DAQbilling v User Guide

Transcription

1 DAQbilling v User Guide

2 228 Business Center Drive Reisterstown, MD Support Center (800) Author and Technical Review: Technical Documentation, EDI Product Team Rev. 9/13 User screens may look different than the images shown in the user guide topics depending on the browser version in use and the user account configuration. Copyright 2013 CompuGroup Medical US All rights reserved. DAQbilling, CGM, CompuGroup Medical workmarks and logos are claimed as U.S. trademarks by CompuGroup Medical AG. All rights reserved. The content of this user guide is provided for informational use only and is subject to change without notice. Images were taken during the software development process and may not reflect the finished product. This documentation may not be transferred or reproduced in any form or by any means, in whole or in part without the express written consent of DAQbilling.

3 Table of Contents Chapter 1: Introduction Download DAQbilling Software Technical Support... 5 Chapter 2: Log On/Off to DAQbilling Log On Log Off DAQbilling Welcome Screen Timely Filing Alert System Information... 8 Chapter 3: General Information News Multiple Windows Shortcut Keys Quick Reference Quick Functions Printing Grids Printing Destinations Printing to Screen Chapter 4: Setup System Settings Other Setup Chapter 5: Scheduler Introduction Scheduler [LL] Calendar and Change Date Scheduler View Super Bills Scheduler Settings Default Appointment Type Example of Patient Check In Process The Lobby [LB] Chapter 6: Encounters Encounter Management Create Encounter [NE] Patient Management Chapter 7: Claim Control Encounter Review [ER] copyright 2013 CompuGroup Medical. All rights reserved. Page 3 of 269

4 7.2 Statement Review [SR] Overdue Review [OR] Credit Review [CR] Rebill Encounters [RE] Timely Filing Review Screen Clearinghouse Reports [CH] Interface Review Log [IR] Chapter 8: Payments Open the Deposit Deposit Management New Payments Reports (For Deposits) Reopen Deposits Add Patient Copay from Deposit Section [DA] Invalid ERA Reconciliation Chapter 9: Reports System Health Report Options Aging Reports Daily Logs Financial Analysis Reports Listing Reports Patient Reports Schedule Reports Usage Report Chapter 10: Utilities Change Merge Other Chapter 11: Exit DAQbilling Chapter 12: Glossary Chapter 13: DAQbilling Rules Provider Referring Provider Locked Encounter Edit Copay copyright 2013 CompuGroup Medical. All rights reserved. Page 4 of 269

5 Chapter 1: Introduction DAQbilling is a software program that manages almost every aspect of Insurance and Patient billing. DAQbilling is designed to store, track, and report Insurance/Patient billing easily. This design allows you to enter Patient demographics, order Super Bills, receive and review billing, and produce professional reports from a single screen. DAQofficePlus is a less robust version of DAQbilling designed for practices that do not handle electronic billing of insurance, but need patient billing, client billing, appointment scheduling and patient registration functions. DAQofficeLite is a less robust version of DAQbilling for practices that have an existing billing system, but need appointment scheduling and patient registration functions. This user guide is to help assist you through setting up and using DAQbilling. The available functions are listed in the order that they appear on the desktop menu. Throughout this user guide you will notice words that contain highlighted and underlined letters. These letters represent the Hotkeys that can be pressed on the keyboard in place of clicking with a mouse. Each section contains and introduction that summarizes the available functions within it and is followed with stepby-step instructions on how to access that section. Screen figures that have been captured directly from DAQbilling and tables that define the various options are integrated. 1.1 Download DAQbilling Software 1. Open a web browser and go to 2. In the Download full version and patches section, click the link for the full install of DAQbilling. 3. After the file has downloaded, click Run and follow the prompts. Do not download the update/patches file. 4. After loading the file you will be taken back to the DAQbilling support page. Save this website as a favorite. 5. The DAQbilling icon will now appear on your desktop. 6. Double-click the new DAQbilling icon. The application will activate and a new login screen will display. 7. Enter the login information to activate the application. This information will be supplied to you from the DAQbilling support/training department. 8. You are now ready to use the DAQbilling Practice Management System. 1.2 Technical Support Our technical support staff is available for assistance from 8:00am to 6:00pm Eastern Standard Time. For more information, please contact the Support Center at (800) , extension 5. copyright 2013 CompuGroup Medical. All rights reserved. Page 5 of 269

6 Chapter 2: Log On/Off to DAQbilling To access the DAQbilling application, you must first log on using your Client, User, and Password. The client is an ID that is specific to your practice, while the user name and password for each user defines their access within the system. 2.1 Log On 1. Double-click the DAQbilling application icon on your PC s desktop. 2. In the User Login window, enter your client, user name, and password, and then click OK. 3. The DAQbilling welcome page will display. 4. Use the menu to navigate within the system. 2.2 Log Off To log off of DAQbilling, click on the lock icon in the upper right corner of the screen or close the browser window. You may also be logged off automatically if your session is inactive for a period of time. copyright 2013 CompuGroup Medical. All rights reserved. Page 6 of 269

7 2.3 DAQbilling Welcome Screen When the DAQbilling program is opened, the header in the main welcome screen contains a minimizing application button which is standard in Window s applications and is located in the upper right corner. This is illustrated by the slash mark (-). In addition, the X illustrates the exit/close program function. The home screen icons are defined below: Icon Description Allows you to change locations if your practice has more than one location. Accesses the Log On/Off security function. Opens any recent news from DAQbilling. Opens a link to report any DAQbilling issues. The Interface Messages icon displays if there is a file migration issue and interface error messages that have not been reviewed. The main menu buttons on the left are Scheduler, Encounters, Claim Control, Payments, Reports, Utilities, and Setup. Click one to display further options. To access a main menu, click on the heading or type in the Hotkey (the underlined letter) on the keyboard. copyright 2013 CompuGroup Medical. All rights reserved. Page 7 of 269

8 The body of the welcome screen displays the following information: Field General Information Station Information Client Information User Information Timely Filing Alert Description Displays the copyright and version information. Displays the Location information. Displays the client name in Oracle. Displays the current user s name. A warning to inform you of how many claims are nearing the time limit to file. Click on the warning count line to open the Timely Filing Review Screen. 2.4 Timely Filing Alert The Timely Filing Alert displays at the bottom of the Welcome Screen and shows all claims that are in danger of being unfiled by the deadline to submit. Click on the warning count to open the Timely Filing Review screen. 2.5 System Information Double-click anywhere on the welcome screen and a System Information screen will display that shows all the system s information. This screen shows information for the operating system, system, memory, and network. copyright 2013 CompuGroup Medical. All rights reserved. Page 8 of 269

9 Chapter 3: General Information This section discusses the general information for DAQbilling, such as multiple window capability, shortcut keys, and quick functions. 3.1 News When you log on, you may see the information icon flashing in the upper right corner of the welcome screen. This means we have information to share. Click on the icon to open the News window. The News window will display any DAQbilling system messages. The status indicates read/unread. Messages are available for a limited time on your system. Click the message to read. The message will direct you to the DAQbilling website for more details. There may be more than one news item, so be sure to read all. The news alert stops flashing once all news items have been read. 3.2 Multiple Windows DAQbilling now features the ability to have a number of windows open at one time. The left side of the welcome screen, directly below the Menu, is where all open windows are listed. Click on one of the window shortcuts to maximize the window. For example, if the user is editing demographic information for patient James Bond while creating an Encounter for him, one click will switch between windows without losing data or having to back out of different sections of the program. copyright 2013 CompuGroup Medical. All rights reserved. Page 9 of 269

10 3.3 Shortcut Keys Quick Reference One of the features of DAQbilling allows the user to quickly perform functions through the use of shortcut keys. Each of the main sections can be accessed by pressing the hot key identified with an underline; the subsections can be accessed by pressing the letters in brackets shown next to the name (shortcut key). The following is the listing of shortcut keys for each section: W Welcome Y Payments L Scheduler DP Deposits/Payment Maintenance LL Scheduler R Reports LB The Lobby HC Health Check LA Open All Schedules U Utilities N Encounters S Setup NN Encounter Maintenance LO Location NE Create Encounter US User Settings NP Add/Edit Patient P Provider GU Add/Edit Guarantor RP Referring Provider C Claim Control SB Super Bill ER Encounter Review IN Insurance SR Statement Review IG Insurance Groups OR Overdue Review CG Procedure Groups DG Diagnosis Codes SC Scanner AE Adjustment/Explanation Codes AT Appointment Types HP HCFA Printing Offset 3.4 Quick Functions There are standard function keys/buttons in DAQbilling. The following is a brief description of each: F10 Accept/OK The Accept/OK button is usually located in the bottom right corner and is used in many instances when a confirmation is required from a user and/or to save information. ESC/Cancel The Cancel or Escape key allows the user to exit any area without saving data. It will usually allow the user to go back to the previous screen. copyright 2013 CompuGroup Medical. All rights reserved. Page 10 of 269

11 F3 Notes The Notes key is used when a note needs to be added. For example, the F3 function can be used for internal, print, and Patient notes. F5 Lookup (Searching the database) The Lookup key is used in any field outlined in green. Click on the function key or press F5 on the keyboard to display a lookup screen. Enter criteria and click Fetch, or press F5. All the matches will appear in the table. Double-click on the desired match. In Lookup, you may use a wildcard in some fields. The wildcard is a percentage sign (%). To search for a word beginning with F, enter f and press Fetch. To find a name such as John Doe s Insurance Company and all you remember is the second word Doe s, you can enter a wildcard before and after the listing. Example: %Doe s% To search for the entire list enter % and press Fetch. Example: F6 Fetch In the lookup screen, once the basic information has been entered, click Fetch or press F6. This tells the database to begin searching according to the criteria entered. The screen will display the information found. copyright 2013 CompuGroup Medical. All rights reserved. Page 11 of 269

12 3.5 Printing Grids With almost any grid in DAQbilling there is an option to print the screen, export to Excel, HTML, Text, or XML file. For example, the screen in the previous section displays all providers when doing a lookup for a provider number using the Lookup key. To print or export this grid: 1. Right-click anywhere in the grid and the print menu will display. If the print option is selected, then a print preview screen will display. If one of the export options is selected, then a dialog box will appear asking for a file name and where to save the file. 2. Select one of the choices from the menu. 3.6 Printing Destinations All reports require the user to select where the report should be printed. The following is a description of the standard options for printing. These will appear whenever a report is selected. Option Screen Printer Export Tray Copies Description Compiles and prints the report to the screen. Choose which printer the report will print to from the drop-down list. Download the report into an Excel, HTML, Text, or XML format file. Choose which tray the report will print to from the drop-down list. Choose who many copies of the report to print. Once the report options are selected, press F10 on the keyboard or click OK. If the report is no longer requires, abort the process by pressing ESC on the keyboard or click Cancel. copyright 2013 CompuGroup Medical. All rights reserved. Page 12 of 269

13 3.7 Printing to Screen Standard functions of a report when printed to the screen: The top of the screen-printed reports offer a navigational bar for viewing multiple pages and printing once the report is viewed on the screen. To scroll through the pages of a report, click the left or right arrow buttons. To go directly to the first or last page of a report, click the left or right arrow and line buttons. To view a specific page, click in the Page field and type the desired page. (The total number of pages is shown to the right of the Page field.) To enlarge the report on the screen, choose a percent zoom from the drop-down list. Choose the pages to print in the field to the right. Click F8 (Print) to print the report to the printer. To exit the report, click Cancel or press ESC on the keyboard. copyright 2013 CompuGroup Medical. All rights reserved. Page 13 of 269

14 Chapter 4: Setup Under the Setup option, the user can customize many aspects of the DAQbilling software program to best suit the user. Setup is divided into two major groups: System Settings and Other Setup. From System Settings, the user can enter location information and user security options. Other Setup allows for the widest variety of information in the DAQbilling program. The user can set up information for providers, referring providers, super bills, insurances, insurance groups, diagnosis codes, adjustment codes, appointment types, payment types, Procedure Codes, Procedure Code groups, and scanner information. 4.1 System Settings The user can customize practice, locations, and users from System Settings Practice Settings [PS] Practice Settings contains several tabbed views: Main IEV (Insurance Eligibility Verification) Timely File Additional Fields User Defined Fields copyright 2013 CompuGroup Medical. All rights reserved. Page 14 of 269

15 Main Tab Main tab fields and icons: Screen Element Enforce Onset Date Description A marked check box indicates the onset date is required. Patient Auto Increment A marked check box indicates new Patient numbers will automatically increment to the next sequential number. If left unmarked, the Get Next Patient ID field will be removed and replaced with a blank button. Do NOT allow manual assignment of Patient Number Default Location NPI Date to show in Review History FROM Column If marked, users will not be able to input the patient number when creating a new patient. It will require users to use the Get New Patient ID icon. When marked, if you enter a patient number out of sequence, an error message will display. Unmarked will allow manual entry of patient ID numbers. Enter the default NPI number here. Options are Date of Deposit (default) or Payment Date. In Review History, the default date shown for a payment is Date of Deposit. If Payment Date is selected, the payment date will display the date that the payment was entered into the system. Line Item Diag Order A marked check box allows the user to manipulate the order in which the current Diagnosis Codes (DX Codes) appear on the Procedure Code line item under DX. Instead of only being able to list diagnosis codes in the current order 1234, the user can change the order to suit the insurance requirement needs Unmarked means diagnosis codes must be selected in the order in which they were entered. copyright 2013 CompuGroup Medical. All rights reserved. Page 15 of 269

16 IEV (Insurance Eligibility Verification) Tab IEV is an optional service. This tab will only display if you have this service enabled. IEV tab fields and icons: Screen Element Automated Medicare IEV Requests Automated Medicaid IEV Requests Automated BC/BS IEV Requests Automated Commercial IEV Requests Automated Tricare IEV Requests Description A marked check box indicates you want the system to automatically check for Medicare insurance eligibility. A marked check box indicates you want the system to automatically check for Medicaid insurance eligibility. A marked check box indicates you want the system to automatically check for BC/BS insurance eligibility. A marked check box indicates you want the system to automatically check for Commercial insurance eligibility. A marked check box indicates you want the system to automatically check for Tricare insurance eligibility. Medicare IEV requests fewer than this many days apart are considered too frequent Default is 30. Users may change this to any desired amount. Medicaid IEV requests fewer than this many days apart are considered too frequent Default is 30. Users may change this to any desired amount. BC/BS IEV requests fewer than this many days apart are considered too frequent Default is 30. Users may change this to any desired amount. Commercial IEV requests fewer than this many days apart are considered too frequent Default is 30. Users may change this to any desired amount. copyright 2013 CompuGroup Medical. All rights reserved. Page 16 of 269

17 Screen Element Automated Medicare IEV requests fewer than this many days apart are considered too frequent Description Default is 0. Users may change this to any desired amount. Automated Medicaid IEV requests fewer than this many days apart are considered too frequent Default is 0. Users may change this to any desired amount. Automated BC/BS IEV requests fewer than this many days apart are considered too frequent Default is 0. Users may change this to any desired amount. Automated Commercial IEV requests fewer than this many days apart are considered too frequent Default is 0. Users may change this to any desired amount. Automated Tricare IEV requests fewer than this many days apart are considered too frequent Default is 0. Users may change this to any desired amount TimelyFile Tab TimelyFile tab fields and icons: Screen Element BCBS Timely Filing Period in Days Commercial Timely Filing Period in Days Medicaid Timely Filing Period in Days Medicare Timely Filing Period in Days Tricare Timely Filing Period in Days Timely Filing Warning Period in Days Description Default value is 5. Users may change this to any desired amount. Default value is 5. Users may change this to any desired amount. Default value is 5. Users may change this to any desired amount. Default value is 5. Users may change this to any desired amount. Default value is 5. Users may change this to any desired amount. Default value is 5. Users may change this to any desired amount. copyright 2013 CompuGroup Medical. All rights reserved. Page 17 of 269

18 Additional Fields Tab The Additional Fields section is used to enter additional fields for the practice. This will enable/disable these fields for all locations in your practice. Complete the default value to add it to your Create Encounter Screen/Additional Information Tab. Note: Filing in a default value in Practice Settings will cause all new encounters to populate the same information User Defined Fields Tab The User Defined Fields tab is used to enter user defined fields for the location. Click Add to add a new field and mark the check box to activate it. copyright 2013 CompuGroup Medical. All rights reserved. Page 18 of 269

19 Each user defined field set up here will display directly below the Alert field in the Patient Management/Add/Edit Patient section of DAQbilling. To add User Defined fields: 1. Click Add or F2. The User Defined Field window will display. 2. Enter a description of the new field. 3. To deactivate the user defined field, mark the Inactive check box on the User Defined Field window. If left unmarked, the Active check box in the table will be marked automatically. 4. Click OK to save the user defined field or Cancel to exit without saving. The new user defined field will show up in the table on the User Defined Fields tab. 5. Repeat these steps to add additional user defined fields. There is no limit to how many user defined fields can be added. To edit User Defined fields: 1. Select the desired User Defined field to edit. 2. Click Edit or F4. The User Defined Field window will display. 3. Change the description or mark the field inactive. 4. Click OK to save the user defined field or Cancel to exit without saving. To delete User Defined fields: 1. Select the desired User Defined field to delete from the list. 2. Click Delete or F12. A dialog box will display asking for confirmation to delete the selected user defined field. 3. Click Yes to delete. Once deleted, a dialog box will display stating that the selected user defined field was deleted. copyright 2013 CompuGroup Medical. All rights reserved. Page 19 of 269

20 4.1.2 Location [LO] To create a new Location or to edit an existing Location: 1. Click Setup. 2. Click System Settings and then Location or LO. A blank Location window will display. From here, Locations can be added or edited. To edit an existing location, type in the Location ID or use the Lookup key to search for the location by name. To add a new location, type in a new Location ID and press Enter. 3. Fill in all appropriate information. 4. Click OK to save or Cancel to exit. There are four tabs in Location Setup: Location, Billing, Aging, and HCFA Location Tab The Location tab is the default screen shown once a Location number is selected. It is used to set up the report header, enter location information, enter location defaults, and enable or disable various settings in the program. Note: Any location changes will not take effect until the DAQbilling program has been exited and restarted. copyright 2013 CompuGroup Medical. All rights reserved. Page 20 of 269

21 Location tab fields and icons: Screen Element No. Name Report Header Description Enter the Location number in this field. Use the Lookup key to search for the location by name. Enter the name of the location in this field. Enter any information in Lines 1-5 that will be printed on report headers. For example, enter the practice name, address, and phone number to appear on top of all reports. Location Name and Address Enter the location name, address, city, state, zip, phone and fax number where services were rendered. If you enter the zip code first, the city and state will automatically populate. This information is used in HCFA box 32 to indicate where services are performed. CLIA/Home Health Agency ID Select Tax ID Type Electronic Submission Location Type Location NPI Enter the CLIA number of the practice. This is used for outside lab charges. Select which tax ID type will be used for the location. Choose from SSN or Tax ID. Choose the location type from the drop-down list. The choices are: None, Facility, Independent Lab, Testing Lab, and Service Location (used when other codes do not apply). This is used for electronic submission. Enter the Location NPI (National Provider ID). New Patient Defaults Auto-Post Encounters on Save Option Default Encounter Date to Today Option Enable Suffix Enable Race Enable Driver s License Enable The default for each location can be entered in the city, state, zip, and area code fields. When a user will log in to the location, the defaults will automatically populate into the fields (for example, when adding a Patient). If the defaults should be the same as the locations, then click Use Location Values and the fields will populate with the location s city, state, zip, and area code only if those fields are already completed. You may choose to leave these fields blank. If this check box is marked, Encounters will be posted to CGM DAQbilling automatically after they are created. If this check box is marked, the date of the Encounter (DOS) will always default to the current date. Allows suffixes such as Jr., to be entered after the Patient s name. Allows Patient s race to be recorded. This activates the driver s license field. This activates the address field. copyright 2013 CompuGroup Medical. All rights reserved. Page 21 of 269

22 Screen Element Enable Medical Records Number Credit Card Info on top Display Encounter ID Display Encounter Date Display Procedure Code Description This activates the medical records number field. This option is available to add to patient statements. This option is available to add to patient statements. This option is available to add to patient statements. This option is available to add to patient statements. Display Procedure Code From Date This option is available to add to patient statements. Display Procedure Code To Date Display Tax ID Display Diagnosis Code Display Diagnosis Description Print Statements Per Guarantor Suppress Ins-Only Encounters This option is available to add to patient statements. This option is available to add to patient statements. This option is available to add to patient statements. This option is available to add to patient statements. This option is available to add to patient statements. This option is available to remove encounters for insurance only from appearing on the patient statement. Delete OK Cancel To delete a location, open the location and click Delete to verify the correct location is being deleted. Note: Location 1 cannot be deleted, and the Delete button is disabled. Click OK or press F10 to save changes and exit the location. Click to exit the location without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 22 of 269

23 Billing Tab The Billing tab is used for entering the billing name, address, and any dunning messages for Patient statements. Billing tab fields and icons: Screen Element Billing Name and Address Billing Provider Name Electronic Submission Entity Type Dunning Messages/Payment Types Payment Types Description The physician/supplier s billing name and address. These fields are used in HCFA box 33. Used for electronic claims (instead of Billing Name) if the entity type is Person. Select the Entity type from the drop-down list. Options are None, Person, or Organization. The statements entered here can be different for each designated period past due. The correct one (depending on how many days past due) will appear on the bottom of the Patient Statements. Type the message exactly how it should appear on the statement. The payment type entered in this field will appear on the Patient Statements. Enter the payment types exactly how they should appear on the statement. copyright 2013 CompuGroup Medical. All rights reserved. Page 23 of 269

24 Aging Tab The Aging tab is used for setting up Patient Aging and Insurance Aging. Select the option necessary for the location from the drop-down list. Aging tab fields: Screen Element Patient Aging by Description Can be set from: Date of Service Date of Transfer to Patient Insurance Aging by Can be set from: Date of Service Date of Transfer from Insurance Amount of Aging Can be calculated by: Line Item Price Expected Reimbursement HCFA Tab The HCFA tab is for setting up how Boxes 32 and 33 should appear on the HCFA. Select the option necessary for the location by choosing the radio button next to the desired explanation. The two options are: Use Location Name and Address in HCFA box 32, and Billing Name and Address in HCFA box 33 Use Location Name and Address in HCFA box 33 and leave HCFA box 32 blank copyright 2013 CompuGroup Medical. All rights reserved. Page 24 of 269

25 4.1.3 User Settings [US] User Settings contains several tabbed views: Security Locations Other Settings Report Categories Security Tab Security tab fields and icons: Screen Element User Password Confirm Description Enter the user ID or use the Lookup key to search for the user by name. Enter the user s password. Up to six alpha or numeric characters may be used. Re-enter the user password for confirmation. Security Shortcuts These buttons are created for fast and easy setup of users. Choose one of the settings, then edit as needed. Administrator: Access to all options available. Billing Specialist: Access to all functions needed for billing only. Encounter Entry: Access to all functions needed for entering Encounters. Clear All: Clears all check boxes and removes access to all functions. Additional buttons or templates may be set up in Security Template. copyright 2013 CompuGroup Medical. All rights reserved. Page 25 of 269

