Verify Insurance Info : Click this button and CILe will tell you if there is anything missing for you to be able to submit claims for this client.

Type of service: Select from the pull-down list, defaults to 'Individual Therapy.' This is for documentation only.

Therapist: Type your first initial and your name will appear here. If you display your client list and this new client is not listed, then the probability is that you forgot to put your name here, so they are not desginated as being your client.

Tax ID: Shows your insurance identification numbers you entered on the "Provider Insurance Info" screen. This information is required when you call insurance companies.

Psychiatrist: Documentation and convenience only. This field is not used anywhere else.

Status: This field will be blank for a new client until you complete the 'Intake' documentation, at which time it will show the client as 'Open.' Once you have completed the discharge documentation, it will show 'Closed.' You can't change this value on the screen. It happens automatically with the "Intake" and "Discharge" processes.

Admission Date: This field will show the date entered on the 'Intake' documentation.

Discharge Date: This field will show the date entered on the 'Discharge' documentation.

First Name: The clients first name as required by the insurance company.

Display Name: This is the client's name which will show up on most screens and reports. Once you have typed the first and last name and click inside the Display Name field, the Display Name will automatically be filled in. You may change it if you would like.

Nickname: Documents what the client prefers to be called as opposed to the name that is required for insurance submission.

Address Letters To: For children, this would be the full name of the parent who is bringing the child and with whom you have primary contact. This is used on addresses on letters and envelopes rather than the child's name.

First Name: This is the first name of the parent in the 'Address Letters To' field. This would be the "Dear" name for letters.

Date of Data Collection: This field is automatically filled in with todays date. You may change it if you like. This is for documentation only.

Primary/Secondary insurance indicator: Identifies the information below as being for either the client's primary or secondary insurance policy. If you have the primary insurance policy filled in, and you want to add the secondary insurance policy, click the "add" button at the bottom of the screen. See "add new record" in the "Things to know first" Help page for more information.

Insurance Verified: If this box is unchecked, this client will show up on the list called 'Clients needing insurance verification' on the 'Fiscal' Menu. You can check this box from either screen, and you can recheck it if you decide there is something you need to check with the insurance company the next time you make phone calls.

Dx 1: This is the primary diagnosis, and will be used as the primary diagnosis on the claims, whether paper or electronic. This is a required field for filing claims.

Submit claim checkbox: Check this box if this is a client for whom you want CILe to produce claims. If the client is self-pay, you would leave this box unchecked.

File Claim Electronically checkbox: If you want this clients claims to be included with the electronic submission, check this box. If you have checked the 'Submit claim' box but not this box, then you can create the paper claims.

Insurance Type: This is a pull-down list of the insurance companies you entered into the 'Insurance Company Lookup' screen. Select the one for this client. Note that there are several different Blue Cross companies, so make sure you select the right one. If you have any doubts, call the number on the client's insurance card. When you click into both the phone number and address fields, they will automatically be filled in from the 'Insurance Company Lookup' screen. You can change them if you have other information from your client or the insurance company.

Policy Holder Information: Very often, the policy is in the name of someone other than the client. This is where you would put that policy holder's name and the rest of their information. If the client is the policy holder, you need to duplicate their information here.

Additional Notes: This is a scrollable memo box for keeping any information you need about this client. It is predominatly used for information collected when talking to insurance company representatives, but can be used for anything. My habit is to document each phone call with the date, the name of the person I am talking to, and any details of the phone call I need to remember. If you want to see more of it than is visible with the regular sized box, click the "Expand" button to enlarge and contract the box.

Ins Phone: Click into this field and it will be automatically populated from the phone numbers entered on the Insurance Company Lookup screen. If you get different numbers from the client's insurance card, then you can change them here.

Effective and Cancellation dates of insurance: This is used as a part of the validation routine. If you are trying to submit a claim and the session date is outside of the range of these two values, CILe will not allow you to submit the claim. If they are blank, they are ignored in the validation.

No Authorization Required: If you click this box, it tells CILe that this client's insurance company does not need any preauthorization for visits, so the 'red' buttons will be turned off and the validation routine will not check for appropriate authorizations.

Authorizations button : Click this button to enter in the visit authorizations you've received from the insurance company.

Client Payment button: Click this button to jump to the screen where you can enter in the amount of money you should be expecting from the client every week. This could be the copay, the coinsurance, or the negotiated fee if they are self-pay.

Allowable Fee Button: Click this button if the client's copay is a percentage of the allowable amount. This way, when you click into a copay box, CILe can compute the actual amount of the current copay based on the percentage you've entered into the "Client Payment" and the "Allowable Fee" screens.

Assign: This is the box on the claim form that dictates whether the insurance company sends the check to you or to your client. "Assigned" and "Assignment Accepted on Clinical lab Services Only" (items 1 and 2) both mean the insurance company will send the check to you. "Not Assigned" and "Patient Refuses to Assign Benefits" (items 3 and 4) both mean the check will go to your client.

Insured's ID: This is the client's Insurance Policy Number. Be sure to include any letters in the beginning, but if there are any asterisks, spaces, or other special characters, strip them from this box.

Group: This field is shown as required, and if the client's card has a group, it is required. Not all clients have groups, and if they do not, then you can leave it blank.

Fee: This is the fee you are charging this client. This would typically be your standard fee, but there may be occasions when you have a different fee for a specific client such as a sliding scale fee. This is the fee that automatically pops into the fee box on the client's session note (and as such, ends up on the claim) when your cursor lands in the fee box on the session note. You can change the fee on a session by session basis if you choose, but this field becomes the default.

Insurance Address: The address that will be on the envelope if a claim has to be mailed. Originally pre-populated (when you tab into a blank 'Ins Name' field) from the Insurance Company Lookup screen, but can be manually changed.

Employer: This is the employee of the policy holder. Some insurance companies require it to be on their claims, so I would recommend including it if you can.

UTP Fax or Address: For your convenience, this is the Fax number or the mailing address for sending the Uniform Treatment Plans for visit authorization.

Date UTP Mailed : To document the date the UTP was faxed or mailed. This date will appear on the "Calculate visits left" form so you can easily determine if you have taken care of this UTP requirement.

Diagnoses 2-4 : If you have more than one diagnosis that applies to this client, document it here and it will be submitted on your electronic claim along with the one at the upper portion of the screen.

Allowable Fee : Click inside this field and the allowable fee you've documented for this client will appear. It cannot be changed in this field. To change the value, click the "Allowable Fee" button on this screen.

Current Copay : Click inside this field and the copay or client payment you've documented for this client will appear. It cannot be changed in this field. To change the value, click the "Client Payment" button on this screen.

Deductible Resets in: Some insurance companies restart the requirement for the deductible in January, and some in either July or September. This will help determine what the current fee for the client is. There is some processing in CILe where these values are used, but because of the variables in deductibles and insurance dates, be attentive to what your client's current fees are.

Deductible Met : The date the client's deductible was met.

Auth Visits Resets In: Some insurance policies automatically renew a certain number of visits each 'year.' Different insurance companies have different dates on which the 'year' begins, so you can document that date here.

Remaining Information: The remaining information on the screen is information that, if available, can be included on the claims. If you have this information and feel it needs to be included, this is where you would put it to have it included on the claim.