Book with the right Service and Location
Carepatron builds the claim from the appointment itself. The Service you book carries the CPT code, and the Location tells the payer where the session happened.
- Billable Services with CPT codes and rates at Settings → Scheduling → Services (lesson 1.4)
- A Location for each place you see clients, telehealth included (lesson 1.3)
Book it
- Open the Calendar and select a time slot.
- Choose the client.
- Pick the Service, pick the Location, Save.
A Service is a CPT code with a rate, set up once at Settings → Scheduling → Services. Your best guess is fine at booking time; you'll confirm it after the session.
Location tells the payer where it happened
Payers treat an office visit and a telehealth visit differently, so a claim that says office for a video session is likely to bounce.
If you run both, set up a Location for each (Lesson 1.3) and pick the one that matches where the session actually happens.
Confirm the CPT after the session
Some codes only settle once the session has happened, especially time-based ones. Afterwards:
- Open the appointment.
- Check the Service against what you actually did.
- If it's different, update it and Save. If it matches, there's nothing to do.
Do this before you sign the note, since the claim is built from these details.
Tick these off in your own workspace before moving on.
Three setups that keep bookings pre-coded.
The less anyone has to remember at booking time, the cleaner the claims.
The first appointment is always the initial evaluation code, and everything after is the standard session code. Two Services, no guessing.
Two Locations. Whoever books picks the one matching the session type, and the place of service takes care of itself.
Booked as the mid-length code by default, then adjusted after the session based on the actual time.
What if I don't know the exact code at booking?
Attach your best guess and correct it after the session. The one thing to avoid is leaving it empty.
Where do CPT codes get attached to Services?
Settings → Scheduling → Services. Get the catalogue right once and every booking after that comes pre-coded.
Can I change the Service after the session?
Yes, any time before the note is signed and the claim is created. If a claim already went out under the wrong code, correct the claim and resubmit instead.
A claim was denied for place of service. What happened?
The Location didn't match where the session happened, usually office vs telehealth. Correct the Location on the appointment, then fix and resubmit the claim.