CareTracker PDF - Administration Module

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1 CareTracker PDF - Administration Module

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3 Table Of Contents Administration Module...1 Overview...1 Messages and Knowledgebase...10 System Messages...11 Company Details Report...14 Insurance Lookup...15 Procedure/Diagnosis Lookup...16 Provider Lookup...17 Print Batch Letters...18 Correspondence Import...25 Launch Demonstration Company...30 CM Policies...31 Patient Setup and Admin...32 Patient Categories...33 Practice Defined Patient Details...35 Combine Duplicate Patients...37 Patient Data Export...40 Patient Import...47 Unimported Patients...53 Patient Import Template...57 Batch Patient Import...59 Patient Export Que...63 Patient Export Que...65 Export Template...67 Authorization Import...74 Scheduling Setup and Admin...79 Setup Appointment Types...80 Build Schedule...85 Custom Tasks Custom Resources Room Maintenance Resource Groups Bulk Appointments Resolve Conflicts Appointment Export Appointment Import Recall Import Cancel/Reschedule Reasons Clinical Expected Delivery Date Tracking Transcription Import Custom Attachment Types Custom Encounter Types Copy Provider Favorites iii

4 CareTracker PDF - Administration Module Lab Order Preferences Quick Text Library Letter Templates A/R Post Open/Close Period Hold Batches Generate Claims Generate Statements Bulk Balances Bulk Visits Bulk Apply Unapplied Verify Payments Auto Write Off Visit Import Financial Setup and Admin Encounter Form Setup Blank Encounter Forms Quick Pick Setup Other Referrals Letter Editor Location Setup Provider Mnemonics Electronic Remit PP Message Charge Fax Cover Sheet Deposit Fax Cover Sheet Contracts and Fees Fee Schedule Allowed Schedule RVU Schedule Activate ClaimsManager PQRI Revenue Codes Explosion Codes System Administration Operators & Roles Change Password Override Passwords Eligibility Passwords Events Operator Audit Log Link Administration Debug Company Logo iv

5 Administration Module Administration Module Overview The Administration Module only contains the Admin application which is divided into eight sections: Messages and Knowledgebase, Patient Setup and Admin, Scheduling Setup and Admin, Clinical, A/R, Financial Setup and Admin, Contracts and Fees and System Administration. Under each section heading are pertinent links that give you access to other applications in CareTracker and access to administration specific applications and functions, i.e., generating claims. Messages and Knowledgebase System Messages- You can send important messages to all CareTracker operators in your practice from this link. System Messages can be sent with one of three statuses: 'Urgent', 'Alert', or 'Informational.' The status a system message is sent under determines how the message displays when an operator logs into CareTracker. Company Details Report- From this link you can run a Company Detail report, which includes all setup details for your company, as well as all group details, if you have multiple groups. 1

6 CareTracker PDF - Administration Module Insurance Lookup - A search of all insurance plans compiled in CareTracker's Insurances database can be performed by clicking on this link. Procedure/Diagnosis Lookup- From this link you can search CareTracker's database for a particular procedure or diagnosis code. Provider Lookup- A search of all providers compiled in CareTracker's Provider database can be performed by clicking on this link. Print Batch Letters- From this link appointment recall letters, appointment reminder letters and notices of missed/cancelled appointments can be generated and printed. Correspondence Import- From this link you can automatically load correspondence into CareTracker from a third party system. Importing correspondence can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or realtime mode. Launch Demonstration Company- From this link you can launch into the CareTracker training company, Mayflower Medical Associates, where company, you can practice all of the daily functions you perform in CareTracker as well as explore other features and applications you are not as familiar with. CM Policies - The CM Policies application enables you to view and/or search the list of all active, attached policies and/or URLs saved into CareTracker. This will enable the user to click on a mnemonic and view the linked policy if a ClaimsManager edit is triggered during the claim generation process. Patient Setup and Admin Patient Categories- From this link you can customize possible patient categories that will be available from the "Patient Category" field drop-down list in the Demographics application. Practice Defined Patient Details- You have the ability to create specific patient-defined details for your practice from this link. In the Details application of the Patient Module, you can complete any practice-defined details you have built. Combine Duplicate Accounts- From this link, duplicate patient accounts can be combined. 2

