When You’ll Use This Article
Use this article when you need to:
Complete your facility’s monthly billing closeout
Resolve Errors and Warnings for the month
Navigate directly to tasks requiring action
Confirm that all documentation and signatures are submitted
Overview
Monthly closeout follows a predictable and repeatable workflow. This article outlines the exact steps to complete each month successfully, from reviewing alerts to verifying all required documentation is submitted.
Step-by-Step Monthly Closeout Workflow
Step 1 — Open the Monthly Closeout Alerts Page
Navigate to Documents → Monthly Closeout Alerts.
Ensure Monthly is selected (not Weekly).
Use the month and year filters to choose the cycle you are closing.
Step 2 — Open the Alerts for the Selected Cycle
Locate the row for the correct Cycle Date.
Click the arrow in the Action column.
This opens detailed alerts that must be reviewed.
Step 3 — Review the Visual Summary
At the top of the page, confirm:
Total Alerts
Errors (must be resolved)
Warnings (review but not blocking)
Ignores (no action needed)
Top alert themes
Top alert owners
This gives a high-level view of what needs attention.
Step 4 — Work Through All Errors First
Errors must be cleared before closeout is allowed.
Common actions include:
Completing overdue documentation
Adding missing signatures
Resolving incomplete billing following an evaluation
Closing Episodes of Care when needed
Adding required demographic fields (e.g., SSN)
Tip: Use Filters → Errors to focus only on blocking items.
Step 5 — Use the Action Links to Resolve Alerts
In the Alerts Table, click the Action link on any row.
This will take you directly to the exact page where the task must be completed.
Complete the required documentation, signature, or update.
Return to the Alerts page and refresh; the alert will clear automatically.
Repeat until all Errors are resolved.
Step 6 — Review Warnings
Warnings do not prevent closeout, but it is best practice to review them for:
Missing physician e-signatures (depending on enterprise rules)
Progress Notes due soon
Documents approaching expiration
DORs may choose to clear these before or after monthly closeout depending on workflow expectations.
Step 7 — Confirm All Signatures Are Completed
Before closing the month, verify:
Therapist signatures appear in the My Signature Pending section of the Dashboard
Physician signatures are completed via the Physician Dashboard
Any required co-signatures are submitted
Missing signatures commonly cause closeout delays.
Step 8 — Verify No Remaining Errors
Return to the Monthly Closeout Alerts page and confirm:
Errors = 0
Warnings are reviewed or acknowledged
Ignores require no action
If any Errors remain, resolve them using the Action link.
Step 9 — Close the Month
When all Errors are resolved:
Return to the Monthly Closeout Alerts table.
Confirm the cycle status updates automatically.
Proceed with your monthly billing and reporting workflows.
Monthly closeout is now complete.
Important Rules
Errors must be cleared before the month can close.
Warnings do not block closeout but may still require review.
Alerts follow enterprise settings defined by regional leadership.
The Alerts page updates in real time as documentation is completed.
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