Book the correct service and location
Carepatron creates the claim from the appointment. The Service provides the CPT code, and the Location tells the payer where the session took place.
- You've added billable services with CPT codes and rates at Settings → Scheduling → Services (Lesson 1.4)
- You've added a Location for every place you see clients, including telehealth (Lesson 1.3)
Book the appointment
- Open the Calendar and select a time slot.
- Choose the client.
- Choose the service and Location, then click Create.
A service is a CPT code with a rate. You can set it up once at Settings → Scheduling → Services. It's fine to choose your best estimate when you book because you'll confirm it after the session.
Choose where the session will take place
Payers treat office and telehealth visits differently. If you choose office for a video session, the claim is likely to be rejected or denied.
If you offer both, add a Location for each one (Lesson 1.3), and check each Location has the right POS code (place of service). Each service on the appointment takes its place of service from the Location. You can change it for one service on the appointment's Billing tab.
Confirm the CPT code after the session
You might not know the final code until after the session, especially when it's based on time. Once the session is finished:
- Open the appointment in the Calendar and go to the Billing tab.
- Check that the service under Services matches what you did.
- If it doesn't match, click Edit services, update it, then click Save. If it does match, you don't need to change anything.
Do this before you create the claim, because the claim takes its lines from these services.
Tick these off in your own workspace before moving on.
What if I don't know the exact code when I book?
Choose your best estimate, then correct it after the session if you need to. Don't leave the service empty.
Where do I add CPT codes to Services?
Go to Settings → Scheduling → Services. Once each service has the correct code, new bookings will include it automatically.
Can I change the service after the session?
Yes. Change it on the appointment's Billing tab before you create the claim. If you've already sent a claim with the wrong code, correct the claim and submit it again.
Why was my claim denied for place of service?
The place of service probably didn't match where the session took place, such as office for a telehealth visit. Correct it on the appointment, then fix the claim and submit it again.