7 Administration Module Patient Data Export- - Patient demographics can be exported by clicking on this link. There are numerous filters available with which to limit patient data to export, and data can be exported in HL7 or CSV format. Patient Import- Through this link you can automatically load patients, either individually or by batch, into CareTracker from a third party system such as a hospital. Unimported Patients- If your practice utilizes an electronic patient demographic import, you can use the Unimported Patients link under the Patient Setup and Admin section of the Administration Module to update patient records that were not successfully imported for various reasons. Patient Import Template - By clicking on this link, you can view any mappings that were created when you imported patients into CareTracker. Batch Patient Import- From this link you can automatically load patients into CareTracker from a third party system. Pat Export Queue- This queue stores the export data until it is processed in CareTracker. Batch Pat Export Queue- This queue stores the export data until it is actually processed in CareTracker. Export Template - The Export Template feature enables grouping data into common categories for analysis when generating custom reports. Authorization Import- From this link you can automatically load authorizations into CareTracker from a third party system. Importing authorizations can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Scheduling Setup and Admin Setup Appointment Types- All of your practice's appointment types, i.e., 'Established Patient Physical,' are saved in Appointment Types. To edit an appointment type's duration or linked task, or to add a new appointment type, click on the Setup Appointment Types link. Build Schedule- From this link you can modify a provider's existing schedule, or add, modify and delete availability. 3

8 CareTracker PDF - Administration Module Custom Tasks- In this link you will find the Task and Task Classes features, which allow your practice to vary the degree of flexibility allowed in scheduling requirements, depending on your practice's scheduling style. A practice can create availability that forces staff to book appointments that match the resource-specific scheduling criteria for a specific time slot exactly, or allow staff the flexibility to schedule any appointment type in any time slot. This rigidity or flexibility can be established through Task, Task Classes and linking task classes to resources. Custom Resources- - Resources are set up in this link, and can be classified as people, places, or things. All providers, rooms, or pieces of equipment that require a schedule to be built in CareTracker are classified as resources. Room Maintenance - The Room Maintenance feature helps you set up rooms to keep track of a patient appointment by updating a patient's location during their stay at your office (exam room one, nursing station, etc). You can also use this feature in the Admissions application to keep track of patients in the hospital. Resource Groups- Use this link to set up Resource Groups. Resource Groups allow you to link certain resources together so that all group members' schedules can be viewed simultaneously through the Book application of the Scheduling Module. Bulk Appointments- From this link you can enter multiple appointments for different patients to force into a provider's schedule. Scheduling via Bulk Appointments occurs entirely from one screen, regardless of the date, time provider and location of the appointment you are scheduling. Resolve Conflicts- Any time a provider's schedule is modified, you should click on this link to resolve any appointment conflicts that were created as a result of the modifications. Appointment Export- From the Appointment Export link, under the Scheduling Setup and Admin heading of the Administration Module, you can format and export appointment data for all scheduled appointments. You can format the data to export several ways, including via Phone Confirmation, XLML, Outlook 2000, icalendar File, Table, and Excel. When the data is formatted accordingly, it can then be copied and pasted into a corresponding program. 4

9 Administration Module Appointment Import- From this link you can automatically load appointments into CareTracker from a third party system. Importing appointments can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Recall Import- From this link you can automatically load recalls into CareTracker from a third party system. Importing recalls can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real-time mode. Clinical A/R Transcription Import- From this link you can build transcription templates and upload files for transcription to be added to patient records. Post- In order to enter any financial information into CareTracker, e.g. charges, payments and adjustments, you must first create a batch. After running a journal to verify the batch information, click the Post link to view all open batches and to post your batch into the system. Posting a batch permanently stores all financial transactions in CareTracker that are linked to the batch. Open/Close Period- From the Open/Close Period link you can set the date parameters for each of your fiscal periods/fiscal year and determine the status of each period you have created, which allows you to manage your practice's financials. Statuses include 'Opened,' 'Closed' and 'Current.' 'Current' represents the current period you are in, while 'Open' signifies any previous periods that remain open in order to post outstanding financials. Financials can only be posted into periods with a status of 'Current' or 'Open.' Hold Batches - All charges that are placed on hold due to a ClaimsManager edits are moved to a Hold Control Batch that is set up when creating a batch. The Hold Batches application enables you to fix the charges and close the held batches. Generate Claims- Click on this link to generate all posted claims directly to the payers. Generate Statements- CareTracker generates patient statements on a weekly basis, and from this link you can generate all patient statements for the entire parent company, 5

