MDr PracticeManager Multiple Charge Entry

Transcription

1 MDr PracticeManager Multiple Charge Entry Access the Multiple Charge Entry screen. Access Multiple Charge Entry from the Data Entry Menu by keying MCE in the Cmd field on the Control bar and pressing Enter. Complete the Common Charge Information. To assign the header group number automatically, enter a zero in this field. The next available number will be assigned when the header is validated or applied. This number can be the work file/batch number. Note this number or ID on batch header forms for later reference Created 04/14/08 Revised 02/19/09 1

2 Any other information keyed on this screen will be copied for all charges in this group of work. This is especially useful when entering charges with common information such as dates of service, department and doctor, or diagnosis. The common fields available are: Beginning date of service, ending date of service, department, doctor, location, place of service, facility, modifiers (up to 3) quantity, assignment, service code, diagnosis (up to 4) and outside lab code. Validate button may be clicked at any time to verify information. Listable Fields - Any field preceded by as asterisk is a listable field. With cursor in the respective field, click on List button. Click on desired item and click OK to return. If no item selected, click Return. Initial and apply changes. Upon completion of all desired common information, key initials in the respective field and click Apply button. Click Enter Line Items. To begin keying charges on the Multiple Charge Entry screen, click Enter Line Items button. Complete line item information. Any information that was entered on the Common Information screen will be copied to all charge line items. Any of this information can be changed. Confirm or locate Patient Number If patient number is not known or you wish to confirm you have the correct patient, click List button. Type the patient last name and all or part of the first name, then click Search button. Click patient name, then click Select to Return button. It is recommended that the patient number be verified prior to applying charges. o o o o o The patient number cannot be changed once the charges have been applied. Validate patient number the first time it is entered by completing a manual recheck or use the option to set the patient number to be reentered the first time it is keyed. To set the auto validation of patient number, access the Properties selection on the File menu. In the Data Entry tab, select Check Patient Number and click OK. This feature will become effective at next logon. Enter each charge on a single line. There are several tabs on the Multiple Charge Entry screen. The Main tab contains the most common information for charge entry. Fields available are: Patient number, date of service, department, doctor, service code, diagnoses 1 and 2, amount, quantity, modifiers 1 and 2, charge ticket number, referring physician, and capitated charges. Created 04/14/08 Revised 02/19/09 2

3 If pre-pricing used the amount will be filled in automatically when information validated. Quantity defaults to 1 and only needs to be entered if different from the default. Fields with asterisks are listable fields. Items can be duplicated by using the asterisk (*) key on the numeric keypad. The plus (+) key on the numeric keypad serves as a forward tab. If needed, subsequent tabs are available for additional information. Any of this information that was entered on the Common Information screen will be copied for each charge item. It can be changed. Expected copay, payment code, and amount. Pay code field is listable. Accident date, accident type code, emergency visit, ending date of service, admit date, discharge date, facility, place of service and location. Fields with asterisks are listable fields. Identify Alabama Medicaid information. (E = EPSDT, 1 = Patient First, F = Family Planning, and T = Treatment for Disease.) Click Apply to save changes. Upon completion of relevant information, always click the Apply button to save information. If there are no errors, the message, Successfully applied page # appears. If bypassable errors occur, the message, Successfully applied page # with bypassable errors. If severe errors occur, you will not be advanced. Click Next Page to enter subsequent charges. When all charges are successfully applied on the page, click Next Page to continue entering charges. Additional Charge Entry Features. There are several functions available for additional information. These features are as follows: View patient totals: To view totals by patient, click Functions select Totals by Charges. The patient name, date of birth, type and pull codes, and totals display below the respective patient s charge listing. Click Return to go back to data entry. Claim Filing. After all charges have been added, click Claim Filing to modify the default filing rules for charges for a particular patient. Cursor needs to be on the patient line to change. On the Charge Claim Filing screen, change filing rules for any of the patient s active insurance policies. Additionally, a precertification or referral number can be entered for the respective carrier. Click Apply. Click Back to Charge Entry to return to the charge entry screen. Detailed Charge Information. This screen provides a review of all information keyed on the selected patient plus additional fields that are less frequently used such as diagnosis 3 or 4, chemotherapy dosage, miscellaneous date, substituting physician, and ABN waiver. Additionally, cases can be selected and utilized for charge entry and the Override Account Number feature can be accessed. Click on the desired charge line and select Detailed Charge Information from the Functions menu. Complete respective fields then click Apply. Click Return to go back to Main Multiple Charge Entry screen. Multiple Comments. On the Detailed Charge Information screen, the Comment field is a listable field that will allow for more than one comment to be applied to each line item. With the cursor in the Comment field, click List. Insert Rows. A line item charge row can be inserted for a particular patient where desired. Click on the row just above where the new row(s) are to be inserted. Select Insert Row from Function Menu. The screen displays multiple entry lines for that patient with the Created 04/14/08 Revised 02/19/09 3

