Creating a TES Encunter/Transactin Entry Batch Overview Intrductin This mdule fcuses n hw t create batches fr transactin entry in TES. Charges (transactins) are entered int the system in grups called batches. A batch is a grup f charges that are similar in sme way. Sme departments, fr example, may use service date as a batch categry and thers may create batches by prvider. Within batches, yu can create batch defaults that allw the autmatin f data entry by allwing the entry f duplicate infrmatin as batch defaults. In additin, yu can specify cntrls in batches and the system determines if what was entered in the batch matches the cntrl ttals entered. Batches are imprtant fr auditing and balancing. Batches imprve the efficiency and accuracy f the charge entry prcess. Batches allw yu t: Cmpare actual ttals with cntrl ttals s that errrs can be detected and the batch recnciled Speed up data entry by using batch default fields, if necessary, that autmatically carry ver t each encunter and transactin Identify the batch if yu need t access it later fr audit purpses Objectives Upn cmpletin f this lessn, yu shuld: Knw hw t generate and define a new TES encunter/transactin entry batch Prerequisites Prir t beginning this lessn, yu shuld have: Faculty Practice Plan Educatin Services 1
Met the prerequisites specified fr current mdule Faculty Practice Plan Educatin Services 2
TES Terms and Definitins Batch A batch is a grup f transactins that are similar in sme way. A batch is cntainer t enter transactins. Using batches allws yu t rganize transactins int grups f similar items. Sme departments, fr example, may use service date as a batch categry and thers may create batches by prvider. Yur department may have yu use the same batch number fr all wrk yu enter in ne day. Batches prvide tls fr ensuring data accuracy, reducing data entry time, and reducing data entry errrs. These tls are batch defaults and batch cntrls. Faculty Practice Plan Educatin Services 3
Batch Defaults Batch defaults allw the autmatin f data entry by allwing the entry f duplicate infrmatin as batch defaults. This default infrmatin appears autmatically in each f the encunters and transactins created within that batch. If yu want t grup charges by the prvider, fr example, there is the Prvider field that allws yu t enter the prvider infrmatin ne time rather than several times. This speeds data entry and reduces data entry errrs. If the charges yu will enter in the batch are fr appintments already created in the system, then yu d nt need t specify batch defaults. Much f the infrmatin defaults frm the appintment during charge entry. The Relatin f Batch Defaults t Defaulting Appintment Data Using batch defaults allws yu t default data int each transactin in the batch. Hwever, when yu are entering charges fr appintments already created in the system, batch defaults are nt necessary. Appintments cntain data such as prvider, date f service, etc. that defaults during charge entry. It is preferable t use the defaulted appintment data than set batch defaults. Faculty Practice Plan Educatin Services 4
Batch Cntrls Batch cntrls are ptins used fr determining accuracy f batch entry. Sme examples are prcedure hash, prcedure units, and TES transactins. Using these ptins, yu enter batch cntrls. After yu enter the charge data int the batch, the system calculates the actual and cmpares them t the batch cntrl t verify that the charge data was entered crrectly. The system displays any differences between the cntrl and actual under the Difference heading. Example: Yu set a cntrl ttal f fur transactins fr the batch but yu entered three transactins. The system detects the discrepancy. Any discrepancies shuld be reslved s that the batch is recnciled. With clinical charge capture, a cmmnly used batch cntrl ptin is Transactins. Example: Yu are respnsible fr manually entering charges int the system. Yu have charge tickets that need entered. Befre yu can enter the charges, yu need t create a TES Encunter/Transactin Entry batch. Fr the charges yu need t enter, appintments exist created in the system. Appintment data will default during charge entry. Therefre, yu d nt need t specify any batch defaults. Fr the purpse f data entry accuracy, yu shuld set a batch cntrl using the ptin Transactins. Faculty Practice Plan Educatin Services 5
Hw t Generate and Define a TES Encunter/Transactin Entry Creating the Batch The first step in perfrming the charge entry task is t create a batch. Charge entry batches are created n the TES Encunter/Transactin Entry Batch Frm Screen. The TES Encunter/Transactin Entry Batch Frm Screen lets yu: Create a batch Enter batch defaults Enter batch cntrls The screen cnsists f three parts: 1. Batch infrmatin fields 2. Batch defaults 3. Batch cntrls Example: TES Encunter/Transactin Entry Batch Frm Faculty Practice Plan Educatin Services 6
The TES Encunter/Transactin Entry Batch Frm screen has three sectins: 1. Batch Header Cntains infrmatin used t identify the batch. The system autmatically enters the initials f the persn wh created the batch, the creatin date f the batch, and the date the batch was mdified. Yu must enter the batch number and batch descriptin manually. 2. Batch Defaults The batch defaults allw yu t specify data that defaults autmatically int each encunter and transactin within the batch. The batch defaults are ptinal but very useful fields. 3. Batch Cntrls The batch cntrls sectin allws balancing f the batch by letting yu enter cntrls int the system. TES then autmatically calculates the difference between the ttals and the actual infrmatin entered t make sure the batch is balanced. Faculty Practice Plan Educatin Services 7
Creating a TES Encunter/Transactin Entry Batch Frm Steps fr creating a batch: 1. Using IDX Web, click lcated n the Vertical Tlbar (VTB). 2. Click lcated n the Hrizntal Tlbar (HTB). The TES Encunter/Transactin Entry Batch Frm displays. Example: TES Encunter/Transactin Entry Batch Frm Screen Faculty Practice Plan Educatin Services 8
Faculty Practice Plan Educatin Services 9
