Billing Dashboard

Overview

The billing dashboard provides a comprehensive interface for managing all billing operations, from viewing patient visits and their billing status to submitting claims to payers. The dashboard includes summary statistics, filtering capabilities, and integration with Billie AI assistant.

Accessing the Dashboard

1. Navigate to Billing

   • Go to /admin/billing
   • Dashboard loads automatically with current billing data

2. Dashboard Layout

   • Left Panel: Patient visits and billing data
   • Right Panel: Actions and summary information
   • Top Navigation: Tabs for Patients, Timesheets, and Alerts

Dashboard Overview

Summary Cards

The dashboard displays five key summary cards:

1. Ready Visits: Number of visits ready for submission
2. Total Revenue: Estimated revenue from ready visits
3. Active Alerts: Number of billing alerts requiring attention
4. Pending Timesheets: Timesheets awaiting processing
5. Total Patients: Total number of patients with billing data

Tabs

• Patients Tab: View and manage patient visits
• Timesheets Tab: Manage timesheet uploads and OCR processing
• Alerts Tab: View and resolve billing alerts

Viewing Patient Visits

Patient Cards

Each patient is displayed as a card showing:

• Patient Name: Patient identifier
• Visit Count: Number of visits for this patient
• Billing Status: Overall billing status (ready, draft, review_required, etc.)
• Revenue: Estimated revenue for this patient
• Payer: Insurance payer type
• Date Range: Date range of visits

Expanding Patient Details

1. Click Patient Card

   • Expands to show individual visits
   • Each visit shows date, status, and details

2. Visit Information

   • Visit date and time
   • Billing status
   • Units/hours
   • Revenue amount
   • Payer information

3. Visit Actions

   • Edit visit details
   • View visit documentation
   • Override status to ready
   • Delete visit (if needed)

Filtering and Searching

Available Filters

• Date Range: Filter visits by date range
• Status: Filter by billing status (ready, draft, review_required, submitted, etc.)
• Payer: Filter by payer type (NCTracks, VA, CareBridge, etc.)
• Search: Search by patient name

Using Filters

1. Set Date Range

   • Click date range picker
   • Select start and end dates
   • Visits are filtered automatically

2. Select Status

   • Choose status from dropdown
   • Multiple statuses can be selected
   • Filter updates immediately

3. Choose Payer

   • Select payer from dropdown
   • Filter shows only visits for selected payer
   • Useful for payer-specific submissions

4. Search Patients

   • Type patient name in search box
   • Results filter as you type
   • Clear search to show all patients

Selecting Visits for Submission

Individual Selection

1. Select Visits

   • Check boxes next to individual visits
   • Selected visits are highlighted
   • Selection count shown in footer

2. Select All Ready

   • Click "Select All Ready" button
   • Selects all visits with "ready" status
   • Useful for bulk submission

3. Clear Selection

   • Click "Clear Selection" button
   • Deselects all visits

Selection Summary

The footer shows:

• Selected Count: Number of visits selected
• Total Revenue: Revenue from selected visits
• Payer Breakdown: Distribution by payer type

Submitting Claims

Submission Process

1. Select Visits

   • Select visits you want to submit
   • Verify they are in "ready" status
   • Check payer type matches

2. Choose Payer

   • Select payer from submission dropdown
   • Options: NCTracks, VA, CareBridge, HHAeXchange
   • Different workflows for different payers

3. Review Summary

   • Review selected visits count
   • Check total revenue
   • Verify payer is correct

4. Submit

   • Click "Submit to [Payer]" button
   • System processes submission
   • Progress indicator shows status

5. Monitor Progress

   • Watch submission progress
   • See real-time updates
   • Wait for completion confirmation

Submission Workflows

NCTracks Submission

• Uses real NCTracks API integration
• Groups visits by patient and week
• Validates data before submission
• Shows detailed progress

VA Submission

• Exports data for VA submission
• May require manual upload
• Follows VA-specific format

CareBridge Submission

• Exports data for CareBridge
• May require manual processing
• Follows CareBridge format

Exporting Claims

1. Select Visits

   • Choose visits to export
   • Verify payer type

2. Export

   • Click "Export for [Payer]" button
   • Downloads file in payer format
   • File ready for manual submission