4 cursor line at the top. Enter all necessary charge information or dup as desired. Click Apply when completed. Empty rows will be removed and the other items returned. Delete charge item. On the Main tab, right click and select Delete Charge Item and click Apply or delete the DOS and click Apply. The item will remain on the entry screen but will be removed from the work file when accessed. Adjust common information for new input. From the Multiple Charge Entry screen, click on Common Charge Information button to return to the Common Charge Information screen. Changes can be made for any information, initial and click Apply to save changes. Click Enter Line Items to return to the previous Multiple Charge Entry screen. The changes to the common information will only affect new items entered and not previously entered line items. Reset All Information. This function allows all charges keyed on the data entry group to be deleted at one time rather than having to individually delete each one. Choose Reset All Information from the Functions menu to delete all the keyed charges. A message appears stating, Choose Reset All Information to Delete All Charges. Select Reset All Information again from the Functions menu. This returns user to the common information screen and all the items keyed will have been deleted. Check Patient Number. An option exists to require each new patient number to be reentered for verification. This feature is set for each user by selecting Properties from the File menu. Click on Data Entry tab. Click in the check box for Check Patient Number (Charge) then click Apply. This will go into affect at next sign on. Additional Information: When keying amounts, punctuation is not required. For example, enter $15.00 as Decimals will be added by the system. Optional keys are available. On the numeric keypad, the asterisk (*) can be used as a Dup key and the plus key (+) can be used as a forward tab key. Down arrow can be used to move to field below the current field. Right arrow can be used to move to the beginning of the line. Multiple error messages can be viewed by keying ERR in the Cmd field on the Control bar and pressing Enter. A screen will appear with the error details. Errors can be overridden by clicking the function or button again that presented the error message. Validation is a means of pulling in descriptive information and verifying keyed information as desired. It can be done any time during the data entry process, both on the common screen and entry screens. This process does not save information. Click Apply to save. Fields with an asterisk (*) represent a listable field. With the cursor in the respective field, click List button to view the list. Click on desired item then click OK to return. If your office splits claims on a regular basis, you now have an enhanced feature to assist in this task. NOTE: This may require you to re-profile (one-time only) your Multiple Charge Entry (MCE) screen since a new *Header field has been added for inputs. To split charges between claims for the same patient, follow these steps: 1. On the line of the procedure that is to be split to another claim, place the cursor in the *Header field and type the word "split". (The quotation marks are not entered.) 2. Press the enter key to validate. The system will assign a new header number for the split claim. All charges for that patient entered after this will then be assigned with that number for the split claim. Note: Never split the first charge for a patient. While in the MCE screen, you will have access to change the header numbers when appropriate. For example, if you split the wrong Created 04/14/08 Revised 02/19/09 4

