Charge Entry
Timely, accurate charge capture from superbills and EHR exports — reconciled against appointments and aligned to your fee schedule.
Charge entry is the quiet hinge of the revenue cycle: every service your providers performed has to become an accurate, complete charge — right patient, right codes, right units, right amount — before a claim can exist. Errors made here are small, silent and expensive, because they look like denials and underpayments weeks later. Elite Bill Care's charge entry service turns superbills, encounter forms and EHR exports into clean, reconciled charges aligned to your fee schedule.
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What accurate charge entry involves
- Source capture — charges entered from superbills, encounter forms or EHR exports, traced to the underlying documentation.
- Code and unit accuracy — procedure, diagnosis and modifier data entered as reviewed under coding support, with timed units counted correctly for therapy and time-based services.
- Fee schedule alignment — billed amounts checked against your current fee schedule, not last year's defaults.
- Place-of-service and provider accuracy — correct POS codes, rendering and referring provider details, and location — the fields whose small errors cause outsized denials.
- Completeness reconciliation — appointments and documentation compared against charges entered, so no performed encounter goes unbilled.
The charge-entry errors that surface as "billing problems"
- Transposed or missing digits in codes, units or amounts — the claim denies for a service that was never quite billed.
- Wrong date of service or duplicate entry — one creates a CO-18 duplicate denial, the other a claim the payer cannot match.
- Stale fee schedules — charges entered at old amounts, quietly under-billing every claim until someone notices.
- Missed encounters — the visit documented but never charged; there is no denial to appeal because there was never a claim. Only reconciliation finds these.
- POS and modifier mismatches — telehealth billed as in-office, or the reverse, denying on a technicality.
Where charge entry sits in your cycle
Upstream, charge entry depends on accurate patient demographics and completed eligibility — a charge entered against wrong coverage data is wasted work. Downstream, entered charges flow into electronic claim submission after scrubbing, and their results return through payment posting. Inside our complete medical billing services, charge entry is the control point where completeness is proven daily — not assumed at month-end.
Frequently asked questions
What source documents do you enter charges from?
Superbills/encounter forms, EHR charge exports, or direct entry inside your practice-management system — whichever your workflow produces. The requirement is that charges trace back to the clinical documentation; entry never invents or upgrades a service.
How quickly are charges entered after the visit?
Charges are entered as part of daily billing operations, so claims are not waiting on a weekly batch. Speed matters twice: it starts the payment clock earlier, and it protects timely-filing deadlines that run from the date of service.
What is a fee schedule, and why does entry check it?
Your fee schedule lists the billed charge for each code. Entry checks that the amount charged matches the current schedule — an outdated or mistyped amount under-bills (donating revenue) or, with some payers, creates avoidable adjustment confusion. Contracted allowed amounts are then compared at payment posting.
How are missing charges caught?
By reconciliation: the appointments seen, the documentation received and the charges entered are compared, so an encounter with no charge stands out instead of silently never billing. This is the control that finds 'the visit that was never billed' — a surprisingly common revenue leak.
Do you enter charges for all places of service?
Yes — office, telehealth, hospital, facility and other places of service, with the correct POS codes and matching modifiers, since a POS/modifier mismatch denies like any other error.
Every visit billed — completely, once, correctly
Start with a free consultation: tell us how charges reach billing today, and we will show you where the leaks usually hide.