10 CareTracker PDF - Administration Module for all responsible parties in their group, or for only the responsible party for an individual patient. Bulk Balances- In this application you can input a patient or insurance company's owed balance without having to enter in a CPT or ICD-9 code. This application is used to convert old outstanding balances from a previous practice management system into CareTracker, thereby eliminating the need to run two systems. Bulk Visits- In this application you can capture patient visits, procedure codes and diagnosis codes on a single page for a day's worth of appointments. Bulk Apply Unapplied- Unapplied money is created when a patients' payment has been entered into CareTracker, but has not been applied to a specific date of service. From the Bulk Apply Unapplied link, you can apply unapplied money in bulk. Verify Payments- This compares the money a provider was paid for a procedure by an insurance company to the allowed amount an insurance company will pay for the same procedure. Auto Write Off - After verifying that a claim is completely paid from all sources (patient, primary insurance, secondary, etc.), CareTracker can automatically write-off any remaining balances. You can generate a list of claims based on the transaction date range or aging date of the claim, and use the list to determine which balances to write off. Visit Import- Through this link you can automatically load visits into CareTracker from a third party system, such as a hospital. Importing visits can either occur as a batch upload (manually) from a file, or can be automatically transmitted from the sending system in either a batch or real time mode. Financial Setup and Admin Encounter Form Setup- You can use the Encounter Forms link under the Financial Setup and Admin section of the Administration Module to build an encounter form for your practice. Encounter forms are typically built for you when you enroll with CareTracker. Blank Encounter Forms- A blank encounter form containing your practice's specific procedure and diagnosis codes can be printed from this link. When a blank encounter form is printed, the data fields display in the header as they normally would however, they are not populated with field-specific patient data. 6

11 Administration Module Quick Pick Setup- From this link you can select field-specific data options designed to create a more efficient work flow, i.e. referring providers, which are available from drop-down lists throughout CareTracker. Letter Editor- This application enables you to create and design your own personalized form letters for your practice. Working in Letter Editor is similar to working in Microsoft Word. Location Setup- This link allows you to search for all locations where services rendered are saved in CareTracker's global database. When a location is selected, all of its corresponding information display, i.e. Location NPI number and CLIA number. Provider Mnemonics- From this link mnemonics can be set up for all referring, billing, and servicing providers to be used during manual charge entry. Electronic Remit PP Message- From this link you can select a default statement message for transactions that are transferred to private pay. Charge Fax Cover Sheet- This application enables you to send a standard Fax Cover sheet by allowing to enter the number of encounters on the fax cover sheet. Deposit Fax Cover Sheet- This application enables you to send a standard Fax cover sheet by allowing to enter the number and the total value of batches on the fax cover sheet. Contracts and Fees Fee Schedule- While your fee schedule is set up when you first enroll with CareTracker, you are able to delete and/or add procedure codes and their attached fees to your fee schedule by clicking on this link. You can edit a description of an existing fee schedule, or add a new few schedule for your practice from this link as well. Allowed Schedule- From this link you can view and/or print different payer's allowed schedules that are available in CareTracker, e.g., Medicare of MA, or you can view and/or print any specific allowed schedule that has been added to your company. RVU Schedule- An RVU schedule for the Medicare Physician Fee Schedules for 2005 and 2006 can be viewed and/or printed by clicking on the RVU Schedule link under the 7

12 CareTracker PDF - Administration Module Contracts and Fees section of the Administration Module. An RVU schedule includes the CPT code, CPT code description, modifier and all RVU data, e.g. Work RVU, and Malpractice RVU. Activate ClaimsManager PQRI- CareTracker has now incorporated PQRI rules into ClaimsManager that enables ClaimsManager to screen claims for the necessary category II codes. This helps identify claims with the missing category II codes and provide the ability to add the codes before sending it to Medicare. Revenue Codes- Revenue codes are practice-specific codes that give you an alternative way of reporting financial data in CareTracker. Revenue codes can either be linked to specific CPT codes on your fee schedule, e.g. "New Patient Office Visits," or can be selected during a visit or charge entry to represent a specific servicing provider, billing provider and location combination, e.g. "Evening Clinic." Revenue codes are built by clicking on the Revenue Codes link under the Contracts and Fees section of the Administration Module, regardless of whether they will be linked to a procedure code or charge. Explosion Codes- Some specialty practice visits use the same procedure code set repetitively meaning multiple procedure codes are always linked to the visit. From this link, you can build explosion code sets determining which CPT codes to include. System Administration Operators & Roles- From this link, you can maintain all of your CareTracker operators. Maintenance options include the ability to add or edit an operator's role, set up application overrides, generate activity logs for each operator and generate an access/permissions level report for each operator. Change Password- You are required to change your CareTracker password every 90 days, and the system will alert you when your password is approaching its expiration date. Your password can be changed when an alert is received, or at any time, from the Change Password link. Override Passwords- CareTracker can be set up so that a password is required by an operator in order to perform certain actions, including using a batch created by another operator, posting another operator's batch, entering a transaction with a transaction date prior to the current date, canceling an 8

13 Administration Module appointment on or before the current date, double booking appointments and overriding the schedule format. Eligibility Passwords- In order to electronically check patient insurance eligibility with Medicaid of Massachusetts and Medicaid of California through CareTracker, you must save your provider's insurance number, user name, and password for the respective insurance in this link. Operator Audit Log- By clicking on the Operator Audit Log link you can see an audit trail of all actions performed by CareTracker operators. Link Administration- Clicking the Link Administration link enables you to add user specific URL links providing faster access to commonly used web sites. This concept is the same as Favorites in Internet Explorer. Debug- This is a link our Support Department can use to correct any bugs in the system. 9

