Cancelling, Deleting & Correcting Billing
Overview
Typical rebilling processes within Ankota are outlined below. Please note that with certain data integrations, you may need to take additional or alternate steps. See your state guides for further information.
Please note that if you are here strictly to review how to update, add, delete, or cancel visits, you may wish to reference the Daily Adjustments article instead.
If you need to cancel or delete a visit or cancel billing for a visit that was already accepted, see our Cancel/Delete Previously Accepted Visits + Export article.
The key concept is understanding:
a) Do you need to rebill with old invoices, or cancel invoices/create new invoices?
b) Do you bill via a Merged Health Care Claim or via a "silent" data Export?
This article includes:
I. Rebilling with Old Invoices
Data Correction & Manual Merged Health Care Claim
Data Correction & Triggering Export
II. Rebilling with New Invoices
Update, Add, Delete, or Cancel Visits
I. Rebilling with Old Invoices
In some cases, you do NOT need to cancel billing and/or payroll in order to re-bill/re-create invoices with corrected data. If in doubt, check your export under Reports View.
For example, the following updates will be automatically picked up by the system:
Settings updates, such as NPIs, Provider Medicaid IDs, and Taxonomy Codes
Certain client data updates, such as for Medicaid IDs
See below for a walkthrough of this simple process.
Data Correction & Manual Merged Health Care Claim
Some organizations use the EDI file/Merged Health Care Claim to bill.
To re-bill with this file, first correct your system data as needed.
Next, export your 837 file using the Merged Health Care Claim button as follows:
Click Billing
Click Billing Report
Filter for your invoice(s)
Click View Report
Select the invoice(s) under Completed
Click the Export As Merged Health Care Claim button
Save the file
Upload the file to the appropriate portal
Data Correction & Triggering Export
Some organizations send data "silently" to the integrated partner (such as Tellus, Sandata, HHAx, etc.) upon completing invoices.
To re-bill with this process, first correct your system data as needed.
Next, trigger your Sandata, Tellus, HHAx, or Tellus export as follows:
Click Billing
Click Billing Report
Filter for your invoice(s)
Click View Report
Select the invoice(s) under Billings - Complete
Click the Change to Drafts button
Select the invoice(s) under Billing - Drafts
Click the Complete button to move them to Complete
NOTE: If your visits have been accepted to the Work List in Tellus, you cannot re-send that data to Tellus. They will no longer accept status updates. You must fix any errors in Tellus.
NOTE: Some integrations require special steps to re-send data, particularly if your automated export process is not yet active (during first weeks of new exports). Speak to your Ankota specialist as needed.
II. Rebilling with New Invoices
Some changes require new invoices. For example, the following updates will NOT be automatically picked up by the system and require you to cancel current invoices and build new ones:
Billing rate changes
Payer descriptor changes
Caregiver name changes
This data is part of the "frozen" invoice, so the invoice and corresponding payroll must normally be deleted and re-created. (Some exceptions apply.)
To re-bill with new invoices, you will cancel invoices and payrolls, adjust the system settings, and then re-bill and re-create the payroll record. At that point, you will be able to push through billing using your usual method (whether that is through the "silent" method of triggering data delivery by completing invoices, or by using the Export as Merged Health Care Claim button to create a file that is uploaded elsewhere). See below for further details.
(Reminder: If your visits have been accepted to the Work List in Tellus, you cannot re-send that data to Tellus. They will no longer accept status updates. You must fix any errors in Tellus.)
Cancel Payrolls
To cancel your payrolls,
Click Billing/Payroll
Click Payroll Report
Filter for your payroll(s)
Click View Report
Select the payroll(s) under Completed
Click the Change to Drafts button
Select the invoice(s) under Payroll - Drafts
Click the Cancel Payrolls button to delete the payrolls
Cancel Billing
To cancel your invoices,
Click Billing/Payroll
Click Billing Report
Filter for your invoice(s)
Click View Report
Select the invoice(s) under Completed
Click the Change to Drafts button
Select the invoice(s) under Billing - Drafts
Click the Cancel Invoices button to delete the invoices
Update, Add, Delete, or Cancel Visits
Next, you can correct your system information. Please note you may update, add, delete, or cancel visits as needed during the adjustments process. For payer descriptor, visit type, client, or caregiver changes, we recommend using the Visits page for changes.
Re-Create Billing
To re-create billing, simply follow the usual billing process.
Re-Create Payroll
To re-create payroll, simply follow the usual billing process.