Guide to PIP (Physician Invoice Portal) - · PDF fileFrequently Asked Questions -General Q:...

Guide to PIP

(Physician Invoice Portal)

& FAQs

Table of Contents – click the title you wish to review….use

the back button at the end of each section to return

to this page.

Frequently Asked Questions

Getting Started

Adding Your MOA

Travel & Committee Claims

RCME & Reverted RCME

Locum Claims

Sessional Invoices

Administrative Service Invoices

Clinical Service Invoices

Contact Info

Frequently Asked Questions -General Q: What is Physician Invoice Portal (PIP)?

A: PIP is a new claims and invoice processing system allowing providers to submit claims and invoices

electronically. PIP is a paperless system which allows easy tracking of your claim and invoice status. PIP also

allows easy viewing of your RCME and Reverted RCME banked funds available (for eligible physicians).

Q: What is my user name and password? A: PIP uses your Interior Health user name (mnemonic) and password. When you update your password it

automatically is updated for PIP as well.

Q: Can my medical office assistant (MOA) submit claims and invoices for me using my PIP

account?

A: You can give your MOA’s access to your PIP account so they can create claims and invoices on your behalf

and upload required documents. You will still need to log on to check the provider declaration box and click

submit. Q: My contact/profile information is incorrect. Who do I contact?

A: Call Physician Compensation for assistance.

Q: Are original receipts required for claim and invoice submission?

A: No, scanned copies of itemized receipts are all that are required for your claim submissions not for invoices.

Retain original copies for your own records.

Q: Who do I contact regarding GST # questions:

A: Contact Physician Compensation at e:mail: [email protected]

Telephone (250) 862-4113. phone option 3

Q: Who do I contact regarding GST # questions:

A: Contact Physician Compensation at e:mail: [email protected]

Telephone (250) 862-4113. phone option 3

Q: What is a delegate?

A: A delegate is referred to as the Interior Health Contact in Physician’s Invoice Portal (PIP). A delegate can create

claim set ups as well as review claims and invoices before the CCM’s approval (e.g.: Medical Administrative Assistant).

Q: What is a Cost Center Manager (CCM)?

A: A CCM provides final approval of the claim or invoice prior to payment. A CCM must have cost center signing

authority (e.g.: Executive Medical Director, Department Manager).

Q: Who do I contact for assistance with the claim set up I received?

A: Should a correction be needed, refer to the Submission Address section of a claim form to view the contact name,

telephone number and email address.

Q: A claim setup was sent to me, but I no longer see it in my claims to complete.

A: Your claim setup may have expired. Contact the delegate who set up your claim to confirm that the “Don’t allow

claims after” date is current.

Q: I have entered all information requested for required fields. When I click Save all information

disappears, fields show red asterisk (*) and I cannot continue.

A: Check GST field in Provider Information section (click if section collapsed). If there is an error message, call

Physician’s Compensation to confirm correct GST # is on file.

Frequently Asked Questions –

Claims/Invoices

Q. I am ready to submit my claim, but I cannot find any claim set up for me?

A. Claim set ups are created by the person responsible for the meeting or committee. Please contact them directly

to find out when your claim set up will be available.

Click here to return to Table of Contents

Q: What type of claims can be processed using PIP?

A: 1. Locum travel, accommodation and expense claims

2. Committee meeting time and travel expense claims

3. Rural Continuing Medical Expense (RCME) claims (for those eligible for this reimbursement)

4. Reverted RCME for rural communities with eligible funding as supported by the local Medical Advisory

5. Committee

6. Physician Engagement Claims – New starting in 2017/2018

Q: What type of invoices can be processed using PIP?

A: 1. Administrative Contracts

2. Clinical Service Contracts

3. Sessional Contract

Q: How can I attach receipts/documents to a claim or invoice if I do not have access to a scanner?

A: Detailed instructions are included in the Navigation Instructions section of how to take a picture of

receipts/documents with your phone, save them to your computer and attach to your claim or invoice.

Frequently Asked Questions –

Claims/Invoices (cont’d)

Access to PIP Outside Interior Health facility use PIP icon on Interior

Health Anywhere desktop.

Inside Interior Health – PIP is located on the Application Portal (found on your desktop) under the Physician Tab

Log in using your Interior Health mnemonic and password

Log In

Interior Health Mnemonic & Password


Your MOA as Your Delegate

This section will detail how to add your MOA as your

delegate to complete claims and/or invoices on your

behalf.

An MOA is allowed access to a provider’s claim and

invoice forms through their own PIP account (Using

their own Interior Health Mnemonic and Password.

Your MOA is Your Delegate (cont’d)

An MOA may prepare/complete required claim/invoice information and upload receipts/documents to a claim or invoice form on behalf of a provider.

