2.2. Guide to CFO. The Medical Billing Solution CFO. Version

Transcription

1 Version 2.2 CFO The Medical Billing Solution Guide to CFO

2

3 BILLWORX MEDICAL BILLING SYSTEMS, INC. Guide to CFO BillWorx Medical Billing Systems, Inc. Phone Fax

4 TABLE OF CONTENTS Installing Professional Workstation 1-1 Version 3.x Creating a Client 2-1 Adding a Shell Account Adding Insurance Company Codes Adding Billing Codes Adding Desk Codes Adding Patient Status Codes Adding Invoice Status Codes Setting Up a Client 3-1 Adding Facility Location Codes Adding Adjustment Codes Adding Charge Codes Adding a Provider Record Adding Payment Locations Codes The Patient Record 4-1 Adding Patient and Guarantor Records Adding New Patient Insurance Adding Patient Invoices Adding Patient Responsibilities Posting Adjustments Batches 5-1 Creating a Batch Setting Up Batch Report Modules View, Close, Finalize Batch Report Writer 6-1 Query Qualifications Report Output Formats Letter Writer 7-2 Basic Layout Customized Letter Actions 8-1 Change Field Send Patient To Collections Recall Invoice/Patient from Collections...8-4

5

6 Section 1 Installing CFO Professional Workstation Version 3.x If you are upgrading your PC from version 2.x to CFO Professional Workstation 3.0 or above, please remove the older version using the attached instructions Removing CFO Workstation v2 before proceeding. (The screens shown may vary slightly depending on your operating system, but should be similar for Windows 98/ME/2000/XP.) The following instructions assume a web-based installation your CFO support technician may also provide you with the CFOSETUP.EXE program via an ed hyperlink or by compact disc, depending on your needs. If not doing a web-based installation, double click on the CFOSETUP.EXE program provided by support and skip to step #3 below. 1. Open Microsoft Internet Explorer. On the address bar, type the following: and press Enter. When prompted to open or save the file, choose Open. 1-1

7 1-2

8 2. The installation program will download and then run on your workstation. This may take several minutes, depending on the speed of your Internet connection. 1-3

9 3. The installation program will display the CFO logo. Click Next to continue. 1-4

10 4. The installation program will show you an introductory screen. Click Next again. 1-5

11 5. During the installation, which may take several minutes, you will see a progress bar that looks like this: 1-6

12 6. When the installation program has completed, click Finish to run the CFO Professional Workstation program for the first time. 1-7

13 7. If this is the first time you have installed CFO Professional Workstation version 3 or above on this PC, you will see a QuickStart screen as follows. Enter the QuickStart number provided by CFO Software Support, and press Enter. If you do not see a display like this, skip to the next step. 1-8

14 8. After connecting with your server, the CFO Professional Workstation program will download an update to bring itself up to the latest version. This may take several minutes. You will see a series of progress displays as it installs the update, then the program will exit and return you to your desktop. 1-9

15 9. You should have shortcut icons on your desktop, as well as on your Start menu which you can use to run the CFO Professional Workstation program in the future. When you re-run the program, if you have not previously installed the workstation program on this PC, you will be prompted for an installation code. This code will be provided by your system administrator or CFO Software Support. If you do not see this prompt, skip to the next step. 1-10

16 10. After you have entered your installation code (if needed), you will be taken to the User Password prompt, where you can log in as usual. If you exit and re-run the CFO Professional Workstation application, it should take you straight to this prompt. 11. You re all finished! Enjoy the new version of CFO Professional Workstation. 1-11

17 Section 2 Creating a Client Adding a Shell Account C lients are used for individual or group practices to separate patient and invoice records. You are going to learn a step-by-step process on how to create a client, setup a client, redirect codes from other client s lists (adding the redirects), adding the provider information, and insurance company information. The first thing you want to do is start your CFO Professional Workstation by double clicking on the CFO icon. You will be prompted to enter your username, which should have already been setup by your CFO Administrator. CFO will then prompt you to enter the client password; you will just enter the password BILL at this point. You will then be prompted to pick a batch (you do not need to be in a batch to add the client record), but you will just hit your ESC key. This will take you to the Main Menu of CFO; you are now ready to start creating a client. FUNCTION KEYS F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Blind Options Main Menu Page Back Page Forward History Lookup Related Guarantor Lookup Patient Lookup Messages Time Clock Queues Log Out Looking at your Main Menu you will see several options, which will be discussed at another point. Right now we want to focus on the option Client Maintenance Menu. So you will want to enter the number listed beside this option and then press ENTER on your keyboard. This will take you to another set of menus in which you will select Client Lookup. This will take you to your client list. You will already see some clients listed in this area. Here you will want to enter the letter A to add a new client. 2-1

18 You should now be looking at the same thing on your screen as what is displayed in the figure Field 1) Code: A 4-digit alpha, numeric, or a combination of both, that you will want to use as the permanent name for your client. (IE: TEST) Field 2) Group: This can be used if you want to assign the client to a certain group for Report Writing or Accounting reasons Field 3) Active: Must be set to YES if you wish to login to this client, if it is set to NO, users will not be allowed to login to this client Field 5-12) Client Name, Address, and Phone Number: Enter the Client s name, whether it be a single doctor or a medical group, and the location of the provider; their physical address, including their city, state, and zip, and the contact and fax number if applicable for the Client. Field 13-15) Optional Information: This may include the Client s address or website if they have one Field 16,17) EIN, SSN: One or the other must be filled out and will go in field 25 of the HCFA 1500 Field 18) Accounting Type: Default is set to Invoice, distinguishes between whether the payments are applied to each individual charge (Type code CHARGE) or if they are applied to the total balance of the invoice (Type code INVOICE) Field 19) Remittance Type: Determines what type of payments are allowed for this client; payments deposited by both the billing service and client (STANDARD), deposited into client accounts only (CLIENT), deposits into the billing services account only (LOCAL), or all payments received being sent to client for deposit and then payments for commissions sent back to the billing service afterwards (100% REMIT) Field 20) Use Client Accounting: Used for billing services only in order to track how much this client owes them Field 21) Fiscal Year Beg: January 1 Field 22) Use Clt Acct #s: Asks if you want to use the client s reference numbers instead of CFO assigned numbers found on the VT screen & various reports Field 23) Min stmt: The Minimum amount owed by the patient before a patient statement will be generated Field 24) Assignment Default: Asks if the client is willing to wait on insurance for payment or requires payment from patient F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 SHIFT + FUNCTION KEYS Help Command History Browse Out Browse In Edits Actions Speed Scheduler Rolodex Defaults Queue Setup Security 2-2

19 Field 25) File Unassigned Claims: Asks if the client is willing to file insurance claims even though the client is charging patients up front Field 28-34) Statement Address: This address is for payment remittance on patient statements, also listed in box 33 in the HCFA After you are done with entering the information from the previous page, (your cursor should be on field 34) you will press ENTER to get to this screen. Field 54-80) Client Redirects: These fields are used to share lists that have already been created within other active clients. By pressing F1 in each section you are given options as to which clients you can choose from. The purpose of redirecting Library Codes is so that you do not have to re-enter the information continuously for each client. You will learn later about the codes you might want to put in your Bill client (also called the main setup client), which are automatically shared with all clients, and the codes you will want to put in each specific client along with how to do this. Commonly, CPT codes (field 63 above) are redirected to CPT and 2-3

