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How Invoicing Works
How Invoicing Works
As an independent contractor you have to invoice Lifespan, but we try to make things as simple as possible.
You can invoice via the Lifespan Therapy App! Invoices submitted via EMR will not be processed.
Please submit your invoice by the invoice 'due dates' listed below. So what happens if you don't turn it in by the 3rd or the 18th? Well, they'll still process your invoice, but they can't guarantee they will be done by the direct deposit dates listed on the calendar. After all, they have thousands of visits to process each pay period. With that being said, thank you for reaching out if you're having any trouble and thank you for turning your invoice in after each pay period ends!
Invoice Due Dates
Invoice Due Dates
*For the 1st to the 15th: Please turn in by the 18th
*For the 16th until the end of the month: Please turn in by the 3rd
Invoicing Steps
Invoicing Steps
Here's a quick guide to help you review and submit your invoices on the Lifespan App:
1. Navigate to the ‘More’ menu on the bottom right corner.
2. Select ‘Invoice History’
3. Here you will see invoices for prior and current pay periods, along with the status of the invoice (Draft, Approved, Submitted, Back to Clinician, Missed, and Paid)
4. Select the invoice you want to review in more detail. On the first tab you will see a Summary with the visit count and total. Select the tabs for “Visit Counts”, “Cosign Table”, or “Extra Fee” to view in more detail.
5. Ready to submit? When everything looks good, hit the ‘Submit’ button and wait for the Accounting department to do their part. You will be notified when the invoice moves to ‘Approved’ and ‘Paid’ status.
Helpful Tip: There is a comment section where you can add notes for the accounting department. If an invoice is returned, you'll receive a notification along with any comments they’ve included.
If you're looking for additional features:
- You can Export invoices from the Paid section
- You'll receive alerts as the invoice moves through each stage
- By clicking Visit Counts, you can review the invoice details more closely
- Alerts will also notify you once an invoice is approved and marked as paid.
An invoice can have the following statuses:
Drafted: Clinician has visits for the pay period but notes are not Completed on EMR.
Submitted: Visit notes are completed and invoice is Submitted for review (Only clinicians can submit, admin cannot).
Approved: Finalized, visits are accurate (Admin only).
Ready to Pay: Invoice is ready to pay (Admin only)
Paid: Final status (Admin only).
Returned to Clinician: Needs corrections (Admin only).
Missed Invoice: Visit notes are completed, but the clinician has not Submitted the invoice after the pay period ends (Automatically updated by the system).
All payments are made via Direct Deposit, using the banking information provided in the Direct Deposit Docusign you completed.
If you have any questions, feel free to reach out to the Accounting Department at (619) 888-5838 ext. 5 or accounting@lifespanpt.com.
Common Reasons an Invoice Can Be Held or Delayed
Common Reasons an Invoice Can Be Held or Delayed
Missing Signatures - If a visit is missing the patient signature, the invoice will be placed on HOLD. To prevent delays, please ensure that all route sheets are uploaded to the patient profile or directly to the visit before submitting your invoice. Electronic signatures obtained directly through EMR are preferred. However, if your patient lives in a remote area or you do not have cellular service, a completed phyiscal route sheet may be accepted in place of an electronic signature.
Incomplete Documentation - If your documentation on EMR is incomplete, the visit will remain in Draft status. This does NOT mean that your invoice is being held. It simply means that the documentation must be completed on EMR before the visit can be submitted for payment.
Note 1: If your invoice contains a combination of Saved/Pending and Completed visits, the Completed visits can still be submitted for payment. A separate invoice will automatically be generated and remain in Draft status until the documentation for the remaining visits is completed.
Note 2: Incomplete documentation will show as $0 rate. This does not mean that we are holding your payment. The rate will populate automatically once the note is Submitted/Approved on EMR.
Returned - If your invoice has been returned to you for visit corrections, you must resolve the corrections and resubmit the visit on EMR before resubmitting your invoice. This ensures that the invoice can be processed for full payment.
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