HOW TO: Coding and Billing

Open Elation, and navigate to the reports drop-down and select “Billing Home”. 

To ensure signed notes only, select “Signed” to bring you to a list of signed encounter notes. 

After the “Signed” selection has been made, the coder must filter for approved Medicare providers from the “Provider” drop-down menu.  Double-check all providers have been selected; if a provider is missed, their encounters will not be coded. 

After all the providers have been selected, use the search feature to obtain a list of codable encounters. 

The report will populate on the screen that is being viewed.  To get to the record, use the hamburger menu next to the DOS and select “Open Visit Note”. 

This will open a new webpage with the encounter populated at the top of the page. 

Review and code the note. 

At the top right corner of the note, from the “Action” drop down select “Edit Bill”. 

This will open a “Details” section that allows the coder to edit the billing for the encounter.  

After reading the note, select the appropriate Service Location and Place of Service.

You will have to enter a procedure code in the coding box.  When you select “Procedure", a drop-down will appear that allows for the selection of a code for encounter type.

• All encounters will use 99214

To remove any codes, select the X at the right of the diagnosis. 

If additional codes need to be added to the encounter, use the “+ Add Dx” at the bottom of the bill.  You can type in the exact diagnosis code you are trying to enter. 

After the appropriate codes have been entered into the bill, the coder will add a billing note.  The billing note must be copied exactly as “Billed by First Initial. Last Name”.  Example:  “Billed by M. Bolish”. 

Save and Close the bill. 

The encounter note itself will now show the billing information. 

Some encounters that populate to the billing report are not codable or they have no risk adjustable diagnosis to submit.  These will require the coder to enter information on why they were not coded, the Service Location, while also removing all diagnosis codes from the bill.

• If all the diagnosis codes are not removed from the bill, the encounter will pull for submission with an error.

Return to the Billing Home page, and the encounter line will show that the encounter has been coded. 

Go to the hamburger menu again and select “Mark as Billed” at the encounter level. 

Once “Mark as Billed” has been selected, a pop-up will appear asking for a Billing Reference Number; this is not needed.  Choose “Save & Update Status”. 

The status of the encounter will now be updated to “Marked as billed”.