Chapter 6: Insurance

Jane University: Front-Desk Staff Training

💡Jane Tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! Contact us to request access.

Chapter 6: Insurance & Billing to a 3rd-Party

In our 6th and final chapter, we’re diving into the wonderful world of insurance billing! Jane helps your clinic manage insurance policies and allows you to send invoices to 3rd-party payers.

Note: The features covered in this chapter are only available to clinics on our Insurance Plan.

Managing insurance policies can work a bit differently depending on where you are located. We’ve divided this final chapter by location, so if you are one of our lovely US clinics, skip on down to the US Billing section to start learning :)

Insurance & Billing to a 3rd-Party

Jane helps you submit and manage insurance policies by paper or through an online portal. To insure visits, there are a couple of things that first need to be set up in your Jane account. The video below will walk you through the full workflow of insurance billing, and shows how all the pieces come together once implemented at your clinic.

Note: The set up of insurance will need to be completed by a member of your team with Full Access.

Please note that the “claims” tab and button within the billing section of the patient’s profile is now referred to as “Insurance Policies”.

You may be wondering, what is the difference between a Policy and a Claim?

1. Insurance Policy/Policy describes the thing a patient has purchased from an insurance company or any third-party coverage the patient has (i.e. provided by their employer, gov’t, etc.). An insurance policy can cover multiple purchases - or can have multiple claims.

2. A Claim refers to each time you submit something against an insurance policy - it’s the thing you submit to the patient’s insurance. If you add an insurance policy to a visit, you create a claim under that policy. A claim can only have/come from one insurance policy.

Let’s review the workflows that are most common for front-desk staff members:

Creating a Patient Insurance Policy

When you’re ready to start saving your patients’ insurance information, we call this ‘creating patient policies’.

You can create a new Insurance Policy from two main areas; The Patient’s Profile or from their Appointment.

Learn how to add a new Insurance Policy in the following guide:

Creating a Patient Insurance Policy

Practice Drill 🏈

Let’s try out entering patient insurance information.

Instructions:

• Ryan Anderson is ready for his appointment at the Demo Clinic. He is seeing the clinic for low back pain.
• Ryan let you know he has insurance coverage available with Manulife and has handed you his Manulife card. The card has a Policy #37895 and ID#10.
• Navigate over to Ryan’s profile and head into the Billing tab.
• Next, click into the Insurance Policies tab.
• Use the New Insurance Policy button in blue to save Ryan’s Manulife policy information.

Touchdown! 📣

Booking an Insured Visit

Once you’ve created and saved a patient policy, you can start insuring your patient’s visit(s). The following guide provides a great overview of our recommended workflow for booking an insured visit:

Booking an Insured Visit

Managing the Insurer Invoice

We have many Jane users working with online portals to bill insurance companies directly for their client’s visits.

This might be Medavie Blue Cross, Pacific Blue Cross, Telus E-Claims (including WSIB), HCAI, etc.

If you are billing to the portal immediately, you are able to click the blue insurer name at the top of the appointment panel to open the Claim Management Screen:

From here you can launch the portal using the shortcut button and you can see all the info you would need to submit through the portal on a single screen. Hooray!

There are also some great tips in the following guides that will help with managing claim submissions:

Working with Claim Submissions (Online Insurer Portal)

Working with Paper Insurer Invoices

💡Jane Tip: If you haven’t experienced working with two screens you might fall in love once you try it. Most computers have a second port you can just plug another monitor in. It’s glorious and every administrator’s dream.

USA - Insurance Billing

With our new US insurance features, Jane allows you to create Superbills, generate EDI files for Office Ally claim submission, enter EOB’s, handle write-offs, and generate CMS-1500 forms. To submit and manage claims, there are a couple of things that first need to be set up in your Jane account.

• Getting Started With US Insurance

Note: The set up of insurance will need to be completed by a member of your team with Full Access.

Let’s review the work flows that are most common for front-desk staff members:

Creating Patient Insurance Policies

When you’re ready to start saving your patients’ insurance information, we call this ‘creating patient policies’.

To create a patient policy, you can begin from two main areas; The Patient’s Profile or from their Appointment.

Learn the steps to creating a patient claim in the following guide:

Creating a Patient Claim

Practice Drill 🏈

Let’s try out entering patient insurance information.

Instructions:

• Ryan Anderson is ready for his appointment at the Demo Clinic. He is seeing the clinic for low back pain.
• Ryan let you know he has insurance coverage available with Manulife and has handed you his Manulife card. The card ID number is #3789579.
• Navigate over to Ryan’s profile and head into the Billing tab.
• Next, click into the Insurance Policies tab.
• Use the New Insurance Policy button in blue to save Ryan’s Manulife policy information.

Touchdown! 📣

Adding Billing Codes & Booking an Insured Visit

Once you’ve created and saved a patient insurance policy, you can start insuring your patient’s visit(s). The following guide provides a great overview of our recommended workflow for adding billing codes and insurance policy to patient visits. There are also some pro tips (i.e. how to copy a previous visit’s insurance info) in this guide that will help you down the road:

Adding Billing Codes & Insuring a Patient Visit

Superbills

You can create a superbill in Jane for any patients who would like to submit the document for insurance reimbursement (so you don’t have to, phew!).

You can generate a superbill for any appointment (paid or unpaid) after you’ve added billing codes. As a reminder, you can add billing codes to the Insurance Info section of an appointment from the Schedule.

Once you have added all of your billing and diagnosis codes to your patient’s visit, you can either Print, Generate a PDF, or Email a superbill to your patient.

Learn more here: Creating Superbills

Insurance Account Set Up

To walk through the insurance set up process step-by-step, a great way to start is by watching the videos linked below:

Getting Started With US Insurance

All done? Nothing can stop you now! Time to celebrate in Chapter 7.

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