20 Diagnosis codes (field 66), Zip codes (field 80), and Fee Schedules (Field 68) are redirected from the ZREF client. Now we are going to setup some of the redirects that will allow you to share data between your clients and avoid adding duplicate information. These will be listed under your Bill Client. Any codes you add under this client will automatically be available for use within every other client you create. You can also add these codes, if you wish, to a specific client so that only that client is able to use the code. Some of the things you would want to put in the Bill Client can be things such as: Desk Codes, Insurance Company Codes, Bill Codes, Referring Physicians, Charge Codes, Patient Status, Invoice Status; which we will begin adding shortly. Things you would not want to share between clients would be items such as: The client s Providers, Facility Codes, and Adjustment Codes. As stated before you can personalize each client by setting their redirections as you prefer. The next few sections will show you where to go to add these codes and what belongs in each field. Before we get to the section where you will be setting up your personal client profile you may want to verify that you are currently logged into the Bill Client. The Bill Client shares all information entered with all other clients. Because of this all Library Codes entered into the Bill Client will not have to be re-entered into each of your clients. Adding Insurance Company Codes After creating the base of the Client Account you should setup your Insurance Company Codes. These codes are used to identify all the insurance companies with whom you file claims. You may want to put these into your Bill Client so that you will not have to re-enter the information again for all other clients. This also allows for easier setup when you decide to add more clients. Let s continue; from the Main Menu you will go into the Coded Library Menu, then select Insurance Library Menu, and then select Insurance Company Codes. This will take you to a Lookup/Inquiry screen showing you all current Insurance Companies that have been setup within this client (as well as any setup in clients that are redirected to this client). Here you will enter A to create a new Insurance Company Code. Save yourself time and money by setting up your Bill Client with all the necessary Library Codes that you will be using for each and every client 2-4

21 Field 1) Code: This is the code you will use to identify the Insurance Company (It can be Alpha, Numeric, or both) Field 2) Company Name: The Insurance Company s Name Field 3-11) Contact Information: This is the Insurance Company s address, phone numbers, company contact, and any special notes Field 14) Default Claim Destination: This will be where you would want your Primary claims to be sent by default (Most commonly your clearinghouse and Printer) Field 21) Insurance Type: What type of coverage this Insurance Company offers (IE: HMO, PPO, Medicare, etc.). This field is vital to several reports and batch modules Field 23) Accept Assignment: This determines whether this client will file insurance claims with this insurance company and in some cases, such as Medicare, abide by the insurance company s payment policies Field 25) CAP Active: This field should almost always be set to NO, unless the client is on a capitated payment plan with this insurance company 2-5

22 Adding Billing Codes Bill Codes are used to determine when an invoice or a statement will be mailed to the patient s guarantor. They can also be used to setup a letter series and payment plan for the patient. To add a Bill Code you will need to go into the Coded Library Menu from your Main Menu, select Patient Library Menu, and then Bill Codes. Once you are here enter A to add a new Bill Code record. REMINDER: You may want to put these codes into your Bill Client as well, so that you do not have to re-enter the codes again. Field 1) Code: This is the code you will use to reference this Bill Code. Field 2) Description: A brief description of what the code will be used for. Field 3) Immediate Statement: This tells CFO whether to send out a statement every time a new charge is posted to the patient. Field 4) Letter: This is the Letter Code of the letter or statement that you want to be sent to the patient s guarantor. Field 5,7,9,and 11) Cycle: This tells CFO when to send out the patient letter or statement. Field 6,8,and 10) Through: Can be used to separate patients billing cycles by patient last name (IE: A-M, N-Z). Field 12) Always Send Letter: Tells CFO if the patient needs to send a letter to the patient every time the bill cycle has arrived regardless of patient balance due. Field 13) Minimum Past Due: Tells CFO what amount must be owed by the patient before a statement or letter will be mailed. Field 14) Below Min Next Code: If filled in, CFO will change the patient s Bill Code to this value if the patient due falls below the Minimum Past Due amount. 2-6

23 Field 15) Below Min Action: If filled in CFO will take this action if the patient amount due falls below the Minimum Past Due amount for this Bill Code. Field 16) Expected Payment: This field allows you to pick the greater of lesser of the Amount and Percentage fields. Field 17,18) Amount, Percentage: Allows you to set an exact amount or percentage of the patient due that must be paid. This amount of percentage will be analyzed according to the following fields. Field 19) If Paid Next Code: If used and the payment amount expected (or more) is received this will determine the new Bill Code the patient will be assigned. Field 20) If Paid Action: If used, this will tell CFO what action to take if the payment amount is made. Field 21) Not Paid Next Code: If the Amount or Percentage is not received then this will be the new Bill Code for the patient. Field 22) Not Paid Action: This will tell CFO what action to take if the payment Am ount or Percentage is not received for this patient. 2-7

24 Adding Desk Codes Desk Codes are used to designate where the patient record has been assigned for follow-up (IE: Accounting, Specific Representative, Collections) If your company does not use Desk Codes then you will just create one, possibly with the name Desk, due to the fact that this field is required. To add a Desk Code you will want to go to the Coded Library Menu, Patient Library Menu, and then Desk Codes. You will want to add a new Desk Code so you will type in A and then press ENTER STOP! This could be another Bill Client opportunity!!! Field 1) Code: This is where you will assign the person or department the account will go to (IE: DEBS for Debbie Smith or ACCT for Accounting). This is also where you would put the code DESK if your company does not assign accounts. Field 2) Description: This is the complete description of whom or what you are creating the Desk Code for. 2-8

25 Adding Patient Status Codes Patient Status Codes are used to identify whether the patient is a new patient, the patient has been sent to collections, the patient is deceased or any other status that you feel needs identification. In order to add a new Patient Status Code you will need to be in the Patient Library Menu, which is located within the Coded Library Menu. When you are here you will go into the Patient Status Codes and type A to create a new record. Could this be another code to add to the Bill Client? Field 1) Status Code: This will be a 4 digit code you will use to classify this patient (IE: NEW for new patients, COLL for patients in collections, AUD for patients needing an audit, etc.). Field 2) Description: The description or meaning for patients with this Status Code. Field 3) Follow-up Days: How long after this patient is assigned this status code do you want to follow up on the account. Field 4) Allow Different Days: If set to Yes this will allow the users to reset the follow-up date when this Status Code is assigned. Field 5) Max Follow-Up Days: The maximum number of days beyond the current date that a follow-up date can be assigned by a user. 2-9

26 Adding Invoice Status Codes The Invoice Status Code is used to identify if the invoice is new, paid, in collections, etc. To add this code you will start in your Coded Library Menu, select Patient Library Menu, and then select Invoice Status Code. On this new screen you will type A to create a new Invoice Status Code. One last Library Code that can be added to your Bill Client Field 1) Code: This is the code you want to use to identify the invoice s status (IE: NEW for a new invoice, PAID for a paid invoice, XCOL for an invoice that has been sent for collections, etc.). Field 2) Description: This is the description for what this Invoice Status Code is supposed to tell the user about the patient invoice. Field 3) Follow-Up Days: This field will determine how long after the patient is assigned this Invoice Status Code that you want to follow up on the account. Field 4) Allow Different Days: If you want your users to be able to change the follow-up day to another date select YES. Field 5) Max Follow-up Days: The maximum number of days beyond the current date that a follow-up date can be set to. 2-10

