Aside from the standard flow of a payment going from New -> Printed -> Received -> Authorized -> Processed, there are additional statuses that a payment can be switched into for unique situations.

Returning a Paper Payment

In situations when a provider submits a physical timesheet with errors, you may want to return it so that necessary corrections can be made. Within the Operation menu, there is a button labeled as Return, which will prompt you to select a Reason as to why you are performing this action and change the status to Returned once completed.

From there, anyone viewing this ID will be able to see that a resubmission is pending and the Returned reason in the system log and reports. Once the provider resubmits, you can then manually change the status to Received once more from the Receive or Change Status button in the same Operation menu.

Returning a Digital Payment

In cases when the provider has submitted incorrect times or submitted too early through CareConnect, there is an additional step to allow the provider to resubmit the timesheet through CareConnect.

 

First, follow the same step for paper timesheets to change the status of the payment to Returned (Operation > Return). Then, you will need to access the CareConnect tab of the Provider record.

From the Claim & Time Sheet subtab, click the "Revert" button next to the payment that you want to allow the provider to resubmit to complete the return process and allow them to modify their timesheet.

❗️NOTE: Access to the Revert button is a permission-based feature that may not be available to all users. Please consult your agency administrators for assistance if you do not see this action on a Received payment.

Hold, Void, and Not Payable

There can be a variety of reasons why a payment should not be processed right away or should not be paid out at all, which CC4 is able to help you keep track of through its Processor Hold, Not Payable, and Void statuses.

When there is a situation that causes a delay in processing, we recommend using our Hold button in order to change the status to Processor Hold until the matter has been resolved. Clicking this will open a pop-up which will ask you for the Reason why the payment cannot be committed yet, which will be saved for future reference.

If a payment will never be exported out by your agency (for example, if the provider submitted after a fiscal year deadline), we advise your team to change this ID's status to Not Payable to ensure that this record is never processed. In order to do so, you will need to use the Change Status button, select Not Payable and hit Save.

Finally, a payment can be set to Voided status, which means that it should not exist at all and will be hidden from view. Most cases of this are when a care is shortened or deleted, which the system will automatically prompt case specialists to void payments outside of the new certification period. However, if the specialist skipped this step, or if a different situation arises where an ID needs to be removed, you can use the Void button in the Operation menu.