Bulk-enter charges

Outcome

Many charges entered against many members in a single grid pass, with live inline validation, modifier auto-injection, and pricing applied — so a clinician's day of session work becomes billable in minutes rather than the hour-per-row alternative.

Prerequisites

Scope	What it lets you do
billing.charge.read	View the bulk grid
billing.charge.write	Create / edit charges

The members you are billing exist with active coverage. Procedure codes and modifiers are part of the platform's reference data; payer- or program- specific overrides can be defined under 5.4 — Edit modifier rules.

When to use bulk entry vs. encounters

	Bulk entry	Encounters
Source	Manual data entry	Imported from clinical EHR
Cadence	End-of-day batch	As clinicians document
Volume	10–500 lines per session	Single visits
Validation	Live as you type	At save

Bulk entry is the right tool when an EHR integration does not exist, when you are catching up after a downtime, or when a clinical team submits paper notes and a biller types them in.

The grid

/charges/bulk-entry. The page is a virtualized grid with these columns:

Column	Notes
Member	Type-ahead search; matches MRN, last name, payer member ID.
DOS	Date of service; defaults to today; arrow keys jump days.
Code	Procedure code; type-ahead from code_set_procedure.
Modifiers	Up to 4; comma-separated; each validated against code_set_modifier.
Units	Numeric; default 1.
Diagnosis	ICD-10 codes; comma-separated; type-ahead.
Place of service	Numeric POS code; default from member's primary facility.
Provider	Rendering provider; defaults to your assignment.
Notes	Free text.
Status	Live status of validation.

A green dot in Status means the row is ready; red means an error; amber means a warning that does not block.

Steps

1. Open /charges/bulk-entry. The grid loads with a single empty row.

2. Set the global defaults at the top — facility, default DOS, default provider — to avoid retyping them on every row.

3. Start typing in the Member column. Pick from the type-ahead. Tab through the cells; type-ahead and validation run on each.

4. Watch for inline issues:

   Status	Cause	Fix
   Red — no active coverage	Member has no payer policy on the DOS	Check Coverage tab; add coverage if missing; otherwise the line is unbillable.
   Red — invalid modifier	Modifier not on the master list	Correct the typo.
   Amber — missing modifier injection	A configured injection rule will add a modifier on save	Confirm; tab past.
   Amber — auth required	An auth is required for this code/program	Stop and create the auth (3.3 — Manage authorizations) before saving the row.

5. Save. The grid commits in batches of 50 rows in a single request. The platform:

   • Runs the modifier injection rules per row.
   • Prices each line via the active fee schedule.
   • Runs pre-submit scrub at the charge level (the claim-level scrubs run later when you build the claim).
   • Returns per-row status.

   Saved rows turn green; rejected rows stay highlighted with the server's error in the Status column.

6. Send to billing. With everything green, the charges are status VALIDATED and ready for 2.1 — Build & submit a claim. The grid offers a Build claims shortcut that groups the saved charges by member + payer + filing type and creates the claims in one go.

Paste from spreadsheet

The grid accepts paste from CSV / Excel:

1. Click the first empty cell and paste. The platform parses the clipboard, infers columns from the headers, and fills the grid.

2. Review highlighted issues. Misaligned columns are flagged before save.

3. Save as above.

Validation

Check	Expected
Saved rows turn green	Yes; their chargeId is in the row's metadata.
Status column updates inline	Yes — no full page reload.
Build claims produces one claim per member + payer + filing type	Yes.
Each claim's pre-submit scrub is clean	Yes; if not, the issues panel surfaces what to fix.

Troubleshooting

Symptom	Cause	Fix
Save returns "no fee schedule applies"	The contract's effective window does not include DOS, or no schedule attached	Fix the contract / schedule (5.2 — Manage fee schedules); save again.
Bulk paste mis-aligns columns	Header row missing or column order differs	Add a header row to the source spreadsheet matching the grid's columns.
Grid feels slow at large volume	Browser memory cap	Save in 200-row batches; the grid auto-flushes saved rows from memory.
Some rows save red with "auth required, but auth not on file"	Line needs an auth before billing	Open the linked auth-create dialog from the row menu.

Next

3.3 — Manage authorizations