Process Update: VA Billings Error Resolution

identifying and resolving errors in va billings verification of letter details identify the type of error noted in the va system letter missing patient or claim information (commonly social security number or authorization number) open the concerned patient record navigating the claims system access the "submitted" claims section click on the "submitted" button locate the claim based on the provided date (e g , january 22nd) the top number corresponds to the claim number confirm whether the error is with the va’s record or an actual missing field in the claim correcting missing information go to the patient's basic information file select "overview" and access the "demographics" section scroll down to check if the social security number is present if missing, obtain the correct social security number and update it ensure proper placement the social security number must appear in the top right hand box when the claim is printed navigate to the "insurance" section for further adjustments click on "edit" enter the insured birthdate and social security number in the appropriate fields note the subscriber id field is designated for the social security number; entering the number in the insured social security number section will not populate the claim correctly the birthdate can appear either in the insured id or the policy number field save the updated information when prompted for the "rendered outside practice" field, enter "0" and then save access the "cases" section where general information is entered locate the "authorization" section insert the correct authorization number in the top section save and close the updated information regenerating and verifying the claim return to the "submitted" claims list select the claim date that is being fixed click on "correct claim" to regenerate the claim with the updated details confirm claim processing once processed, the claim will update the screen to show that it has been sent (note it has not physically been sent yet) preparing for mailing the claim ensure all required information is correct social security number in the designated spot authorization number present in the proper section print the claim click the printer icon select "more settings" and choose the correct paper size by clicking the "actual size" button place the claim form in the copier and execute the print command finalize by verifying all printed details are correct before mailing the claim