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 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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Collections

After billing your patients and assigning them to payment plans, you need to be able to collect on balances that go unpaid. Offices have a few options for doing this. They could hire a collection agency. In general, this is a fairly easy way for the doctor to take care of the outstanding debt. The downside to collection agencies is that they generally receive a high percentage of the collected debt as a fee for collection.

Another option for performing collections is to utilize the Medisoft collections module to collect your debts from within the office. The collections module is called the Collection List. The Collection List can contain collection information for outstanding patient and insurance balances. The Collection List is designed to allow you to quickly move down the list making phone calls to the parties responsible for the outstanding debt.

To access the Collection List, click the Activities menu and Collection List.

Collection List Navigation

By default the Collection List will only display collection tasks that are scheduled to be performed on the current date.

You do have the ability to specify the range of dates you wish to see listed by specifying a beginning and ending date in the upper left corner of the screen.

If you want to see all items regardless of date, place a check mark in the field labeled Show All Ticklers. You will notice that the date fields are now unavailable to you.

By default, any ticklers for charges that are eventually paid in their entirety will be marked as deleted. If you only want to see the deleted ticklers, place a check mark in the field labeled Show Deleted Only.

If you would like to exclude deleted ticklers from your list, place a check mark in the field labeled Exclude Deleted.

If you would like to see all ticklers regardless of status, only the top box (Show all Ticklers) should be checked.

Tips and Tricks:

If you are using the Collection List to perform the collections process, you would not want to see deleted items. If an item is automatically being assigned the deleted status, that item does not have a remainder amount, and you would not want to contact that patient or guarantor as part of a collections process.

 

There are a few ways you can create a new tickler. Older versions of Medisoft utilized the aging reports to create tickler entries. These versions also allowed the creation of multiple ticklers for the same balance. Medisoft v11 and v12 are different. You must create new ticklers from within the Collection List.

 

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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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A facebook fan asked how she could add a modifier to her procedure code, and I asked if she had a modifier column in Medisoft Transaction Entry and she said “No” , so I started this video training with only that narrow focus.  But when I got into it, I realized how much more useful your Transaction Entry Screen; Statement Management Screen; Claims Management Screens can be if you added a few customizing “Tricks”, so I created a really neat “customizing Medisoft” video training for everyone to watch.
Part 1 – is where I just add the Modifier column;
Part 2 – is where I customize the Transaction Entry Screen with time saving information that will save you hours of time – This trick shows you how to add the TOTALS of the patient payments; Ins 1 , 2 and 3 payments; Adjustments; and Remainder.  By implementing this customization, you no longer have to manually “add up” the payments from the bottom part of the payments screen to get totals and remainders;
Part 3 – is where i customize the Statement Management Screen to show you how old the statement is in days; when it was first printed; second time it was printed and last time printed; and how many times statement was printed.  Using this info, you can quickly “sort” by # of statements of Days Old to quickly identify patients for followup; collections, or write-offs;
Part 4 – is where I show you how to customize any of the “lists” in Medisoft (I give the example of the Patient\Chart and Case lists, but same method can be applied to Insurance list; procedure c ode or Diagnosis lists; provider list; referring provider list; address list or others) to look for missing data or “Wrong” data.  Lets say an insurance company changed names and or addresses and you wanted to change all existing cases to add the new data – using this method you could quickly find the patients with that insurance company and change the info.

Please click on the following link to watch the video:

[jwplayer mediaid=”1468″]

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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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