Medical insurance billing software and EHR software has been in the limelight the past few years. It started with the proposal by President Obama’s stimulus plan to foot the bill for doctor’s offices to use EMR (electronic medical records) software. This software would include insurance billing software.

The long awaited software program had been the subject of much controversy.  But one this for certain, some aspects can be a timesaver.  This is innovative software developed for healthcare professionals as well as billing services employed by the medical profession.Using electronic claims for billing allows the least amount of mistakes, saves valuable office time if you use electronic statements and the rapid verification of eligibility for certain procedures. The time of approval is cut to a minimum and the documentation of the verification is on your computer.

Accounting becomes a snap when using medical insurance billing software. The software keeps track of what has been paid and what is still owed. The patient ledger will show you which patient’s insurance company has made a payment, how it was made and if there are adjustments needed to the account.

If you need a certain patient’s file on the screen, it is there. The time it took to hunt through file cabinets and fill out new patient billing information to add to a folder that was already too thick took up precious time. Now the information can be put into the computer, entered and it is at your fingertips when you need to find something.

When it comes to multi-tasking, medical insurance billing software will allow you to do several jobs at the same time. When you have entered the information in the billing section and prompted it to start, you can go on and do other tasks while this is in the process.

Making Office Time a Little Shorter With Medisoft Version 20

Everyone knows the majority of time you spend in an office is doing paperwork. If you could eliminate a major portion of this paperwork the time can be spent with patients. This includes time you spend on the telephone with insurance companies. Tracking down payments and charges by using medical insurance billing software will allow you more free time to get to the really important things.  With Version 20 of Medisoft, you can reduce the paper handling and shuffling by letting your patients fill in their demographic information on a tablet computer, then when they finish, your front office staff can verify the info, and with a click of a button, transfer that information to Medisoft, saving your staff the time consuming task of typing the  information into the Medisoft program themselves.  Not only that, the forms that patients sign off on , like HIPAA and other forms can be included on the tablet for approval from the patient, saving them time signing, and allows you to store the information digitally in Medisoft.Download a copy of Medisoft Medical Billing by clicking on this link.

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Pin It
Be Sociable, Share!

List Only

If you click the List Only button the following window will appear.

You can utilize this feature to limit the ticklers that are displayed. Once you have made your selections, click Apply.

 

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!


12. We will now focus on the columns used to apply the payments and adjustments as listed on the EOB.

Payment: In the payment column, enter the actual amount paid by the insurance carrier. An entry here will cause a payment type transaction to be entered into the patients ledger in the amount entered.

Deductible: If a charge or portion of a charge was applied to the patient deductible, it will be listed on the EOB. Enter that amount here. The balance on the charge will not be affected by this amount.

Withhold: If the EOB states that an amount was withheld from the payment for this patient’s visit, enter that amount in this field. The most common use of this is when the insurance carrier had previously overpaid on this or another patient’s account. This will lower the balance on the charge by the amount entered.

Allowed: Allowed amounts are the amounts the insurance carriers will base their payments on. This field will automatically populate with the allowed amount entered for this combination of procedure code and insurance carrier. These values can be entered through either the procedure code entry screen or the insurance carrier entry screen. If the value defaulting in this field is 0, you can enter the allowed amount in the column on this screen, and it will automatically update the value in the procedure code and insurance carrier setup screens. Additionally, for the purposes of this particular payment application, you can change the value that is defaulting in this field and have it affect that transaction only.

Adjustment: The adjustment field is normally used to enter the disallowed amount adjustments. If you have entered your allowed amounts properly, this field CAN automatically calculate the adjustment amount for you. In order for this to happen, you must first make a selection within Program Options. On the Payment Application tab, place a check mark in the field labeled Calculate Disallowed Adjustment Amounts.

Takeback: If the EOB states that an amount was withheld for a previous overpayment, it will also indicate the patient who was overpaid. The Takeback column is used to take the money back from the previously overpaid patient. This will increase the balance on the charge by the amount entered.