26 Screen Element User Settings check box Description Mark/unmark to grant or remove permissions. You must be an administrator to change permissions of other users. Security Setup fields: Security Setup Listing Description Patient View Patient (read only) Allows user to view Patient information. Patient Add/Edit Patient Allows user to add and/or edit Patient information. Patient Delete Patient Allows user to delete Patients. Patient Change Patient Number Allows user to change Patient numbers. Patient Merge Patients Allows user to merge Patient information. Patient Add/Edit Guarantor Allows user to add and/or edit Guarantor information. Patient Delete Guarantor Allows user to delete Guarantors. Provider Add/Edit Provider Allows user to add and/or edit provider information. Provider Change Provider Number Allows user to change provider numbers. Provider Delete Provider Allows user to delete providers. Provider Add/Edit Referring Provider Allows user to add and/or edit referring provider s information. Provider Change Referring Provider Number Allows user to change referring provider numbers. Provider Delete Referring Provider Allows user to delete referring providers. Provider Add/Edit Super Bill Allows user to add and/or edit the Super Bill. Provider Delete Super Bill Allows user to delete Super Bills. Encounter Encounter Maintenance Allows user to add and/or edit Encounters in the Encounter maintenance screen. Encounter View Encounter (ready only) Allows user to view all information in the Encounter, but user will not be able to add/edit the Encounter. copyright 2013 CompuGroup Medical. All rights reserved. Page 26 of 269

27 Security Setup Listing Description Encounter Add/Edit Encounter Allows user to view, add and/or edit Encounter. Encounter Delete Encounter Allows user to delete Encounters. Encounter Print Statement Allows user to print Patient Statements. Encounter Print Receipt Allows user to print Receipts. Encounter Print Super Bill Allows user to print Super Bills. Encounter Print ABN Allows user to print Advanced Beneficiary Notices. Encounter Print HCFA Allows user to print Health Insurance Claim Forms. Encounter Do NOT Default Encounter to User Review If this check box is marked, all new Encounters will not be saved in User Review status automatically. Encounter Check for Unposted Encounters on Exit If this check box is marked, upon existing DAQbilling, a dialog box will display if there are unposted Encounters. Click Yes to post these encounters before exiting the program, or click No to exit without posting the Encounters. Claim Control Encounter Review Allows access to the Encounter Review section. Claim Control Statement Review Allows access to the Statement Review section. Claim Control Overdue Review Allows access to the Overdue Review section. Claim Control Credit Review Allows access to the Credit Review section. Claim Control Clearinghouse Reports Allows access to the Clearinghouse Reports section. Claim Control Rebill Encounters Allows access to the Rebill Encounters section. Claim Control Post Encounters Allows access to post Encounters in Encounter Review. Claim Control Unpost Encounters Allows access to unpost Encounters in Encounter Review Claim Control Timely Filing Allows access to the Timely Filing section. Claim Control Interface Review Allows access to the Interface Review section. Payments Add/Edit Insurance Payments Allows user to add/edit insurance payments. copyright 2013 CompuGroup Medical. All rights reserved. Page 27 of 269

28 Security Setup Listing Description Payments Delete Insurance Payments Allows user to delete insurance payments. Payments Add/Edit Patient Payments Allows user to add/edit Patient payments. Payments Delete Patient Payments Allows user to delete Patient payments. Payments Add/Edit Capitated Payments Allows user to add/edit capitated payments. Payments Delete Capitated Payments Allows user to delete capitated payments. Payments Add/Edit Deposits Allows user to add/edit deposits. Payments Close Deposits Allows user to close deposits. Payments Re-open Deposit Allows user to re-open deposits. Adjustments Void Payment Allows user to void payments. Adjustments Refunds Allows user to perform refunds. Adjustments Credit Transfer Allows user to transfer credit. Adjustments Bad Debt Allows user to write off bad debt. Adjustments Transfer/Refile Encounter Responsibility Allows user to transfer or refile Encounter responsibility to a different insurance or to the Patient. Adjustments Edit Submitted Encounter Allows user to edit Encounters already submitted. Reports Health Check Report Allows user to print health check reports. Reports HCFA Printing Offset Allows access for setting up HCFA printing offset. Reports Report Setup Allows access to report setup. copyright 2013 CompuGroup Medical. All rights reserved. Page 28 of 269

29 Security Setup Listing Description Warnings When the appropriate check boxes are marked, the system checks for the following: Ensure SSN is unique in both Patient and Guarantor tables Ensure SSN is unique in own table Ensure SSN exists when saving Patient or Guarantor Verify Insurance after 1 year Verify Signature after 1 year Scheduler Scheduler Allows access to the Scheduler section of DAQbilling. Scheduler Scheduler Setup Allows access to the Scheduler setup. Scheduler Add Schedule Allows user to add schedules. Scheduler Delete Schedule Allows user to delete schedules. Scheduler Add/Edit Appointment Types Allows user to add/edit appointment types. Scheduler Delete Appointment Types Allows user to delete appointment types. Scheduler Skip Create Encounter Prompt on New Appointment Mark the check box to skip the create encounter prompt on new appointments. Scanning Scan Documents Allows user to add/edit scanned documents. Scanning Delete Document Scans Allows user to delete scanned documents. Setup Practice Settings Allows access to Practice Settings. Setup Add/Edit Location Allows user to add/edit locations. Setup Delete Location Allows user to delete locations. Setup Add/Edit User Allows user to add/edit User Settings information. Setup Delete User Allows user to delete users. Setup Add/Edit Insurance Company Allows user to add/edit insurance companies. copyright 2013 CompuGroup Medical. All rights reserved. Page 29 of 269

30 Security Setup Listing Description Setup Delete Insurance Company Allows user to delete insurance companies. Setup Add/Edit Procedure Allows user to add/edit Procedure Codes. Setup Delete Procedure Allows user to delete Procedure Codes. Setup Procedure Pricing Allows user to set up different pricing for Procedure Codes according to price levels. Setup Add/Edit Procedure Group Allows user to add/edit Procedure Code groups. Setup Delete Procedure Group Allows user to delete Procedure Code groups. Setup Add/Edit Diagnosis Code Allows user to add/edit diagnosis codes. Setup Delete Diagnosis Code Allows user to delete diagnosis codes. Setup Add/Edit Adjustment & Explanation Code Allows user to add/edit adjustments or explanations codes. Setup Delete Adjustment & Explanation Codes Allows user to delete adjustments or explanation codes. Setup Add/Edit Payment Type Allows user to add/edit payment types. Setup Delete Payment Type Allows user to delete payment types. Setup Add/Edit Insurance Group Allows user to add/edit insurance groups. Setup Delete Insurance Group Allows user to delete insurance groups. Setup Add/Edit Macros Allows user to add/edit macros. Setup Delete Macros Allows user to delete macros. Setup Add/Edit Price Level Allows user to add/edit price levels to set up Procedure Code pricing. Setup Delete Price Level Allows user to delete price levels. copyright 2013 CompuGroup Medical. All rights reserved. Page 30 of 269

31 Security Setup Listing Description Setup Add/Edit Security Template Allows user to add/edit security templates. Setup Delete Security Template Allows user to delete security templates. Setup Skip Timely Filing on Login Allows the user to turn off Timely Filing at login. Users may wish to do this if they have many items in Timely Filing Review, which causes a delay at login. If this option is selected, the user can still review the Timely Filing information from Claim Control. Utilities Change Insurance Number Allows user to change insurance company number. Utilities Change Insurance Group Number Allows user to change insurance company group number. IEV Submit Insurance Verification Request Allows user to submit IEV requests. IEV Always Allow Submit Allows user to submit IEV requests even when the minimum days set in practice settings have not been met. Other Encounter ID First on Patient Lookup Mark this check box to display the Encounter ID first in the Encounter. If unmarked, then the Patient name is first in the Encounter Locations Tab This feature is used if a provider office has multiple locations. Billing services must add all client locations here. copyright 2013 CompuGroup Medical. All rights reserved. Page 31 of 269

32 Locations tab fields: Screen Element Initial User Location Location Description The location listed in this field is the location that the user will log into the first time they log on to a new workstation. If the user has more than one allowed location and would like to change where they log in, then once they log in the first time, the user can click on the door icon on the main screen and a list of their allowed locations will display. Select the new location. When the user logs in at that workstation, they will log in to the selected location. The Location column lists every location set up in the program. Allowed Mark the check box if the user goes to the locations. When this box is marked, the location will display in the location list on the main screen Other Settings Tab Other Settings tab fields: Screen Element Encounter Maintenance Columns Description From the drop-down list, choose which information will be displayed in the Encounter Maintenance screen for each Encounter and each line item. Defaults Enter the default gender and/or race for the Patients. For example, in an OB/GYN office all the Patients will be female so it is easier to set the default for all Patients as female instead of entering the same gender every time a new Patient is entered in the system. copyright 2013 CompuGroup Medical. All rights reserved. Page 32 of 269

33 Report Categories Tab This feature allows users access to specific report categories. Mark the check box to assign permissions to the user. 4.2 Other Setup Provider [PR] This section allows you to add or edit providers (medical staff) in your practice. Enter everyone who will see patients. The Provider window contains two tabbed views: General Schedule copyright 2013 CompuGroup Medical. All rights reserved. Page 33 of 269

34 To add or edit a provider: 1. Click Setup. DAQbilling v User Guide 2. Click Other Setup and Provider or [PR]. A blank Provider window will display. From here, providers can be added or edit. 3. To edit a provider, type in the provider ID, or use the Lookup key to search for the provider by name. To add a provider, enter the new provider ID, or click the Get Next Provider Number icon or F6. 4. Complete all appropriate information and click OK to save or Cancel to exit General Tab This tab is for the Provider s demographic information, personal information, and insurance group numbers and PINs. General tab fields and icons: Screen Element No. Last First Middle Description Enter the Provider ID in this field. Use the Lookup key to search for the provider by name. Enter the provider s last name. Use the Lookup key to search for the provider by name. Enter the provider s first name. Use the Lookup key to search for the provider by name. Enter the provider s middle name. copyright 2013 CompuGroup Medical. All rights reserved. Page 34 of 269

35 Screen Element Suffix Credentials Inactive Specialty Taxonomy Import Master Address Company Address Home Phone Work Phone Pager Cell Phone Description Enter the provider s suffix, if applicable. Enter the provider s credentials. If this check box is marked, then the provider is not an active provider. When a user searches for providers, the providers marked as inactive will not appear in the search. Enter the provider s medical specialty. Use the Lookup key to search for the specialty by name. Enter the provider s taxonomy code. Use the Lookup key to search for the code by name. This will import all address and telephone information from the master location. Enter the provider s company name. Enter the provider s address in the Address, City, State, and Zip fields. If the zip code is entered first, then the city and state will automatically populate. Enter the provider s home phone number. Enter the provider s work phone number and extension. Enter the provider s pager number. Enter the provider s cell phone number. Supervisor Super Bill SSN NPI UPIN Fax If the provider has a supervisor overseeing their work, enter the supervisor s code. Use the Lookup key to search for the supervisor by name. Note: The supervisor is set up as a provider. Enter the super bill number that this provider will use. Use the Lookup key to search for the super bill by name. Enter the provider s social security number. Enter the provider s national provider identification number. Enter the provider s unique physician identification number. Enter the provider s fax number. Enter the provider s address. copyright 2013 CompuGroup Medical. All rights reserved. Page 35 of 269

36 Screen Element Participate/Accept Assignment Description These check boxes indicate if your practice participates with this insurance company and if you accept assignment from this insurance company. The Group Numbers and PINs are used to set up provider/insurance codes. These are all DEFAULT settings. Additional Numbers Display an additional screen where you can enter individual subgroups of the insurance company and their numbers. Each of these numbers can be changed per insurance and/or per location. Delete OK Cancel To delete a provider, open the provider and click Delete. Verify that the correct provider is being deleted. Click OK or F10 to save changes and exit the provider setup. Click to exit provider setup without saving Setting up Provider/insurance Codes for Plan Types To set up provider/insurance codes for each of the five plan types (Medicare, Medicaid, BC/BS, Commercial, Tricare ID) do the following: 1. Enter the default group number for the provider in the Group Number field. 2. Enter the default pin for the provider in the PIN field. 3. Mark the Participate check box if the provider will participate in all the insurances for plan type. 4. Mark the Accept Assignment check box if the provider will accept assignment in all the insurances for plan type Enter a Different Value for Group Number This is for each insurance company or for a specific location for that insurance. 1. Click in the Group Number field. 2. Enter the Group Number. It will now appear with black lettering Enter a Different Value for PIN To enter a different value for a PIN: 1. Click in the PIN field (ether for each insurance or for a specific location for that insurance). 2. Enter the PIN. It will now appear with black lettering. 3. Select a Different Value for Accept Assignment (AA) and/or Participate (P). copyright 2013 CompuGroup Medical. All rights reserved. Page 36 of 269

37 4. Click in the field (either for each insurance or for a specific location for that insurance). A drop-down list will display. 5. Choose one of the following choices: Default Accept Assignment, Accept Assignment, and Do NOT Accept Assignment. 6. A green check will display if it was selected; a red X will display if it was not selected. 7. Click on the PIN and the Alternate PIN Maintenance window will display. 8. Enter the number in the Value field. Note: The name of the field is set up in the backend. Contact Technical Support to change the name. 9. Click OK to save or Cancel to exit without saving. Once the value is entered, the PIN in the Alt column will turn red. 10. Once all the numbers and values are set, click OK to save the provider s insurance codes, or Cancel to exit without saving Schedule Tab In the Schedule tab, the user can set up the free/busy schedule for each provider. This will reflect how the Scheduler appears when this provider is added to the Scheduler. This schedule is the everyday schedule for the provider, which means that if the provider, for example, has lunch every day from 12:45 until 2:00, or if s/he has a meeting every Tuesday from 3:00 to 4:00, then this is where this kind of information should be entered. On the other hand, if the provider wants to have just one meeting on a particular day and never again, then this type of information should be entered directly into the Scheduler under that provider Setup the Provider s Schedule 1. Select a range of cells by clicking on the first cell and dragging up/down (to select a time range) or left/right (to select multiple day range). 2. Right-click on the selected range of cells. 3. Choose from one of the following options: Closed, Lunch, Meeting, Other, or None. Each of these options is color coded for easy reference; the key is shown to the right of the schedule. copyright 2013 CompuGroup Medical. All rights reserved. Page 37 of 269

38 4.2.2 Referring Provider [RP] To create a new referring provider or to edit an existing referring provider: 1. Click Setup. 2. Click Other Setup and Referring Provider or [RP]. A blank Referring Provider window will display. From here, referring providers can be added or edited. 3. To edit an existing referring provider, type in the Referring Provider ID, or use the Lookup key to search for the referring provider by name. 4. To add a new referring provider, enter a new Referring Provider ID or use the Get Next Referring Provider icon or F6. 5. Press Enter. 6. Complete all appropriate information. 7. Click OK to save or Cancel to exit. Referring Provider fields and icons: Screen Element No. Last First Middle Description Enter the referring provider number in this field. Use the Lookup key to search for the referring provider by name. Enter the referring provider s last name. Enter the referring provider s first name. Enter the referring provider s middle initial. copyright 2013 CompuGroup Medical. All rights reserved. Page 38 of 269

39 Screen Element Credentials Description Enter the referring provider s credentials. Inactive If this check box is marked, then the referring provider is not an active referring provider. When a user searches for referring providers, the referring providers marked as inactive will not appear in the search. Taxonomy Enter the referring provider s taxonomy code. Use the Lookup key to search for the code by name. Enter the referring provider s address. Location Select the location from the Location Lookup key. When you search the list of referring providers from a location that you are currently logged in to, you will only see referring providers for that location. Company Address Home Phone Cell Phone Work Phone Pager Fax Comments Delete Additional IDs Enter the referring provider s company name. Enter the referring provider s address in the Address, City, State, and Zip fields. If the zip code is entered first, then the city and state will automatically populate. Enter the referring provider s home phone number. Enter the referring provider s cell phone number. Enter the referring provider s work phone number and extension. Enter the referring provider s pager number. Enter the referring provider s fax number. Add any notes about the referring provider. To delete a referring provider, open the referring provider and click Delete. Verify that the correct referring provider is being deleted. Enter all the referring provider s IDs. Import Master Address from Primary Location This will import all address and telephone information from the Primary Location. OK Cancel Click OK or F10 to save changes and exit the referring provider setup. Click to exit referring provider setup without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 39 of 269

40 4.2.3 Super Bill [SB] DAQbilling supports multiple Super Bills, allowing each provider to have a customized Super Bill. The Super Bill for each provider is selected in the Provider Setup section by the unique ID corresponding to each Super Bill Create a New Super Bill or Edit an Existing Super Bill When setting up a Super Bill, you may wish to add a blank line under each section in case the Provider wishes to write something in or in case you have any additions later. Adding a row adds the row all the way across the Super Bill. To create a new Super Bill or to edit an existing Super Bill: 1. Click Setup. 2. Click Other Setup and Super Bill or [SB]. A blank Super Bill window will display. From here, Super Bills can be added or edited. 3. To edit an existing Super Bill, type in the Super Bill ID, or use the Lookup key to search for the Super Bill by name. 4. To add a new Super Bill, enter a new Super Bill ID and press Enter. 5. Complete all appropriate information. 6. Click OK to save or Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 40 of 269

41 Super Bill field and icon descriptions: Screen Element No. Description Inactive Add Delete Column 1, 2, 3, 4 Headers (Hdr) Proc Diagnosis Delete OK Cancel Description Enter the super bill number in this field. Use the Lookup key to search for the super bill by name. Enter a name or description for the super bill. If this check box is marked, then the super bill is not an active super bill. When a user searches for super bill, the super bill marked as inactive will not appear in the search. Click Add or F2 to add or insert a new row to the super bill. The new row will always appear before the selected row. To delete a row from the super bill, select the row to delete and click Delete or F12. Confirm that the row should be deleted. Super bills always consist of four columns. These columns can be set up in various ways with headers, Procedure Codes, and diagnosis codes. To turn a field into a header, mark a check box next to the desired field in the Hdr column. The color of the field will change to a black background with white lettering. Allows the user to search for a Procedure Code already entered in the system. Allows the user to search for a diagnosis code already entered in the system. To delete a super bill, open the super bill and click Delete. Verify that the correct super bill is being deleted. Click OK or F10 to save changes and exit the super bill setup. Click to exit super bill setup without saving. To search for a Procedure Code already entered in the system: 1. Click in one of the blank fields and click Proc or F6. 2. The Procedure Code Lookup window will display. Enter the Procedure description and/or code and click Fetch. 3. Double-click on the desired Procedure Code. 4. The selected Procedure Code ID and description will display in the blank field. copyright 2013 CompuGroup Medical. All rights reserved. Page 41 of 269

42 To search for a diagnosis code already entered in the system: 1. Click in one of the blank fields and click Diagnosis or F7. 2. The Diagnosis Lookup window will display. Enter the Diagnosis description and/or code and click Fetch. 3. Double-click on the desired diagnosis code. 4. The selected Diagnosis Code ID and description will display in the blank field Insurance [IN] Create a New Insurance Company or Edit an Existing Insurance Company To create a new Insurance or to edit an existing Insurance Group: 1. Click Setup. 2. Click Other Setup and Insurance or [IN]. A blank Insurance Company window will display. From here, the Insurance Company can be added or edited. 3. To edit an existing Insurance Company, type in the Insurance No. and/or Name, or use the Lookup key to search for the Insurance by name. 4. To add a new Insurance Company, enter a new Insurance number and press Enter. 5. Complete all appropriate information. 6. Click OK to save or Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 42 of 269

43 Insurance Company field and icon descriptions: Screen Element No. Name Description Enter the insurance company number in this field. Use the Lookup key to search for the insurance company by name. Enter the insurance company name. Inactive If this check box is marked, then the insurance company is not an active insurance company. When a user searches for insurance company, the insurance company marked as inactive will not appear in the search. Routing ID Enter the insurance company s routing ID, or use the Lookup key to search for the routing ID by name. Once the routing ID is selected, the Plan Type field will automatically populate. Routing Notes Timely Filing Period Timely Filing Warning Days Ins Group No Address Phone Contact 1 and Contact 2 Fax Notes Shows any CGM DAQbilling routing notes for this insurance company and is not editable. If you wish to change the default dates for just this insurance company, change the amount of days here. If you wish to change the default dates for just this insurance company, change the amount of days here. If the insurance company is part of a group, then enter the insurance company s group number, or use the Lookup key to search for the insurance group number by name. Enter the insurance company s address in the Address, City, State, and Zip fields. If the zip code is entered first then the city and state will automatically populate. Enter the insurance company s phone number and extension. Enter the insurance company s contact names, phone numbers, and extensions. Enter the insurance company s fax number. Add any notes regarding the insurance company. Price Level If you have set up a multiple fee schedule, you will have a choice for price level. Enter the price level ID that this insurance company will use to have special pricing on the Procedure Codes, or use the Lookup key to search for the price level by name. For example, if special pricing was set up for BCBS price level in Procedure Code setup and in Insurance setup the price level was set to be BCBS, then when an Encounter is created for a Patient with this insurance, the Procedure Code prices are going to be the ones set up for the price level, not the ones set up as the default prices. copyright 2013 CompuGroup Medical. All rights reserved. Page 43 of 269

44 Screen Element Default Encounters to Electronic Billing Description Marking this check box will automatically default all Encounters to do electronic billing. Capitated Requires Authorization Delete Save and Enter Additional Numbers OK Cancel Marking this check box will make this insurance capitated insurance. Marking this check box will require authorization if this insurance is selected for the Patient. To delete an insurance company, open the insurance company and click Delete. Verify that the correct insurance company is being deleted. Saves insurance company information and then displays the Provider/Insurance Codes window. Click OK or F10 to save changes and exit the insurance company setup. Click to exit the insurance company setup without saving Insurance Groups [IG] Create a New Insurance Group or Edit an Existing Insurance Group To create a new Insurance Group or to edit an existing Insurance Group: 1. Click Setup. 2. Click Other Setup and Insurance Groups or [IG]. A blank Insurance Group window will display. From here, the Insurance Group can be added or edited. 3. To edit an existing Insurance Group, type in the Insurance No. and/or description, or use the Lookup key to search for the Insurance Group by name. 4. To add a new Insurance Group, enter a new Insurance Group number and press Enter. 5. Complete all appropriate information. 6. Click OK to save or Cancel to exit. Insurance Group field and icon descriptions: Screen Element No. Description Enter the insurance group number in this field. Use the Lookup key to search for the insurance group by name. copyright 2013 CompuGroup Medical. All rights reserved. Page 44 of 269

45 Screen Element Description Description Enter the insurance group name or description. Inactive If this check box is marked, then the insurance group is not an active insurance group. When a user searches for insurance group, the insurance group marked as inactive will not appear in the search. Delete OK Cancel To delete an insurance group, open the insurance group and click Delete. Verify that the correct insurance group is being deleted. Click OK or F10 to save changes and exit the insurance group setup. Click to exit the insurance group setup without saving Diagnosis Codes [DG] Create a New Diagnosis Code or Edit an Existing Diagnosis Code To create a new Diagnosis Code or to edit an existing Diagnosis Code: 1. Click Setup. 2. Click Other Setup and Diagnosis Code or [DG]. A blank Diagnosis Code window will display. From here, the Diagnosis Code can be added or edited. 3. To edit an existing Diagnosis Code, type in the Diagnosis Code No. and/or description, or use the Lookup key to search for the Diagnosis Code by name. 4. To add a new Diagnosis Code, enter a new Diagnosis Code number and press Enter. 5. Complete all appropriate information. 6. Click OK to save or Cancel to exit. Diagnosis Code field and icon descriptions: Screen Element No. Description Description Enter the Diagnosis Code number in this field. Use the Lookup key to search for the Diagnosis Code by name. Enter the Diagnosis Code name or description. copyright 2013 CompuGroup Medical. All rights reserved. Page 45 of 269

