Medisoft V21 should be available soon for your healthcare\physician back office this year, in 2016.  This new version will have features to help improve the revenue cycle management of your practice and help improve the medical and insurance billing functions of your clinic or office.

An available option for Medisoft Version 21 is Encoder Pro that helps with the medical coding of ICD-10 diagnosis codes and CPT procedure codes.  You can search using common terms or clinical terms, then pull that information back into Medisoft.  You can also cross code from ICD9 to ICD10 and vice-versa.  The program also allows you to enter a CPT procedure codes, and find the common ICD-10 codes that get billed with that procedure code.

Of course Version 21 will also come with built in compatibility with BillFlash patient electronic statement functionality.  This allows you to easily upload your patient statements electronically to BillFlash and let them do all the “heavy” work of printing, stuffing, and mailing your statements for only pennies more than the stamp you are already using.  Physician offices tell us this is a tremendous timesaver, and doctors love the fact that their statements gets out on a regular monthly cycle again!

Need custom insurance billing reports? Contact us at 888-691-8058 or 941-743-6666 and talk to us about your custom reporting requirements.

Medisoft Practice Choice is available as a cloud based EHR program to help you transition from paper medical records to online electronic health records, call us today at 888-691-8058 or 941-743-6666.

Are you still spending your valuable time manually posting EOB’s? If so, call us about signing up for electronic payment posting of your insurance checks, and in just a couple of minutes, post that large EOB quickly and easily without manual insurance payment posting.

Are you constantly having problems with your electronic clearinghouse?  Call us about our integrated clearinghouse that works right inside medisoft, and gives you information about your claims right in Medisoft and can help reduce your EDI frustrations and nightmares.

Call us today at 888-691-8058 or 941-743-6666 to talk to us about any frustrations you may be experiencing with your medisoft revenue cycle management and we’ll be happy to try to help you.

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Editing Existing Ticklers

The purpose of the collection list is to allow you to quickly move through the collections process. Each tickler has a Responsible Party attached to it. This field will display either the Guarantor or the Insurance Carrier responsible for the outstanding balance represented by that tickler. If you click the + sign next to that party, you will see all applicable information necessary for making a collection call.

You can also double-click the tickler to open it. You will see the following screen:

Here you can edit many of the values associated with this tickler. Most importantly, you can specify the date this issue was resolved. Usually the entry of this date corresponds with the receipt of payment on the outstanding debt. This payment could be for the entire amount, or for any other amount agreed upon by both parties. If the issue is resolved, you should also change the status of the issue to either Resolved or Deleted.

You would repeat this process for each subsequent tickler

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Creating Single Ticklers

If you want to create one specific tickler, take the following steps from within the Collection List:

  1. Click the New button.
  2. You will see the following screen. In the field labeled Action Required, enter what you want the person working the collections to do.


  3. Select whether the collection is for the patient or the insurance carrier using the Responsible Party Type.
  4. You will now need to specify the Chart Number for the patient, the chart number for the Guarantor, and the Responsible Party. The responsible parties available for you to select will depend on what you entered in the Responsible Party Type.
  5. Finally, you need to enter the Follow Up Date. This is the date you want to contact the responsible party in an attempt to collect the debt.
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Previous Balance Billing

By default, Medisoft uses a form of billing that includes detail for particular charges on one statement. Subsequent statements would show those charges that remain unpaid as a “Previous Balance”.

This manner of billing causes confusion with patients who want to know exactly what their statement is billing them for.

Medisoft has the ability to force any charges with remaining balances to show in detail on each patient statement. To enable this feature, you need to open the Program Options screen to the Billing tab. In the Statements section you will see the fields Standard Statement Detail Only and Remainder Statement Detail Only. Placing check marks in these fields will prevent charges from being lumped into a “Previous Balance”.

This feature will only work if you are using Statement Management to print or send your statements.

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Reports Menu

When printing reports through the Reports menu, you will not have the visual interface window available to you within Statement Management. Additionally, you will not be able to use these statements for integration with the Medisoft Collection Module. You will also be unable to utilize the Cycle Billing functionality available through Statement Management.

To print statements through the reports menu, take the following steps:

  1. Click the Reports menu and Patient Statements.
  2. You will see a screen asking you to select the statement format you wish to print. If you select a remainder format, the statement will only include charges that have a balance and have been paid by all responsible insurance carriers. If you select a standard format, the statement will include all charges with a balance that has been placed in statement eligible cases. Make your selection and click OK.


  3. You will be prompted to specify the device to which you wish to output your statements. Only printing or exporting to a file will result in those charges being marked as billed. Make your selection and click Start.


  4. The Data Selection Questions screen will appear. Enter the filters you would like to apply to the statement and click OK.


Tips and Tricks:

The Date From range when printing patient statements does not limit the charges that will be included in the statement balance. The function of this filter specifies the date range that should be included in the statement detail for previously billed transactions. If you want all charges to be included in the detail of the statement, enter a date range that will include all possible transactions.

The Chart Number range is asking for the range of guarantors NOT the range of patients.

 

The eligible statements will now be printed

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Payment Plans

Medical bills can seem overwhelming to many patients. Balances often exceed the amounts that patients can pay at one time. For this reason, doctors assign patients to payment plans. A payment plan specifies a certain amount that must be paid each month (or other specified time period) until the balance is paid off. Medisoft can track which payment plan is assigned to each patient. Additionally, it can flag patient accounts if payments are missed.

