Correction after Billing the Wrong Payer

Correction after Billing the Wrong Payer

Eligibility can be confusing.  It is recommended to complete eligibility checks through your payer or clearinghouse often.  Sometimes medical and behavioral benefits are different so it is important to ensure that you are billing the correct payer and payer ID or claims will be denied.

If you discover that you have billed the wrong payer, there is a multi-step process by which this can be corrected within Aloha.  The steps must be completed in this order since they build upon each other.

During the first part of the process, it is important to make the system believe that these appointments have not been paid for or billed for.  Once an appointment is run through Payroll or billed out in Aloha, it cannot be changed.

  1. Release claim: Billing --> AR Manager --> Double click on Payer (it's the wrong payer) and select the claim you billed out incorrectly. Go to "More" and select "release". This makes Aloha think the claim has not been billed.

  2. Revert payroll: Payroll --> Process Payroll. Use the "<" button to go back to the session dates that were processed incorrectly. There is a blue line that says "Revert Payroll" By clicking this you will make the system think these appointments were never paid. This will revert ALL payroll for that period, you cannot just revert some sessions. You must revert all payroll up until that point (e.g., you cannot revert Payroll for March 1-15 without first reverting March 16-31).

  3. Revert timesheets: Payroll --> Timesheet submission. Select all staff members who's sessions will need to be changed and then click "revert" in the top righthand corner. Select the date before the sessions will need to be changed (e.g., if the sessions starting February 3rd were billed incorrectly, select February 2nd).


Now you are able to edit the appointments, let's get the correct information in the system.

  1. Add correct Payer and Authorization to each client profile:  Staff/Client/Payer Management.  Make sure you are billing under the correct Payer ID.

  2. Uncomplete every appointment that has the wrong payer attached.  Edit the Appointment --> Verification Tab --> Uncheck "Completed" box.

  3. Double click on the Client/Service/Auth from Appointment Info Tab.  All authorized services and payers will pop up.

  4. Select the service with the correct Payer.

  5. Recomplete the appointment:  Verification Tab --> Check "Completed" box.

  6. SAVE

  7. Repeat for all appointments that were billed to the wrong payer.


In order to ensure that this error doesn't occur again, make sure to remove all extraneous information.

  1. Delete the old authorization from the client profile: this can only be done after all appointments are switched over

  2. Delete the payer from the client profile: can only be done once the auth is deleted


Now that everything in the system is correct, you need to redo Billing and Payroll.

  1. Rebill all appointments under correct payer:  Billing

  2. Resubmit all timesheets:  Payroll --> Timesheet submission. Select all staff members who's sessions will need to be changed and then click "submit" in the top righthand corner. Select the last date in which appts are completed.

  3. Reprocess all Payroll


Don't hesitate to reach out to your Customer Success Manager with any questions.

    • Related Articles

    • Billing Overview

      Getting Ready to Bill It is vital to have the correct information in the system to submit for billing. Make sure you have the correct Payer ID (double check in Office Ally Payer List) and have completed eligibility checks for your clients to ensure ...

    • Release Summary 2.6.7 Secondary Billing

      The Aloha ABA team is excited to share our latest update regarding Secondary Billing. On Tuesday, July 2 2024 at 11:30PM PST Secondary Billing features will be deployed to all customer sites. During this time, your site may be temporarily unavailable ...

    • Billing Rules per Payer

      Billing Rules are found under each Payer profile to customize specific billing requirements for that payer. To find the billing rules, navigate to the Payer List > select the Payer > and select “Billing Rules” at the top. Concurrent Billing Please ...

    • Release Summary 2.6.6

      The Aloha team is excited to announce the following new features/enhancements added to Aloha ABA.  Improvements:   Authorization Summary Report Cancellation Column Improvement The cancellation column formula shows the appointment duration of all ...

    • FAQ: Billing

      These frequently asked questions will help provide guidance as you troubleshoot through the billing section of Aloha. I settled a claim, but then ended up getting paid for it. How can I unsettle? Start by going to AR manager and double clicking on ...