5 procedure, simply change the assigned number residing in the *Header field to the correct number and validate. Additional notes: You may print miscellaneous text in block 19 on the HCFA Use one of the following methods: Miscellaneous text may be keyed on the Multiple Charge Entry (MCE) screen by clicking Functions and selecting Additional Charge Information. A new screen will then display. In the Type field, key the letters MT. This stands for Miscellaneous Text. Fill in the insurance field if needed. In the data field key the appropriate text. Weight information required in Block 19 may be keyed on the case screen under the Ambulance Measurement Info Tab. If you need this entry capability and find you that the screen is unavailable, please contact your account manager or call the Help Desk to set up this case screen option. The long description of a CPT code may go in Block 19 by changing the "long description on HCFA option to "Y" in the service code support file. For non-electronic transmission, a miscellaneous date can be keyed on the multiple charge entry screen by clicking Functions and selecting Detailed Charge Information. On the detail screen, key the date in the miscellaneous date field. Claim form, Block 24H: The value printed in Block 24H of the claim form depends on the Medicaid settings. Block 24H will be printed as follows: With these settings print both EPSDT? and Patient 1 st? selected 4 EPSDT? selected; Patient First? cleared 1 Patient First? selected; EPSDT? cleared 3 ONLY Family Planning? selected 2 Case Information Cases are a means of compiling and storing claim filing information relevant to a particular patient scenario. Using an established case allows for this information to be attached to charges without having to enter the information during charge entry. See creating cases instructions below. Select the case from the active list of cases or create a new case with desired information for selection. A system option exists to automatically select a default case number for every charge entered. Created 04/14/08 Revised 02/19/09 5

6 Creating Cases Purpose of the Case Screens. Cases are means of compiling and storing claim filing information relevant to a particular patient scenario. Using an established case allows this information to be attached to charges without having to enter the information during charge entry. Examples for which this optional feature can be used are to: 1. Enter multiple dates related to the service, such as accident date, dates of disability, and admission and discharge dates. 2. Store workman compensation information and additional diagnosis codes. 3. Enter information that will be used repeatedly, so that it may be quickly referenced by case number. Accessing the Case Screens. The case screens may be accessed in 2 ways: 1. Via the List Codes function: Select an asterisked Case # box (e.g., on the Case and Transaction Information tab of the Transaction Entry Charge Header screen) and click the List button to access the Patient Case Listing. 2. Via the Cmd Field:: Key the 3-digit command code for any case screen Cmd field on the Control Bar and press Enter. Moving through the Case Screens. Once the case system is accessed, you can move through the case system by clicking on the tabs or using the Functions menu. There are 5 tabs associated with the case screens. They are the Case Listing, the Case Main tab, the Accident, Hospitalization, Disability tab, Insurance Coverage tab, Referrals tab, and Precertification tab. The Referrals tab and the Precertification tab also have side tabs to allow movement from the listing to the entry screens for this data. The Functions menu contains several logical links from the current case screen to other case screens. E.g., You would not typically move from any case screen directly to the Referrals and Precertification screens, so they would link to the Referral Listing and Precertification Listing screens, which would then link to the Referrals and Precertification screens, respectively. If the case screens are accessed via the List function, clicking Return from the Case List (CLS) will return to the screen from which the List function was used. Clicking Return from any other case screen will return to the Patient Case Listing. If the case screens are accessed via the Go To function or the Cmd field, clicking Return from any of the case screens will return to the main system menu. If the case system is accessed via the Go To function or the Cmd field, you can use the Go To function or the Cmd field, to move from one case screen to another. However, the Go To function or the Cmd field, is always disabled when you are viewing a screen or set of screens accessed via the List function. Created 04/14/08 Revised 02/19/09 6

