Practice Express - CCA MedicalEach time a statement is printed for the account, the system reviews...

Practice Express

Collections

Last Update 04/04/2014

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Practice Express Collections

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Table of Contents TABLE OF CONTENTS ............................................................................................................................................2

OVERVIEW ................................................................................................................................................................4

COLLECTION SYSTEM SETUP.............................................................................................................................5 ZCODES ......................................................................................................................................................................5 PATIENT STATUS CODE MAINTENANCE .....................................................................................................................6 PAYMENT/CREDIT ADJ CODES MAINT .......................................................................................................................6 CHARGE/DEBIT ADJ CODES MAINT............................................................................................................................9 COLLECTION RECORD MAINTENANCE......................................................................................................................14 BRANCH RECORD MAINTENANCE ............................................................................................................................16 PATIENT DEFAULT ...................................................................................................................................................16 PATIENT REGISTRATION...........................................................................................................................................16 STATEMENT MESSAGES............................................................................................................................................17 SETUP NOTES ...........................................................................................................................................................17

START COLLECTIONS PROCESSING...............................................................................................................19

PAST DUE REPORTING ........................................................................................................................................20 PAST DUE REPORT ...................................................................................................................................................21 PAST DUE REPORT MAINTENANCE...........................................................................................................................23 CCA LASER COLLECTION LETTERS .........................................................................................................................24

Create Laser Letter File ......................................................................................................................................24 Send File to CCA .................................................................................................................................................25

PRINT PAST DUE LETTER .........................................................................................................................................25 GENERATE COLLECTION LETTER MEMOS ................................................................................................................26 PASS REPORT TO WORD PROCESSING.......................................................................................................................26 STATUS CODE UPDATE (OPTIONAL).........................................................................................................................27 PAST DUE REPORTING NOTES ..................................................................................................................................27

WRITE OFF TO COLLECTIONS..........................................................................................................................29 COLLECTION TURNOVER REPORT ............................................................................................................................29 COLLECTION TURNOVER REPORT MAINTENANCE....................................................................................................32 AUTO GENERATE WRITE OFF TRANS. ......................................................................................................................33 WRITE OFF ADJUSTMENTS ENTRY ...........................................................................................................................33 TRANSACTION MAINTENANCE .................................................................................................................................34 AUTOMATIC TRANSFER TO AGENCY ........................................................................................................................34 TRANSACTION AUDIT REPORT .................................................................................................................................35 TRANSACTION UPDATE ............................................................................................................................................36 STATUS CODE UPDATE (OPTIONAL).........................................................................................................................36 PRINT COLLECTION PATIENT INDEX CARDS.............................................................................................................36 PRINT COLLECTION PATIENT HISTORY.....................................................................................................................36 COLLECTION MEMOS ENTRY....................................................................................................................................37 COLLECTION NOTES.................................................................................................................................................38

END COLLECTIONS PROCESSING....................................................................................................................40

COLLECTION PAYMENT.....................................................................................................................................41 PAYMENT ENTRY .....................................................................................................................................................41 ACCOUNT REACTIVATION ........................................................................................................................................41


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PAYMENT NOTES......................................................................................................................................................42 FUNCTION LOCATOR...........................................................................................................................................43

INDEX ........................................................................................................................................................................45

Overview This manual is organized in the same manner your operation runs and, therefore, can be used as a tutorial.

The basic elements of operating the collection system are:

1. Collection System Setup 2. Past Due Reporting 3. Write Off to Collections 4. Collection Payments

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Collection System Setup This section is divided into nine parts:

1. Zcodes 2. Patient Status Code Maintenance 3. Procedure Codes Maintenance 4. Collection Record Maintenance 5. Branch Record Maintenance 6. Patient Default Maintenance 7. Patient Registration 8. Statement Messages 9. Setup Notes

Zcodes The collection module reports on payment history rather than the age of a patient’s account. This insures that patients who have a large balance but have demonstrated good payment history are rewarded with courteous statement messages and are not processed through the in-house collection system.

Each time a statement is printed for the account, the system reviews the account to determine if a payment was applied in the previous cycle. If no payment has been made a special status code, referred to as a Zcode, is incremented by one unit. The Zcode is stored in the patient’s registration screen in STATUS CODE 4. This incrementing will occur until the code reaches the maximum of Z7. (Note: Incrementing will only occur for patients where Dun Messages is set to Yes and Suppress Stmt is set to No in Patient File Maintenance).

The system will also reset these codes automatically if payment is made and/or a charge is keyed prior to turning the account over to an outside agency or bureau. Full payment of the balance always resets the Zcode back to a current status. Partial payment leaves the status code unchanged, neither incrementing nor decrementing the code.

While the Zcode is within the range the user has designated to review and process accounts internally (see chart below), partial payments and charges will reset the Zcode to a level designated by the user and un-suppress the statement automatically. Accounts turned over to an outside agency are taken out of the accounts receivable system and assigned a special Zcode that the system will not modify.

The following table demonstrates one possible design for establishing an in-house Zcode system:

Code Description Action Range

Z1 1st statement. No cycles missed None

Z2 2nd statement. Missed one cycle None

Z3 3rd statement. Missed two cycles None Grace

Z4 4th statement. Missed three cycles

Suppress Statement Past Due Notice

Start

Setup 5


Setup 6

Z5 Past due notice sent Final Notice

Z6 Final notice sent Write off account Turn over to agency

Stop

ZZ Agency account

In this example, statements are sent until the account has missed three billing cycles. When the Zcode advances to Z4, in-house processing starts by suppressing the statement. At this point a past due letter would be mailed. If no response is received, the account would receive a final notice (Z5). Finally the account is written off (Z6) and turned over to an agency. Accounts after this stage are then held as ZZs, which the system cannot increment or decrement.

Z3 has been designated as the grace period for reset on receipt of a payment or when current charges are posted. This allows quick response in the event the patient misses a payment, by putting the account back into in-house processing. During in-house processing the statements must be suppressed for the system to monitor payments/charges. If the statement is not suppressed, the user must manually monitor for payments/charges and reset the Zcodes. The system will automatically set the Zcode to suppress the statement if instructed to do so in Patient Status Code Maintenance.

Patient Status Code Maintenance Use this function to create a patient status code for each Zcode level.

To access this function, click on Modules / System Management / Codes Maintenance / Patient Status Codes Maint.

Enter the status code for editing or click New if you are adding a new status code. Press F2 for a list of available codes.

The following fields should be completed for Zcodes:

Status Code Enter the Zcode (i.e., Z1)

Description The description of the code should reflect the action that has occurred (i.e., Missed One Cycle)

Inactive Flag If the status code is not active, choose I here, otherwise leave blank.

Suppress Stmnt Should the monthly statement for this type of account be suppressed – Y/N?

Choose Y for Yes, if you want Statement Processing to automatically


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suppress the statement when the account reaches this Zcode level.

Choose N for No if the Zcode should not suppress the statement.

Produce Insur Leave this field blank.

Medicare Code Leave this field blank or choose N.

No Insurance Cd Leave this field blank or choose N

Message 1 Leave this field blank.

Message 2 Leave this field blank.

Valid for Code 1 Choose N for No.



Valid for Code 4 Choose Y for Yes.

ChargEntry-A/D/W In regard to posting future charges, choose:

A to allow posting of new charges at this status code.

D to disallow posting of new charges at this status code.

W to display a warning message in Charge Entry for this status code. The Description of the status code is displayed as the warning message.

Schedule.-A/D/W A to allow scheduling of appointments for this status code.

D to disallow scheduling of appointments for this status code.

W to display a warning message in scheduling for this status code. The Description of the status code is displayed as the warning message.

In addition to the Zcodes, primary status codes must be set up for the system to automatically assign to each patient account after turning over to agency (i.e., CO, collection agency).

Zcodes within the range the user has designated for in-house processing (i.e., Z4 through Z6) should be set up to suppress the statement.