27

28 Section 3 Setting Up a Client Adding Facility Location Codes C ongratulations, you have successfully setup a shell account for the client! All you need to do now is add the provider information, patient information, and invoice information. At this point you want to press F2 to return back to your main menu. Once you are there type C and then press ENTER, select the client you just created and then type in the password you assigned your new client. You are now logged into the new client and are ready to enter the client s information. At this point CFO will ask you to select a batch. You want to add a new one by pressing A and then ENTER. For the Name field you can put Client Setup and today s date. Then you can just press the ENTER key all the way through until it saves and closes. Now you want to select the new batch. This will take you back to the main menu. You will need to be at the main menu each time you want to add any new insurance, provider or patient information You can get here by pressing F2 from most areas in CFO. Always remember to come back to the Main Menu by pressing F2; this will help keep you from getting lost We are now going to add the client Facility Codes. Facility Codes are used to denote the name and location of where the service was rendered by the provider. To do this you will select the Coded Library Menu

29 option, then the Transaction Library Menu option, and then the Facility Location Codes option. This will take you to a new window where you will type in A for add to start adding the facilities for this client. Field 1) Code: A unique code that your users will use to identify this facility when entering charges. Field 2) Name: The name of the facility (IE: Main Office, South Office). Field 3-8) Contact Information: The location and contact number for facility. Field 9) Place of Service: Type / Location of the facility (IE: Hospital, Home, Birthing Center, etc.). This field is used to fill in Field 24b of HCFA Field 10-12) Insurance Numbers: These numbers are used for facility services (such as hospital services) to fill out the UB92 insurance form. Field 13-21) Auxiliary Fields: These fields will override the Client Record and should only be used under specific circumstances. 3-2

30 Adding Adjustment Codes Adjustment Codes are used to specify what type of transaction was done, whether it was a payment to the account, the account was written-off, a refund was added to the account, etc. To add the Adjustment Codes you will need to be in the Coded Library Menu, which is located in the Main Menu. From the Coded Library Menu you will then enter into the Transaction Library Menu, followed by Adjustment Codes. After selecting the Adjustment Codes option you will type in A to add a new record. Some adjustment codes can be added to the Bill Client. Keep in mind that any Adjustment Code that has a percentage or rate attached to it (like payment codes) should be entered into the individual client. Field 1) Code: This field is the code that users will enter for the different adjustment types (IE: P for payment, R for refund, W for write-off, B for bad check, etc.). These codes should be kept as short as possible since they will be used very often and longer codes will take longer for your users to enter. Field 2) Basic Type: This field indicates the type or classification for this Adjustment Code. Field 3) Description: A brief description of the adjustment. Field 4) Print As: This field is used to describe this transaction on printed reports. Field 5) Specific Amount: This field should be set to NO unless the Adjustment Code is for a specific dollar amount. Field 6) Default Amount: Only use if field 5 is set to YES and you will only use one set amount for a certain type of adjustment. Field 7) Scale: The billing company s percentage they will receive for this type of adjustment. 3-3

31 Adding Charge Codes Charge Codes are used to describe and define what type of work the provider did, how much they charge for the service, what type of insurance claim the charge should print on and many additional items. To add these you will select the Coded Library Menu option from the Main Menu. From here you will select Transaction Library Menu, and the Charge Codes. Here you will type A to create a new Charge Code. Field 1) Code: This field is the code users will use to enter the charge. It is typically set to the CPT or Revenue code referenced in the record. Field 2) Next Code: Can be used as a prompt to add associated charges with this procedure. Filed 3) HCPCS/CPT Code: Must contain a CPT code associated with this charge. Field 4) Description: This field is used to describe the charge and will appear by default when this charge code is used for patient charges. Field 5) Charge Amount: The default amount to be charged for this service. Field 6) Type of Service: This value is derived from the CPT code and is used for insurance claim filings. Field 7) Claim Letter: Determines what type of insurance form this Charge Code will generate and appear on. If left blank the Charge Code will not generate or appear on any insurance claims. Field 8,9) Claim Attachment Letter: Determines if any additional insurance claim attachments need to be generated when this Charge Code is used. Field 10) Force Paper: Tells CFO whether or not it should print the claim to paper instead of sending it electronically. Field 11) Revenue Code (UB-92): This code is used within the UB92 insurance form. 3-4

32 Field 12) Lab Charge: This is used on the HCFA 1500 to indicate if the charge includes lab costs or if the lab charges should be expected on a separate billing from another company. Field 13) Print Desc on HCFA: If the value is set to YES then the description for the Charge Code will print n the HCFA Field 14,15) Modifier: Used to classify more specifics about the CPT code. Field 16) Sex Requirement: If used then this Charge Code can only be used with patients of the indicated sex. Field 17) Age Requirement: If used then this Charge Code can only be used for patients of the indicated age group. Field 18) Valid Through: If this field is used then this Charge Code cannot be used for charges dated after the date specified. Field 19) Anesth Base units: Used to define the base units for anesthesia charges. Field 20) Work Credits: This is used to help practices track related work done for their providers. 3-5

33 Adding a Provider Record The Provider Record gives you a place to store and reference detailed contact information for your clients providers. This record is also where the provider insurance numbers are located. To add this record you will select Coded Library Menu, then select Insurance Library Menu, and lastly you will select Provider Insurance Numbers. Type A to add the Provider Record and press ENTER. Field 1) Code: Users will use to reference this provider. Field 2) Type: Identifies the provider as an Attending Physician or a Referring Physician Field 3) Department: Can be used to separate your providers on reports or for billing. Field 4-7) Name: Used to store the Provider s name. Field 8-16) Contact Information: Provider s Address and Contact Information can be used for reporting or for mailings. Field 17-20) Notes: Used for any special notes that may need to be made about the provider. After entering in the previous fields you will be taken to page two. You can skip the fields on this page unless you are entering information for an anesthesiologist. You will then need to enter the Providers Insurance Numbers if this provider is an attending type provider. 3-6

34 Field 1) Insurance Type: Used to determine what type of insurance company the numbers are to be used with (IE: MC for Medicare, BC for Blue Cross, etc.). If filled in, the insurance numbers will only be used for patient s insurance policies of this type. If left blank the insurance numbers for this record will be used for all types of patient policies. Field 2) Insurance State: If used, these insurance numbers will only be used for insurance companies that are located within the state indicated. Field 3) 1500 Field 24-K: Used to store the number that this type of insurance company requires in field 24-K of the HCFA 1500, typically the provider s license or pin#. Field 4-5) (You should only use one of these fields under most circumstances) 1500 Field 33-PIN#: Used to store the number this type of insurance company requires in field 33-PIN of the HCFA 1500 insurance form, typically the provider s license number or EIN Field 33-GRP#: Used to store the number this type of insurance company requires in field 33-GRP of the HCFA 1500 insurance form, typically the practices group number. Field 6-8) 1500 Fields WC: Similar to fields 3-5 for worker s compensation claims. Field 14) UB92 Physician ID: ID that this type of insurance requires on the UB92 insurance form for field 82. After adding the Provider Insurance Number record, you will be prompted to add another one. You can add another of this type of record for each type of insurance company that this provider deals with (IE: one for Medicare, Blue Cross, Medicaid and a blank type for the commercial carriers). If you need to add more providers then you will re-enter option 6 and enter another provider for that client. You will add one insurance number record for each insurance type that needs different numbers on the claim form. Once you are done entering all insurance records you will hit your ESC key. This will take you back to the Insurance Library Menu. 3-7

