The friendly, ten-minute guide to processing billing in SaRA — written for the person who runs the billing queue, not for engineers.
The one rule that prevents 90% of confusion
The Billing page is your worklist. Emails are just doorbells.
Every billable item your clinic generates lands on the Billing page — always, automatically, with no exceptions. Emails are a courtesy ring on top: they fire once per item and only to certain people. If you work from the page, you can never miss anything.
Seeing more on the page than in your inbox? That's the system working correctly. The page is the superset; the emails are highlights. Trust the page.
1 · Meet the Billing page
Sign in at app.sarahealth.com and choose Billing from the menu. You can scope the view to one provider or clinic (top right), and filter by month. The page has four tabs:
Pending — items on their way to billable, but not there yet. Each row tells you what it's waiting on. You do: nothing yet.
Ready to Bill — your to-do list. Everything here is complete and waiting on you. The number on the tab is your workload — zero means you're caught up.
Billed — your "done" pile: items you've marked as billed. Reference only.
Cancelled — items you chose not to bill, each with a saved reason, so there's always a clean paper trail.
Clinics on SaRA's in-house billing service see Submitted and Closed instead of Billed and Cancelled — claims we submit and finish for you. Practice owners and billing contacts also see Rejections: every claim the clearinghouse or a payer sent back before processing it, grouped by reason, with whose step it is and what happens next. Nothing on that tab is closed, and nothing there needs a signature again. Everything else works exactly the same.
2 · Working a Ready-to-Bill item
Five small steps, maybe a minute each. The page walks you through all of them — you can't skip anything important by accident.
Open the row. You'll see the patient, the billing codes SaRA prepared, and the time period they cover — everything you need, in one line.
Glance at the patient details. If anything needs a second look, the row flags it and walks you through confirming or fixing it first. No flag? Keep moving.
Review & Sign. A short wizard shows exactly what's being billed before anything happens. A few codes ask for a one-line justification — the wizard tells you when, so there's nothing to memorize.
Finish it — one of two ways. Mark it billed once it's entered in your billing system. Or, if it shouldn't be billed at all, cancel it with a reason — cancelling is a first-class move, not a failure, and the history is kept.
Watch the number drop. The item moves out of Ready to Bill and the tab's count goes down. When it hits zero, you're fully caught up.
A good rhythm: open Billing → Ready to Bill a couple of times a week, work it to zero, done. No email-checking, no forwarding, no spreadsheets on the side.
3 · Where emails fit in
Billing notification emails send once per billable item — there are no reminders. By default they go to each patient's assigned provider, which is why an inbox always shows less than the page.
Want billing emails to go straight to your billing person? Every billing notification can also go directly to whoever runs your queue — no forwarding chains. Ask us to set it up: one email address, done.
If SaRA emails seem to vanish entirely: ask your IT team to check the company email quarantine and add sarahealth.com to the allowed-senders list. Corporate filters often hold outside mail before it ever reaches an inbox — it won't even appear in junk folders. Two minutes of IT time fixes every SaRA email at once.
4 · How SaRA works with your EMR (Prompt)
SaRA reads from Prompt and never writes to it. Nothing SaRA does changes a chart, a visit or a charge inside Prompt.
Enrolling from the chart. With the SaRA browser extension installed, the SaRA tile appears inside Prompt. Your team enrolls a patient straight from the open chart, and SaRA takes the name, date of birth, phone, insurance, diagnosis codes and visit dates from that chart to keep the two records matched. Setup takes two minutes: installing the SaRA extension.
Seeing what is ready without opening SaRA. There is no pop-up inside Prompt. Instead, the SaRA tile carries a badge with the count of that provider's patients ready to bill, plus patients with unread messages, so it is visible while charting. Each night SaRA also emails the patient's primary provider about codes that became billable that day, unless that provider turned billing emails off in their profile.
Charges go the other way, by hand. When a code shows on the Ready to Bill tab, your team enters it in Prompt and marks it billed in SaRA. The step-by-step is here: Billing RTM codes in Prompt EMR.
The Billing page is still the complete list. The badge and the nightly email only cover the patients assigned to that provider; the page shows every provider and every patient.
5 · Unsign a note the wrong person signed
Sometimes a note is signed by someone who should not have been the signer: a PTA or a staff member whose account has no NPI, or a provider who signed the wrong patient's note. The signer becomes the rendering provider on the claim, so the claim cannot go out that way. You can take the signature back yourself as long as no claim has been filed.
Open Billing and choose the Submitted tab.
Hover the row and choose Unsign note. If the action is not there, the note already has a claim at the clearinghouse; message us from the chat bubble and we will void or resubmit it.
Confirm. The note moves back to Ready to Bill with no signature, and nothing is sent to the payer.
The treating provider opens the row and uses Review & Sign as usual. The claim is created from that signature.
Only the practice owner, a provider, or the person who signed can remove a signature. Staff and front desk accounts do not see the action. Every unsign is kept in the note's history with who did it.
6 · Quick answers
Why does the page show more than my emails?
Emails fire once, to specific people. The page shows everything, always. If they differ, the page is right — by design.
Do I need to do anything with the Pending tab?
No — it's a preview. Items become your work only when they move to Ready to Bill.
A row looks off — wrong codes, patient, or dates.
If the page offers a review step, use it. For anything else, don't guess: send us a screenshot of the row and we'll sort it with you.
Stuck? We're easy to reach
Message us from the chat bubble in SaRA, or email [email protected] — include a screenshot of the row if it's about a specific item.