How do I automatically fill the referring provider on claims?
Quick answer: In Settings → General, edit an insurance in the Accepted Insurances card and check Populate Referring Provider. New claims for that payer pre-fill the referring provider from the exam's provider, and you can still edit it.
Who this is for: Barti administrators who manage the practice's accepted insurances. This setting is currently rolling out — if you don't see the Populate Referring Provider option, contact Barti Support to have it enabled for your organization.
Before you start, you'll need:
Access to Settings → General
The payer already added to your Accepted Insurances list
Providers in your organization set up with their NPI on their staff record — the pre-fill copies the NPI from the provider's record, so a missing NPI leaves the claim field blank
Steps
Go to Settings, then open the General tab.
Find the Accepted Insurances card.
Locate the payer you want to turn this on for, and open it for editing. The Edit Accepted Insurance window opens.
Check the Populate Referring Provider box.
Click Save.
The Accepted Insurances list now shows Yes in the Populate Ref. Provider column for that payer. Repeat for each payer that requires a referring provider on its claims.
What you'll see when it works
The setting applies to claims created after you turn it on — it does not change claims that already exist.
When you create a claim for a patient whose primary insurance is an opted-in payer, open the claim and expand the Provider(s) section. The Referring Provider or Other Source (Medicare, HMO, or if applicable) toggle is already switched on, and these fields are filled in from the exam attached to the claim:
Referring Provider First Name
Referring Provider Last Name
Referring Provider NPI
Referring Provider Qualifier — set to DN - Referring Provider
The pre-filled values are a starting point. You can edit or clear any of them before you submit, and the claim keeps your changes.
The name and NPI come from the provider who signed the exam. If the exam has not been signed, Barti uses the staff member the exam is assigned to instead.
Troubleshooting
Why is the referring provider still blank on my claim?
The pre-fill needs several conditions met at once. Check each one:
The claim has no exam attached. The pre-fill reads the exam linked to the claim's invoice. A claim built from an invoice with no exam has nothing to copy from.
The payer isn't opted in. Confirm the Populate Ref. Provider column shows Yes for the claim's primary insurance in Settings → General → Accepted Insurances. The setting is per payer, not organization-wide.
The provider has no NPI on file. The NPI is copied from the provider's staff record. If it's empty there, it's empty on the claim.
The claim already existed. Turning the setting on does not backfill claims that were already created. Enter the referring provider manually on those.
Why didn't my existing claim update after I enabled the setting?
Existing claims are left alone by design, so the setting never overwrites something your team already entered. Barti fills the referring provider when a claim is first created, and again if you change the claim's primary insurance to a different payer.
I edited the referring provider and saved — will Barti overwrite my change?
No, as long as you don't change the insurance. Saving a claim without touching the primary insurance leaves your edits alone, including fields you deliberately cleared. If you switch the claim to a different primary insurance, Barti re-fills the referring provider for the new payer and your earlier edits to those fields are replaced.
Can I change the qualifier from Referring Provider to Ordering or Supervising?
Yes. The pre-fill always seeds DN - Referring Provider because it can't tell which role applies. Change the Referring Provider Qualifier dropdown to DK - Ordering Provider or DQ - Supervising Provider as the claim requires, and save.
Why can't I find the Populate Referring Provider checkbox?
The setting is being rolled out to practices gradually and is off by default. When it isn't enabled for your organization, both the checkbox and the Populate Ref. Provider column are hidden. Contact Barti Support to request it.
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