46 Screen Element Inactive Description If this check box is marked, then the Diagnosis Code is not active. When a user searches for the Diagnosis Code, the Diagnosis Code marked as inactive will not appear in the search. DRG Delete OK Cancel Diagnostic Related Group field this field is needed for those clients submitting a claim using a UB-04 form. To delete a Diagnosis Code, open the Diagnosis Code and click Delete. Verify that the correct Diagnosis Code is being deleted. Click OK or F10 to save changes and exit the Diagnosis Code setup. Click to exit the Diagnosis Code setup without saving Adjustment/Explanation Codes [AE] Adjustment/Explanation Codes can be used just for explaining a change, or for allowing a financial adjustment as well. Choose Adjustment, Explanation, or Both Add or Edit Adjustment/Explanation Codes To add or edit adjustment/explanation codes: 1. Click Setup. 2. Click Other Setup and Adjustment/Explanation Codes or [AE]. A blank Adjustment/Explanation Code window will display. From here, the Adjustment/Explanation Code can be added or edited. copyright 2013 CompuGroup Medical. All rights reserved. Page 46 of 269

47 3. To edit an existing Adjustment/Explanation Code, click on the desired code description and enter the new information. 4. To add a new Adjustment/Explanation Code: a. Click Add to display a new line in the table. b. Enter the code (an abbreviation may be used here) and the description. c. Mark the Active check box to activate the code. d. Choose the Code Type: Adjustment, Explanation, or Both. e. If the code has already been used, a dialog box will appear stating, Not all codes are unique. Please make all codes unique to continue. 5. Click OK to save or Cancel to exit Delete Adjustment/Explanation Codes To delete adjustment/explanation codes: 1. Click on the desired code. 2. Click Delete. 3. Verify that the correct code is being deleted. 4. Click OK to save adjustment/explanation codes, or click Cancel to exit without saving Appointment Types [AT] Appointment types are set up for the use of the Scheduler Create Appointment Types To create a new appointment type: 1. Click Setup. 2. Click Other Setup and then Appointment Types or [AT]. A blank Appointment Types window will display. 3. Enter a new appointment type number and description, and then click Enter. copyright 2013 CompuGroup Medical. All rights reserved. Page 47 of 269

48 4. Left-click to select the background appointment color. Right-click to set the font color. 5. Click OK to save, or click Cancel to exit Edit Appointment Types To edit an appointment type: 1. Click Setup. 2. Click Other Setup and then Appointment Types or [AT]. A blank Appointment Types window will display. 3. Enter the Appointment Type number, or use the Lookup key to search for the appointment type by name. 4. Edit as needed. 5. Click OK to save, or click Cancel to exit Delete Appointment Types To edit an appointment type: 1. Click Setup. 2. Click Other Setup and then Appointment Types or [AT]. A blank Appointment Types window will display. 3. Enter the Appointment Type number, or use the Lookup key to search for the appointment type by name. 4. Click Delete. Verify that the correct Appointment Type is being deleted. 5. Click OK to save, or click Cancel to exit. Note: If the appointment type has already been used, you will not be able to delete it. An error message will display stating, Appointment Type XX has been used and can not be deleted. Appointment Type field and icon descriptions: Screen Element No. Description Duration (min.) Prompt for Patient Background/Font Color Delete Description Enter the Appointment Type number in this field. Use the Lookup key to search for the Appointment Type by name. Enter the Appointment Type name or description. Enter the duration of the appointment in minutes. Use the up/down arrows or enter the time in the field. Mark this check box if a Patient number is necessary for this type of appointment. Left-click to change the background color, or right-click to change the font color. To delete an Appointment Type, open the Appointment Type and click Delete. Verify that the correct Appointment Type is being deleted. copyright 2013 CompuGroup Medical. All rights reserved. Page 48 of 269

49 Screen Element OK Cancel Description Click OK or F10 to save changes and exit the Appointment Type setup. Click to exit the Appointment Type setup without saving Payment Types [PT] Create a New Payment Type To create a new payment type: 1. Click Setup. 2. Click Other Setup and then Payment Types or [PT]. A blank Payment Type window will display. 3. Enter a new Payment Type number and description. 4. Select a Source: Patient, Insurance, or Capitation. 5. Enter the Speed Key of the payment type. 6. Click OK to save, or click Cancel to exit Edit Payment Type To edit a payment type: 1. Click Setup. 2. Click Other Setup and then Payment Types or [PT]. A blank Payment Type window will display. 3. Enter the Payment Type number and description, or use the Lookup key to search for Payment Type by name. 4. Edit as needed. 5. Click OK to save, or click Cancel to exit Delete Payment Type To delete a payment type: 1. Click Setup. 2. Click Other Setup and then Payment Types or [PT]. A blank Payment Type window will display. 3. Enter the Payment Type number and description, or use the Lookup key to search for Payment Type by name. copyright 2013 CompuGroup Medical. All rights reserved. Page 49 of 269

50 4. Click Delete. Verify that the correct Payment Type is being deleted. 5. Click OK to save, or click Cancel to exit. Payment Type field and icon descriptions: Screen Element No. Description Source Speed Key Delete OK Cancel Description Enter the Payment Type number in this field. Use the Lookup key to search for the Payment Type by name. Enter the Payment Type name or description. Select the radio button for the source of the payment type. Choose from: Patient, Insurance, or Capitation. Enter the speed key of the payment type. To delete a Payment Type, open the Payment Type and click Delete. Verify that the correct Payment Type is being deleted. Click OK or F10 to save changes and exit the Payment Type setup. Click to exit the Payment Type setup without saving Procedures [CP] Create a New Procedure To create a new procedure: 1. Click Setup. 2. Click Other Setup and then Procedure or [CP]. A blank Procedure window will display. 3. Enter a new Procedure number and description. copyright 2013 CompuGroup Medical. All rights reserved. Page 50 of 269

51 4. Complete all appropriate information. If this Procedure Code has multiple pricing levels, click Pricing to expand the window and enter prices. 5. Click OK to save, or click Cancel to exit Edit Procedure To edit a procedure: 1. Click Setup. 2. Click Other Setup and then Procedure or [CP]. A blank Procedure window will display. 3. Enter the Procedure number and description, or use the Lookup key to search for Procedure by name. 4. Edit as needed. If the Procedure has multiple pricing levels, click Pricing to expand the window. 5. Click OK to save, or click Cancel to exit Delete Procedure To delete a procedure: 1. Click Setup. 2. Click Other Setup and then Procedure or [CP]. A blank Procedure window will display. 3. Enter the Procedure number and description, or use the Lookup key to search for Procedure by name. 4. Click Delete. Verify that the correct Procedure is being deleted. 5. Click OK to save, or click Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 51 of 269

52 Procedure field and icon descriptions: Screen Element No. Description Description Enter the Procedure number in this field. Use the Lookup key to search for the Procedure by name. Enter the Procedure name or description. Inactive If this check box is marked, then the Procedure is not active. When a user searches for the Procedure, the Procedure marked as inactive will not appear in the search. Price Enter the price for the service. Bill Patient Only If the Patient is the only person that will be billed for the service, the Procedure is a zero amount. Include Zero Amount Mark this check box to include the Procedure Code on the HCFA even if the Procedure Code is a zero amount. Exp Reimbursement If the expected reimbursement is different from the cost of the procedure, enter the expected reimbursement amount here. For example, if the office visit is $150, but only $100 is expected, then enter $100 in the Expected Reimbursement field. POS Place of Service: Enter the two-digit code that corresponds to the location where the service was provided. Use the Lookup key to search for the place of service by name. TOS Type of Service: Enter the single alpha or numeric code that corresponds with the type of service that was rendered. Use the Lookup key to search for the type of service by name. Units Enter the number of times the service should be charged. For example, if two casts were applied, then the unit should be 2. Unit Code Default code is UN. Some practices need to bill in different units. If needed, choose the unit code for this Procedure Code. For example, minutes of anesthesia, or miles in an ambulance. NDC Modifiers Revenue Code Pricing Enter the National Drug Code. Enter up to three modifiers that correspond to the service. Enter the revenue code for this Procedure Code. Click Pricing to view the pricing section below the Procedure Code information. This section shows each price level. copyright 2013 CompuGroup Medical. All rights reserved. Page 52 of 269

53 Screen Element Description If the price of the Procedure Code must be different than the default price, enter that price for the correct price level in the Price column. If the price in the Price column is grayed out, then the default Procedure Code price will be used. If necessary, complete the expected reimbursement on the Procedure Code in the Exp Reimb column. Delete OK Cancel To delete a Procedure, open the Procedure and click Delete. Verify that the correct Procedure is being deleted. Click OK or F10 to save changes and exit the Procedure setup. Click to exit the Procedure setup without saving Procedure Group [CG] Procedure Groups allow the user to create groups of Procedure Codes that are often ordered by the physicians. This diminishes the amount of entry that has to be done when creating Encounters. For example, an OB/GYN may know that for every well woman visit s/he performs, four Procedure Codes need to be entered. A Procedure Group could be created called Well Woman Create a New Procedure Group 1. Click Setup. 2. Click Other Setup and then Procedure Group or [CG]. A blank Procedure Group window will display. 3. Enter a new Procedure Group number and description. copyright 2013 CompuGroup Medical. All rights reserved. Page 53 of 269

54 4. Complete all appropriate information. The POS, TOS, Units, and Modifiers will automatically populate from the Procedure Code Setup section, but may be changed here. If any diagnosis codes were entered for the Procedure Group then they display here. 5. Click OK to save, or click Cancel to exit Edit Procedure Groups To edit a procedure group: 1. Click Setup. 2. Click Other Setup and then Procedure Group or [CG]. A blank Procedure Group window will display. 3. Enter the Procedure Group number and description, or use the Lookup key to search for Procedure Group by name. 4. Edit as needed. 5. Click OK to save, or click Cancel to exit Delete Procedure Group To delete a procedure group: 1. Click Setup. 2. Click Other Setup and then Procedure Group or [CG]. A blank Procedure Group window will display. 3. Enter the Procedure Group number and description, or use the Lookup key to search for Procedure Group by name. 4. Click Delete. Verify that the correct Procedure Group is being deleted. 5. Click OK to save, or click Cancel to exit. Procedure Group field and icon descriptions: Screen Element No. Description Description Enter the Procedure Group number in this field. Use the Lookup key to search for the Procedure Group by name. Enter the Procedure Group name or description. Diagnosis Codes Add Enter up to four diagnosis codes for the Procedure Group. Use the Lookup key to search for the Procedure Group by name. These diagnosis codes will display in the Encounter when the Procedure Group is selected. Click to add a Procedure Code to the Procedure Group. Edit Click to edit a Procedure Code from the Procedure Group. Delete Click to delete a Procedure Code from the Procedure Group. copyright 2013 CompuGroup Medical. All rights reserved. Page 54 of 269

55 Screen Element Proc Modifiers POS Description Enter the Procedure Code. Use the Lookup key to search for the Procedure Code by name. Enter any modifiers to the Procedure Code, if needed. Place of Service: Enter the two-digit code that corresponds to the location where the service was provided. Use the Lookup key to search for the place of service by name. TOS Type of Service: Enter the single alpha or numeric code that corresponds with the type of service that was rendered. Use the Lookup key to search for the type of service by name. NDC Units Diag Delete OK Cancel Enter the National Drug Code. Enter the number of times the service should be charged. For example, if two casts were applied, then the unit should be 2. Mark the check boxes for the appropriate Diagnosis Codes. The only options listed are the ones designated on the Procedure Group window. To delete a Procedure, open the Procedure and click Delete. Verify that the correct Procedure is being deleted. Click OK or F10 to save changes and exit the Procedure setup. Click to exit the Procedure setup without saving Price Levels [PL] Price Levels allow the user to set up different groups for pricing Procedure Codes according to the insurance company Create a New Price Level 1. Click Setup. 2. Click Other Setup and then Price Levels or [PL]. A blank Price Levels window will display. 3. Enter a new Price Level number and description. 4. Click OK to save, or click Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 55 of 269

56 Edit Price Levels To edit a Price Level: 1. Click Setup. 2. Click Other Setup and then Price Levels or [PL]. A blank Price Levels window will display. 3. Enter the Price Level number and description, or use the Lookup key to search for Price Level by name. 4. Edit as needed. 5. Click OK to save, or click Cancel to exit Delete Price Levels To delete a Price Level: 6. Click Setup. 7. Click Other Setup and then Price Level or [PL]. A blank Price Level window will display. 8. Enter the Price Level number and description, or use the Lookup key to search for Price Level by name. 9. Click Delete. Verify that the correct Price Level is being deleted. 10. Click OK to save, or click Cancel to exit. Price Level field and icon descriptions: Screen Element No. Description Inactive Delete OK Cancel Description Enter the Price Level number in this field. Use the Lookup key to search for the Price Level by name. Enter the Price Level name or description. If this check box is marked, then the Price Level is not active. When a user searches for the Price Level, the Price Level marked as inactive will not appear in the search. To delete a Procedure, open the Procedure and click Delete. Verify that the correct Procedure is being deleted. Click OK or F10 to save changes and exit the Procedure setup. Click to exit the Procedure setup without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 56 of 269

57 Macro [MC] To add a Macro: 1. Click Setup. 2. Click Other Setup and then Macro or [MC]. The Macros window will display. 3. Click Add. Choose your shortcut from the drop-down list. 4. Click the Note icon in the Note field. A Macro window will display. Type your desired macro text, and then click OK. Note: The macro has a limit of 3998 characters. 5. Click OK to save, or click Cancel to exit. To delete a Macro: 1. Click Setup. 2. Click Other Setup and then Macros or [MC]. The Macros window will display. 3. Click on the desired Macro. 4. Click Delete. Verify that the correct Macro is being deleted. 5. Click OK to save, or click Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 57 of 269

58 Scanner [SC] The select the scanner to be used to scan EOBs, insurance cards, driver s licenses, social security cards, referrals, etc.: 1. Click Setup. 2. Click Other Setup and then Scanner or [SC]. The Scanner Setup window will display. 3. Select the desired scanner from the Select Scanner drop-down list. Any scanner connected to the computer should display here. 4. Enter the path where every scan for DAQbilling will be saved. Click the Ellipsis icon to browse a folder on the computer. 5. Select the Grayscale Conversion setting. Because some scanners can only in color, they need to be converted to black and white for DAQbilling. Choose Auto for automatic settings. If your scans are saving too light or too dark, correct it by using the slide bar. This setting will apply to all scans. 6. Click OK to save the scanner, or click Cancel to exit without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 58 of 269

59 Security Templates Setting up security templates allows the user to quickly assign security to other users of the program in the user setup. To create new or edit existing security templates: 1. Click Setup. 2. Click Other Setup and Security Templates or [ST]. A blank Security Templates window will display. From here, the Security Templates can be added or edited. 3. To edit an existing Security Template, type in the Security Template No. and/or Name, or use the Lookup key to search for the Security Template by name. 4. To add a new Security Template, enter a new Security Template number and press Enter. 5. Complete all appropriate information. 6. Click OK to save or Cancel to exit. Security Templates field and icon descriptions: Screen Element No. Description Setting-Up Security Description Enter the Security Template number in this field. Use the Lookup key to search for the Security Template by name. Enter the Security Template name or description. This will be the name of the button in the User Settings section. Use the scroll bar to navigate to all the sections of the table. Mark the check box next to the desired settings to enable them. copyright 2013 CompuGroup Medical. All rights reserved. Page 59 of 269

60 Screen Element Delete OK Cancel Description To delete a Security Template, open the Security Template and click Delete. Verify that the correct Security Template is being deleted. Click OK or F10 to save changes and exit the Security Template setup. Click to exit the Security Template setup without saving HCFA Printing Offset [HP] Setting printing offsets allows the user to control the alignment of the printed HCFA. The user may need to adjust it to account for variations when new forms come in or when there are variations between printers. To enter HCFA printing offsets: 1. Click Setup. 2. Click Other Setup and HCFA Printing Offset or [HP]. The HCFA Printing Offset window will display. 3. Click in the X/Y Offset field and enter the X and Y offsets in the corresponding columns for each HCFA form using the up/down arrows. 4. Click OK to save or click Cancel to exit without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 60 of 269

61 Chapter 5: Scheduler 5.1 Introduction DAQbilling has an internal scheduling component that allows the user to create, edit, or delete appointments for multiple providers, to create different types of appointment and color-code the appointment type (i.e., office visit, meetings, lunch, etc.) and to compensate for varying office hours per day. The user can access important features of DAQbilling through the Scheduler application including the ability to add/edit Patient information and create new Encounters. DAQbilling allows users to create multiple schedules with multiple providers on each schedule. The system permits multiple bookings in a given time for a physician. The Scheduler can be viewed and edited from any computer connected to the internet, providing physicians with a convenient way to check their schedules. This section also contains The Lobby, which displays Patients who are checked in, but do not have an Encounter for a date of service of today. copyright 2013 CompuGroup Medical. All rights reserved. Page 61 of 269

62 5.2 Scheduler [LL] Select a schedule to view. Go to Scheduler/Scheduler Management/Scheduler or type LL to open the schedule browser window. 5.3 Calendar and Change Date When the Scheduler is opened it automatically defaults to the current date and to the Day View. To change a view to a day, work week, week, or month, press the corresponding option on the menu bar. To view a different date on the Scheduler, use the calendar feature. Select the month by using the two arrows on either side of the calendar and then select the day. Note: A range of days may be highlighted or selected to display the appointments on the Scheduler and the viewing area may be expanded to display condensed calendars for more than one month by moving the middle bar with the mouse. copyright 2013 CompuGroup Medical. All rights reserved. Page 62 of 269

63 5.4 Scheduler View Scheduler fields and icons: Screen Element Title Bar No. Name Description Shows name of schedule. Enter the schedule number or use the Lookup key to search for the Schedule number. Enter the desired schedule name or use the Lookup key to search for the Schedule by name. Icon Tool Bar At the top of the screen is an options tool bar for the user to use a single button to access the most used features of the Scheduler. Hold your cursor over the icon without clicking to view a tool tip. copyright 2013 CompuGroup Medical. All rights reserved. Page 63 of 269

64 Screen Element Description Day View Work Week View Week View Month View Go to Date (CTRL + G) Find Appointment (CTRL + F) New Appointment (F2) Edit Appointment (F4) Delete Appointment (Del) Cut Appointment (CTRL + X) Copy Appointment (CTRL + C) Paste Appointment (CTRL + V) Edit Providers in Calendar Edit Patient Reports Menu Print Super Bill Print Appointments Print Schedule Screen Print Face Sheet Print ABN copyright 2013 CompuGroup Medical. All rights reserved. Page 64 of 269

65 Screen Element Export Description Export report to Excel, Text, HTML, XML Settings Def. Appt Type Appointments Appointment Icons Hour Type Granularity Window Position Save Position Clear Position Select the appointment type from the drop-down list. Appointment Types are color coded depending on the choices made in Appointment Setup. Quick Reference icons can be found to the left of the appointments. Insurance Eligibility Icon yellow IEV pending Insurance Eligibility Icon red IEV failed (information did not match) Insurance Eligibility Icon green IEV passed (information was verified) Insurance Eligibility Icon gray Requested, but past practice setting time limits so needs to be rechecked Insurance Eligibility Icon black IEV check for eligibility done automatically Recurring appointment Patient marked as no show Patient checked in Patient copay has been paid Appointment canceled (Lock Icon) A Lock Icon appears when someone else is adding an appointment to the schedule you are viewing. The appointment will appear blank with the lock icon. Once the appointment is saved, the patient name and appointment type will populate. First/Last This button will advance to the first and last providers on the schedule. copyright 2013 CompuGroup Medical. All rights reserved. Page 65 of 269

66 Screen Element Show More/Show Less Description These buttons show more or less providers from the provider list (for this schedule) on the screen. Scroll bar for viewing multiple schedules Use to view schedules not visible on the screen. Calendar Display Selected Appointment Select the day you wish to display. Highlighting an appointment will display a summary of the appointment underneath the calendar date. Filters Created By All Appointments Use the radio button filters to switch from (the default setting) show All Appointments to Patient Appointments Only. Note: Appointments cannot be created or edited while Patient Appointments Only is selected. Shows User ID of whomever made the appointment. Shows all appointments on the calendar. Patient Appointments Only Suppress Cancellations Show Deleted Shows only patient appointments. Excludes: Appointments that are not with patients (drug reps, consultations with other doctors) Staff meetings Lunch or other unavailable times Closed office hours Canceled appointment information is useful for tracking and billing purposes. When a patient cancels an appointment, it is not necessary to delete the appointment. Change the appointment status to Canceled or simply move the appointment to a new date/time. The Supress Cancellations check box can be used to hide canceled appointments on the calendar, allowing you to fill empty time slots. The Show Deleted check box will give you the option to view any appointments that a staff member deleted instead of canceled. It will not display moved appointments. Deleted appointments can also be viewed on the Patient menu on the Appointments tab. copyright 2013 CompuGroup Medical. All rights reserved. Page 66 of 269

67 5.4.1 Setup a new Schedule 1. Select Scheduler Management/Scheduler or type LL from the main screen. A blank Scheduler will display. 2. Enter the number of the schedule and press Enter. A reminder will display to add a provider to the Scheduler. Click OK. 3. Type in the name of the Scheduler. 4. Click the Provider icon to add a provider (this will be the only icon that is not grayed out). The Schedule Provider List window will display. 5. Click Add and double-click on the provider name to select a provider from the Provider Lookup, or select a name and click OK. 6. Repeat this step to add more than one provider. Note: Providers must be set up previously in Setup/Other Setup/Provider. 7. Once completed, click OK to insert these providers into the Scheduler. The scheduler will automatically display all the appointments scheduled for the selected providers. copyright 2013 CompuGroup Medical. All rights reserved. Page 67 of 269

68 8. Repeat these steps to set up multiple schedules Find Appointment The Scheduler incorporates a utility that will quickly find the next available appointment. This utility uses a filter that will find an appointment that meets the Patient s need for a specific appointment date. 1. Click the Find Next Available Appointment icon or CTRL + F and the Find Next Available Appointment window will display. 2. Enter desired search criteria. 3. Click OK or press F10 to execute the search. The next available appointment date/time will display in the window. copyright 2013 CompuGroup Medical. All rights reserved. Page 68 of 269

69 5.4.3 New Appointment There are three options to create a new appointment: 1. Press F2; 2. Click the New Appointment icon; -OR- 3. Right-click on an available time slot underneath the doctor the Patient wishes to see and select New Appointment from the menu. The Appointment screen will display. Appointment screen fields and icons: Screen Element Title Bar Type Start Time Duration of Appointment Description Shows the Location Name where the appointment is scheduled. Select the type of appointment from the drop-down list. If necessary, modify the Date and Time of the appointment. If necessary, modify the duration of the appointments. The duration is shown in minutes. If this appointment is for the entire day, select All Day Event. Patient If this appointment requires a Patient, then enter the Patient ID or use the Lookup key to search for the Patient. If this is a new Patient, click Add/Edit Patient and enter a new Patient ID and create this Patient. Once the Patient is selected, the name, phone numbers, and balance for that Patient will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 69 of 269

