encounter and Date of Service are correct, using the Superbill selector.
• No-charge or non-billable items — Items marked as no charge (for example a lab specimen collection with No Charge checked) do not create a charge. Non-billable drugs show an NB badge.
• Missing-charge task — A nightly check compares administered drugs, completed visits and collected specimens with posted charges. If an encounter has no charges after 8 hours, the Financial Team gets a high-priority "Superbill Created Missing Charges" worklist task. Click Review to open Charge Details; the task closes once a charge is posted.
• Open the encounter in Charge Details and click + Add Charge.
• Enter the Billing Code and Diagnosis and set Quantity.
• Sign the line and apply Final Sign.