7 Adding a Case to the Patient Case Listing. In order for a case to used during charge entry it must be in the Case Listing. Cases can be added to the case listing at any time. Often, this is done as part of registration or during charge entry. Depending upon your set up, the system may establish a case automatically. There is also a system option available that could automatically assign a particular case number to every charge entered. To add a case to the Patient Case Listing: 1. Access the Patient Case Listing for the respective patient. 2. Click on the Add Case button. 3. Assign a case number. This required box displays a five-digit number associated with the case. Assign a new case number by keying in an unused number. Keying a zero in this box will allow the system to assign the next available case number. The system will locate the largest existing case number for this patient and auto-assign the next sequential number (e.g., if these cases exist for the patient: 2, 5, 9, 36, and 79; the system will assign 80 to the next case). 4. Select a case type. Use this optional, client-defined box to classify the case. This box may be defined to represent any information the client chooses, but valid codes must be set up in the system before they can be used. If valid case types are unknown, select this box and click List to choose from a list of valid case types. To choose a code from the listing, select the check box to the left of the corresponding line and click OK. 5. Enter any other optional information to be stored with this case on the subsequent screens. Always key initials and click Apply prior to moving to the next screen. Refer to the MDr PracticeManager Instruction Manual for a full discussion of each case screen and the associated fields. Selecting a case during charge entry process. During the charge entry process, a case can be selected and applied to the relevant charges. To do so: 1. With cursor in the Case # box on the Transaction Entry - Charge Header Case and Transaction Information tab, click on the List Codes button. 2. On the Patient Case Listing screen, click on the desired case line item and click Select to Return. Editing an established case. Any case information can be added, changed, or deleted. Editing cannot be done when the Case Listing is accessed via a List Codes function. 1. Access the Patient Case Listing via the Go To Function menu or the Cmd field on the Control Bar or select the Patient Case Listing tab on the Patient Registration screen. 2. On the Patient Case Listing screen, double click on the desired case line item. Or click on the item and click OK to go to the Main tab. Or click on line item and click on the desired screen tab or select from the Functions menu. 3. Make changes as desired. 4. Initial and click Apply on each screen before moving to the next. Making a Case inactive. Cases are active by default. Inactive cases cannot be viewed on the Patient Case Listing unless the selection is made to view inactive cases. To make a case inactive: Created 04/14/08 Revised 02/19/09 7

8 1. Access the Patient Case Listing via the Go To Function menu or the Cmd field or select the Patient Case Listing tab on the Patient Registration screen. 2. On the Patient Case Listing screen, double click on the desired case line item. Or click on the item and click OK to go to the Main tab. 3. Remove the check mark from the Active? check box by clicking in the box. Key initials and click Apply. Profiles Fields can be arranged as desired by the user for multiple purposes by creating the desired layout as a Profile for each tab. Click drop down arrow for Profile. Select Add New Profile. In the New Profile dialog box, enter a name for the profile, such as Hospital Charges for keying hospital payments. Click OK to accept name. In the Change The Position Of the Fields Dialog box, double click on the fields on the left in order desired. All fields will then be placed in the listing for the Fields Completed. Select the desired fields then click on the double right facing arrows (>>) to move all the remaining fields at one time) Click Ok when finished. To remove a field from the Fields Completed column, double click on the field and it will be returned to the left column. Multiple profiles can be set up for various carriers and common keying scenarios. Click Profile drop down arrow to select other profiles when needed or restore the default. Created 04/14/08 Revised 02/19/09 8

9 Profiling Feature for MCE (Multiple Charge Entry) or MPE (Multiple Payment Entry) screens Being able to create multiple profiles for use with the various types of payment entry and charge entry formats is a remarkable new feature of MDr PracticeManager. Profiling allows the user to reorganize the fields available for charge entry or payment entry for efficiency of data entry. Each user can create multiple profiles for various purposes. Each is given a unique name by the user for easy recognition. To create a profile on the charge or payment entry screen: 1) Click the drop down arrow for Profile. 2) Select 'Add New Profile.' 3) In the New Profile dialog box, enter a name for the profile such as Medicare. Medicare 4) Click 'OK' to accept name. 5) In the 'Change Position of the Fields' dialog box, double click on the fields on the left frame in the order desired. Created 04/14/08 Revised 02/19/09 9

