For Practice Management and Suite users, when creating an event, there is an option to make that event billable. By default, it will be selected as non-billable.

1. Navigate to the Practice module and select Practice Schedule under the “Scheduling” section. Or, navigate to the Clinical module and select My Calendar.
2. In an employee’s schedule, drag over the start and end of the event time and select the event type, Admin, Appointment, Break, Drive Time, Meeting, Training, or Time Off.
   • Please note, appointments are always billable.
3. At the top of the event box, change the event from “Non-Billable” to “Billable”
4. Create or select the Subject for the event

• Please note, the event “Subject” field is required and can be pre-populated by creating subjects under “Company Settings.”

5. For billable events, “Place of Service” and “Patient” are all required fields.

• Authorizations may be required. It is optionally required based on a company setting.
  • Please note, any item that is billable needs to be connected to an authorization, since the fee schedule is associated to the authorization.
    • In the event that something is billable to the patient or family, but not to an insurance company, an authorization is still required. An organization may need to create non-insurance bill codes and build a contract using those codes. Then, an authorization for a the patient can be created using the contract and fee schedule attached to it.

6. Select the Attendees tab. If required information is needed for the attendees, it will appear in red. Those requirements include “Bill Under,” “Credential Needed,” and “Bill Code Needed.” Select the attendee’s name to complete the required fields.

• The Auth. Items will need to be selected and added if there is more than one “Bill Code” associated to the authorization. Add additional items by clicking the + and enter the planned minutes for each Auth. Item.
• The “Auth Item Usage Chart” will appear once an item is selected. 

7. Click Add to add the information for the attendee to the event.

• Additional attendees can be added to the event from the “Attendees” tab

8. Enter the Place of Service in the “Address” tab

• An “Office” location as the place of service will auto-populate if there is an address created for the company. A “Home” location will auto-populate if an address has been created for the patient.

9. Click Create

10. Once a billable event is complete, the attendee or scheduling admin will need to navigate to the Practice Schedule or My Calendar and open the event to mark it as complete.

• Please note, other actions to change the event include, Cancel Occurrence, Reschedule Occurrence, Copy, Change Event to Billable, and Change Event To: [Appointment, Break, Drive Time, Meeting, or Training]. Depending on the number of attendees and the user’s permissions there can be an option to complete the event for a single attendee or for all attendees.

11. Once the event has been completed, it will appear in Bill Events, located in the “Billing” section of the Practice module.

12. Search and filter to find each event

13. Select an event to view options, such as the authorization or the original event/appointment.

14. Once the billable event has been reviewed, select the appropriate billing option.

• The process is then the same as billing appointments.