An MOA does not have access to submit a provider’s claim/invoice from their MOA account. Once a provider’s claim/invoice form has been completed by an MOA, a provider must sign on to their own PIP account, provide an electronic signature by clicking I Accept and Submit to send

the claim or invoice on for approval.

Adding Your MOA to Your Account

1. Provider must sign on to PIP account.

2. From My List, select My Provider Profile and

MOA Access.

3. Click on link under Form Number column.

4. Your Provider (Active) profile is displayed.

Provider information needs update?

Call your Credentialer directly.

Who do I call regarding GST #:

Call Physicians Compensation at

(250) 862-4113

5. From Provider (Active) Profile, scroll down to

Authorized Medical Office Assistants section.

6. Click More to create a line for MOA access to your

PIP account.

7. Browse for MOA by last name:

Start typing MOA’s last name, click look up

tool Select name from list provided using select

button

Email [email protected] or call (250) 862-4113 (press 4 for claims) if MOA’s name is not listed.

Remove MOA access:

1. From provider profile, scroll down to Authorized Medical

Office Assistants section

2. Change MOA status column to Inactive using drop down

menu (select line MOA is listed on).

3. Click Save at bottom of screen.

4. Click x button to left of MOA you have inactivated and

want to remove.

5. Click OK to confirm you want to delete MOA’s access.


Travel & Meeting Claims

• To claim expenses for travel and meeting attendance a

claim setup must be created by a Cost Center

Manager (CCM) or their delegate. Once created, a

claim form is electronically sent to you (via your

preferred) email for you to complete.

• You will receive an email notification that you have a

claim form “waiting for your creation”. Itemized

receipts along with appropriate supporting

documentation (e.g.: accommodation, meals, parking,

etc. ) must be scanned and attached (uploaded) to

your claim form.

Creating Your Travel & Committee

Claim 1. Select “New”

2. Locate the claim

and select to start

your claim.

Entering Your Claim Info

Travel Details

1. Enter Traveling From and To from drop down menu

selections provided. Enter Departure Date & Arrival

Date (these will be the same date in most cases). Use calendar

icon

2. If travel destination is not available in drop down

menu, choose Other and manually type entry

3. Enter date meeting took place using the calendar

icon, meeting start and end time, type of time,

(preparation, meeting, other), and description of

meeting (e.g.: HAMAC – April 2017, RMAC – April

2017, etc.). Hours payable field is automatically

calculated based on meeting start and end time

entered.

4. Add a line using More button if claiming meeting

time and preparation time for the meeting

5. Enter ALL travel and accommodation

expenses (hotel, meals, other

transportation, vehicle rental, etc.).

Each expense is a separate line – use the

More button to add additional lines.

Use Notes column as required.

6. Mileage is automatically calculated when

town/city is within Interior Health and is

selected in drop down menu in To and

From fields.

7. A manual mileage calculation must be

entered if town/city is not listed in the drop

down menus - Select Other from drop

down menu and manually enter city/town

traveling To/From.

8. Enter mileage calculation (use Google

Maps, a copy must be uploaded to your

electronic claim form in Comments &

Attachments section – see next slide)

Note: Manual calculations are community to community not address

to address using Google Maps.

Example of Google Maps

Claim Summary

9. Shows the total amount claimed for

expenses

Attaching Documents

10. Before you can attach any receipts or documents you MUST SAVE – this will refresh the page and enable the Browse button to appear in the comments and attachments section.

11. Go to: Comments & Attachments

Your receipts & documents are attached in this section. Scan and save receipts and/or documents to folder of your choice (or desktop).

12. Click Browse - Choose the attachment you

wish to attach from where you have it

saved.

13. Click Open.

Signing Your Claim

14. Provider Declaration

Clicking the I Accept box is considered

your electronic signature for your claim

submission

Save & Submit 15. Before you submit your claim – hit

save to refresh the screen and ensure you have no warning messages.

16. Once you have completed your claim fully you can now select Submit.

17. Note: This claim will now appear in your Claim (Pending Interior Health Review) in My List.


RCME & Reverted RCME Claims RCME claim forms are created/initiated by you (or your MOA) and

submitted electronically for review, approval, and payment. In PIP you

can also view your current banked RCME.

To complete either an RCME or Reverted RCME claim you will

require:

Certificate of Course Completion

Applicable dates of travel and attendance

Itemized receipts (airfare, hotel, transportation, etc.) - scanned

and saved to your desktop.

LMAC minutes approving expense or email from Chair (for

Reverted funds only)

Note: To see your RCME Balance, go to “My contracts in “My List” click on

provider name and under “RCME” you will see Total Available (See Below)

Create RCME claim

1. Select “New”

2. Select RCME

Enter claim description: Type of course, date,

location (e.g.: ACLS Course, May 2, 2017

Kelowna).

Entering Your Claim Info

Entering Expenses

In order to request reimbursement for expenses,

each expense must be entered in the correct section

of a claim form. Interior Health reimbursement

criteria must be observed for all expenses being

claimed. Itemized receipts must be attached

(uploaded) in the Comments & Attachments section.