35 Adding Payment Locations Codes Adding the Payment Locations insures that CFO knows where all funds are being deposited in order to resolve who owes whom and how much at months end. To get to this screen you will have to be in the Coded Library Menu and select Transaction Library Menu. Once you have selected the Transaction Library Menu enter into the Payment Location Codes. From there you will type A to create your payment location Field 1) Code: Unique code users will use to select this location (IE: B for billing service account, C for client account). Field 2) Type: This identifies who got the money (IE: Client, Billing Service, or Collections). Field 3-12) Contact Information: These fields list the name, payment address, and contact information for this payment location. Field 13-20) Collection: These fields only apply to setting up a collection agency. You will enter a Payment Location Code for each of the possible places that money will be deposited. If you are done then you can press F2 to go back to the main menu and then press F8 to go to the Patient Window and begin entering patient and guarantor information. 3-8

36 Section 4 The Patient Record Adding Patient and Guarantor Records Always remember that F8 will take you to your Patient list and F7 will take you to your Guarantor list. Before entering any patient or guarantor information you will want to make sure you are in the correct client. To know for sure you can do one of two things. You can look at the left hand side of your workstation on the status bar, which is located on the bottom of the screen or you can look at the top of the CFO display on your Main Menu. If you are in the incorrect client then go to your main menu by pressing F2. Once you are here type in C to change client and enter in the password assigned to the client you want to enter. After entering the correct client or verifying that you are in the correct client you will want to press F8 to go to the patient lookup screen. You will type A to add a new patient. You will then see the list of guarantors from which to select your guarantor. At this point you can either enter A to add a new guarantor or you can select an existing guarantor from the list if there are any guarantors already setup in this client. The guarantor is the individual who is financially responsible for any amounts charged to the patient. This person could be the patient or they could be the patient s guardian or caretaker. 4-1

37 Field 1-9) Name and Address: Guarantors contact information including their full name and physical address. Field 10) Bad Address: Should be set to NO ; no mail or correspondence will be sent to Patient s Guarantor if Bad Address field is set to YES. Field 11) Home Phone: Contact Number for Guarantor. Field 12-13) POE: Guarantors place of employment and work contact number. Field &19-20) Spouse: Guarantors Spousal information. Field 17) SSN: Guarantors Social Security Number. Field 18) DOB: Guarantors Date of Birth. After you have entered in the guarantor s information press ENTER at the Enter Field ID to Edit. Prompt and the Adding New Patient window will appear. It should have already populated the Last Name Field with the Guarantors last name. If the Guarantor and the patient are the same, just tab down till you get to line 5 and select either MALE or FEMALE. This will then auto-populate all the information for the patient up to field 11, excluding field 5. However, if the guarantor and patient are not the same then you will need to fill in this patient information. 4-2

38 Field 1-10) Patient Info: This includes patient name, sex, home and work phones, place of employment, date of birth and social security number. Field 11) Status CD: Indicates the status of the patients account (IE: New, In Collections, Closed). This code is used in the follow up queues and for system reports. Field 12) Bill CD: Determines what statement to send to the patients and when to send it. Field 13) F Class: Defines the patient s financial class. Field 14) Desk CD: Used to assign patients to specific follow up queues (IE: Audit, Normal, Closed or Collections). Field 15) Main Phy: Optional field for the patients usual physician. If used this field will be used as a default for new charges. Field 16) Ref Phy: Optional field for the patients referring physician. If you populate this field it will be used as a default for new charges. Field 17) Chart: Optional field used for a client assigned number for the patient (sometimes called a medical record number). Field 18) Bill Cycle: Used to override the patients billing date as defined by the patient s Bill Code. Field 19) Follow-Up Date: This date is used by the follow up queues to determine the next date this patient needs to be reviewed. Field 20) SIG on File: The most recent date that the patient signature was obtained. Field 21-27) Insurance Amounts: Amounts currently owed by insurance and how many days past due the amounts are. Field 28-34) Patient: Amounts owed by patient and how many days past due the amounts are. Field 35-41) Total: Total Amount due on patient record. 4-3

39 Adding New Patient Insurance A Patient Insurance record needs to be created when the patient s guarantor has some form of insurance coverage. This is setup so that CFO will know whether to bill the guarantor for the amount due or to file a claim with the insurance provider. If no information is entered CFO will automatically default all charges as the patient s responsibility. This screen will appear automatically after entering in a new Patient Record. If you need to add a Patient Insurance record at another point you can go to the VP screen by pressing F8, finding the patient, pressing ENTER then entering VP. Once here type A for add and select PATIENT INSURANCE. Field 1) Insurance: The insurance company code for the insurance company that issued this patient s policy. Field 4) Policy Type: Type of policy; P from Primary, S for Secondary, T for Tertiary, or X for Cancelled. Field 5) Active: Must be set to YES if the insurance is still valid and should be billed. Field 7-8) Effective/Termination: Effective and termination dates for this insurance policy. Field 10) Policy Holder: Policy Holders Name. Field 11) Patient s Relation: Patient s Relationship to the policyholder. Field 12) Policy Number: Insurance Policy Number. Field 13) Group Number: Insurance policy Group Number, if there is one. Field 14) Plan Name: Insurance companies name for the type of insurance plan the patient is on. Field 15) Precert Required: If this field is set to YES CFO will require a precertification record for each patient invoice. Field 16 21) Policy Data: These fields are not used by CFO and can be used to track various data about the policy. Field 22 26) Cap Fields: These fields are used to manage capitated insurance policies. 4-4

40 Once you have entered in the patient s primary insurance you will be taken to another blank record for you to add another policy. If the patient has a secondary policy you would simply fill out another record for the secondary and perhaps a third for a tertiary policy. When you have completed adding all of the policies for the patient press the ESC key to return back to the Patient Lookup Screen 4-5

41 Adding Patient Invoices You should now be looking at the Patient Lookup Screen. The patient you just entered should be highlighted. Press ENTER and you should now be looking at a new screen that we call the Patient View Screen. This screen displays a variety of information about the patient. On the command line type in the command VT (there are two main options from the Patient View Screen that allow you to manage most patient items; VT and VP) and press ENTER. This should take you to the View Transactions Window. Since this is a new patient you will see nothing here, so at this point you will want to type in A for add and then on the pop up menu you want to select ADD A NEW CHARGE TO AN INVOICE. Field 1-2) Date: Date service started to the date service ended (Not an editable field). These fields are populated based on the charges that will be entered for this Patient Invoice. Field 3) Facility: Location where the service(s) was provided. Field 4) Provider: Attending Physician s code. Field 6) Ref Phys: Referring Physician s code, if there is a referring physician for this invoice. Field 8) Client Ref#: Number your client may have assigned for this visit. Field 10) Place Date: This is the date the client gave you the account. Field 13) Invoice Status: CFO uses this field to understand what follow-up needs to be done on the invoice. Field 15-26) Insurance: These fields are used to list Insurance information and most cannot be edited To search for a name in either the Patient Lookup Screen or the Guarantor Lookup screen type in F in the command line and press ENTER. A new window should appear asking you what name you want to search for. This is where you will type in the last name of the patient you just entered and then press ENTER again. It should take you to the first patient with that last name, if it is not your patient you can repeat the process until you have found your patient. 4-6

