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Work the Billing Work Queue and submit claims

how-to ⏱ 8 min read Billing Updated 2026-07-01

The Billing Work Queue is the biller's daily home. It is a calendar-synced readiness board: one row per encounter (appointment) in your date range, showing the visit, the progress note, and billing readiness side by side so you can see exactly what is blocking each claim. It is not a claims-processing gate — it surfaces where each encounter stands and gives you the actions to move it forward.

Before you start

Work Queue columns

Navigate to /facility/{facility_uuid}/billing/work-queue. Each row is an encounter:

Column Description
Patient Patient name.
DOS Date of service (the appointment date).
Visit Status Derived: Scheduled · Seen · Not Seen · No Show · Cancelled.
Note Status Derived: No Note Started · Draft Saved · In Progress · Completed · Signed.
Billing Readiness Derived: Not Ready · Pending Provider Completion · Pending Signature · Ready for Billing · Billing in Progress · Billed · Not Billable.
Claim Status The biller-set status on the claim (if a claim exists). See the values below.
Charges Total charge on the claim, if one exists.
Provider The rendering clinician.
Blocking Reason Why the encounter isn't ready (e.g. "Note not completed", "Draft saved", "Patient not seen").
Biller Notes An internal note you can edit inline on each row.
Actions Open Chart · Edit · Review · Notify (see below).

Billing Work Queue — calendar-synced encounters with readiness

The Work Queue. Visit, Note, and Billing Readiness are derived from the encounter; Claim Status is set by the biller.

How readiness is derived

You don't set Visit, Note, or Readiness — they come from the encounter:

The Blocking Reason column tells you exactly what to chase.

Claim Status values

When a claim exists, set its status from the Claim Status dropdown on the row. The available statuses are:

Eligibility Needed · Ready · In Progress · Flag Clinical · Hold · Billed · Paid · Denied · Appealed · Corrected · Partial Pay · Patient Responsibility · Write-Off · Void · Needs Coding

Changing a status is recorded in the claim's history; some transitions (for example Flag Clinical) surface a warning.

Filtering the queue

Filters stack — combine any of:

Filter Options
Search Patient or provider name / email.
Date of Service Start and end date (defaults to the last 30 days).
Appointment status scheduled · confirmed · in_progress · completed · no_show · cancelled.
Visit status Scheduled · Seen · Not Seen · No Show · Cancelled.
Note status No Note Started · Draft Saved · In Progress · Completed · Signed.
Billing readiness Ready for Billing · Pending Provider Completion · Pending Signature · Billing in Progress · Billed · Not Billable.
Claim Status Any of the 15 claim statuses above, or No Claim.
Payer Any payer present in the current results.
Claim Age Not Submitted · 0–30 · 31–60 · 61–90 · 90+ days (measured from the claim's submission date).

Quick presets above the table jump to common views: Ready, Pending Doc, Pending Sig, No Show, and Not Seen, each with a live count.

Steps — work your day

  1. Open the Work Queue. Sidebar → Billing → Work Queue, or navigate to /billing/work-queue.
  2. Set your date range and click Apply. The queue defaults to the last 30 days.
  3. Use a quick preset. Click Ready to see encounters ready to bill, or Pending Doc / Pending Sig to see what's waiting on the provider.
  4. Read the Blocking Reason. For anything not ready, the column tells you what's missing.
  5. Open the chart if you need context. Click Open Chart to review the patient.
  6. Nudge the provider when the note is the blocker. Click Notify to record a provider reminder — it also posts an in-app notification, a message in the encounter's team-chat thread, and a Slack nudge. (Notify is available only when the visit is Seen and the encounter isn't already ready or billed.)
  7. Review a claim's coding. When a claim exists, click Review to open the Coding Review drawer.
  8. Edit a claim. Click Edit to open the claim in the claim form (/billing/new). See Submit a claim.
  9. Set the Claim Status. Use the row's Claim Status dropdown as the claim progresses (Ready, Billed, Paid, Denied, etc.).
  10. Add a biller note inline in the Biller Notes column for anything your team needs to track.

Bulk actions

Select the checkbox on any rows that have a claim, then use the bulk action toolbar to apply a Claim Status to all selected claims at once. Changing filters or the date range clears the selection so stale claims can't be batch-updated by mistake.

Refresh, export, and the calendar

Result

At the end of your session, the Ready for Billing preset should be worked down, encounters waiting on the provider have a Notify on record, and each claim carries the correct Claim Status. Claims submitted to the payer flow through Stedi and post back as ERAs — see ERA posting.

Troubleshooting

Symptom Likely cause What to do
Encounter not in the queue Outside the selected DOS range, or the appointment status is filtered out Widen the Date of Service range and clear filters.
Readiness stuck at Pending Provider Completion Note is signed but the progress note hasn't generated Click Notify to remind the provider.
Readiness is Not Billable Patient was No Show / Not Seen, or the note isn't complete Confirm the visit actually happened and the note is finished.
Notify is disabled Visit isn't Seen, or the encounter is already ready/billed Notify only applies to seen encounters still awaiting documentation.
No Claim Status dropdown on a row No claim exists yet for that encounter A claim is created from the completed visit or via Edit → the claim form.

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