Working with Facilities

Note: Facility modifiers can be found here.

There are several ways to create facilities:

A list of facilities can be found on the Facilities page. Click the facility name to add contracted charges and mileage. Contracted charges override your company’s standard charges and will be applied to any invoice sent to this facility.

Add or find facilities

Add or find a facility during claim creation

You can add or find a facility on the "Incident details" tab during claim creation or on the Claim page.

  1. On the navigation bar, hover over Claims and select New claim.
  2. On the first page, enter the service date and patient information. Click Next.
  3. On the Incident details tab on both the origin and destination boxes, you can:
    • Check for an facility that is existing: Start typing the name of the facility in the Enter facility name or address field. If there is a match, it will display after you type three characters.

    • Create a new facility: Click Create a new facility to add a facility to the system.

      Enter the new facility information in the dialog box.

    • On the New facility dialog box, enter information in the required fields (highlighted in yellow in the above image). The facility type you select will determine the modifiers that display on the Charges page. When you are done, click Save.

Add a facility from the Facilities page

  1. Click Facilities on the navigation bar.

  2. Click Add a facility.

  3. In the pop-up window, enter the required information.

  4. Click Save.

    After hitting Save, the new facility will display on the page.

Enabling and disabling a facility

  1. Click Facilities on the navigation bar.

  2. Look for the Enable column. The icons in this column toggle.

    1. Click the enable icon to disable the facility.

    2. Click the disable icon to enable the facility.

    Note: A disabled facility remains in the system but can no longer be searched, assigned to a claim, or used in a transaction.

Deleting a facility

  1. Click Facilities on the navigation bar.

  2. Look for the Delete column:

    1. : This icon indicates that the facility can be deleted. When clicked, a confirmation window displays. If you are sure, click Yes to continue. You cannot undo this action.

    2. : When this icon displays you cannot delete the facility because it is associated with a claim or transaction. This icon will display is the facility has been selected in any claim as a drop-off or pick-up location.

Import a facility list

You can import a bulk facility data directly into ZOLL Billing.

Create the import file

Creating the import file is the first thing you will need to do. Because the import file has to be in a specific format, we give you a template to follow. Here's how to find the template:

  1. On the top navigation bar, click Facilities.

  2. On the Facilities page, click Upload facilities.

  3. A pop-up window displays. Look for the blue link called Example CSV Import File. When you click this link Excel will open. Leave everything the way it is but delete the example content and then add your own. We have another example file that you can use. Click here to download an example .csv file.

  4. Save the file with a different name in a place you will remember. If that is all done, you are ready to use the following steps to complete the import.

    Important! The facility designations names must be an exact match and must contain the designation with the code. Use the following list as a reference:

    Facility designation names

    • Assisted Living Facility - E

    • Clinic - P

    • Community Mental Health Center - C

    • Diagnostic/Therapeutic Site - C

    • Dialysis Free Standing - J

    • Dialysis Hospital Based - G

    • Federally Qualified Health Center - F

    • Hospital - H

    • Landing Zone - I

    • Mental Health Facility - D

    • Nursing Home - E

    • Physician Office - O

    • Rehabilitation Facility - D

    • Skilled Nursing Facility - N

    • Urgent Care - P

    • Urgent Care - U

Import your bulk facility list

Note: If you haven't created the import file, do that now and then come back here.
Important!: The import facility functionality does NOT include any logic to indicate that a facility already exists in your system. It is your responsibility to ensure that duplicate facilities are not included in the import file.

  1. On the top navigation bar, click Facilities.

  2. On the Facilities page, click Upload facilities.

  3. On the "Upload facilities file" window, click Choose File and navigate to the file's location. Click the file and then click Upload.

  4. When the status bar completes, click Import.

  5. So far, you have not imported the list into the system. Before that happens, you a chance to look things over and clean it up if needed.

    This happens in the "Import Facilities" window. (click the following figure to enlarge)

    Here you can:

    • Get rid of a record by unchecking the box next to the facility name.

    • Change the data for a facility.

    • Manually add a billing address or click Copy from physical address.

    • Click to verify the NPI with the NPPES NPI Registry.

    • Scroll down to the bottom and view duplicate records within your file.

  6. When you are ready, click Import. The checked facility records will be imported into your system.

Export a facility list

You can export a facility list in the same format used for importing facilities.

  1. On the navigation bar, click Facilities.

  2. On the Facilities page, click Export all facilities.

    Note: If you use the exported file to import facilities back into ZOLL Billing, be sure and change facility information before the import. Failure to change facility information may result in the creation of duplicate facilities.

Add or find facilities in Admin

You can use Admin to build out your facility list. Facilities created in Admin will display in the list when the biller starts typing the facility name.

Note: You can add NEMSIS information here in Admin.

  1. On the navigation bar, click Admin.

  2. Click the Billing tile.

  3. Click the Facilities tile.

    You will see a list of configured facilities. Click on a facility name to modify the facility information. If you don't see a facility on the list, click Add a facility.

  4. Enter the facility name and information in all the required fields.

    Note: The facility type you select determines the modifier that displays on the charges page. There are three types with no modifiers, Other, Diagnostic/Therapeutic Site, and Pharmacy. If you assign one of these three types to the claim, that system will not automatically enter a modifier on the Charges page. You will need to do that manually before you submit the claim.

  5. Click Save.

Create a Facility Claim

  1. On the navigation bar, hover over Claims and select Create Claims.
  2. On the first page, enter information such as the service date, patient name, DOB, sex, address and then click Next.
  3. On the Patient Details tab, verify the patient information and either find patient insurance or just click Next.
  4. On the Transport details tab, select the transport type.
  5. To bill this claim to a facility:
    1. Click the Facility tile in the Origin and/or Destination box.
    2. If this is an existing facility, click the Facility lookup field and start typing the facility name.
    3. If this is a new facility, click Create a new facility, enter the facility information, then click Save.
    4. Fill in the rest of the Transport Details page and then click Next.

  6. On the "Coordination of benefits" tab, click the Facility tile. When you were on the "Incident details" tab, if you entered a facility as:

    • the origin or destination, the facility information for that facility displays in the primary payer box.

      Coordination of benefits - select the facility button.

    • both the origin and destination, you can choose which facility to bill.

      Select origin or destination for the facility.

  7. On the Charges tab, enter the signatures information and verify the charges. At this time you can either queue the claim for submission or, if needed, suspend the claim. If you queue the claim for submission, the claim's status changes to "Queued for submission - Facility invoice."

    After the facility claim is queued it will have a queue for submission - facility invoice status.

View a list of facilities

  1. On the navigation bar, click Facilities.
  2. Click the All facilities tab to view the list of configured facilities.

View a list of facilities with new charges

  1. On the navigation bar, click Facilities.

  2. On the Facilities page, click the With new charges tab.

    Click the facility name to see facility details including open submitted and queued claims. You can also see the facility's past invoices and running balance.

    The new charges list can be downloaded to a CSV file by clicking Download CSV.

View a list of facilities with outstanding balances

  1. On the navigation bar, click Facilities.

  2. On the Facilities page, click the With outstanding balances tab.

    Click the facility name to see facility details including open submitted and queued claims. You can also see the facility's past invoices and running balance.

    The new charges list can be downloaded to a CSV file by clicking Download CSV.