42 A patient charge is a detailed account of the service provided by the provider and what they charged for the services rendered to the patient. This screen will appear after entering the main invoice information. If you need to add another charge to an existing invoice then highlight the invoice in the VT screen, type A for add, and then select APPLY A NEW CHARGE TO AN INVOICE. You will see a new invoice screen but you will not type in any information here. Instead, you will press ESC and select the invoice on the next screen that you wanted the charge added to. This will allow you to add more charges to that invoice. Field 1-2) Date: The Date service began to the date service ended (usually the same except for overnight stays in the hospital). Field 3) Charge Code: Code for the service performed or products used (Usually the CPT code provided by the doctor). Field 4) Cost: Amount the provider is charging for the service provided. Field 5) Description: Description of the service performed. Field 6-9) Modifier: Extra detail to the service performed that is used by insurance carriers to determine what and how much they will pay. Field 11-14) Diagnosis: What the provider diagnosed as the reason for performing this procedure. Field 15-16) Time: The time the anesthesia began and ended. This option is only available is the Base Units field for the Charge Code is populated. After you press ENTER to add this charge, another blank New Charge Window will appear for you to add additional charges to the invoice. If you are done entering charges for the current invoice just press your ESC key and it will return you back to the View Transactions Window. If you are entering a charge for a hospital visit for a UB92 then you will need to fill out an Admission Record. At this point you are ready to add a Patient Responsibility. A Patient Responsibility is used to transfer a portion of the amount charged to the patient without waiting for the insurance to be billed. Patient Responsibilities are not needed for those patients who do not have insurance coverage, because those patients are responsible for the entire invoice. 4-7

43 Adding Patient Responsibilities A patient responsibility is used to define what part of a patient s invoice the patient is liable for paying, such as a co-pay or deductible. If this is not added then the insurance will be liable for all charges to the patient. From the VT screen, you will enter A for add, and then select ADJUST PATIENT RESPONSIBILITY. Field 1) Date: Defaults to current date. This date is used for aging purposes so you may want to put in the date the patient became responsible for the charge. Field 2) Code: Responsibility Code that reflects the reason the patient owes this money (IE: co -insurance, deductible, or co-pay, etc.). Field 3) Amount: Amount the patient is responsible for. Field 4) Description: Description of the reason the patient owes this money. This field will default to the description in the Responsibility Code record. After entering this information, you just have to press ENTER to save it and return back to the VT screen. At this point you can go back to the F8 screen (patient lookup) and add another patient or you can start posting payments to the account if payments have already been made (IE: Co-Pay has been paid but not Insurance yet, you will want to go ahead and post this to the account). 4-8

44 Posting Adjustments To add a payment to an account you want to be on your VT screen. When you are here you will type A for add and then select from the pop up window ADD A PAYMENT. Once you have selected this you will be prompted to select which invoice you want to make the payment to. After choosing your invoice you will continue on to enter the payment information. On the top of the screen you see NEW ADJUSTMENT (I/P/T $45.00/$5.00/$50.00). This means that the insurance owes $45.00, the patient owes $5.00 and the total due is $ Field 1) Date: Date the payment or adjustment was made. Field 2) Type: Adjustment Code and the Payment Location. If the Type is a Payment or Write-Off then you will also be asked to enter the exact variety of these transactions. Field 3) Check Number: This is used if a payment was made by check. Field 5) Amount: Dollar amount paid or adjusted. Field 6) Insurance: Defines who made the payment or issued the adjustment. Field 7) Description: Describes the transaction. Once you are done entering in this information you will press ENTER to save your data. You will then be prompted to add another Adjustment. When you are finished adding adjustments press ESC to return to the VT screen. CFO will ask you if you want to change the invoice status from its current value. You can choose to change this by pressing F1 and selecting a new invoice status code from the list you created earlier. If you want to leave it the same simply press ENTER. It will then prompt you to enter in a followup date. If you do not need to alter the follow-up date you can accept the default follow-up date and press ENTER. If you are done with this account you can press ESC to exit and then F8 to start on a new patient. At this point you have successfully created a new patient with a guarantor, entered insurance information, added invoices added charges, and posted payments in CFO. 4-9

45 Section 5 Batches Creating a Batch Batches are used to track work done and information entered into CFO. They can be used to separate individual users work and can help them to balance and verify their work. To create a batch you will want to be at the main menu (F2) and type in B and press ENTER. This will bring you to the Open and Pending Batches screen. You will enter A to add and press ENTER. Having trouble tracking things? 1) Code: Code that users will see to select this batch (commonly set in the format CCYYMMDD). 2) Date: The date of service that the batch covers or starts with. 3) Description: A brief description of what the batch is going to be used for (IE: charges, payments, etc.). 4) Assignment Type: Designates if the batch is assigned to just the individual user or several users. 5) Assigned By: Your User Code (will automatically populate). 6) Due Date: Date the batch needs to be completed and closed. 5-1

46 7-11) User: You can use these fields to specify other users that are allowed to alter this batch. 12) Status: Tells whether the batch is Open (available for work), Pending (set to be closed after review - can be selected for work but will be changed to Open), Closed (balanced, completed and ready for billing to client in Final), or Finalized (Completed and billed to client) ) Opened By, Date, Time: User s Code that opened batch, date and time the batch was created ) Closed By, Date, Time: User s Code that closed batch including date and time ) Final: The User Code for the user that finalized the batch, and the date and time ) Miscellaneous: Additional information that you may want to add to each batch you create for reference. After creating your batch you can select it by pressing ENTER when you are returned to the Batch Inquiry screen. Now all the work you do in CFO will be logged into this batch during the current session. If you logout of CFO you will need to select the same batch again when you re-enter CFO to continue storing your work in that batch. You will be prompted each time you login to a client to select a batch, but if you want to change batches without changing clients you can enter B from the Main Menu to go to the Batch Inquiry screen, where you will see all the Open and Pending Batches for the client. 5-2

47 Setting Up Batch Report Modules Batch Report Modules are used to customize what prints on your batch reports (IE: you may only want to have total charges and total payments printed up or just a summary of all transactions). With the Batch Report Modules you can indicate what your clients need to see. If all your clients are the same you can set this up in your Bill Client or you can set this up in each individual client for each client that may require different documentation. To get to the Batch Report Modules you will want to go to the Client Maintenance Menu and select Batch Setup Modules. This will take you to the Batch Options screen for your current client; type A to add a new module. 1) Status: Indicates whether this module will appear on Open, Pending, Closed, or Finalized Batch reports. 2) Order: Indicates the relative position of this module within the batch report. 3) Module: The module that you want added to your batch report (use F1 to get a list of these). 4) Description: This will auto populate the description from the module field. You will need to select all the modules that you want to be included for each type of batch report (open, closed, pending, and finalized). Once you have setup this information then each time you run a batch report CFO will print the modules that you have selected here. Most of the available batch modules and a brief description of each are as follows: * Adjustment Detailed Itemization: This module presents an adjustments only detail itemization for all adjustments within the selected batches. * Charge and Adjustment Itemization: This is one available variation of charge / adjustment itemization. This module presents all of the charges and adjustments for each invoice on a single line. The charges are in one column with adjustments split into debit and credit columns, as appropriate for each adjustment. * Charge Detailed Itemization: This module presents a charge only detail itemization for all charges within the selected batches. * Client Invoice: This module will create client invoices based upon the transactions contained within the batches included. This also includes invoices to any collection agencies. This module will always be present within all period batch reports. * Complete Edit Detail: This module creates a printed itemization of all user edits contained within the batches selected. The edits are listed alphabetically by file type. Before adding this module to the client's period batch report consider that it can easily be longer than the rest of the report. * Complete History Detail: This module will print a complete itemization of all history records added within the selected batches. 5-3

