Charge entry
Charge entry services
Charge entry is the step where each visit becomes a billable charge: the right patient, provider, date, codes, modifiers, units and fee, entered into your billing system. We enter and check charges, then submit claims the same day or within 24 hours of receiving them.
- Claims out within 24 hours of receiving charges
- Codes, modifiers and units checked against payer rules
- Works inside the EHR you already use
What it is
What charge entry is and why it matters
Charge entry turns the clinical record of a visit into the data a payer needs to pay the claim. If the charge is wrong, the claim is wrong.
A charge is built from the superbill or encounter note. It includes the patient’s demographics and insurance, the date and place of service, the rendering and billing provider, the CPT or HCPCS procedure codes, ICD-10 diagnosis codes, modifiers, units and the fee.
Most denials for missing or invalid information start here. A wrong subscriber ID, a missing modifier or a diagnosis that does not support the service will send the claim back. Accurate charge entry is the cheapest way to raise your clean claim rate.
The process
How charge entry works, step by step
- 01
Receive the charges
We pull signed encounters and superbills from your EHR, or receive them the way you already send them.
- 02
Check patient and insurance data
We confirm demographics, the payer on file, subscriber ID and eligibility, and whether an authorization or referral is required.
- 03
Enter codes and details
We enter CPT/HCPCS and ICD-10 codes, modifiers, units, place of service and provider information, linking each diagnosis to the right service.
- 04
Review against payer rules
We check the charge against the note and the payer’s rules, such as telehealth place-of-service and modifier requirements, bundling edits and unit limits.
- 05
Scrub and submit
The claim runs through clearinghouse edits and goes out the same day or within 24 hours of receiving the charges.
- 06
Flag what needs you
If a note is unsigned, a code is not supported or information is missing, we tell your team right away instead of guessing.
Common errors
Charge entry errors we catch before the payer does
Most charge entry errors are small. They still cost a denial, a resubmission and weeks of waiting.
| Error | What happens | How we prevent it |
|---|---|---|
| Wrong or outdated insurance | Denied for no coverage or wrong payer | Eligibility check before the charge is entered |
| Missing or wrong modifier | Denied or paid at the wrong rate | Payer-by-payer modifier rules, including telehealth |
| Wrong place of service | Paid at the wrong rate or denied | Place of service matched to the visit type and payer policy |
| Wrong units or time-based code | Underpaid, overpaid or denied | Units and time checked against the note |
| Diagnosis not linked to the service | Denied for medical necessity | Each procedure pointed to the diagnosis that supports it |
| Wrong rendering provider or NPI | Denied as out-of-network or not enrolled | Provider matched to enrollment and contract with each payer |
| Duplicate charge | Denied as a duplicate | Charges reconciled against the schedule before submission |
| Late entry | Slower cash, and a risk of missing filing deadlines | Charges entered and claims sent within 24 hours |
Coding and modifier rules change and vary by payer. We check current CPT guidance and each payer’s policy.
How we do it
Fast, checked and inside your system
We work inside your EHR or practice management system, so your data stays where it is. Charges are entered and claims are submitted the same day or within 24 hours of receiving charges.
- Charge entry in SimplePractice, TherapyNotes, Tebra (Kareo), AdvancedMD, Valant, Osmind, athenahealth, DrChrono, eClinicalWorks, Office Ally and others
- Charge reconciliation against your schedule so no visit is missed
- CPB-certified (AAPC) billers on the team
- A clear list of charges on hold and what each one needs
- A real person replies within 1 hour during business hours
- We sign a BAA with every client, and our staff are HIPAA-trained
Our clients average a 98% clean claim rate (company-wide average across active clients).
Pricing
Charge entry on its own or as part of full billing
Charge entry is included in our full billing service, which starts at 2.5% of collections or a flat monthly fee. If you only need charge entry, or help with a backlog, we can quote it separately or assign a dedicated biller.
Common questions
What is charge entry in medical billing?
Charge entry is entering each patient visit into the billing system as a charge, with the right codes, modifiers, units, provider and fee. It is the step that creates the claim, so its accuracy decides whether the claim is paid the first time.
What is the difference between charge entry and charge capture?
Charge capture makes sure every service is recorded and documented. Charge entry takes those recorded services and enters them correctly into the billing system so a claim can be sent. Both need to be right for a clean claim.
How fast do you enter charges?
Claims are submitted the same day or within 24 hours of receiving charges. If something is missing, such as an unsigned note, we tell your team right away.
Do you also code the visits?
We review codes as part of charge entry and flag anything the documentation does not support. For practices that need full coding from notes, we can assign a dedicated coder.
Can you work in our EHR?
Yes. We work in SimplePractice, TherapyNotes, Tebra (Kareo), AdvancedMD, Valant, Osmind, athenahealth, DrChrono, eClinicalWorks, Office Ally and others.
Can you catch up a backlog of unentered charges?
Yes. We sort the backlog by filing deadline, enter the oldest at-risk charges first, and then keep new charges current.
Guides from our team
Learn more before you decide
Charge Entry in Medical Billing: Complete 2026 Guide with Examples
What charge entry in medical billing is, the full 7-step process with real CPT and ICD examples, the 12 most common errors, and how to fix each one fast.
Read the guide →Professional vs Institutional Claims: CMS-1500 vs UB-04 Explained
Professional vs institutional claims explained: CMS-1500 vs UB-04, 837P vs 837I, revenue codes, DRG payment, and when one visit generates both claims.
Read the guide →Find out what your claims are leaving on the table
Tell us about your practice. We will review 90 days of claims and show you what is recoverable, at no cost.
Prefer to talk? +1 770-520-0840
Thank you. We have your request.
A billing specialist will reply within 1 business hour during business hours (Mon–Fri, 9am–6pm ET). Want to pick a time now?
Book a call on Calendly