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Set up a billing provider

A billing provider is the provider or company that appears on billing records for services delivered through your organization.

Billing provider details usually include the legal provider name, National Provider ID (NPI), federal tax ID, taxonomy code, and billing address.

Before you start​

You need:

  • An organization. See Set up an organization.
  • Admin access to add a billing provider.
  • The billing provider's legal name.
  • The National Provider ID (NPI), federal tax ID, taxonomy code, and billing address when available.

Choose a billing provider setup workflow​

Billing providers are set up manually in RehabAlpha.

Use manual setup when you need to add a billing provider's legal name, billing identifiers, and billing address. The import tool does not create billing provider records.

Manually create a billing provider​

  1. Open Billing providers.
  2. Click New billing provider.
  3. Enter the billing provider Name.
  4. Enter the National Provider ID (NPI) when available.
  5. Enter the Federal Tax ID when available.
  6. Enter the Taxonomy code when available.
  7. Enter the Billing address, including street address, city, state, ZIP code, and ZIP+4 when available.
  8. Add tags or notes when helpful.
  9. Click Save.

RehabAlpha creates the billing provider and adds it to the organization's billing provider list.

Add billing identifiers​

Use the billing provider's official billing identifiers when you have them.

  • National Provider ID (NPI) identifies the billing provider.
  • Federal Tax ID identifies the tax entity used for billing.
  • Taxonomy code describes the provider type or specialty.

Keep these identifiers on the billing provider record instead of repeating them in notes or facility setup.

Add the billing address​

Use the billing address where billing records should identify the provider.

  1. Open the billing provider.
  2. Click Details.
  3. Click Edit.
  4. Find Billing address.
  5. Enter the street address, city, state, ZIP code, and ZIP+4 when available.
  6. Click Save.

ZIP+4 requires a ZIP code.

Manage billing provider details​

  1. Open Billing providers.
  2. Find the billing provider in the list.
  3. Click the billing provider name.
  4. Click Details.
  5. Click Edit.
  6. Update the basic details, billing address, tags, or notes.
  7. Click Save.

Changing a billing provider's name or identifiers affects how that billing provider appears anywhere it is used in RehabAlpha.

Manage billing provider settings​

  1. Open the billing provider.
  2. Click Settings.
  3. Update the available settings for that billing provider.

Depending on your permissions, the settings page may include danger-zone actions.

You should know​

Only admins can add or delete billing providers.

Do not delete a billing provider if it is still needed for billing, invoices, claims, contracts, or reporting.

Create separate billing provider records when your organization bills under different legal providers, NPIs, tax IDs, taxonomy codes, or billing addresses.

Frequently asked questions​

Is a billing provider the same as a facility?​

No. A facility is where care is delivered. A billing provider is the provider or company identified for billing. One organization may have one billing provider or multiple billing providers depending on how billing is structured.

Is a billing provider the same as a therapist or physician?​

No. Therapists and physicians are people who appear in clinical, scheduling, signature, or staffing workflows. A billing provider is an organization-level billing record.

Can I create more than one billing provider?​

Yes. Create multiple billing providers when your organization needs distinct billing identities, such as different legal names, NPIs, tax IDs, taxonomy codes, or billing addresses.

Where do I enter payor or patient coverage details?​

Enter payor details in Payors and patient-specific coverage details on the patient's Coverages page. Billing provider records should store the provider identity used for billing.

What to do next​

After the billing provider is set up, continue setting up facilities, payors, and patients.