48 * Customized Complete Edit Detail: This module is a variation of the Complete Edit Detail. The difference is that the edits to files within the client's batch file order records are shown first, with all other file edits listed after. * Customized Complete History Detail: This module is a variation of the Complete History Detail. The difference is that the history records added to the files within the client's batch file order records are shown first, with all other files' history listed after. * Customized Edit Detail: This module is a variation of the Complete Edit Detail module. Within this module only edits to files in the client s batch file order records are shown. * Customized History Detail: This module is a variation of the Complete History Detail module. However, this module only shows history records that were added to the files in the client's batch file order records. * Debit and Credit Itemization: This module is a variation of the transaction itemization. This module presents the invoice transactions in two columns, as either credits or debits. * Earnings and Payments by Origin: This module will print the amounts paid according to where the invoice is currently being worked. This can include the billing service and any collection agencies. * Overview - Basic: This module will print the standard batch overview. This is the overview that the user is presented with when asked to review and approve of the batch report. * Overview - By Adjustment Code: This module will print an overview of adjustments only, sorted by adjustment code. * Overview - By Payment Location: This module will print an overview of payments only, sorted by the location where the payment was received. * Overview - By Payment Type: This module will print an overview of payments only, sorted by payment type. * Payers by Provider Summary: This module presents payments itemized by payer and subtotaled by provider. * Payments by Payment Location: This module presents the batch payments subtotaled by the location receiving the payment. * Payments by Payment Origin: This module presents the payments for the batch separated by where the payment's invoice is currently being worked. * Provider Financial Class Summary: This module presents payments subtotaled by patient financial class. 5-4

49 View, Close, Finalize Batch Viewing a batch as you are working to verify that everything you entered was entered correctly is very simple. All you have to do is type VB from the Main Menu and you will see the Batch Inquiry screen, showing all this client s open and pending batches. Press your SPACEBAR on the batch(s) you want included in the report and then press ENTER. CFO will ask if you want to include all users, which will allow you to limit the report to the work a single user has done in the batch. CFO will now ask if you want it to archive without prompting, allowing you to leave it unattended while the report is generated. For VB this will almost always be answered NO, which will allow you to view the report generated online. CFO will now generate the VB report, allowing you to review it online. You can press ENTER on each of the lines displayed to get a more detailed list of the item shown or you can just press ESC and follow the prompts to get the report printed. If you want to view your batch report at a later date then you will want to go into the System Archive and select Batch Reports (Other) and then search for your batch by the date you ran the report. Highlight your report and then press ENTER and you will be prompted to either print a copy or view it on your screen. Closing a batch is just as simple; all you need to do is select Batch Closing from you Client Maintenance Menu or your Patient Maintenance Menu. Highlight the individual batche you are ready to close and press the SPACEBAR to select it. You can select multiple batches to close by repeating this process. If you select multiple batches to close you will be asked if you want all batches in the same report or if you want to have a separate report for each batch. If you want to review the batches online before closing, then you will need to select NO to Archive Without Prompting. You will then be shown your closing online for review and acceptance. When you are ready to close the batch(s), highlight and select ACCEPT, which will appear at the end of the online report. You will then be prompted to select your printer and how many or what pages you want printed. To find any old or already printed batch reports you will go to System Archives and select Batch Reports (Closing) and search for the batch report you just closed. If you just want to see what the report will look like without actually closing the report then on the accept screen just press the ESC key and you will have the option to print a Trial Closing. Finalizing a batch is the same process as closing a batch except instead of choosing Batch Closing in your Client Maintenance Menu you will choose Batch Finaling. This report does not usually need to be reviewed online, so answering YES to the question of Archive Without Prompting might save you some time here. To view Batch Final reports that have been generated in the past you will choose Batch Reports (Final) in your System Archive menu. When you finalize a batch CFO will generate a client invoice. You can setup batch modules (explained in an earlier section) that will show all charges and payments made to patient accounts in the batches being finalized. A finalized batch will also print up a Client Invoice detailing either what the Billing Service owes the Client or what the Client owes the Billing Service. This will be explained in greater detail in a later section. 5-5

50 Section 6 Report Writer Query Qualifications The Report Writer will allow you to create customized reports that include the patients or invoices that you want and that displays the fields that are important to you. You will be able to create, name and save as many reports as you like. Each of the reports can be as detailed or as generalized as you like. Any field included in your printout can be counted, totaled or used to sub-total the report. To get started with the Report Writer you will go into the Report Menu from the Main Menu, select Report Writer Menu and then Query Qualifications. You will see the list of Queries that have been added to date. The Query tells the Report Writer what items are to be included in the report (IE: which patients, which charges or which guarantors). You can add your own options to this menu if you want to personalize your reports. Just type in A for add and press ENTER. 6-1

51 1) Code: The reference code that you are assigning to this Query 2) Description: Short explanation of what this Query is designed to do. 3-4) Group and Type: Will default to User for user added Queries. 5) Archive: Defaults to YES, so that all reports run using this Query will be archived for future review. 6) Main Title: The title to use within reports using this Query. Defaults to the description given in field 2. 7) Report Level: Gives the Report Writer a general idea of how detailed your report is going to be (IE: printing data about the Guarantor, Patient, Patient Invoice or Patient Charge). The Report Level is critical for speeding up reports that are at a higher level, such as at the Guarantor level. A Guarantor level report does not have to keep searching through the guarantor s patients or patient charges once it finds a qualifier, making the report run substantially faster. On the other hand, a report with a Patient Charge level that will end up listing off individually qualified charges (such as those containing specific diagnosis codes) needs to check each charge and cannot stop checking a patient s charges just because one of them has qualified. 8-17) Report Format: This tells CFO what Output Format this Query will use by default. This output can be changed when the report is run if Restricted Format is set to NO. 18) Restricted Format: Tells CFO whether or not the Report Format can be modified by the user when the report is actually being ran. After entering this information press ENTER, this will take you to a new page. On this new page you can enter in any instructions that you want the user to see for this report. Once you have put in your user instructions press ENTER to save your information. This will take you back to the Query Inquiry screen where your new Query will be highlighted. At this point you will want to press ENTER to bring up the new Query. You will see a blank screen that states *NO RECORDS FOUND*. Here you will type A to add and begin adding your Query Qualifiers, Ranges, Items, and Actions. These options allow you to define what it takes to be a part of this report (IE: If this report is about Guarantors that live in a certain area, then you would need to setup a qualifier that verifies included Guarantors have a specific range of Zip Code). Query Action: Tells the report writer what action to take with the printed report. Query Item: Allows you to specify one particular item you want CFO to look for. Query Qualifier: Tells the CFO what field to look for its information. Query Range: Allows you to tell CFO what range you want to look in (IE: A-M for all last names starting with an A to last names starting with an M). 6-2

