Skip to content
Contact us
  • There are no suggestions because the search field is empty.

Electronic Batch Billing

Table of Contents:

  1. Campus Billing Setup
  2. Client Billing and Finance Setup
  3. Test Before Export
  4. Export
  5. Test Account Setup
  6. Test Account Login

Campus Billing Setup

Verify the Campus Billing Contact is Selected

The billing contact is the person the clearing house will contact if there are any questions on the submitted claims.

Navigate to:

  • Billing >Billing Configuration
  • Select the Billing Contact from the option list

❗️Staff with Billing (Role 4) will display as an option in the Billing Contact drop down list. This staff member must also have a phone number listed on the staff profile screen before billing is exported.

Additional Campus Billing Information

The Campus Tax ID and the NPI or UMPI number is required.

  • Enter/verify the Campus Tax ID is entered correctly
  • Enter/verify the NPI or UMPI number is entered correctly
  • When finished press save
 

Payers Information

  • Under Billing Configuration > click the Payers tab
  • On the list of the payers, click one of the payers
  • Add or edit the payer address and press Save

 

Client Billing and Finance Setup

Client Billing & Finance Information:

The next step is to enter the client's payer information. This information will be taken directly from the Service Agreement given by the county. Navigate to Residents > Clients. Select a client, and the profile will open. Click on Billing & Finance.

Payers Tab:

  • Under Billing & Finances, click Payers
  • Click Add Payer
  • When a non-private payer is selected, additional fields will appear
  • This information can be entered using the Service Agreement as indicated below

The above are examples of what a service agreement may look like. Follow the prompts showing what information needs to be entered into Residex .

Finding the Service Type

  • Use this link if you are unsure of the procedure code

    • Open the above link and click onProcedure Codes
    • Use your browser's "Find" option (CMD + F or Ctrl + F)
    1. Expand one of the Program Procedure Code option lists
    2. Type in the service code and press enter
    3. If this payer has the procedure code the search will show a #/# result
    4. This is the Service Type you will select in the Residex payer screen

    NOTE: If the search results show 0/0, expand another program and click on the search field again and press enter. This will search in the expanded Program Procedure Code list.

If No Agreement is Available

If a service agreement for a client has not yet been received, a temporary placeholder payer called "Waiver Unknown" should be used. If this payer is selected, records will not automatically be submitted to HHAX upon clocking out.

Test Before Export

Test Before Export to Medicaid - By Resident - Date Range

This is one example of an export report. This is helpful for clients who bill every two weeks and wish to exclude some residents.

The test before export reports let you preview exactly what will be exported before finalizing. You'll be able to review items such as:

  • Total hours for each date
  • Number of units
  • Rates applied
  • Staff member(s) who provided the services

This preview helps you catch any errors or discrepancies before submitting your export.

 

Check for Errors

If there are any errors that will prevent billing from exporting correctly, reports such as Test Before Export To Medicaid - Date Range will show a list of errors at the top. Each of these errors needs to be resolved before the export will work correctly.

 

Export

Export to Medicaid - By Resident - Date Range

Once the Test Export reports are clear of errors, it is time to run the Export to Medicaid - By Resident - Date Range

  • Select the report
  • Select the client(s)
  • Select the payer and clearing house
  • Specify the date range
  • This report needs to be run as a text file.
  • When you create the report it will download the text file on your computer and be available to upload into MN-Its

This is an example of what the text file will look like. The heading will contain information such as the NPI/UMPI number, period end date (backwards) and possibly the campus name.

 

Save the Text File

When the file downloads, it will be in your browser download files. You can click on it and save it to a different location if needed.

 

Test Account Setup

Setup a MN-ITS Test Account

  • Go to :MN-ITs Login
  • Click on Test Region under Related Pages

  • Scroll down and click "Create Test Account"

  • On the screen that appears, enter your NPI or UMPI number
  • Click Create User (creating your username takes about 30 minutes)

Test Account Login

Once the Account is Created

  • Go back to MN-ITS Login Page
  • Enter username: accepttest@NPI or UMPI number and temporary password
  • You will be prompted to create a new password
  • Scroll down and click "Create Test Account"
  • Update your password

Upload a Test Export

  • Follow the instructions in the Test Before Export to Medicaid
  • Save the Export to Medicaid text file
  • Click Choose file and navigate to where the text file is saved; then Upload in the Test Region
  • You should receive a 999 response by going to the Test Account > Mailbox > Transaction Responses. It will come as a 999 response.

  • Below is a screenshot of what the result report looks like.

  • Once you have a successful upload to the Test Region, you will be able to upload the file to your region in 24 hours