70 Screen Element Status Patient Information Reason for Visit Details IEV Information (optional module) Description If this appointment requires a Patient to be present (not: lunch, vacation, travel time, etc.), enter the status of this appointment. Default status is None. Select if the Patient Checked In, Canceled, or No Show. Canceled appointments can be hidden by marking the Suppress Cancellations check box in the Scheduler window. Display area showing select information pertinent to the patient appointment. Enter a short description of the chief complaint. Enter a free-text message providing a more detailed explanation of the Patient s chief complaint or other circumstances. If you have the optional IEV (Insurance Eligibility Verification) service, the IEV status icon and name of the primary insurance will display on the appointment. Payment Section If a Patient is associated with this appointment, the Patient s Copay, if any, will display in red. If the Patient pays the Copay at the time of the appointment, then the payment information can be entered in this screen. Other Appointments This section displays the past and future appointments for the selected Patient Add/Edit Patient (Through the Scheduler) Add a New Patient 1. Click Add/Edit Patient and the Patient Demographics screen displays. 2. Enter all appropriate information. Click OK to save. 3. The Appointment screen will display showing the newly created Patient Edit a Patient 1. Enter the Patient ID in the Patient field on the appointment screen or search by Patient name. 2. Click Add/Edit Patient and the Patient s Demographics screen displays. Enter changes and click OK to save. The Appointment screen will display again. 3. When all the information is entered/edited: a. Click OK or press F10 to save and exit; or b. Click ESC to exit without saving this appointment; or c. Press F11 to save and print a Patient Receipt if a Copay was entered. copyright 2013 CompuGroup Medical. All rights reserved. Page 70 of 269

71 5.4.5 Collecting a Copay (Through Scheduler) A Copay can be collected and entered in through the Scheduler. Payment information is entered directly in the Add/Edit Appointment screen Enter Copay Information To Enter Copay Information, be sure the correct appointment for the Patient is opened. The expected Copay for the selected Patient is displayed in red. 1. To enter the Copay collected, select the Pay Type from the drop-down list. 2. Enter the Deposit number. If the deposit number is not known, use the Lookup key to find the correct deposit. 3. Enter the Copay amount collected in the Copay field. 4. Enter the Description of the payment. For example, the check number if the Patient is paying by check. 5. Once the Copay is collected, on the Scheduler, the Patient appointment will have a $ sign next to the Patient name indicating a Copay was collected Create Encounter from Scheduler To create an Encounter from the Scheduler: 1. Highlight the appointment on the Scheduler. 2. Press F3 or right-click on the appointment and select Create Encounter from the menu. copyright 2013 CompuGroup Medical. All rights reserved. Page 71 of 269

72 3. The Encounter Entry window displays. 4. Complete the Encounter information. 5. Reports can be printed (i.e. Super Bill, Statement, ABN, and HCFA) after the Encounter is saved Create New Recurring Appointment The Scheduler has the ability to create recurring appointments. To create a recurring appointment: 1. Open the Scheduler and right-click on the Start Time of the appointment. 2. Select Recurring Appointment from the menu. copyright 2013 CompuGroup Medical. All rights reserved. Page 72 of 269

73 3. The Appointment Information window displays. 4. Enter all necessary information. 5. Click OK or press F10 to create the Recurring Appointment. Note: Once a Recurring Appointment is created, the occurrence details cannot be changed for all recurring appointments. You can delete the encounter or change just one session Change Recurring Appointment Details If a change to a Recurring Appointment is necessary, there are two options: 1. Delete the entire occurrence and then create a new updated Recurring Appointment. To delete the occurrence, right-click on the occurring appointment and selected Delete Recurring Appointment; -OR- 2. Select just one instance of the Recurring Appointment and change the details for that one day. To delete the one instance, double-click on the desired appointment to view the Add/Edit Appointment screen. Recurring Appointment screen fields and icons: Screen Element Type Patient Start Duration Description Select the type of appointment from the drop-down list. Appointment types are set up in advance. If this appointment requires a Patient, then enter the Patient ID or use the Lookup key to search for the Patient. If necessary, modify the Time of the appointment. If necessary, modify the duration of the appointments. The duration is shown in minutes. If this appointment is for the entire day, select All Day Event. copyright 2013 CompuGroup Medical. All rights reserved. Page 73 of 269

74 Screen Element Reason Details Recurrence Pattern Daily/Weekly/Monthly/Yearly Description Enter a short description of the chief complaint. Enter a free-text message providing a more detailed explanation of the Patient s chief complaint or other circumstances. This portion of the Recurring Appointment will change depending on which field is chosen for the recurrence pattern (daily, weekly, monthly, yearly). Select if this appointment will recur every day, every week, every month, or every year by selecting the radio button next to the desired field. Daily If Daily is chosen, pick between the following options by selecting the radio button next to the desired field. Select how often this appointment will recur. For example, if 3 is entered, then this appointment will recur every three days. Select the Every Weekday field for this appointment to recur every weekday (Monday through Friday). Weekly If Weekly is chosen, complete the following fields: Recur Every: Select how often this appointment will recur. For example, if 2 is entered in this field, then this appointment will recur every two weeks. On: Select which day of the week this appointment will occur by marking the check box next to the day. Multiple days may be selected. Monthly If Monthly is chosen, pick between the following options by selecting the radio button next to the desired field. Day: Enter which day of every how many months this appointment should recur. For example, if day 4 of every 1 month is entered, then this appointment will recur every 4 th day of every one month. The: Select this option to pick which day of every month this appointment will recur. For example, if second Monday of every 2 months is entered, then this appointment will recur the second Monday of every two months. If Yearly is chosen, pick between the following options by selecting the radio button next to the desired field. Yearly Range of Recurrence Every: Enter which month and for how many years this appointment should recur. For example, if every June 4 is entered, then the appointment will recur every June 4 th. The: Select this option to pick which day of the month this appointment will recur. For example, if every third Tuesday of April is entered, the appointment will recur the third Tuesday of every April. This is the section where the amount of occurrences is set. copyright 2013 CompuGroup Medical. All rights reserved. Page 74 of 269

75 Screen Element Start Description Enter the start day of the Recurring Appointment. Use the drop-down calendar to select the date. End after or End by Choose when the Recurring Appointment should end from the two available options by selecting the radio button next to the desired field. End after: Enter the number of occurrences for this appointment. For example, if 3 is entered, then this appointment will occur three times. End by: Select the date this occurrence should end by. For example, if 1/24/2014 is entered, then this appointment will recur until 1/24/ Edit Appointment To edit an existing appointment: 1. Click the desired appointment to edit and press F4; -OR- 2. Double-click on the desired appointment; -OR- 3. Right-click on the desired appointment. 4. Select Edit Appointment from the menu. The Appointment window will display. 5. Edit the necessary information. 6. Press F10 to save and exit or press ESC to exit without saving Delete Appointment To delete an existing appointment: 1. Click on the desired appointment to delete. 2. Press Delete on the keyboard or click the Delete icon on the tool bar. 3. Click Yes to delete the appointment or No to keep the appointment Copy/Cut/Paste Appointment To copy/cut/paste an appointment: 1. Select the desired appointment to copy/cut. 2. Click the Copy or Cut icon on the tool bar or press CTRL + C (copy) or CTRL + X (cut) on the keyboard. 3. Highlight the location where the appointment will be pasted. 4. Click the Paste icon on the tool bar or press CTRL + V (paste) on the keyboard. Note: Click the appointment and drag it to a different location. copyright 2013 CompuGroup Medical. All rights reserved. Page 75 of 269

76 Edit Providers in Calendar Only providers that have been set up already can be added. To add a Provider from the Scheduler: 1. Click the Edit Providers in Calendar icon on the tool bar. 2. Click Add to display the Provider Lookup window. Choose the desired Provider from the available list and click OK. 3. Click OK to save changes Delete a Provider from the Scheduler To delete a Provider from the Scheduler: 4. Click the Edit Providers in Calendar icon on the tool bar. 5. Highlight the desired provider to delete and click Delete. 6. Click OK to save changes. This provider should no longer appear on the Scheduler. 5.5 Super Bills Print Super Bills for All Patients To print Super Bills for all Patients: 1. Click on the empty gray area under the provider. Note: When you highlight the gray box it turns white. 2. Click on Reports and select Print Super Bill from the drop-down list. copyright 2013 CompuGroup Medical. All rights reserved. Page 76 of 269

77 3. A dialog box will display asking, Are you sure you want to print super bills for all appointments? 4. Click Yes to print all, or click No to cancel printing. 5. Choose to print to the screen or to a printer. 6. Click OK to begin printing Print a Super Bill for a Single Appointment 1. Highlight and then right-click on the desired appointment; or 2. Click on Reports and select Print Appointments from the drop-down list. 3. Choose Print Super Bill. A print dialog box will display. 4. Choose to print to the screen or to a printer. 5. Click OK to begin printing Print Appointments To print the Daily Schedule: 1. Highlight any area under the desired provider. 2. Click on Reports and select Print Appointments from the drop-down list. 3. A print dialog box will display. The date range and/or the provider range may be changed. Choose to print to the screen or to a printer. 4. Click OK to print the report. Example: Schedule Report copyright 2013 CompuGroup Medical. All rights reserved. Page 77 of 269

78 5.5.4 Print the Schedule Screen If you prefer to view the schedule in calendar format, use the Print Schedule Screen feature. To print the Schedule Screen: 1. Highlight any area under the desired provider. 2. Click on Reports and select Print Appointments from the drop-down list. 3. An Appointment Print Range dialog box will display. Select a time range. 4. Click OK. Note: The Appointment Print Range defaults to the schedule entered in Location setup. 5. A print dialog box will display. The date range and/or the provider range may be changed. Choose to print to the screen or to a printer. 6. Click OK to print the report. Example: Schedule Screen copyright 2013 CompuGroup Medical. All rights reserved. Page 78 of 269

79 5.5.5 Export The Export feature allows users to export the Schedule screen to one of the following formats: Excel, Text, HTML, or XML. To export: 1. Click Export on the tool bar and select an export file type from the drop-down list. 2. A Save As dialog box displays. 3. Enter the destination to save this document and enter the file name. 4. Press Save to save the document in the selected format. 5.6 Scheduler Settings The Scheduler Settings feature allows the user to customize the Scheduler. The three options under Settings are Hour Type, Granularity, and Window Position. Click the Settings option on the menu bar and select one of the setup options from the drop-down list Hour Type Select to view the Scheduler in a 12 or 24 hour format by highlighting one of the available options Granularity The Scheduler Settings feature allows the user to set up granularity (or time increments). Select the granularity by highlighting one of the available options Window Position This option will save the window position of the Scheduler screen so that every time this schedule is opened it will appear in the same spot on the screen. To save or clear the window position, select the desired option from the Settings menu. copyright 2013 CompuGroup Medical. All rights reserved. Page 79 of 269

80 5.7 Default Appointment Type The Scheduler Settings allows the user to set up the default appointment type. Select the Default Appointment Type by using the arrow to the right of the field and select one of the appointments in the list. Note: Appointment types are set up under the Setup/Other setup. When adding a new appointment, the default appointment will automatically be selected for that appointment. If None is selected for the default, then no appointment will be selected in the appointment screen. 5.8 Example of Patient Check In Process From the Scheduler you can check in a patient, verify patient information, insurance information, collect Copay, and generate a Super Bill Check In Patient 1. Click on the Patient s appointment in Scheduler. 2. In the Status field, select Checked In Information Verification and Updates 1. Click Add/Edit Patient. 2. Look at the Insurance Card and compare with the Patient s profile. 3. Verify that the Patient s demographic and insurance is current. 4. Make any needed edits to the Patient s profile. 5. Scan any needed documents for updates. 6. Make sure Signature Date is current. 7. Click OK to save any updates Accept Copay 1. Verify if insurance requires Copay. 2. Collect Copay. 3. Click OK to save any updates. copyright 2013 CompuGroup Medical. All rights reserved. Page 80 of 269

81 5.9 The Lobby [LB] The Lobby displays the names of those Patients who are checked in but do not have an Encounter for the current day of service. Note: Patients in the Lobby at the end of day are erased, after which encounters can only be added from Encounter Maintenance or Create Encounter Access the Lobby To access the Lobby: 1. Go to Scheduler. 2. Click on The Lobby or press [LB] from the main screen. 3. The Lobby window will display showing the Patient s last name, first name, middle initial, and Patient ID Add an Encounter to a Patient in the Lobby An Encounter may be added to a Patient in the Lobby: 1. Select the Patient. 2. Click Add Enc or press F2. The Create Encounter window will display. 3. Enter the appropriate information and click OK to save or Cancel to exit. The user may also go to the Patient s Encounter Maintenance section: 1. Select the Patient. 2. Click Encounter Maint or press F4. The Encounter Maintenance window will display. 3. Enter the appropriate information and click OK to save or Cancel to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 81 of 269

82 Chapter 6: Encounters The Encounters feature is sued to maintain and manage Patient information and create Encounters. To access the Encounter menu, select Encounters from the menu bar or press N on the keyboard. The Encounters menu is broken down into two submenus, each containing various options described in this chapter. Encounter Management contains Encounter Maintenance and Create Encounters. Patient Management contains Add/Edit Patient and Add/Edit Guarantor. 6.1 Encounter Management Encounter Maintenance [NN] The Encounter Maintenance feature gives the user versatile access to the most relevant portions of the Patient s history. From this screen the user can create Encounters, review Encounter history, perform adjustments, print reports, scan documents, and edit Patient s demographics Open Encounter Maintenance To open Encounter Maintenance: 1. Type NN from the main screen; or 2. Click Encounters. 3. Click Encounter Management, and then click Encounter Maintenance. 4. Enter the Patient Number or use the F5 Lookup key. copyright 2013 CompuGroup Medical. All rights reserved. Page 82 of 269

83 Lookup a Patient by Name, Encounter #, Insurance Policy #, Social Security #, or Birth Date 1. Click F5 Lookup key. 2. Enter the Patient s information in the appropriate fields. 3. Click Fetch. A list of Patient names will display. 4. To select the Patient from the list, either highlight the name and click OK (F10) or double-click on the Patient s name. 5. Click OK (F10) and the Encounter Maintenance window will display for the selected Patient. Encounter Maintenance screen fields and icons: Screen Element Patient s Number Description When Encounter Maintenance [NN] is opened, a title is displayed at the top of the screen for easy recognition when multiple windows are displayed. Once a Patient is selected, the window display adds the Patient s number and name to the right of the screen title. copyright 2013 CompuGroup Medical. All rights reserved. Page 83 of 269

84 Screen Element Alerts Aging Review Description If the Patient record contains an alert, it is displayed directly under the Patient name, backlit in red. An aging review is illustrated on the bottom of the window with the totals for the Patient, the insurance, and both. Exit To exit the Encounter Maintenance window: Click Close. Enter a new Patient Number or click Close again to exit this section entirely. Patient s History The majority of the Encounter Maintenance window will show the Patient s past history. Each time an Encounter is created, DAQbilling will assign a new Encounter number. Each line item shows the Encounter number, date of service, provider, the status of the Encounter, and the total balances. Directly under teach Encounter header will be a listing of the individual Procedure Codes. Each Procedure Code line will show the Procedure Code, its description, DOS, the responsible party, and the totals for that Procedure Code. Click the green plus sign to expand all the Encounters; click the minus sign to collapse them. This screen shows the Patient s last 15 Encounters starting with the most recent on top. Once the Patient has more than 15 Encounters, a second page will be started. To view Encounters beyond the 15, click on tab sheet 2 (or higher) to view Encounters 16 through 30 (and so on). Color Code Legend The Encounter Maintenance screen is color coded to provide quick first glance ability to check on the status of Encounters. The choices include: Incomplete User Review Failed Rules Ready to Post Post to CGM DAQbilling Submitted Failed to Submit The color surrounding the Encounter number and the color surrounding the Responsible field in the Procedure Code line indicates who was charged by the following key: Primary Insurance = Light Blue Secondary Insurance = Light Green Tertiary Insurance = Purple Patient = Army Green Paid in Full = Gray User Review = Yellow copyright 2013 CompuGroup Medical. All rights reserved. Page 84 of 269

85 Screen Element Add Encounter/Duplicate Encounter Description The F2 Add Enc button is used to create a new Encounter. CTRL + F2 is used to create duplicate Encounters. Duplicate Encounters are useful for customers that have the same procedure on a regular basis. To duplicate an existing Encounter: Select the Encounter Press CTRL + F2 or click Dup Enc The user will be given a choice to duplicate the Encounter with Procedure Code codes or without. Example: Client gets allergy shots every week. The F3 Notes button is used to add or edit a note on an Encounter or on a Procedure Code. Notes Encounter notes can either be Internal or Print. Internal notes will not print on reports. If there is a picture in Int (Internal), Prn (Print), or Nte (Note for Procedure Code) columns, then a note is present for that Encounter. Patient notes may also be viewed in this section. Edit Encounter The F4 Edit Enc button is used to make changes to an Encounter that has already been saved, such as adding or removing Procedure Codes, changing or entering providers, and other functions performed within the Create Encounter window. Review History The F5 Review History button summarizes the payment history of the Encounter Number. Adjustments The F7 Adjustments button will display a list of all possible adjustment options for the selected Encounter. Adjustments include: Void Payment Refunds Credit Transfer Bad Debt Transfer/Refile Void Encounter Reports The F8 Reports button is used to print reports for the selected Patient. To print a report, press F8 and select a report from the menu. Select print to the screen or to the printer and click OK. See below for report descriptions. Activity Log Scans Edit Patient The F6 Activity Log button displays a log of when a Patient statement was printed and the balance at print. The F9 Scans button opens up the Scan Library where the user can view, add, or edit scans. The F12 Edit Patient option is used to add or edit Patient demographic information. copyright 2013 CompuGroup Medical. All rights reserved. Page 85 of 269

86 6.1.3 Review History The Review History feature in Encounter Maintenance shows a payment summary for the encounter or claim. Edit Encounter View (default view) This section shows the patient and guarantor information, as well as all the notes (internal, print, and patient), Procedure Codes, diagnosis codes, and all the payments done on this Encounter. Show Insurance Summary (secondary view enabled by button) Click Show Insurance Summary to display the activity dates and submit status of the claim. The top section shows the status of the entire claim. Examples: Transfer to Patient, Pending, Billed, etc. Next to the status billed, there is a code in brackets. The following is the key to these codes: Code [P] [E] [S] [A] [N] Description Paper printed by CGM DAQbilling. Electronic submission via CGM DAQbilling. Self-billed. The HCFA printed by client, not CGM DAQbilling. Automatic crossover claim. The claim is automatically transferred from primary insurance to secondary. No Refile. Claim is transferred by not refiled. copyright 2013 CompuGroup Medical. All rights reserved. Page 86 of 269

87 The bottom section shows the submit status of each individual line item Payment Adjustments by Practice DAQbilling allows the input of Adjustments, including Void Payments, Refunds, Credit Transfer, Bad Debt, Transfer Refile, and Void Encounter. These options are available from the Encounter Maintenance screen by clicking on the Adjustments button. The user can void payments that have been made in error or to make notations on returned check payments Void Payment In the Encounter Maintenance screen for a selected Patient: 1. Use F7 or click Adjustments and select Void Payment. The Void Payment window displays. 2. Enter the number of the Patient or Guarantor who made the payment. If the number is not known, then use the Lookup key to search for the Patient or Guarantor by name. 3. Choose a method to locate the payment to void by selecting the radio button next to the method name. a. To Find a Payment by Check Number, enter the check number in the field provided and press Enter. b. To Find Payment by Date and Amount, enter the start date, end date, and the amount of the payment and press Enter. 4. Click Next to continue. Note: If the first day of the month is selected for the Start Date, the End Date will automatically be set to the last day of the month. The End Date will be set to the Start Date for any other day selected. 5. The Select Payment section will display all the checks that match the search criteria. copyright 2013 CompuGroup Medical. All rights reserved. Page 87 of 269

88 6. Select a payment to void by highlighting the payment and then click Next to continue, or click Back to re-enter the search criteria. Clicking Next will display the Explanation section. 7. Select an Explanation Code to enable easy auditing of the voided payment. These codes are set up in the Adjustment/Explanation Codes setup. Note: This field is not required for voiding a payment. 8. Next, enter the Reason the check is being voided and press Enter. This field is required for completing the void. 9. Click Next to continue and the Confirmation section will display. 10. Confirm all the details are correct and click Finish to continue. If the user wishes to select a different payment, click Back. 11. If Finished was selected, then a confirmation dialog box will display. 12. Answer Yes to void the payment. 13. A Removed dialog box will display stating that the payment was removed. 14. Click OK and the user will be taken back to the Patient s Encounter Maintenance screen. Note: To cancel voiding a payment during any of the steps, click Cancel (F) and the user will be taken back to the Patient s Encounter Maintenance screen. copyright 2013 CompuGroup Medical. All rights reserved. Page 88 of 269

89 Refund In the Encounter Maintenance screen for a selected Patient: 1. Click Adjustments and select Refunds. The Refund Payment window displays. 2. Choose a method to locate the payment the user wishes to refund by selecting the radio button next to the method name. The options are Show Overpayments Only or Show All Payments. 3. Find the Patient. If the Patient has an outstanding balance, the message Patient ### has an outstanding balance. Would you like to transfer the credit balance instead of issuing a refund? will display. 4. Click Next to continue. The Refund Amount section will display all the Encounters that contain an overpayment. 5. Click in the Refund field. 6. Enter refund amounts. Note: Clicking on the Refund column header or pressing F12 will refund all balances or clear all refunded amounts. 7. Click in the white area of the screen to activate the Next button. 8. Click Next to continue, or click Back to re-enter the search criteria. 9. The Explanation screen displays. copyright 2013 CompuGroup Medical. All rights reserved. Page 89 of 269

90 10. Select an Explanation Code to enable easy auditing of the refunded payment. These codes are set up in the Adjustment/Explanation Codes setup. 11. Next, enter the Reason that the check is being refunded. 12. Tab out of the field. 13. Click Next. The confirmation screen will display. 14. Confirm that all the details are correct and click Finish to continue. If you wish to make any changes, click Back. a. If Finish is selected, a confirmation dialog box will display stating that the amount will be refunded to the selected Patient. Answer Yes to refund the amount. b. If Back is selected, the user will return to the Explanation screen. Note: To cancel refunding the amount during any of the steps, click Cancel. The system will prompt you with a message stating, Are you sure you want to cancel this refund? Click Yes to return to the Encounter Maintenance screen. 15. Click Yes and the confirmation screen will display. 16. A Refund dialog box will display stating that the amount was refunded. 17. The Account Maintenance screen will re-display. Refund Payment screen fields: Screen Element Patient s Number Guarantor ID Description Once a Patient is selected, the window display adds the Patient s number and name to the right of the screen title. If the number is not known, then use the Lookup key. Enter the Guarantor number or use the Lookup key to search for Guarantor by name. copyright 2013 CompuGroup Medical. All rights reserved. Page 90 of 269