Complete: The complete field is the most important field on this screen. This field is indicating that the payment from this insurance carrier is complete and that no more money is expected from the insurance carrier. If you will be appealing the amount, do not place a check mark in this field. If you do not expect any more payment on that line item, place a check mark. The check mark indicates that the aging and billing should move on to the next responsible party. You can automatically check insurance payments as complete by selecting the program option on the Payment Application tab labeled Mark Paid Charges Complete. This field will only be available if your deposit type was set to Insurance.

Rejection: The rejection field is used to create notes that will appear on a patient’s statement indicating the reason the charge was not paid by the insurance carrier. This is included on this screen because the EOB will indicate the reason it was not paid, and this is the screen used to enter the EOB. These messages must be set up prior to payment application. This is done through the Lists menu and Claim Rejection Messages. New Rejection Messages can also be added from the Deposit List by right clicking in the rejection area and select New Rejection Code (F8) or Edit Rejection Code (F9).

  1. Provider: You will not be able to edit the value in the Provider field. This simply indicates the attending provider, or provider who performed the medical services.
  2. Once you have entered all applicable values for this patient, click the button labeled Save Payments/Adjustments. At this point you will create up to 5 types of transactions in the patient’s ledger. This process will also update your mwtrn.adt and mwpax.adt files. At this point, these transactions will appear on your accounting reports.


  3. Change the chart number field to the next patient on the EOB, and repeat this process for each subsequent patient until the entire amount has been applied.

Following this process will allow you to quickly enter 5 different types of insurance transactions for multiple patients.

NOTE: This feature is only available on Medisoft Advanced and Medisoft Network Professional.

 

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

 

Deposit List

The Deposit List is a feature that is only available in Medisoft Advanced and Medisoft Network Professional. This feature will allow you to quickly apply an EOB to multiple patients. It will also track payments that have been entered into Transaction Entry. Any payments entered into Transaction Entry will be automatically entered into the Deposit List and will be listed in the Deposit List as applied payments.

Navigation of the Deposit List

Prior to utilizing the Deposit List, it is important to know the different functions it can perform.

It is important to note that items entered into the Deposit List WILL NOT affect accounts receivable totals until they have been applied to specific charges. This is important to note because it has implications on reports. Reports based on the Deposit List will not match reports based on the Transaction Entry file. This is because the accounting reports are based on the mwtrn.adt table. The Deposit List does not update this table until payments have been applied.

When you first open the Deposit List, you will see the following screen:

We will now discuss some of the fields available to you and explain what they are used for.

Deposit Date: When you first open the deposit list, the Deposit Date field in the upper left corner of the screen will default to the system date. Selecting a date in this field will allow you to see all payments made on that particular date. By default, you will see all payments made today.

Show All Deposits: If you want to see all payments regardless of date, place a check mark in this field.

Show Unapplied Only: This option will allow you to only view deposits that have not been applied, or deposits that have only been partially applied. This is useful in determining which deposits still require work.

Sort and Search: The sort and search functions work in the same manner as the sort and search functions discussed in previous chapters.

Detail: In the upper right corner of the deposit list you will see a button labeled Detail. This button will only be available if you have selected an existing patient or insurance payment that has been applied. Clicking this button will show you the patient accounts to which the deposit has been applied.


 

The Deposit List Detail window can be printed by clicking on the Print Grid button on the right side of the window. This can be helpful for finding discrepancies between an EOB and what has been posted by allowing users to print the detail and compare. Additionally, the printed version will show the dates of service and procedures for the charges to which the payment was applied.

Tips and Tricks:
Because you do not apply capitation payments, you will not have access to the Detail button when a capitation payment is highlited.

 

Export: Clicking the Export button will allow you to export your deposit list to either Quicken or Quickbooks.

Through the deposit list you can apply three types of payments.

