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Invoices require user action in order to move through the approval and payment process; some invoices will progress in a true linear fashion, while others might be sent back to the provider for corrections or temporarily placed on hold.
To take action on an invoice, users must navigate to the Invoice Details page; from there, several actions are made available (depending on the group to which the user belongs).
Approve
After an invoice is created (or, if the invoice required corrections and the Provider has since applied those corrections), Approvers can approve the invoice.
Click on the Action drop-down box
Select ‘Approved by the Lead Agency’
Click Submit Action
Approving an invoice will change its status from ‘Pending Approval’ to ‘Pending Payment’.
Deny (by the Lead Agency)
Approvers may deny an invoice, if corrections cannot be sufficiently made.
Click on the Action drop-down box
Select ‘Denied by the lead agency’
Select a reason
Enter a comment
Click Submit Action
When an Approver denies an invoice, its status moves from ‘Pending Approval’ to ‘Invoice History (Denied)'.
Deny (by the Payor)
Payors may also deny an invoice (even after it’s been approved) if billing issues/errors are identified post-approval.
Click on the Action drop-down box
Select ‘Denied by the payor’
Select a reason
Enter a comment
Click Submit Action
When a Payor denies an invoice, its status moves from ‘Pending Payment’ to ‘Invoice History (Denied)'.
Authorize Payment
If no billing issues/errors are identified post-approval, Payors can authorize the invoice for payment.
Click on the Action drop-down box
Select ‘Payment authorized by the payor’
Enter a check number
Select or enter a payment date
Click Submit Action
Flag for Corrections
Approvers and Payors may identify issues/errors that can be corrected by the provider. Instead of denying the invoice, they can designate services on the invoice as needing corrections.
Click on the Action drop-down box
Select ‘Provider corrections required’
Select a reason
Enter a comment
Click a service(s) from the invoice’s Service List (accessed from the Details tab); these services will need to be corrected/updated by the provider.
After selecting services to be corrected, click Submit Action
When an Approver or Payor flags an invoice for correction, its status moves ‘Pending Approval’ or ‘Pending Payment’ to ‘Corrections Required'.
Place in Review
Approvers and Payors may place invoices that need further examination in an “In Review” sub-status. This sub-status helps communicate to stakeholders why an invoice has not yet been approved or paid.
Click on the Action drop-down box
Select ‘In Review’
Click Submit Action
Place on Administrative Hold
Approvers and Payors may temporarily halt movement of an invoice by placing it in an ‘Administrative Hold’ sub-status. This sub-status helps communicate to stakeholders why an invoice is stagnant.
Click on the Action drop-down box
Select ‘Placed on administrative hold’
Click Submit Action
Add Approver Files to an Invoice
Approvers can add supplementary/supporting documents to an invoice as part of their approval process.
In the Approver Files section, click ‘Browse…’
Select a file to be uploaded
Click ‘Upload File’
After selecting a file (Step #2), the name of the file will appear next to the ‘Browse…’ button.
Comment on an Invoice
Approvers, Payors and Providers can leave comments so that communication/message history is retained on the invoice as it moves through the approval and payment process.
In the Comments section, click 'Add Comment'
Type a comment(s)
Click ‘Submit Comment’
After clicking ‘Submit Comment’, the Invoice Details page will refresh, and the comment will appear in the Comments section (along with a timestamp and the name of the user who submitted the comment).