Creating Payment Plans

To create a payment plan, take the following steps:

  1. Click the Lists menu and Patient Payment Plans.
  2. Click the New button.


  3. You are going to see the following screen. Here you can give the plan a description, as well as specify the day the first payment will be due, how often payment will be due, and the amount of payment that will be due each period. Make your selections and click Save.


Assigning Payment Plans to Patients

After creating a plan, you need to specify which patients will be on that plan. To assign a plan to a patient, take the following steps:

  1. Open the Patients/Guarantors and Cases screen by clicking the Lists menu and Patients/Guarantors and Cases.
  2. Find the patient you wish to assign the payment plan to and double-click on that patient. This will open that patient’s record.
  3. Click the Payment Plan tab. Here you will be able to select the appropriate payment plan for this patient. After making your selection, click Save.


The program will now track the scheduled date for the next payment and the amount to be applied.  If the patient follows the payment plan (e.g., the patient pays the required amount by the required date), the account is excluded from any collection letters that might be prepared.  If the patient does not follow the plan, the account will be included in any collection letters that might be prepared.

 

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Cycle Billing

Cycle billing is a feature that can increase the cash flow to the office. Using cycle billing allows an office to send statements out more than once a month without sending multiple statements for the same transactions. This feature is most useful in offices that do not require frequent, regular visits for their patients. To use cycle billing, take the following steps: (Note: Steps 1-3 are only required for initial setup of cycle billing. Once these steps are completed, you can begin the process of billing starting with step 4.)

  1. Open the Program Options screen to the Billing tab.


  1. You will see a section of the screen labeled Statements. In this section, there are two fields that must be configured in order to use Cycle Billing. Place a check mark in the field labeled Use Cycle Billing. You will also need to specify the length of your cycle. This is done in the field labeled Cycle Billing Days. This field should usually have 30 entered in it. With this number we are specifying the number of days that must elapse before a statement is printed again.


  1. After setting these values, click the Save button.


  2. Open Statement Management by clicking the Activities menu and Statement Management.
  3. There are certain fields that are useful when doing cycle billing. These fields do not default into your grid display within Statement Management. You will need to add these fields to the grid. Click the small black dot to modify the grid.


  1. The Grid Columns window will open. Click Add Fields.



  2. While holding the [CTRL] button down, click on the fields labeled Last Billing Date and Next Statement Date. This will select both of the fields. Click OK.


  3. You will see those two fields added to the Grid Columns window. Click OK.
  4. You will now see columns in Statement Management labeled Last Billing Date and Next Statement Date.
  5. If you follow the steps outlined above for billing your statements, you will see these fields populated. As long as you are using cycle billing, the transactions attached to statements will not appear on another statement until the date listed in the Next Statement Date field.


As previously stated, Cycle Billing is not a tool that all offices would find useful. If patients have multiple visits during a particular month, it is possible that they could get multiple statements during that month. If patients are only seen few times each year, cycle billing will allow them to send statements as often as they would like, without sending multiple statements to the same patients/guarantors.

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Comment

The comment tab will allow you to enter various comments regarding this statement. These comments will not be included on any printed or sent statements. They are for internal use only.

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  1. The Show Unpaid Only field does not have any effect on patient payments.
  2. The Payment Procedure Code fields will automatically populate with the codes that were entered during the creation of the deposit. These are the codes that will be listed on the line item entries within the patient ledger after the applicable charges and adjustments are applied. You do not need to change these fields.
  3. At the top of the screen you will see a field labeled For. This field is used to designate the patient for whom the payment(s) and adjustment(s) are being entered. This field will default to the same chart number that was entered when creating the deposit. You do have the ability to change the chart number. If you select a patient that does not have the person making the payment listed as the guarantor, you will see the following message. Clicking Yes will allow you to apply the payment anyways. Clicking No will force you to select a different patient before proceeding.


  4. Once you have selected the chart number of the patient to whom the payment will be applied, you are ready to actually apply the payment. The first step in applying the payments (and adjustments) is to identify which charges are being paid or adjusted. You can identify the specific charges by using the Date, Procedure, Charge, and Remainder fields. The remainder field tells you the balance on each charge.


  5. Once you have identified the charges you wish to pay or adjust, enter the amount of the payment that will be applied to each charge in the column labeled Payment, and the amount (if any) that you wish to adjust off each charge in the Adjustment column.


Tips and Tricks:

If you apply a payment amount greater than the remainder amount, you are indicating that an overpayment was made on that charge. The patient is usually due a refund in this instance. The refund should be entered as a positive adjustment.

  1. After entering your payment and adjustment amounts, click Save Transactions. At this point, we are making line item entries into both the mwtrn.adt and the mwpax.adt tables.


  2. If the payment was made for multiple patient accounts, you can now change the chart number in the For field to the next patient to whom you wish to apply the payment.
Tips and Tricks:

Normally you would want to apply the entire payment before leaving the payment application screen. If you do this, the unapplied amount field will show 0.00.

If you do not apply a payment completely, the balance and AR totals will only be affected by the amount you apply.

  1. After applying and saving the payments and adjustments, click Close.

Following this process will allow you to enter and apply patient payments from the deposit list. It is important to note that copays entered through Office Hours into the deposit list will be listed as unapplied payments until you go through and manually apply them to the charges.

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11. You will now see the payment listed on the main screen of the deposit list.

12. Highlight the payment and click Apply.


  1. The following screen will appear.


  1. You will see various fields that are grayed out. These fields do not apply to patient payments.
  2. By default, the only charges you will see are charges that have a remainder balance (meaning charges that have been paid by all responsible insurance carriers). If you would like to see charges with balances, regardless of remainder status, uncheck the box labeled Show Remainder Only.


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