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Batch Claims

The Batch Claims page shows all runs that have been created by the system’s automatic billing processes. A run is a batch of claims with the same Payer Group since Payer Groups dictate how the claim is billed. You’ll be able to see paper and electronic claim batches on this page.

Important: The following functionality is exclusive to Self-Service Members. If you are a RevEquip or RevServe Member and need to make updates, submit the request to updates@webpt.com.
Use the Batch Claims page to:

Page and Search Fields

  1. Navigate to the Billing menu and select Batch Claims.
  2. Enter your claims Search Criteria. Click Search.
    1. Format: This is the type of claim (paper, electronic, UB-04, etc)
    2. Company: Select the particular company you want to view or leave as All.
    3. Payer Group: Each insurance is tied to a payer, which is in turn tied to a Payer Group. Payer Groups dictate where the claim goes and in what format. These consist of both clearinghouses and paper claim formats.
    4. Run Type: Displays all runs with this run type for the selected date range. Defaults to Current.
      1. Current: All claims that are currently being batched.
      2. Current and Past: All claims that are currently batched or have been batched in the past.
      3. Past: These are historical batches of claims that have already been processed by the system.
      4. Scheduled: These are upcoming claim batches that will be processed by the system.
    5. Date Type: Determine how claims are pulled into the report based on date range.
      1. Request: The date the claims were scheduled.
      2. Process: The date the claims were generated.
    6. Date Range: Enter the date range for the runs you want to view.
    7. Status: Sort your runs by Run Status. This defaults to All.        
      1. Completed: Runs that have finished batching.
      2. Requested: Upcoming runs.
      3. InProgress: Runs that have mixed run statuses. This includes Printed, Queued, or Pending.
      4. OnHold: Any runs you’ve manually placed on hold using the Hold button at the bottom of the search results
      5. Canceled: Any runs you’ve manually canceled using the Cancel button at the bottom of the search results.
    8. Set ID: This field is used by WebPT's Billing Services team.
    9. Run Number: This is the unique identifier tied to a run. 
  3. View claims that match your search.
  4. Use the checkboxes to select a claim, then use the buttons to complete the following actions.
    1. Release: Restart a run that was placed on Hold. Only available for runs in the status of OnHold.
    2. Hold: Temporarily pause a run in progress. Only available for runs with the status of InProgress. For example, if you’re currently printing claims and run out of paper, click the hold button, then use the Release button to restart the run.
    3. Rerun: Re-run the claim process. 
    4. Cancel: Use this to stop a run that would be incorrect, i.e. you need to update the billing format.
  5. Click on the Claim Count to drill down on information about Claim Run Details.
  6. On the Batch Claims - Run Details page, select View Output to review the EDI output file that was sent to the Clearinghouse/Payer.

Print Primary Paper Claims

Primary paper claim runs are automatically created by the system. You can print these from the Batch Claims page. We recommend printing claims daily.

  1. Open the Billing menu and select Batch Claims.
  2. Enter your desired Search Criteria.
    1. From the Format drop-down, select Paper 1500 2/12
    2. From the Run Type, select Current and Past.
    3. Enter the desired date range, which would be all days since you last printed your claims.
    4. Click Search
  3. Next, click on the Claim Count number.
  4. Use the top checkbox to select all claims or use the checkboxes to select individual claims. Click the Print button.
  5. The claims open in a new tab. Ensure your printer Destination is correct, and click Print.

Scheduling a New Run

You can create a one-time claim run or set up a recurring claim run from the Batch Claims page. 

  1. Open the Billing menu and select Batch Claims.
  2. Click the New button.
  3. On the Schedule New Run page, use the Create Claim File drop-down to indicate whether you want to:
    1. Create a Claim File: This will immediately pull in all claims that match your criteria to create a one-time run. Because your electronic batches will already be set up, this will be used for paper claims.
    2. Schedule Recurring Run: This will create a run that will pull all claims at the regular billing interval specified by the payer group selected (i.e. Daily, Weekly, Monthly). You’ll only need to create a scheduled run once and the system will automatically generate the related runs. This is especially valuable for secondary claims.
  4. Next, select the appropriate Payer Group.
    1. Self-Service Members: If you are creating a run for secondaries, this is Secondary Claims by Company. 
  5. Choose a Company
  6. Choose the correct Format.
    1. Self-Service Members: Choose Secondary Claims for when scheduling secondaries. 
  7. We recommend leaving Update Status checked. This updates the charge status (i.e. moving charges from C to R status once the run has been generated).
  8. Next, use the Type drop-down to choose when you would like the batch to run.
  9. Click the Save button to create the claim file or schedule an ongoing run (depending on your selection in the Create Claim File drop-down.)
Delete a Scheduled Run

Let's review how to delete a scheduled run. 

  1. Use the search criteria section to locate the run. It's crucial to select Scheduled from the Run Type drop-down and Request from the Date Type drop-down. 
  2. Use the checkboxes to select the schedule runs you'd like the remove, then click the Delete button. 
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