Set Up Billable Staff

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When new staff joins your Agency, if they are rendering billable services, it is necessary to set them up as a billable staff member within the Billing Engine. The staff member profile you have created for the user in NSS will create an Employee and Staff entry within the Billing Engine. So that you do not receive Bill Status errors when converting Services into Line Items, you must complete the 3 steps below to make them recognized as billable staff members in the Billing Engine.

Table of Contents

Step 1: Employee Contractor Form Setup

1. Navigate to the Employee/Contractor List: Maintenance and Setup > Employees > Employee/Contractor > Employee/Contractor.
2. Select the staff member that you want to make billable, and click the Ok button.

1. Click the Edit button.
2. On Page 1, enter the staff member's NPI number into the NPI No. field.
3. In the 837 Code Qualifier field, enter XX. This field indicates there is an NPI # to go on claims.

1. Click the Save button, and proceed to Step 2: Staff Form Setup.

Step 2: Staff Form Setup

1. Navigate to the Staff List: Maintenance and Setup > Employees > Staff > Staff.
2. Select the same staff member, and click the OK button.
3. Click the Edit button.

1. Complete the following fields for the billable staff member.

• Discipline Code: Select their discipline.
• License Type: Select their credentials.
• (Optional) Taxonomy Code: Enter a taxonomy code at the provider level.
• (Optional) Supervisor ID: Depending on your Agency’s setup, this may or may not be required if the billable staff member is billed under a Supervising Clinician. The typical workflow to capture this information is through NSS Clinical via Form routing or via a Rendering Provider drop-down menu within Clinical.
• (Optional) Department ID: This field is informational and is used on the Transactions Report.

1. Click the Save button, and proceed to Step 3: Staff Enrollment Setup.

Step 3: Staff Enrollment Setup

1. Within the Staff Form, click the Staff List button to return to the Staff List.

1. With the Staff Name still selected, click the Auto-Enroll button. This functionality enrolls the staff member in all Party Types.

1. A window is displayed, Process Complete! Click the Ok button.
2. To review or edit information that was auto-enrolled for each Party Type:
   1.      Click the Enrollment List button.
   2.      Highlight a Party Type.
   3.      Click the Ok button.
   4.      Click the Edit button.
   5.      Make edits if necessary and then click the Save button.