Take Action on an Invoice

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.

1. Click on the Action drop-down box

2. Select ‘Approved by the Lead Agency’

3. 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.

1. Click on the Action drop-down box

2. Select ‘Denied by the lead agency’

3. Select a reason

4. Enter a comment

5. 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.

1. Click on the Action drop-down box

2. Select ‘Denied by the payor’

3. Select a reason

4. Enter a comment

5. 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.

1. Click on the Action drop-down box

2. Select ‘Payment authorized by the payor’

3. Enter a check number

4. Select or enter a payment date

5. 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.

1. Click on the Action drop-down box

2. Select ‘Provider corrections required’

3. Select a reason

4. Enter a comment

5. 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.

6. After selecting services to be corrected, click Submit Action

When an Approver or Payor flags an invoice for correction, its status moves from ‘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.

1. Click on the Action drop-down box

2. Select ‘In Review’

3. Click Submit Action

Place on Administrative Hold

Approvers and Payors may temporarily halt the 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.

1. Click on the Action drop-down box

2. Select ‘Placed on administrative hold’

3. Click Submit Action

Add Approver Files to an Invoice

Approvers can add supplementary/supporting documents to an invoice as part of their approval process.

1. In the Approver Files section, click ‘Browse…’

2. Select a file to be uploaded

3. 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.

1. In the Comments section, click 'Add Comment'

2. Type a comment(s)

3. 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).