Office Therapy
Office Therapy - How to filter clients in Office Therapy
You can create filtered lists of clients in Office Therapy. For instance, you can create a list of clients with a balance, or who see a specific provider, or have a specific primary insurance company. To create a filtered list: Go to the Clients View ...
Office Therapy - How to File Insurance Claims using the ICD-10 Diagnosis Codes
When ready to file your claims using ICD-10, Office Therapy must be upgraded to ICD-10 Mode. This requires Office Therapy version 11.6.0 or higher. 11.6.1 or higher is recommended. IF YOU ARE RUNNING VERSION 11.6.1 OR HIGHER: You will not need to ...
Office Therapy - How to Do A Simple Refund on an Overpayment
How to Do A Simple Refund on a Client Over-payment In this case, the client has made a payment in excess of the amount charged resulting in an unallocated amount. You have entered a client with a standard charge of, say $120. The client does not have ...
Office Therapy - How to convert to the HCFA 02-12 format
The new HCFA format is the 02/12. If you have noticed missing information or having issues with your HCFA, the format of HCFA has not been converted to the new format. HCFA 1500 08/05 example: HCFA 1500 02/12 example: To convert all insurance ...
Office Therapy - How to change Office Therapy password
If the user does not have master access in Office Therapy, you will need to log in using an admin account. Under File, go to Administration, and select Maintain User Accounts Highlight the User and click on Modify Input the Password and Verify ...
Office Therapy - How to Assign ICD-10 Diagnosis Codes in Office Therapy
This requires version Office Therapy version 11.5.0 or higher. Within Office Therapy, go to your Clients list. Select the client of concern, and then click the Modify button, or you can instead double-click. This will bring up the Client Setup ...
Office Therapy - How to apply credits using the amount unallocated column
The best practice is to use the Amount Unallocated column in the patient’s ledger. This will allow the users to manually apply the credits to the correct date of service and give them full control of credits. In a patient’s ledger there is a column ...
Office Therapy - How to add your own My Fields
You can add your own fields for the Client Setup, Provider Setup, Insurance Setup, and Transactions (i.e. Charges and Payments). So for example, if you need a field under the client setup for Preferred Contact Method, you can add it. To add a New ...
Office Therapy - Adding Payment Methods
Go to View and select Payment Methods Click Add Fill out the information and once done, click Ok
Office Therapy - How to add new database for Office Therapy
Double Click on the Office Therapy DB Manager on your desktop Click on Create Database Click on the Refresh Button to select the ‘Server Name’, once the Server Name appears, input the Database Name you wish to create for the New Provider and click ...
Office Therapy - How to add Hospice Employee Indicator (Loop 2400 CRC Segment)
This requires Office Therapy version 10.0.38 or higher. The Hospice Employee Indicator code will be included for each line item in the electronic claim if the following conditions are met: The Insurance Company name must include "Medicare". It does ...
Office Therapy - How do I use my own stationery for statements in Office Therapy?
Go to File > Administration > Maintain Company Information. On the first tab – Company Information, click on Browse on the right hand side of this screen. Browse to a “Blank White” file. (This "Blank White" file is attached to this article for ...
Office Therapy - How do I update the insurance payer ID?
Please note that TheraManager DocuTrac cannot tell users what payer ID to use. You will want to check with your clearinghouse, insurance company, or check on the patient’s insurance card. Click on Insurance Companies under View Select ...
Office Therapy - How do I enter previous balances in Office Therapy?
When transitioning to Office Therapy from other billing systems, you may wish to enter previous balances into Office Therapy. Assuming you have already entered your clients in the system, you can enter a previous balance for each client in the ...
Office Therapy - How do I add users to Office Therapy?
For instructional video on creating users, click here. In order to add users to Office Therapy, you must be logged on as a User with Master Access (i.e., a user with full administrative rights). To add a new user, click the File menu and ...
Office Therapy - How can I find future appointments for a patient?
Question I need to find if a patient has been scheduled for any appointments in the future. How can I do this without looking at a day or week at a time. Answer There are a couple of ways to easily search for a patient's appointments. You can ...
Office Therapy - How can I change the location of the ‘Bill To’ address on client statements?
If you are using windowed envelopes or your own stationary for client statements, you may need to change the settings for the location of where the ‘Bill To’ address prints. The ‘Bill To’ location can be changed in the Billing Expert wizard, Bill ...
Office Therapy - Grouping Column Headers in Claims Manager
Grouping Column Headers Right click on any Column header and click on ‘Show Group By Box.’ Make sure that the ‘Drag a column header here to group by that column’ message box appears. Drag and drop the Column Header into the ‘group box’. You can ...
Office Therapy - Getting the Most out of Office Therapy
For best practices on billing in Office Therapy, discover tools that may help your workflow, please click here to visit our YouTube page.
Office Therapy - How to add and remove columns for list and saving MyList
To Add/Remove columns: Right click on the list and select Add Column In the Select window, all fields not in use will be listed in the Excluded column. Fields in use be displayed in the Included Column. To add a field, highlight the column under the ...
Office Therapy - exporting records from Office Therapy
You may export patient demographics, provider’s demographics, and insurance information however you cannot export financials from Office Therapy. To export data from Office Therapy it is recommended to add and/or remove columns in the list. Once you ...
