Add Case Policy

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Type — Select the appropriate case policy category, or select "Most Used Case Insurances" for a list of the most used case policies for your practice.
   
   If you select "Most Used Case Insurances," a list of the most used case policies for your practice appears.
   Click the name of the policy you want. The corresponding Add Policy Details page appears. (See the Add Policy Details page for additional instructions.)
   
   If you select another category, the search fields appear.
   Enter the enter the policy name, ZIP code, or phone number in the search fields, then click Go. A list of matching policies appears.
   Click the policy you want. The corresponding Add Policy Details page appears. (See Add Policy Details for additional instructions.)
   If the policy you want does not appear, click Add New Insurance Not On List. The Insurance Package Requests page appears.
   See the Insurance Package Requests page for additional details.
   

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Case Type — Select "Workers' Comp." The search fields appear.
3. Enter the policy name, ZIP code, or phone number in the appropriate search fields, then click Go. A list of matching workers' comp policies appears.
4. Locate the insurance package you need, then click on the name of the insurance package. The Add Workers' Comp Policy Details page appears. (See the Add Worker's Comp Policy Details page for more detailed instructions.)
   Note: If you cannot find the insurance package in the list, scroll to the bottom of the page and click Add New Insurance Not On List.

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Case Type — Select Auto Insurance.
   The search fields appear.
3. Enter the enter the policy name, ZIP code, or phone number in the appropriate search fields, then click Go. A list of matching MVA policies appear.
4. Locate the insurance package you need, then click on the name of the insurance package. The Add Auto Insurance Policy Details page appears. (See the Add Auto Insurance Policy Details page for detailed instructions.)
   Note: If you cannot find the insurance package in the list, scroll to the bottom of the page and click Add New Insurance Not On List.
   

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Type — Select Worker's Comp from the menu.
   The search fields appear.
3. Enter any character in the policy name search field, then click Find. A "no matches found" message appears, with three buttons at the bottom of the page.
4. Click Create Temporary Worker's Comp Policy (located at the bottom of the list — you may need to scroll down.) The Add Worker's Comp Policy Details page appears. (See the Add Worker's Comp Policy Details page for detailed instructions.)
   
   Note: Claims that are attached to a temporary policy remain in HOLD until a valid insurance company is specified. It is the responsibility of the practice to obtain the correct insurance information and update the claim.

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Type — Select Auto Insurance from the menu.
   The search fields appear.
3. Enter any character in the policy name search field, then click Find. A "no matches found" message appears, with three buttons at the bottom of the page.
4. Click Create Temporary MVA Policy. The Add Auto Insurance Policy Details page appears. (See the Add Auto Insurance Policy Details page for detailed instructions.)

   Note: Claims that are attached to a temporary policy remain in HOLD until a valid insurance company is specified.

1. Display the Add Case Policy page: On the Quickview, under the Insurances heading, click Add case policy.
2. Type — Select Cash from the menu.
   The search fields appear.
3. Enter "cash" in the name field and click the Find button. The search results appear below.
4. Locate the cash plan you need, and click the linked package name to display the Add Cash Policy Details page, where you can enter the patient's policy information and complete the registration for the cash plan.  
   
   Note: With a cash plan, the patient pays a percentage or flat fee for the service, and the rest of the charge is adjusted off to FREECARE. No other payer is billed.

For an appointment that requires an MVA or Workers Comp policy, the patient may not know which insurance company or what party is responsible for payment at the time of the appointment. When this is the case, you can create a generic, temporary case policy as a placeholder until the insurance company or party responsible for payment can be identified.

You can enter whatever information is available (e.g., the injury date, injured body part, or referral information), then convert the temporary policy to an actual policy at a later date. See the Add / Update Auto insurance Policy Details page for instructions to convert a temporary (generic) policy to an actual policy.

When you use the search fields, enter only the first 4 digits of a ZIP code. The Post Office often updates addresses by changing just the fifth digit. As a last resort, try searching by phone number, if available (insurance phone numbers are changed frequently).

A negative number in brackets [-100] indicates that this is a cash plan. With a cash plan, the patient pays a percentage or flat fee for the service, and the rest of the charge is adjusted off to FREECARE. No other payer is billed.

Corporate Billing — If your practice uses the Corporate Billing feature, please note that your practice is responsible for all follow-up of corporate billing claims.

athenaEnterprise provides some special handling for mental health case policies. When you add a case policy where "Mental Health" is the case type, the policy is listed for the patient only in the department where the policy was added (for example, in the mental health department), even if the patient is registered in several other departments within your athenaEnterprise organization. As a result, if the patient arrives for an appointment in another department, the Mental Health case policy does not appear as an option in the insurance menu. The Mental Health case policy appears only in the department where it was added for the patient.

This functionality helps your practice provide additional privacy for the patient regarding sensitive issues that often accompany mental healthcare. It also makes it easier for your staff when they select insurance policies for appointments in other departments where the case policy is not relevant.

All other insurance types are viewable across all departments where the patient is registered.