Managing Billing Alerts

Viewing Alerts

1. Alerts Tab

   • Click "Alerts" tab in dashboard
   • View all active billing alerts

2. Alert Types

   • Validation Errors: Data validation issues
   • Missing Information: Required fields missing
   • Status Issues: Visits in incorrect status
   • Payer Issues: Payer-specific problems

3. Alert Details

   • Alert type and message
   • Associated patient/visit
   • Status (active, resolved)
   • Created date

Resolving Alerts

1. Review Alert

   • Click on alert to view details
   • Understand what needs to be fixed

2. Fix Issue

   • Address the underlying problem
   • Update visit data if needed
   • Correct validation errors

3. Alert Resolution

   • Alerts auto-resolve when issue fixed
   • Can manually mark as resolved
   • Alert count updates automatically

Timesheet Management

Viewing Timesheets

1. Timesheets Tab

   • Click "Timesheets" tab
   • View all uploaded timesheets

2. Timesheet Status

   • Pending: Awaiting OCR processing
   • Processing: OCR in progress
   • Completed: OCR finished successfully
   • Failed: OCR processing failed

3. Timesheet Details

   • Original filename
   • Upload date
   • OCR confidence score
   • Validation status

Managing Timesheets

• Upload Timesheet: Upload new timesheet for processing
• View Extracted Data: Review OCR-extracted information
• Edit Data: Correct OCR errors manually
• Validate: Mark timesheet as validated
• Delete: Remove timesheet if needed

For detailed timesheet management, see Timesheet Management.

Billing Status Management

Status Types

• draft: Initial state, not ready for submission
• review_required: Needs manual review
• ready: Validated and ready to submit
• submitted: Successfully submitted to payer
• rejected: Submission failed, needs correction

Changing Status

1. Manual Override

   • Click "Override to Ready" on visit
   • Manually mark visit as ready
   • Use when validation is incorrect

2. Bulk Status Update

   • Select multiple visits
   • Use bulk action to update status
   • All selected visits updated

Data Ingestion

Sandata Import

1. Access Sandata Import

   • Click "Import from Sandata" button
   • Opens Sandata data ingestion dialog

2. Select Date Range

   • Choose date range for import
   • System scrapes Sandata data
   • Data stored in staging table

3. Review and Map

   • Review scraped visits
   • Map to patients and clinicians
   • Process to finalize import

Timesheet Upload

1. Upload Timesheet

   • Click "Upload Timesheet" button
   • Select file (PDF, JPEG, PNG, TIFF)
   • File uploaded for OCR processing

2. Monitor Processing

   • Watch OCR status
   • Review confidence scores
   • Validate extracted data

Billie AI Assistant

Accessing Billie

1. Open Billie Chat

   • Click "Chat with Billie" button
   • Or navigate to /admin/billing/chat
   • AI assistant opens in chat interface

2. Ask Questions

   • Ask about billing status
   • Request claim submission
   • Get help with billing issues

3. Billie Capabilities

   • Submit claims to payers
   • Import Sandata data
   • Review timesheets
   • Troubleshoot billing errors

For detailed Billie usage, see Billie AI Assistant.

Best Practices

Regular Review

• Daily Review: Review ready visits daily
• Weekly Submission: Submit claims weekly
• Alert Monitoring: Check alerts regularly
• Status Updates: Keep visit statuses current

Submission Workflow

• Batch Submissions: Submit multiple visits at once
• Payer-Specific: Group by payer for efficiency
• Verify Before Submit: Always review before submitting
• Track Submissions: Monitor submission status

Data Quality

• Complete Information: Ensure all required fields are filled
• Accurate Dates: Verify visit dates are correct
• Correct Payer: Confirm payer type is accurate
• Validation: Resolve validation errors promptly

Troubleshooting

Common Issues

Visits Not Showing

• Check date range filter
• Verify status filter settings
• Refresh the page
• Check organization access

Cannot Submit Claims

• Verify visits are in "ready" status
• Check that payer is selected
• Ensure visits are selected
• Verify network connection

Alerts Not Clearing

• Fix underlying issue
• Refresh the page
• Check alert status
• Contact support if persists

Timesheet Not Processing

• Check file format and size
• Verify OCR service is available
• Wait a few minutes for processing
• Try re-uploading if failed

Related Documentation

• Billie AI Assistant
• Timesheet Management
• Claim Submission