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