Medisoft Office Hours and the Medical Billing Process

Office Hours and Office Hours Professional are critical pieces in the patient billing process. Office Hours Professional offers you the ability to view patient balances, and enter patient copays. These features are only available when Office Hours Professional is utilized in conjunction with Medisoft.

View Patient Balances

When a patient comes in for an appointment, it is generally a good practice to check on any outstanding balances. This would allow you the opportunity to collect on some or all of the outstanding balances.

In order to quickly check the patient balance, you can right click on the patient’s appointment and choose Quick Balance or you can click the Balance button from within the appointment.

You will then see the Quick Balance screen.

This screen will show the remainder balance. The remainder balance shows the amount due on charges that have been paid by any insurance carrier that would be responsible for the charge. These totals are lumped together into a Remainder Balance.

Patient Copays

You have the ability to enter copays for the patient from within the Office Hours program. It is good practice to collect the copay amounts at the time the patients check in to the office. This prevents the loss of revenue due to unpaid or uncollected copay amounts.

You have the ability to enter copays through either Transaction Entry or through the Deposit List. This decision was made when setting up your Program Options. If you would like to use transaction entry, place a check mark in the field labeled Use Transaction Entry to Make Copays. If you want to use the deposit list, do not place a check mark in this field.

Tips and Tricks:
In most circumstances, at the time the copay is made, the services for which the patient is paying have not yet been performed. If you enter your copay into Transaction Entry, you will be asked to apply the payment right away, unless the payment code is marked as a prepayment.

For this reason, we suggest entering your copayments through Office Hours Professional into the Deposit List.

Once you have made your selection, you will be able to enter your copays from within Office Hours Professional. This can be done by opening the appointment and clicking the Enter Copay button.

You can also right-click on the appointment, and click Enter Copay.

Your screen will then open to either Transaction Entry, or the Deposit List.

Deposit List

If you are applying your payments through the Deposit List, the following screen will appear.

You will need to fill in the fields with the applicable payment information. For detailed information on these fields, refer to the chapter discussing Payment Entry. As you can see, the Chart Number field will automatically populate with the chart number entered in Appointment Entry. If the appointment was not entered using a chart number, this feature will not be available for that appointment.

Print Receipt: The Print Receipt field will only appear if you are applying payments through Office Hours Professional. If this field is checked the program will print a simple receipt that shows the copay was made. This receipt format cannot be modified or changed, and will only include the copay that was entered at that time. This receipt will print when the Save button is pressed.

Once you have filled out all applicable fields, click Save.

At the end of the day, or on the next day, you will need to go into your Deposit List and apply the payment to the charges.

Transaction Entry

If you have selected the option to enter copays through transaction entry, the program will function differently when the Enter Copay option is selected. When this option is selected, Medisoft will open transaction entry to the Chart Number and Case Number that were entered in the appointment entry screen. If you have not entered a chart number or case number for an appointment, this feature will not be available for that appointment.

When you enter your payment, you will need to make sure you use a code that has been set aside as a prepayment. The charges normally have not been entered at this point in the billing process. This will prevent you from applying the payment. If the payment was not set as a prepayment, you would not be able to save and exit the Transaction Entry screen.

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