The Claims section in Finance is where all billable service activity is recorded and prepared for submission to payers. Use this area to review service records, audit billing, and export claims.
Those who do not have integrated billing will spend the majority of their time in the Claims and Service Records subsections.
To access Claims:
Click Finance in the left menu
Click Claims in the left menu
For further information about the Finance section in the Giv Dashboard, see Overview: Finance.
Claims
The Claims section displays a complete list of billable services within the selected date range. It summarizes total units and estimated pay by client and service code.
To view Claims:
Click Finance in the left menu
Click Claims in the left menu
Click Claims in the slide-out menu
Filter the table by service code or client or use the date range selector to adjust the start and end dates. Click any row to view all service times this code was run. Hover over times to see associated dates.
Creating New Records
Create manual service records within Claims without first creating a shift. This is useful for capturing services completed outside standard workflows and to streamline the billing process.
To create a manual record:
Click Create New
Select Create New Record(s)
Enter the Client Name, Billing Start Date, Billing End Date, Service Code, Units, Staff (optional), and Address (optional)**
Click Save
Once saved, you will be redirected to the Service Records page, where the newly created record(s) will be highlighted in green.
**The system will check the client's available budget before saving. If the budget is insufficient, the system will alert you. If you choose to proceed, the client's budget will be updated accordingly.
Note: Manual service records are not linked to shift IDs or charting.
Exporting Claims
Claims can be exported for review or documentation purposes.
To export claims:
Filter the table as needed
Click Export All or select specific claims and click Export
Edit column headers if needed
Click Export
Important: For submitting claims to payers, it is recommended to create and export a batch instead of exporting directly from the Claims table. See the Exporting Claims for Billing section below for instructions.
Exporting Claims for Billing (Non-Integrated)
For agencies using non-integrated billing, claims should be grouped into batches before export and submission to payers. Creating batches—rather than exporting directly from the Claims table—helps keep billing organized and provides a clear record of what was submitted and when.
Step 1: Creating the Batch
You can create batches in two ways:
Option 1: Batch Selected Claims
Set the date range (using the date selector)
Select the specific claims you want to include (check the box next to the claim)
Click Create New > Batch Selected
Choose a payer from the dropdown (each payer requires a separate batch)
Review the record count to ensure accuracy
Click Create Batch, name the batch, and click Save
Option 2: Batch Claims
Click Create New > Batch Claims
Set the date range (using the date selector)
Choose a payer from the dropdown (each payer requires a separate batch)
(Optional) Filter by client(s)
Review the record count to ensure accuracy
Click Create Batch, name the batch, and click Save
Step 2: Reviewing and Exporting the Batch
After saving the batch, a new window will open.
Review and confirm the batch details, such as record count, service codes, payer, and date range
Click Fix Issues to identify and resolve any errors
Click Bill Batch > Generate CSV to download the file onto your computer
Upload the CSV to your payer (via portal, clearinghouse, or email) and monitor the status of your submission
Note: Batches can be deleted if needed, but it's recommended to retain them for your required record-keeping period (typically up to 7 years for Medicaid).
Best Practices
Always create a batch—even for small exports—to maintain organization
Use consistent naming (e.g., Month/Year – Payer Name)
Batch by payer to ensure claims are sent to the correct entity
Review batches and resolve issues before exporting
Save exported CSV files on your computer with the batch name and submission date for audit purposes
Keep a record of submission to your payers to help reconcile payments later
Tips
Establish a consistent batching schedule (weekly, bi-weekly, or monthly) and avoid overlapping date ranges
Larger agencies may also batch by service code in addition to payer
Use filters for specific scenarios, such as re-submitting claims for a single client
Confirm your payer’s preferred submission method (portal, clearinghouse, or other)
Submitting Claims for Billing (Integrated)
If you are using the Giv billing integration, you can submit claims directly to the payer through the Dashboard.
Step 1: Creating the Batch
Create the batch the same way you would for non-integrated billing. Refer to Step 1 in the section above and batch your claims as usual.
Step 2: Reviewing and Submitting the Batch
After saving the batch, a new window will open.
Review and confirm the batch details, such as record count, service codes, payer, and date range
Click Fix Issues to identify and resolve any errors
Click Bill Batch
Choose the appropriate payer (Colorado Medical, Medicaid, etc)
Click Submit
Note: Batches can be deleted if needed, but it's recommended to retain them for your required record-keeping period (typically up to 7 years for Medicaid).
Best Practices
Use consistent naming (e.g., Month/Year – Payer Name)
Batch by payer to ensure claims are sent to the correct entity
Review batches and resolve issues before submitting
Tips
Establish a consistent batching schedule (weekly, bi-weekly, or monthly) and avoid overlapping date ranges
Larger agencies may also batch by service code in addition to payer
Use filters for specific scenarios, such as re-submitting claims for a single client
Service Records
The Service Records section displays all shifts that included a billable service within the selected date range. It is the primary area for auditing billing on a daily, weekly, or monthly basis.
To view service records:
Click Finance in the left menu
Click Claims in the left menu
Click Service Records in the slide-out menu
Filter the table by service code, client, or staff or use the date range selector to adjust the start and end dates.
Creating New Service Records
Create manual service records without first creating a shift. This is useful for capturing services completed outside standard workflows and to streamline the billing process.
To create a manual record:
Click Create New
Select Create New Record(s)
Enter the Client Name, Billing Start Date, Billing End Date, Service Code, Units, Staff (optional), and Address (optional)**
Click Save
Once saved, you will be redirected back to the Service Records page, where the newly created record(s) will be highlighted in green.
**The system will check the client's available budget before saving. If the budget is insufficient, the system will alert you. If you choose to proceed, the client's budget will be updated accordingly.
Note: Manual service records are not linked to shift IDs or charting.
Auditing Service Records
Review service records to confirm that start and end times, service codes, rates, and units are accurate. If updates are needed, click View Shift to open the shift and make corrections to billing or payment records. For more details, see Correcting Past Shifts.
Tip: Right-click View Shift and open the shift in a new tab to keep your filters in place.
Exporting Service Records
Service records can be exported for reconciliation, spot-checking, and auditing. However, it is recommended to audit within the Dashboard so you can make updates more efficiently.
To export service records:
Filter the table as needed
Click Export All or check the boxes next to each service you want to export and click Export
Select the format: XLSX or CSV
Edit column headers if needed
Click Export
Batched Claims
The Batched Claims section displays all claims grouped into batches within the selected date range. Batching helps streamline submissions to payers and provides a clear record of what has been billed.
To view batched claims:
Click Finance in the left menu
Click Claims in the left menu
Click Batched Claims in the slide-out menu
Click View Batch on any entry to see the individual claims included in that batch.
Within a batched claim, you can update the status of an entire claim or individual service record to keep billing organized. Available statuses include: Ready to Bill, Billed, Rejected, and Paid.
To change the status of an entire claim:
Check the box next to the client(s)
Click the Select New Status dropdown
Choose the desired status
Click Yes
To change the status of an individual service record:
Select the client
Click the 3 dots next to the service record
Choose the desired status
For detailed instructions on creating batches and exporting them for billing, see the Exporting Claims for Billing section above.
For questions about navigating or manage claims and billing:
Reach out to your Customer Success Manager
Or email: [email protected]