Logs Report Base Note List

1. What does this feature do? (High-Level Overview)

This feature lets billing users review note rows in Logs Report and update billing-relevant fields in place (status, modifiers, billed, and paid). It centralizes day-to-day billing preparation without opening each note one by one.

2. Who is this for? (Roles & Permissions)

• Users with manage_notes access (for example, Billing/Admin roles): Can open Logs Report, edit status/modifiers, and update billed or paid checkmarks.
• Users with both manage_notes and manage_claims: Can un-void a voided note by changing its status from void to another value.

3. Business Rules & Enforcements

• Rule 1: Logs Report is location-scoped by the current location context (X-Location-ID behavior in backend filters).
• Rule 2: Status values used by this screen are pending, ok, no, and void (the API also supports review, but it is not exposed in the Logs Report status dropdown).
• Rule 3: Status behavior in this feature is:
  • pending: note remains pending and is visually shown with a warning indicator.
  • ok: note is considered OK in this workflow and is shown with a success indicator.
  • no: valid non-void status option available for filtering and editing.
  • void: excluded from default listings unless explicitly requested; voided notes cannot be edited in normal flow.
• Rule 4: Marking Billed to true immediately locks that note against unbilling (billed_blocked = true), and the checkbox becomes non-editable.
• Rule 5: The app shows a confirmation dialog before setting Billed = true and before setting Paid = true.
• Rule 6: Billed and Paid checkmarks represent independent billing states:
  • Billed: the note has been billed and is locked from being unbilled.
  • Paid: payment is marked as received for the note.
• Rule 7: Any saved change to billing-relevant fields is persisted through partial note updates and reflected back in Logs Report.
• Rule 8: Claim generation is intentionally excluded from this document and covered in a separate guide.

4. UI Placement

1. Reports > Billing Collections > Logs Report (/reports/logs): Main table and filters.
2. Logs Report table row: Inline editable fields for Modifiers, Status, Billed, and Paid.
3. Logs Report filters: Status and Billed / Paid filters for operational billing review.

5. How-To Guide (Step-by-Step)

Scenario A: Update note status and modifiers in Logs Report

1. Open Reports > Billing Collections > Logs Report.
2. Filter by date, client, provider, or insurance as needed.
3. In a row, select the desired Status.
4. In the same row, choose a Modifier from the available list.
5. Wait for auto-save confirmation (Changes saved).

Scenario B: Mark a note as billed and then paid

1. Locate the note row in Logs Report.
2. Check Billed and confirm the warning dialog.
3. Verify that the billed checkbox becomes locked for that note.
4. Check Paid and confirm the payment dialog.
5. Validate the row now reflects both states (Billed and Paid) for tracking and filtering.

6. What happens if…? (Edge Cases / FAQ)

• Q: What happens if a user tries to uncheck Billed after it was set?
  A: The system blocks unbilling for locked notes (billed_blocked), and the billed control remains disabled.
• Q: What happens if a note is void?
  A: Voided notes are excluded by default and cannot be edited normally; un-void requires specific permissions (manage_notes + manage_claims).
• Q: What happens if a user marks Paid by mistake?
  A: The UI asks for confirmation before setting Paid = true; users can cancel before save.