Under Housekeeping. Please note for all USA clinics you may want to skip down and start with PAYORS

Transcription

1 Please complete Under Housekeeping Completed by clinic Please note for all USA clinics you may want to skip down and start with PAYORS Clinical Diagnosis codes: Check diagnosis codes add/edit/delete any codes you need to customize your list, you will need: ICD 10 codes commonly used in your clinic Clinical Functional Tests: ADD with green plus any of the Functional tests performed on clients that you may want to reference in future on EMR/clinical documentation. Example FAE, Back Neck Index, DASH, Berg Balance etc. Clinical Goals: Check list of Goals that come pre-loaded with system, add/edit/delete any Goals you need to customize your list. (these are non-patient specific goals that could be used on ANY chart) Contacts, Offices: Enter in all clinic contact Information including LOGO and available booking hours (Start and END of last appointment times) with days of weeks appropriate checked Enter NPI and TAX ID numbers Enter Administrative contact name Enter 9 digit zip code required Contacts: Provider Types - Optional Enter all TYPES of providers you staff example: PT, RMT, DC etc. Enter both Code and. Contacts: Divisions Enter in the TYPES or GROUPINGS you want to file all of your clients into example: MVA, Workers Comp, Self pay etc. Page 1 of 6

2 Contacts, Providers: enter all providers of service with: First, Last name, Credentials, License or NPI number if applicable Provider type (optional) Do not bill using this provider option if applicable for any provider not able to bill under their name. Select the default office location from drop down insert provider signatures for use on documentation Compensation tab enter compensation amounts PER provider per Code if applicable (optional) you may have to come back to this AFTER you have set up your fee codes. Financial Ledger Accounts: ADD any additional revenue accounts marking them with tick box on right revenue account. DO NOT change the name of Accounts Receivables, WIP, Bank, Sales tax payable. Just ADD any revenue accounts needed. Financial Fees: Add any missing codes or Double click on code you wish to keep Delete any codes you are not currently using. Set up your Treatment/Assessment Fee codes with: Code number/name Filing them under the correct ledger accounts categories Filing them under the correct Fee type category Default settings as follows ALL treatment/assessment codes are time in minutes, visit x 1 All ITEMS or non treatment, non assessment codes are Quantity x 1 Enter amount to charge PER unit for all treatment/assessment codes (or if you are making your own custom code amount could be FLAT fee or per visit) Enter amount to charge PER ITEM for all NON treatment/assessment codes Go to Payor rates if applicable Enter a different amount - tick the box marked use as predictive value if you only want that different amount to be calculated as the ALLOWABLE amount on the code. If you do NOT tick the box, the amount you have entered will be the new billable amount for that payor. Select any Default modifiers if applicable Example GP, GN, GO for Medicare For Medicare G codes you may want to add a value of 0.01 for amount to bill on main fee code screen if you do not want to bill out ZERO amounts. Page 2 of 6

3 DO NOT FILL OUT AN AMOUNT for time per unit this is for something else altogether. DO NOT Tick PQRS or FUNCTIONAL code boxes unless the code you are on is in fact a FUNCTIONAL LIMITATION OR PQRS reporting code. Your fee CPT codes in general should be set up like this: With a Payor rate to any Medicare as an example to include a defaulted Modifier and possibly the ALLOWABLE rates marked as predictive values: Page 3 of 6

4 Scheduler, Scheduled Providers: PER location: Add providers with working hours to the scheduler Set DEFAULT appt. Time (what is the TYPICAL length of Most appointments booked) Set MAXIMUM OCCUPANCY (how MANY appointments can they book at the same time) Add any shifts required outside of normal working hours by using the SPECIAL shifts tab Security This is the last step when ready to restrict access to system. You may not have been ready to discuss this in the Initial training, however here are some steps to set up: Housekeeping, Security, Security ROLES Create roles (groups of users) that will have the same level of access. Example Front Desk, Full Access, Therapist, Therapist Supervisor etc. Go through the tabs, Data, Functions, Reports, Settings and UNTICK any boxes you want that ROLE of users to NOT be able to complete Note, if you have MULTIPLE locations, these tabs can be restricted PER location by using the location drop down Housekeeping, Security, Users ADD then enter a username/password for each user Chose their name as a provider (if applicable). Chose the role (if applicable) Chose the default Billing and Service location Please complete PAYORS Under Operations (side) drop down tab: Enter any missing payors or double click existing payors and complete with: Address info Choosing the KIND i.e. Commercial, Medicare Part B, Auto etc. Select type of invoice style you are sending as both primary and subsequent Payor Identifier numbers If you selected HCFA or HCFA E bill (Electronic) - Enter Payor identifier number as part of the payor name or in the Identifier field If you selected EDI you will need to enter this number in Settings drop down, EDI invoice settings, Payors tab, Column marked Payor Identifier Go to DATA preferences tab Ensure require Diagnosis codes if payor requires Go to BILLING preferences tab and change any specific set up requirements per payor if known (The typical set up from PracticePerfect should be what you need unless you know of any specific changes or requests from a payor) Completed by clinic Page 4 of 6

5 Physicians enter in physicians with license numbers or NPI #s if needed Clients enter in any new clients, or double click on existing clients, CLIENT tab: ensure all PROFILE information is entered E.g. Name, Address, phone etc. Demographics tab. ensure Gender and DOB is entered plus any additional information you wish to collect. Payment Info tab. enter in any credit card information if applicable Guardian tab. enter in any Guardian information Incident tab Change DESCRIPTION for the incident Primary provider select the supervising therapist Cause of injury really only required for AUTO or Work related Billing provider ONLY if you want ONE name to ALWAYS be used for invoicing otherwise leave blank Usual fee code/price typically for COPAY fee code or private Treatment codes Any code you want the system to Automatically charge to client account upon arrival to the clinic Statistics tab Incident physician is the referring physician name (if applicable) Referral source how did client end up at clinic? Referral Date Division select which group the client belongs to Appointment Colour if applicable Select Billing/Service office if applicable Enter date of injury if required (all MVA and Workers comp files) Select Diagnosis codes if applicable Billing rules tab - Should include the payors in the order you need to bill Enter any Payor or Client portions such as Percentage covered by Payor or limit to total Visit count or Total amount of coverage on claim Enter Coverage Expiry dates if applicable Make sure you set up any CO-PAY amounts and ALWAYS tick the box to the right for show only IF you want to charge the client separately for their COPAY using a separate fee code OR just collect credits/payments as they arrive(usa) POLICY/CLAIM Info tab For each insurance company enter Policy, Group, ID, Claim # s as appropriate Enter in all Policy Holder information required Page 5 of 6

6 Please complete Under Settings Completed by clinic Customize Scheduler, Chose any scheduler preferences Colour schemes tab, set up any colours you want to use Customize Invoice Format: Chose any additional items to appear on invoices Type message to appear on each invoice such as cancellation policies etc. HCFA Invoice settings: Set margins for PAPER claim forms Address Margin typically is 4.40 Settings, HFCA invoice settings, Invoice Save location - point to or change file that you want all electronic files saved to EDI 837 settings USA Only. Complete General tab Invoice Save location: point to the folder where you want the file to be saved Complete Payors tab with payor identifier numbers Complete Clearinghouse tab with Clearinghouse sender and receiver numbers. You will need ISA06, ISA05, GS02, ISA08, ISA07 and GS)3 number fields entered. Additional Notes Page 6 of 6