o      CPT Code, Date of Service, number of days remaining in the following format:

o      99999, 11/29/03 (79); 88888, 11/29/03 (79)

Note:  we will look at the Global Period for the CPT code in the appropriate Fee Schedule.  If the GP in the Fee Schedule is null, we will then look at the GP on the procedure itself.  Fee Schedule Global Periods take precedence over Procedure Global Periods.

 COST:  $750 and includes the following services:

·       develop the Stored Procedure **

·       implement it remotely in your database

·       add the new ticker field to the superbill report

 The practice will distribute the report within the practice as necessary.

 If you approve this project, we will need the following resources:

·       Connection information and access to your server and the Centricity database

·       A copy of the rpt file for the superbill **

Once we receive approval and these resources, we can provide you with an estimated time frame.

http://www.summitsoftech.com/superbill.htm

PROCESS WITH AUTOMATION:

 1.       As collections staff determine that a visit is to be sent to a third party collector, s/he simply changes the Visit Owner to one established by the practice to indicate tickets that are to be sent out, e.g. a visit owner of “Ready for 3PC”

 2.       Before the export the user runs the “Exception Report”, which lists visits marked to send to third party collections that have had a payment made on them since a selected date, e.g. the date the last export was done.  User will determine which records should not be exported to collections and manually change the Visit Owner accordingly through the Centricity interface. 

 3.  When the user has reviewed the records in the Exception Report, s/he will run the export.  User selects

• The current Visit Owner for the records to be exported

• The New Visit Owner that the records will show after export.

• The Adjustment Type to be shown on the visit (defaulted to the same as last selected)

• Hits “Export”

Records are exported to a file with the information and format as determined by the practice. (This is usually a custom design and Microselect will work with the practice and its Collection Agency to determine the data and format necessary.)  File can be automatically posted to an ftp site or a shared folder for delivery to the Collection Agency.

·         Visit Owner is changed to that selected as New Visit Owner

·         The Visit Status is set to Paid

·         Patient Balance is taken to zero and Adjustment Type will be that selected by user; adjustment “Created By” shows “ETurn”

·         Bill Code is set to “Statement”

·         Writes “Turned to Collection Agency” to the receipt description for each ticket turned.

·         Writes “Turned to Collection Agency” to the in the description line of the statement.

·         Writes a Billing Note that reports the total amount of all tickets for this patient turned to collections.

·         Writes a correspondence note: “current date” “patient balance” turned to “New Visit Owner”.

o        Example: 1/1/2004 $100.00 turned to Jones Company

 ADJUSTMENTS FOR PAYMENTS RECEIVED

1.                  To inform the Collection Agency of payments received in-house on visits that were turned over, user runs the report launched from Centricity’s report module called “Payment On Tickets in Collection”.

a.      User will select a date range.

b.      Records are returned for patient payments made between the selected dates to the practice on tickets that are in third party collections:

c.       Report also shows:

                                                              i.      Grand total of all the tickets included in the report

                                                             ii.      The number of tickets included in the report

2.                  Adjustments are automatically made for patient payments received on tickets in Third Party Collections.

a.      Adjustments are created by “EPmtAdj”. 

b.       “Bad Debt Recovery” is written to the receipt description

3.                  The “Turn Balance” is determined (Turn Balance = Total Exported Amount less Total Manual Payments) and the following actions are taken:

a.       If turn balance is > 0 after adjustment,

                                                              i.      Bill Status remains Paid

                                                             ii.      Set Visit Owner to that selected in the configuration of the application.

b.      If turn balance is = 0 after adjustment,

                                                              i.      Set Bill Status to Paid

                                                             ii.      Set Visit Owner to that selected in the configuration of the application.

c.       If turn balance is < 0 after adjustment,

                                                              i.      Set Bill Status to Overpaid

                                                             ii.      Set Visit Owner to that selected in the configuration of the application.

REMOVING A TICKET FROM THIRD PARTY COLLECTIONS

Users can remove a visit from Third Party Collections by clicking on a button at the bottom of the Visit screen called “Re-Call from 3PC”.  When clicked, it creates a correspondence note “Re-Called from third party collections”, created by the user logged in and removes the visit from those tracked within the 3PC System.  Note: No adjustments are automatically made in this instance

Working  at the Guarantor Level, ACS groups together all the patients tied to the same guarantor and their automated collections tickets.  Any actions taken by ACS will affect all the managed tickets for that guarantor.

The Guarantor Account Page is launched from within Centricity and shows a summary of all the active tickets for the guarantor, which ones are past due, the amount and date of the last payment and other relevant information.  Using this page, the user can intervene for a guarantor by setting a payment plan or giving them more or fewer days to send a payment as well as other actions.

Includes a powerful Letter Printing application that prints one collection letter per guarantor rather than one letter for each ticket.  Each letter contains a list of all the active tickets for that guarantor with information about each one.  The application can be scheduled to print letters automatically or can be run manually.  In addition, the practice can choose to attach a copy of the letter to each of the guarantor’s patient records and/or to each of the managed tickets for reference by the collections staff.

The Administrative Module allows the practice to set up ACS according to their policies and to manage security for the system.

 (Standard option for printing is on a label designed for a Dymo printer.  Other set-ups are available at an additional cost.  A one-time bulk printing of bar coded labels for all existing patients is available at additional cost.)