Payment/Credit Adj Codes Maint The system requires that a unique credit adjustment code be setup to write off the account balances. This code should be used for collection write-offs/turnovers only.


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A payment code should be set up to isolate collection payments from patient receipts. This is crucial for accurate practice analysis and reporting.

To access this function, click on Modules / System Management / Codes Maintenance / Payment/Credit Adj Codes Maint.

The Lookup Procedures window appears:

Enter the Description of the code, the Procedure code to select from a list when editing an existing code. Click New to setup a new payment or credit adjustment code.

The Payment/Adjustment Procedures Maintenance window appears:

Procedure Code Enter the local code used to identify this procedure. This system will accept any number from 0-9 or any letter from A-Z.

Description Enter the description of the code. This is the description that will print on receipts, forms and statements.

Department Enter the department this procedure is to be credited to.

Procedure Type If the code is to be associated with a Payment, choose P. If associated with an Adjustment, choose A.

Debit/Credit Choose D if this procedure indicates a Debit, C if a Credit. Used when Procedure Type is A (adjustment).

Distribution Tp Valid options are P for Insurance Payments,O for Other Payments and A for Adjustment. This controls how the system distributes patient balances for pending insurance and patient due amounts. If this procedure code is an insurance payment code, enter a P here.

PmntType (1/2/3/4) To define the Payment Type for this Procedure Code, choose 1 for Cash/Money Order/Charge Card, 2 for Check or 3 for Insurance Check, 4 for credit card payments. Leave blank if Procedure Type is A for Adjustment.

AdjType Ins/Oth If field Procedure Type, is A for Adjustment, choose I for Insurance adjustment or O for Other adjustment. This controls how the system distributes patient balances for pending insurance and patient due amounts.

Forced Doctor # Entry of a Doctor # here forces all activity with this Procedure Code to be credited to the Doctor number here.

Auto Adjustment If this is an insurance Payment Procedure Code, enter the adjustment procedure code to be used to automatically write-off a portion of the charge amount when posting Insurance payments with this payment code.

Other Adjustment If this is an insurance Payment Procedure Code, enter the adjustment Procedure Code to be used to automatically write off additional


Setup 9

adjustments. If entered, it will allow another adjustment to be posted at the same time as the payment and the write off. This field is generally used to track Risk Funds that some carriers maintain for their participating providers.

Dept G/L Accnt # Enter the General Ledger Account Number. FOR USE ONLY WITH CCA MEDICAL GENERAL LEDGER.

Norm Stat (D/C) Enter D if procedure is normally a debit account, C if it is normally a credit account. FOR USE ONLY WITH CCA MEDICAL GENERAL LEDGER.

Offset GL Acnt # Enter the General Ledger Account Number used to offset the account number in field 12. FOR USE ONLY WITH CCA MEDICAL GENERAL LEDGER.

Prompt Blk Info Choose Y for Yes if you would like the system to prompt the user for Bulk Payment Code. Otherwise, choose N. PmntType 1 for Cash/Money Order/Charge Card, does not create bulk payment information.

EFT Deposit Electronic Funds Transfer Deposit. Choose Y to indicate that this procedure code is a EFT deposit type. Otherwise choose N. If this field is set to Y, the payments posted for this procedure are excluded from the daily bank deposit report. Valid only for payment type procedure codes.

Prepayment Proc If this is a Pre payment type procedure enter Y. These payments will be excluded from auto reconcile credits program.

Charge/Debit Adj Codes Maint In addition to the write off credit adjustment, a debit adjustment should be created to transfer the money written off to the collection account (Note: creation of this account is discussed in a later section).

To access this function, click on Modules / System Management / Codes Maintenance / Charge_Debit Adj Codes Maint.

The Lookup Procedures window appears:

Enter the Description of the code, the Procedure code or press F2 to select from a list when editing an existing code. Click New to setup a new charge or debit adjustment code.

The Charge Procedures Maintenance window appears:

Procedure Code Enter the local code used to identify this procedure. The system will accept any number from 0 – 9 or any letter from A – Z. You can use your CPT codes or design internal codes.


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If you choose to design internal codes, they can be numeric, alpha or a combination of the two. Local procedure codes are normally shorter and more descriptive than CPT codes.

Description The description you enter will be the description that appears on the patient’s office receipts, insurance forms, and month-end statements. The CPT codes and diagnosis codes will also print on the office receipts for insurance filing purposes.

Department The department this procedure code is to be credited to.

Procedure Type Default is always C for Charge.

Distri. Chg/Bal Valid options are C for true Charges, B for Balance Adjustment Charges.

EMC Submittable Choose N to force the procedure to print on paper claims. Any entry other than N is considered to be Y.

Note: An entry of N in the EMC Submittable field of CPT Codes Maintenance will override an entry of Y here for the CPT used by this procedure.

Override Location Code

Normally, the Location Code will default from the User Record. Entry of a Location Code here will override that default.

CPT Code If this is a charge procedure that has a corresponding CPT code, enter the previously established CPT code for this procedure. The system will prompt you to add a CPT code that it doesn’t find on file. Press F2 to lookup the available CPT codes.

If the procedure is a balance adjustment charge (field 5 contains a B), there will not be a corresponding CPT code.

Type of Service Code

Enter the appropriate type of service code. This field will accept only single character type of service codes; for example, 1 would mean Medical Care, 2 would mean Surgery, and 3 would mean Consultation. Please refer to the Type of Service Codes File Maintenance section if you need to use codes longer than one character. Press F2 to lookup the available Type of Service codes.

Bill Insurance Choose Y for YES to file this procedure on a claim to an insurance company. If you choose N for No in this field, you will not be able to file this procedure on a claim to ANY insurance company.

Independent Lab Work

Choose Y for YES to file this procedure as independent lab work. If your forms provide a place for printing the total dollar amount of the lab work, the system will total the independent lab procedures on the claim and print the total (Block 20 of the HCFA 1500). Choose N for NO if this procedure is not related to independent lab work. The term “outside lab” also refers to “independent lab.”

Dr/Pt Encounter If this procedure is one in which the patient sees the doctor, choose a Y for YES; otherwise, choose N for NO. This field controls the accumulation of patient visit statistics in Practice Analysis Reporting.


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Mandatory Asnmt If this procedure is a mandatory assignment procedure for Medicare, choose Y for YES. An entry of Y in this field will instruct the system to treat the procedure as a mandatory assignment, and it can then be billed as a separate claim to insurance. The patient will never receive a bill for a charge with Y chooseed here. This feature is necessary in clinics that see Medicare patients and do not participate in nor accept assignment on Medicare claims.

Mlt. Proc Exp/No If this code is to be the trigger for an exploding procedure sequence, choose E for EXPLODING; otherwise, choose N for NO.

Mc Followup Day

Enter the number of days during which Medicare will disallow any follow-up charges for this procedure. It will appear on your procedure list for reference purposes only.

Pop Up Messge You can Enter free form text message in this field. This message will be shown in a popup alert box during the charge entry for this procedure code.

Start/Stop Times If this procedure requires start/stop times, choose Y for YES in this field; otherwise, choose N for NO. These start/stop times will primarily be used for an anesthesiologist.

Units or Days Choose U if you will be using Units for this procedure; choose D if Days will be used. Normally, Days would be used for hospital visit procedures.

Def. Modifier Code 1 Enter an insurance modifier code for this procedure. This default may be changed during transaction entry.




Forced Doctor # Enter a doctor number that will be forced during transaction entry. This field is useful in controlling charge entries for transactions related to OB payment plans.

Risk Reduction Choose Y for Yes if the Managed Care Plan has a risk fund and this procedure is subject to risk reduction.

Choose N for No if this procedure is not subject to risk reduction.

Prompt End DOS Prompt for ending date of service – Y/N?

Units Multiply Charge

If multiple units are indicated, should the price be multiplied – Y/N?

DME Proc. Y/N Is this procedure a Durable Medical Equipment procedure – Y/N?