10 6) Each field will be moved to the right frame. All fields must be moved to the 'Fields Completed.' 7) Click 'OK' when all fields are moved. The profile is then saved and ready for use. 8) Click 'Profile' drop down arrow to select other profiles when needed, restore the default profile, or delete profiles. Created 04/14/08 Revised 02/19/09 10

11 Work File (Creating Batches) Process MDr PracticeManager Access the Work File (W/F) screen. This screen can be accessed from a menu selection on the Data Entry menu, the Functions menu of the Transaction Entry screens, or by keying W/F in the Cmd field on the Control Bar and pressing Enter. Locate the transactions to be included in the batch. 1. (Optional) Specify to sort the listing by: Entry - primarily by the User ID and secondarily by the time of entry, Patient - in numerical order by patient number, or DeptDoc - in numerical order by dept/doc code. 2. Select the work file type. Use the WF Type drop-down box to choose transactions from the specified entry screen: Charges - entered on the Charge Transaction Entry screen, Non-Insurance Payments - entered on the Non-Insurance Transaction Entry screen, Charges & Non-Insurance Payments - entered on either the Charge or the Non-Insurance Transaction Entry screen, or Insurance Payments - entered on the Insurance Payment Transaction Entry screen. 3. Key in the Group field the Header Group Code entered on either the Common Charge Information or Common Payment Information screens. If Header Group Code is not known, enter user ID in User ID field and asterisks (*) in the Group field to broaden the search. Click OK. The Header Group can be located in the Group field from the presented listing. Following the search, remove the User ID and replace the asterisks with the Header Group Code. 4. Click OK to present transactions to be included in the work file. The transactions that meet the head group specifications appear. Review the transactions in the work file listing by scrolling through the pages. Use the Next Page/Previous Page buttons to scroll through the pages. You may also key the Created 04/14/08 Revised 02/19/09 11

12 number of the page you want to view in the Page field at the top of the screen and click OK to jump to a specific page. To return to the beginning of the work file, click Go To Top selection in the Functions menu. 5. Verify computed totals. The Accounting Information section displays the totals by transaction amount for each type of transaction. Totals can be calculated by using the service code. This is known as hash totals. To use this method, select Totals by Service Code in the Functions menu. Select Totals by Transaction Amount to return to previous display. Compare the computed totals to the calculated totals. If the computed totals do not balance with your calculated totals, research until the source of imbalance is identified and corrected. 6. Correct Errors. If the message "Errors exist in the work file" appears on the message bar, locate and correct the errors. Click Scan for Errors and double click the highlighted line in the work file to access the appropriate line item transaction entry screen. Correct the error, click Apply, and click Return. When you return from correcting the error, click the Refresh? check box, then click OK to refresh the listing. Select Scan for Errors again and repeat the correction process until no errors are found or the totals balance. Delete items from work file. Double click the item in the work file to access the appropriate line item transaction entry screen. For charges, remove the Beginning Date for the specific item and click Apply. (The item will continue to appear on the entry screen.) Click Return. The item is not displayed on the work file and the totals are recalculated to reflect the change. Select Reset Header to refresh screen. For payments, type Delete in the DOS field and click OK. (The item will continue to appear on the entry screen.) Select Reset Header to remove item display. Click Return. The item is not displayed on the work file and the totals are recalculated to reflect the change. 7. Enter batch ID information. You must enter the Operator ID, Type, and Work File ID before you create the work file, as you will not be permitted to add them later. These fields are not required, but they are recommended. Operator ID - 2-digit code or initials of the person who created the batch. (Batch) Type - 2-digit, user-defined code used to sort batches on the proof list. If left blank batches will sort numerically on the proof list. Work File ID - Free form comment for identification on the batch header or on the current batch index screen. If left blank, this field will populate automatically with the current date, time, terminal ID, and user ID. 8. Enter the batch number. Enter a unique batch number in the Batch Number field, or enter 0 to have the number auto-assigned by the system. If using the auto-assign Header Group Code feature, the batch number will be the same as the Group Code. 9. Click Create Work File. If you entered a batch number that is not available, an error message will appear in the message bar at the bottom of the screen. Enter a new number, or enter 0 to auto-assign and click Create Work File again. When the batch number is assigned successfully, you have completed the work file process. "Work File Successfully Created" will appear in the message bar and, if you used the auto-assign feature, the batch number will appear in the Batch Number field. 10. Print work file (optional). The work file may be printed for record keeping purposes. Select Print Work File from Function menu. Optional Features: The work file can be limited for display and research purposes. However, the work file cannot be created using these limiting features. Created 04/14/08 Revised 02/19/09 12

