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Entering Charges

Charges record services provided to a patient. Each charge is associated with a procedure code, amount, provider, and optionally diagnosis codes and insurance information.

Single Charge Entry​

To enter a single charge, use the charge entry dialog. This can be accessed from the Billing menu or from the transaction entry interface.

Required Fields​

  • Procedure Code - Select the CPT/HCPCS code for the service. Use the lookup button to search, or type the code directly. Check "Show All" to see inactive codes.
  • Date of Service - The date the service was provided
  • Amount - The charge amount (may be pre-filled from the procedure code default)
  • Units - The quantity of services (default: 1). The total is calculated as Amount x Units.

Provider Information​

  • Provider - The rendering provider who performed the service
  • Supervising Provider - Required for some insurance billing when services are provided under supervision
  • Attending Provider - The attending physician, if different from the rendering provider

Use the "Clear" button next to any provider field to remove the selection. Check "Show All" to see inactive providers.

  • Account Number - The billing account (looked up automatically from the patient)
  • Event - Link this charge to a specific scheduled event/appointment
  • Treatment Plan - Link to a specific treatment plan

Diagnosis Codes​

Up to four diagnosis codes can be associated with each charge:

  • Dx01 through Dx04 - Select from the diagnosis code lookup
  • Both ICD-9 and ICD-10 code systems are supported
  • A diagnosis grid shows available diagnoses for quick selection

Insurance Information​

Checkboxes indicate financial responsibility:

  • Ins1/2/3 Resp - Which insurance is responsible for this charge
  • Ins1/2/3 Paid - Which insurance has paid
  • Attorney Resp / Attorney Paid - For workers' comp or liability cases

Special indicators:

  • Emergency - Emergency service flag
  • CoPay Exempt - Patient copay is waived
  • EPSDT - Early Periodic Screening, Diagnosis, and Treatment
  • Family Planning - Family planning services flag

Modifiers​

Up to four procedure modifiers (A through D) can be added to the procedure code, as required by insurance billing.

Additional Fields​

  • Place of Service - Where the service was performed (Office, Hospital, Home, etc.)
  • Transaction Location - The practice location for reporting
  • Description/Notes - Additional description for this charge
  • Memo - Internal notes about this charge
  • Review Status - Mark charges that need review

Keyboard Shortcuts​

KeyAction
F3Save and close (OK)
F4Save and enter another charge
F5Save and immediately enter a payment
F6Apply a discount

Customizable Layout​

Click Customize to show or hide fields that are not relevant to your workflow. Click Restore to return to the default layout.

Multiple Charge Entry​

For entering several charges at once (e.g., multiple services from a single visit), use the bulk charge entry interface. This provides the same fields as single charge entry but in a grid format, allowing you to enter multiple charges without closing and reopening the dialog.

Discounts​

Press F6 or click the Discount button during charge entry to apply a discount. If default discounts have been configured (see Default Discounts), they appear as quick-selection options.