Here’s a good article to get you going…

 

http://www.physicianspractice.com/icd-10/creating-icd-10-action-plan-possible-effects-and-office-awareness

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!

Finding key documents can be trying and laborious under the best circumstances, even with plenty of notice, like at tax time every year. Finding them under stress or worse, having to have someone else sort through the entirety of the paperwork you have hoarded after an emergency, death, or other crisis is often impossible. This is the list of the most essential legal and financial paperwork that you should be able to lay hands on or instruct others to easily find. – See more at: http://www.physicianspractice.com/blog/Bare-Bones-Legal-Financial-Documents-Checklist-for-Physicians?GUID=0417B528-5795-4EAC-8C88-363D0F7C1D71&rememberme=1&ts=08112013#sthash.rICHGPQa.dpuf

 

http://www.physicianspractice.com/blog/Bare-Bones-Legal-Financial-Documents-Checklist-for-Physicians

 

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)
Be Sociable, Share!

Daily Balancing Routine

Medical offices generally run a series of reports each day that are used to ensure that the accounts are balancing, and that no fraud or theft is occurring. This section will examine the reporting process that should be used daily in order to ensure balance within the practice accounts.

The report most often used in balancing is the Patient Day Sheet. You can also use the Procedure Day Sheet. These two reports will display a list of all charges, payments, adjustments, and comments that were performed OR entered (not both) on a particular day. The Payment Day Sheet can be used to track payments, but in general would not be used in the daily balancing routine.

Date Created vs. Date From

In order to understand the balancing routine, it is important to understand the difference between two fields within the Medisoft program:

Date Created

The Date Created field exists on each transaction entered into Medisoft. This includes all charges, payments, adjustments, and comments. This field contains the date a particular transaction was ENTERED into Medisoft. This is many times a different date than the date the service was performed or the date the payment was received, etc…

When running balancing routines, it is imperative that you utilize the Date Created field when running your reports. This will guarantee that all transactions will be included on the report.

Date From

The Date From field is also held within each transaction entered into Medisoft. For charges, this field signifies the date of service. For payments, this field signifies the date of payment. For adjustments and comments, it is the date the adjustment or comment was made.

We do not recommend using this field when running balancing routines. This is because data entry for one particular date of service is not necessarily completed on that date.

Reporting Routine

To run your balancing routine, take the following steps at the end of each day:

  1. Click the Reports menu, Day Sheets, and Patient Day Sheet.


Tips and Tricks:
Medisoft Reports has variations of many of the most frequently used reports. For the Day Sheet reports there is another version called Patient Day Sheet (with Practice Totals). Practice Totals can be helpful to compare yesterday’s day sheet to today’s day sheet to ensure accuracy and that charges and payments weren’t deleted fraudulently.

For the purpose of this example, we will use the Patient Day Sheet (with Practice Totals)

To open Medisoft Reports, click on the Reports Menu and Select Medisoft Reports.

The Medisoft Reports screen will appear.


Day Sheets are found in the Medisoft Reports folder. There is the Patient Day Sheet both with and without the Practice Totals. Select the report with Practice Totals. Note: Depending on the size of the practice this report could take a long time.

  1. You will be asked where you would like to output the report. For balancing purposes, you should actually print a copy of the report, or export it to a file. This will allow you to go back and view the report as it appeared on any particular date.


  2. As previously stated, when running reports for balancing purposes, it is critical that you utilize the Date Created range. Additionally, it is important to note that you cannot utilize both date ranges when running this report. The report will not function properly if this is done.


  3. Enter your date range and click OK.
Tips and Tricks:

To maximize efficiency, you can easily fill out this entire screen without the use of the mouse. When the screen appears the Tab and Shift+Tab will help you move up and down the screen. When highlighting a Show all values section pressing the spacebar will remove the check and move your mouse to the date fields.

From the date fields you can use the directional arrows to populate the fields. Clicking the right arrow will populate today’s date, the up arrow will populate the date as one month forward from today’s date, and the down arrow will populate the date as one month back from today’s date.

  1. The report will then display.


  2. Skip to the last page of the report. You are going to see the following screen with different totals. The top section of the screen will include information specific to the range of dates (and any other ranges you have entered). The report ends showing the net effect of all of the day’s charges, payments and adjustments on your accounts receivable.


  3. The process for balancing or reconciling your accounts involves 2 major fields: Net Effect on Accounts Receivable, and Accounts Receivable. In order to reconcile or balance your accounts, you look at the previous day’s Accounts Receivable total. In this example, that number is $1274.00. You then add the current day’s Net Effect on Accounts Receivable to that number. In this case, that calculation is
    $1274.00 + $310.00. The result of this calculation should equal the current Accounts Receivable. In this example, that is $1644.00.

     

    May 2, 2006


    May 3, 2006


If these numbers do not match up, it indicates that transaction amounts have been edited or that transactions have been deleted. You should be able to track who made these changes or deletions using the audit report.

Additionally, there are 2 other reports you can use to verify the amounts on the Patient Aging report. These reports are the Practice Analysis report and the Patient Aging report.