13 1. If desired, key Y in the Total By Patient field and click OK to sort and total by patient number. This arrangement is similar to using the Totals function while in the data entry screens. 2. If desired, enter the department and or doctor code in the Dept and Doc fields to limit the transactions in the work file. You can use asterisks (*) as wildcard characters in these fields to locate a range of department and doctor codes. 3. If desired, enter a person's ID number or initials in the User ID field to locate transactions entered by a specific user. 4. If desired, limit display to transaction types: Select the check box to the left of the transaction types to be included in the work file. You may select as many as you wish. If none are selected, all will be included. 5. Totals By Batch # selection in the WF Type drop down box allows for view-only presentation of a specified batch. Enter the batch number in the Value field that displays when this item is selected. The batch can be printed as above. 6. Totals by Check # selection in the WF Type drop down box allows for view-only presentation of a records for a specified check number entered on payment header screens. Enter the check number in the Value field that displays when this item is selected. 7. Totals by Service Code selection in the WF Type drop down box allows for view-only presentation of records for a specified service code. Enter the service code number in the Value field that displays when this item is selected. 8. Total by Pay Date selection in the WF Type drop down box allows for view-only presentation of records for a specified payment date. Enter the date (numeric characters only, ie ) in the Value field that displays when this item is selected. 9. Fields with an asterisk (*) represent a listable field. With the cursor in the respective field, click List button to view the list. Click on desired item then click OK to return. 10. Function menu selections allow for access to the Patient Inquiry, Account Analysis, and Account Notes screens for the selected patient. Place cursor on a line item for the respective patient then select the appropriate item from the Function menu. Additionally, a new charge header or payment header can be selected. Click Return to return from these screens. Total Fields on Work File 1. There are options in the Work File Type drop down menu for viewing totals by batch, check, and procedure code. 2. Total by Batch - These are for updated or processed batches. Key the 4 digit batch number in the Value box, then click OK. 3. Total by Check Number - - you can pull in payments by the check# that was keyed with it. 4. Total by Procedure Code - This could be used to total the amounts keyed for payments as cash verses check. Created 04/14/08 Revised 02/19/09 13

14 Using the Case Screens MDr PracticeManager Purpose of the Case Screens. Cases are means of compiling and storing claim filing information relevant to a particular patient scenario. Using an established case allows this information to be attached to charges without having to enter the information during charge entry. Examples for which this optional feature can be used are to: 4. Enter multiple dates related to the service, such as accident date, dates of disability, and admission and discharge dates. 5. Store workman compensation information and additional diagnosis codes. 6. Enter information that will be used repeatedly, so that it may be quickly referenced by case number. Accessing the Case Screens. The case screens may be accessed in 2 ways: 3. Via the List Codes function: Select an asterisked Case # box (e.g., on the Case and Transaction Information tab of the Transaction Entry Charge Header screen) and click the List button to access the Patient Case Listing. 4. Via the Go To Function: Choose Go To from the Functions menu of any screen, key the 3-digit command code for any case screen in the dialog box, and click OK. Moving through the Case Screens. Once the case system is accessed, you can move through the case system by clicking on the tabs or using the Functions menu. There are 5 tabs associated with the case screens. They are the Case Listing, the Case Main tab, the Accident, Hospitalization, Disability tab, Insurance Coverage tab, Referrals tab, and Precertification tab. The Referrals tab and the Precertification tab also have side tabs to allow movement from the listing to the entry screens for this data. The Functions menu contains several logical links from the current case screen to other case screens. E.g., You would not typically move from any case screen directly to the Referrals and Precertification screens, so they would link to the Referral Listing and Precertification Listing screens, which would then link to the Referrals and Precertification screens, respectively. If the case screens are accessed via the List function, clicking Return from the Case List (CLS) will return to the screen from which the List function was used. Clicking Return from any other case screen will return to the Patient Case Listing. If the case screens are accessed via the Go To function, clicking Return from any of the case screens will return to the main system menu. If the case system is accessed via the Go To function, you can use the Go To function to move from one case screen to another. However, the Go To function is always disabled when you are viewing a screen or set of screens accessed via the List function. Adding a Case to the Patient Case Listing. In order for a case to used during charge entry it must be in the Case Listing. Cases can be added to the case listing at any time. Often, this is done as part of registration or during charge entry. Depending upon your set up, the system may establish a case automatically. There is also a system option available that could automatically assign a particular case number to every charge entered. Created 04/14/08 Revised 02/19/09 14

