Encounter preferences can be customized for each individual provider and billing staff member, allowing for a tailored approach to managing billing processes. These preferences enable healthcare organizations to align the system with each team member's unique workflow and responsibilities, enabling greater efficiency for your practice. Although this information is set by default, you have the option to edit it directly within the encounter screen.
Encounter preferences configured in Billing will not be applied to encounters imported from the EHR.
Access encounter preferences
CBO users can now set Encounter Preferences for each practice they bill. To help distinguish CBO accounts from non-CBO accounts, their login will appear with a (Corp) label in the dropdown user menu.
Start by navigating to the Utilities.
Select Preferences, then click Encounter Preferences.
In the Encounter Preference screen, approximately 17 distinct types of preferences can be configured as default settings.
Encounter Preferences
Default Billing Provider
The Billing Provider selected here will automatically be applied to all encounters. This setting is primarily used when a user is billing under a specific billing provider.
Default Rendering Provider
The Rendering Provider selected here will be automatically applied to all encounters. Setting a default rendering provider is primarily used when a user is billing for a specific rendering provider.
Default Service Facility Location
The Service Facility Location selected here will be automatically applied to all encounters. This is primarily used when a user is billing for a specific service location.
Default Supervising Provider
The Supervising Provider selected here will be automatically applied to all encounters. This is set to a specific supervising provider when a user is billing under that provider.
Default Referring Provider
The Referring Provider selected here will be automatically applied to all encounters. This is typically set as a default when a user is billing under a specific referring provider.
Default Claims Format
When selecting either the CMS-1500 (professional) or the UB-04 (institutional) claim format, every encounter will automatically default to the corresponding screen. The system adapts based on the chosen claim type, simplifying the workflow, and ensuring that the correct format is used for every encounter.
Default Attending Provider
The Attending Provider selected here will be automatically applied to all encounters. This is typically set as the default when a user is billing for a specific attending provider.
Default Operating Physician
The selected Operating Physician will be automatically populated for all encounters. This is typically set as a default when a user is billing for a specific operating physician.
Enable Add Diagnosis
Enabling the add diagnosis feature provides users with the ability to include more than four diagnosis codes per line item, allowing for up to twelve diagnosis codes per claim. This functionality is essential for situations where multiple diagnoses need to be documented to accurately reflect the patient's condition. However, to use this feature and exceed the default limit of four diagnosis codes, it must be manually enabled. Once activated, users can add additional codes as needed, ensuring comprehensive and precise documentation for each encounter.
Show All Diagnosis in Claim
Enabling this option ensures all diagnosis codes that appear on the encounter screen will automatically be included in the claim and sent to the payer. If not enabled, only the diagnosis codes added to line item(s) will appear on the claim form.
Display Encounter values from Default Settings
This setting should always be set to Yes, as the encounter preferences will not be applied unless this option is enabled. When set to Yes, it ensures that all configured encounter preferences are properly implemented, allowing for a more streamlined and accurate encounter process. If left off, the encounter preferences will be ignored, which may result in inconsistencies, errors, or incomplete data.
Default Discharge Status
Selecting a discharge status from the drop-down menu will automatically apply this selection to every encounter for UB-04 (institutional) claims.
Default Admission Type
Selecting an admission type from the drop-down menu will automatically apply this selection to every encounter for UB-04 (institutional) claims.
Default Admission Source
Selecting an admission source from the drop-down menu will automatically apply this selection to every encounter for UB-04 (institutional) claims.
Show Condition Codes in Professional Encounters
This setting gives users the ability to add a condition code directly within the professional encounter screen. Condition codes, while typically used in institutional claims, can also be incorporated into the CMS 1500 encounter screen. This functionality allows users to document relevant condition codes for professional services, ensuring more accurate and comprehensive claim submissions.
Default Copy Patient’s Last Encounter Details
By selecting Yes, the system will automatically populate the patient's previous encounter information whenever a new encounter is created. This feature streamlines the documentation process by pre-filling relevant details, such as diagnosis codes, procedure codes, and any other associated data from prior encounters.