Alternate Bill-To Addresses

If you haven't already done so, please be sure to read Billing Account Overview and Company Setup prior to reading this topic.

For convenience, we are discussing employer billing accounts here. However, carriers, MCOs, TPAs, and Labs all work the same.

Summary

The purpose of the Alternate Bill-To function is to create multiple mailing addresses for a single employer billing account. This allows certain invoices to be mailed to an address or person that is different from the default billing account person or address, even though the invoices are paid from the same billing account. You are not billing someone else, and the address is not the most important thing. The best way to understand this is to be clear that the primary purpose is to place certain activity billed to the account onto a separate invoice. That invoice might or might not have a different address.

When Are Alternate Bill-To Addresses Used?

Here are some example situations:

  • It might be that all services except drug screens are billed to the local address for the company. For reasons of confidentiality, drug screens go on a separate invoice to a substance abuse coordinator at the corporate headquarters in another town.

  • A company with a large, independent transportation department might want all DOT physicals on a separate invoice mailed to someone in the transportation department for approval.

  • A franchise operation might have several locations in the area. You treat each location as a separate company in the software, but all services are invoiced to the franchise office. If you just give each location the same billing account, all activity will be on a single invoice. By setting up an alternate bill-to address for each location, a separate invoice will be generated for each even though they all have the same address.

How Does It Work?

Alternate mailing addresses are controlled by setting up a bill-to address in the employer billing account, and linking it to a specific company (or site), visit category . A classification of visit types for purposes of (a) tracking utilization of your department; (b) determining what screens and buttons to display in the visit record; and (c) defining treatment protocols for physicals. If you are part of an Occupational Health Clinic that is using the application for billing, the Visit Category also determines how the visit will be billed , or service type .

Alternate bill-to addresses may be set up for a particular site, when an employer has more than one site and each site is set up as a specific company within the software. By directing one or more companies to a separate bill-to address, the program will separate the billable activity for each company to a separate invoice, providing clear accountability.

An alternate bill-to address might also be created for a particular visit category or billing service type or for a combination of these. In effect, you are telling the program, "Mail all drug screen invoices (service type) for Site X (company) to address Y". Or, "Mail all Pre-placement Physicals (visit category) invoices to Jane Doe at address Z."

Once a bill-to address is properly set up, no additional action is required by the user. the program will automatically print the invoices with the correct address. All invoices, regardless of address, will appear together under the account on the Aging Report and in Account Inquiry.

Steps to Set Up an Alternate Bill-To Address

  1. Find the company record and click the Employer Services Billing Account icon.

  2. Click the Alternate Bill To Addresses tab.

  3. Bill-to addresses that are already established will be displayed in the Alternate Billing Addresses pane.

  4. Click the Add button to open the Enter Billing Address window.

  5. Indicate the criterion for selecting activities for the invoice:

  • If you want to set up a bill-to address (or person) for a location (company) associated with this account, select the magnifying glass to the right of the Company field. This will display a list of all companies which have been assigned to this billing account. Search for and select the company from the table. Press the Tab key on your keyboard.

- OR -

  • If you want to set up a bill-to address (or person) for a particular service type, select the magnifying glass to the right of the Service field. Search for and select the appropriate service type.

- OR -

  • If you want to set up a bill-to person or address for a particular visit category, select the magnifying glass to the right of the Category field. Search for and select the visit category from the table.

  1. Complete the screen by entering the billing address information for this bill-to address in the Billing Address block. the program will mail to that address, all the bills that fit the criterion you made in the locator lists.

  2. Optionally, select an existing contact from the billing account's list of contacts using the magnifying glass next to Contacts.

    Search for and select the contact to receive the invoice. The name will appear beside the magnifying glass.

  3. Repeat steps 4 through 8 to add additional bill-to persons and/or addresses.

  4. Select Save

For this contact to print, you still need to check the Print Contact, the Alternate Bill To tab.

You will see the address entered in the Billing Address box. If you selected an existing contact above, check the Print Contact button on this window. The contact's name will be inserted in the Billing Address box.

An Alternate Bill-To Address can be made inactive by checking the Inactive box in the lower left corner.