91 Screen Element Show Overpayments Only Show All Payments Description Displays overpayments in brackets under Balance. Displays all encounters Credit Transfer To transfer credit to another Encounter: 1. Select Encounter Management/Encounter Maintenance. 2. Find Patient. 3. Select Adjustments/Credit Transfer. The Credit Transfer window displays. 4. Choose a method to locate the payment the user wishes to transfer by selecting the radio button next to the method name. a. To Find Credit by Encounter ID, enter the Encounter ID and press Enter, or use the Lookup key to search for the Encounter. b. To Find Credit by Patient and Start Date, enter the Patient ID and then enter the start date. If the Patient ID is not known, use the Lookup key to search for the Patient by name. c. To Find Credit by Guarantor, enter the Guarantor ID and then enter the start date. If the Guarantor ID is not known, use the Lookup key to search for the Guarantor by name. Note: Start Date indicates the earliest date to consider when searching for Encounters. Start Date only applies to Patient and Guarantor searches. 5. Click Next. The Enter Transfer Amount section will display the Encounters containing a credit. copyright 2013 CompuGroup Medical. All rights reserved. Page 91 of 269

92 6. Enter the amount of transfer from each of the Encounters returned by the search in the Transfer column and click Next to continue, or click Back to re-enter the search criteria. Clicking Next will display the Find Encounters section. 7. Choose a method to locate the Encounter(s) the user wishes to transfer funds to by selecting the radio button next to the method name. Choose from Transfer Encounter ID, Transfer to Patient, and Transfer to Guarantor. 8. Enter the Encounter ID, or the Patient or Guarantor ID. 9. To search for the Patient or Guarantor by name, use the Lookup key. a. Click Next to display the results of the search; or b. Click Back to re-enter the search criteria. 10. Once you have found the correct Patient, click Next to display the Apply Transfer Amount window. 11. For each Encounter, enter the appropriate amount from the total amount that was entered to transfer. When finished, click Next to show a summary of the transfer. copyright 2013 CompuGroup Medical. All rights reserved. Page 92 of 269

93 12. Click Next to advance to the next section, or click Back to make adjustments or corrections to the transfer. Clicking Next will display the Explanation window. 13. Select an Explanation Code to enable easy auditing of the transferred payment. These codes are set up in the Adjustment/Explanation Codes setup. 14. Enter the Reason in the free-form text area, if more detailed information is required. 15. Click Next to continue. 16. The Confirmation window will display. 17. Confirm all the details are correct and click Finish to continue. If you wish to make adjustments or corrections, click Back. 18. Answer Yes to transfer the amount and the user will return to the Encounter Maintenance window. Note: To cancel transferring the amount during any of the steps, click Cancel. You will return to the Encounter Maintenance window Write Off This field can be used for any type of write off. To write off overdue balances: 1. In the Encounter Maintenance screen for a selected Patient, select the Encounter Number, click Adjustments, and select Write Off. 2. The Bad Debt Write Off window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 93 of 269

94 3. Choose a method to locate the Encounter the user wishes to write off by selecting the radio button next to the method name. The options are: a. Find Specific Encounter: Enter the Encounter ID in the field or use the Lookup key to search for the Encounter. b. Find Encounters by Age: Enter the age of the Encounters to search; any Encounters older than the specified age will display in the search. 4. Choose to view the Encounters that are Insurance Only, Patient Only, or All. 5. Click Next to continue. The Write Off section will display all the Procedure Codes under that encounter number. 6. Mark the check box of the desired Procedure Codes in the Write Off column. Click the Write Off column header to mark or unmark all check boxes. 7. Click Next to continue. 8. Click Back to re-enter the search criteria. Note: The Back option is only available if no Procedure Codes are marked for write off. 9. After clicking Next, the Explanation Code window will display. 10. Select an Explanation Code from the drop-down list to enable easy auditing of the write off. This field is required for writing off a bad debt. These codes have been set up in the Adjustment/Explanation Codes setup. copyright 2013 CompuGroup Medical. All rights reserved. Page 94 of 269

95 11. Click Next to continue. The Confirmation window will display. 12. Confirm that all the details are correct and click Finish to continue. If you wish to make any changes, click Back. If Finished is selected, a confirmation dialog box will display to make sure the user wants to complete the write off; click Yes to write off the amount. 13. A Total Write Off dialog box will display stating that the amount has been written off as bad debt. 14. Click OK to return to the Patient s Encounter Maintenance window. Note: To cancel the write off during any of the steps, click Cancel and the user will return to the Patient s Encounter Maintenance window Transfer/Refile To transfer the responsibility of the balance or to refile an Encounter: 1. In the Encounter Maintenance window for a selected Patient, select the Encounter to transfer or refile. 2. Click Adjustments and select Transfer/Refile. The Transfer Options window will display. 3. Select the destination where the balance should be transferred or refiled. The insurance options listed on the screen are the ones set up for the Patient. 4. Select an Explanation Code from the drop-down list to enable easy auditing of the transfer/refile. These codes are set up in the Adjustment Explanation Codes setup. 5. Click OK to transfer/refile or click Cancel to exit this section. 6. Click Scan to scan an EOB (Explanation of Benefits) for this transfer/refile. In most cases an EOB is required to transfer or refile a claim with an insurance company. If CGM DAQbilling knows it is required, a scan dialog box will display stating you must scan an EOB to submit this to secondary insurance. Note: If you click on the button to set up a transfer and the Encounter only has Primary Insurance associated with it, the Scan button will become available if the Primary Insurance Refile option is chosen. 7. Scan the EOB and click OK to complete the transfer/refile. copyright 2013 CompuGroup Medical. All rights reserved. Page 95 of 269

96 Payment Resubmit Warning Form DAQbilling v User Guide The Encounter Resubmit Warning Form will display after applying an insurance payment to verify and recheck any encounters within this payment that may need to be resubmitted to insurance Delete Encounter To delete an existing Encounter: 1. In the Encounter Maintenance window for a selected Patient, select the Encounter to delete. 2. Click Adjustments and select Delete Encounter. 3. Enter the Encounter Number to delete. 4. Click OK to delete the Encounter and verify that the user would like to delete this Encounter by choosing Yes to the confirmation dialog box, or click Cancel to exit this section. copyright 2013 CompuGroup Medical. All rights reserved. Page 96 of 269

97 Activity Log DAQbilling v User Guide The Activity Log feature displays when a patient statement was printed. This screen shows when the statement was inserted, printed, the balance at print, as well as the total number of statements printed and the total patient balance for all statements Scan Usage The Scan feature is used for scanning important documents related to patient demographics (ID, Insurance Information) or encounters (EOBs, Referrals). You can cache scans at one workstation and use the scans at another workstation that does not have a scanner. Scans will appear as a paper clip icon on encounters or insurance information. Scans are saved in.tif format and reflect the date they were last scanned or modified. Note: When scanning an insurance card, you will be prompted to scan the second side of the card. copyright 2013 CompuGroup Medical. All rights reserved. Page 97 of 269

98 Scan Viewer Window The Scan window can be minimized/maximized, if necessary. On the left is the scan area and on the right is the cache. The slim arrow field allows you to show/hide the cache area. The cache area shows your current scan on top, and your labeled cached scans below. Scan fields and icons: Screen Element Description Description The default description is the type of document you are scanning and the date. The system chooses the scan type based on how you opened the scan screen. For example, entering from add/edit patient/driver s license field will default to driver s license; entering from Encounters will default to Other.) Change the name as desired, but a description is required. If you cache the scan, the description will then appear in your scan cache below the scan. Zoom Print (F8) Select the zoom when viewing the scan to enlarge the area. Prints the scan. copyright 2013 CompuGroup Medical. All rights reserved. Page 98 of 269

99 Screen Element Add Scan to Cache Description Click to add the scan to the cache. The cache is a central repository that is not restricted by patient. When entering EOBs, add a scan for multiple patients once and apply it to several encounters. Delete from Cache Start Scan (F7) Save and Scan Again When you have finished with a scan in the cache, click to delete to remove it from the central repository. Click to initialize the scanner. If you are scanning more than one page, click for the next page. Scan Library From Encounter Maintenance, click F9 Scans to access the Scan Library. The Scan Library contains all the scans for a particular patient. The types of scans available change depending on how you accessed the Library. If you accessed the Scan Library from Add/Edit Patient\General, you will have access to scan types of Photo ID, Social Security Card, Driver s License, and Other. If you accessed the Scan Library from Add/Edit Patient\Insurance, you will have access to scan insurance cards for the insurance you are viewing. Scan Library fields and icons: Screen Element Scan Type Scan Attach Message Description Every window with a Scans button available will offer different document (scans) types. Only one scan for each scan type is allowed in most cases. Examples of Scan Types: Other, EOB, Referral, Pre-Authorization, Photo, Driver s License, Social Security Card, Accident Report Located to the right of the Scan Type is a message Attach to Encounter XXX, if the item is attached to an Encounter. copyright 2013 CompuGroup Medical. All rights reserved. Page 99 of 269

100 Screen Element Filter by Scan Type Description Mark this check box to filter your scans by type. To add a scan: 1. From the Scan Library, select the scan type from the drop-down list. 2. Click F2 Add Scan and the Scan Viewer window will display. 3. Enter a description and click Start Scan. 4. The program will ask if the user is ready to scan. Click Yes to begin scanning. The scan will display directly below the description. 5. Click F8 Print to print the scan. 6. Click Save and Scan Another to save this scanned page and add another page to the same description. 7. Click OK to save the scan, or click Cancel to exit without saving. To edit a scan: 1. From the Scan Library, select the desired scan from the table. 2. Click F4 Edit Scan. 3. The Scan Viewer window will display. 4. Rescan a different item. 5. Click OK to save. To delete a scan: 1. From the Scan Library, select the desired scan from the table. 2. Click F12 Delete Scan. 3. Verify that this scan should be deleted. Click OK. Using a Multi-Page Scanner with DAQbilling With the use of a multi-page scanner, you can scan and save multiple pages to the scan viewer. 1. Place several documents to be scanned into the auto-loading tray of the multi-page scanner. 2. Press Start Scan on the Scan Viewer menu within DAQbilling. 3. The last document scanned will be in the viewable window and is the only document to be saved automatically to the Scan Library cache. All other scans will appear in the Scan Library cache, but are not yet cached until you click Add to Cache. Your choices are Save and Scan Again or Add Scan to Cache. a. Save and Scan Again will save all the documents to the cache. b. Add Scan to Cache will save just the scan in the viewable window. copyright 2013 CompuGroup Medical. All rights reserved. Page 100 of 269

101 4. If you saved the images to the cache, the thumbnails will display with the word CACHE on them in blue letters. 5. If you try to close the Scan Library without caching all the scans, you will be prompted to save scans to cache before closing. Any uncached scans will be lost. 6. View the scans and save the scan to the appropriate encounter (or patient profile, depending on type of scan). 7. Click OK to close Scan Viewer. copyright 2013 CompuGroup Medical. All rights reserved. Page 101 of 269

102 6.2 Create Encounter [NE] The Create Encounter feature is designed to allow the user to easily create multiple Encounters for multiple Patients. It also allows entering of provider number, chief complaint, location, insurance covering the visit, diagnosis codes, Procedure Code codes, notes, and a follow-up date. To create Encounters: 1. Click Encounters on the main menu. 2. Expand the Encounter Management section. 3. Select Create Encounter or press [NE] from the main screen. 4. Enter a Patient Number and press Enter or use the Lookup key to search for a Patient. 5. If the user is creating an Encounter for a new Patient, DAQbilling can generate the next available Patient number automatically by pressing the Get Next Patient No. icon or F6. The Add/Edit window will display. 6. Enter the encounter information. Note: Move your mouse over the diagnosis codes if you wish to view a description of the code. 7. Click OK. Note: This section is also accessible through the Scheduler (select an appointment, right-click and select Create Encounter or F3) or Encounter Maintenance (F2). copyright 2013 CompuGroup Medical. All rights reserved. Page 102 of 269

103 6.2.1 Encounter Information The Encounter Information section is the top portion of the Create Encounter screen. Note: In DAQbilling, a Provider is the doctor that the Patient will see during this visit. A Referring Provider is the doctor that referred the Patient to the Provider. Encounter Information section fields and icons: Screen Element No. Description Enter the Patient number in the No. field. Get Next Patient ID (F6) Encounter Claim Date Click to allow DAQbilling to generate the next available patient number automatically. This is an optional feature and must be set up in Setup/System Settings/Practice Settings/Main/Patient Auto-Increment. Once a Patient is selected, the next sequential Encounter number will automatically be filled in the Encounter field. The claim date is the default date the Encounter was created and it automatically defaults to the current date as set in Windows. Date of Service (DOS) The date that the claim was placed. It will default to the current date set in Windows. If the DOS is any other day, enter the date or use the drop-down arrow and select the date from the calendar. Alert If the Patient has an alert it will appear highlighted in red. Provider Insurance The default Provider s number and name should automatically appear in this field if a default provider was entered for the Patient. If not, then enter the provider number or use the Lookup key to search for the provider by name. Click F6 or Edit Provider to view the Provider setup and enter a new provider or make changes to an existing provider. Use the drop-down list to select the names of any primary, secondary, and/or tertiary insurance companies. copyright 2013 CompuGroup Medical. All rights reserved. Page 103 of 269

104 Screen Element Location Description Use the drop-down list to select the location that the Patient is visiting, if more than one location is entered in Setup/Program Setup/Location. If only one location is set up, this field will generate automatically. Diagnosis Codes Primary Onset Date Review Bill Electronic Enter the appropriate Diagnosis Code(s) to be listed on the Health Insurance Claim Form (HCFA) located in box 21. Paper claims may use up to four (4) diagnosis codes. Electronic claims may use up to twelve (12) diagnosis codes. Move your mouse over the DX code to view the tool tip description for the code. Enter the primary onset date of claim or use the drop-down arrow and select the date from the calendar. Mark this check box if billing is not to be finalized until management reviews the Encounter. Mark this check box to bill the Encounter electronically. Accept Assignment Expected Copay Select from the following choices in the drop-down list: Default Accept Assignment Accept Assignment Do NOT Accept Assignment This will automatically default to Default Accept Assignment. The amount expected for the primary insurance will display below the fields in a red box Claim Information This section describes the first tab in the Create Encounter window. copyright 2013 CompuGroup Medical. All rights reserved. Page 104 of 269

105 One Procedure Code may be entered for each line of the Encounter. Up to six (6) service lines may be entered per Encounter. If more than six line items are to be entered for a particular Patient, simply continue to key one Procedure Code per line; DAQbilling will automatically generate a new Encounter for the Patient after every 6 th line item. Claim Information table column descriptions: Column Name Description Proc (Procedure Code) Addl (Line Item Additional) Description The Description field should automatically populate when the Procedure Code number is entered (if entered in Setup/Other Setup/Procedure Code). Enter the proper Procedure Code or use the F5 Lookup key. If information has been added to this Line Item Additional Information window, an icon will display in this column in the Encounter. From/To All date fields will automatically display the current date based on the date of service. To change a date, enter the date or use the drop-down arrow and select the date from the calendar. M1, M2, M3, M4 Enter the appropriate Procedure Code modifiers, if applicable. These fields should automatically generate if they are set up for the Procedure code. DX (Diagnosis Codes) POS (Place of Service) TOS (Type of Service) Units Indicates which Diagnostic item is being billed. For example, if the number 1 displays in the field, Diagnosis Code 1 is being billed. There must be at least one DX code associated with each line item. If your Encounter has more than one DX code and you want to delete one from this Procedure Code line item, type the number you wish to remove. Typing the number again adds it back in the box. If you accidentally type the same DX twice, the system will remove the duplicates. If you link to a non-existent DX code, the system will return you to the DX box. To link diagnosis codes manually, just enter the corresponding number of the diagnosis code. Diagnosis code order may be changed for each line item, if you have turned on the option in Setup/Practice/Main. When this option is turned on, you may change order of DX codes by typing them in the order you want in the DX box. You may use up to twelve (12) DX codes per Encounter. The amount of DX code fields displaying on your system may be changed in Setup/System Settings/Practice Settings/Main/Display. Enter the Place of Service where the Patient is being treated. Click F5 to access the list. Enter the Type of Service that was provided for the Patient during treatment. Click F5 to access the list. Enter how many times the Patient received that treatment during their visit. For example, 2 knee wounds bandaged = 2 Units. copyright 2013 CompuGroup Medical. All rights reserved. Page 105 of 269

106 Column Name Pat Resp (Patient Responsibility) Description Enter the amount that the Patient is responsible to pay. This is used if there is a copay fee. Charge Enter the amount charged for the Procedure code. This will automatically update as the Procedure Code and Units fields are entered. If a multiple fee schedule was entered for this Procedure Code, you will be given the option to choose the correct charge. Claim Information icons: Screen Element New Line Item Description Add Procedure Codes to the Encounter. Line Item Addl Procedure Group Opens the Line Item Additional Information window and provides a place to add: A note to the Procedure code A National Drug Code CLIA Number Adds a Procedure Code group Additional Information Tab Additional Information consists of information pertinent to the paying of the claim for service. If additional information is needed for this Encounter, go to the second tab or press F7. copyright 2013 CompuGroup Medical. All rights reserved. Page 106 of 269

107 Additional Information field descriptions: Field Referring Provider First Date of Illness Unable to Work (Date Range) Hospitalized (Date Range) HCFA Box 10D/Box 19 UB92 Bill Type Outside Labe Fees Outside Lab Location Description If a referral was selected under the insurance company, then the fields in this section will automatically populate from the referral information. The system is programmed to check for a referral number for insurance companies that require one. If it is required, a dialog box will display reminding you to complete this section. Enter the Referral Provider number. Use the Lookup key to find the provider by name. Enter the date the first symptom of the illness occurred or use the drop-down arrow and select the date from the calendar. Enter the starting and ending date when the Patient is unable to work or use the dropdown arrow to select the date from the calendar. Enter the starting and ending date when the Patient was admitted to the hospital or use the drop-down arrow to select the date from the calendar. Enter the corresponding information that would be inserted in to Box 10D and Box 19, Reserved for Local Use, on the Health Insurance Claim Form (HCFA). Enter the corresponding information that would be inserted in to the Bill Type field of the UB92. Enter any miscellaneous fees associated with using an outside laboratory facility. Choose the location where the service is being rendered in response to the accident, if it is set up in Setup/Program Setup/Location. Condition Related To Case Number Place/State Authorization Number Use the drop-down list to select from one of the following options: Employment Automobile Accident Other Accident Pregnancy Enter in an external case number related to the accident. Enter the State where the accident occurred. Enter the Authorization Number for permission to perform services. 2 nd Authorization Number Enter the second Authorization Number, if required. Additional Information If you have set up additional fields in Practice Setup, they will display here. Some optional Additional Info fields provide space for free-form text to be entered and some offer check boxes or drop-down lists. copyright 2013 CompuGroup Medical. All rights reserved. Page 107 of 269

108 6.2.4 Create Encounter Billing Information The third tab on the Create Encounter screen shows insurance information for the Encounter. When selected, it shows where the claim was billed and which group number and pin were used to bill this claim Messages If your Encounter fails any rules, they will be listed in the Messages tab. This tab is only available if there is data present Notes and Other Functions The Notes feature is located at the bottom of the Create Encounter window. Available field size is 4000 characters. Notes/Other Functions field and icon descriptions: Screen Element Internal Notes Print Notes Patient Notes Description Enter notes that will only be used internally and will not appear on printed reports. If an Encounter failed submit, the information will be seen in these notes. Enter notes that will be printed out on selected reports. If any Patient notes were entered in Add/Edit Patient, then they will display here. The user can also add Patient notes. copyright 2013 CompuGroup Medical. All rights reserved. Page 108 of 269

109 Screen Element Print Options Lookup Delete Description Mark the check box next to the reports the user wants printed when the Encounter saves. Options include: Super Bill Statement ABN HCFA Allows the user to lookup information by name if the number is not known. It will only be active on fields outlined in green. Allows the user to delete the Encounter. Edit Patient Scans Press F12 or click Edit Patient to display the Edit Patient window. Enter new information and press F10 to save and return to the Encounter Entry screen. Press F9 or click Scans to display the Scan Library, where any images pertinent to the Encounter or Patient can be added. Make Payment OK Cancel Press F11 or Make Payment to display the Patient Payment window, which is used to collect Patient payments, including copays. Note: If a copay was collected and entered in the Scheduler, simply saving the Encounter (click OK or F10) will automatically display the Patient Payments window so the copay can be applied to the Encounter. Allows the user to save the Encounter. Allows the user to exit the Encounter without saving Capitated Insurance If the insurance used by the Patient is capitated, then the Capitated Adjustment screen will display when the Encounter is saved. The balance gets adjusted automatically on office visits. Any other amount is billed to the insurance, but can be written off in the Adjustment section. The total is transferred to the Patient as long as there is no insurance balance. Click OK to save the information. copyright 2013 CompuGroup Medical. All rights reserved. Page 109 of 269

110 6.3 Patient Management Add/Edit Patient [NP] When selecting the Add/Edit Patient function, the user has a choice of adding a new Patient to the database or editing an existing Patient Adding Patients DAQbilling supports multiple patient number systems. Clients can use any of the following formats: DAQbilling auto incremented patient number Social Security numbers Current office billing numbers A combination of letters and either self-generated or auto incremented numbers Note: Please contact the Technical Support Center for advice and/or details on setting up the number system. To add a new Patient: 1. Click Encounters on the main menu. 2. Expand the Patient Management section. 3. Select Add/Edit Patient or [NP] from the main screen. 4. A blank Patient window will display. 5. To begin entering information for a Patient, a unique Patient number must be assigned to the Patient. There are two ways to do this: a. Type in the new Patient number manually in the field provided and click Enter; or b. Click the Get Next Patient Number icon or F6 to allow DAQbilling to generate the next available number automatically. 6. After a new Patient number is in place, all other fields in this screen will become available Edit Patients/Lookup Function To edit a Patient: 1. Click Encounters on the main menu. 2. Expand the Patient Management section. 3. Select Add/Edit Patient or [NP] from the main screen. 4. A blank Patient window will display. 5. If the Patient s ID is known, type it in the field provided and press Enter. 6. If the Patient s ID is not known, then search for the Patient using the Lookup key or press F5. The Patient Lookup window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 110 of 269

111 7. The user can search by the Encounter number, name, SSN, birth, or policy number. By entering as much information in the search fields as possible, the Patient s search will be more closely defined and will return fewer results. 8. Click Fetch to initiate the search and the database will display the Patients that match the search criteria. Any Patient that is deceased will show up with a red background. The alarm clock icon next to the Patient number indicates that the Patient has an alert. Note: Any Patient that has been entered into the database that is no longer active will not appear in the search. 9. Select the Patient by double-clicking on the Patient or by highlighting the Patient and then click OK. The Patient may now be edited. 10. Click OK to save or Cancel to exit the screen without saving the corrections/additions Patient Demographic Screen After entering a new or existing Patient, the Patient Demographic window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 111 of 269

112 Any time a field is outlined in green, the Lookup key may be used to look up the information by name, if the number is not known. If there are any user-defined fields set up in Location Setup, they will display here. If necessary, fill in all appropriate information in the Value column. Once all Patient information has been entered in the Patient screen, click OK to save or Cancel to exit without saving Delete the Patient Click Delete and verify that the correct Patient is being deleted. Alert: Once a Patient is deleted from DAQbilling, there is no way to recover the Patient information. It is important for the user to pay very close attention to any red warning messages because they indicate that information is about to be permanently deleted from the system. The DAQbilling system has a security feature that will not allow a user to delete any Patient that has a submitted Encounter attached Scan Documents for the Patient Click Scans to open the Scan Library. The function allows the user to scan a Driver s License, photo, Social Security card, or other Patient General Information Tab General Information Tab field descriptions: Field Last Description Enter the last name of the Patient. copyright 2013 CompuGroup Medical. All rights reserved. Page 112 of 269