15 To add a case to the Patient Case Listing: 6. Access the Patient Case Listing for the respective patient. 7. Click on the Add Case button. 8. Assign a case number. This required box displays a five-digit number associated with the case. Assign a new case number by keying in an unused number. Keying a zero in this box will allow the system to assign the next available case number. The system will locate the largest existing case number for this patient and auto-assign the next sequential number (e.g., if these cases exist for the patient: 2, 5, 9, 36, and 79; the system will assign 80 to the next case). 9. Select a case type. Use this optional, client-defined box to classify the case. This box may be defined to represent any information the client chooses, but valid codes must be set up in the system before they can be used. If valid case types are unknown, select this box and click List to choose from a list of valid case types. To choose a code from the listing, select the check box to the left of the corresponding line and click OK. 10. Enter any other optional information to be stored with this case on the subsequent screens. Always key initials and click Apply prior to moving to the next screen. Selecting a case during charge entry process. During the charge entry process, a case can be selected and applied to the relevant charges. To do so: 3. With cursor in the Case # box on the Transaction Entry - Charge Header Case and Transaction Information tab, click on the List Codes button. 4. On the Patient Case Listing screen, click on the desired case line item and click Select to Return. Editing an established case. Any case information can be added, changed, or deleted. Editing cannot be done when the Case Listing is accessed via a List Codes function. 1. Access the Patient Case Listing via the Go To Function menu or select the Patient Case Listing tab on the Patient Registration screen. 2. On the Patient Case Listing screen, double click on the desired case line item. Or click on the item and click OK to go to the Main tab. Or click on line item and click on the desired screen tab or select from the Functions menu. 3. Make changes as desired. 4. Initial and click Apply on each screen before moving to the next. Making a Case inactive. Cases are active by default. Inactive cases cannot be viewed on the Patient Case Listing unless the selection is made to view inactive cases. To make a case inactive: 4. Access the Patient Case Listing via the Go To Function menu or select the Patient Case Listing tab on the Patient Registration screen. 5. On the Patient Case Listing screen, double click on the desired case line item. Or click on the item and click OK to go to the Main tab. 6. Remove the check mark from the Active? check box by clicking in the box. 7. Key initials and click Apply. Additional Information: Validation is a means of pulling in descriptive information and verifying keyed information as desired. It can be done any time during the data entry process, both on the common screen and entry screens. Clicking Validate button does not save information. Click Apply to save. The number associated with each tab can be used for access without clicking on the tab. To access the tab, hold down the Alt key and enter the tab number. Created 04/14/08 Revised 02/19/09 15

16 Fields with an asterisk (*) represent a listable field. With the cursor in the respective field, click List button to view the list. Click on desired item then click OK to return. Key in Update Initials and click Apply to save changes on each case screen. Otherwise, changes made on any screen that is not applied will be lost. Created 04/14/08 Revised 02/19/09 16