Office Therapy - Exporting Payments from Office Therapy to Quickbooks
Office Therapy supports the exporting of payments into Quickbooks using an IIF file (Intuit Interchange Format). The process of importing the IIF into Quickbooks will add the customer (client) if not already present and the payment (date and amount) ...
Office Therapy - Errors Related to Billing NPI - Loop 2010AA
Possible Rejection Messages Billing provider NPI cannot be repeated in rendering loops Billing provider NPI is required must be valid for this payer There are two types of NPI's: Type 1 NPI (Individual) - is defined as an individual who renders ...
Office Therapy - Errors in Service Facility Information (Loop 2310C)
Applies to 4010, 5010 Possible Rejection Messages: Facility address must be complete if sent. Facility Zip Code must be 9 digits. Facility Name or Address or City or State or Zip Required Facility Type Code is required. Service Facility State is ...
Office Therapy - Errors in Referring Provider Information (Loop 2310A)
Applies to: 4010, 5010 Possible Rejection Messages Referring Provider first name cannot contain numeric characters Referring Provider First Name is required. Referring Provider ID is required. Referring Provider NPI is required and must be valid for ...
Office Therapy - Errors in loop 2300 DTP-03 segment
Errors in loop 2300, DTP-03 segment This segment is not commonly used unless there is a special circumstance and the payer is requesting this information to be sent. The most common culprit is that one of these 5 boxes contains invalid data. You ...
Office Therapy - Errors in Billing Provider Address (Loop 2010AA)
Applies Only to 5010 Possible Rejection Messages Billing Provider Address1 cannot be a PO Box or Lockbox Address. Billing Provider Address2 cannot be a PO Box or Lockbox Address. With 5010, the Billing Provider Address you use on claims must be a ...
Office Therapy - Error with Diagnosis Code pointer
Applies to 4010, 5010 - Possible issue in 5010 Claims Production Possible Rejection Messages Diagnosis Code Pointer 1 must be a number 1 through 12. Diagnosis code pointer is missing or invalid. Must point to a valid diagnosis. This rejection could ...
Office Therapy - Error when starting Report Essentials
Problem When launching Report Essentials from Office Therapy you receive the following error: System.ArgumentException: Font 'Arial' does not support style 'Regular'. (This is typically followed by a large amount of text. The font ...
Office Therapy - Error Uploading Claims
Question: When I attempt to upload claims, I get the following message: "Unhandled exception has occurred in your application." If you click continue, the application will ignore this error and attempt to continue. If you click quit, the application ...
Office Therapy - Error 52 When Launching Claims Manager
Run-time Error 52: Claims Manager was unable to open or run when launching it from Office Therapy The following error message appears when you launch Claims Manager from Office Therapy: Run-time Error 52: Bad file name or number Cause: This error ...
Office Therapy - Error in Benefits Assignment Certification Indicator (Loop 2300)
Applies to 4010, 5010 Possible Rejection Message Benefits Assignment Certification Indicator is required and must be N, W, or Y. ERROR: Primary assignment of benefits indicator Assignment of Benefits Indicator is required. Assignment of Benefits ...
Office Therapy - Entering Taxonomy Codes
Taxonomy codes are administrative codes set for identifying the provider type and area of specialization for health care providers. They are required for electronic claims. The taxonomy code is most often used in the loop 2310B PRV segment of an ANSI ...
Office Therapy - Duplicate Patient
Duplicate patient in Office Therapy If you notice that there is a duplicate patient in Office Therapy, do not delete the patient as it can cause both accounts to be deleted. The only option to retrieve the account is from a previous backup. For ...
Office Therapy - deleting records
When deleting a patient or any records in Office Therapy, please be very careful as this will permanently delete the information. It is recommended that you inactive patient records. This is for keeping proper accounting records. It is recommended ...
Office Therapy - Correcting a Charge when there is no diagnosis for ICD 9
You cannot submit an encounter or charge and there is no associated diagnosis for the client. In order to add a diagnosis and re-process the charge, you need to complete the following actions: In this case, you have created a charge for a client ...
Office Therapy - Correcting a Charge When There Is a Missing Diagnosis
You cannot submit an encounter or charge when there is no associated diagnosis for the client. In order to add a diagnosis and re-process the charge, this also applies if you have made changes to the client setup. You need to complete the following ...
Office Therapy 12 New Paper EOB Dashboard
To be able to produce electronic secondary claims, you will need to use the ERA or Paper EOB Dashboard on processing your primary insurance payments (remits.) Please note: The Processed and Unallocated column cannot be modify therefore users do not ...
Office Therapy 12 New ERA Dashboard
To be able to produce electronic secondary claims, you will need to use the ERA or Paper EOB Dashboard on processing your primary insurance payments (remits.) Please note: there has been additional improvements made to the ERA Dashboard. Users now ...
Office Therapy - How to produce electronic secondary claims
To produce electronic secondary insurance claims, first you will need to either post the primary insurance payment through the ERA Dashboard or Paper EOB Dashboard. Open Claims Manager Click on Produce Claims Keep the Claim Type on Electronic. Also ...
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