113 Field First Middle Suffix Inactive Birth Gender SSN Address Home Phone Cell Phone Work Phone Alert Signature Date Default Location Description Enter the first name of the Patient. Enter the middle initial of the Patient. If enabled in Setup/Location Setup, then enter the suffix of the Patient s name. If this check box is marked, then the Patient is not active. When the user searches for Patients, the Patients marked as inactive will not appear in the search. Enter the Patient s birth date or use the drop-down arrow to select a date from the calendar. Enter the Patient s gender. Enter the Patient s social security number. Enter the Patient s address in the Address1, Address2, City, State, and Zip fields. Enter the Patient s home phone number. Be sure to include the area code. Enter the cellular phone number. Enter the work phone number and extension. If this field is enabled in Setup/Location, then enter the Patient s address. Enter any alerts for the Patient. This alert will display everywhere in the application. Enter the date that the Signature was created or use the drop-down arrow to select a date from the calendar. Locations that were set up in Setup/Location will display in this menu. Select a location site from the drop-down list. Default Provider Enter the Default Provider s number. If the number is not known, use the Lookup key or click F5 to search for the provider by name. Once the Provider is selected, the number and name will populate in the fields. Default Ref Provider Enter the Default Referring Provider s number. If the number is not known, use the Lookup key or click F5 to search for the referring provider by name. Once the Referring Provider is selected, the number and name will populate in the fields. Marital Status Select a marital status from the drop-down list. copyright 2013 CompuGroup Medical. All rights reserved. Page 113 of 269

114 Field Race License No. Med. Rec. No. Death Last Appointment Display Description If this field is enabled in Setup/Location, select the Patient s race from the drop-down list. If this field is enabled in Setup/Location, then enter Patient s Driver s License Number. If this field is enabled in Setup/Location, then enter the medical record number for this Patient. Enter the Patient s date of death or use the drop-down arrow to select a date from the calendar. If the Patient has appointments set up in the Scheduler, then the last and next appointment dates will display. No Statement Mark this check box to exclude this Patient s statement from the statement print queue. If the box is marked and a statement needs to be printed, it can be requested manually from Encounter Maintenance/Reports/Statement. Default is unmarked Insurance Information Tab The Insurance Tab contains insurance and referral information. The information in this section is color coded according to priority. Blue Green Purple Red Primary Secondary Tertiary Expired Insurance The Scans function will display the Scan Library window where the insurance card can be scanned. Choose to scan the insurance card in the regular size or in a large format and then follow the instructions in the Scans Section. copyright 2013 CompuGroup Medical. All rights reserved. Page 114 of 269

115 Optional IEV (Insurance Eligibility Verification) If you have elected the optional service IEV, you will have a Request Verification button and an IEV and IEV Requested column on your Insurance tab. DAQbilling v User Guide The Request Verification function allows for the highlighted insurance to be verified manually. Because there is a cost associated with making an IEV request, your practice may want to limit the frequency of verification and can set a requirement for a certain number of days between requests. Practice Administrators set up these limits in Setup/Practice Settings/IEV. Users that have been granted permissions to make IEV requests may do so from the Patient window, but the request will return an error message if the timing is too frequent (based on your practice s settings). If IEV is requested more frequently than the parameters set by the practice a dialog box will display stating the minimum number of days to wait before rerequesting verification has not passed. The IEV column in the table displays an icon to indicate the status of the IEV request. The IEV Requested column in the table indicates the date that the IEV was last requested Adding Insurance Policy Details to a Patient Record To add insurance company policy information: 1. Click Add Insurance or F2. The Patient Insurance Setup window will display. 2. Enter the details of the Patient s insurance policy. Note: The system has preset parameters for each insurance company s policy numbers. If you enter the wrong number of digits for a particular insurance company, the system may give you an error message to correct it. 3. Click OK to save the insurance to the Patient or Cancel to close the window without saving. copyright 2013 CompuGroup Medical. All rights reserved. Page 115 of 269

116 Insurance Setup field descriptions: Field Priority Description Select the priority of the insurance from the drop-down list. Insurance Effective Expire Policy Number Group Number Plan Code Copay Enter the Patient s insurance company s code. If the number is not known, use the Lookup key to search for the insurance by name. Note: From the Insurance Lookup window, a new insurance may also be entered into the system if necessary by clicking Add New Insurance or press F2. Add the insurance information and click OK to save and the new insurance will populate into the field. Enter the date that the insurance coverage began or use the drop-down arrow to select a date from the calendar. Enter the date that the insurance coverage began or use the drop-down arrow to select a date from the calendar. Enter the Policy Holder s number. Enter the Policy Holder s group number. Enter the Policy Holder s plan code. Enter the amount the Policy Holder is required to pay at the time of the Patient s visit. Reason Relationship First/Last/Middle This field will be enabled only if the insurance company is NOT primary and the insurance is Medicare. Choose from the following: Working age beneficiary/spouse with employer group health plan ESRD beneficiary in the 12 month coordination period with an employer s group health plan Automobile, no fault insurance Worker s compensation PHS or other federal agency Black lung VA Disabled beneficiary under age 65 with LGHP Any liability insurance Enter the relationship between the Patient and the Policy Holder from the drop-down list. Enter the Policy Holder s name. Address1/Address2 Enter the Policy Holder s address. Note: Leave this address blank to use the Patient or Guarantor address for claim submission. copyright 2013 CompuGroup Medical. All rights reserved. Page 116 of 269

117 Field City/State/Zip Home Phone Gender SSN Birth Employment Status Employer Address1/Address2 City/State/Zip Work Phone Notes Description Enter the Policy Holder s city, state, and zip. Enter the zip code first to automatically populate the city/state fields. Enter the Policy Holder s home phone number. Enter the Policy Holder s gender. Enter the Policy Holder s social security number. Enter the Policy Holder s birth date use the drop-down arrow to select a date from the calendar. Choose the employment status of the Policy Holder. Enter the Policy Holder s Employer s name. Enter the Policy Holder s Employer s address. Enter the Policy Holder s Employer s city, state, and zip. Enter the zip code first to automatically populate the city and state. Enter the Policy Holder s work phone number and extension. Enter any notes that pertain to the Patient s/policy Holder s insurance company Add a Patient Referral To add a patient referral from another doctor, click Add Referral or press CTRL + F2. The Patient Referral window will display. Complete the fields and click OK. copyright 2013 CompuGroup Medical. All rights reserved. Page 117 of 269

118 To scan a document for the referral, click Scans to display the Scan Library window. Click OK to save the referral to the Patient or Cancel to close the window without saving any information. If the provider used on the Encounter does not match the referral name, you will get an error message when you save. Patient Referral Setup field descriptions: Field Referred By Description Enter the Referring Provider s number. If the number is not known, use the Lookup key to search for the referring provider by name. The referring provider s information will automatically populate. This information is set up in Setup/Referring Provider Setup. Provider Procedure Code Diagnoses Description Notes Effective Expire Total Visits Remaining Visits Date of Current Illness First Date of Illness Enter the Provider s number. If the number is not known, use the Lookup key to search for the provider by name. Enter the Procedure Code that correlates with the procedure that was done as a result of the diagnosis. Use the Lookup key to search for the code by name. Enter the Diagnosis Codes for this referral. Up to 4 codes may be entered. (Located in box 21 on the Health Insurance Claim Form.) Briefly describe why the Patient is being referred; this is a very short description that must be entered so the referral can be saved. Enter any necessary notes for this referral. Enter the date that the referral is effective or use the drop-down arrow to select a date from the calendar. Enter the referral expiration date or use the drop-down arrow to select a date from the calendar. Enter the number of visits recorded on the Referral form. If a zero is entered, then the number of visits during the referral time period will be unlimited. This field is automatically updated. It shows the number of visits remaining as the Patient visits the referring provider. Enter the date the illness, injury, or pregnancy initiated this visit or use the drop-down arrow to select a date from the calendar. Enter the first date the illness, injury, or pregnancy first occurred, or use the drop-down arrow to select a date from the calendar. Unable to Work (Date Range) If the Patient is unable to work, then enter this date range or use the drop-down arrow to select a date from the calendar. copyright 2013 CompuGroup Medical. All rights reserved. Page 118 of 269

119 Field Hospitalized (Date Range) Description If the Patient had to be hospitalized, then enter the date range or use the drop-down arrow to select a date from the calendar. HCFA Box 10D Enter the information from the HCFA Box 10D. HCFA Box 19 Enter the information from the HCFA Box 19. Condition Related To Case Number Place/State Authorization No Enter the circumstance that caused the condition. Enter the Case number that was obtained by the Patient s employer when they called the incident in to the insurance company. Enter the place/state where the incident occurred. Enter the Authorization Number issued by the insurance company Edit a Patient Referral To edit a referral or insurance, select the desired referral or insurance and click Edit Referral or Edit Insurance or press F4. Make any necessary changes and click OK to save. (This button will change wording depending on what is selected: a referral or insurance.) Duplicate a Referral To duplicate a referral that is already created, select the desired referral and click Duplicate Referral or F7. The duplicate should appear on the list Delete a Referral To delete a referral, select the desired referral and click Delete Referral or F12 and confirm the correct referral is being deleted Find/Open a Patient Referral If there are referrals on a particular insurance company, there will be a plus sign on the insurance line that can be expanded to view the referrals. Click the plus sign to expand the line and view some of the provider details. Double-click the referral to expand the window to display the entire referral. If a note is added to an insurance company, then a paper and pen icon will display in the Nte column. copyright 2013 CompuGroup Medical. All rights reserved. Page 119 of 269

120 Notes Tab The Notes Tab contains Patient notes. Enter any required notes and click OK to save Other Information Tab The Other Information Tab contains information for Guarantor, Employment, and Emergency Contact. Guarantor section field descriptions: Field Relationship Description Enter the relationship between the Patient and the Guarantor from the drop-down list. Guarantor If Spouse, Child, or Other was selected as the Relationship, enter the Guarantor code. If the number is not known, use the Lookup key to search for Guarantor by name. The Guarantor s address and phone numbers will automatically populate. Note: From the Guarantor Lookup window, the user may also enter a new Guarantor into the application if necessary by clicking Add New Guarantor or F2. Add the Guarantor information and click OK to save. The new insurance will populate into this field. Emergency Contact section field descriptions: Field Relationship Name Home/Work Phone Description Enter the relationship to the Patient. Enter the name of the person to contact in case of an emergency. Enter the home/work phone numbers of the emergency contact. copyright 2013 CompuGroup Medical. All rights reserved. Page 120 of 269

121 Employment section field descriptions: Field Emp Status Occupation Employer Address1/Address2 City/State/Zip School Status Description Enter the Patient s employment status. Enter the Patient s job description or title. Enter the name of the Patient s employer. Enter the street address of the Patient s employer. Enter the city, state, and zip. Enter the zip code first to automatically populate the city and state. Enter the school status of the Patient Appointments Tab The Appointments Tab contains information on appointments. If this is an existing Patient with appointments set up in the Scheduler, all the appointments for this Patient will display here. Past appointments are shown in gray and future appointments are shown with a white background. If the patient was checked in, an icon displays in the Status column. Available Statuses: Appointment Cancelled Appointment Deleted No Show Checked In copyright 2013 CompuGroup Medical. All rights reserved. Page 121 of 269

122 copyright 2013 CompuGroup Medical. All rights reserved. Page 122 of 269

123 6.3.2 Add/Edit Guarantor [GU] This feature is used to add or edit Guarantors Add or Edit a Guarantor 1. Click Encounters on the main menu. 2. Expand the Patient Management section. 3. Select Add/Edit Guarantor or [GU] from the main screen. 4. The Guarantor window will display. 5. In the No. field, enter the number of the Guarantor to edit. If the number is not known, use the Lookup key to search for the Guarantor by name. To add a new Guarantor, enter a new number that does not yet exist in the database. 6. Enter the Guarantor information. Only the last name field is required to save Guarantor information. 7. Click OK to save or Cancel to exit the screen without saving any information. Guarantor field descriptions: Field No. Last/First/Middle/Suffix Description The number assigned to the Guarantor. Enter the last, first, and middle name of the Guarantor. Enter the suffix, if applicable. Inactive If the check box is marked, the Guarantor is inactive. This can be done instead of deleting the Guarantor so that the information will still be in the program. This will also prevent this Guarantor name to appear when searching. Birth Gender Enter the Guarantor s date of birth or use the drop-down arrow to select a date from the calendar. Enter the Guarantor s gender. copyright 2013 CompuGroup Medical. All rights reserved. Page 123 of 269

124 Field SSN Address1/Address2 City/State/Zip Home Phone Cell Phone Emp. Status Employer Address1/Address2 City/State/Zip Guarantor Of Description Enter the Guarantor s social security number. Enter the Guarantor s address. Enter the Guarantor s city, state, and zip. Enter the zip code first to automatically populate the city and state. Enter the Guarantor s home phone number. Enter the Guarantor s cell phone number. Enter the Guarantor s address. Enter the Guarantor s employment status. Enter the name of the Guarantor s employer. Enter the street address of the Guarantor's employer. Enter the city, state, and zip of the employer. Enter the zip code first to automatically populate the city and state. This section displays all Patients associated with this Guarantor. The Patient s number, name, and relationship to the Guarantor will display Import Patient Demographics If the Guarantor is also a Patient, then the Patient s information can be imported by clicking Import Patient Demographics. The Patient Lookup window will display. Search for the Patient and double-click to select and import that Patient s demographic information. For example, parent and child attend the same family practitioner. Click Import Patient Demographics to reduce the data entry needed Delete the Guarantor 1. Click Delete. 2. Confirm the correct Guarantor is being deleted. 3. Click OK. copyright 2013 CompuGroup Medical. All rights reserved. Page 124 of 269

125 6.3.3 Insurance Eligibility Verification Review [IV] Insurance Verification Review (IEV) is an optional service available in DAQbilling. It can verify accurate carrier policy information before seeing your patient. With electronic insurance eligibility verification, you can feel secure knowing that the information is accurate. Inquiries can be submitted through DAQbilling to the claims clearinghouse. Most insurers do not require any special enrollment for this feature. Some payers require enrollment for IEV and we will assist with this process. The benefits of insurance eligibility verification: Minimize claim denials Increase collections and cash flow Reduce resubmitted claims Accurately set patient coverage expectations Provides accurate determination of copays and deductibles IEV Setup If using Scheduler, the IEV Requests can be automated and limitations can be set. Go to Setup/System Settings/Practice Settings/IEV to modify your settings. Users must be granted permission to request IEV in User Setup Access IEV Information There are three ways to access the Insurance Verification screen: 1. Click Encounters, then Patient Management, and then Insurance Verification Review. The IEV Review window will display. 2. When entering a new Patient, click Encounters, then Patient Management, and then Add/Edit Patient. Choose the Insurance tab. To submit IEV requests manually, you may do so in the Patient Information screen/insurance tab by clicking IEV Request. Enter new insurance and click Request Verification. 3. In Scheduler, status of requested IEV is shown as an icon next to the appointment name. To request IEV from the Scheduler, click Appointment, then Add/Edit Patient, and click the Insurance tab. Check status in IEV Requested column or click Request Verification to make a new request. copyright 2013 CompuGroup Medical. All rights reserved. Page 125 of 269

126 4. In Scheduler, right-click on the schedule and choose Request Verification or Insurance Verification Review from the menu Insurance Verification (IEV) Screen Request results can be viewed in the Insurance Verification Review window. For unsuccessful/failed requests, you can see failure reason by clicking in the Failure Reason column in the table. Requests that state Verified (highlighted in green) will include information that can be viewed by clicking in the Failure Reason column (indicated by a : symbol). Information varies by payer. copyright 2013 CompuGroup Medical. All rights reserved. Page 126 of 269

127 IEV field and icon descriptions: Screen Element Status of IEV Search Parameters Date Field Case No Name Requested Date Appointment Date Insurance Name Status Failure Reason Edit Patient Request Verification Refresh Description Mark the check boxes to indicate the desired status only. Verified Pending Failed Not Sent Choose the date the IEV was requested or the date of the Patient s appointment. Use the drop-down arrow to select a date from the calendar. The Patient number. Patient name submitted. The date the most recent IEV request was submitted. If the Patient has an appointment on the schedule it will display here. Name of the insurance company. Displays the status of the verification. If successful, the : symbol will display. If failure, reason will be given. Opens the Patient profile. Submits a request on demand (if the practice setup allows this user to submit requests). Refreshes the screen. copyright 2013 CompuGroup Medical. All rights reserved. Page 127 of 269

128 Chapter 7: Claim Control DAQbilling allows the user to review Encounters for posting, print statements in bulk using a statement queue, review Encounters that are overdue, review Encounters with a credit, and Rebill Encounters already posted. 7.1 Encounter Review [ER] Encounter Review allows the user to view any pending Encounter from one screen, and to review and verify the information entered is accurate. This feature allows senior personnel to supervise and review all Encounters before they are posted for submission either as a quality control method or a teaching tool for new employees. In addition, DAQbilling color codes the status of each Encounter for quick reference Review Pending Encounters To review pending Encounters: 1. Click Claim Control from the main menu. 2. Click Encounter Review or [ER]. The Review Pending Encounters window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 128 of 269

129 3. The information presented here can be sorted by the different columns. To sort, click the Column name. For example, to sort by date, click the Date column header. To edit an Encounter: 1. Select the Encounter. 2. Click Edit Encounter or F4, or double-click on the desired Encounter. 3. Make the necessary edits. 4. Click OK. Note: If any Encounters are marked as Failed Submit or User Review, they should be reviewed at this time. To review the history of an Encounter: 1. Select the Encounter. 2. Click Review History or F5. 3. The Review History window will display. You may edit the Encounter here, Show Insurance Summary, or click Close to return to the previous window. copyright 2013 CompuGroup Medical. All rights reserved. Page 129 of 269

130 To Post Selected Encounters, Encounters must be in Ready to Post status. To post one or more select Encounters: 1. Select the Encounter(s) to be posted. To select multiple Encounters, hold the CTRL key and select additional encounters with the mouse. 2. Click Post Selected or F6. 3. The selected Encounters will now be posted. Selected Encounters that have already been posted may be unposted. To unpost one or more Encounters in Posted Status: 1. Select the Encounter(s) to unpost. 2. Click Unpost Encounters or F7. 3. The status for the selected Encounter(s) will change to Ready to Post status. To post all the pending Encounters: 1. Click Post All or F9. 2. A confirmation message will display. Click Yes to post. 3. Any Encounters with a status of Ready to Post will be posted. 4. The status will change to Posted with the date they were posted. Users may select to unpost all Encounters. For example, if you know there is an error in your Encounters, but do not have time to find it before the end of day and do not want any Encounters to post until it is corrected, use the Unpost All feature. To unpost all Encounters: 1. Click Unpost All or F A confirmation message will display. Click Yes to unpost. 3. Any Encounters with a status of Posted will change to Ready to Post status. copyright 2013 CompuGroup Medical. All rights reserved. Page 130 of 269

131 Users may choose to print their own Health Insurance Claim Forms. This may be necessary in rare cases of resubmits or to correct errors. To print a HCFA for selected Encounters: 1. Select the Encounter(s). 2. Click HCFA Selected or F8. 3. The HCFA print window will display. 4. Mark the check box to mark the Encounter as submitted after the HCFA is printed. If the check box stays unmarked, the Encounter s status will not change and the paper HCFA will be printed at CGM DAQbilling. 5. Specify the destination to print. 6. Click OK to print the HCFA or Cancel to exit the screen. 7.2 Statement Review [SR] Statement Review allows the user to review Patient balances and print patient statements from one screen. Statement Review contains two tabs: Modify Current Statement Queue and Statement Printing. The Modify Current Statement Queue tab is used to modify the existing running queue. Patients that have not be printed in the past, or who have had a balance change appear in the queue automatically. Other Patients can be added to that queue utilizing the parameters. Once the queues have been modified, it can be printed as is from the Print Statements tab or the print parameters can be utilized to further filter the statements to be printed Open Statement Review To open Statement Review: 1. Click Claim Control from the main menu. 2. Click Statement Review or [SR]. 3. The Statement Review window will display. The right side of the screen shows the date and time that the Patient balance was inserted, the Patient number, Patient name, and balance. The Modify Current Statement Queue and Print Statements tabs are on the left. Total Patient Count and Total Balance are shown at the bottom. copyright 2013 CompuGroup Medical. All rights reserved. Page 131 of 269

132 Note: Patient Aging and Insurance Aging parameters are set up by your practice in Setup/System Settings/Locations/Aging. Modify Current Statement Queue Tab field and icon descriptions: Screen Element Add Statements to Queue Add Single Patient to Add to Queue Add from Patient Statement Log Description Complete the information in this section to add balances to the queue by aging. All Patients will be added to the screen that fit the criteria entered. Statement never printed, or printed on or before: Enter the date of the last time you printed statements. Patients with aging at least: Choose the least amount of days since the aging began. For example, you may wish to send statements out the same day a balance was transferred to patient or you may wish to wait a week or two (to see if the patient pays without a statement). Patients with aging at most: Choose a number of days since the aging began (aging could have been set up from Date of Service or Date of Transfer to Patient). Click to display the Patient Lookup window. Complete the search criteria, then find and double-click the Patient. The Patient will now show up in the queue. Can be used if you need to reprint statements printed on a previous day. copyright 2013 CompuGroup Medical. All rights reserved. Page 132 of 269

133 Screen Element Remove Statements from Queue Description To review patient statements from the queue, click Clear All or F12, highlight the statements you wish to remove from the queue, and click Clear Selected or F6. Verify that you wish to clear the selection and click OK. Minimum Statement Balance Chose the least amount of Patient balance that you want to be sent statements. For example, you may choose to send out only statements to Patients with a balance of $5 or more. Set a balance for your practice s preferences. Last Statement Printed Close Choose the last statement date to pull from. Exit the window. Print Statements Tab field and icon descriptions: Screen Element Print Statements Print Selected Print All Refresh Description This feature allows the user to filter the Current Statement Queue table to one or more parameters. For example, to exclude statements printed since a specified date range. Statements printed after: Select statements printed after a specified date. Patients with aging under: Select Patients under a specified age. Patients with aging over: Select Patients over a specified age. Select to print one or more statements. Print all the statements displayed, either the Current Statement Queue or the Filter Statement Queue. Update the table after changing the parameters of the excluded Patients. Minimum Statement Balance Chose the least amount of Patient balance that you want to be sent statements. For example, you may choose to send out only statements to Patients with a balance of $5 or more. Set a balance for your practice s preferences. Last Statement Printed Close Choose the last statement date to pull from. Exit the window Electronic Patient Statements Electronic Patient Statements is an optional service offered by CGM DAQbilling. This feature allows your practice to reduce workload by outsourcing the print and mail functions of processing patient statements. CGM DAQbilling will print and mail your patient statements to your patients on your behalf. If you wish to sign up for this service, please contact DAQbilling Sales at ext. 3. copyright 2013 CompuGroup Medical. All rights reserved. Page 133 of 269

