Add and Manage Attendance

The RCM offers users multiple ways to record services easily. For those using the Kipu EMR integration, services are automatically recorded when the Billable Report is transmitted. For our non-integrated clients, please review the workflows below to determine which attendance recording method is best for you.

The Import feature is also available for recording both U/R-required services and Standalone services. For more information on using the import feature, click here.

Recording Attendance Workflows

Click below to learn more about recording attendance in the RCM!

U/R required services require a U/R plan to be in place for the patient before the service can be recorded on the calendar. Let's review how to manually record U/R required services.
1. Navigate to the Attendance Calendar.
2. Click the + icon to open the dialog box.
3. Under Authorization Required, select the desired service.
4. In the Add Service window, confirm the details displayed before clicking Save.
Let's review how to use the Auto-fill feature in the Attendance Calendar.
1. Navigate to the Attendance Calendar.
2. Locate the Patient whose attendance you wish to record.
3. Click the Auto-fill hyperlink.
4. In the Auto-fill Scheduled Services window, confirm the details displayed.
5. Finally, click Save to complete the process.
Let's review how to record a standalone service!
1. Navigate to the Attendance Calendar.
2. Click the + icon to open the dialog box.
3. Under Add New, click Standalone Service.
4. To start, update the Facility drop-down.
5. Next, select the service from the Select Standalone Service field.
6. The system will use the default billing profile associated with the service. However, this can be updated by selecting a new profile from the Service Billing Profile drop-down.
7. As in the previous step, the system will use the default Place of Service (POS) from the selected billing profile. This can be updated by selecting a new POS from the field.
8. Next, select the Rendering Provider from the drop-down.
9. Under Additional Providers, update the Billing Provider drop-down to change the information used as the practice default.
10. Next, when applicable, update the Referring Rendering Provider and Referring Rendering Provider Role drop-downs.
11. To update the default payment method from Insurance to Private Pay, click the Payment Type drop-down.
12. Under Add Standalone Diagnoses, select the + icon to add the existing diagnosis.
  1. To include a different diagnosis, click Add New Diagnosis
13. If needed, update the Units and add any Treatment Modifiers.
14. Finally, click Save to finish the process.
The Copy Recent feature allows you to quickly bill the patient for a standalone service you've billed them for before. Let's review how to utilize this feature!
1. Navigate to the Attendance Calendar.
2. Select the + icon next to open the dialog.
3. Under Copy Recent, click Standalone Service.
4. Next, select the service from the Select Recent Service drop-down.
5. Click any field to update the information from the previously recorded service.
6. Finally, select Save to finish the process.
Let's review how to record a Combined Service Set together! Note that if you have previously recorded a Combined Service Set for the patient, you can use the copy feature, similar to copying standalone services.
1. Navigate to the Attendance Calendar.
2. Select the + icon.
3. Under Add New, select Combined Service Set.
4. Select the Facility.
5. Next, select the set under Select Combined Service Set.
6. Update the Rendering Provider dropdown.
7. To change the Billing Provider from the practice default, click the dropdown.
8. If there is a Referring Rendering Provider, update the dropdown and the Referring Rendering Provider Role dropdown.
9. To update the default payment method from Insurance to Private Pay, click the Payment Type dropdown.
10. If one or both of the services require a standalone authorization, update the Authorization Status.
  1. Next, input the Authorization Number. Please note each claim can only contain one authorization number. If a claim needs more than one authorization number, please contact support.
11. Under Add Standalone Diagnoses, select the + icon to add the existing diagnosis.
  1. To include a different diagnosis, select Add New Diagnosis.
12. Under the Services section, update the number of Units you wish to record for each service.
13. To record for only one service, click the X icon to delete the other service.
14. Finally, select Save to finish the process.

Submit Attendance

Once you have recorded all dates of service, click Submit for Billing to move all recorded services to the Work Center for claim creation. For more information on creating claims, click here.

Manage Attendance

The Attendance Calendar in the RCM allows users to flag specific dates of service to prevent those dates from being sent to the Work Center for claim creation. This feature is especially useful for those who need to submit Admit-thru-Discharge claims. Moreover, users can now add comments to recorded treatments to provide additional context as needed. Let's go through how to use each feature and manage existing attendance.

Let's review how to comment on a treatment.
1. Navigate to the Attendance Calendar.
2. Next, select the three dots icon next to the service.
3. Update the comment field with the information.
4. Select Save to complete the process.
Let's review how to edit existing attendance.
1. Navigate to the Attendance Calendar.
2. Next, select the three dots icon next to the service name.
3. Click on the Padlock icon.
4. Click Un-Submit Treatment.
5. Next, click the Pencil icon.
6. In the edit window, make the required changes.
7. Finally, click Save to complete the process.
Let's review how to flag a treatment.
1. Navigate to the Attendance Calendar.
2. Select the three dots next to the service recorded.
3. Click the Flag icon. Note that the treatment cannot be submitted to the Work Center when it is flagged in the calendar.
4. Finally, click Save to complete the process.