  1. Patient Payments: Patient payments entered through the deposit list can be applied to any charges regardless of case, document, or superbill number. These payments can also be made to different patient accounts. This allows you to enter payments that come from a guarantor for one of the patients for whom they are responsible. You will be able to quickly enter up to 2 types of transactions into the patient ledgers. (Patient Payment, and Adjustment
  2. Insurance Payments: Insurance payments entered into the deposit list can be entered for any patient. You will receive a warning message if you try to apply a payment to a patient who does not have that insurance carrier listed in their case information. Additionally, you will be able to quickly enter up to 5 types of transactions into the patient ledgers. (Insurance Payment, Disallowed Amount Adjustment, Withhold Adjustment, Takeback Adjustment, and Deductible)
  3. Capitation Payments: Capitation payments entered into the deposit list are not applied. Therefore they will not affect the practices AR totals. They will ONLY be reflected in your Deposit List reports. You will not see these payments on any other major accounting reports.

We will discuss the process for entering and applying all three of these types of payments. We will focus on the fields that have the biggest effect on the process. For information regarding fields not discussed, refer to the Medisoft Help Files.

 

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

Transaction Entry Buttons

Transaction Entry has various buttons at the bottom of the screen.


These buttons perform the following functions:

Update All: The Update All button is used to update the displayed transactions to include changes made to either the Case setup or the Procedure Code setup. These changes would affect which payors are responsible for the particular charges, or the type of transaction.

Quick Receipt: If you click the Quick Receipt button, Medisoft will print out the walkout receipt format that is selected on the Billing tab of the Program Options screen under the Receipt field. This receipt is usually given to the patient on their way out of the office. The receipt details what procedures and payments were entered during that visit.

Print Receipt: Clicking the Print Receipt button will allow you to select a walkout receipt format for printing. These receipts will have the same properties as the receipt printed under the Quick Receipt button.

Tips and Tricks:

Walkout receipts will never contain insurance payments. These receipts are only designed to show which transactions were entered on the day of the visit. Insurance payments are not received in advance.

Print Claim: The Print Claim button will look at the transactions listed on the screen, and print claims for the transactions that have insurance carriers listed as eligible, responsible payors, AND have not previously been placed on a claim. This process will create a claim or claims in claim management for these transactions.

View eStatements: Select this button to open the BillFlash eView page for the guarantor associated with the case. See the BillFlash section of the eStatements chapter of the EDI documentation for more details.

Close: Clicking Close will close the Transaction Entry screen. You will need to apply any payments before clicking this button. If you have not saved your transactions before clicking this button, you will be prompted to do so.

Save Transactions: This button is used to save any new or edited transactions.

VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Pin It
Be Sociable, Share!

Deductible Entry

Many patient health plans include deductibles. Deductibles are amounts that must be paid by the patient before the insurance carrier will begin to make payments for medical care. Generally deductibles are calculated annually. The annual deductible amount is entered into the patient’s Case screen on the Policy 1 tab.


In addition to showing the Annual Deductible, Medisoft has the ability to track the portion of the deductible that has been paid in that particular office. Medisoft and other POMIS systems cannot track the total amount paid towards the deductible because some care could be performed in other offices such as insurance carriers and specialists. The amounts paid by the patient in these offices would be applied to the deductible as well, yet we would have no record of these payments. For this reason, the insurance carrier and the EOB should be the only indicator used by the office to determine whether or not the deductible has been met.

This does not mean that the deductibles should not be tracked in the office. Medisoft offers a procedure code type for deductible entries. These codes should be used to identify which charges were applied to the deductible. This type of code will not increase or decrease the balance for any outstanding charges; it will simply allow the program to bill the patient/guarantor for charges that were applied to the deductible.

Medisoft Basic users must enter these deductible codes through Transaction Entry. Medisoft Advanced and Network Professional users can enter these codes through the deposit list.

To enter a deductible code through Transaction Entry, take the following steps:

  1. Open Transaction Entry to the chart, case, and document or superbill number that contains the transaction(s) applied to the deductible.

    In the Payments, Adjustments, and Comments portion of Transaction Entry, enter a procedure code that has been previously set up as a deductible type code. (See MED103: Getting Started)

    In the Who Paid field, select the primary insurance carrier.

    You will notice that you are not able to enter any amount into the Amount field. This is because the deductible code is not actually affecting the AR total.

    Click the Apply button.