14 CareTracker PDF - Administration Module Messages and Knowledgebase 10

15 Administration Module System Messages Administration Module System Messages Overview An important message can be sent to all CareTracker operators in your practice from the System Messages link under the Messages and Knowledgebase section of the Administration Module. System Messages can be sent with one of three statuses; 'Urgent', 'Alert', or 'Informational'. The status a system message is sent at determines how the message displays when an operator logs into CareTracker. 'Urgent' messages display in a pop-up window when an operator logs into CareTracker and also turn the Alerts button in the Name Bar red. 'Alerts' and 'Informational' system messages do not display in pop-up windows but do change the color of the Alerts button. An 'Alert' message turns the Alerts button light green and an 'Informational' message turns the Alerts button tan. The color of the Alerts button will not return to its standard green button until the system message has been flagged as read by the operator. Once a system message is sent, it is always accessible by clicking on the Alerts button in the Name Bar. FYI: A system message or 'alert' is made inactive after 30 days from the date it is created. All active, inactive, and deleted system messages are also accessible by clicking on the System Messages link. You can also mark a message as unread for all operators from this link as well which will again change the color of the Alerts button in the Name Bar. See: How to Send a System Message Related Topic: Alerts Overview (Name Bar) 11

16 CareTracker PDF - Administration Module Administration Module System Messages How to Send a System Message 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the System Messages link under the Messages and Knowledgebase section of the screen. 3. Active system messages display by default when the System Messages link is clicked showing each system message's description, included message, level it was transmitted at, status (active, inactive, or deleted), product, company, creator, the operator who last modified, the date and time of its last modification. 4. Click on the Add New button to send a new system message. 5. When the Add New button is clicked, complete the necessary fields. Enter a brief description of the message you are sending in the "Description" field, enter you complete message in the "Message" field, select the level of your message, 'Urgent', 'Alert,' or 'Informational', and click on the Save button. 6. When the Save button is clicked, the system message summary will default to displaying in the inactive messages screen 12

17 Administration Module and needs to be activated for its transmission. Click on the line summary for your new system message. 7. Your message will re-display in the lower frame of the screen. Select 'Active' in the "Status" field. 8. Click on the Save button and your system message will be transmitted accordingly. Related Topic: Alerts Overview (Name Bar) 13

18 CareTracker PDF - Administration Module Administration Module Company Details Report Overview By clicking on the Company Details Report link under the Messages and Knowledgebase section of the Administration Module you can view and or print out an Adobe PDF document that includes all of your company details. For multiple group practices, the Company Detail report includes all group details as well. Running this report is useful in ensuring your company and group information has been entered correctly into CareTracker. 14

19 Administration Module Administration Module Insurance Lookup Overview A search of all insurance plans compiled in CareTracker s Insurances database can be performed by clicking on the Insurance Lookup link under the Messages and Knowledgebase section of the Administration Module. This will generate an insurance search results list that shows the insurance plan s status, the insurance company the plan falls under and the insurance plan name, address, city, state, phone number, class, transmittal form type, carrier reference number, insurance ID, and insurance plan ID. Searches can be performed based on insurance company, insurance plan, keyword, financial class, address, city, and state. 15

20 CareTracker PDF - Administration Module Administration Module Procedure/Diagnosis Lookup Overview From the Procedure/Diagnosis Lookup link under the Messages and Knowledgebase section of the Administration Module, you can search for procedures and diagnosis codes. A procedure code search can be done based on your fee schedule, in the CPT/HCPCS database saved in CareTracker, or in the NDC codes database saved in CareTracker. You can search for a diagnosis code in the ICD-9 database saved in CareTracker. Both procedures and diagnosis code searches can be performed based on a partial code, a complete code, or by keyword. When a partial code, complete code, or keyword is entered, the Procedure Search or the Diagnosis Search pop-up window displays containing all codes that match your search criteria. When a code is selected, the complete code displays along with a description of the code. 16

21 Administration Module Administration Module Provider Lookup Overview A search of all providers compiled in CareTracker s Provider database can be performed by clicking on the Provider Lookup link under the Messages and Knowledgebase section of the Administration Module. Searches can be performed based on a provider s last name, first name, state, UPIN and/or NPI. All insurance number saved in CareTracker for each provider can be accessed from the generated search results list by clicking on the Ins/Plan button next to the corresponding provider's name. 17

