Uploading FA Documentation into the FA Webtool

Transcription

1 Required tools for scanning documents into the FA website Users need specific access to the FA Webtool before they are able to scan documents. Managers must request a higher level of access to the FA website through Access Web in the following manner: Select the Financial Assistance application in the Financial iseries section. o If user is new to the FA webtool and doesn t currently have access to Web Account Inquiry, request this access for Facility All (also found in the Financial iseries section) at the same time. In the Application-specific information screen, select Medical Group as the facility, leave the Account Inquiry section as is (when applicable), and select FA Rep as the Financial Assistance Role. Scanning Options FA documentation should be scanned and saved in a common place, such as a folder on the shared drive. There are two different ways to scan documents. If a clinic has the ability to scan documents in one of the following ways, it is REQUIRED: Option #1: Scanning Through Your Copy Machine If the copy machine in your clinic/facility has the ability to scan and documents, this is a great option for scanning FA documentation. If you are unsure of your copier s capabilities, please check with your clinic manager. Scan each patient s documentation separately and them to your Outlook address. Once you receive the with the application attached, right click on the attachment and save a copy in a familiar place on your computer, such as an FA folder on the shared drive. You ll need to be able to locate the documents again to upload them into the webtool. Do not save as text, or you will be unable to retrieve the document from the webtool. Option #2: Using a Scanner If you are scanning documents with a standard scanner, scan each patient s documentation separately and save the documents in a familiar place on your computer, such as an FA folder on the shared drive. You ll need to be able to locate the documents again to upload them into the webtool. You may need to work with your IT person to set you scanner up to scan directly to the drive and folder you select. Page 1 of 12

2 Upon receipt of Financial Assistance documentation, scan the documents and save them in a standard location, such as an FA Documents folder on your shared drive. Once the documents are scanned, save or rename the document as the patient s first and last name.pdf. Look-up the patient in Centricity Business and obtain his/her EMPI number from the registration screen. Go to the FA website, and login. Once you are logged in to the website, click on Account Inquiry. Page 2 of 12

3 Change the Facility Field to All. Change the Active Status Field to Both Active/Inactive. Enter the EMPI number in the EMPI Field, and click on Filter to search for the patient. If only one matching record is found, you will be directed to the Account Detail Screen. If no matching record is found, continue to the No Record Found section on page 9 for further instructions. Page 3 of 12

4 If more than one matching record is found for the patient, and there is an existing account balance listed, contact CARS via at or via telephone at Notify them once the FA application has been scanned into the system. They will need to know the application number and at least one of the account numbers that has an outstanding balance. To upload the application or income verification, find the most current record and click on the Account number to be taken to the Account Detail Screen. Page 4 of 12

5 From the Account Detail Screen, click on the Financial Assistance icon (the dollar sign). Page 5 of 12

6 If there is a pending application on file, click on the Application icon to view and/or add documentation to it. Only one pending application at a time is permitted on a patient s record, so regardless of the date of the pending application, you will need to upload your current documentation to it. Paperwork will expire six months after it was uploaded, so you will only be able to view current documentation in the pending application. Expired documents may be viewed through the expired documents tab. If there isn t a pending application on file, you will need to create one. You will see an application icon that gives you the option to do so: click on it. Once you re taken into the Financial Assistance Application, document the application number. Page 6 of 12

7 Whether you are reviewing an existing application or creating a new one, you will be brought to the screen shown below. To view and upload documentation, click on the Documentation Icon. If the documentation you have is already scanned into the system, you do not need to re-scan it. Only scan documentation that isn t already there. Page 7 of 12

8 To upload documentation, click on the Browse button, and locate the documents on your computer. If you do not have all necessary documentation, document what you have in the Comments field. Then, select the appropriate Type for your document according to the following guidelines: All Documents: Select this option if you are uploading everything that is required. Income Verification: Select this document type when you are only uploading income verification, such as check stubs or a bank statement. Tax Forms: Select this document type if you are only uploading the tax return. Application Form: Select this document type if you are uploading the FA application only. Miscellaneous: Select this document type if you are uploading more than one piece of documentation but not all of it. Then, specify in the Comments field what you have. Then, click on Upload. Your documents will appear in the View Documentation window. Page 8 of 12

9 NO RECORD FOUND If no account records match your search criteria, click on the Home link at the top of the page. From the Account Inquiry Home page, select Financial Assistance or EMPI, depending on the menu that appears. Page 9 of 12

10 Then, select the EMPI search option. Page 10 of 12

11 Enter the patient s EMPI number and click on the Populate button. DO NOT PRESS ENTER, or your search results will be invalid. If no record is found or you are unable to select the record, click on Create App. Page 11 of 12

12 An Application number will appear. Document this number in financial comments and write it down for future reference. Then Click OK. You will be brought to the Application Detail Screen, where you ll be able to view and upload financial assistance documents. For instructions on how to upload documentation, refer to pages 7 AND 8. Page 12 of 12