How Aiva works.

Sign up at aivamd.ca and fill in your name and practice name - that is all you need to start. Your Practitioner ID (PRAC ID), business arrangement, facility and functional centre can be added then or later in Settings. You then sign the Information Manager Agreement in the app and upload your completed Business Arrangement, and your dashboard unlocks once we verify your account.

Sign the Information Manager Agreement in the app. Then the Business Arrangement (form AHC11236): fill in your half in Adobe Acrobat Reader, email it to support@aivamd.ca, send our counter-signed copy to Alberta Health with a void cheque, and upload the completed copy under Settings. We verify your account from that upload. Alberta Health takes about 15 business days to activate the arrangement - wait for their confirmation before you send real claims.

New accounts get a 14-day free trial with full access to every feature, including the Aiva assistant. No credit card is required. The trial starts the day we verify your account, and it is 30 days if you signed up through a colleague's referral link. When it ends, pick Pay Per Claim, Pro or Clinic on the Billing page to keep creating and sending claims. The claims and patients you already made stay readable either way.

Your link is on the Settings page under Refer a colleague. A colleague who signs up through it gets a 30-day free trial instead of 14. Once they have paid AivaMD $200 before GST, you get one month of your own plan as credit: $499 on Pro, $399 on a Clinic seat (on the clinic's bill), or $100 on Pay Per Claim. If a refund takes them back under $200, the credit is taken back. Complimentary accounts do not earn credit.

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.

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.

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, several photos of one note picked together are read as one document in file-name order, and a tabular charge sheet becomes one claim per line.

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.

If you enter your billing codes in Connect Care, Alberta Health Services can send them to AivaMD overnight instead of you exporting a file. Add your Alberta practitioner ID in Settings, then file their Service Code Capture request form (https://redcap.albertahealthservices.ca/surveys/?s=WEX4D7H8F3), choosing AivaMD as your vendor and filling in the AHCIP Practitioner ID field. Once their Medical Affairs office enables you, files arrive on your Connect Care tab. Nothing is billed until you review a file and choose to send it or save drafts. If you turn on "Send my Connect Care files automatically" on the Aiva page, a file that passes every check the review runs is sent overnight, and one row that needs you holds the whole file for your review.

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.

Save a combination of codes you bill often from a claim you have already built, then apply it in one click on the review screen. Every macro is checked against Alberta Health's catalogues when you save it, so a code or modifier that is not eligible cannot be stored in one.

Open the Aiva tab to ask about your own claims, denials, payments, and patient files - it reads the real rows, never a summary. Ask about one claim and it explains what Alberta Health answered and the same options the Denials inbox offers for it. It answers Alberta rules questions from the published sources: the governing rules, the Physicians Resource Guide, the notes Alberta Health prints under each code, and the schedule itself - whether a modifier is eligible on a fee code, what a modifier's rule says about specialty, which skill codes are listed for a code, and what an ICD-9 code means - and names the rule it quotes. It also walks you through how any part of AivaMD works, including the Connect Care feed. If it cannot ground an answer in a published rule, it says so rather than guessing.

Attach a daysheet in the chat and Aiva runs it through the same checks as the manual review screen - facility code upgrades, premium modifiers, and diagnosis matching. It shows you what it prepared and what it could not resolve. Nothing is saved or submitted from a preview.

Under a separately signed Autonomous Billing Authorization, Aiva can submit a prepared batch without a click, and resubmit denials for the Alberta reason codes where the correction is already on record: 35FA, 39EB, 39C (where a call cap is published or previously observed), 39DA (restoring the facility your file recorded) and 42 (supplying the admission date your file recorded). Every switch starts off. It will never add a diagnosis you did not document, never add or change a fee modifier, and holds every other denial with the reason named.

The Aiva assistant is included with Pro and Clinic, and during the free trial. Pay Per Claim does not include it. Turning notes, documents and day sheets into claims works on every plan.

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.

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, and a diagnosis code Alberta Health does not publish cannot be submitted at all. Alberta Health assesses the diagnosis itself.

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.

Claims move through: Draft (just created), Submitted (sent to Alberta Health, after passing the pre-submission check that runs automatically when you submit), Accepted (structurally accepted by Alberta Health), and Paid. A claim Alberta Health assessed at $0.00 shows as Not paid with the reason Alberta Health gave. A claim Alberta Health is holding shows as Held, and nothing should be sent for it until Alberta Health answers. A refused claim is marked Denied, and becomes Resubmitted once you correct and resend it.

Open any claim and click Edit to change the patient name, service date, billing codes, diagnosis codes, modifiers, call counts and the AHCIP identity fields. Saving a denied claim resubmits it to Alberta Health.

Alberta Health refuses a claim at one of two points, and they land in different places. A claim rejected before assessment - a malformed health number, for example - goes to the Refused tab, grouped by the day it was submitted so you can clear a bad upload in one go. A claim refused at assessment is a denial and goes to the Denials inbox instead, because that one is worth money and worth correcting.

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.

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.

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.

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.

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.

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.

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.

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.

The Statements tab lists each assessment Alberta Health has returned, with the claims it covered and what was paid, refused, or held. Figures are derived for your account at read time, so a statement only ever shows your own claims.

Free Trial (14 days, or 30 through a colleague's referral link, full access, no credit card), Pay Per Claim ($0.79 per paid claim, no subscription required, the Aiva assistant is not included), Pro ($499/month, unlimited claims and the Aiva assistant), and Clinic ($399 per physician per month, minimum 3 physicians, the Aiva assistant on every seat). All prices are in Canadian dollars and exclude GST. Every plan, including Clinic, is bought and managed from the Billing page. Payments are processed securely by Stripe.

One physician buys the Clinic plan on their Billing page and becomes the owner, holding the first seat. Checkout starts at three seats. From the Clinic page that then appears in the sidebar, the owner creates a one-use invite link for each physician (it expires in 14 days and holds a seat while it is out) and sends it to them. Each physician signs up or signs in, accepts, and finishes their own setup.

The clinic covers the bill and nothing else. Every physician still signs their own Information Manager Agreement, uploads their own Business Arrangement and is verified individually. Each physician sees only their own claims, patients, denials and revenue. The owner sees who holds a seat and nothing about anyone else's work. A physician on a seat sees the clinic's name on their Clinic and Billing pages, and the seat count on the Clinic page, with no payment controls.

The owner adds or removes seats from Manage Billing on the Billing page, which opens the Stripe billing portal; the seat count cannot go below three, and Stripe prorates the change. Removing a physician from the Clinic page frees their seat straight away. They keep their account and every record in it, and pick their own plan to keep billing once any trial of their own is used up. If a clinic payment fails, every seat becomes read-only until the owner fixes the payment in the billing portal, except for a physician who still has free trial days of their own. If the owner cancels the Clinic plan, the clinic closes at the end of the billing period: every physician is released to their own account, and the clinic has to be bought again and the invites sent again to restart it.

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).

Export your profile, claims, patients and encounter notes as a JSON file from the Settings page. Close your account from the Settings page or the Billing page: that removes your sign-in, and your records are then returned to you or destroyed within 30 days as your Information Manager Agreement provides, so export first. Your data is yours.

For questions, billing issues, or technical problems, email support@aivamd.ca. We respond within one business day.

If you encounter unexpected behavior, include the claim ID (CLM-XXXX) or the specific step where the issue occurred. Screenshots are helpful.