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Managing Claims and Service Records for Billing

How to manage and export claims and service records for billing in the Dashboard.

Updated over 3 weeks ago

The Claims section allows you to review service records, audit billing, and create claims, and manage exports.

Accessing the claims dashboard

  1. Click Finance in the left menu

  2. Click Claims in the left menu

  3. Click Dashboard in the slide-out menu

The Dashboard provides a high-level overview of your billing and service activity:

  • Financial Overview: Total dollar amounts by status (Ready to Bill, Billed, Paid, Re-Billed, or Rejected).

  • Status Overview: Number of service records in each status.

  • Rejected Records: Services that were rejected.

  • Budget Overview: Total vs. used budget amounts, broken down by service code.

Claims

To view claims:

  1. Click Finance in the left menu

  2. Click Claims in the left menu

  3. Click Claims in the slide-out menu

The Claims table shows all claims within a selected date range, grouped by client and service code. Filter the table by Service Code, Client, or date range. Click any row to view detailed service times. Hover over times to see associated dates.

Creating new claims

Create manual billing records without first needing to create a shift. This can be used to capture services not reported through normal workflows.

To create a manual claim:

  1. Click Create New

  2. Select Create New Record(s)

  3. Enter the Client Name, Billing Start Date, Billing End Date, Service Code, Units, Staff (optional), and Address (optional)

  4. Click Save

When you manually create a record, the system checks if there is enough available budget for that client. If not, the system will alert you. If you choose to continue, the client's budget will be updated to reflect the new billing record.

Note: Manual claims do not link to shift IDs or charting.

Exporting claims

To export claim records:

  1. Filter the table as needed

  2. Click Export All or select specific claims and click Export

  3. Edit the header names if needed

  4. Click Export

Exported data can be submitted to payers and used for review and documentation purposes.

Note: Dates may not display in the table view but will appear in the exported file.

Service Records

The Service Records section is the best place to audit billing daily, weekly, or monthly. If you do not use billing integration, this will be your primary workflow.

To view service records:

  1. Click Finance in the left menu

  2. Click Claims in the left menu

  3. Click Service Records in the slide-out menu

The Service Records section displays the comprehensive list of all services run within a selected date range. Filter the table by Service Codes, Clients, Staff, or date range.

Auditing service records

Review start and end times, rates, modifiers, assigned staff, and display names. Click View Shift to make corrections or confirm documentation.

Tip: Right-click View Shift and open in a new tab to avoid losing your filters.

Exporting service records

To export service records:

  1. Filter the table as needed

  2. Click Export All or check the boxes next to each service you want to export and then click Export

  3. Select the format: XLSX or CSV

  4. Edit the header names as needed

  5. Click Export

Exports are helpful for reconciliation, spot-checking, and audits.

Batched claims

Batched claims help organize claims before sending them to external billing systems.

To view batched claims:

  1. Click Finance in the left menu

  2. Click Claims in the left menu

  3. Click Batched Claims in the slide-out menu

The Batched Claim section displays all created batches within the selected date range. Click View Batch on any entry to see additional details.

Creating batched claims

To create a batch claim for grouped submission:

  1. Click Finance in the left menu

  2. Click Claims in the left menu

  3. Click Claims in the slide-out menu

  4. Click Create New > Batch Claims

  5. Select the date range

  6. Filter down by Payer and/or Clients

  7. Click Create Batch

  8. Add a Claim Batch Label

  9. Click Save

Batches are saved and can be viewed later by creation date and client.

Customizing table columns

You can customize the visible columns in the Service Records, Claims, and Batched Claims tables:

  1. Navigate to the table

  2. Click the Fields button

  3. Select the columns you want to display, including:

    • General fields

    • Active custom fields (Clients, Staff, or Account Profile)

  4. Click Apply Changes

Changes apply across all Finance tables. All visible columns will also appear in exported reports.

For questions about navigating or manage claims and billing:

Related Articles
Claims Management
Adding Payers, Service Codes, and Budgets
Manual Billing Record Creation
Adding Custom Fields to Billing Reports
Editing Service Codes
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