22 CareTracker PDF - Administration Module Print Batch Letters Administration Module Print Batch Letters Overview From Batch Letters, a link under the Messages and Knowledgebase heading in the Administration Module appointment recall letters, appointment reminder letters, and notices of missed/cancelled appointments can be generated and printed. Collection letters must also be printed from this link, but cannot be generated from this link. Generating appointment recall letters, reminder letters, and notices of missed/cancelled appointments in Print Batch Letters follows the same steps as generating these letters from the Recalls/Letters Due link under the Clinical section of the Dashboard. From the Print Batch Letters link, the Recalls Due report can be accessed and utilized to generate appointment recall letters. Printing batch letters from the Print Batch Letters link follows the same steps regardless of the type of batch letters you are printing, and once they are printed, the status of the batch needs to be changed to 'Printed'. See: How to Print Batch Letters, Generating Recalls and Reminder Letters Related Topics: Recalls/Letters Due Overview (Home); How to Generate Appointment Recall Letters (Home); How to Print Appointment Recall Letters (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 18

23 Administration Module Administration Module Print Batch Letters How to Generate Batch Letters FYI: Only batch appointment recall letters, appointment reminder letters, and notices of missed/cancelled appointment letters can be generated from the Print Batch Letters link. Collection letters must be generated from the Collection System link under the Billing section of the Dashboard. 1. Click on the Administration Module. 2. Click on the Print Batch Letters link under the Messages and Knowledgebase section. 3. From the "Action" field drop-down list, select the type of batch letter you need to create, 'Appointment Recall Batch', 'Appointment Reminder Batch', or 'Missed/Cancelled Appointment Batch'. Click on the Go button next to the "Action" field. FYI: If needed, the Recalls Due Report can be accessed by clicking on the Recalls Due Report button. This report is broken down by recall type and aged by days, and In addition, overdue recalls show broken down by recall type and aged by days, 0-30, 31-60, 61-90, , and over

24 CareTracker PDF - Administration Module 4. When Go is clicked, several new filters display that can be used to filter the Print Batch Letters list that will display. Typically, these default filters do not need to be changed, but they can be changed as needed. Click on the Go button next to the "End" field. 5. When Go is clicked, a list of patients who match the filters displays showing each patient's name and their appointment information. Each patient defaults with a check mark in the Add column to the left of their name indicating they are selected to receive the letter you are generating. To deselect a patient, click on the check mark next to that patient's name in the Add column which will remove the check mark. In addition there is a Deselect All button that can be clicked to de-select every patient listed. 6. From the "Style Sheet" field drop-down list, select the style of the appointment recall letters you need to generate, 'Appointment Recall Letter' or 'Appointment Recall Letter 2' 'Appointment Recall 20

25 Administration Module Letter 2' should be selected if you already generated and printed appointment recalls for the patients, they still have not made an appointment, and now you are generating a second recall letter for them. If you are generating appointment reminder letters or notices of missed/cancelled appointment letters, a style of letter does not need to be selected. FYI: 'Yes' would only be selected from the "CareTracker Staff Responsible" field if a CareTracker staff member was responsible for generating these letters. 7. Click on the Add to Batch button. A letter for each selected patient is now generated and saved in CareTracker however, these letters still need to be printed which can be done directly from the screen you are currently in after clicking on the Add to Batch button. Related Topics: Recalls/Letters Due Overview (Home); How to Generate Appointment Recall Letters (Home), Reminder Letters or Notices of Missed/Cancelled Appointments (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 21

26 CareTracker PDF - Administration Module Administration Module Print Batch Letters How to Print Batch Letters FYI: Printing Batch Letters can only be done after the letters have been generated in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Print Batch Letters link under the Messages and Knowledgebase section. 3. From the action field in the top left hand corner select 'Show Existing Batches.' 4. Click on the Go button next to the action field that shows 'Show Existing Batches.' 5. When Go is clicked, several new filters display all of which have default options selected that typically do not need to be changed. If needed, the filters can be changed using the Calendar functions to change the default date ranges or by using any of the drop-down lists. Click on Go next to the "Batch Range Date End" field 22

27 Administration Module 6. A list of existing letter batches that match the filters displays when Go is clicked showing the group name, customer number, count (number of individual letters included in the batch), the date the batch was created, the batch letters number, the type of letters in the batch i.e., Appointment Recall or Collections, the status, if the CareTracker staff is responsible for generating the letters, the style sheet i.e., Appointment Recall Letter or Final Notice, and the operator who generated the letter batch. Select a batch or batches of letters to print by clicking in the small white check box at the beginning of the batch letter line you need to print. FYI: Multiple batches can only be selected at the same time if they have the same style sheet. For example, a batch of appointment recall letters and a batch of missed/cancelled appointment letters cannot be selected at the same time to print or a batch of Final Notice collection letters and a batch of Past Due collection letters cannot be selected at the same time. 7. When the batch or batches of letter that need to be printed are selected, click on the Print Letters button if actual letters need to be printed or click on the Print Labels button if envelope labels for the letters need to be printed. Labels would be necessary if your practice had an existing appointment recall letter or poster card that they used. FYI: All refund checks print 3 checks per page. 23

