Waiversoft
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From delivered visits to claims

iBudget billing software with 837P claim files

Waiversoft turns the visits your caregivers delivered into Medicaid claims. Pick a month and the consumers, check what's flagged, and download an 837P claim file for the Florida Medicaid portal. Then mark each batch submitted and paid, so nothing is billed twice.

Part of every Waiversoft plan · See pricing

Billing
Oct 1 – Oct 31 · 4 consumers
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Ready to export
ConsumerVisitsUnitsAmount
Marcus Bell22352$2,059.20
Eleanor Whitfield18216$1,263.60
Devon Pierce9108$631.80
Ruth Calloway14168$982.80
3 consumers · 54 visits selected837P claim file (FMMIS upload)

How it works

Billing that starts from the visit

Claims are built from the same clock times, notes and authorizations your office already keeps, so the numbers on the claim match the record.

Units

Units from real clock times

Units come from the caregiver's clock-in and clock-out. A documented visit with no clock times bills on its scheduled times. Each authorization line says how it bills: by the quarter hour, hour, day, month or each. A quarter-hour visit is rounded to the nearest unit, so 8 minutes counts as one and 7 doesn't. A day service counts once per date, and a monthly service bills once the month is over.
  • Visits shorter than one unit are shown with the reason, not billed
  • Times the office entered or corrected are marked, apart from the caregiver's own clock
  • The charge is units times the rate on the authorization line
Clock-in to clock-out
Personal Supports
Mon, Oct 6 · 9:02 AM – 1:09 PM
16 units
Billed by: Quarter hour
Life Skills 1
Tue, Oct 7 · 2:00 PM – 2:06 PM
Under 1 unit
Billed by: Quarter hour
Life Skills 1
Wed, Oct 8 · 10:00 AM – 12:23 PM
10 units
Billed by: Quarter hour
Residential Habilitation
Wed, Oct 8 · Present that day
1 unit
Billed by: Day

Checks before billing

Problems show up before the claim does

Every visit in the period carries plain flags. The ones that matter hold the visit out of the claim file until fixed: no visit note, never clocked out, over 16 hours, or past your daily hour limit for the service. If your agency approves notes before billing, a visit waits until its note is approved. Each flag says where to fix it.
  • A "Has issues" filter shows only the consumers that need work
  • Extra time past the daily limit can be approved from the visit
  • Warnings like a missing rate or service code show on the visit line
Devon Pierce
Left out of this batch until fixed
Has issues
Note to approveThe visit note is waiting for approval.
Not clocked outClocked in but never clocked out.
Over daily limitPast the agency's daily hour limit for this service.
No visit noteA past visit with no note isn't a documented visit.
6 other visits this month are ready to bill

The 837P claim file

A claim file ready for the Florida Medicaid portal

Download an 837P to upload to the Florida Medicaid portal (FMMIS), or a claim entry worksheet laid out in the portal's order if you key claims by hand. Before the 837P is built, Waiversoft checks what each claim needs: a 10-digit Medicaid ID and PA number, procedure code, modifier, rate, date of birth, gender, ICD-10 diagnosis and service address. If something is missing, it lists it by consumer and builds nothing, so no one is left off by accident. New to how claims move from authorization to payment? Read our iBudget billing guide.
  • Claim setup on the web: NPI, Medicaid provider ID and trading partner ID, entered once
  • Claim preview on the web: every claim line, and why any visit was left out
  • Fixes are on the consumer's claim details or authorization
Fix these before the 837P can be built

The claim file includes every selected consumer or none, so nothing is left unbilled by accident.

Angela Morris
  • Missing primary diagnosis (ICD-10).
  • Gender must be M or F, as on the Medicaid file.
Carlos Mendoza
  • A visit on Oct 14 has authorization number “PA-2231” — Florida Medicaid PA numbers are 10 digits.
NPISaved
Medicaid provider IDSaved
Trading partner IDSaved
Billing addressSaved

Claims tracker

Know what's been sent and what's been paid

After you upload, mark the visits submitted with the date and a tracking number. When the payment arrives, mark them paid with the date, the claim's ICN and a remittance, check or EFT reference. The Claims page shows every visit you've sent, by date of service: awaiting payment, paid, or all.
  • Submitted and paid visits drop out of every future claim file
  • Unsubmit a visit to move it back to billing
  • Awaiting and paid totals for the visits you select
Claims
Awaiting paymentPaidAll
Marcus Bell
October visits · Submitted Nov 3
$2,059.20
Paid
ICN 2026310•••• · EFT •••81
Eleanor Whitfield
October visits · Submitted Nov 3
$1,263.60
Awaiting
Waiting for the remittance
Ruth Calloway
October visits · Submitted Nov 4
$982.80
Awaiting
Waiting for the remittance
$4,305.60 sent · $2,246.40 awaiting · $2,059.20 paid

Also in billing

The details billing days depend on

Pick single visits

On the web, include or leave out individual visits before you export.

Claim entry worksheet

A spreadsheet in the portal's order, for keying claims by hand or billing without an NPI.

No double billing

Once a visit is marked submitted or paid, it can't land in another claim file.

Approve before billing

An optional agency setting: visits aren't billed until their note is approved.

Any date range

Bill a month, a week or any period, for all consumers or a few.

Daylight saving counted right

A visit across a time change counts the real time worked, not the clock-face difference.

Billing pre-check with Coworker

Ask Coworker, the AI assistant, what would block a billing batch before you start.

Billing on the iPhone

Export the 837P or worksheet from the office iPhone app and send it by AirDrop, Files or Mail.

Getting started

Your first claim file

01

Set up claims once

Enter your NPI, Medicaid provider ID and trading partner ID, and check each consumer's claim details and authorization lines.

02

Pick the period

Choose the dates and consumers, fix anything flagged, and download the 837P.

03

Upload and track

Upload the file in the Florida Medicaid portal, mark it submitted, then mark it paid when the money comes in.

FAQ

Questions about billing

Does Waiversoft send our claims to Medicaid?

No. Waiversoft builds the 837P claim file, and you upload it in the Florida Medicaid portal yourself, or key the claims by hand from the claim entry worksheet. You stay in control of what's submitted.

Do we need an NPI to bill?

The 837P claim file needs your NPI. If you don't have one, leave it blank in claim setup and use the claim entry worksheet to key claims in the portal.

What if a caregiver forgot to clock out?

The visit is flagged "Not clocked out" and left out of the claim file. The office records the right time from the shift, and the visit is marked as office-entered.

Can a visit end up on two claims?

Not once it's marked submitted or paid. Those visits drop out of every later claim file. If you marked one by mistake, unsubmit it and it goes back to billing.

Do you bill per-day and monthly services like Residential Habilitation?

Yes. Each authorization line has its unit type: quarter hour, hour, day, month or each. Day lines bill one unit per date, and monthly lines bill once the month is over.

What does it cost?

Billing is part of the one Waiversoft plan, $20 per consumer per month. Office staff and caregivers are free.

More of the Waiversoft platform

Consumer recordsPlans, authorizations, notes and documentsCaregiver filesScreenings and trainings, tracked before they expireScheduling & EVVShifts matched to authorized unitsVisit notesNotes checked for compliance before you approveE-signConsents and agreements signed in the appPayrollPay from approved visits, with direct deposit files

Run the whole agency from one system.

Book a 20-minute walkthrough and see how agencies handle records, scheduling, EVV, notes, and billing in Waiversoft.

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