Hopefully, most of your claims will be submitted electronically, but in the event you would like to print and mail a paper claim, CILe lets you do that.

To print a paper claim, you first display the client pop-up menu by right-clicking on the client's name. To print a paper claim, select "HCFA Claim Form" off of the client pop-up menu.

If this client has both Primary and Secondary insurance policies, you will see this question. Click "Yes" to use the client's Primary insurance information on the claim, or "No" to use their Secondary insurance. If this screen does not appear, then the client only has a Primary, and that information will be used.

You will then see a screen where you can specify the date range of the sessions you want to put on the claim. If you leave the dates alone, then CILe will select the first five sessions for which one of the two insurance types (Primary or Secondary) are selected on the client's session notes.

You will then see the paper version of the client's claim form displayed. Scroll down to make sure the dates of service you want are displayed on the form, and if they are, then put the standard red claim form in your printer feed tray and click the printer icon in the top left corner of the CILe screen.

Printing: Every attempt has been made to line up the boxes accurately, but due to differences in the many kinds of printers available on the market, you may need to tweak the top and left-hand margins some. Start by printing it onto blank paper and hold the red form behind it up to the light to see how close you are. Once it is lined up, then put the red paper into the printer and print it. Don't forget to sign the bottom and put the "Signature on File" in the two signature boxes that the client is supposed to sign. Double-check that the "Assigned" box is checked or the check will be mailed to the client.

If you simply cannot get the data to line up accurately within the printed boxes, the only option you have is to transfer the data to a blank HCFA form manually. Even if you decide you need to do the form manually, DO NOT SKIP THIS STEP. First of all, it will be much easier to print this onto a blank piece of paper and copy it line-by-line to the standard form because all of the information you need is right in front of you and is in the proper places. Much more importantly, though, if you produce this form this way, CILe will track the fact that the HCFA was produced, and you can much more easily keep track of when you get paid for these sessions in CILe.

Once you have the HCFA printed, you can print the envelope off of the client pop-up menu. Put a #10 envelope in the printer and click "HCFA Envelope" on the client pop-up menu. Verify that it is the insurance number and address you want and click the Print icon at the top-left of CILe. If it is not the correct address, go back to the client's Fiscal Face Sheet and correct it. The mailing address starts with "Ins Name," then "Ins Addr 1," etc., across the page.

Note: If your displayed claim form has the words "ERR" at the bottom, that means that there were no sessions marked to be submtted. Go to the "Claim Stop or Resubmit" item off of the client pop-up menu, and you can select which claims you want included by checking the boxes in the "Primary" or "Secondary" columns. Also, make sure there are no checkmarks in the "Stop Claim Submission" boxes for the sessions you want included.

Once you have printed the form, exit the form by clicking the "X" in the upper right corner. When you do that, CILe will ask you if you want to mark these sessions as submitted. If you click "Yes," then CILe will mark each session listed with today's date and an "invoice" number generated by CILe. When you go back to the session note, you will see this information displayed on the bottom. Then, when you go to the "Insurance Payment Maintenance" screen off of either the Fiscal menu or the Client pop-up menu, you will see these sessions listed as awaiting payment.

The Envelope: Finally, go back to the Client pop-up menu and select "HCFA Envelope" off of the menu. CILe will take the address you entered into the Insurance Company's information in the client's Fiscal Face Sheet and produce an envelope with that address. Put your envelope into your printer and click the printer icon in the upper left corner, and your envelope will be printed with the correct address.