Skip to main content

 

Kareo Help Center

Claim Actions

The Action menu provides quick access to a variety of claim management functions. Actions can be applied to claims individually or (with some Actions) in bulk. For added workflow efficiency, you can use keyboard shortcuts to initiate Actions without accessing the menu.

Actions that appear grayed out in the menu are not available to use with the selected claim(s). Most often, grayed-out Actions result in the following circumstances: 

  • The Action cannot be applied in the claim's current status 
  • Multiple claims have been selected, but the Action can only be applied to one claim at a time

To open the Actions menu

  1. Click the Encounters tab on the top menu and select Track Claim Status.
    -or-
    Click Encounters on the left Shortcuts menu and select Claims.
  2. Click on a claim to select it.
  3. Right-click your mouse, or click the Action button at the bottom of the window to open the Action menu.

claim transactions 1.png

Claim Actions

The table below provides detailed information and keyboard shortcuts for each claim Action. Using keyboard shortcuts can help save you time and improve your workflow efficiency by directly initiating a specific Action without accessing the menu. To use a shortcut, simply select a claim in the Find Claim window and enter the Action's corresponding shortcut keys. 

Action 

Shortcut Keys

Description and Details

Print Paper Claim

Ctrl+F

This option opens the standard Windows Print dialog box.

  • Click OK to print the claim. (For more information on printing a single claim or printing a group of claims, see Print Paper Claims).

Rebill

Ctrl+R

Selecting this Action opens the Transaction panel to rebill a claim.

  • Notes: Enter any notes you wish to store with the transaction record.
  • Apply: Click the Apply button on the right of the transaction panel to apply the transaction to the claim. If more than one claim is associated with an encounter record, the system will display a message asking if you wish to rebill all claims associated with the encounter. Clicking Yes will reset all claims associated with the encounter to Ready to send claims status. 

Transfer Balance

Ctrl+T

This option opens the Transaction panel to transfer a balance.

  • Note: Enter any notes you wish to store with the transaction record.
  • Change Status: Select where you want to transfer the balance. (Only one option will be available to choose.)
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Transfer Partial Balance to Patient Responsibility

Ctrl+Shift+T

Selecting this Action opens the Transaction panel to apply part of the claim balance as the patient's responsibility.

  • Note: Enter any notes you wish to store with the transaction record.
  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Transfer Amount: Enter the amount of the balance to be transferred to the patient using a dollars and cents format.
  • Related Payment (Optional): Click to find and add a payment that is associated with the transaction.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Note

Ctrl+N

The Note Action opens the Transaction panel to add a note to a claim.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Note: Enter any notes you wish to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Settle

Ctrl+S

Select this Action to open the Transaction panel and settle a claim.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Adjustment Code: Select the adjustment code that applies to the transaction.
  • Note: Enter any notes you wish to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Reopen

Ctrl+Shift+R

This Action reopens claims with a Completed status and allows you to make necessary edits. The claim status changes to Ready to Send.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Note: Enter any notes you wish to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Void

Ctrl+O

This option opens the Transaction panel to void a transaction.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Override: Check this box to override a pre-set closing date.
  • Note: Enter any notes you wish to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Apply Payment

Ctrl+Shift+A

This Action opens the Transaction panel to apply a payment.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Payment: Click to open the Select Payment window. Double click on the payment you want to apply, or click once on the payment and then click OK on the bottom task bar.
  • Unapplied: This box will automatically populate based on the payment selected in the Payment field.
  • Paid: Enter the payment amount in a dollars and cents format.
  • Note: Enter any notes you wish to store with the transaction record.
  • Change Status: Select a new status.
  • Note: Enter any notes you wish to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Adjustment

Ctrl+J

The Adjustment option opens the Transaction panel to apply an adjustment to a claim.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Adjustment: Enter the adjustment amount in a dollars and cents format.
  • Adjustment Code: Select the adjustment code that applies to the transaction.
  • Reason Code: Select the reason for the adjustment.
  • Note: Enter any notes you wish to store with the transaction record.
  • Change Status: Select a new status.
  • Related Payment (Optional): Click to find and add a payment that is associated with the transaction.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Apply Payment and Adjust

Ctrl+Shift+J

This Action opens the Transaction panel to apply and adjust a claim payment.

  • Posting Date: Leave this box set to the current date, or change the date if needed.
  • Payment: Click to open the Select Payment window. Double click on the payment you want to apply, or click once on the payment and then click OK on the bottom task bar.
  • Unapplied: This box will automatically populate based on the payment selected in the Payment field.
  • Paid: Enter the payment amount in a dollars and cents format.
  • Adjustment: Enter the adjustment amount in a dollars and cents format.
  • Adjustment Code: Select the adjustment code that applies to the transaction.
  • Reason Code: Select the reason for the adjustment.
  • Change Status: Select a new status.
  • Note: Enter any notes you want to store with the transaction record.
  • Apply: Click Apply on the right of the transaction panel to apply the transaction to the claim.

Set Follow-Up Date

Ctrl+Shift+F

This option opens the Transaction panel to set up a Follow-Up Date for the claim. Claims with a Follow-Up Date have a status of Pending Insurance until the Follow-Up Date is reached. Once the date is reached, previously denied claims revert back to a Denied status, and all other claims change to a status of No Response. Note that a Follow-Up Date cannot be applied to rejected claims. 

  • Follow-Up Date: Select the Follow-Up Date for the claim.
  • Note: Enter any notes you want to store with the transaction record.

Bulk Actions

The bulk feature allows you to apply Actions to multiple claims at once. Any of the following claim Actions can be performed in bulk:

  • Transfer Balance (same patient and payer only)
  • Settle
  • Rebill
  • Note
  • Reopen
  • Void
  • Set Follow-Up Date

arrow_orange.jpgTo perform an Action in bulk

  1. Select claims one by one: Hold down the Ctrl key and click on each claim you want to include in the bulk Action.
    -OR-
    Select a range of claims: Click on the first claim in the range, then hold down the Shift key and click the last claim in the range. Those two claims and all claims in between them will be selected. 
  2. Right-click your mouse or click the Action button at the bottom of the window to open the Actions menu.
  3. Click to select the Action you would like to perform.  
  4. Enter the transaction details to update the selected claims. (See the Claim Actions table for details about each Action.)
  • Was this article helpful?