The Importance of Approving Invoices in a Timely Manner
At MedChart, we work to fulfill records requests as quickly as possible. However, a crucial step in accessing records is approving provider invoices before they can be released. Since physicians set their own fees for record access, we never agree to their charges without your approval.
To avoid delays, it’s important to review provider invoices promptly and decide whether to Approve or Reject payment as soon as you receive a notification. Once you approve an invoice, we can inform the physician that their fee has been accepted and request that they begin sending the records.
Delays in invoice approval directly impact the timeline for receiving your records. By staying on top of your Provider Invoices for Approval, you help us expedite the process and ensure a faster turnaround for your requests.
How to Approve a Provider Invoice
1. Click Action Items.
2. Locate your client's request, click Options and click Download HIC Invoice to review the provider invoice.
3. If the invoice is reasonable, click the Pay button.
5. Click Pay again to confirm you wish to pay the invoice.
Note: If you would like to see detailed instructions on how to refuse payment for an invoice, please read our article on How to Dispute an Invoice.
Invoice Notifications
You will never need to guess whether there is a provider invoice awaiting your approval because you will receive a notification via email to inform you of the matter. Additionally, you will be able to see on your MedChart Dashboard how many requests are ready for payment. When you click on that number, it will show you a list of the requests that are ready for payment. 
Missing Invoices
On occasion, you may receive a notification - either via email or your Dashboard - stating that there is an invoice requiring review but, despite your best efforts, you can't find it anywhere. This is likely because your firm's administrator set an auto-approval threshold for invoices under a certain dollar amount and your invoice fell within that limit. We always advise administrators communicate this limit to all Staff Users for reference, but if you have any questions or concerns about this process, please reach out to your organization's Admin users. If you require a list of who your admin(s) are, please reach out to our Customer Support Team for further assistance.
How to Set Approval Limits
Please refer to our article How to Set Invoice Auto-Approval Limits for detailed instructions.
Good job! You now know how to approve Provider Invoices!
If you have questions or feedback, please feel free to reach out to our Customer Support Team at [email protected]