    You will see a payment application screen identical to the Insurance Payment Application screen. All functionality is the same as an insurance payment application except the Amount column. The amount entered into this column will not lower the balance of the charge at all. You are simply specifying the amount that would have been paid if the patient had met their deductible. This amount will them be added to the YTD field within the patient’s Case screen.

VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Pin It
Be Sociable, Share!

Adjustment Entry

Adjustments are used to either increase or decrease the balance on a patients account. This can be done for many reasons.

  1. Refund – (Positive Adjustment) When a patient is in need of a refund, it is because they or their insurance carrier have paid more than is necessary. This causes that patient’s AR total to be smaller than it should be. When a refund is issued, the office is correcting that discrepancy. Refund adjustments will increase the patient’s AR total (and simultaneously decrease the practice accounts payable total).
  2. Disallowed Amount Adjustment – (Negative Adjustment) When billing insurance carriers, if you bill for an amount higher than the allowed amount, you will be required to write off the difference between the billed amount and the allowed amount. These write-offs are done using adjustments. Medisoft Advanced and Medisoft Network Professional will calculate and enter these adjustments automatically using the deposit list. Medisoft Original users must enter these adjustments through Transaction Entry. This process will lower the patient’s AR total.

    Courtesy Adjustment – (Negative Adjustment) If you want to write off a balance as a courtesy to your patients this is done using an adjustment. This process will decrease the patient’s AR total.

    Small Balance Write-Off – (Negative Adjustment) Many patients carry balances that are so small that it is not worth it to try and collect the balance. These balances are cleared using a Small Balance Write-Off. Medisoft Advanced and Medisoft Network Professional contain a utility that will automatically perform these write-offs. Medisoft Original users must manually enter these adjustments through Transaction Entry. This process will decrease the patient’s AR total.

    Error Correction – (Negative OR Positive Adjustment) During the billing process, you will find that data entry errors are made. Patients may be charged too much, or too little. A payment may be entered for the wrong amount. These corrections should generally be made using error correction adjustments. This gives you a complete record of what was originally entered, and the steps taken to correct the error. Deleting charges and payments is not recommended, as you will not have this record of what was previously entered.

    Takeback Adjustment – (Positive Adjustment) Takeback adjustments are used when insurance carriers have overpaid on a charge. Often these carriers will take the money back on a future EOB. The patient with the overpaid charge may not be on the EOB where the money was taken back. If a charge was overpaid by an insurance carrier, the balance on that charge is artificially low (it has been overpaid). Because the balance on the charge is lower than it should be, we need to RAISE the balance (and therefore the patient AR total). Medisoft Original users must do this through Transaction Entry. Medisoft Advanced or Network Professional users can enter these adjustments through the Deposit List.

    Withhold Adjustment – (Negative Adjustment) Withhold adjustments are usually used in conjunction with Takeback adjustments. When a provider receives an EOB that has had compensation withheld due to previous overpayment, they still need to pay the balances that would have been paid if not for the previous overpayment. This is done using withhold adjustments. Medisoft Original users must do this through Transaction Entry. Medisoft Advanced or Network Professional users can enter these adjustments through the Deposit List.

Adjustments are entered into the lower portion of the Transaction Entry screen. There are fields here that apply to adjustments, and there are fields that do not apply to adjustments. In this section, we will discuss only the fields that apply to adjustments.


Date: The date field functions the same way when entering adjustments as it did for charges.

Pay/Adj Code: This is the field where you enter the adjustment code for the type of adjustment you would like to enter. Generally, these codes should have been set up previously. (See MED103: Getting Started) If the code is not already set up at this point, you can press the [F8] button with your cursor in the Pay/Adj Code field to create a new code. If the code is set up but you wish to edit the properties of this field, you can press the [F9] button with your cursor in this field.

Who Paid: This field is not necessary when entering adjustments.

Description: Enter any additional descriptions you wish to add to the adjustment you are entering.

Provider: If you want to be able to track adjustments by providers, enter the provider responsible for the amount being adjusted into the Provider field.

Amount: The Amount field is the key field when dealing with adjustments. Most adjustments are entered with the intent of lowering the balance. In order to accomplish this, you should enter a minus sign (-) and then the amount you wish to write off or adjust off. If you have set up your procedure codes properly, the minus sign will automatically be entered for you. In order for this to be automatically added, the field labeled Make Adjustment Negative must be checked within the adjustment code screen.

If this field is not checked, the minus sign will not be automatically added, and any number entered without manually typing the minus sign will be viewed as a positive adjustment.

Check Number: This field is not necessary when entering adjustments.

Unapplied: After entering an adjustment, it is important that you apply that adjustment to specific charges. The balance you need to adjust is attached to specific charges. If you do not apply your adjustment to those charges, your balance numbers could be incorrectly calculated. The Unapplied field shows you what portion of the adjustment has not yet been applied.

Once you have entered all applicable fields, click Save Transactions.

Adjustment Application

As stated, after entering your adjustments, you need to apply that adjustment to specific charges. This is done by clicking the Apply button in the lower left portion of the Payment/Adjustment entry section of the Transaction Entry screen.


Once you click the Apply button, the following screen will appear.


The charges that appear on this screen will be limited to the charges that appear on the Transaction Entry screen. This means you will only see charges for the selected chart number, case number, and possibly document or superbill number. If you are using document numbers or superbill numbers, you can see charges that are not linked to the specific document or superbill number by clicking the Show All field prior to clicking the Apply button.

The charges listed will show you the Date From (or date of service), the Document Number (or Superbill number), the Procedure Code, the original charge amount, and any remaining balance on that specific charge. You will only see one column that will allow you to make any entries. That column is the This Adjust column. In this column, you will enter the portion of the adjustment that will be applied to each individual charge. You can either apply the entire amount to one charge, or split the adjustment up and apply the same adjustment to multiple charges.

You should apply the adjustment until the Unapplied amount at the top of the screen shows 0.00.


Once you have completely applied the adjustment, click the Close button. You will return to the main Transaction Entry screen. Click the Save Transactions button. You have now entered and applied an adjustment.

 

VN:R_U [1.9.17_1161]
Rating: 9.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Pin It
Be Sociable, Share!

Transaction Notes

You have the ability to enter notes specific to a certain transaction. When viewing the Transaction Entry screen with the default grid settings, the first field along the left side of the screen is the note indicator.

This field appears blank if there is no note attached to the transaction. If there is a note attached to the transaction, you will see a sheet of paper occupying this field and indicating that a note is attached.


If you would like to view or enter a note for a specific transaction, highlight that transaction and click the Note button.


You will see the following screen:


In the Type field you will need to select the type of note you wish to add. The type of note you select will depend on what you want to do with the note. If you want the note to appear on a patient statement, you would need to select the type labeled Statement Note.

Once you have entered the Type, enter the note into the field labeled Documentation/Notes. When finished, click OK.

If you are simply viewing a previously entered note, the screen will appear with the Type and Documentation/Notes displaying the previously entered values.

VN:R_U [1.9.17_1161]
Rating: 8.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Pin It
Be Sociable, Share!

Transaction Entry Display Configuration

Now that you understand the reference fields at the top of transaction entry, you are ready to configure the transaction entry portion of the screen to meet your needs.

Screen Size and Proportions

The transaction entry portion of the screen is divided into two parts. The upper portion is used to enter charges. The lower portion is used to enter payments, adjustments and comments. You have the ability to change the size of the charge and payment portions of the screen. Hold the cursor between the two portions until it shows two arrows pointing up and down. While holding your left mouse button down, drag the window until the proportions meet your needs.

If do not like any changes you have made to the display of your screen, you can click the Window menu and Clear Window Positions. It is important to note that this will clear any custom display settings that have been made anywhere within Medisoft.

Custom Grid Settings

Both the charge and payment portions of Transaction Entry come with fields that default into the display. These fields may meet your needs, or they may not. You have the ability to customize the grid to include or exclude fields according to your needs.

In order to modify the grid settings, take the following steps:

  1. Select a Chart and Case Number. You do not have the ability to modify the grid unless these are selected.
  2. Click the small black dot on the far left of either the charge or payment portion of the screen.



