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Fees not Populating on Encounter

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In Kareo Practice Management, sometimes fees may not populate when entering charges in a new encounter. Here are some common issues that can cause this:

Contracts and Fees Effective Date

Ensure that the fee schedule effective start date is before the date of service for the encounter you are creating: 

  1. Click Settings > Contracts and Fees.
  2. Locate the fee schedule and open it.
  3. The Start Date should be a date before the date of service on the encounter.
  4. Change the start date to prior to the claim's Date of Service.
  5. Click Save & Submit.

Missing Procedure or Fee amount

Ensure that the procedure you are entering is added to your fee schedule and has a fee: 

  1. Click Settings > Contracts and Fees. 
  2. Locate the fee schedule and open it.
  3. Enter the procedure code in the Filter codes search bar and click Filter.
  4. If the procedure is there, confirm that it has a fee attached.
  5. If the procedure is not there, review article Add Fee Schedule for instructions.

Missing Providers

Ensure that the provider is associated with the encounter:

  1. Click Settings > Contracts and Fees. 
  2. Locate the fee schedule and open it.
  3. Is the provider listed under “Who will use these fees?”.
  4. If not, click + Add Providers and check the box next to the provider's name.
  5. Click + Continue.
  6. Click Save & Submit.

Missing Service Location 

Ensure that the service location is associated with the encounter:

  1. Click Settings > Contracts and Fees. 
  2. Locate the fee schedule and open it.
  3. Is the service location listed under “Where will these fees be used?”.
  4. If not, click + Add Locations and check the box next to the location.
  5. Click + Continue.
  6. Click Save & Submit.

Patient Case

Ensure the patient has an insurance case attached:

  1. Click Patients > Find Patients.
  2. Find the patient and open the record.
  3. Select the Cases tab.
  4. If the patient does not have an insurance attached to the case, review article New Patient Case for instructions.

Refresh Fees 

If you made any changes in your Contracts and Fees, you will need to refresh your fees on an existing encounter to populate charges: 

  1. Click Encounter > Find Encounter.
  2. Open the encounter.
  3. Right-click your mouse anywhere in the Procedures line.
  4. Click “Refresh All Fees".
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