Setup 12

Charge Amount Enter the dollar amount to charge for this procedure. If necessary, you can override any fee that has been established during transaction entry. If the procedure code is a balance adjustment (field 5 contains a B), leave the amount at zero. This will allow the operator to enter the amount when keying the transaction.

Default Units How many units do you want to default for this procedure? Blank = 1.0.

A.B.V ABV refers to Anesthesia Based Value. This number is used in calculating the charge for the anesthesia procedure.

Allowed % Enter the percentage of the Medicare allowed charge. This is the percentage Medicare uses to pay the physician or practice. Example: .80 for 80 percent.

Allowed Charge Enter the maximum amount you are permitted to charge a Medicare patient for this procedure (Medicare allowable). The system assumes you will have to write-off the difference between the CHARGE AMOUNT and the MEDICARE ALLOWED CHARGE. It further assumes that you can bill the patient for what you do not expect Medicare to pay.

The PAYMENT INSURANCE and PAYMENT MEDICARE programs can automatically calculate the expected payments and write-offs if this field in Charge & Debit Adj. Codes Maintenance is frequently updated.

Multiple fee profiles can be established in Alternate Procedure Codes. This option allows users to create pricing structures for specific carriers that they choose to participate with.

Allow Chg Entry Do you wish to allow charges to be posted for this procedure code – Y/N?

Prompt EMC Memo Does this procedure require a memo for filing electronically – Y/N?

Dflt PurSvc Loc If this charge code is a procedure that is purchased from an outside lab enter the default Purchased Service Location Code of the lab. Press F2 to see a list of available codes from Purchased Service Location Code Maint.

EPSDT/FamilyPln Choose E if this procedure is for EPSDT, F for Family Planning or leave blank if neither apply.

Print UB92/CMS If the procedure is to be submitted to the insurance only in a specific format enter the code here.

C - to submit only in CMS1500 format

U - to submit only in UB92 format

If left blank, the form type will dictate the filing type as CMS or UB. (If the form type is set to UB then the procedure will file UB, if the form type type is set to CMS, then the procedure will file CMS, if the form type is left blank then it will default to CMS 1500 ).

UB92 Revenue Cd If this procedure is going to filed under UB format, enter the UB revenue code here.


Setup 13

RDR Required If the procedure reuires a valid Referring Dr#, select "R". If not leave it blank. If the field is set to "R" transaction entry program will force the entry of a valid RDR#.

Prompt ANSI Info Enter 'Y' if you need to attach a elctronic certifications with this procedure during electonic filing. If this field is set to 'Y', the transaction entry will prompt the user for the certification information for the transactions with this procedure code.

Rollup CPT Code If the procedure code needs to be submitted to the insurance company rolled up in to a special CPT code along with other service transactions, enter the CPT code here. Usually associated with Rural medicaid/medicare filing.

Cost Info O/R O - Obtain and store purchased service cost information.

R - Report the purchased service stored cost informatin on insurance forms and statements.

Leave blank if no purchased service cost information is needed for the procedure.

Default Cost Related to Purchase Service Only.

Enter the cost ($ amount) of the purchased service here. If the previous field (Obtain O/R) is set to R, the amount entered here will be reported on insurance forms and patient statements.

NDC Code Enter the NDC code for the procedure here if applicable.

NDC Measurment Enter the qualifier for NDC measurment.

F2 - International Units

GR - Grams

ML - Milliliters

UN - Units (each)

ME - Milligrams

NDC-HCPCS-CF Enter the conversion factor# to divide the HCPCS units to convert to NDC units.

NDC UNITS = (Total Charge Units / Conversion Factor)

Ex: if 1 units of HCPCS = 1 unit of NDC Enter 1 (This is the default)

if 2 units of HCPCS = 1 unit of NDC Enter 2 (2/2 = 1)

if 1 unit of HCPCS = 2 unit of NDC Enter .5 (1/.5 = 2)

For insurance filing the NDC units will be calculated and reported based on this number. The program will divide total charge units by the number conversion


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factor and and send the result as the NDC units.

EMC Proc Descr If the insurance companies require you to send Procedure description in the electronic ANSI filing for this procedure - enter "Y". If this field is "Y" then the description from this record will be included with the service line during the ANSI EMC filing. (EX: required by Medicare for unclassified procedures.)

Collection Record Maintenance After the Zcodes have been established, the collection primary status code has been created and the credit/debit adjustment codes are designated, the collection record may be created. The purpose of this record is to designate the unique credit adjustment code used for write-offs, whether write-offs will be transferred in detail or summary, the collection range, the grace period for reset, and the state of status code 1 and 4 after the write-offs are updated.

To access this function, click on Modules / System Management / Clinic Maintenance / Collection Record Maintenance.

The following is a detailed description of each field:

Collection W-Off Proc Enter the unique credit adjustment code established for collection write-offs. This code must be used to credit the patients’ accounts or the collection batch update will not update the patients’ collection balances. Status code 1 or 4.

Transfer Proc Enter the Procedure Code that will be used to debit the collection account for the balance being written off.

Transfer Type Choose D for Detail, if you wish to obtain a separate line item entry for each patient.

Choose S for Summary, if you wish to see the total amount written off for each doctor.

Summary is strongly recommended. If Detail is selected, the history screen of the collection account may exceed 30 pages. If audit information is needed for individual patients, it can be obtained from use of Collection Memo Entry (discussed in a later section).

Lowest Zcd Rset Enter the Zcode designated to start in-house collection processing.

Highst ZCd Rset Enter the Zcode designated to end in-house collection processing.

Reset to Zcode Enter the Zcode designated as a grace period for reset.

SC1 After W-Off Enter the Primary status code established to identify patients written off to the agency. The collection batch update will automatically insert this code on all patients on the Collection Turnover Report.


Setup 15

SC4 After W-Off Enter the Zcode established to take accounts out of the accounts receivable process (eg, ZZ).

Coll. User Displays the User # who is currently processing Collections. System generated.

Coll. Branch Displays the Branch # currently being processed in Collections. System generated

Reset SC4-Chgs If you wish to reset the status code should payment be made by the patient, choose Y. Otherwise, choose N.

Reset SC4-PMTS If you wish the status code to be reset when payment is made by the patient, choose P. To reset when payment is made by insurance, choose I. To reset for any payment, choose A.

Laser Clinic Nm If using laser Collection Letters, enter Clinic Name.

Address1 If using laser Collection Letters, enter Address 1.

Address2 If using laser Collection Letters, enter Address 2.

City If using laser Collection Letters, enter City.

State If using laser Collection Letters, enter State.

Zip Code If using laser Collection Letters, enter Zip Code.

Telephone If using laser Collection Letters, enter Telephone Number.

Comment If using laser Collection Letters, enter any Comment.

Forms/Cds FOR USE BY CCA MEDICAL PERSONNEL ONLY.

1Stmt Collection Enter a Y if you are beginning your collection process after the first statement. Enter a N"= if you are beginning your collection process after the second, third, fourth, etc. statement.

Reset To SuprStm This only applies if Y was answered to the "1 Stmt Collection" field. This field also works in conjunction with the "Reset SC4-Chgs and Reset SC4-PYMTS" fields. When a batch is updated do you wish the reset to flag the account as "Suppress Statement" = Yes/No?

ResetTo Prod Ins This only applies if Y was answered to the "1 Stmt Collection" field. This field also works in conjunction with the "Reset SC4-Chgs and Reset SC4-PYMTS" fields. When a batch is updated do you wish the reset to flag the account "Produce Insurance" = Yes/No ?


Setup 16

Branch Record Maintenance Establishing a separate branch for the collection account allows separate analysis of accounts receivable and collections.

To access this function, click on Modules / System Management / Clinic Maintenance / Branch Maintenance.

The following fields are the only fields required to establish a collection branch.

Branch Number Enter the user-designated number assigned for the collection branch. Branch # 99 is recommended to insure that all programs, which sort by branch, will print this branch last for easier reconciliation.

Branch Name Enter the user-designated name to identify this branch (i.e., COLLECTIONS).

