Related articles:
Best practice: Run the Billing Case Note Details report to find any draft case notes and submit them before creating the invoice.
In order to create an L&I (EDI) invoice, go to the Invoice tab, click the +Invoice button, and select the L&I (EDI) Invoice option:
In the Create L&I Invoice pop-up, select the appropriate dates for the Billing Period End (this determines what is billed) and Invoice Date (this is for reference only), exclude any VRCs and/or cases if necessary, then click Create Invoice:
Note: If any errors stop you from creating an invoice, please see the related articles at the beginning of this article to find out what actions you need to take to resolve the errors. For further assistance, please contact support through the ? in Gardiant Works.
To find the newly created invoice, go to the Draft sub-tab under the Labor and Industries section:
The invoice is compiled from activities (billable case notes, To-Dos or appointments) that have been completed by VRCs up to and including the Billing Period End Date and are in submitted state at the time the invoice is run.
Note: Gardiant looks at ALL L&I cases (open or closed) that have something to invoice up to the Billing Period End Date.
You can now download the invoice report to view it and check that everything looks correct. You also have the option to export it to Excel, where you can examine all the rows in one sheet and filter for certain types of items like adjustments or resubmits or sort the list for easier viewing.
When you find the invoice you need in the Draft sub-tab, click on it to select it and display the action panel where you can see more information about the invoice or select an action to take on the invoice:
Once an invoice is created, all the activities included in it are rendered non-editable except for the Description field.
If any case notes or other billable activities are added or submitted after the invoice has been generated, Delete the invoice and create a new one.
When you are satisfied that the invoice is ready to be sent to L&I, click Mark as Final. The invoice is then displayed in the Final sub-tab with the status of Finalized.
An invoice in Finalized status means that the invoice is ready to be submitted to L&I. All associated activities are put in Invoiced status and rendered permanently non-editable (except for the Description field).
Download EDI from the available options in the action panel, save the EDI file to your desktop, and then go to L&I's Provider Express Billing (PEB) site in order to submit the invoice.
On the Provider Express Billing website, go under Submit Bills (1) > verify that you have the correct provider ID selected from the drop-down under Step 1 (2) > Choose File under Step 3 (3) > select the EDI file you saved to your desktop > Submit (4):
After you upload the invoice in PEB, go to the Retrieve Acknowledgements page to verify that the file was accepted. Under Step 1, select EDI X12 999 (5010) file type, and under Step 3, click on the most recent file at the top of the list. Click the Download button to get the acknowledgement file for the invoice you have just uploaded:
Install Notepad++, if you don’t already have it installed on your computer, and then follow the instructions in this video to confirm that the file was accepted by looking for IK5*A and AK9*A.
Note: If you see R (rejected) instead of A (accepted), please send a message to Gardiant support.
Once the invoice is submitted in PEB and you have confirmation that it was accepted, it needs to be marked as submitted in Gardiant Works, as well. To do so, highlight the invoice in Gardiant Works and click Mark as Submitted:
When the invoice is in Submitted status it means that the invoice has been submitted to L&I. Once submitted, the invoice cannot be “un-submitted” or deleted.
As payments are received and input in Gardiant by uploading an EDI version of the remittance advice, the Paid Amount will update in the list, giving you a quick view of how much has been paid to date on each invoice.
If any cases or VRCs were excluded when an invoice was created, you will see an orange colored star on the invoice line under the Final sub-tab. Hovering over it will show the details: