Change Status

If you would like to change the status or follow up date for a group of ticklers, click the Change Status button. The following window will appear.

You can utilize this window to change the status for all ticklers in the list, or you can change the status for ticklers that have been previously selected using the Windows multi-select function.

Status From: The Status From field will specify the status that ticklers must have in order to be affected by this change.

Status To: This field is used to designate the new status you wish to assign to the affected ticklers.

Change Follow Up Date To: Use this field to change the follow up date. This is very useful if you do not finish your collection work for a particular date.

Once you have made your selections, click OK.

 

 

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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.

 

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Editing a Patient Statement

Once your statements are created, you can view and edit those statements from within Statement Management. To edit a statement, simply double-click the statement you wish to print. The following screen will appear.

The upper portion of the screen will be available regardless of which tab you have selected. This section of the screen will tell you the statement number, who the guarantor is, the remainder balance, and the date the statement was created.

General

On the general tab, you will see general information regarding this statement.

Status:  The Status field tells you where in the billing process this statement is.  When a statement is first created, it has a status of Ready to Send.  When a statement is first billed the status is changed to Sent.  Once the balance of all transactions on the statement reaches 0, the status is changed to Done.  The other status fields are used for your own purposes.  If you wish to use these other codes, you must manually set the statements to these status codes.

Billing Method:  The Billing Method field lets you specify whether you want to print out a paper statement or whether you want to send the statement electronically.

Type:  The Type field specifies whether the statement is a standard or remainder statement.  As you can see, this field is not one you can modify.  If you need to change this for any reason, you MUST delete the statement and recreate it.

Tips and Tricks:If you create standard statements and wish to change them to remainder statements, you will not be able to create statements for all of the patients originally listed in statement management.  This is because standard statements look for any charge with a balance, while remainder statements only look for charges making up the patient’s remainder balance.

 

Initial Billing Date:  This field specifies the first date the transactions attached to this statement were actually billed on a statement.

Batch:  The batch number is updated the first time a statement is printed or sent.  All statements billed at the same time will be assigned the same batch number.

Submission Count:  The Submission Count field tracks how many times the transactions attached to this statement have been billed to the guarantor

Billing Date:  The Billing Date field will tell you the last time these transactions were billed to the guarantor.

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Patient Payments

To enter a patient payment, take the following steps from within the Deposit List:

  1. Click the New button.


  2. The following screen will appear.


  3. The Deposit Date field specifies the date of payment and adjustment that will be listed in the patient ledgers. This date will default to the computer’s system date. You can manually change this date in order to enter payments that were received on previous dates.
  4. The Payor Type field will default to Insurance. Change it to Patient. You will see the window display change.


  5. When selecting the Payment Method, you will have the option to select Check, Cash, Credit Card, or Electronic. Make your selection according to the method the patient used when making the payment.

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  1. The fields labeled Payment Code, Adjustment Code, Withhold Code, Deductible Code, and Takeback Code. These codes represent the 5 types of transactions that can be entered into a patient’s ledger through the deposit list. These codes MUST be entered prior to applying the payment. You can set up default codes to be used for payments from each insurance carrier. This is done on the Options and Codes tab of the insurance carrier setup screen.


  2. Click Save. At this point you have updated the mwdep.adt table, but have not yet updated the mwtrn.adt or mwpax.adt tables.
  3. You will now see the payment listed on the main page of the deposit list. Highlight it and click Apply.


Tips and Tricks:

If you see EOB Only in the amount column, that indicates that there was not an actual payment made, and that the EOB indicates the reason payment was not made.

  1. You will see the following screen. In the For field enter the chart number for the first patient listed on your EOB. Any charges that have not yet been paid by that insurance carrier will be displayed. If there are charges on the patient ledger that do not appear on this screen, you may want to try unchecking the field labeled Show Unpaid Only.


  1. The first step is to locate the charges that were paid and to which you need to apply the payment. The EOB should list the date of service, the procedure code, and the amount billed. These fields are available to you on the left side of the window. You will need to find the charges using these fields. Additionally, you will see the balance remaining on each charge in the column labeled Remainder.


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ERA Adjustment Posting

ERA (Electronic Remittance Advice) Adjustment Posting is an option that works in conjunction with Revenue Management. Revenue Management automatically reads the electronic EOB format returned by the insurance carrier, and applies the payments to the appropriate charges. This is the most efficient way to post payments. The process for posting an electronic EOB will be discussed in the blog posts covering EDI.

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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.

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Patient/Guarantor Payment Application

If you are applying a patient/guarantor payment, you will follow the same process listed above under Insurance Payment Application with one exception. You will not see a Complete box when applying patient/guarantor payments.


The purpose of the complete box is to allow billing of the next responsible party. The patient/guarantor is the last responsible party. There is nobody to move the balance to. For this reason, there is no complete box on the Apply Payment to Charges screen.

Patient/Guarantor Co-pay Application

If you are applying a patient/guarantor co-payment, the most important thing to remember is to choose a co-payment code and not a regular payment code. When applying the patient/guarantor co-payment, a new button will appear called Apply To Co-pay.


The Apply To Co-pay button will work similarly to the Apply To Oldest button. It will apply the co-payment to the oldest procedure code requiring a co-payment. In most cases, there should only be one procedure code requiring a co-payment, however if there was a missed co-pay for a previous visit, the Apply To Co-pay button will apply to the first record requiring a co-payment.

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Payment Entry

The goal of any business, including medical practices, is to make money. Payments are the result of the charges that have been entered and billed for. We have not yet covered the billing process. This will be covered in the next chapter. We will follow that up with a payment entry comparison chapter that will discuss the various ways of entering payments into Medisoft.

This chapter will discuss how to enter both patient and insurance payments using the Transaction Entry screen.

To enter a new payment, simply click the New button in the Payments, Adjustments, and Comments section of Transaction Entry. You will see the same fields available to you as were available when entering adjustments. We will discuss those fields below:

Date: The Date field should contain the date the payment was received. This date will default to the date set in the lower right corner of the Medisoft program.

Pay/Adj Code: This field is where you enter the code you previously set up for the type of payment you are entering.

Tips and Tricks:

Medisoft can print out various reports that are based on the procedure code that was entered. Using more specific payment codes for the different types of payments will allow you to get more detailed and specific information from these reports.

For example: If you set up different payment codes for payments from each insurance carrier, you will be able to easily run reports showing how much money came in from each carrier. If you set up a generic “Insurance Payment” code, you will not have the ability to filter on this level.

Who Paid: The Who Paid field is critical when entering payments. This field determines who gets credit for the payment. If you select a payment code that is set up for insurance payments, and then select the guarantor in the Who Paid field, the payment will not register properly as an insurance payment.

Tips and Tricks:

The Who Paid field is one of the fields you should look at when troubleshooting incorrect aging balances or remainder statement discrepancies.

If payments have been entered and applied, but have the incorrect value in this field, you may find transactions not appearing on remainder statements when they should. You may also find transactions appearing on the insurance aging reports after they have been paid.

Description: This field is used to give additional information regarding the payment. It is not a required field.

Provider: The Provider field is used to specify which provider is receiving the payment that is being entered. If you are in a multi-provider practice it is critical that you enter the correct provider in this field. Failure to do so could affect your ability to analyze the amount of money being brought in by each provider.

Amount: When entering the Amount, you will find that the program automatically makes any amount entered negative. This is because it is impossible to make a payment that increases the amount the patient owes. Any time you need to increase the amount a patient owes or need to issue a refund, you must use an adjustment code instead of a payment code.

Check Number: If the patient or insurance carrier pays with a check, this field is used to hold the check number. This will help you follow up if there is ever any question regarding which charges were paid with a specific check.

Unapplied: Similar to adjustments, payments must be applied to specific charges. The unapplied column will tell you what portion of that payment has not yet been applied. The values in this field cannot be modified from this screen.

Once you have entered all applicable payment information, click the Save Transactions button.

Payment Application

The payment application process is going to vary based on whether the payment is an insurance payment or a patient/guarantor payment.

Insurance Payment Application

If you are applying an insurance payment you will see the following screen:


This screen is similar to the adjustment application screen with a few differences. As in the adjustment application screen, you see charges represented by the Date, Document or Superbill number, Procedure Code, original Charge amount, and Balance.

Additionally, you will see a column labeled This Payment, where you will enter the portion of this payment that will be applied to each specific charge. The two new columns you will see are Payor Total, and Complete.

Payor Total: The Payor Total column will list how much has already been paid by that payor for each charge. The payor was determined in the Who Paid field of the Transaction Entry screen.

Complete: The Complete field is one of the most important fields within the Medisoft program. This field affects claims, statements, aging reports, remainder balances and many other functions within Medisoft. This box indicates that this payor has completed their responsibility for this particular charge. Placing a check mark in this field will move the responsibility for the remaining balance from the payor selected in the Who Paid field to the next responsible payor.

In most cases, you cannot bill secondary claims until the primary has paid. Remainder Statements will not print unless all responsible insurance carriers have made a COMPLETE payment.

This field will only appear if the payment Who Paid field is set to an insurance carrier.

We will discuss the effects of this field in more detail when we discuss claims, statements, and reports.

Tips and Tricks:

Most insurance payments should be marked as Complete. The only reason you would not check this field for an insurance carrier would be if you expected to receive more money from the carrier for that particular charge.

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MultiLink Entry

MultiLink codes are used to enter multiple charge transactions at the same time. Many provider offices will find that they are entering the same groups of procedure codes for the same types of visit. An example of this would be a well-patient exam. MultiLinks allow you quickly enter all of those transactions.

MultiLink codes must be set up prior to clicking the MultiLink button in Transaction Entry. This is done by clicking the Lists menu and MultiLink Codes. You will see a list screen similar to the other list screens. Click the New button. The following screen will appear:


Code: The MultiLink Code field functions like the code fields in the other Medisoft list windows. The code is the value you will enter within transaction entry in order to enter charges for all the linked procedure codes.

Description: When entering the Description, it is important to make an entry that adequately describes the group of procedure codes. This will allow you to more easily determine when it would be appropriate to use this code.

Link Codes: The Link Codes are used to specify which codes will be entered into Transaction Entry when this MultiLink code is used. The transactions will be entered in the order they are entered into these fields. You can type the procedure code, or select it from the drop-down menu. If you need search capabilities, click the magnifying glass.

Tips and Tricks:

You can only enter charge type codes into MultiLinks. You cannot use MultiLinks to enter payments or adjustments.

Once you have finished setting up the MultiLink code, click Save.

After setting up your MultiLinks, they can be entered into Transaction Entry by clicking the MultiLink button.


Once you click the MultiLink button, you will see the following screen.


In the field labeled MultiLink Code, enter the code for the group of transactions you wish to enter. The Transaction Date field will automatically default to the program date specified in the lower right corner of the Medisoft screen. Once you are have selected the correct information, click Create Transactions. The desired charges will be listed in Transaction Entry. Click Save Transactions.

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