Nm P/A Rpt Enter the name to be printed on Practice Analysis reports for this branch (for reports that are sorted by branch).

For detailed explanation of the remaining fields refer to Branch Maintenance section of the System Management documentation.

Patient Default For Zcodes to increment, Dunning Messages should be set to Yes for each user’s Patient Default Record.

To access this function, click on Modules / System Management / User Setup / Patient Default Record.

Starting with User Number 1, make sure the field Dun Message is set to Y for Yes for each user. For a detailed explanation of this function, refer to the System Management manual.

Patient Registration The collection account is set up as a patient account to allow the user access to the same information as a regular patient (i.e., address, phone number, labels, history display) and isolate the money in one central location for easy posting of the money collected.

You can register an account two ways: choose the Add Pat button at the bottom of the Practice Express window or enter an A on the command line to Add a New Patient. For a detailed explanation of the A command, refer to the Alpha Inquiry manual.

It is recommended that a chart number be assigned to the collection account that is outside the range of normal chart numbers (eg, 999998).


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Statement Messages The statement messages (also referred to as dunning messages) correlate to the Zcode level of the patient. To access this function, click on Modules / Statement Process / Statement Process Setup Menu / Statement Message Maintenance. For a detailed explanation of this function, refer to the Statement Processing manual.

The statement will increment the Zcode before determining which message to use. (i.e., Patient is at Z3 and has not paid. The Zcode will be incremented and the message for Z4 will be printed.)

If accounts are to be written off without going through in-house processing first (i.e., past due letters, final notices), the messages leading up to the point of write off should be worded to alert the patient that formal action will be taken if a payment is not made.

Setup Notes 1. The collection module reports on payment history rather than the age of a patient’s account.

2. Each time a statement is printed for the account, the system reviews the account to determine if a payment was applied in the previous cycle. If no payment has been made a special status code, referred to as a Zcode, is incremented by one unit.

3. Incrementing of status code four (Zcodes) will only occur for patients where Dunning Message is flagged Yes in PATIENT FILE MAINTENANCE and Suppress Statement is flagged No.

4. Full payment of the balance always resets the Zcode back to a current status. (Blanks status code 4)

5. Partial payment prior to in-house status has no effect on incrementing or decrementing the code.

6. Partial payment or further charges incurred after reaching in-house processing will cause the system to reset the account to the clinic designated grace period Zcode.

7. Accounts turned over to an outside agency are taken out of the accounts receivable system and assigned a special Zcode that the system will not modify.

8. A Zcode should be created for each level that defines the action (i.e., suppress statement) to be taken when the Zcode is incremented by the statement.

9. A primary status code should be set up for the system to automatically assign to each patient account after write-off.

10. It is required for the process to work properly that a unique credit adjustment code be setup to write-off the account balances.

11. It is required for the process to work properly that a debit adjustment be created to transfer the money written off to the collection agency account

12. It is required for the process to work properly that a payment code be set up to isolate collection payments from all other payments.

13. The collection record designates the unique credit adjustment code to be used for write-offs, whether the money will be transferred in detail or summary, the collection range, the grace period for reset, and the status code changes to be made after write-off


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14. The credit code designated in the collection record must be used to credit the patient’s accounts or the collection batch update will not update the patient’s collection balance, status code one or status code four.

15. Summary is strongly recommended to prevent the history screen of the collection account from accumulating too much history.

16. Establishing a separate branch for the collection account allows separate analysis of accounts receivable and collections.

17. Branch number 99 is recommended to insure that all sorted print programs print the collection branch last for easier reconciliation.

18. The collection account is set up as a pseudo patient account to allow user access to the same information as a regular patient and to isolate the money in one central location for easy posting of money collected. It also facilitates posting of collection payments.

19. It is recommended that a chart number be assigned to the collection account that is outside the range of normal chart numbers.

20. The statement messages correlate to the Zcode level of the patient.

21. The statement will increment the Zcode before determining which message to use.

22. All Zcodes which fall within the collection range or isolate the account from accounts receivable should be set up to suppress the statement.

Start Collections Processing Use this function to secure the collections functions to prevent other users from collections activity which could interfere with your activity.

Only one user within any given branch is allowed to be processing collections at any given time.

To begin collections processing, click on Modules / Collections / Start Collections Processing.

Enter Branch to Process

Choose a branch number from the drop down list or select the default of All branches.

User Number Your user number appears here. No entry required

NOTE: At the conclusion of your collections session, don’t forget to run End Collections Processing to free up the system for other users.

Start Collections Processing 19


Past Due Reporting 20

Past Due Reporting This section is divided into nine parts:

1. Past Due Report 2. Past Due Report Maintenance 3. CCA Laser Collection Letters 4. Print Past Due Letter 5. Generate Collection Letter Memo 6. Pass Report to Word Processing 7. Print Letter to Word Doc 8. Status Code Update (Optional) 9. Past Due Reporting Notes

To access this function, click on Modules / Collections / Past Due Reporting.



Past Due Report The first step in processing any group of patients is to first generate a list of the patients. This is done with the Past Due Report.

To access this function, click on Modules / Collections / Past Due Reporting / Past Due Report.

When you initially go into this screen, you will need to choose whether to print the report alphabetically by patient name or numerically by patient account number.

The next window asks if you want to Generate a new list or Reprint the current list. If a report has not been previously generated, the words “Current list is empty.” appear at the bottom of the window.

The following is an explanation of the options on the next screen:

Generate and Print a New List

This option creates a new list of patients based on the parameters specified in the report program.

This should not be confused with reprinting a list after making changes to the report.

Reprint the Current List

This option prints a previously generated report after additions and deletions have been made to the report through Past Due Report Maintenance.

Exit Leave Past Due Reporting and return to the Practice Express window.

When you select Generate and Print a New List you will see the Past Due Report window.

Alpha/Numeric Displays Alpha or Numeric based on the answer to the prompt displayed when first initiating the program.

Beg Lnm/Acc# Enter a Last name or Account number to begin report from if a range is desired. Press return to default to all charts.

End Lnm/Acc# Enter a Last name or Account number to end range if range is desired.

Doctor Choose a doctor from the drop down list if report is to be printed for transactions posted for a specific doctor or choose the default All Doctors. (Note: if a specific doctor is chosen, a master report of all doctors should be printed to cross reference for the total balance)

Cycle Choose a cycle number of last billing cycle run if multiple cycles are in use for the clinic. Otherwise, leave the default of All.

Age Choose age (i.e., 30,60,90) if report should be generated by age. Enter 30 if report is being generated from other parameters (i.e., Zcodes).



Specific/Older Choose S to report specifically for the age entered.

Choose 0 to print for that age or older.

Last Payment Dt Enter a date to exclude patients who have made a payment since that date. System defaults to the current date.

Minimum Balance Enter a dollar amount to exclude patient with balances less than that specified. Leave blank to default to all balances.

Maximum Balance Enter a dollar amount to exclude patient with balances greater than that specified. Leave the default of 99999.99 for all balances.

Type Comparison Choose A if all status code conditions must be true to select patient. Default is A.

Choose 0 (alpha) to select patient if any condition is true.

Beg Status Cd 1 Choose the beginning status code to select for a range of Status Code 1. Optional

End Status Cd 1 Choose the ending status code to select for a range of Status Code 1. Optional





Beg Status Cd 4 Choose the beginning Zcode to select for a range of Status Code 4.

End Status Cd 4 Choose the ending Zcode code to select for a range of Status Code 4. Usually the same as the beginning when processing collections.

Branch to Selct Choose the specific branch to be printed or leave the default to All branches.

Exclude Pend Ins Choose Y to calculate and exclude pending insurance amounts.

Choose N to print the total balance.

Show Detail Y/N Choose Y to print patient history, N to print summary of patient information.

