VERIFICATION PROCESS FOR FTP FILE Before beginning the verification process two must have been send to the billing

Transcription

1 UCSC STUDENT HEATH CENTER Page of 0 Created: 4//008 VERIFICATION PROCESS FOR FTP FILE Before beginning the verification process two must have been send to the billing office An notification that the Bursar file is loaded from the Health Center Business Service office An notification that the file has been posted from the Student Business Serices The file has been posted by the SBS office patient s accounts Verification for That charge populated into Student s AIS account Duplicate charges associated with transfer. (Any issue with the transfer, notify the Student Business Service Office Robert Antonio ASAP ) Log the date of loading of file in the Health Center Transfer log

2 UCSC STUDENT HEATH CENTER Page of 0 Created: 4//008 SBS office will send an notification that the file has been posted

3 UCSC STUDENT HEATH CENTER Page 3 of 0 Created: 4//008 Once these two s are sent you can start the verification process On the Billing Desk top open the Waiting for AIS Verification folder. Double click on folder. Double click on file that has been loaded and posted for this case BUR dat Caution window will open 3. Click on button 3

4 UCSC STUDENT HEATH CENTER Page 4 of 0 Created: 4//008 window will pop up 4. Click on 5. Click button 4 5 The Window will open. Notepad should be highlighted 6. Click button 6

5 UCSC STUDENT HEATH CENTER Page 5 of 0 Created: 4//008 The Bursar file will open, file should be minimized, keep in this format. Format will enable you to view both AIS Software and the Bursar file at the same time. Bursar files are transferred 50 lines at a time. Size the Bursar file to show only 45 lines at a time Open AIS software program, 7. Place file and AIS program side by side 7

6 UCSC STUDENT HEATH CENTER Page 6 of 0 Created: 4// Overlap file so that the Bursar file only shows the student account number and the amount of charge 8 9. Follow cookie crumbs in AIS to get to the Charge Reversal menu Maintain Receivables-Use-Charge Reversal 0 Click on 9 0

7 UCSC STUDENT HEATH CENTER Page 7 of 0 Created: 4//008. Key in the first account number in the Bursar file (this file 0..). Hit Enter Key Patient s AIS file will generate, (for HIPAA pt name was erased) 3.Click on This will open all of pt quarterly charges All Student Health Center charges, transfer in to the fields in AIS. This Bursar file was transferred in the Spring Quarter of 008, to find correct charges 4. Click on the of the 3 4

8 UCSC STUDENT HEATH CENTER Page 8 of 0 Created: 4//008 The Charge Reveral menu will open 5. click on for the charge that you want to verify ie $ page will open, this will show the detail of the $40.00 charge 6. posted date, log on Health Center Transfer log 7. Effective date= to load date on transfer log 8 Due date (this charge has not been billed by AIS, no due date until billed date is populated 6 7 8

9 UCSC STUDENT HEATH CENTER Page 9 of 0 Created: 4// Click on this will bring you back to Use cookie crumb, to serch a different charge. 9 Repeat steps 0-9 until you reach the end of the file verify every 45 th line enty 0. Just click on the space between the scroll bar and the bottom of the file. 0.Check every st transaction on the new page, ie next line would be for 03.. $5.00 Check each new page until you get to the end of the file check both, First line and last lines Once bursar file is verified and depending on how your p.c. is set-up.move Bursar file from the Waiting for AIS Verification folder 3 to the HC & RX COMPLETED XFER FOLDER on billing desk top 3 5

10 UCSC STUDENT HEATH CENTER Page 0 of 0 Created: 4// Log date of verification in the Health Center Transfer Log or the Rx Transfer Log which ever applies. 5. Open the BursarUpload file on your p.c. 6. Move Bursar file that has been verified to folder 7. And all associated reports to the folder, (refer to transfer logs for associated reports) 6 7 Files moved into Folders were BUR dat, BursarPostRx and BrusarExportRx