28 CareTracker PDF - Administration Module 8. When the Print Letters or Print Labels button is clicked either the letters or the labels to use on envelops displays in the lower frame of the screen. Right click on top of the first letter and select 'Print' from the grey pop-up menu and the letters (or labels) will print. 9. When the letters or labels have finished printing, select 'Printed' from the "Status" field drop-down list and click on the Save button. FYI: For multi-location, single group practices, recall letters can be printed to display each location's address instead of the group address. If your recall letters require location addresses, please send a To Do to the Support Department. Related Topics: Recalls/Letters Due Overview (Home); How to Generate and Print Appointment Recall Letters, Reminder Letters or Notices of Missed/Cancelled Appointments (Home); Recalls Overview (Scheduling Module); Collections Overview (Home); How to Generate Collection Letters (Home) 24

29 Administration Module Correspondence Import Administration Module Correspondence Import Overview Through the Correspondence Import link listed under the Messages and Knowledgebase section of the Administration Module, you can automatically load correspondence into CareTracker from a third party system. Importing correspondence can either occur as a batch upload (manually) from a file or can be automatically transmitted from the sending system in either a batch or real time mode. See: How to Import Correspondence, How to Work Unimported Correspondence 25

30 CareTracker PDF - Administration Module Administration Module Correspondence Import How to Import Correspondence FYI: After successfully loading and importing correspondence, you should call up at least one correspondence from the batch that was uploaded and verify it is successfully in CareTracker If the operator who uploads the batch of correspondence does not import those correspondence, that operator should verify an correspondence from the previous batch is successfully in CareTracker. If your practice electronically sends a batch of correspondence in the background from "computer" to "computer" then that person responsible for releasing those correspondence to go should verify an correspondence from the previous batch is successfully in CareTracker. 1. Click on the Administration Module icon. 2. Click on the Correspondence Import link under the Messages and Knowledgebase section of the screen. 3. If the file has not been automatically posted from the sending system into CareTracker, click on the Browse button. 4. The Choose File pop-up window displays when the Browse button is clicked. Locate the file that needs to be uploaded into your system. When the file has been selected, click on it and the Choose File pop-up window closes. Click on the Upload File button. FYI: It is imperative that you select the correct file during this step or you will create the wrong patients in your company. FYI: Clicking on the Upload File button will upload the file to a temporary area and does not actual create the correspondence in CareTracker. 26

31 Administration Module 5. Click on the Process Queue tab. 6. When the Queue displays, wait for the file to appear in the Processed section of the Queue screen. Click on the Translate tab when the file appears in the Processed section to translate any correspondence data that may have been uploaded but are different than the data in CareTracker. FYI: If any file ends up in the Error Queue, log a call to the CareTracker Support Department. 7. Select the batch name, date of the correspondence you are importing, from the "Batch" field drop-down list or select 'Combine Batches' to import all processed correspondence saved in CareTracker. 8. Click on the Resolve Correspondence button to match up the correspondence with the corresponding patients in CareTracker. FYI: If correspondence is not resolved, any correspondence that does not match a patient will go into Work Unimported Patients and will need to be worked. 9. Map the incoming correspondence data that does not match with data in CareTracker. 10. When all correspondence features have been mapped accordingly and saved, click on the Review tab. 11. When you review correspondence, you can map correspondence to a patient by clicking on the... button on the corresponding correspondence line. Click on the Import Correspondence button. 12. Click on the Import Que and wait for the file to appear in the Processed section of the Queue. 13. When the file appears in the Processed section, click on the Mark Read button to remove the processed file from the Import Que and the correspondence has been imported into CareTracker. 14. Work Unimported Correspondence after completing an Correspondence Import to import any correspondence that could not be imported or needs to be corrected in order to be successfully imported. 27

32 CareTracker PDF - Administration Module See: How to Work Unimported Correspondence 28

33 Administration Module Administration Module Correspondence Import How to Work Unimported Correspondence 1. Click on the Work Unimported tab in the Correspondence Import screen. 2. Select the batch name of the imported correspondence file from the "Batch" field drop-down list. 3. All unimported correspondence displays showing it's status of Not Imported, the entity's ID #, CareTracker Name, patient last name, patient first name, patient middle name, admission date, service date, discharge date, CPT code, modifiers, and the correspondence type. Match up each unimported correspondence by patient or correspondence type. 4. If you are going to enter an correspondence manually into CareTracker, reject that individual correspondence by clicking on the R button next to the status of the correspondence you are not going to import. FYI: To reject all unimported correspondence click on the Reject All Unimported Correspondence button. That correspondence will need to be manually entered into CareTracker. 5. When all correspondence have been corrected, matched, and rejected if you are going to manually enter them, click on the Import Correspondence button and the correspondence will be imported into CareTracker. See: How to Import Correspondence 29