Print Diag Y/N Print the patient diagnosis on the report – Y/N? This is generally helpful only for in-house use and should not be printed on the final copy if that copy is to be distributed to outside personnel



Print SS Depend Enter Y to print account whether the statement is suppressed or not. (Note: all in-house patients should be suppressed)

Print Pmnt. Plan Enter Y to print accounts that have been designated as OB PAYMENT PLAN patients. Responding with yes to the prompt will include all patients whether or not they are on the payment plan.

Min # Days L. Stmt Enter number of days that should have elapsed since the last statement was printed for patient or leave blank to default to 0 (zero).

Emplyd/Unemp/Al Choose E to restrict the report to those with listed employers.

Choose U to restrict the report to those with no listed employer.

Choose A to print for all.

Use MinPmt Rules System defaults to No unless Minimum Payment Rules has been defined in Statement Process Setup Menu. These rules can be setup to require a specific payment amount or percentage that must be paid by the patient to keep the account in good standing.

CSV Output Y/N Select Y , if you want to create a CSV output file. Otherwise select N to create a report.

Once you have generated a Past Due report, you can reprint the report by selecting Reprint the current List.

Notice the phrase “Current list is for ALL DOCTORS” at the bottom of the window. If a report was previously generated this phrase is displayed followed by the phrase ‘ALL DOCTORS’ or a specific doctor’s name; depending on how the report was generated.

If you select Reprint the current List, the report automatically prints as previously selected but with two exceptions. You will be given the following options:

Please refer to the detailed description of the two prompts explained above in Generate and print a New List.

Past Due Report Maintenance Past Due Report Maintenance allows modifications to the Past Due Report by way of adding patient accounts to and/or deleting patient accounts from the list.

To access this function, click on Modules / Collections / Past Due Reporting / Past Due Report Maintenance.

Get Finds specific account number for on the report.



Add Adds specific account number to the report.

Delete To deleted the account from the report file (check the row in the list box to select the account).

Clear File Clears the entire report.

Exit Exits back to menu.

If accounts are manually added to the report, maintenance must also be done to the patient record to reflect the reason for the change.

Once you have modified the report, select the Reprint Current List option in Past Due Report to reprint the modified report. (Do not choose the option to Generate a New List or you will loose all changes made to the report.)

CCA Laser Collection Letters Use this function to create, print and transmit Laser Collection Letters.

To access this function, click on Modules / Collections / Past Due Reporting / CCA Laser Collection Letters.

Create Laser Letter File

Use this function to create and print the laser collection letters to a file.

To access this function, click on Modules / Collections / Past Due Reporting / CCA Laser Collection Letters/Create Laser Letter File.

Enter date to print on notice

Enter the date that you want to print on the letters.

Past due or Final letter

Choose Past due letter to generate the Past Due notices. Choose Final letter to generate the Final Notice.

Write down the “Total Count” and “Total amount” displayed at the bottom of the screen when the file is finished being created. You will record this information on the Laser Letter Acknowledgement Sheet that is faxed to CCA.



Send File to CCA

Use this function to review or print or transmit collection letters.

To access this function, click on Modules / Collections / Past Due Reporting / CCA Laser Collection Letters/Send File to CCA.

Exit Select to Exit and return to the Practice Express window..

View the collection file

Select the file from the list box to display the text on the screen for review and click the Vew button

Delete File Select the file from the list box to delete and click the Delete button

Send collection notices to CCA

Click on the file name in the list box to electronically send the text file to CCA for laser printing.

Print Past Due Letter This program generates a pre-printed letter for mailing. Names, addresses and balances printed on the credit letters should be verified against the Past Due Report.

To access this function, click on Modules / Collections / Past Due Reporting / Print Past Due Letter.

The following is a description of the prompts you will encounter.

Print letters in Alpha/Numeric order

Choose A if you want the letters to print with an alphabetical sort.

Choose N if you want the letters to print with a numerical (by patients’ account numbers) sort.

Enter date to print on credit letter

Enter the date that you want to print on the letters. System defaults to the current date.

Print Clinic name on collection letter

Choose Y for Yes, if you want the clinic name to print on the letters.

Choose N for No, if you do not want the clinic name to print on the letters.

# of blank lines before 1st print lines

If you are using the preprinted letters, you can change the default blank lines to print on the top to make the letter fit the format properly.



Generate Collection Letter Memos This program will generate the memo entered into patient history for each patient listed on the Past Due Report. Enter an asterisk ( * ) as the first character of the MEMO MESSAGE if the memo should appear on patient statements.

To access this function, click on Modules / Collections / Past Due Reporting / Generate Collection Letter Memos.

Enter transaction date Enter the transaction date for the memo. System defaults to current date.

Enter memo message Enter your message as free format text. Example: *Past Due Letter Sent.

Pass Report to Word Processing This program will generate a text file that may be merged with a form letter created in either the WordPerfect or SCO Lyrix word processing systems.

To access this function, click on Modules / Collections / Past Due Reporting / Pass Report to Word Processing.

The following variables will be passed to the test file:

<PATIENT NAME> <ADDRESS LINE 1> <ADDRESS LINE 2> <CITY> <STATE> <ZIP> <LAST NAME> <FIRST NAME> <SALUTATION> <ACCOUNT NUMBER> <BALANCE>

Note: Use of this program requires the assistance of CCA Medical for initial setup and testing. It is not recommended for use by novice word processing users.



Status Code Update (Optional) The following screen may be used to automatically update any of the four status codes for each patient on the Past Due Report.

To access this function, click on Modules / Collections / Past Due Reporting / Status Code Update.

Status Code #1 Choose the code you would like Status Code 1 set up for patients on the Past Due Report. This is normally left blank.



Status Code #4 Choose the code you would like Status Code 4 set up for patients on the Past Due Report.

Collection Letter Date Enter date used for the collection letters. System defaults to the current date.

Do not run this function until you have a satisfactory copy of the Collection Report. This program will update the patients listed on the Collection report, setting the four status codes per the entries made in Status Code Update. Patient flags (i.e. Insurance and Suppress Statement) will be set per status code 4 defaults.

It is recommended that status codes be updated one level after each action is taken (i.e. print final notice- update to Z6, print past due report-update to Z5). Setting status code one through this program will not affect any other flags associated with the status code (i.e. suppress statement).

Past Due Reporting Notes 1. In-house processing incorporates phone calls to patient, past due letters, or final notices.

2. Past due report generates a list of the patients.

3. Generate and print a list creates a new list of patients based on the parameters specified in the report program ‘

4. Reprint the current list prints a previously generated report after additions and deletions have been made to the report.

5. Past due report maintenance allows additions and deletions to the report.

6. If accounts are manually added to or deleted from the report, maintenance must also be performed on the patient record to reflect the reason for the change(i.e., status code changes).

7. Print past due letter generates a pre-printed letter for each patient on the Past Due Report.



8. Names, addresses and balances printed on the credit letters should be verified against the Past Due Report.

9. Generate collection letter memo will generate the memo entered into patient history for each patient listed on the Past Due Report.

10. Pass report to word processing generates a text file that may be merged with a form letter created in either the WordPerfect or SCO Lyrix word processing systems.

11. Pass report to word processing is not recommended for use by novice word processing users.

12. Status code update is used to automatically update any of the four status codes for each patient on the PAST DUE REPORT.

13. It is required for the process to work properly that status codes be updated one level after each action is taken.

14. It is required for the process to work properly that each step of collection processing be completed prior to starting the next step. (i.e., Complete Z5’s before processing Z4’s)


End Collections Processing 29

Write Off to Collections This section is divided into 13 parts:

1. Collection Turnover Report 2. Collection Turnover Report Maintenance 3. Auto Generate Write Off Trans. 4. Write Off Adjustments Entry 5. Transaction Maintenance 6. Automatic Transfer to Agency 7. Transaction Audit Report 8. Transaction Update 9. Status Code Update (Optional) 10. Print Collection Patient Index Cards 11. Print Collection Patient History 12. Collection Memos Entry 13. Collection Notes

To access this function, click on Modules / Collections / Write Off to Collections

Notes:

1. Processing of Zcode levels is always worked in reverse order to prevent current Zcode levels from becoming mixed with the previous month’s accounts at that level. Therefore accounts ready for write-off are always worked before accounts receiving final notices or final notices before past due notices. Collection processing should be worked seven to ten days after each cycle to allow the patient adequate time to respond to the last notification received (i.e. final statement, final notice, etc.)

