After a claim is submitted, you are usually waiting on the payer, and that is when a claim is easiest to lose track of. Comments give your team a shared record of every update, and a follow-up date marks when to check the claim next. You can set follow-ups yourself or let Carepatron add one to each claim when it is submitted.
This article is for anyone on your team with billing access. If you cannot see the Comments tab or the claim settings described below, contact your workspace admin.
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Leave a comment on a claim
Use comments to record what has happened on a claim, such as a call to the payer, so whoever picks it up next sees the latest update first.
Go to Billing, open the Claims tab, and open the claim you are working on.
Open the Comments tab and add your update, for example "Waiting on updated authorization".
Once the issue is dealt with, mark the comment as resolved to keep the list tidy.
Note: Comments show newest first, and each one records who added it and when. You can edit your own comments, and anyone on your team with billing access can add theirs.
Set a follow-up date
A follow-up date flags when you next need to check on a claim. You can set one on its own or add it at the same time as a comment.
Open the claim from Billing and the Claims tab.
Set a follow-up date on its own, or add one while you write a comment.
Choose the date you next need to check whether the payer has responded.
Important: Each claim has one follow-up date. Setting a new date replaces the old one, and posting a payment against the claim clears it automatically.
Work through due and overdue claims
Your claims list shows where each follow-up stands, so you can work through everything that needs chasing today without opening every claim.
Follow-up set → Due soon → Overdue (the date has passed and changes colour on your list).
If a payment is posted against the claim at any stage, its follow-up date clears.
Follow-up date: The next date to check the claim, shown on each row and coloured once overdue.
Follow-up set filter: Shows only the claims that currently have a follow-up date in place.
Due soon filter: Shows claims whose follow-up date is coming up, so you can plan ahead.
Overdue filter: Shows claims whose follow-up date has already passed and that still need chasing.
Comments column: A count of comments on the claim and a preview of the latest one.
Turn on automatic follow-ups
If you would rather not set dates by hand, Carepatron can add a follow-up date to each claim when it is first submitted.
Go to Settings, then Insurance, then Claims to open your claim settings.
Turn on automatic follow-ups so each claim gets a date when it is submitted.
Choose how many days after submission each follow-up date should fall.
Choose how many further days an unpaid claim waits before it is marked overdue.
Choose whether follow-up reminders arrive in the app, by email, or both.
Note: Reminders go to the person who created the claim.
Frequently asked questions
What happens to a follow-up date when the claim is paid?
It clears automatically. Posting a payment against the claim removes its follow-up date, so it no longer appears as due or overdue.
Who receives follow-up reminders?
The person who created the claim. They receive reminders in the app, by email, or both, depending on your claim settings.
Can a resolved comment be reopened?
Yes. Resolved comments stay on the claim for reference, and anyone can reopen one if the issue comes up again.
Our team is here to help with any questions or concerns. Just open a conversation through the Help channel in your workspace, or reach out to support@carepatron.com.