52 We will begin by adding a Query Qualifier by scrolling down to this option and pressing ENTER. This will pop us a screen allowing you to select the exact system field you want to work with (for our example you would pick Guarantor: Zip Code ). 1) Order: Non-editable option 2) Field: Press F1 to get a list of all the fields you can qualify your fields on. (IE: If you want to qualify your records based on Guarantor location then you would select Guarantor and then select Zip Code). After entering in this information you will press ENTER. This will bring you back to the Query Screen. At this point we will add an Item or a Range to this Qualifier so CFO knows what the value of our Qualifier needs to be in order to appear in your report (for our example of Guarantor location, we would want to add a Range). 1) Include or Exclude: This tells the Query whether you want this range in your report or if this range is to be excluded from your report (IE: if you tell it to exclude all Zip Codes from the number to then any Guarantor with a zip code within that range will not qualify to be included in your report.) 2) From: The starting point of your range (IE: 73100) 3) To: The ending point of your range (IE: 74000) Now if you want all Guarantors within this range except those with one specific Zip Code then you will want to add a Query Item. With the Qualifier highlighted you will type A for add and select Query Item 1) Include/Exclude: Tells CFO that you want this single item included or excluded from the report (IE: for our example we do not want those Guarantors with as their Zip Code, then you would select Exclude here). 2) Item: This is the specific item that is to be included or excluded (IE: for our example this would be ). 6-3

53 Now we are ready to add an action to our report. Remember you can always add as many qualifiers as you want to your Query, but the more you add the longer the Report Writer will take to get you your report. 1) Order: What order you want this specific action to run in. Only needed if more than one action is to be taken. 2) Action: Here you will press F1 to get a list of all the actions that can be taken. (IE: send to collections, send a statement). Now that we have entered in your Query Qualifications it is time to setup your Report Output Format. This will allow you to define what fields you want to see on your report, what order your report is to be printed in, what items you want added up and what totals and grand totals you want to see. 6-4

54 Report Output Formats The Output Formats determine what data will be displayed for a given report. You will begin creating a new Output Format from the Report Writer Menu within the Reports Menu. From this menu you will choose Report Output Formats. This will show you a list of all the current Output Formats. You can select a standard Output Format or you can create your own by typing in A and pressing ENTER. 1) Code: The code used to briefly describe the Report Output Format. 2) Description: Explanation of the Report Output Format. 3) Type: Defines whether it is a System Report or a User Report. 4) Title: The title that will be displayed on the actual report. 5) Archive: Whether you want this report to be saved to the System Archives. 6) Report Level: This determines what will be done with the record numbers the qualification side of the Report Writer passes the formatting side (IE: if the qualification side is Guarantor level then it will pass this side Guarantor Numbers. If the Output is going to print Patient Names and Amounts Due, this Report Level will need to be Patient Level and the Guarantor numbers passed from the Query side will be converted from Guarantor Numbers into Patient Numbers, leaving off none of the Guarantor s Patients. If you only want a single Patient the firs t one encountered by the Report Writer s search engine - to print for each Guarantor Number passed, then the Output s Report Level would need to be set to Guarantor). 7) Itemization Style: Defines whether the report will be itemized and if so, what variety of itemization will be used. 8) Include Detail Lines: Whether or not this report will be allowed to show adjustment or charge detail. Once you have entered in this information you will be returned to the YOU MUST FIRST SELECT A REPORT OUTPUT FORMAT screen. Your new entry will already be highlighted so you will just press ENTER to setup the format of this report. The new screen displayed will state *** NO REPORT FIELDS FOUND ***. So you will enter A to add new report fields to your report format. 6-5

55 1) Placement: Tells the Report Writer where to put the field you are adding to the report. 2) Order: Tells the Report Writer in what order you want to see this field. 3) Prefix: Allows you to add text value to the beginning of the report field each time it is printed. 4) Description: This field will override CFO s description for the report field. 5) Report Field: This tells the Report Writer what field you want to see. 6-7) Add l Header Info & Length: Allows you to print additional header data and to define the maximum length allowed. 8) Suppress Duplicates: This defines whether you want to have all vertical duplicate data replaced with. 9) Count: Allows you to display a count of the number of items printed in the report. You can select None for no count, Both to include a count at the end of each section and then a grand total, Grand total to display a count only at the end, or Sub for just a sub total after each heading change. 10) Total: Same four options as for field 9 (Grand, Sub, Both, or None). This field gives you the option to total any number values or dollar amounts. 11) P/S/T: For fields within the Patient Insurance only, this will allow you to specify restrict the field to only Primary, Secondary, or Tertiary policies. After entering in the information for this report field you will press ENTER to go back to the Report Output Format screen, where you will be able to add more report fields, as needed. Now you will go back to the Query Qualifications Menu and highlight the report you created and type E to edit and press ENTER. You will then edit field number 8 and change the report format to the Report Output Format you just created. Once this is done you will press ENTER twice to save your information. You are now ready to run your new report. To do this you will need to go back to your Report Writer Menu and select the Run Report option. In this new section you will look for the report that you created under Query Qualifications. You will do this by highlighting your selection and pressing ENTER. This will load the report that you created. You will have one last chance to edit this report before running it. When you are ready to run the report you will type R for run and then press ENTER. CFO will ask if you want to run or preview the report, you will select run and then tell CFO what printer you want to use. Once it is printed up you can see if the report showed everything you wanted. If not you can go back and edit fields so that it does list what you want to print on the report. 6-6

56 Section 7 Letter Writer Basic Layout The Letter Writer will allow you to add new letters and to edit existing ones. With this utility you will be able to copy and modify existing letters and save them under a new name. You will also be able to create completely customized letters with specific messages and functions. To start the Letter Writer you will want to enter the Letter Writer option within your Mail Menu. You will be shown a list of all available letters for your system. This section will teach you how to create your own letter and in doing so give you an understanding of how to edit current letters that already exist. To start creating your letter type A to add and press ENTER 1) Code: This will be the code users refer to this new letter with. 2) Type: This allows you to define what type of letter this will be (IE: Regular, Claim) 3) Description: This is where you would describe the purpose of the letter. 4) Print Destination: This defines where you want the statements to go once they are requested by the users (IE: Printer, outsource company, clearinghouse). 7-2

57 5) Printer Paper: This defines the type of paper you want to use for this specific statement. 6-8) Default Pitch, First Line, Last Line: Non-editable system fields 9) Letter Basis: This field defines where the new letter will be requested within CFO (IE: Patient, Invoice) ) Letter Requirement: List of requirements that you can require for you new letter (IE: Admission Record required, Dental Claim, must have referring physician). 14) Letter Addressee: This tells CFO who letters of this type will be mailed to. 15) Sort Field: Tells CFO what order these letters will be printed. 16) History to Add: Tells CFO if it should prompt you to add history every time this letter is requested by users. After entering the information for each field you will press ENTER to go back to the Letter Writer screen where your new letter will be listed and highlighted. At this point you want to press ENTER again to enter the body of the letter to start creating it. Once inside the blank letter you can setup the font size, the tabs, justifications, and more just by pressing F1 and selecting from one of the many options. Following will be a list of all those options and what each function is: LOAD name. = Load an existing letter in order to make changes or save under a new F1 Menu in Letter Writer LOAD SAVE NEW PRINT UNDO QUIT HELP SAVE NEW PRINT UNDO QUIT HELP = Saves your current letter. = Creates a new, blank letter for you to edit and save. = Prints your letter so you can review it. = Undo all changes to this document for this edit session. = Quit the Letter Writer. = Show the Letter Writer shortcuts DOCUMENT PAGE LAYOUT TABS & JUSTIFICATIO TEXT FORMATTING VARIABLES CLIENT GUARANTOR PATIENT OTHER 7-3