2. Collection and Past Due Reporting should not be processed while Day End is in progress. Only one Collection Report or Past Due Report may be generated at a time.

3. Family billing systems should note that collection processing is designed to report on the responsible party. Letters will be addressed to the responsible party for the total account balance. Charges for dependents who are flagged as suppressed statement will be excluded from this balance.

4. Changes to status codes will only affect the responsible party.

Collection Turnover Report The first step in processing any group of patients is to generate a list of the patients. This is done on the Collection Turnover Report screen. To access this function click on Modules / Collections / Write Off to Collections / Collection Turnover Report.



When you initially go into this screen, you will need to choose whether to print the report alphabetically by patient name or numerically by patient account number.

The next window asks if you want to Generate a new list or Reprint the current list. If a report has not been previously generated, the words “Current list is empty.” appear at the bottom of the window.

The following is an explanation of the options on the next screen:

Generate a New Report

This option creates a new list of patients based on the parameters specified in the report program.

This should not be confused with reprinting a list after making changes to the report.

Print Report This option prints a previously generated report after additions and deletions have been made to the report through Past Due Report Maintenance.

Exit Leave Past Due Reporting and return to the Practice Express window.

When you select Generate a New Report you will see the Collection Turnover Report criteria to selected for the new list.

Alpha/Numeric Displays Alpha or Numeric based on the answer to the prompt displayed when first initiating the program.

Beg Lnm/Acc# Enter a Last name or Account number to begin report from if a range is desired. Press return to default to all charts.

End Lnm/Acc# Enter a Last name or Account number to end range if range is desired.

Doctor Choose a doctor from the drop down list if report is to be printed for transactions posted for a specific doctor or choose the default All Doctors. (Note: if a specific doctor is chosen, a master report of all doctors should be printed to cross reference for the total balance)

Cycle Choose a cycle number of last billing cycle run if multiple cycles are in use for the clinic. Otherwise, leave the default of All.

Age Choose age (i.e., 30,60,90) if report should be generated by age. Enter 30 if report is being generated from other parameters (i.e., Zcodes).

Specific/Older Choose S to report specifically for the age entered.

Choose 0 to print for that age or older.

Last Payment Dt Enter a date to exclude patients who have made a payment since that date.



System defaults to the current date.

Minimum Balance Enter a dollar amount to exclude patient with balances less than that specified. Leave blank to default to all balances.

Maximum Balance Enter a dollar amount to exclude patient with balances greater than that specified. Leave the default of 99999.99 for all balances.

Type Comparison Choose A if all status code conditions must be true to select patient. Default is A.

Choose 0 (alpha) to select patient if any condition is true.







Beg Status Cd 4 Choose the beginning Zcode to select for a range of Status Code 4.

End Status Cd 4 Choose the ending Zcode code to select for a range of Status Code 4. Usually the same as the beginning when processing collections.

Branch to Selct Choose the specific branch to be printed or press leave the default to All branches.

Exclude Pend Ins Choose Y to calculate and exclude pending insurance amounts.

Choose N to print the total balance.

Show Detail Y/N Choose Y to print patient history, N to print summary of patient information.

Print Diag Y/N Print the patient diagnosis on the report – Y/N? This is generally helpful only for in-house use and should not be printed on the final copy if that copy is to be distributed to outside personnel

Print SS Depend Enter Y to print account whether the statement is suppressed or not. (Note: all in-house patients should be suppressed)

Print Pmnt. Plan Enter Y to print accounts that have been designated as OB PAYMENT PLAN



patients. Responding with yes to the prompt will include all patients whether or not they are on the payment plan.

Min # Days L. Stm Enter number of days that should have elapsed since the last statement was printed for patient or leave blank to default to 0 (zero).

Print Past 1st W Choose Y to print complete detailed history if multiple write-offs have occurred on the account and the collection history is not purged from the account.

Use MinPmnt Rules If you have minimum payment rules set up and want to use them in the analysis for this report enter ‘Y’

CSV Output Y/N If you want to create a ASCII text file of the report data, select Y.

Once you have generated a Collection Turnover report, you can reprint the report by selecting Reprint the current List.

Notice the phrase “Current list is for ALL DOCTORS” at the bottom of the window. If a report was previously generated this phrase is displayed followed by the phrase ‘ALL DOCTORS’ or a specific doctor’s name; depending on how the report was generated.

If you select Print the report, the report automatically prints as previously selected but with two exceptions. You will be given the following options:

Please refer to the detailed description of the two prompts explained above in Generate a New Report.

Collection Turnover Report Maintenance Collection Turnover Report Maintenance allows modifications to the Collection Turnover report by way of adding patient accounts to and/or deleting patient accounts from the list..

To access this function click on Modules / Collections / Write Off to Collections / Collection Turnover Report Maintenance.

Get Finds specific account number for on the report.

Add Adds specific account number to the report.

Delete To deleted the account from the report file (check the row in the list box to select the account).

Clear File Clears the entire report.



Exit Exits back to menu.

If accounts are manually added to the report, maintenance must also be done to the patient record to reflect the reason for the change.

Once you have modified the report, select the Print The Report option in Collection Turnover Report to reprint the modified report. (Do not choose the option to Generate a New Report or you will loose all changes made to the report.)

Auto Generate Write Off Trans. This program creates transactions to write off the total balance for all accounts in the Collection Turnover Report.

To access this function, click on Modules / Collections / Write Off to Collections / Auto Generate Write Off Trans.

Collection Write Off Procedure Code

Displays the appropriate credit adjustment code from the Collection Control Record.

Enter date to create transactions

Enter the date associated with these adjustments.

Write off patient selection Choose All patients OR Patients with pending insurance =0 only.

Write Off Adjustments Entry After the report is in its final form, the balances are written off of the patients’ accounts prior to transferring the balances to the collection accounts. For each person on the report, enter a credit adjustment using the code established for this purpose.

To access this function, click on Modules / Collections / Write Off to Collections / Write Off Adjustment Entry. For a detailed explanation of this function, refer to P – Payments/Adjustments under Payment/Adjustments in the Alpha Inquiry manual. Acct # Enter the account number of the patient to be written off.

Date Enter the transaction date associated with this write-off.

Proc Enter the unique credit adjustment code set up to credit the patient’s account

Desc System generates this description based on the codes file. If you wish, you may modify this description.



Amount Enter the amount to be credited from the patient’s account.

P, S, O, A Enter A to specify an adjustment distribution type or press ENTER if the code has been pre-assigned this default.

If multiple agencies are used, a unique write-off code must be set up for each agency. The write-ff process must be completed for each agency before processing the next batch. It is strongly recommended that a procedure of rotating the agencies on a monthly basis be established. The write-off adjustment code specified in the collection record must be changed each time a new write-off code is used.

Transaction Maintenance This function should be utilized to correct/delete posting Write Off Adjustment errors.

To access this function, click on Modules / Collections / Write Off to Collections / Transaction Maintenance.

User #

Seq #

Acctount

Date

You will then be given the options of specifying:

Unupdated/All Click on the Unupdated radio button to only display unupdated transactions.

Click on the All radio button to display all transactions

Include/Exclude Rev Click on the Include Rev radio button to include reversals in the display.

Click on the Exclude Rev radio button to exclude reversals in the display.

Automatic Transfer to Agency After all of the adjustments have been posted using the unique credit adjustment procedure specified in the Collection Record, it is recommended that a Transaction Audit Report be run prior to running Transfer to Agency to verify the write-offs. The Automatic Transfer to Agency screen may then be selected to transfer the balances to the collection account.