34 CareTracker PDF - Administration Module Launch Demonstration Company Administration Module Launch Demonstration Company Overview Mayflower Medical Associates is the name of the CareTracker training company you can launch into by clicking on the Launch Demonstration Company link under the Messages and Knowledgebase section of the Administration Module. Here you can practice all of the daily functions you perform in CareTracker, or explore other features and applications you are not as familiar with. The benefit of experimenting in the training company environment as opposed to in your practice database is that you will not destroy or harm any available data. When you finish practicing with the training company, you must log back into CareTracker to return to your practice database. FYI: Before you begin entering or editing "play" data in the training environment, verify that the group name 'Mayflower Medical Associates' displays in the "Group" field located in the top, right-hand corner of the Name Bar. 30

35 Administration Module CM Policies Administration Module CM Policies Overview The CM Policies application enables you to view and/or search the list of all active, attached policies and/or URLs saved into CareTracker to support the ClaimsManager edits. This will enable the user to click on a mnemonic and view the linked policy if a ClaimsManager edit is triggered during the claim generation process. How to View CM Policies 1. Click on the Administration Module icon. 2. Click on the CM Policies link under the Messages and Knowledgebase section of the screen. 3. Select the required Mnemonic from the list and click the Show button. A list of policies that match the information entered displays. 31

36 CareTracker PDF - Administration Module Patient Setup and Admin 32

37 Administration Module Patient Categories Administration Module Patient Categories Overview The "Patient Category" field in the Demographics application of the Patient Module is used to categorize your active patients. You can customize possible patient categories from the Patient Categories link under the Patient Setup and Admin section of the Administration Module. Once a custom category is built, it can be selected for patients from the "Patient Category" field drop-down list. Patient categories will display next to the patient's name in the "Name" field when the patient is pulled into context. For example, you could create a custom category 'High Deductible' to categorize all of your active patients who have a high deductible insurance. The category 'High Deductible' would be built and then it would be selected for each patient from the "Patient Category" drop-down list on their Demographic. When a patient who has been categorized as 'High Deductible' is pulled into context, 'High Deductible' displays next to their name in the "Name" field of the Name Bar. FYI: There are global patient categories available from the "Patient Category" field drop-down list in the Demographics application including 'Bad Address' and 'Collections'. See: How to Build a Custom Patient Category Related Topic: Demographics- Patient Category (Patient Module) 33

38 CareTracker PDF - Administration Module Administration Module Patient Categories How to Build a Custom Patient Category 1. Click on the Patient Categories link under the Patient Setup and Admin section of the Administration Module. 2. When the "Patient Category" field displays, click on the Add button to build a custom category. 3. The Add Patient Category fields display when the Add button is clicked. Enter the description of the category you are creating in the "Category Description" field. 4. 'Y' should remain selected in the "Active" field so that it will be an active category operators can select from the "Patient Category" field drop-down list in the Demographics application. 5. Click on the Save button and the category will now be available for selection from the "Patient Category" field drop-down list in the Demographics application. Related Topic: Demographics- Patient Category (Patient Module) 34

39 Administration Module Practice Defined Patient Details Administration Module Practice Defined Patient Details Overview You have the ability to create specific patient defined details for your practice from the Practice Defined Patient Details link under the Patient Setup and Admin section of the Administration Module. A patient defined detail would be some piece of data your practice needs to track, but that is not a data field somewhere else in CareTracker. For example, if you wanted to track all of your patients with a high deductible you could build a practice defined detail "High Deductible." In the Details application of the Patient Module, you can complete any practice defined details you have built. For the example above, in the Details application there would be a "High Deductible" field where you could populate information for this patient. For this example, it would most likely be a 'Yes' or 'No' response that would be entered into the "High Deductible" field. See: How to Build Patient Defined Details Related Topics: Details Overview (Patient Module) 35

40 CareTracker PDF - Administration Module Administration Module Practice Defined Patient Details How to Build Practice Defined Details 1. Click on the Practice Defined Patient Details link under the Patient Setup and Admin section of the Administration Module. 2. When the Practice Defined Details link is clicked, a list of any currently built patient details will display. Click on the Add New Detail button. 3. The Add Practice Defined Patient Detail screen displays when the Add New Detail button is clicked. Enter the patient defined detail you would like to create in the "Description" field. 4. Click on the Save button. 5. When the Save button is clicked, the Practice Defined Patient Details screen re-displays with your newly created patient detail listed. 36