134 7.3 Overdue Review [OR] Overdue Review allows the user to review any Encounters that are overdue. The system will consider a claim as overdue any date past the date of service. On average, insurance takes two to four weeks to pay the claim. This can be checked in System Health. Encounters listed on this screen have at least one line item with an outstanding Insurance or Patient balance (depending on which view is displayed). Encounters with a negative or zero balance may appear as well. Zero balances appear in black, while credit balances appear in red with parentheses. This may occur because the Encounter has an overall credit (due to some line items being overpaid), but all line items under that Encounter have not been paid. A credit can also occur if the insurance company is overpaid and is due a refund. Example: Overall credit is $32.03, but these four items have not been paid by insurance Open Overdue Review To Open Overdue Review 1. Click Claim Control from the main menu. 2. Click Overdue Review or [OR]. 3. The Overdue Review window will display. 4. First select the view of this window, either by Insurance or Patient from the Review Category section. 5. The Insurance view will display each Encounter line and includes: Claim Date Status Patient Number Patient Name Provider, Insurance Name Number of Days from the Date of Service (DOS) Balance copyright 2013 CompuGroup Medical. All rights reserved. Page 134 of 269

135 6. The Patient view will sort by Patient and show all Encounters and Procedure Codes for that Patient. 7. Clicking on an Encounter or selecting the + in the Encounter column will show the Procedure Code information for that Encounter. 8. To edit an Encounter, select the Encounter and click Edit Encounter or F4. copyright 2013 CompuGroup Medical. All rights reserved. Page 135 of 269

136 9. The Encounter window will display. Edit the Encounter and click OK to save the changes. DAQbilling v User Guide Review History for an Encounter To Review History for an Encounter: 1. Click Claim Control on the main menu. 2. Click Overdue Review or [OR]. 3. The Overdue Review window will display. 4. Select the Encounter. The information on this screen can be filtered in the Review Days section. Select to view Encounters greater than a certain number of days, or between a range of days. 5. Click Review History or F5. The Review History window will display. 6. Click Close to exit. copyright 2013 CompuGroup Medical. All rights reserved. Page 136 of 269

137 7.4 Credit Review [CR] Credit Review allows the user to review any Encounters that contain a credit. Encounters listed on this screen have at least one line item with credit insurance or Patient balance (depending on which view is displayed) Open Credit Review To Open Credit Review: 1. Click Claim Control from the main menu. 2. Click Credit Review or [CR]. 3. The Credit Review window will display. This screen functions in the same way as the Overdue Review screen. 7.5 Rebill Encounters [RE] To Rebill Encounters: 1. Click Claim Control from the main menu. 2. Click Encounter Rebill or [RE]. 3. The Encounter Rebill window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 137 of 269

138 4. The left side of the window displays all the possible search criteria necessary to find the correct Encounters to rebill. 5. Once the search criteria are defined, click Add to Rebill Queue to being the search for the Encounters. This may take a few seconds depending on how broad or narrow your search. 6. Click Add One Encounter to add Encounters to the queue one at a time. If the user knows the Encounter number: a. Type the number in the Add One Encounter field. b. Click Add One Encounter. c. Use the Lookup key to search for Encounters by entering the Patient name and the search will list all Encounters for that Patient. 7. All Encounters matching the search criteria will display on the right side of the screen. At this point, the user can search through the list of Encounters to locate the desired ones to rebill. Encounter Rebill field and icon descriptions: Screen Element Plan Type Description Select the plan type for rebilling the Encounters. Routing ID Enter the routing ID of the insurance company or use the Lookup key to search for the routing ID by name. If no routing ID is selected, then the application will search for Encounters with any routing ID. Insurance Enter the insurance ID for the Encounter or use the Lookup key to search for the insurance by name. If no insurance is selected, then the application will search for Encounters with any insurance companies. Provider Enter the provider ID for the Encounter or use the Lookup key to search for the provider ID by name. If no provider ID is selected, the application will search for Encounters with any Provider. copyright 2013 CompuGroup Medical. All rights reserved. Page 138 of 269

139 Screen Element Location Description Enter the location where the Encounter was created or use the Lookup key to search for the location by name. If no location is selected, the application will search for Encounters with any location. Patient Enter the patient ID for the Encounter or use the Lookup key to search for the patient ID by name. If no patient is selected, the application will search for Encounters with any patient. Date Type Select to search for Encounters by the Claim Date, Date of Service, or Posted Date. After selecting the date type, enter the From and To dates for the search or use the drop-down list to select dates from the calendar. Bill Method Select which bill method was used for the Encounters that will be rebilled. Amount The user can select to only view those Encounters with a balance of greater than the number entered in the field. Enter an amount in the Select where balance greater than and mark the check box to the left of the field. Add to Rebill Queue Add One Encounter Edit Encounter Review History HCFA Selected Rebill Clear Rebill All Clear All Close Being the search for the Encounters. Add Encounters to the queue one at a time. Make changes to an Encounter. Review the payment history of the Encounter. Print HCFAs for selected Encounters. Rebill one or more Encounters. To clear one or more Encounters off the queue. Rebill all the Encounters in the queue. All the Encounters in the queue will be rebilled and their status will change to Posted with the current date. Clear all the Encounters from the queue. Exit the screen. copyright 2013 CompuGroup Medical. All rights reserved. Page 139 of 269

140 7.6 Timely Filing Review Screen The Timely filing Review Screen shows all claims that are in danger of being unfiled by the deadline to submit. Column headings are sortable. You can set the parameters for the date range display encounters in Practice Settings Setup. Status will show any Encounter that has primary insurance and: Has not been filed Failed rules Is in user review status Has been filed but has had no activity from the insurance company (no payment or denial) Click on an Encounter line to open it. If necessary, make edits and submit your claim. The function buttons on this screen mimic the functionality in the Encounter Review screen. 7.7 Clearinghouse Reports [CH] You can always view your ERA files from DAQbilling. If you wish, you can download and view ERA files on your local computer as well as with a special viewer Clearinghouse Reports Search Screen 1. To display the reports, select a clearinghouse from the drop-down list. This will display your subscribed clearinghouses. Reports will be populated for the last six (6) calendar months. Scroll down to view reports for a specific date in the last 6 months. 2. To view reports older than 6 months (but less than 18 months old) use the Since field to open a date select window. 3. To search reports using text, enter the text in the Search For field and press the binoculars icon to locate a report that contains text. Text is case sensitive. Press F6 to continue searching. 4. Once you have found the desired report, press Enter to view the report. copyright 2013 CompuGroup Medical. All rights reserved. Page 140 of 269

141 Report descriptions: Report Name Payer Acknowledgement Report Description Receipt of the submitted claims by the Insurance company. Claims Acknowledgement Report Acknowledgement from the clearinghouse. Exclusion Claims Report Provider Remittance Report Remittance Report From the clearinghouse and gives the errors. One format of Electronic Remittance Advice (ERA) from the Insurance company. Another format of ERA from the Insurance company. 7.8 Interface Review Log [IR] The Interface Review menu provides users with feedback on any correctable Encounter errors that may be present after the file is imported from a Laboratory Information System (LIS) or an Electronic Medical Records (EMR) system. This feature is only available for LabDAQ users. To view the Interface Review feature: 1. Click Claim Control from the main menu. copyright 2013 CompuGroup Medical. All rights reserved. Page 141 of 269

142 2. Click Interface Review or [IR]. Interface Review Log field and icon descriptions: Screen Element Inserted Date Description The default view for the interface review window shows all Interface error messages that have not yet been received. To review messages that were sent on a particular day, use the inserted date filter. Modify the filter if needed with the Display previously reviewed messages check box. Display previously reviewed messages A filter to display messages that were previously reviewed. Display Errors Only Check All Uncheck All Interface Name Urgency/Alert Message Allows users to view error messages only. Selects all to be reviewed. Unselects all to be reviewed. The interface name associated with the message will appear here. Explanation point indicates new alert. Indicates the reason for the error. copyright 2013 CompuGroup Medical. All rights reserved. Page 142 of 269

143 Screen Element Inserted Reviewed Description Date Time inserted into the log file. Once reviewed, mark the check box to allow the message to be cleared from the queue. copyright 2013 CompuGroup Medical. All rights reserved. Page 143 of 269

144 Chapter 8: Payments DAQbilling allows the user to post insurance, patient, and capitation payments. In addition, DAQbilling allows the user to create deposits so that all the payments made to that deposit will be counted together and at the end of the day can be closed if the amount is correct. The Payments screen keeps track of payments, either from insurance company(ies) or Patient(s), amount of payment, and type of payment. This allows the user to quickly reconcile the deposits for the day. Any deposit not posted (i.e., EOB not closed) will appear in red. copyright 2013 CompuGroup Medical. All rights reserved. Page 144 of 269

145 8.1 Open the Deposit To open the Deposit/Payment window: 1. Click Payments from the main menu. 2. Click Deposit/Payment Maintenance or [DP]. 8.2 Deposit Management New deposits may be created (or opened) at any time for any bookkeeping style that you prefer. Some practices have a new deposit for each day, others decide on weekly deposits. Some practices choose one deposit for patient payments, and one for insurance payments. If you have more than one location, you may have one deposit per location as well Open New Deposit 1. Click Open New Deposit. 2. The Deposit Maintenance window will display. The Description field will automatically contain the similar text, Deposit 1/23/06 (the current date). It will also populate the open and post dates to the current date. 3. Change any information as necessary or type in a different description. 4. Complete the Open and Post dates, if they are different from the current date. 5. Click OK to save changes and create the deposit. copyright 2013 CompuGroup Medical. All rights reserved. Page 145 of 269

146 8.2.2 Edit Deposit 1. Select the deposit and click Edit Deposit. 2. Change any information as necessary. 3. Enter a different description. 4. Complete the Open and Post dates, if they are different from the current date. 5. Click OK to save any changes Close Deposit 1. Select the deposit. 2. Make sure all payments are posted. If there is a green check next to the deposit, then all payments are posted. If there is a red X, then there are unposted payments in this deposit. 3. If all payments are posted and the check mark is green, click Close Deposit. 4. A dialog box will display making sure that the correct deposit was selected to be closed. Click Yes to close the deposit. 5. The next dialog box that displays is for printing a Deposit Reconciliation report. This report will display deposits by the date the deposit was posted within the client specified date range. If a specific deposit number range is selected, the report will only show deposits within that date range. Enter the desired information. Note: The date range will default to the beginning of the month to the current date and the deposit range will populate with the deposit number that is being closed. 6. Select whether to print to the screen or the printer and click OK to produce the report. The report will print to the specified location. copyright 2013 CompuGroup Medical. All rights reserved. Page 146 of 269

147 Example: Deposit Reconciliation Report 7. A Deposit Slip window will display asking if the report printed correctly. Click Yes if everything printed OK. Click No if the report did not print. Answering no will keep the deposit opened. 8.3 New Payments The Payments section of DAQbilling is for making patient, insurance, and capitated insurance payments. Patient copays can be made from other sections like Scheduler and Encounter Maintenance, but they will display here. To enhance the security of your submitted claims, you may not edit the payment type from Patient to Insurance or Insurance to Patient. You may edit between the methods of payment (for example, patient cash to patient check). Note: Since you cannot edit the payment type, if you accidentally choose the wrong type, cancel the payment and begin again Adjustments by the Insurance Carrier Adjusted by the carrier indicates a claim was: Denied Zero payment Partial payment Reduced payment Penalty applied Additional payment Supplemental payment copyright 2013 CompuGroup Medical. All rights reserved. Page 147 of 269

148 Adjustment Terminology There are three parts regarding adjustments: (Local) Adj. (Adjustment) Code: This is the code your practice set up to track adjustments to the Encounter. Adjustments can be for write offs of any type. Claim adjustment reason codes communicate an adjustment, meaning that they must communicate why a claim or service line was paid differently than it was billed. If there is no adjustment to a claim/line, then there is no adjustment reason code. These local adjustment codes are defined in Setup/Other Setup/Adjustment/Explanation Codes. (National) Adj. (Adjustment) Group: National Adjustment Groups are standardized in the US and are transmitted with electronic EOBs. Because they are standardized, they are not editable. (National) Adj. (Adjustment) Reason: National Adjustment Reasons are transmitted with electronic EOBs. They are standardized and are not editable. copyright 2013 CompuGroup Medical. All rights reserved. Page 148 of 269

149 Adjusted Group Codes This list was found on Codes are subject to change, and should be verified at that website. CO Contractual Obligations This group code should be used when a contractual agreement between the payer and payee, or a regulatory requirement, resulted in an adjustment. Generally, these adjustments are considered a write off for the provider and are not billed to the patient. CR Corrections and Reversals This group code should be used for correcting a prior claim. It applies when there is a change to a previously adjudicated claim. OA Other Adjustments This group code should be used when no other group code applies to the adjustment. PI Payer Initiated Reductions This group code should be used when, in the opinion of the payer, the adjustment is not the responsibility of the patient, but there is no supporting contract between the provider and the payer (i.e., medical review or professional review organization adjustments). PR Patient Responsibility This group should be used when the adjustment represents an amount that should be billed to the patient or insured. This group would typically be used for deductible and copay adjustments Apply New Patient Payment 1. Open a deposit or choose an open deposit. 2. Select Payment Type, Deposit Number, and Payment Date. Note: Patient Payment type will auto-fill from the previous patient payment applied. When adding multiple payments, the system defaults the new payment to the same payment type as the previous payment and deposit number. copyright 2013 CompuGroup Medical. All rights reserved. Page 149 of 269

150 Note: F4 toggles between grids and F2 returns to the Encounter ID field. 3. Enter all pertinent payment information at the top of the screen. Once the Encounter number is entered, the Encounter data will automatically populate in the middle section. a. The middle section displays the Encounter number and DOS. If there is more than one Encounter open for this patient, they will all display here. b. The bottom section will display the line items and charges for the Encounter chosen in the middle section. Note: The order of the Procedure Code codes in the detail section will reflect the order that they were entered and not the Procedure Code order. 4. In the Allowed column, enter the Allowed Amount. copyright 2013 CompuGroup Medical. All rights reserved. Page 150 of 269

151 5. Apply the payment to the Encounter line items. DAQbilling v User Guide 6. Press F2 to save and the cursor will move to the Encounter number field to enter your next Encounter unless there is a balance remaining on that line item. If so, the system will prompt you with a transfer dialog box before moving back to the Encounter field. 7. Once you have entered all encounters on this payment, either click F10 to save (the entire) payment, click OK to save, click Save and Print to print a receipt for the Patient, or Cancel to exit without saving. 8. A dialog box will display stating, The entire check has been applied. Do you want to post all payments? Click Yes to post all payments or No to post payments later. New Patient Payment field descriptions: Field Name Payment Type Description Use the drop-down list to select the payment type. Once you have chosen Patient Pay or Insurance Check on the first screen, you cannot change it here. If you accidentally choose the wrong payment type, cancel the payment and begin again. If you choose Patient Pay, you can only choose another type of patient payment. Dep. No. Payment Date Payee/Check Number/Description Amount Patient No. Encounter ID This field will automatically populate with the selected deposit. To make this payment in a different deposit, type in the deposit number or use the Lookup key to search for the deposit by name. Enter the payment date or use the drop-down arrow to select a date from the calendar. Enter the description of the payment. A check number and/or insurance may be entered here. Enter the payment amount. Enter the patient number to which the payment is being made. Use the Lookup key to search for the Patient by name if the number is not known. Enter the Encounter ID number to which the payment is being made. Guarantor ID Amount Applied Unapplied Enter the Guarantor ID to list Encounters by Guarantor. Use the Lookup key to search for the Guarantor by name. Note: If the payment type is a Patient payment then this field will be enabled. The total amount that has been paid by the patient. The total amount that has been applied to the pending Encounters. The total amount that has been paid by the patient, but has not been applied to all the patient s encounters. copyright 2013 CompuGroup Medical. All rights reserved. Page 151 of 269

152 8.3.3 Apply New Insurance Payment 1. Open a deposit or choose an open deposit. 2. Choose Payment Type, Deposit Number, and Payment Date. 3. A blank Insurance Payment window will display. 4. Enter all pertinent payment information at the top of the screen. Once the Encounter number is entered, the Encounter data will automatically populate in the middle section. a. The middle section displays the Encounter number and DOS. If there is more than one Encounter open for this patient, they will all display here. b. The bottom section will display the line items and charges for the Encounter chosen in the middle section. 5. In the Allowed column, enter the Allowed Amount. Note: The Procedure Code field is color coded to identify payment responsibility. Light blue = Primary insurance; Light green = Secondary insurance; Purple = Tertiary insurance; or Army Green = Patient. 6. Apply the payment to the Encounter line items. Alert: Do not press F10 after applying the payment to this Encounter. Pressing F10 will close the entire payment. 7. Press F2 to save and the cursor will move to the Encounter number field to enter your next Encounter unless there is a balance remaining on that line item. If so, the system will prompt you with a transfer dialog box before moving back to the Encounter field. 8. Once you have entered all encounters on this payment, either click F10 to save (the entire) payment, click OK to save, click Save and Print to print an EOB Payment Reconciliation Report, or Cancel to exit without saving. 9. A dialog box will display stating, The entire check has been applied. Do you want to post all payments? Click Yes to post all payments or No to post payments later. copyright 2013 CompuGroup Medical. All rights reserved. Page 152 of 269

153 New Patient Payment field descriptions: Field Name Payment Type Description Use the drop-down list to select the payment type. Once you have chosen Patient Pay or Insurance Check on the first screen, you cannot change it here. If you accidentally choose the wrong payment type, cancel the payment and begin again. If you choose Insurance Check, you can only choose another type of insurance payment. Dep. No. Deposit Description Payment Date Payee/Check Number/Description Amount Withholding Additions Patient No. Encounter ID This field will automatically populate with the selected deposit. To make this payment in a different deposit, type in the deposit number or use the Lookup key to search for the deposit by name. This field displays the name of the deposit. Enter the payment date or use the drop-down arrow to select a date from the calendar. Enter the description of the payment. A check number and/or insurance may be entered here. Enter the payment amount. Enter any amount that is to be withheld. Enter any additional funds that the insurance company is paying but is not applying to a particular Patient. Enter the patient number to which the payment is being made. Use the Lookup key to search for the Patient by name if the number is not known. Enter the Encounter ID number to which the payment is being made. Guarantor ID Fetch Amount Applied Enter the Guarantor ID to list Encounters by Guarantor. Use the Lookup key to search for the Guarantor by name. Note: If the payment type is a Patient payment then this field will be enabled. Executes your query. The total amount that has been paid by the payee for this payment. The total amount that has been applied to the pending Encounters. copyright 2013 CompuGroup Medical. All rights reserved. Page 153 of 269

154 8.3.4 If a Balance Remains After You Applied the Insurance Payment If a balance remains, the Transfer Options screen will display. This screen allows the user to easily transfer responsibility to the Patient or a secondary carrier. The transfers are color coded for easy reference. 1. Click on the appropriate option. 2. Select an explanation for the transfer. 3. Scan an EOB, if required. 4. Click OK to transfer the balance and return to the Payments screen. 5. Enter the next Encounter number and follow the steps above until the entire amount is applied Edit Payment To edit an existing payment: 1. In the Open Deposits screen, select the payment and click Edit Payment or double-click on the payment to edit. 2. Follow the steps in the previous section to make the necessary changes and press F10 or click OK to save Delete Payment To delete a payment: 1. In the Open Deposits screen, select the payment to delete and click Delete Payment. 2. A warning message will display prompting the user to double check that the correct payment was selected to be deleted. 3. Click Yes to delete. 4. A Removed message will display stating which payment was deleted Secondary Insurance Payment Posting When entering a payment that must be submitted to secondary insurance, the primary payment should be entered properly so the Encounter is balanced correctly before proceeding to secondary insurance. 1. Open the Insurance Payment window and then select an Encounter. copyright 2013 CompuGroup Medical. All rights reserved. Page 154 of 269

155 2. Enter the Allowed and Applied amounts. 3. To ensure that the Encounter balances, you must add the adjustment line. Click Add Adj. 4. In the Adjusted field, enter the ending balance. The Adj Group Code should be PR and the Adj Reason will be 1 for Deductible, 2 for Coinsurance Amount, or 3 for Copay. 5. Continue applying the remainder of the payment. 6. To verify that the Encounter balances correctly, add the Adjusted total and the Applied total, which should equal your Charged total. 7. Transfer the Encounter to secondary insurance and click OK to complete the payment. 8. If the payment is not balanced, a dialog box will display stating, All claims must be balanced before submitting to Secondary Insurance. The Applied and Adjustment Totals must equal the Charged Total. Please make changes accordingly. 9. To continue without amending payment, click Yes. You must return to the claim and balance it, otherwise your claim will be rejected. 10. To return to the payment immediately and balance the transaction, click No and review the payment information. Once you have verified that it balances, click OK. copyright 2013 CompuGroup Medical. All rights reserved. Page 155 of 269

156 8.4 Reports (For Deposits) The reports section is used for printing a Deposit Slip or a Patient Receipt/EOB. To print a report: 1. In the Open Deposits screen, select a Patient payment, insurance payment, or a deposit, depending on which report the user will print, by highlighting the row. 2. Click Reports, and then select a report from the available list. 3. A print dialog box will display. Select whether to print the report to the screen or the printer. 4. Click OK to print the report. 8.5 Reopen Deposits Reasons for correcting closed deposits may be: Deposited amount was not equal to amount taken to the bank. Adjustments were entered incorrectly. The amount was applied to the wrong patient. Alert: Reopening deposits is not advised for previous fiscal years because of record keeping and the IRS. 1. Click Payments from the main menu. 2. Click Deposit, and then Payment Maintenance or [DP]. 3. Mark the Show Closed Deposits check box and enter the desired date range, or use the drop-down arrows to select dates from the calendar. 4. Select the desired deposit and click Re-Open Deposit. 5. Double-click on the payment you need to change. 6. A dialog box will display with the message, Payment Is Posted. Only unposted payments may be edited. Unpost Payment? 7. To view the payment only, click No. If you wish to edit the payment, click Yes to unpost the payment. 8. Make any needed changes and click OK. The payment may now be reposted. copyright 2013 CompuGroup Medical. All rights reserved. Page 156 of 269

157 8.6 Add Patient Copay from Deposit Section [DA] To add a Patient copay: 1. Click Payments from the main menu. 2. Click Add Patient Copay or [DA]. 3. The Add Copay window will display. 4. Choose a Pay Type from the drop-down list. 5. Complete the deposit number, Patient Number, verify payment date (default date is today or change if necessary), and copay amount. 6. Press F11 to save and print receipt (or if no receipt is needed, click OK). copyright 2013 CompuGroup Medical. All rights reserved. Page 157 of 269

158 8.7 Invalid ERA Reconciliation To assist with reconciling your claims, CGM DAQbilling has enhanced the ERA payment process by creating utilities to troubleshoot invalid ERAs. Invalid ERAs can be caused by: The insurance company mis-keying information (Name, Encounter, etc.). DOS, Procedure Code, or modifier they entered does not match what we sent to them. Interest payments for a previous claim that has been paid. Insurance company paid on a Procedure Code that we did not submit/changed the Procedure Code. Patient not entered into DAQbilling (provider sent a paper HCFA directly without DAQbilling). Rare one-time situations (for example, an insurance transmission problem that resulted in duplicate transmission to us). The invalid ERA payment will display in red in the middle section of the ERA. The bottom section of the screen will have line items in red. The gray area at the very bottom of the screen will show the actual text from the transmission and the problem DAQbilling had in reading it. In some cases, only one letter could be missing from the text that causes the ERA to be unassigned. DAQbilling looks for the Encounter number followed by the letter C, the 3-digit control number, the letter X, and the Patient name. In the case above, the ERA-invalid messages states, Claim 16951C257 does not exist. Patient Giordano, Policy Number U , the insurance company omitted the X at the end of the claim number. A biller can view who this belongs to and assign the ERA manually to correct the books. copyright 2013 CompuGroup Medical. All rights reserved. Page 158 of 269