To access this function, click on Modules / Collections / Write Off to Collections / Automatic Transfer to Agency. Bad Debt Code Used Enter the unique credit adjustment code specified in the collection record that

was used to write-off the patients’ balances.



Transfer Proc Code Enter the unique debit adjustment code that was established to transfer the balances to the collection accounts.

Acct # For Agency Enter the patient account number that was created for the collection account.

Doctor Number Enter a specific doctor number to force the debit to one specific doctor. Press return to default to the original doctor number of the charge written off.

Branch Number Enter the branch number established for collections to separate the balances in the collection account from the regular accounts receivable. Press return to default to the original branch number of the charge written off. (Note: It is recommended that a separate branch be used)

OK

Cancel

Press OK if information is correct and you wish to proceed with the transfer.

Press Cancel to terminate the process without making the transfer.

Transaction Audit Report After the write-offs and transfers have been completed, run the Transaction Audit report.

To access this function, click on Modules / Collections / Write Off to Collections / Transaction Audit Report.

Print Batch list in Alpha or Numeric Order

Enter A to sort the report in alphabetical order.

Enter N to sort the report in numerical order.

Print Separate days on different pages

Enter Y for Yes to print each day on a separate page.

Enter N for No to concatenate days.

Print detail list of memo transactions

Enter Y for Yes to include memos in the report.

Enter N for No to exclude memos from the report.

Enter New Batch Name to Update (Optional)

Enter a batch name if needed.

Enter Fiscal Period to Updata (Optional)

Select the fiscal period for the batch, if needed to move the batch to a different period.

The report totals should show the credit adjustments equal to the debit(s) generated by the system, if the transactions were entered on a clean batch.



Transaction Update Verify the batch by confirming that the credit adjustment code used matches the code in the collection record, and that the total credit adjustments balance to the Collection Report.

To run this function, click on Modules / Collections / Write Off to Collections / Transaction Update and enter the date that should be associated with these transactions.

If the batch is not updated from the collection menu (i.e., If it is updated under the TRANSACTION PROCESSING menu…), the patient’s collection balance and status codes will not be modified automatically.

Status Code Update (Optional) This function may be used to automatically update any of the four status codes for each patient on the Collection Report. The Status Code Update should not be run until you have a satisfactory copy of the Collection Report. This program will update the patients listed on the Turnover report, setting the four status codes per the entries you make on the Status Code Update screen.

The batch update automatically sets Status Code 1 and Status Code 4 if they are specified in the Collection Record. Modifying Status Code 1 through this program will not affect any other flags associated with the status code (i.e., Suppress Statement).

To access this function, click on Modules / Collections / Write Off to Collections / Status Code Update.

Print Collection Patient Index Cards This program is designed for sites that maintain a card index of bad debt accounts.

To access this function, click on Modules / Collections / Write Off to Collections / Print Collection Patient Index Cards.

Print cards in Alpha/Numeric order

Enter A if you want the cards to print with an alphabetical sort.

Enter N if you want the cards to print with a Numerical (by patients’ account numbers) sort.

Enter Date to print on cards Enter the date that you want to print on the cards.

Note The Collection Batch Update must be performed before index cards may be generated.

Print Collection Patient History This program transfers transaction detail to hardcopy prior to purging from patient history.

History will be printed for each patient written off and updated.



To access this function, click on Modules / Collections / Write Off to Collections / Print Collection Patient History.

Alpha/Numeric Order Enter A if you want the report to print with an alphabetical sort.

Enter N if you want the report to print with a numerical (by patients’ account numbers) sort.

Enter beginning date to print Enter the date you wish the history to begin.

If Restart Numeric Order; enter account# printed last

If restarting the numeric report, enter the last chart number printed to begin the history at that point.

If Restart Alpha Order; enter account name printed last

If restarting the Alpha Report, enter the last chart name printed to begin the history at that point.

OK

Cancel

Press OK if information is correct and you wish to print.

Press Cancel to terminate the process without printing.

Collection Memos Entry The following screen generates a collection memo to the patient’s history and adjusts the collection balance in the patient’s record. Both may be viewed in the Query screen of Alpha Inquiry, Patient History, Transaction Entry, and Payment Entry. Collection memos entry (CM command in Alpha Inquiry) calls the Collection Memos Entry screen.

To access this function, click on Modules / Collections / Write Off to Collections / Collection Memos Entry. Account Enter the account number assigned to the collection agency account.

Date Enter the transaction date to be assigned to the memo.

Unapplied Displays the Amount of the payment selected left to apply. The system calculates this field automatically.

Pat. Acc # Enter the account number of the patient the payment was collected for.

Apply Enter the amount to be applied as collected for this patient. (If the agency withholds money for their collection fee, the user must still apply the total amount collected even though the amount is greater than the check amount posted in Payment/Adjustment Entry)

The memo generated by this program is not a transaction and is not used to balance money at the end of the day. Due to the fact that this memo serves as an audit tool, once it is updated it may not be deleted from the account. The memo is generated with an * as the first character, so that it will print on a month-end or walk out statement (patient’s receipt if collected from patient).

The Collection Balance in the Query/Guarantor screens will be changed to the amount the program calculated when the memo is updated.



Collection Notes 1. Processing of Zcode levels are always worked in reverse order to prevent current Zcode levels from

becoming mixed with previous month accounts at that level.

2. Collection and Past Due Reporting should not be processed while day end is in progress.

3. The first step in processing any group of patients is to generate a list of the patients.

4. Generate and print a new list creates a new list of patients based on the parameters specified in the report program.

5. Reprint the current list prints a previously generated report after additions and deletions have been made to the report.

6. Collection Turnover Report Maintenance allows additions and deletions to the report.

7. If accounts are manually added to or deleted from the report, maintenance must also be performed on the patient record to reflect the reason for the change(i.e., status code changes).

8. Balances are written off the patients account preparatory to transferring o the collection account.

9. The auto apply function in Write off Adjustment Entry is not recommended for insured accounts.

10. Transaction Maintenance should be used to correct/delete posting errors

11. After all the adjustments have been posted using the unique credit adjustment procedure specified in the Collection Record, it is recommended that a Transaction Audit Report be run to verify that the amount written off balances to the Collection Turnover Report.

12. Transfer to agency transfers the balances written off the patient’s account to the collection account specified.

13. The bad debt code used must match the code specified in the collection record.

14. After the write-offs and transfer have been completed, run the Transaction Audit Report again.

15. The report totals should show the credit adjustments equal to the debit generated by the system.

16. After verifying the batch and confirming that the credit adjustment code used matches the code in the clinic record, run the transaction update.

17. If the batch is not updated from the collection menu, the patient’s collection balance and status code will not be modified automatically.

18. Status Code Update is used to automatically update any of the four status codes for each patient on the COLLECTION REPORT.



19. The batch update automatically sets STATUS CODE 1 and STATUS CODE 4 if they are specified in the COLLECTION RECORD.

20. Print Collection Patient Index Cards is designed for sites that maintain index cards for bad debt accounts.

21. The collection batch update must be performed before index cards may be generated.

22. Print Collection Patient History transfers transaction detail to hard-copy preparatory to purging from patient history. (Optional)

23. Purge Collection Patient History will purge the detail from the patient account through the collection write-off transaction. (Optional)

24. It is required for the process to work properly that each stage of collection processing be completed before starting a new stage (i.e., finish write-offs before starting final notices.)



End Collections Processing Use this function to release the Collections system so others users can process collections. You must have previously run Start Collections Processing in order to execute this option.

To access this function, click on Modules / Collections / End Collections Processing.

User Number Displays the number of the user currently processing collections.

Branch Number Displays the number of the branch for which collections are currently being processed.

OK Press OK to End Collections Processing.


Collection Payment 41

Collection Payment This section is divided into three parts:

1. Payment Entry 2. Account Reactivation 3. Payment Notes

Payments that are collected for accounts that have been turned over to an agency or written off should be applied to the Collection account and a collection memo input to note in the patient’s account that the payment was made even if the money is collected directly from the patient. Payments collected prior to writing off and transferring the money to collection account should be posted to the patient’ s account. Both should be posted in the following screen.