41 Administration Module Administration Module Combine Duplicate Patients Overview Each registered patient in CareTracker should have only one account however, duplicate patient accounts may be accidentally created, and when this occurs, the patient's two accounts need to be combined into one. Combining duplicate patient accounts can be accomplished in the Combine Duplicate Patients link under the Medical Records heading of the Administration Module. How to Combine Duplicate Patient Accounts 1. Pull the patient's account that needs to be kept in CareTracker into context in the Name Bar. 2. Click on the Administration Module. 3. Click on the Combine Duplicate Patients link under the Patient Setup and Admin heading. 4. When the Combine Duplicate Patients link is clicked, search fields are displayed which are used to search your patient database for the duplicate patient account to combine with the patient account in context. All of these fields do not have to be completed however, entering the CareTracker ID number of the account to combine in the "Entity ID" field, the first name, and last name speeds your search. When the search fields are complete, click on the Go button. 37

42 CareTracker PDF - Administration Module 5. When Go is clicked all of the patient accounts saved in CareTracker that match what was entered in the search fields displays showing the patient's name, date of birth, Social Security Number, phone number and status. Click on the patient's name on the account that needs to be combined with the patient in context. FYI: Click on the Search Again button if the patient's account that needs to be combined with the patient's account in context is not listed. 6. A summary of the patient's basic demographic information including, name, SSN, DOB, sex, and address displays when their name is clicked on in the search results list. Verify again that this is the correct duplicate patient account that needs to be combined with the patient in contexts account. FYI: Click on the Search Again button if the patient's account that needs to be combined with the patient's account in context is not listed. 7. Click on the Combine button. 38

43 Administration Module 8. When the Combine button is clicked, you must verify again that you are moving the appropriate patient's data to the appropriate patient's account. Click on the Continue button to continue combining the two accounts. 9. When Continue is clicked, a new screen displays indicating 'Your request will be processed', and it also shows the patient's account information copied from, the account copied to, the operator who requested combining the accounts, the date, and time of the request. The patients' accounts will be combined into the one account that was in context when the system has finished processing. FYI: When the patient's account that was combined with the account in context is searched, it will be listed as a duplicate account that cannot be opened. 39

44 CareTracker PDF - Administration Module Patient Data Export Administration Module Patient Data Export Overview It may be necessary to export patient information from CareTracker to use in another system. Patient demographics can be exported from CareTracker by clicking on the Patient Data Export link under the Patient Setup and Admin section of the Administration Module. Data can be exported for one patient, several patients, or for all patients registered in CareTracker. There are numerous filters to use in order to limit the patients to export, i.e., DOB, registration date, insurance company, insurance plan, appointment date, encounter date, procedure code, and diagnosis code. A file can be exported in either HL7 or CSV format. When data is exported in HL7 format, it is exported into a Notepad file. When data is exported in CSV format, it is exported into an Excel spreadsheet. All exported files are saved in CareTracker until they are manually deleted by an operator. Saved export files can be accessed by clicking on the View Saved Files button. 40

45 Administration Module See: How to Export Patient Data 41

46 CareTracker PDF - Administration Module Administration Module Patient Data Export How to Export Patient Data 1. Click on the Administration Module icon. 2. When the Administration Module opens, click on the Patient Data Export link listed under the Patient Setup and Admin heading. 3. The Patient Data Export Option screen displays when the Patient Data Export link is clicked. Select whether you need to export the data in HL7 or CSV format be clicking on the corresponding radial. 4. Select the patient (s) data you need to export. There are two simpler ways patients' data can be selected for export. To export the data of the current patient you have in context in the Name Bar, click on the "Current Patient" radial. Patient's data to export can also be selected by leaving the default "Enter Patient ID" radial and entering the needed patient's CareTracker ID numbers in the "Enter Patient ID" field. Be sure to separate ID numbers with a comma, but without any spaces. You can elect to enter chart numbers in the "Enter Patient ID" field instead of their CareTracker ID numbers but you need to click in the "Use Chart Number for the Patient ID" check-box before generating data. 5. To limit patient data to export or to export all patients' data, click on the "Selection" radial. 42

47 Administration Module 6. Numerous filters display when the "Selection" radial is clicked. Any of these filters can be used to set parameters of patient data to export. For example, if you wanted to export data for all patients your patients, you would enter the date when patients were first put into your system in the "Registration Date From" field and enter the current date in the "Registration Date To" field. Another example of how to use the provided filters would be to only select a specific provider from the "Providers" box to only export that providers' patients. There is no limit to the number of filters you can utilize for your patient export. 7. When all needed filters are set click on the Generate Data button. 43

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