3. Enter G t generate a batch and press Nte: Each time yu access Activity 1-TES Encunter/Transactin Entry, TES displays yur last batch number Example: Generating a Batch Example: Batch Number Generated Faculty Practice Plan Educatin Services 10
4. Enter a batch descriptin and press. The batch descriptin shuld always cnsist f yur department initials, abbreviated descriptin and yur three letter initials*. Example: TRN,DR PEPPER CHRGS.TMJ* 5. Enter yur security department initials and press. Example: Security Department entered in Batch Frm Faculty Practice Plan Educatin Services 11
Faculty Practice Plan Educatin Services 12
6. Enter batch default infrmatin when applicable and press Recmmended Practices and Prcesses Use the data that defaults frm the appintment when capturing charges fr appintments already in the system, instead f using batch defaults. Whenever pssible, set a batch cntrl t help yu determine the accuracy f data entry. Batch Default Batch default fields are displayed in the batch header screen Yu may enter specific data frm the fee tickets The data will default fr every encunter created in the batch Defaults can be changed n Cmbinatin Screen 7. Prvider Prvider - Name f the attending prvider-enter ne f the fllwing: Prvider number Prvider name Prvider mnemnic Prvider partial last name Faculty Practice Plan Educatin Services 13
8. Billing Area: Bill Area - Billing Area where services were perfrmed-enter ne f the fllwing: Billing Area number Name f the Billing Area frm the Billing Area Dictinary (202) Mnemnic fr the Billing Area?-t display listing f Billing Area fr the prvider in the prvider prmpt 9. Lcatin: Lcatin - Lcatin where services were perfrmed-enter ne f the fllwing: Lcatin number Name f the Lcatin frm the Lcatin Dictinary (100) Mnemnic fr the Lcatin?-t display the list f Lcatins valid fr the prvider in the prvider prmpt 10. Hspital: Hspital - Hspital where services were perfrmed-enter ne f the fllwing: Hspital number Name f the Hspital frm the Hspital Dictinary (101) Mnemnic fr the Hspital?-t display the list f Hspitals 11. Service Date: Service Date - Date service was perfrmed TES accepts dates entered in any f the fllwing frmats: 1 Feb 2000 1 Feb 00 2/1/00 02.1.00 2-1-00 2.1 Faculty Practice Plan Educatin Services 14
12. Referring Physician: Ref Phys - Physician wh referred the patient Enter ne f the fllwing: Last name f the Referring Physician Press Select the Referring Physician frm the listing Press 13. Diagnsis: Diagnsis - Yu can nly enter the primary diagnsis cde as the default n the batch header frm Patient Type - Department may use this field t identify a gruping f patients Check with supervisr t see if this field is used in yur department 14. Prcedure Cde Prefix: Prc CD prefix - If all the prcedure cdes within a batch start with the same number The user may enter the first ne r tw digits f the number in this field Example: 99 Faculty Practice Plan Educatin Services 15
Example: Prcedure Hash versus Prcedure $ 15. Hash Range: (Currently Nt Used) Hash Range Allws the user t balance t less than the ttal CPT cde. Example: Ttal all CPT s utilizing the first 3 digits f the CPT cde: 999 + 999 + 999 = 2997 16. Hash with ut Units: (Currently Nt Used) The system autmatically calculates with ut taking int cnsideratin the units. 17. Prcedure Hash Ttal: Prcedure Hash Adding tgether all the prcedure cdes frm each fee ticket Example: First ticket 99245 Secnd ticket 99213 Third ticket 99214 18. Prcedure $ Ttal: Prcedure $ Adding tgether the fees charged fr each prcedure cde n the fee tickets Example: First ticket $245 Secnd ticket $213 Third ticket $267 Faculty Practice Plan Educatin Services 16
19. Prcedure Units: Prc Units Displays the ttal units entered in the batch 20. Transactins: Transactins Displays the ttal transactins entered in the batch Faculty Practice Plan Educatin Services 17
Balancing TES Batches TES des nt require batches t balance: Yur department requires TES batches t balance at the end f the wrk day Cntact yur immediate Manager/Supervisr regarding yur departments internal prcedures Prcedure Hash is the mst cmmnly used batch cntrl ptin by Washingtn University clinical departments Example: Prcedure Hash Batch Cntrl Nte: The Difference clumn calculates if the batch is in balance based n which cntrl ttal yu entered Faculty Practice Plan Educatin Services 18
Practice Generating and Defining a Batch Yu are respnsible fr manually entering charges int the system. Yu have charge tickets that need entered. Befre yu can enter the charges, yu need t create a TES Encunter/Transactin Entry batch. Fr the charges yu need t enter, appintments exist in the system. Appintment data will default during charge entry. Therefre, yu d nt need t specify any batch defaults. Fr the purpse f data entry accuracy, yu shuld set a batch cntrl using the Prcedure Hash ptin. At this field Enter the fllwing TES Batch Batch Descriptin Security Department G t generate a batch TRN, DR PEPPER CHRGS.USERS INITIALS* ADESR Prcedure Hash 99245 Click t file and save yur wrk! Faculty Practice Plan Educatin Services 19
Lessn Summary In this lessn, yu learned: A batch is a cntainer in which yu enter transactins. The transactins may be similar in sme way. Example: each transactin might have the same prvider r same service date. Using batch defaults allws yu t default data set at the batch level nt each transactin entered in the batch, thus reducing data entry time. When data is defaulting frm appintments already created in the system, using batch defaults is nt necessary. Setting a batch cntrl, such as the number f transactins, helps ensure data entry accuracy. The batch generatin and definitin prcess fllws these steps: Access TES Encunter/Transactin Entry Generate a new batch and give it a descriptin Specify a batch cntrl File the screen Recmmended practices and prcesses: Use the data that defaults frm the appintment when capturing charges fr appintments in the system. Yu wuld nt use the batch defaults. Whenever pssible, set a batch cntrl t help yu determine the accuracy f data entry. Faculty Practice Plan Educatin Services 20