Find a missing appointment or encounter in Ease Claimable Events. Check service dates, billing reasons, documentation, holds, and the resulting claim preview.
In Ease Health, Claimable Events defaults to billable rows. If a visit is missing, check the patient and service date filters, then expand the Billable filter to find the reason it needs review. Use that reason to send the issue to the person who can resolve it, then check the result before building the claim.
Start with one appointment or encounter in the patient chart. Write down the service date, site, source type and the staff member who documented the service. Those details give the biller a consistent way to identify the correct record, especially if the patient had two visits that day. Use a fictional example when training staff or evaluating the workflow.
Find a missing encounter in Claimable Events
- Start with the patient and service date. Open Filters and search for the patient. Set a date range around the date of service shown on the source record. If a saved filter opens by default, review the chips above the list before adding more filters.
- Check the source type and site. Appointments, standalone encounters and level-of-care events can appear as different event types. Confirm which source the team expects for this service and clear an unrelated type or location filter.
- Check provider filters. Session Provider matches the staff member on the appointment or encounter. Rendering Provider matches the provider the proposed claim carries after billing rules. Clear the filter you do not need, or compare the two fields if a rule changes the rendering provider.
- Open the Billable filter. Include all non-billable reasons or select the documentation or charge setup reason you want to investigate. Retain the patient and date range so the team reviews the correct visit.
Compare the source record and the row before assuming the charge is missing. A scheduled appointment can be present in the chart while a required note is still waiting for review. A date, site or provider filter can also hide a row that the billing team can otherwise open.
Use the displayed reason to route the work
| What the list shows | What to check | Who can take the next step |
|---|---|---|
| Not finalized | Whether the note is still open and what the clinician needs to complete | Clinician |
| Pending approval | Whether the note is in the assigned supervisor's review queue | Supervisor |
| Supervisor rejected | The return reason and the corrected note after resubmission | Clinician and supervisor |
| No charge rule | Whether a matching rule covers the service and conditions on that date | Charge rule owner |
| Claimed | The existing claim for the same patient, service date and source event | Biller |
Keep the displayed reason with the work item so the next person can find the same evidence. If the issue is a configuration change, record which rule or appointment type the owner checked. If the issue is documentation, ask the responsible clinician to review the original record and send it through the normal approval process. Unbilled encounter worklist guide
Follow a returned group note back to review
Use two sample attendees from the same IOP group. One note is complete and the other was returned to the clinician for revision. Search for the second patient and date. In the Billable filter, select Supervisor rejected. Verify that the displayed visit is the one the supervisor returned.
The clinician opens the attendee note, reads the return reason, makes the correction and resubmits it. The assigned supervisor reviews it in My Work. The biller then checks the same event again to see whether the documentation reason cleared and whether anything else needs attention. Track each attendee separately so the team can see where the work is pending. Individual group notes and supervisor review
Check a hold or an event that never appears
If billing placed the event on hold, look for On hold and review the reason with the person who owns the work. Confirm the source issue has been resolved before releasing the hold. For a level-of-care event, check the dates on the held row so the review covers the intended period.
A standalone encounter whose type is marked non-billable drops out of the list after the billing data refresh. The same principle applies to a non-billable appointment type. If the row is absent with the right patient, date and event filters, ask the configuration owner to inspect the source type. Use that check to distinguish an intentional exclusion from a row with a visible billing reason.
If the expected service is a daily IOP or PHP charge, inspect the chart's level-of-care stay and look for an LOC event. Confirm the outpatient per diem setting and the matching rule for that service. Set up IOP and PHP per diem billing
Compare the proposed claim with the source
When the event is available for review, select it and open Preview Claim. Confirm that the claim uses the correct date of service, rendering provider, and line items. If a correction was made, have the biller verify that the specific value now appears as expected. Check the claims worklist for an existing claim when the event has already been claimed.
Create Claim records the claim. Finalize & Submit Claim is the separate submission action. Finish a review-only test at the preview, with the expected values and observed values recorded side by side. Claim Preview walkthrough
Close the work item with evidence
Record the original reason, who reviewed it, what changed, and the result the biller could verify. For example, an encounter may move from Supervisor rejected to a reviewable claim after the clinician resubmits and the supervisor signs the note. If the preview still lacks the expected line, keep the charge setup issue open and assign it to the rule owner.
For an IOP or PHP handoff across locations, repeat the review after the transfer using the receiving site's first service date. Check the encounter and authorization in the receiving program and give the biller one proposed claim to compare with the source record. IOP and PHP handoff demo
Frequently Asked Questions
Why is a signed encounter missing from Claimable Events?
Check the patient, date range, event type and saved filters. Then include events that need review and check the displayed reason. The encounter may be awaiting approval, missing a charge rule, on hold or already linked to a claim.
Which filter shows encounters that are waiting for approval?
In the Billable filter, select Pending approval under Documentation. Keep the patient and service date filters narrow. The assigned supervisor can review the note in My Work.
Can a non-billable encounter type be found by expanding the Billable filter?
A standalone encounter with a type marked non-billable drops out of Claimable Events after the billing data refresh. Check the type on the source encounter if it stays absent after the list filters are checked.
Does opening Claim Preview send a claim?
Claim Preview shows proposed claim details. Creating a claim saves a claim record. Finalize and Submit is the separate action that sends it for electronic submission.