17 Charge Ticket Tracking MDr PracticeManager The Charge Ticket Tracking System is used to account for pre-assigned charge ticket print numbers. Missing numbers are identified so that research may be done to insure that no charge data is accidentally left out of the computer billing system. Charge Ticket Tracking is an optional system that will need to be set up by Support. Printing Charge Tickets. Charge tickets can be printed from Patient Registration or from the Appointment System. A number will print on the ticket and record in List of Charge Tickets List with a status of Out (0). From any Registration Screen, key C/T in the Cmd field on the Control bar and press Enter for an on demand ticket print. Multiple charge ticket print is accommodated through the Appointment System by selecting Multiple Charge Ticket from the Functions menu. Keying the charge ticket number at charge entry. The charge ticket number is assigned when the ticket is printed. The ticket number is accounted for when charges are entered in one of the following methods: Standard Charge Entry Key the charge ticket number in the defined field on the Charge Entry Header screen, Case and Transaction tab. Express Charge Entry (Multiple Charge Entry) Key the charge ticket number in the defined field on the Multiple Charge Entry screen, Main tab. Once the ticket number is entered, the status of the ticket will change from Out (O) to Entered (E). When work file is batched and processed, status will change to Posted (P). If charge ticket number entered at charge does not match, a warning message will appear. If you decide to go ahead and process with this mismatch, a report will produce overnight and list those numbers that did not match the patient number. Access Charge Ticket Tracking System. The Charge Ticket Tracking System can be accessed in one of these methods: Select Charge Ticket Tracking from the Options menu or Key CTT in any Cmd field and press Enter to access Charge Ticket Tracking. Created 04/14/08 Revised 02/19/09 17

18 Viewing the Charge Ticket Tracking List. The List of Charge Tickets screen is used for viewing all tickets. The default is to view all tickets for the clinic. An option is available to view tickets by Department. Select List by Department from the Functions menu to list tickets by specified department. Enter the desired department number in the Dept field and press Enter or click OK. To return to the default view, press Return. The screen can be viewed in Display Charge Ticket or Change Charge Ticket modes by pressing respective buttons. Note: The List by Department is available in the display only mode. Sorting may be done by Ticket number, Status, Date, or Patient Name. The default sort is Ticket number. If you desire to sort by another option, click on the drop down box in the Sort List By field and select sort choice. Example: select Patient Name for sort. Key patient last name followed by all or part of the first name. Press Enter or click OK. Note: Patient Name search is only available in the List by Clinic mode. Viewing the Charge Tickets. Click in the Sel field and click Print Selected Ticket from the Functions menu to print a charge ticket. To view status details, click in the Sel field and press Change or Display button as desired. You will be brought to the Display or Change Charge Ticket Screen. The Status may be noted as follows: Out - Not accounted for Returned - Back from exam room-no charges entered Void - Manually voided (for print jams, etc.) Lost - Not accounted for, no explanation Confirmed - Not accounted for, explanation exists Entered - Charges entered but not yet processed Posted - Charges entered and processed Changing Charge Ticket Status. In the Change mode, the ticket status can be changed. Status codes Out, Posted, and Entered cannot be manually entered. They are maintained by the system. In the Status field, click the drop down box and choose Returned, Void, Lost or Confirmed status. Enter comments, as desired. Press OK to accept changes. Created 04/14/08 Revised 02/19/09 18

19 Press Return button to return back to the List Charge Tickets. Press Return button again to return to a menu. Charge Ticket Report. The charge ticket tracking screen in MDr Practice Manager now has the option to print a charge ticket report and provides various sorts for the charge ticket report: Ticket status Charge ticket create dates Charge ticket appointment dates Departments and doctors To use this feature simply go to the charge ticket tracking screen, right click and select Charge Ticket Report. Simply view the report on your screen, select to view and then print it, or export the report to an Excel spreadsheet. Created 04/14/08 Revised 02/19/09 19