    Earlier versions do not have a black dot. Click the small square button that looks like part of the header.


    The following screen will appear. This screen will allow you to modify the fields and captions that appear in that portion of Transaction Entry. The Field column will give you a list of all the data fields that are currently displayed on that view. The Caption column lists the labels that will appear at the top of that particular column. The Width column indicates how many characters will display in the currently set column width.

    The fields are listed in the order they appear on the display. The first field listed will be along the far left of the display screen, and as you move down, each subsequent field will be directly to the right of the previous field.


Tips and Tricks:

It is important to note that you can change the Caption for any particular field that is being displayed. Use this feature with care. Mislabeling a field could lead to improper data entry and rejected claims.

If you would like to change the order of the fields, you can simply click on a field name and drag it to the position you want it to occupy, or you can use the and buttons to help you set the order for your fields.

If you would like to add fields that are not currently listed, click the Add Fields button. The following screen will appear. The Add Fields screen will give you a list of all fields that you can add to the display. Fields that are already displayed will not be listed on this list. Additionally, it is not possible to add fields to the list. Highlight the field(s) you wish to add, and click OK.

Note: The Windows multi-select functionality will work on this screen. Simply hold the [CTRL] button while clicking the fields you wish to add.


If you would like to remove unneeded fields from the list, highlight the field you wish to remove and click Remove Field. This feature will not work with the Windows multi-select functionality. You must remove the fields one at a time.

If, at any time, you want to restore the defaults for that particular window, click the Restore button.

Once all needed changes have been made, click OK.

Certain fields are used more often than others. The following is a list of the fields that are most often added to the Transaction grid, and the purpose the fields fill.

Claim Number: The claim number field is used to quickly tell the user which claim each transaction is on. This information is also given in the charge tab of the referential information at the top of the screen; however you can only see one transaction at a time in this view. Adding the Claim Number to the grid allows a complete overview of the claims containing the displayed transactions.

Date Created: Many reports are run using the date the transaction was created. This is especially true for the aging and analysis reports. Adding this field to the grid can allow you to quickly see which report filters will cause the displayed transactions to print.

Date To: Some procedures may be performed over the course of more than one day. These procedures require two dates, the beginning and the ending service dates. This field allows you to enter the ending date.

Statement Dates: These fields will allow you to quickly see the dates that statements including this charge were sent to the guarantor.

Document Number: The Document Number field is helpful when using the Serialized Superbills or Document Number features. If you are using these features and you select the Show All field, you will be able to see all transactions regardless of document or superbill number. Adding the Document Number field to the grid will allow you to see the document and serial numbers when multiple numbers are being displayed.

Facility: Adding this field allows you to specify a different facility for each transaction. It is important to note that transactions with different facilities will never create on the same claim. This field will default to include the value entered into the Facility field of the case. Additionally, changing the facility for a transaction that has already been placed on a claim with other transactions will remove that transaction from the claim. It will be added to a new claim the next time claims are created. This information affects box 32 of a paper claim, and loop 2310D.

Tips and Tricks:

If you are printing paper claims, the default formats pull the facility information from the patient case. If you want the forms to print the facility information from the Transaction Facility field, you will need to customize the form to do so.

Minutes: The Minutes field will automatically be added to the grid if the Practice Type field in the Practice Information screen is set to Anesthesia. This field is only necessary for anesthesiologist billing.

Modifiers: Medisoft only defaults one modifier field into the grid. There are some circumstances when more modifiers are needed. You can add the modifier fields 2 through 4 in order to accommodate the necessary additional modifiers.

Remainder: The remainder field indicates how much money is still owed on that particular transaction.

Copay: When checked, this field indicates that the patient copay should be applied to this procedure. This field is automatically checked if the Require Co-pay field is checked in the procedure code.


Copayment Expected Amount: Adding this field will show the copayment amount expected by the patient according to what was entered in the copayment amount field of Policy 1 in the patient’s case.

Copayment Paid: Indicates when a copay has been applied to the procedure code.

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Be Sociable, Share!

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.

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

Next Page →