User Guide — Void Charge and Corrected Claim Workflow

When you create a VOIDCHARGE procedure code, you can edit any field. Blank values for the description and other fields indicate that the procedure code is not found in the current version of CPT.

Note: In order for the procedure code to be valid at charge entry, it must be listed in the allowable and fee schedules for the payer.

1. Display the Fee Schedules page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Fee and Allowable Schedules, click Fee Schedules.
2. Click the edit procedure fees link for the schedule where you want the new code to appear. The Procedure Fees page appears.
3. Look at the heading to verify the payer for this schedule. (If you are viewing the wrong schedule, click the Fee Schedules link on the left side of the page.)
4. Click Add New. The Add Procedure Code view appears.
5. CPT/HCPCS code — Enter the name of the procedure code: VOIDCHARGE.
6. Description — Enter a description of the VOIDCHARGE procedure code.
7. Patient-facing description — When you enter a value in this field, this description overrides the value in the Description field on patient statements.
8. Amount — Enter the fee for the procedure: $0.00.
9. Click Save.

If you created procedure codes starting with "MISC" for voided charges, remove those MISC codes from your fee schedules.

Caution: Any outstanding balance on a charge labeled with a procedure code starting with "MISC" is automatically transferred to the patient, except when the payer is Workers Compensation (reference: claimrule #237).

1. Display the Fee Schedules page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Fee and Allowable Schedules, click Fee Schedules.
2. Click the edit procedure fees link for the schedule that you want to edit. The Procedure Fees page appears.
3. Look at the heading to verify the payer for this schedule. (If you are viewing the wrong schedule, click the Fee Schedules link on the left side of the page.)
4. Click Show All to display all procedure codes in the fee schedule.
5. Locate all procedure codes with the prefix "MISC."
6. You can delete each MISC procedure code as follows:
• To delete the code only from the fee schedule you're working on, click the remove link.
• To delete the code from all fee schedules, click the delete link.
7. If you did not delete the erroneous MISC procedure codes from all your fee schedules (using the delete link), display the Fee Schedules page again and edit the other fee schedules as needed.

1. Display the Claim Action page: Select a claim from the Workflow Dashboard, Claim Worklist, or click the Claim Action Page link on the Claim Edit page.
2. Review all procedure codes to identify the charge to be voided.
3. Actions — Select Update Codes.
4. Locate the procedure code to be voided and enter the VOIDCHARGE procedure code in the field.
   Note: Make sure to delete any modifiers.
5. Claim note — Enter a claim note to describe the changes you made and why.
6. Click Submit Claim.
   A claim note appears for Claim Rule 16787, stating that VOIDCHARGE is not a valid code and that this charge will be suppressed upon claim submission.
7. On the Claim Action page, click Actions and select Add Kick Reason.
8. Kick reason — Enter DRPBILLING.
9. Claim note — Enter a claim note to describe the changes you made and why.
10. Click Submit.
    athenaOne applies the DRPBILLING kick code to the claim and moves the claim to athenahealth to review it for payer-specific requirements.

1. On the Claim Edit page, scroll down to the Charges section.
2. Locate the procedure code to be voided and click edit on the right side of the charge line.
3. Enter VOIDCHARGE in the procedure code field.
   Note: Make sure that the amounts on the charge are set to $0.00.
4. Scroll down to the Add Note section at the bottom of the page.
5. Status — Select DROP.
6. Kick reason — Enter DRPBILLING.
7. Note — Enter a claim note to describe the changes you made and why.
8. Click Save.
   A claim note appears for Claim Rule 16787, stating that VOIDCHARGE is not a valid code and that this charge will be suppressed upon claim submission.

athenaOne applies the DRPBILLING kick code to the claim and moves the claim to athenahealth to review it for payer-specific requirements.