58 DOCUMENT = Include files and some other functions. PAGE LAYOUT = Headers, footers, top and bottom margin controls. TABS & JUSTIFICATION = Tabs, lines, left and right justification controls. 7-4

59 TEXT FORMATTING = Font size, Bold, Italics, underline and color control. VARIABLES = Page number, date, time, client controls. 7-5

60 CLIENT GUARANTOR PATIENT OTHER SPECIAL = Import a Client Field into your letter. = Import a Guarantor Field into your letter. = Import a Patient Field into your letter. = Import a misc. Database Field into your letter. = Import a Special Field into your letter. ITEMIZATION = Insert a Patient Itemization into your letter. 7-6

61 Customized Letter Now that you have seen the basics of the Letter Writer lets proceed to creating your new customized letter. If you are creating a letter that will go in a window envelope, you will need to have one of the letters handy to measure. You will need the measurements for your return address as well as the measurements for the addressee window. Get a ruler and measure the distances from the top of the envelope to the window(s) and from the left side of the envelope to the window(s). You will need to press your INSERT key so that you can add entries to this blank letter template. The first thing you will need to do is press the ENTER key until you reach the line that lines up with the display window on your envelope (there are 6 lines per inch). Then you will enter in your tabs so that it fits vertically and horizontally in the display window. To add a tab to your letter you will press F1 and select Tabs and Justifications. Here you will select Tab and enter in the tab length in inches and then press ENTER. Your tab should appear in your letter where your cursor was. Next you will want to choose what font to write your text with. To do this you will again press F1 (you will do this for every function within the Letter Writer) and select Text Formatting. You will have the choice of 4 different fonts, Condensed being the smallest to Expanded being the largest. Once you have selected your font by highlighting it and pressing ENTER, it should appear on your letter right beside the tab you just created. To add the Guarantor s name (or the name the letter will be addressed to) you will press F1 and select Guarantor (you would chose Client or Patient if the addressee is not the Guarantor) and then choose First Name. You will do this again and select Last Name. For the next line you will do the same thing without selecting the font again, unless you want to change the size. You will choose Guarantor: Address and Guarantor: Address 2 then the following line will be Guarantor: City, State, and Zip. The First part of your letter for the Guarantor should look something like this: {TAB 0.625}{! GUARANTOR: FIRST NAME} {! GUARANTOR: LAST NAME} {TAB 0.625}{! GUARANTOR: ADDRESS} {! GUARANTOR: ADDRESS 2}{TAB 4.75} {TAB 0.625}{! GUARANTOR: CITY}, {! GUARANTOR: STATE} {! GUARANTOR: ZIP CODE} Or for letter that need to be addressed to your client:: {PICA}{PAGE=1}{TAB.25}{! CLIENT: STMT NAME} {TAB.25}{! CLIENT: STMT ADD} {! CLIENT: STMT ADD 2} {TAB.25}{! CLIENT: STMT CITY}, {! CLIENT: STMT STATE} {! CLIENT: STMT ZIP} If you want to add a return address on this letter you can do the same thing, placing it in the appropriate area of the page. After entering in the addresses in the right spots you can press ENTER on your letter until you get to the area of your letter where you will want to type the body of your letter. After typing what you want the letter to state press F1 and save the letter. Press F1 again and print a sample of your new letter. If changes need to be made use your arrows keys to move around within your letter making your alterations as required. When you have the letter just right, use your F1 key to safe and exit the Letter Writer. 7-7

62 Section 8 Actions Change Field Sometimes you will need to change a specific field on several different patient accounts. Lets say you have a group of patients in the wrong Bill Code. To fix this manually you would need to pull up each patient and change the codes, taking a bit of time for each patient. So instead you could do this change all at once. This process can save you a fair amount of time, but can also cause you no end of grief if you are not extremely careful and thoughtful. You first need to select the patients that need this change. This can be done in 1 of 2 ways; either by FINDing the target patients and using your SPACEBAR to select them or by writing a Report Writer and adding the Action to the report. To perform this Action manually you would enter into the client that has the patients that need to be corrected and press F8 to go to the Patient Lookup Screen. From here you can select all the patients using the CONTROL+A or you can narrow the list of patients using the Range option. In order to narrow you patient list (for our example we are going to limit the list to patients with a certain Bill Code) type S for sort and choose to resort by Bill Code. Once these are sorted you will want to type R in order to select a range for the Bill Codes listed (IE: Range from: PAT / Range to: PAT). Once you have done this you should see all the patients within this range. At this point you would select all the listed patients using the CONTROL+A (or you could select them one by one hitting the SPACEBAR while each patient is highlighted). After all of your target patients are selected you will press ENTER to go to the list of available Actions. Here you will select Change Field. You will be asked what field you want to change. For our example of Bill Code you will need to choose the Patient record by typing in PATIENT or by pressing F1 and scrolling down to PATIENT. After you select or type PATIENT you be prompted for the field within the Patient Record that you wish to alter. For our example you would want to scroll down to the Bill Code option and press ENTER. This will prompt you to enter in the new Bill Code that you want to assign to the patients you selected earlier. 8-1

63 After you enter the new Bill Code press ENTER and then wait until you get a response as to whether the Action was taken for all the patients or if there were failures. If your Action failed you should see a description of the reason why. If you get the message that your Action was taken then you are finished. 8-2

64 Send Patient To Collections Sending a patient to collections can be done one patient at a time or by using the Report Writer or multiselection from within the Patient Inquiry or Patient Invoice Inquiry screen. You will want to make sure you are in the correct client for this action. Once you are at the Patient Inquiry screen (or the Patient Invoice Inquiry) you can use the SORT option to find all the patients matching your criteria, or you might have a list of patients that you will use the FIND option to locate and select. Once you have them selected you will just press ENTER. This will bring you to a list of all available Actions for this client. Here you will select COLL to send all these patients to collections. When the action has been taken you will get a confirmation advising you of how many were sent to collections. If this action is not available to be taken then you will have to add it. From within the Action Inquiry list you will type A for add. If you set your COLL action up exactly as the example above your action should work to send your patients to collections. The only thing you would need to have different would be field 5, where you would press F1 and select from a list of the collection agencies that you use. 8-3

65 Recall Invoice/Patient from Collections If you make an error in sending an account or invoice into collections you can always recall it. If you need to post a payment or an adjustment to a collection account or invoice you do not need to first recall the account. To recall a Patient Invoice you would type in RECALL on the VT screen with the specified invoice highlighted. In order to recall a single patient or a group of patients you would go to the Patient Inquiry Screen and highlight the patient(s) you need to recall back from collections, by pressing the SPACEBAR and then pressing ENTER. You will then need to select the Recall Patient From Collections option and press ENTER. You can also recall Patient Invoices using multi-selection from within the Patient Maintenance Menu by selecting Find An Invoice and highlighting the Patient Invoices that you need to have recalled from collections. After you have the Patient Invoices selected press ENTER and then select Recall Invoice From Collections. If these options are not already available from within the client you will want to do A for add in order to setup the new Actions. 8-4