Entering Expenses (Cont’d)

1. Enter ALL travel and accommodation expenses

(hotel, meals, other, transportation, vehicle

rental, etc.).

Each expense is a separate line. Use Notes

column as required & use More to add

additional lines.

Travel Details

2. Enter From and To destinations from drop

down menu.

3. Enter Departure Date & Arrival Date (these

will be the same date in most cases). Use

calendar

icon

4. If travel destination is not available in drop

down menu, chose Other and manually type

entry




From fields





traveling To/From.




Attachments section – see next slide.)



Claim Summary


expenses

Attaching Documents






saved.

12. Click Open.

Signing Your Claim




submission

Save & Submit

14. Before you submit your claim – hit save to refresh the screen and ensure you have no warning messages.




Locum Claims

In order for you to submit a locum claim

electronically, the Site Medical Admin Assistant

(MAA) will create a claim set up.

Once a claim set up has been created, you will

receive an email notification that you have a claim

form available for you.

Locum Claims (Cont’d)

Itemized receipts and supporting documents

(e.g.: Google map printout) must be attached to

your claim form electronically.

When you have entered all required

information (and attached appropriate

documents) on your electronic claim form, you

may submit it for review, approval and payment.

Create your Locum claim

1. Select “New”

2. Select Locum Claim

1. Confirm correct information has been

entered. Under Claim Information and Locum

Details. If corrections need to be made,

contact the MAA.

Create your Locum claim (Cont’d)

2. Enter Traveling From and To from drop

down menu selections provided. Enter

Departure Date & Arrival Date (these will

be the same date in most cases).

3. If travel destination is not available in drop

down menu, choose Other and manually

type entry

4. Enter ALL travel and accommodation

expenses (hotel, meals, other

transportation, vehicle rental, etc.).

Each expense is a separate line.

Use Notes column as required & More to

add additional expense lines.




From fields





traveling To/From.




Attachments section – see next slide)



Claim Summary


expenses

Attaching Documents






saved.

12. Click Open.

Signing Your Claim




submission

Save & Submit 14. Before you submit your claim – hit save to

refresh the screen and ensure you have no warning messages.




Sessional Invoices

1. To create a new invoice

select “New”

2. Select the invoice type by clicking on the highlighted (blue) invoice type

3. This will open the window below—fill in the appropriate dates, type of hours and category

4. You may add more lines by selecting More— use a new line for each type of hour or category

5. If you are required to provide metrics or any

other information to support your invoice—

you will enter that information in Provider

Notes (see below)

6. Click Save at bottom of screen—you must

Save before you can “sign” and submit the

invoice

7. Once you have Saved and the screen has

refreshed you can “sign” by ticking the

I Accept box (see below)

8. When you have submitted your invoice it will move in My List to Pending Interior Health Review

My List will show where your invoice is at any time during the approval and payment process. Once your invoice has been approved it will move into Scheduled for Payment (which means it is with Physician Compensation for review and payment) and then subsequently you will see it move to Paid.


Administrative Services Invoices

1. To create a new invoice

select “New”


3. This will open the window on the next slide —fill in the appropriate dates

4. You may add more lines by selecting More — you can

add as many lines as needed

5. If you are required - enter the number of weeks you

provided services (If you don’t work, you must enter 0

weeks i.e.: Holidays)

6. If you are required to provide metrics or any other

information to support your invoice - you will enter

that information in Provider Notes

7. Click Save at bottom of screen—you must

Save before you can “sign” and submit the

invoice


refreshed you can “sign” by ticking the I Accept

box (see below)

9. When you have submitted your invoice it will move in My List to Pending Interior Health Review



Clinical Services Invoices

1. To creat a new invoice

select “New”


3. This will open the window on the next slide —fill in the appropriate dates

4. Review special instructions included on your invoice.

5. You may add more lines by selecting More - you can add as many lines as needed. If you have subcontracted hours - please ensure you enter the MSC number for the subcontractor as well as their name. If you are required to provide metrics or any other information to support your invoice - you will enter that information in Provider Notes (see below)

6. Click Save at bottom of screen—you must Save

before you can “sign” and submit the invoice


refreshed you can “sign” by ticking the I Accept

box (see below)

8. When you have submitted your invoice it will move in My List to Pending Interior Health Review.



Contact Information

For In Person Training

Opportunities:

Kinga Heming [email protected]

250-469-7070 x12799

Contact Physician Compensation

at the email addresses below or

Call (250) 862-4113:

Sessions Contracts:

[email protected]

Phone option 2

Admin and Clinical Service

Contracts:

[email protected]

Phone option 3

Claims:

[email protected]

Phone option 4

Guide to PIP (Physician Invoice Portal) - · PDF fileFrequently Asked Questions -General Q:...

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