Introduction

After entering appointments and printing superbills, the office is now ready to enter the procedures that were performed during the various patient visits. This process is done through Transaction Entry.

Within transaction entry, you have the ability to enter charges, payments, adjustments, and comments. The first three types of procedures generally have the effect of changing the patient’s and practice’s accounts receivable totals. They can also be used to change the party who is currently responsible for payment on a particular charge. Comments will generally not affect accounts receivable totals for either party.

Transaction Entry is the screen where most time is spent during the use of Medisoft. Because of this it is important that you have an understanding of the various options available to you on this screen. We will discuss some of the various billing scenarios you will deal with. We will introduce Transaction Entry as a tool for entering payments. When discussing payments, we will focus on copays. We will discuss insurance payments in the payment entry chapter.

You can open Transaction Entry by clicking the Activities menu and Enter Transactions.

Patient, Case, Document, and Superbill Selection

When you first open Transaction Entry, the screen will look like this:


The first fields you will need to enter are the Chart and Case numbers.

Chart: In this field you should enter the chart number of the patient for whom you need to enter transactions. If you do not know the chart number, you have a few options.

Click the down arrow next to the Chart Number field. This will give you a list of all patient chart numbers that currently exist within your database.

Click the magnifying glass button. This will bring up the Patient Search window.


From the Patient Search window you can sort the list of patients by clicking on the heading of the field you wish to use to sort.

You can also click the magnifying glass button. This will bring up a detailed search window. You will be able to use the options available to you on this screen to search the entire patient database for specific values.


Case: The Case field will not be available to you until you have entered the Chart Number. Once you have entered the Chart Number, the drop down menu for this field will include all cases that have been entered for that Chart Number. In order to help practices with patients with numerous cases, the case numbers are listed with the newest cases at top.


As you can see, the case Number, Description, and Annual Deductible will appear on this drop down menu. For this reason, it is important that you assign your cases descriptions that would allow you to quickly determine which case would be appropriate for that particular visit.

Tips and Tricks:

If you need to add a patient chart number or a case number to the list, simply press [F8] with your cursor in the corresponding field.

If you need to edit the information in either the patient setup or the case setup, press the [F9] button

Document Number: The Document Number field will only be available to you if you have selected the Force Document Number field on the Data Entry tab of the Program Options screen. Additionally, you cannot have the Use Serialized Superbills option checked on that same screen.


Document numbers are used to further group transactions together. Some offices create a new case for each visit. In this circumstance, there is not a benefit for the office in using the Document Number feature. If you do not create a new case for each visit, document numbers allow you to more closely link payments and adjustments to the charges they were applied to.

It is important to note that if this feature is turned on, by default you will only see transactions for the document number that is selected. There is a field on the Transaction Entry screen labeled Show All. This field will allow you to see all transactions entered into that case regardless of document number.

Tips and Tricks:

If you properly utilize the document number feature, your patient statements will group transactions together by document number. This will make them more understandable to patients who want to know exactly where their payments went.

Superbill: The Superbill field functions similar to the Document Number field. It is only available if the Force Document Number field has been selected as well as the Use Serialized Superbills field within Program Options.


In addition to properly setting up the program options, you must be using Office Hours or Office Hours Professional in order to use the Serialized Superbills feature.

Superbill numbers are used like a Document Number to group all transactions related to a specific visit together. Additionally, they are used to link transactions to the appointments entered into Office Hours.

Because the billers are using the superbills in order to complete their data entry for charges, the Superbill field can be entered prior to entering the Chart and Case fields. The office would simply need to enter the serial number from the top of their superbill, and the applicable Chart and Case numbers would automatically populate.

Similar to when using the Document Number field, the only transactions that will be displayed will be those transactions that have been entered under that particular Superbill number field. If you want the ability to see all transactions regardless of superbill number, place a check mark in the Show All field.

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