Adding billing items (service codes) to provincial bills (Manitoba)

Whether you're billing from an encounter, the Visits dashboard, or the Insured Billing area of the patient's chart, the process for adding billing items (service codes) to a bill is the same. From the Billing dashboard, you can also open bills and modify billing items as long as the bill's status allows you to edit the bill.

Steps

1. Start a bill from an encounter, from the Visits dashboard or from the patient's chart. If you're editing a bill, open the bill from the Billing dashboard.

2. Perform one of the following actions:

If you're billing from an encounter, at the top of the Billing Items area, click Insured Billing.
If you're billing from the Visits dashboard, click +Add Fee Item.
If you're billing from the Insured Billing section of the patient chart, click +Add Fee Item.
If you're modifying a billing item, click the billing item.

The Edit Manitoba Health Billing Item window opens.

3. Using the following table, complete the applicable fields.

Field	Description
Code / Description	1. To search for the service code: by code, in the first search field, start typing the code. by description, in the second search field, start typing the description. 2. In the list of matches, select the code you want. 📌 Notes: I If you add a hospital code that has a location associated with it, the selected location in your bill is overwritten. If you add a virtual visit fee code, and the selected location is physical, the Location of Service is cleared and you must select a virtual one from the list. The same applies for when you have a virtual location selected and you choose a physical fee code, the Location of Service field changes to Select one, and you must select a physical location. 💡 Tip: To set a service code as a favourite, in the list of matches, select the star icon beside the code. Every time you create a bill, starred favourites appear first in the Code/Description search list.
Base Amount	The fee amount for the code you selected is automatically populated. You can edit the amount if needed.
Service Unit	Indicates the number of services being claimed.
Anes. Units	Represents the number of units of anesthesia time being claimed.
Diagnosis Codes	Diagnosis codes recorded in the Assessment section of the encounter, may be pre-populated in the bill (if your billing settings are set to do so). Otherwise, enter the diagnosis code, or start typing a description to search for and select a diagnosis code from the list. Another search field appears, prompting you to enter another diagnostic code. Enter another code or click inside the Edit Manitoba Health Billing Item window to exit the search field. You can add up to 4 diagnosis codes. 💡 Tips: When searching for the diagnosis code, only the first 20 matches show. Exact matches show first, followed by favourites, followed by the remaining matches sorted by usage. To set a diagnostic code as a favourite, in the list, select the star icon next to it. Every time you create a bill, starred favourites appear first in the list.
Service Date	If you started the bill from an encounter (that was started from an appointment) or from the Visits dashboard, the Service date matches the appointment date. If you started the bill from the patient's chart, the date defaults to the date you created the bill. To change the date, click the calendar icon and select a date, or enter the date in the field.
Holiday	Select from the list: Yes or No if After Hours Premiums on Designated Holidays apply.
Start Time and Finish Time	If you started the bill from an encounter (that was started from an appointment) or from the Visits dashboard, the Start Time matches the appointment time. Finish time is pulled from the appointment type. If you started the bill from the patient's chart, the Start Time defaults to the date you created the bill. To change a time, click the clock icon and select a time, or enter the time in the field.
Hospital Location	Select one from the list: Clinic, Emergency, Outpatient.
Location of Service	If you have multiple locations set up in your billing integration, this defaults to the Location of Service that is assocaited with the selected clinic location, unless you use fee codes that are specific to hospital, virtual or physical visits. These overwrite your default location. Alternatively, select one from the list.
Referring Practitioner	Select this checkbox and enter the name or billing number of the provider who referred the patient to you, if applicable. For more information, refer to Adding a referring provider to a provincial bill. 📌 Note: If the patient has a referring practitioner recorded in their chart, the provider is automatically added.

4. Select Show Advanced Fields to view additional fields.

Field	Description
BDS Indicator	Bilateral, different, same incision indicator.
Split Indicator	Indicates the splitting of a claim.
Interpreting Radiologist	Indicates the radiologist who interpreted the x-ray.
Optometric Reason Code	Provides medical reason for an eye examination when the patient falls outside of age related eligibility criteria or when a subsequent eye examination is billed.
Chiro Code	Identifies the type of chiropractic service rendered.
Facility Number	Identifies the facility where the radiological examination was taken or where the laboratory service was provided.
Number of Patients	Identifies the number of patients discussed or present.
Third Party	Identifies possible 3rd party liability for medical expenses (e.g. WCB, etc).
Confidential	Identifies services of an extremely confidential nature.
Incorporated	Identifies the service as being part of the incorporated services for this practitioner. 0 is entered for regular services and 1 is entered for incorporated services performed by the billing practitioner.
PreAuthorized	Identifies if prior approval was received from MH for a specific service. (e.g. Rhinoplasty for non-cosmetic purposes)
On Call	Identifies if the provider was on call while providing this service.

5. To save or update the billing item, click outside the Edit Manitoba Health Billing Item window. The service code is added to or updated in the bill.

Updated March 20, 2023