 

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!

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.

 

 

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!

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

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!

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.

 

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!

Billing Patient Statements

After creating your statements, you are now ready to bill them. When a statement is first created, it is not marked as either a paper statement, or an electronic statement. This gives you the option of sending the statement either way.

Printing Paper Statements

In order to print your paper statements, take the following steps:

  1. Create your statements using the process outlined previously.
  2. Click the Print/Send button.


  3. The following window will appear. Select Paper. You will also see a field labeled Exclude Billed Paid Entries. This field will cause the statements to ignore any transactions that have a balance of zero, regardless of whether the entire statement has been paid or not. We recommend that you check this. Once you have made your selections, click OK.


  4. You will now be asked to select a format for your patient statements. Medisoft comes standard with the formats listed. You also have the ability to modify these formats in order to create your own. If the statements you have created are remainder statements, you MUST select a remainder statement format. If the statements you have created are standard statements, you MUST select one of the other formats. After making your selection, press OK.


  5. The program will now prompt you to select where you would like to output your statements. In order for the statement to be marked as billed, you must select either the option to Print the report on the printer or Export the report to a file. Make your selection and click Start.


  6. You will see the Data Selection Questions screen. This screen will allow you to filter your statements. The Statement Total Range will default to 0.01 to 99999. This means that you will only get statements with a total between 1 cent and $99,999. If you want zero or negative balance statements, you will need to modify this value. You will also see a Statement Number Range. This filter will default to a range including the entire range of statements in statement management. Do not change this filter. Make any other selections you wish to filter on and click OK.


  1. The statements will be sent to the output device previously specified.

You will note that Statement Management works in a much different manner than Claim Management. The statements printed are NOT limited to those statements with a status of Ready to Send and a batch set to 0. You will get any statements that have charges with outstanding balances on them.

Additionally, if the same patient or guarantor has multiple statements created in statement management, those statements will NOT print out on separate forms. They will be combined into one statement when printed. There is one exception to this condition. If you have created statements in both the standard and remainder formats, the statements will not merge with other statements with a different type.

Tips and Tricks:

It is possible that charges appear on a remainder statement prior to being paid by the insurance carrier. This has to do with the allowed amount settings. See the Allowed Amount handout for more information.

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!

Billing Patient Statements

After creating your statements, you are now ready to bill them. When a statement is first created, it is not marked as either a paper statement, or an electronic statement. This gives you the option of sending the statement either way.

Printing Paper Statements

In order to print your paper statements, take the following steps:

  1. Create your statements using the process outlined previously.
  2. Click the Print/Send button.


  3. The following window will appear. Select Paper. You will also see a field labeled Exclude Billed Paid Entries. This field will cause the statements to ignore any transactions that have a balance of zero, regardless of whether the entire statement has been paid or not. We recommend that you check this. Once you have made your selections, click OK.


  4. You will now be asked to select a format for your patient statements. Medisoft comes standard with the formats listed. You also have the ability to modify these formats in order to create your own. If the statements you have created are remainder statements, you MUST select a remainder statement format. If the statements you have created are standard statements, you MUST select one of the other formats. After making your selection, press OK.


  5. The program will now prompt you to select where you would like to output your statements. In order for the statement to be marked as billed, you must select either the option to Print the report on the printer or Export the report to a file. Make your selection and click Start.


  6. You will see the Data Selection Questions screen. This screen will allow you to filter your statements. The Statement Total Range will default to 0.01 to 99999. This means that you will only get statements with a total between 1 cent and $99,999. If you want zero or negative balance statements, you will need to modify this value. You will also see a Statement Number Range. This filter will default to a range including the entire range of statements in statement management. Do not change this filter. Make any other selections you wish to filter on and click OK.


  1. The statements will be sent to the output device previously specified.

You will note that Statement Management works in a much different manner than Claim Management. The statements printed are NOT limited to those statements with a status of Ready to Send and a batch set to 0. You will get any statements that have charges with outstanding balances on them.

Additionally, if the same patient or guarantor has multiple statements created in statement management, those statements will NOT print out on separate forms. They will be combined into one statement when printed. There is one exception to this condition. If you have created statements in both the standard and remainder formats, the statements will not merge with other statements with a different type.

Tips and Tricks:

It is possible that charges appear on a remainder statement prior to being paid by the insurance carrier. This has to do with the allowed amount settings. See the Allowed Amount handout for more information.

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!

Transactions

The Transactions tab will show you which charges are attached to this statement.

You will also have the same options on this tab as you did on the corresponding tab within Claim Management.

Add: Clicking the Add button will allow you to add eligible transactions to this statement. In order for a transaction to be eligible for addition, it must meet the criteria required for the type of statement you are editing. This means that all conditions discussed during the Troubleshooting Creating Statements must be met.

Split: If you click the Split button, you will be able to split transactions off of the existing statement and onto a new statement.

Remove: Clicking the Remove button will take the highlighted transaction off the statement. That transaction will then be subject to addition to another statement if it remains eligible.

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!

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.

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!

← Previous PageNext Page →