Adding a New Billing/Pay-To Address

1. Accessing the Billing/Pay-To Address Settings

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to the Settings Section:
   • Click on the Settings icon from the dashboard.
3. Open Billing/Account Settings:
   • In the settings menu, select “Billing/Account.”
4. Access Billing/Pay-To Address:
   • Click on “Billing/Pay-To Address.”
   • To add a new address, click the “New” button.
   • The Address Editor window will appear.

2. Entering Billing Address Details

1. Select the Provider:
   • Click the dropdown menu next to “Employee” and select the provider for whom you are creating the billing/pay-to address.
2. Address Name:
   • Enter the name associated with the billing address.
   • Typically, this would be the clinic name or the provider’s business name.
3. Setting as Default Billing Address (Optional):
   • If this address should be the default billing address, check the box labeled “My Default Billing Address.”
4. Street Address:
   • Enter the full street address of the office or the address that the insurance company has on file.
   • Important: P.O. Boxes and lockboxes are NOT allowed as billing addresses.
5. ZIP Code:
   • Type in the 5-digit ZIP code for the street address.
   • Once entered, the City options will appear automatically.
   • Select the correct city, and the State will auto-fill.
6. Phone Number:
   • Enter the phone number associated with the billing address.
7. Tax ID or Social Security Number:
   • In the “Tax ID” field, enter the Tax Identification Number (TIN) or Social Security Number (SSN) used on claims (commonly found in Box 25 on claim forms).
8. NPI (National Provider Identifier):
   • Enter the provider’s individual NPI number.
9. SSN or EIN Selection:
   • Use the dropdown to indicate whether the number entered in the Tax ID field is an: 
     • SSN (Social Security Number)
     • EIN (Employer Identification Number)

3. Adding Group Billing Information (If Applicable)

1. Group Billing Name:
   • Enter the Group Billing Name (usually the clinic or practice name).
   • Optionally, you can include “(Group)” in parentheses for clarity.
2. Group Billing Tax ID:
   • Input the Tax ID used for group claims.
   • This can sometimes be the same as the individual provider’s Tax ID.
3. Group Billing NPI:
   • Enter the Group NPI (this is typically different from the individual provider’s NPI).

4. Handling Pay-To Address (If Different from Billing Address)

1. Same as Billing Address:
   • If the pay-to address is the same as the billing address: 
     • Check the box labeled “Same as Billing Address.”
     • The pay-to address section will auto-fill with the billing address details.
2. If Pay-To Address is Different:
   • Uncheck the “Same as Billing Address” box.
   • Enter the unique payment address details manually.

5. ZIP Code Extension Requirements

1. ZIP Extension Warning:
   • If you receive a warning like “ZIP extension cannot be empty,” it means you need to provide the 4-digit ZIP extension.
2. Finding the ZIP Code Extension:
   • Go to the USPS ZIP Code Lookup Tool online.
   • Click on “Find by Address.”
   • Enter the following: 
     • Street Address
     • Apartment/Suite Number (if applicable)
     • City
     • State
     • 5-digit ZIP Code
   • Click “Find.”
   • Select the correct result and copy the 4-digit extension.
3. Entering the ZIP Extension:
   • Paste the 4-digit ZIP extension into the ZIP field in the Address Editor.
   • If the warning still appears: 
     • Uncheck and recheck the “Same as Billing Address” box to refresh the data.
     • Ensure both billing and payment address sections have the ZIP extension filled.

6. Saving the Billing Address

1. Final Review:
   • Double-check all entered information for accuracy: 
     • Provider selection
     • Address details
     • Tax ID, NPI, and Group Billing Information (if applicable)
     • ZIP Code and ZIP extension
2. Save the Address:
   • Click the “Save” button.
   • If no errors appear, the new billing/pay-to address has been successfully added.

7. Troubleshooting Common Issues

• ZIP Extension Error:
  • Ensure both the billing and payment address fields include the 4-digit ZIP extension.
  • Use the USPS lookup tool if unsure of the correct extension.
• Unable to Save:
  • Verify all required fields are filled out, especially those marked with an asterisk (*).
  • Check for typos in Tax ID, NPI, and phone number fields.
• Address Not Displaying Correctly:
  • Refresh the page after saving.
  • Confirm that the default address checkbox is correctly set if applicable.

8. Best Practices

• Verify Address Accuracy:
  • Always cross-check the billing address with official documents or insurance records.
• Use Legal Entity Names:
  • Ensure the billing name matches the legal entity name used in insurance claims.
• Keep Information Updated:
  • Regularly review and update billing addresses to avoid claim rejections.