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How-to Guide: The Motivity Billing Module

This quick guide walks you through how to use the Billing Module to review (scrub) rendered services and post invoices.

Overview

The Motivity Billing Module is a powerful system designed to automate the therapy billing lifecycle. This guide will walk you through moving rendered services from unbilled to a posted invoice, reducing manual effort and improving RCM accuracy.

Unbilled Services

Start here to identify all services that are ready to be billed.

  • Check Your Date Range: Motivity defaults to showing the past 12 months.
  • Adjust the End Date: Before batching, ensure the End Date reflects a window where all sessions are fully completed.
    Pro-Tip: Avoid selecting today’s date if sessions are still actively occurring.
  • Monitor the Dashboard: Use the Tiles at the top of the screen to quickly see total unbilled hours, upcoming deadlines, and overdue entries.

Generating Batches

Generating a batch is your "pre-scrubbing" phase where you prepare claims for review.

  1. Select Payer Type: Choose a category (e.g., Commercial, Military) to see specific Funding Sources.
  2. Filter by Payer: We highly recommend generating batches for one specific payer at a time rather than "All Commercial." This makes troubleshooting errors much simpler.
  3. Generate: Click the blue Generate Batch button (top right), then select Yes on the confirmation pop-up.
  4. Automatic Transfer: Your batch will now automatically move to the Unposted Batches page.

Note: When you return to the Unbilled screen for a second batch, reset your date range. The system will default back to the one-year view.

Unposted Batches (Error Scrubbing)

This is where Motivity proactively flags missing diagnosis codes, expired authorizations, or credentialing gaps to prevent denials.

  1. Identify Errors: Look for the Red Bubble in the "Errors" column. The number inside indicates how many issues need your attention. 
    1. If you see error flags, don’t worry. This is a good thing! The system is designed to catch potential issues before you submit your claim. These alerts help you fix small mistakes now so you can avoid delays or corrections later.
  2. Review Details: Click the claim line, then select the Errors Tab on the right. Click the Information Icon within a category to see exactly where the error originated.
  3. Fix & Regenerate: * Workflow Hack: Duplicate your browser tab. Use one tab to navigate to the patient or provider profile to fix the error, and keep the other on the Errors screen for reference.
    1. Once fixed, return to the batch and click Regenerate Batch to refresh the data.
  4. Ready to Post: A Green Invoice Icon means the claim is clean and ready for submission.

Posting the Claims

Select your clean claims using the checkboxes and click the Green Post button:

  • Post to Clearinghouse: Use this if you are integrated with a clearinghouse for direct submission.
  • Post in System: Use this for internal record-keeping or manual invoicing.

Posted Invoices

This is the central repository for every claim in your system.

  • Track Revenue Aging: The boxes at the top show your revenue across aging buckets (e.g., 0–30 days, 31–60 days).
  • Manage Views: The page defaults to "Open Invoices." To see paid or closed claims, toggle “Show Open Only” to No.
  • Filter & Find: Use the dropdowns to filter by Status (e.g., Rejected, Reconciled), Funding Source, Patient Name, or Batch.

Next Steps

Now that your claims are posted, you can finalize payments, reconcile ERAs, and manage denials in the Collections Module.

[Click here to learn how to utilize the Collections Module.]

 

Last Updated: 3/3/26 by Tatum Winslow