Once your clients, budgets, billing codes, staff, and service records are set up and ready for billing, you can create a batch and submit your claims directly to the integrated payer through Giv.
For information about preparing your billing information before creating a batch, see Preparing for Integrated Billing.
Creating a Batch
Once your service records are ready to bill, you can group eligible claims into a batch from the Claims page.
Batches are payer-specific, so claims included in the same batch must have the appropriate Payer and Billing Integration Payer.
To access Claims:
Click Finance in the left menu
Click Claims in the slide-out menu
Click Claims
There are two ways to create a batch.
Batch Selected Claims
Use Batch Selected when you want to submit specific claims.
Set the date range using the date selector
Select the claims you want to include by checking the box next to each claim
Click Create New > Batch Selected
Select the appropriate Payer and Billing Integration Payer
Review the claims to confirm they belong under the selected payer
Click Create Batch
Enter a name for the batch
Click Save
Batch Claims
Use Batch Claims when you want to include all eligible claims within a selected date range.
Click Create New > Batch Claims
Set the date range
Select the appropriate Payer and Billing Integration Payer
Review the claims that populate to confirm they belong under the selected payer
Click Create Batch
Enter a name for the batch
Click Save
Using a consistent naming convention, such as Month/Year – Payer Name, can make it easier to locate and manage previous submissions.
Note: A claim that has already been billed and paid cannot be added to a new batch. If you receive an error when creating a batch, remove the already-billed claim and try again.
Reviewing a Batch
After you create and save a batch, the Batch Details page opens.
Review the batch details before submitting, including:
Record count
Service codes
Payer
Date range
Make sure the batch contains the claims you intend to submit and that the correct payer is selected.
Fixing Validation Issues
Giv checks the records in the batch for information required to submit the claims.
If required information is missing or incorrect, the Fix Issues button will be highlighted.
Click Fix Issues
Review the validation errors and warnings
Click through to the related records and correct the underlying information
Return to the batch and refresh or re-add the corrected records as needed
Click Fix Issues again to confirm the issues have been resolved
Common validation issues may include:
Missing State Payer ID or Medicaid ID
Missing Diagnosis Code
Missing required Health information
Missing Rendering Provider NPI
Billing codes that are not fully configured or linked to the integrated payer
Budgets that are missing, incorrect, or linked to the wrong payer
Service records with incorrect client, caregiver, billing code, payer, units, or billing times
Resolve the issues identified by Giv before submitting the batch.
Submitting the Batch
Once the batch is ready to submit:
Click Bill Batch
Select the appropriate payer, such as Bill Indiana Medicaid
Click Submit
The batch is submitted directly to the integrated state or payer.
Processing the Batch
After submission, the batch enters Claims Processing.
Claims are queued and sent to the payer one by one. Larger batches may take several minutes or longer to fully process.
During processing:
The batch status moves from Ready to Bill to Processing
Service records within the batch move to Billed
Status codes are updated as responses are received from the payer
You can return to the Batched Claims page to monitor the batch.
Tracking Claim Status
As the payer responds, each service record's status code is updated to reflect its progress through the billing process.
Status updates may indicate that a claim has been:
Forwarded to the payer
Acknowledged
Accepted for processing
Paid
Returned with additional information or an issue
Viewing Status History
To review the full status history for a service record:
Open Batched Claims or Claims
Locate the service record
Click the status code next to the service record
This opens the history of status codes and messages received for that record, allowing you to track its progress through the billing process.
Billing Best Practices
Batch by payer to ensure claims are submitted to the correct entity
Review the batch before submitting to make sure the correct claims, payer, and date range are included
Resolve validation issues before submitting
Establish a consistent batching schedule, such as weekly, bi-weekly, or monthly
Avoid overlapping date ranges between batches
Larger agencies may also batch by service code in addition to payer
Use filters when submitting a specific group of claims, such as claims for a single client
Use consistent batch names to make previous submissions easier to find
Retain batches according to your organization's required record-keeping period