Payment Entry To access this function, click on the Payment Entry button in Alpha Inquiry. For a detailed explanation of Payment Entry, refer to the Alpha Inquiry manual.

If posting to the collection account, enter the account number and procedure code (optional) assigned for this purpose. If the agency withholds their fee from the check, post an appropriate credit adjustment for that amount.

Note It is strongly recommended that arrangements be made with the agency to invoice for processing/collection fees. Processing/collection fees should not be withheld from the payment of money collected.

If posting to a patient that is being processed internally, apply the payment using the appropriate payment code.

Note If the patient’s statement is not suppressed when the payment is updated, the system will not automatically reset the Zcodes to the appropriate level. The user must set the Zcode accordingly in the Patient Registration screen.

Account Reactivation If an account has been written off or turned over to an agency and the user elects to provide further service to the patient, the account must be reactivated. To do this, call up the account via Alpha Inquiry. You will be advised the account is inactive and will be prompted whether you wish to reactivate.

The patient’s Zcode in status code four should be reset to a point prior to beginning in-house processing. (Grace period is recommended to insure prompt attention to the account if the patient continues to display poor payment history)

The patient’s primary code in status code one should be adjusted to show responsibility for payment (i.e., cash only, insurance). An optional code may be entered in status code two to show that the account is a previous collection account.


Collection Payment 42

The primary status code should un-suppress the statement for current charges to be billed.

Payment Notes 1. Payments that are collected for accounts that have been turned over to an agency or written off should

be applied to the Collection account.

2. Payments collected prior to writing off and transferring the money to the collection account should be posted to the patient Is account.

3. It is recommended that arrangements be made with the agency to invoice for processing/collection fees.

4. Collection Memo Entry generates a collection memo to the patient’s history and adjusts the collection balance in the patient balance screen.

5. The memo generated is not a transaction and is not used to balance money at the end of the day.

6. The memo generated may not be deleted after it is updated.

7. The memo is generated with an 11*11 as the first character and will print on a month end or walk out statement

8. The collection balance in the guarantor screen will be changed to the amount calculated when the memo is updated.

9. If an account has been written off or turned over to an agency and further service is provided to the patient, the account must be reactivated in Patient Registration.

10. The patient’s Zcode in status code four should be reset to a point prior to in-house processing to reactivate the account.

11. Grace period is recommended to insure prompt attention to the account if the patient continues to display poor payment history.

12. The patient’s primary code in status code one should be adjusted to indicate responsibility for payment

13. The primary status code should un-suppress the statement for current charges to be billed.


Function Locator 43

Function Locator Use this table to locate the various reports and functions useful in Collection activities.

To get to . . . Select . . .

Branch Record Maintenance SYSTEM MANAGEMENT: CLINIC MAINTENANCE

Collection Turnover Report Maintenance

COLLECTIONS: WRITE-OFF TO COLLECTIONS

Collection Turnover Report COLLECTIONS: WRITE OFF TO COLLECTIONS

Collection Record Maintenance SYSTEM MANAGEMENT: CLINIC MAINTENANCE

Collection Memo Entry ALPHA INQUIRY

Generate Collection Letter Memo COLLECTIONS: PAST DUE REPORTING

Pass Report to Word Processing COLLECTIONS: PAST DUE REPORTING

Past Due Report COLLECTIONS: PAST DUE REPORTING

Past Due Report Maintenance COLLECTIONS: PAST DUE REPORTING

Patient Status Code Maintenance SYSTEM MANAGEMENT: CODES MAINTENANCE

Patient Registration ALPHA INQUIRY

Patient Default Maintenance SYSTEM MANAGEMENT: USER SETUP

Payment Entry ALPHA INQUIRY

Print Collection Patient History COLLECTIONS: WRITE OFF TO COLLECTIONS

Print Collection Patient Index Cards

COLLECTIONS: WRITE OFF TO COLLECTIONS

Print Past Due Letter COLLECTIONS: PAST DUE REPORTING

Procedure Codes Maintenance SYSTEM MANAGEMENT: CODES MAINTENANCE

Purge Collection Patient History COLLECTIONS: WRITE OFF TO COLLECTIONS

Statement Messages STATEMENT PROCESSING:STATEMENT PROCESS SETUP MENU

Status Code Update COLLECTIONS: PAST DUE REPORTING

Status Code Update COLLECTIONS: WRITE OFF TO COLLECTIONS


Function Locator 44

Transaction Update COLLECTIONS: WRITE OFF TO COLLECTIONS

Transaction Maintenance COLLECTIONS: WRITE OFF TO COLLECTIONS

Transaction Audit Report COLLECTIONS: WRITE OFF TO COLLECTIONS

Transfer to Agency COLLECTIONS: WRITE OFF TO COLLECTIONS

Write-Off Adjustment Entry COLLECTIONS: WRITE OFF TO COLLECTIONS

Index

A

Account Reactivation · 41 Auto Generate Write Off Trans · 33 Automatic Transfer to Agency · 34

B

Branch Record Maintenance · 16

C

CCA Laser Collection Letters · 24 Charge/Debit Adj Codes Maint · 9 Collection Patient Index Cards · 36 Collection Payment

Account Reactivation · 41 Payment Entry · 41

Collection Record Maintenance · 14 Collections

Auto Generate Write Off Trans · 33 Automatic Transfer to Agency · 34 Collection Patient History · 36 Status Code Update · 36 Transaction Audit Report · 35 Transaction Maintenance · 34 Transaction Update · 36 Turnover Report · 29 Turnover Report Maintenance · 32 Write Off Adjustments · 33 Write Off to · 29

Collections Memo Entry · 37 Collections Processing

End · 40 Start · 19

Create Laser Letter File · 24

D

Dunning Messages · 5

F

Function Locator · 43

G

Generate Collection Letter Memos · 26

L

Laser Letter File Create · 24 Send · 25

Locator Functions · 43 Reports · 43

M

Maintenance Branch Record · 16 Charge/Debit Adj Codes · 9 Collection Record · 14 Collections Turnover Report · 32 Past Due Report · 23 Patient Status Code · 6 Payment/Credit Adj Codes · 7 Transaction · 34

Memo Entry · 37

N

Notes Collection · 38 Past Due Reporting · 27 Payment · 42 Setup · 17

O

Overview · 4

P

Pass Report to Word Processing · 26 Past Due

Create Laser Letter File · 24 Generate Collection Letter Memos · 26 Laser Collection Letters · 24 Letter · 25 Pass Report to Word Processing · 26

Index 45


Index 46

Report · 21 Report Maintenance · 23 Status Code Update · 27

Patient Default · 16 Index Cards · 36 Registration · 16 Status Code Maintenance · 6

Payment Entry · 41 Payment/Credit Adj Codes Maint · 7 Print

Collection Patient History · 36 Past Due Letter · 25 Patient Index Cards · 36

R

Report Collections Turnover · 29 Locator · 43 Pass to Word Processing · 26 Past Due · 21 Transaction Audit · 35

S

Setup Branch Record Maintenance · 16 Charge/Debit Adj Codes Maint · 9 Collection Record Maintenance · 14 Notes · 17

Patient Default · 16 Patient Registration · 16 Patient Status Code Maintenance · 6 Payment/Credit Adj Codes Maint · 7 Statement Messages · 17 Zcodes · 5

Start Collections Processing · 19 Statement Messages · 17 Status Code Update · 27, 36

T

Transaction Audit Report · 35 Transaction Maintenance · 34 Transaction Update · 36 Turnover Report · 29

W

Write Off Adjustments Entry · 33 Auto Generate · 33

Write Off Adjustments Entry · 33 Write Off to Collections · 29

Z

Zcodes · 5

Practice Express - CCA MedicalEach time a statement is printed for the account, the system reviews...

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Transcript of Practice Express - CCA MedicalEach time a statement is printed for the account, the system reviews...