Billing

Enable Fee Schedule for Practice

To enable the Fee Schedules, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
   
2. Set the 'Enable Fee Schedules for the Practice' option to 'Yes' under the 'Fee Schedule Settings' section.
   
3. Choose the default Fee Schedule. While generating an Invoice, this Fee Schedule will be selected automatically. A 'Master Fee Schedule' with all the Procedure codes and Products added to the EHR along with the corresponding charges is available by default and cannot be edited or deleted.

Create a Fee Schedule

Adding Procedure Codes to the Fee Schedule

To create a new Fee Schedule and add Procedure Codes, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
2. Click the '+Fee Schedule' button.
   
3. Enter the name and description of the Fee Schedule.
   
4. The Procedure Code section lists all the Procedures added to the Charm. Use the 'Search Filter' option to search and select the Procedure Codes.
5. Under the 'Fee Schedule' column, enter the differential charges or discounts for the Procedures. If you do not want to change the charges for any Procedures, leave this column blank, and the default charges will get applied. You can also change the Place of Service (PoS) from the dropdown menu.
   
6. Click the 'Add' button to add the Procedure code with new charges.

Adding Products to the Fee Schedule

Similar to the Procedure Codes, Products can also be added to the Fee Schedule. To add Products, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
2. Click the '+Fee Schedule' button.
3. Enter the name and description of the Fee Schedule.
4. Choose the required option from the 'Type of Fee Schedule' menu.
5. Search and select the Products from the 'Search Filter' option.
6. Under the 'Products' section, enter the differential charges and discounts in the Fee Schedule column.
   
7. Click the 'Add' button to add the Products with new charges.
8. You can also copy the Product Fee schedule (Charges & Discounts) from the selected store. For the Fee Schedule copy to work, the 'Product' must be the same in both stores. This option is available only for Practices with the 'Multi-Store Settings' option enabled under the 'Settings > Inventory > Multi Facility/Store Settings' section.
   
   

Create a Fee Schedule for the Provider

Charm allows you to create a Provider-specific Fee Schedule. To create a Fee Schedule for the Provider, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
2. Click the '+Fee Schedule' button.
3. Enter the name and description of the Fee Schedule.
4. Choose the 'Provider Specific' option from the 'Type of Fee Schedule' menu.
   
5. Select the Provider to map the Fee Schedule. This Fee Schedule will get automatically pulled up in Charts and Invoices created by the selected Provider.
6. Search and select the Procedure Codes using the 'Search Filter' option.
7. Enter the differential charges and discounts for the Procedure Codes and Products under the 'Fee Schedule' column.
8. Click the 'Add' button to add the Fee Schedule.

Create a Patient Specific Fee Schedule

To create a Patient Specific Fee Schedule, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section
2. Click the '+Fee Schedule' button.
3. Enter the name and description of the Fee Schedule.
4. Choose the 'Patient Specific' option from the 'Type of Fee Schedule' menu.
   
5. Select the Patient Category to map it to the Fee Schedule. This Fee Schedule will get automatically pulled up in Charts and Invoices created for the specific Patient Category.
6. Search and select the Procedure Codes using the 'Search Filter' option.
7. Enter the differential charges and discounts for the Procedure Codes and Products under the 'Fee Schedule' column.
8. Click the 'Add' button to add the Fee Schedule.

Edit a Fee Schedule

To edit a Fee Schedule, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
2. Click the 'More Options' (...) icon against the Fee Schedule you need to edit.
   
3. Make the required changes to the Fee Schedule and click the 'Update' button.
   

Note: You cannot edit the 'Master Fee Schedule'.

Delete a Fee Schedule

To delete a Fee Schedule, follow the steps given below.

1. Go to the 'Settings > Billing > Fee Schedules' section.
2. Click the 'More Options' (...) icon against the Fee Schedule you need to delete.
   
3. The selected Fee Schedule will get deleted from the list.

Note: You cannot delete the 'Master Fee Schedule'.

Reorder Fee Schedules

• While generating an Invoice and creating a Chart Note, if there is more than one Fee Schedule mapped to a Provider or Patient Category, the Practice can decide which Fee Schedule should be selected by default from the configured Fee Schedules.
• The Fee Schedules can be reordered under the 'Settings > Billing > Fee Schedules' section.
  
• Select and drag the Fee Schedule to place it above or below the list.

Role-based Fee Schedule Access

Charm supports Role-based Access Control (RBAC) using which you can control the access privileges of your Practice members. While creating an Encounter and generating an Invoice, the 'Fee Schedule' option will be available only for the members with the role privilege. The Practice Admin can configure the role-based Fee Schedule access to the Practice members by following the steps below.

1. Go to Settings > Facility > Roles.
2. Click the '+ New Role' button to create a new Role.
3. Enter the name of the new Role to be created in the 'Role Name' field.
4. Enter a description for the new Role in the 'Description' field.
   
   
5. Under the 'Encounter' and 'Billing > Invoice & Receipt' sections, enable the 'Change Fee Schedule' option.
6. Click the 'Add' button.

Use Fee Schedule in Encounter/Invoice

• While creating an 'Encounter' and generating an 'Invoice', the required 'Fee Schedule' can be selected. Once selected, the charges for Procedures will be taken from it.
• The Provider Specific Fee Schedule gets selected automatically for the Providers configured under the Settings.
• The Patient Specific Fee Schedule gets selected automatically for the Patient Category configured under the Settings.
• If any procedure is not added to the 'Fee Schedule', then the charges will be taken from the 'Master Fee Schedule'.

In Encounter:

In Invoice: