Recording Additional Insurance Claim Information

  1. Open the Patient Demographic window and verify the patient's information. For more information about opening the Patient Demographic window, see To open patient records.
  2. Click the Insurance tab in the Patient Demographic window.
  3. Select an insurance plan from the list or add a new insurance plan. For more information on adding insurance plan, see Recording Insurance Information.
  4. Click Add’l Info to add additional insurance information.

    The Additional Claim Information window opens.

  5. Select a referring physician by clicking Not Assigned as needed.
    • The referring physician you select is only used for this patient and this insurance plan. To record a referring professional to whom you want to send referral letters and other communications, see Recording Demographic Information.
    • If you select the name of a referring physician and you select the Yes radio button next to the Box 17 Auto Populate preference and the Referring Dr. radio button next to the Box 17 Populate preference in the Insurance Billing Initial Setup window, the referring physician will automatically populate box 17 on the CMS 1500 form. To set up your insurance carrier preferences (if you have OfficeMate Administration access), see To add and modify insurance carriers.
  6. To clear the referring physician, click Clear Referring Physician as needed.
  7. If the patient is replacing an item that was lost or stolen, perform the following steps:
    1. Select a product type from the Replacement Category drop-down menus as needed.
    2. Select a reason from the Reason for replacement drop-down menus as needed.
  8. If the patient is coming in for surgery, perform the following steps:
    1. Select the date or dates of surgery from the Box 19 drop-down menus as needed.
    2. Select the Assumed Date check box and select a date from the drop-down menu.
    3. Select the Relinquished Date check box and select a date from the drop-down menu.
  9. If the patient is receiving services at an alternative location, complete the CMS 1500 Box 32 information as follows:
    1. Select a location from the Facility Name drop-down menu.
    2. Enter the facility’s address in the appropriate fields if the information did not automatically populate.
    3. Select a qualifier from the Qualifier (Box 32b) drop-down menu.
    4. Type the facility ID in the Facility ID (Box 32b) field.
  10. Click Save to save the changes and click Exit to close the Additional Claim Information window.

In addition to the procedure below, watch this video for more information.