Assessment Designer: Setting Up Billable Forms

The Template Designer feature allows users to create custom form templates. These templates can be used in the EMR system as live forms to accurately record billable services and ensure consistent billing practices across platforms.

Requirement

• To record billable services using a CRM form, the form template must be compatible with live forms. For more information on the Live Forms feature, click here.

Configuring Billable Form Templates

In order to create billable form templates, please follow the steps below:

1. Navigate to CRM > Admissions Management > Template Designer.
    
2. Use the Select an Assessment to Edit field to search for and select your desired form template.Note: For assistance with creating new form templates, please click here.
3. Select the ellipsis icon in the first template.
   
4. Select the Evaluation Start & End field. This step is required to ensure a duration is recorded for the service rendered.
5. The Evaluation Start & End field will be added to the bottom of the form template. If you want to change its position click on the top portion of the field and drag it to the desired location.
6. Click on the ellipsis icon.
   
7. Select the Billing Codes option to add Rcode, Ccode, Hcode, and Custom Code fields.
   
8. If you want to change the billing code field position, click on the top portion of the field and drag it to the desired location.
9. To remove any unnecessary billing code fields select Delete on the applicable field.
10. Once you are ready, map your billing codes to their corresponding field(s), click on the desired code field.
    

11. In the General Settings panel, match the name to the billing code type you're setting up:

    • For an RCode field, enter RCode as the name.
    • For a CCode field, enter CCode as the name.
    • For an HCode field, enter HCode as the name.
12. Next, select Choices.
13. Enter your desired billing code in the first value field.
    1. Note: The billing codes added must be present and active in your EMR instance billing code settings. Please refer to this article for assistance with creating billable codes.
       
14. Enter the billing code description in the corresponding text field.
    
    1. Note: The text entered in the text field will appear on the front end of the form.
15. Repeat these steps to add in the remaining billing codes. Click on the trash icon to delete any empty billing code fields. 
16. Once you have finished configuring your billable code fields, set the Billable toggle to Billable.
    
17. Next, use the Rendering Provider and Ancillary toggles to enable or disable them as desired.
    
18. Use the Claims Format field to indicate which claim type will correspond to the billable service.
    
19. Select the Signatures field.
    
20. Use the checkboxes in the drop-down field to select which review signatures will be required on the assessment in the Kipu EMR.
    
21. Click Save Changes to preserve your changes.
     

Transferring Billable Form Templates to EMR

In order to transfer a billable assessment to the EMR, please follow the steps below:

1. Upon completing a billable assessment on a patient record, please select Save.
2. Then, choose Save and PDF to ensure that the form will be available for transfer to EMR  
   
3. Select Treatment Opportunities from the left-side panel.
   
4. Then click the desired treatment opportunity.
   
5. Once the prospect has been approved for treatment, click on the Transfer to EMR button.
   
6. Use the toggles in the Include column of the Assessments area to indicate which assessments should be included in the transfer to the Kipu EMR. 
7. Once you have marked all desired attachments and live form assessments for transfer, click on Queue Transfer to EMR.
8. Once you have reviewed and accepted the transfer, the billable live form assessment can be found in the designated Kipu EMR tab.
9. The next time your team runs the billable items report, this assessment will be ready for transmission to your billing software provider.