Documentation
How Aiva works
Everything you need to get up and running with Alberta medical billing automation.
Getting Started
Create an account
Sign up at aivamd.ca and complete the onboarding form with your practice details, Practitioner ID (PRACID), business arrangement, facility, and functional centre. You then sign the Information Manager Agreement in-app and upload your signed Business Arrangement. Your dashboard at app.aivamd.ca unlocks once your account is verified.
Free trial
New accounts start with a 14-day free trial that includes full access to every feature. No credit card is required. When the trial ends, upgrade to Pay Per Claim or Pro from the billing page to keep billing.
Submitting Claims
Voice recording
Open the Voice tab on the New Encounter page and click Record. Aiva transcribes your spoken encounter notes in real time using medical-grade speech recognition, then generates a SOAP note and extracts billing codes automatically. After reviewing the SOAP note, click Continue to create the claim. The encounter note is saved to the patient file.
Text input
Paste any clinical encounter note into the text box on the New Claim page. Aiva reads the note and suggests ICD-9 diagnosis codes and SOMB fee codes. Review the suggestions, adjust if needed, and click Create Claim.
PDF and image upload
Upload a daysheet, a printed clinical note, or a phone photo of a paper encounter. Aiva reads the document - the text layer of a PDF, or the image of a scan or photo - and extracts patient names, service dates, diagnoses, and billing codes. Multi-page PDFs are processed in a single pass, and a tabular charge sheet becomes one claim per line.
CSV upload
Export a CSV from your existing EMR or build your own. Column headers do not need to match exactly - Aiva maps flexible column names to the required fields automatically. Upload it on the New Claim page like any other document, with one claim created per row. The review screen shows any fields that need attention before you submit.
Multi-encounter detection
Pasting multiple encounters or uploading a document with several patients? Aiva automatically splits them into individual claims. Use ENCOUNTER 1: / ENCOUNTER 2: markers, separator lines (---), or simply start each encounter with Patient: followed by a date.
Billing Codes
Alberta SOMB codes
Aiva references the Alberta Schedule of Medical Benefits (SOMB) to show an estimated fee for each code, with specialty and modifier premiums applied. Any valid SOMB code passes through, even ones outside our index. Displayed fees are estimates only - the H-Link claim leaves the amount blank, so Alberta Health assesses and pays the official rate from the code, its modifiers, and calls.
ICD-9 diagnosis codes
Alberta Health requires ICD-9 (not ICD-10) diagnosis codes for AHCIP billing. Aiva extracts ICD-9 codes and checks that each one is a valid ICD-9 format - a code in the wrong shape is dropped with a warning so it never reaches the claim. Alberta Health assesses the diagnosis itself.
Unit quantities
For codes billed in multiples (for example, 2 units of a time-based code), Aiva extracts the unit count automatically and calculates the correct total fee.
Claim Management
Claim statuses
Claims move through: Draft (just created), Validated (checked and ready), Submitted (sent to Alberta Health), Accepted (structurally accepted by Alberta Health), and Paid. A refused claim is marked Denied, and becomes Resubmitted once you correct and resend it.
Editing a claim
Open any claim and click Edit to change the patient name, service date, billing codes, diagnosis codes, or status. Changes are saved immediately.
Deleting claims
Delete individual claims from the claim detail page, or use Delete All in each status section on the dashboard. Deletion requires a two-step confirmation to prevent accidental data loss.
Patient Files
Encounter notes
Every claim files a faithful encounter note under the patient, keyed by health number. Notes capture the services, diagnoses, fees, and context from the visit. Dictated visits are saved as full SOAP notes automatically.
Patient record
Open the Patients tab to see every patient you have billed, with their full encounter history in one place. Notes that arrive without a health number wait in an unfiled queue where you can assign them to the right patient.
Revenue Tools
Payments and forecast
The Payments tab tracks what AHCIP has paid, what is still outstanding and aging, and an estimate of your next deposit. It also shows your estimate-versus-paid assessment rate and your top-earning codes. Displayed fees are estimates - Alberta Health assesses and pays the official amount.
Coding review
When you review a claim before submitting, Aiva checks it for missing premium modifiers, a better-matched primary diagnosis for each procedure, and AHS facility code upgrades. Suggestions apply with one click and are always reversible, so you catch under-billing before the claim goes out - not weeks later on a remittance.
Denials inbox
Refused claims collect in the Denials inbox. Aiva translates the Alberta Health reason code into plain language and suggests a correction. You review the fix, then resubmit within Alberta Health's resubmission window. Grounded diagnosis fixes can be applied across several denials at once.
H-Link Submission
Current status
AivaMD has completed H-Link accreditation with Alberta Health. Approved claims are formatted to the H-Link EDI specification and submitted electronically via secure SFTP. Remittance advice files are parsed automatically to track acceptance and payment.
What H-Link does
H-Link is Alberta Health's electronic claim submission system. AivaMD formats approved claims to the H-Link EDI specification and submits them via secure SFTP. Remittance advice (RA) files are parsed automatically to track acceptance and rejections.
Account and Billing
Subscription plans
Free Trial (14 days, full access, no credit card), Pay Per Claim ($1.10 per paid claim, no subscription required), Pro ($99/month, unlimited claims). Manage your plan from the Billing page. Payments are processed securely by Stripe.
Cancellation
Cancel your subscription at any time from the Billing page. Your account stays active until the end of the current billing period. After that, billing features are paused until you choose a new plan (read access to your existing claims and patients is preserved).
Data export and deletion
Export all of your data as a JSON file directly from the Settings page, or permanently delete your account and every associated claim, patient, and note from there. Your data is yours.
Support
Contact us
For questions, billing issues, or technical problems, email support@aivamd.ca. We respond within one business day.
Reporting a bug
If you encounter unexpected behavior, include the claim ID (CLM-XXXX) or the specific step where the issue occurred. Screenshots are helpful.
Still have questions? We are here to help.
Contact Support