Managing Binders (Payors)
How to create and configure insurance provider binders
Binders represent insurance providers. Each binder has its own set of patients and field requirements.
Creating a Binder
- Go to /binders
- Click "Add Binder"
- Enter the payor name (duplicates are prevented)
- Add the portal website URL for the payor
- Configure which fields are needed for billing (Patient Name, Date of Birth, Medicaid Number, Authorization Number, Insurance Number)
- Configure which fields are needed for remittance
- Click "Add Binder"
Payor Logo: For now, send a request to support with the name of your Payor and we will find a matching logo. We will soon add the ability to upload your own payor logo.
Why Field Configuration Matters
When a billing employee opens a patient's calendar, the info panel highlights exactly the fields their payor requires. This mirrors the physical binder system where each payor's billing process needs different patient information.
For example, Buckeye only needs Medicaid # for billing, while CareSource needs Medicaid #, DOB, and Authorization #.
County-Based Rates
Some payors have billing rates that vary by the patient's county. You can enable this per binder — see County-Based Rate Cards for details.
Billing Before Logging
Some payors allow billing before visit reports have been received. You can enable this per binder with the "Allow billing before visit reports are received" toggle in the binder settings.
- On: Billers can mark scheduled visits as billed before visit reports are received
- Off: Visits must be logged before they can be billed
Payors like VA, DoDD, and BWC should have this turned off because corrections on their portals are very difficult to make.
Bill the Full Month in Advance
When Allow billing before visit reports are received is on, a second option appears nested beneath it: "Bill the full month in advance."
Some payors let you submit claims for the whole month up front — before the visits have happened — and then reconcile against the actual visit reports as they arrive. Turn this on to support that workflow:
- On: Billing can mark any day in the current month as billed — and Remittance can mark it paid — including dates that haven't happened yet. Loggers fill in the actual units later as visit reports arrive.
- Off: Future dates can't be billed or paid until they've passed.
The setting only ever applies to the current calendar month. Future months (next month and beyond) always stay locked, regardless of this setting.
This option only appears once Allow billing before visit reports are received is enabled. Turning that parent setting off automatically clears this one.
Editing a Binder
Click the edit icon on any binder card on the /binders page to modify:
- Payor name
- Portal URL
- Billing field requirements
- Remittance field requirements
- County-based rate cards (if applicable)
Deleting a Binder
Delete is only allowed if no patients are assigned to that binder. Move or remove all patients first.
Deleting a binder is permanent. Make sure all patients have been moved to another binder before deleting.