To execute fee transfers to AIS you must perform the Post then Export procedures.

Transcription

1 UCSC STUDENT HEATH CENTER Page 1 of 8 To execute fee transfers to AIS you must perform the Post then Export procedures. To perform the Post - Open the OpenBilling Application from within PnC -From the upper left hand corner of the OpenBilling screen in patient view - select: Tools Post Payment Transfers (click on 2 nd line to open next window) A new pop-up window should appear after selecting Post Payment Transfers. Populate the fields as follows: Transfer Type = Bursar Account Patient Type = Student Transaction dates = Date of service range Financial Class = Self Pay Costs Centers = Select services related to CMS (clinic) or just Pharmacy Once populated press the search button at the upper right hand side of the pop-up. 1

2 UCSC STUDENT HEATH CENTER Page 2 of 8 Review the search results and be sure to select the Print Report button in order to generate a printout of the information to be included in the Bursar file. Paper reports are saved in the medical billing filing cabinets. To physically print the document, click on Print. Next Select the Save Report button at the lower left hand side of pop-up window. 2

3 UCSC STUDENT HEATH CENTER Page 3 of 8 A new window will appear prompting you to select a folder in which to save the fees in a post report file name. Save the post file to the Bursar Upload Reports folder on the PnC fileserver using the following naming convention: BursarPost.MMDDYY-MMDDYY Press Save in order to create a copy in the Reports folder. 3

4 UCSC STUDENT HEATH CENTER Page 4 of 8 After saving the bursar post file you will be taken back to the original Transfers screen. Click on OK to go onto the next steps. Two small windows will pop open after you click on the OK button. click on Yes to continue The next pop-up will be the item count. Write this number down on transfer slip and then click on the OK button to finalize the last step in posting a bursar file. To perform the Export - Open the OpenBilling Application from within PnC -From the upper left hand corner of the OpenBilling screen in patient view - select: Tools Export Payment Transfers (click on 2 nd line to open next window) 4

5 UCSC STUDENT HEATH CENTER Page 5 of 8 A new pop-up window should appear after selecting Export Account Transactions. Populate the fields as follows: Export Type = Bursar Account Transaction Dates = Current day in the From box (date for this example is 6/7/2012) After clicking the Search button in the upper left hand side, a new pop-up window will appear. Review the search results in the new window, scroll to bottom of report, and note the Total amount and total items count on a Transfer slip. (This information will be used to fill out the Transfer log sheets) 5

6 UCSC STUDENT HEATH CENTER Page 6 of 8 Next Select the Save Report button at the lower left hand side and a new pop-up window will appear prompting you to save the fees in an export report file name. Save the export file to the Bursar Upload Reports folder on the PnC fileserver using the following naming convention: BursarExport.MMDDYY-MMDDYY Press Save in the new pop-up in order to create a copy in the Reports folder Another window will pop-up with the following info.. Click the OK button and you will be taken back to the Export Transactions window. Click the OK button in the lower right side of the Export Account Transactions window in order to trigger the Identity Verification step. 6

7 UCSC STUDENT HEATH CENTER Page 7 of 8 You will now need to enter your personal password for identity verification before you will be allowed to continue. Click OK the following window will appear. (may take a few seconds) By clicking OK again, an export file in AIS format will be automatically created in the BursarUpload folder with the naming convention BURYYYYMMDD001.dat. Write the file name down that appears in the next pop-up window onto a transfer slip. (New bursar file info. will need to be entered into log sheets). 7

8 UCSC STUDENT HEATH CENTER Page 8 of 8 Click OK to complete the last step in electronically transferring fees from the UCSC Student Health Center to the Academic Information System. Sample of how the file(s) will look in the BursarUpload folders: The last three digits of the name (i.e. 001 represents the number of export files created for that particular day. If a second file is created on the same day it would be named BURYYYYMMDD002.dat and so forth Record the Bursar file data from the Transfer slips into the HEALTH CENTER TRANSFER LOG books. There is one log book for Pharmacy fees and one log book for Clinic (cms) fees. 8