159 8.7.1 Assign an Invalid Encounter 1. Double-click on the red line to bring up an Encounter Lookup window. 2. Mark the Include Zero Balance check box. Use information from the error message to look up the Encounter number or name. For example, choose CON (from the Patient name) and look for the date of service. 3. Choose the desired Encounter and click OK. 4. The system returns this Encounter to the Encounter Lookup screen. The middle section of the screen changes from red in the patient info and encounter number, and it is no longer editable. Note: If you choose the incorrect Encounter, you may click Cancel and redo the lookup. 5. In the example, the bottom line item area still has line items in red. Double-click on these items to display the Line Item Lookup screen associated with this Encounter. This screen displays which items are currently listed in DAQbilling for this Encounter. copyright 2013 CompuGroup Medical. All rights reserved. Page 159 of 269

160 Note: The Encounter count have been submitted, and then inadvertently/or intentionally changed by the user. The Line Item Lookup only shows you the current listing of line items associated with the Encounter. 6. Click on the correct Procedure Code to assign it to that Procedure Code. The line item will turn blue to indicate it has been assigned. Continue assigning until all line items are assigned for this ERA payment. Click OK. 7. If the ERAs are truly invalid, you may delete them. Double-click and click Delete. copyright 2013 CompuGroup Medical. All rights reserved. Page 160 of 269

161 Chapter 9: Reports DAQbilling comes with standard reports divided into seven categories: Aging, Daily Logs, Financial Analysis, Listing, Patient, Schedule, and Usage reports. Each report contains a brief description of the parameters it uses and the information it shows. If additional information is required on a particular report, custom changes and/or reports are available upon request for an additional fee. Please contact the Technical Support Center for more information. To access DAQbilling Reports: 1. Click Reports or [R] from the main menu. 2. The following main, condensed category of reports will appear: System Health Report Options Aging Daily Logs Financial Analysis Listing Patient Schedule Usage 3. To expand reports, click the plus (+) symbol to the left of the desired category. copyright 2013 CompuGroup Medical. All rights reserved. Page 161 of 269

162 9.1 System Health The Health Check feature critiques the financial health of a practice, pinpointing areas requiring further review. This feature continually monitors a practice for seventeen (17) financial parameters, alerting the office manager of the status of each claim, outstanding insurance payments, and outstanding Patient balances. The Health Check report also describes the significance and suggests corrective actions for each parameter. Direct links to the appropriate program selection are also provided. To access the Health Check feature: 1. Click Reports on the main menu, and then System Health. 2. Click Health Check or [HC]. The Health Check window will display. Health Check column descriptions: Column Name Flag Description Status Explanation/Corrective Description The general health of a particular area of the business is immediately identified by the color of the flag. Green indicates everything is well within appropriate operating guidelines Yellow indicates a particular area may need attention Red indicates an area needs immediate attention Indicates the performance parameter being evaluated. A quantifiable measure of the performance parameter. Defines the action to be taken or directs the user to areas of further instruction dependent upon the situation. copyright 2013 CompuGroup Medical. All rights reserved. Page 162 of 269

163 9.2 Report Options Report Setup [RP] The Reports Setup [RP] feature is used for customizing the display of reports. The customize report options must be enabled for the user in User Setup under Reports/Customized. The Reports Setup window allows the user to remove or regroup reports according to usage needs and rename, add, and/or remove report categories. Adding new categories can help isolate only those functions that certain employees need most. Reports can exist in more than one category. To customize the way reports are displayed in a list: 1. Click Reports on the main menu. 2. Click Report Setup or [RP]. The Report Setup window will display. 3. The right side of the Reports Setup window is the list of reports that are available to put in to customized categories. Use the functions in the middle of the screen to insert or remove reports from categories, or to add, rename, remove, and restore categories of reports. 4. View the reports in a particular category by double-clicking on the category or clicking on the plus (+) to the left of the category. Report Setup icon descriptions: Screen Element Description Add New Category Add new report categories to customize your system. copyright 2013 CompuGroup Medical. All rights reserved. Page 163 of 269

164 Screen Element Description Rename Report Category Highlight the category and rename using this function. Remove Report Category If you wish to remove just one report category, use this function. It will prompt you with a confirmation box. If all reports have been removed from the category, click Yes. Otherwise, click No and remove all reports from the category before removing the category itself. Move Reports Reset Reports Category Defaults and Exit Use this function to move reports from one category to another. If you wish to eliminate all custom report categories, use this function to remove any custom report categories that are set up, and restore the report categories, and reports therein, back to the DAQbilling defaults. To add a new category: 1. Click Add New Report Category. Name your new category. 2. To insert a report into a category from the Available Reports to the Report Setup, click on an available report and then click Insert Report into Category. The report will now display in the Report Setup section. 3. Click OK. copyright 2013 CompuGroup Medical. All rights reserved. Page 164 of 269

165 9.3 Aging Reports The Aging Reports allows the user to receive a report depicting the overdue claims for both insurance companies and Patients in an easy to interpret graph divided into 30 day intervals Expected Reimbursement Aging Report This report will show a summary of insurance aging by individual insurance company and is divided into 30 day increments. The aging amounts are based on the expected reimbursement (rather than the unpaid adjusted balance of charges) and are calculated from the date the balance was assigned or transferred to the insurance company, so insurance refiles will restart the aging process. The date range parameter is based on the Encounter Date of Service. Expected Reimbursement by Aging Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 165 of 269

166 9.3.2 Expected Reimbursement Aging by Post Date Report This report will show a summary of insurance aging by individual insurance company and is divided into 30 day increments. The aging amounts are based on the expected reimbursement (rather than the unpaid adjusted balance of charges) and are calculated from the Date of Service. Expected Reimbursement Aging by Post Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 166 of 269

167 9.3.3 Expected Reimbursement Aging from Date of Service Report This report will show a summary of insurance by aging by individual insurance company and is divided into 30 day increments. The aging amounts are based on the expected reimbursement (rather than the unpaid adjusted balance of charges) and are calculated from the post date. The date range parameter is based on the Encounter Date of Service. Expected Reimbursement Aging from Date of Service Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 167 of 269

168 9.3.4 Insurance Aging Report This report will show a summary of insurance aging by individual insurance company and is divided into 30 day increments. The aging amounts are calculated from the date the balance was assigned or transferred to the insurance company, so insurance re-files will restart the aging process. The report date is based on the Encounter Date of Service. Insurance Aging Report Examples: copyright 2013 CompuGroup Medical. All rights reserved. Page 168 of 269

169 9.3.5 Insurance Aging by Date of Service Report This report displays insurance aging information in 30 day intervals. It is grouped by insurance company, and charges are calculated off of individual CPT line items that do not have a zero balance. Marking the Detail check box will enable the report to display encounter specific information grouped under the claim s respective insurance company. The date range filter is based on the individual line item s Date of Service. Insurance Aging by Date of Service Report Examples: copyright 2013 CompuGroup Medical. All rights reserved. Page 169 of 269

170 9.3.6 Insurance Aging by Post Date Report This report will show insurance aging information in 30 day intervals. It is grouped by insurance company, and charges are calculated off of individual CPT line items that do not have a zero balance. Marking the Detail check box will enable the report to display encounter specific information grouped under the claim s respective insurance company. The date range filter is based on the encounter s most recent post date. Insurance Aging by Post Date Report Examples: copyright 2013 CompuGroup Medical. All rights reserved. Page 170 of 269

171 9.3.7 Patient Aging Report This report gives the user an opportunity to view how many days past due that a patient is on paying for services rendered in 30 day intervals. The internal notes will not appear on the report unless BOTH the Display Internal Notes and the Detailed check boxes are marked. Similarly, the print notes will not appear unless BOTH the Display Print Notes and the Detailed check boxes are marked. Patient Aging Report Examples: copyright 2013 CompuGroup Medical. All rights reserved. Page 171 of 269

172 9.3.8 Patient Aging by Date of Service Report This report gives the user an opportunity to view how many days past due that a patient is paying for services rendered in 30 day intervals. Patient Aging by Date of Service Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 172 of 269

173 9.3.9 Timely Filing Report This report will display encounters and total charges where the encounter falls within the warning period for Timely Filing. Timely Filing Report Example: 9.4 Daily Logs The user may wish to print the daily log reports if they needed to have hard, paper copies of daily status reports for the office. How to print the Daily Log report: 1. Click Reports. 2. Click Daily Logs and then select the desired report from the list of available reports. 3. From the print window, enter the date to calculate AR from, choose a doctor range, and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Use the Lookup key to search for the doctor by name. 5. Click OK to print the report. copyright 2013 CompuGroup Medical. All rights reserved. Page 173 of 269

174 9.4.1 A/R (Accounts Receivable) Log Report This report displays an accounts receivable log (outstanding balances) consisting of Patient information, credits, charges, and total amounts per Encounter up to the selected date. A/R Log Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 174 of 269

175 9.4.2 Adjustment Log Report This report will display all adjustments posted within the date range specified. If a detailed report is available, it will display the individual Encounter details and the adjustment amount. An unspecified insurance description will be used if a specific adjustment code was not selected when the adjustment was made. Adjustment Log Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 175 of 269

176 9.4.3 Adjustment Log by Doctor Report This report will display all adjustments posted within the date range and Doctor specified. If a detailed report is selected, it will display the individual Encounter details and the adjustment amount broken down by Doctor. An unspecified insurance description will be used if a specific adjustment code was not selected when the adjustment was made. Adjustment Log by Doctor Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 176 of 269

177 9.4.4 Adjustment Log by DOS (Date of Service) Report This report will display encounters and total line item charges by the Procedure Code Date of Service. Note: The grand total Encounter numbers is based on the sum of the daily Encounter subtotal. Adjustment Log by DOS Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 177 of 269

178 9.4.5 Antek Invoice Reconciliation (for invoices before March 2005) Report Use this report to identify the claims included on Antek invoices before March This report will display Encounters billed to insurance by the date the insurance was billed. Client bills and Encounters that do not have an insurance attached will be shown on this report by the date the Encounter was saved. copyright 2013 CompuGroup Medical. All rights reserved. Page 178 of 269

179 9.4.6 Billing Log by Claim Date Report This report will display Encounters and total charges by the date they were entered and saved in DAQbilling. Billing Log by Claim Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 179 of 269

180 9.4.7 Billing Log by Date of Service Report This report will display Encounters and total line item charges by the Procedure Code date of service. Adds each line item per encounter for subtotals and uses subtotals to calculate grand total. Note: The grand total Encounter numbers is based on the sum of the daily Encounter subtotal. Billing Log by Date of Service Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 180 of 269

181 9.4.8 Billing Log by Post Date Report This report will display Encounters and total charges by the date they were posted in the system. Default setting is Include Secondary and Re-bills in Totals. If this remains checked, the Encounter may appear more than once on this report, if the claim was submitted to more than one payer, or if the claim was re-billed to the same payer. Rebills, secondary, and tertiary submissions are marked on the report. To prevent the totals from including the same Encounters more than once, unmark the Include Secondary and Re-bills in Totals check box. If not marked, then both the date totals and the grand totals will include ONLY the initial submissions to the primary payer. They will exclude all re-bills, and they will exclude secondary and tertiary submissions as well. Both the Encounter counts and the charges will be affected. Billing Log by Post Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 181 of 269

182 9.4.9 Billing Status by CGM Bill Date Report This report will display Encounters by the date they were billed out to the insurance company. Billing Status by CGM Bill Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 182 of 269

183 Billing Status by Post Date Report This report will display Encounters by the date they were posted to CGM. Billing Status by Post Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 183 of 269

184 Billing Status by Ready to Post Date Report This report will display Encounters by the ready to post date within the client specified date range. Billing Status Ready to Post Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 184 of 269

185 CGM Invoice Reconciliation Report This report will identify the claims included on CGM invoices. It includes all encounters on the date of creation. Secondary, tertiary, and all refiles are also included on the date the insurance was billed. Claims automatically transferred by the primary insurance carrier to another carrier are not included. CGM Invoice Reconciliation Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 185 of 269

186 Claim Submission Verification Report This report will show a listing of all the submitted Patient s Encounters in the selected date range. The report is sorted by the insurance submission date and then by insurance company. Claim Submission Verification Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 186 of 269

187 Credit Balance Listing Report This report will display a list of Patients that have an insurance credit balance or a Patient credit balance. The report date is based on the Encounter Date of Service. Credit Balance Listing Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 187 of 269

188 Deposit Reconciliation Report This report will display deposits by the date the deposit was posted within the client specified date range. If a specific deposit number range is selected, this report will only show deposits within that date range. Deposit Reconciliation Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 188 of 269

189 Electronic Claim Submission Report This report lists electronic claims that have been submitted. The Date Range parameter limits the report based on the date they were posted; however, the date listed on the report represents the date the claim was submitted by CGM. It also shows the date the claim was received by the clearinghouse, and when it was accepted by the payer. Claims rejected prior to 4/4/2006 do not include the date of rejection. No report example available at this time. copyright 2013 CompuGroup Medical. All rights reserved. Page 189 of 269

190 Payment Log Report This report will display payments posted within the date range specified. If a detailed report is selected, this report will show encounter and CPT information. Payment Log Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 190 of 269

191 Payment Log by Doctor, Date Report This report will display payments posted to a selected provider by location within the date range specified. To include capitated payments, the starting doctor number must be 0. Payment Log by Doctor, Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 191 of 269

192 Payment Log by Doctor, DOS Report This report will display payments posted to a selected provider by location within the date range specified. To include capitated payments, the starting doctor number must be 0. The range is based on the Encounter Date of Service. Payment Log by Doctor, DOS Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 192 of 269

193 Payment Log by Doctor, Insurance Report This report will display payments posted to a selected provider by location within the date range specified. It will also sort the report by the insurance company. To include capitated payments, the starting doctor number must be 0. Payment Log by Doctor, Insurance Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 193 of 269

194 User Review Log Report The report will show a list of the Encounters with the total charges in the selected date range. User Review Log Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 194 of 269

195 9.5 Financial Analysis Reports The Financial Analysis Reports give the user financial reports on various aspects of the system. How to print any report in Financial Analysis: 1. Click Reports. 2. Click Financial Analysis and then select the desired report from the list of available reports. 3. From the print window, enter all or none of the available parameters and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Click OK to print the report Average Allowed by CPT Report This report displays the average allowed according to the insurance, date range, and Procedure Code specified. The date range selected pulls by Encounter date. Average Allowed by CPT Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 195 of 269

196 9.5.2 Average Allowed by CPT Sort by Provider Report This report displays the average allowed according to the insurance, date range, and Procedure Code specified sorted by provider. The date range selected pulls by Encounter date. Average Allowed by CPT Sort by Provider Report Example: Average Allowed by Insurance Report This report displays the average allowed according to the insurance and date range specified. The date range selected pulls by the Encounter date. Average Allowed by Insurance Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 196 of 269

197 9.5.4 Average Allowed by Insurance Sort by Provider Report This report shows the average allowed according to the provider, insurance, date range, and Procedure Code specified. The date range selected pulls by the Encounter date. Average Allowed by Insurance Sort by Provider Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 197 of 269

198 9.5.5 Client Bill Statement (Old) Report This report prints the total balance due for each Patient per insurance company, per date range. The date range is by the date of the Encounter. An aging breakdown is included for each insurance company. The aging will show any balances due for that insurance, not taking the date range into consideration. Note that only the insurance companies that will be included in this report are the ones with a routing ID of -1. Client Bill Statement (Old) Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 198 of 269

199 9.5.6 Client Invoice Post Date (Old) Report This report prints out an invoice for each insurance company. It shows all the Procedure Codes that were charged for each Patient for that insurance and it breaks down by the aging. Client Invoice Post Date (Old) Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 199 of 269

200 9.5.7 Client Invoice by Date of Service Report This report shows the balance due for each patient encounter by insurance company with a routing ID of -1. A routing ID of -1 means Client Billed Payer. The Encounters are sorted by the Encounter date of service. Claims in user review are excluded from this report. An aging total is included for each insurance company. Client Invoice by Date of Service Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 200 of 269

201 9.5.8 Client Invoice by Post Date Report This report shows the balance due for each patient encounter by insurance company with a routing ID of -1. A routing ID of -1 means Client Billed Payer. The encounters are sorted by the Encounter Post Date. The post date is the date the encounter is transferred to the payer. If the encounter has only one payer, this would occur when saved. If the client billed payer is secondary, then the post date is when the responsibility is transferred from the primary. Claims in user review are excluded from this report. Note that if a claim is transferred from user review, the post date of that claim will be the date it was transferred to the payer. Client Invoice by Post Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 201 of 269

202 9.5.9 Daily Financial Summary Report This report will provide relevant information about the financial health of your practice. The date range will only show charges by the Encounter s dates of service and the payments and adjustments by the posted date. Daily Financial Summary Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 202 of 269

203 Daily Financial Summary by Claim Date Report This report will provide relevant information about the financial health of your practice by claim date. The date range specified will only show charges by the Encounter s dates of service and the payments and adjustments by the posted date. Daily Financial Summary by Claim Date Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 203 of 269

204 Daily Financial Summary by Doctor Report This report will provide relevant information about each provider and the financial health of your practice. The date range specified will only show charges by the Encounter s dates of service and the payments and adjustments by the posted date. Withholds and additions are based on payment adjustments and are not specific to any Provider or Location, and will not be included in this report s totals. Daily Financial Summary by Doctor Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 204 of 269

205 Graph Charges Report This report gives the user a visual summary of charges by date to show all encounters with a date of service within the date range specified. Graph Charges Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 205 of 269

206 Insurance Charge Analysis Report This report displays charges sent to each insurance company and the percent of total charges and claims made. The date range specified will pull Encounter information by the date the insurance was billed. Insurance Charge Analysis Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 206 of 269

207 Insurance Performance Analysis Report This report monitors the performance of primary insurance payers. The selected date range represents the Encounter date. Time to process is calculated based on the days between the date the Encounter was billed to insurance and the date the insurance company responded (whether payment was received or Encounter was transferred to secondary or Patient). Only Encounters that have been processed will be included in this report. Insurance Performance Analysis Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 207 of 269

208 Managed Care Analysis Report This report shows the amount of Patients and charges under all managed care plans within the date range specified. Managed Care Analysis Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 208 of 269

209 Monthly Financial Summary Report This report will provide relevant information about the financial health of your practice. The date range will only show Procedure Code line item charges by the Encounter s dates of service and the payments and adjustments by the posted date. This report is designed to select whole months, so date ranges should start from the beginning of a month to the end of a month. Withholds and additions are based on payment adjustments and are not specific to any doctor or service location, and will not be filtered when a doctor range or service location has been specified. Monthly Financial Summary Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 209 of 269

210 Referring Provider Analysis Report This report utilizes the Encounter date to categorize Patients and details according to their referring provider information. Referring Provider Analysis Report Example: Referring Provider Analysis by Payment Post Date Report This report uses the initial payment post date (of each Encounter) to categorize patients and details according to their referring provider. No report example available at this time. copyright 2013 CompuGroup Medical. All rights reserved. Page 210 of 269

211 Reimbursement Analysis by Date of Service Report This report displays reimbursements from each insurance company, as well as the grand total for all insurance companies, by suing the Date of Service for the date range parameters. Reimbursement Analysis by Date of Service Report Example: 9.6 Listing Reports Listing Reports print a listing of different sections in the program. Some of the listing reports contain details. How to print Listing Reports: 1. Click Reports. 2. Click Listing and then select the desired report from the list of available reports. 3. From the print window, enter all or none of the available parameters and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Click OK to print the report. copyright 2013 CompuGroup Medical. All rights reserved. Page 211 of 269

212 9.6.1 Adjustment Group Listing Report This report will list the standard adjustment group codes as specified by CMS. Adjustment Group Listing Report Example: Adjustment Reason Listing Report This report will list the standard adjustment reason codes as specified by CMS. Adjustment Reason Listing Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 212 of 269

213 9.6.3 CPT Code Listing by Code Report This report will list all CPT codes and descriptions sorted by Procedure Code. CPT Code Listing by Code Example: CPT Code Listing by Description Report This report will list all CPT codes and descriptions sorted by Procedure Code description. CPT Code Listing by Description Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 213 of 269

214 9.6.5 CPT Code Listing by Fee Schedule Report This report will list all CPT codes and descriptions grouped by Fee Schedule. Only Procedure codes with a price will appear on this report. CPT Code Listing by Fee Schedule Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 214 of 269

215 9.6.6 CPT Code Validation Report The Master List refers to the 2012 Procedure Code listing. The Client List refers to the Client Procedure code Listing, which you maintain from the Setup/Other Setup/Procedure Codes [CP] section. CPT Code Validation Report Example: Diagnosis Code Listing by Code Report This report lists all diagnosis codes in numerical order sorted by code. Diagnosis Code Listing by Code Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 215 of 269

216 9.6.8 Diagnosis Code Listing by Description Report This report lists all diagnosis codes alphabetically by description. Diagnosis Code Listing by Description Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 216 of 269

217 9.6.9 Diagnosis Validation Report The Master List refers to the 2012 Diagnosis listing. The Client List refers to the Client Diagnosis Listing, which you maintain from the Setup/Other Setup/Diagnosis Codes [DG] section. Diagnosis Validation Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 217 of 269

218 ERA Remark Listing Report This report will list the standard ERA (and EOB) remark codes as specified by CMS. ERA Remark Listing Report Example: Explanation Code Listing by Code Report This report shows Adjustments and Explanation Code Listing by code number. Parameters are preset. Explanation Code Listing by Code Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 218 of 269

219 Guarantor Listing by Name Report This report shows Guarantor names alphabetically. Parameters are preset. Guarantor Listing by Name Report Example: Guarantor Listing by Name Detailed Report This report shows Guarantor names alphabetically with more detail. Parameters are preset. Guarantor Listing by Name Detailed Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 219 of 269

220 Insurance Listing by Name Report This report shows Insurance setup for all locations alphabetically. Parameters are preset. Insurance Listing by Name Report Example: Insurance Listing by Number Report This report shows Insurance setup for all locations alphabetically and sorted by number. Parameters are preset. Insurance Listing by Number Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 220 of 269

221 Insurance Routing IDs by Name Report This report lists the Routing IDs used by your practice. Insurance Routing IDs by Name Report Example: Insurance Routing IDs by Number Report This report lists the Routing IDs used by your practice. Parameters are preset. Insurance Routing IDs by Number Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 221 of 269

222 Location Listing Report This report shows location demographics by Location Number. Location Listing Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 222 of 269

223 Patient Listing Report This report shows Patient demographics by Patient Number. Patient Listing Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 223 of 269

224 Patient Listing by Insurance Company Report This report shows Insurance Company by Number and then Patient Names alphabetically. Patient Listing by Insurance Company Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 224 of 269

225 Patient Listing by Name Report This report shows Patient Names alphabetically. Patient Listing by Name Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 225 of 269

226 Patient Listing by Number Report This report shows Patient Names in order numerically. Patient Listing by Number Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 226 of 269

227 Patient Listing by Referring Physician Report This report will display a list of Patients that have had an Encounter within the specified date range and will be grouped by the Referring Physician on the Encounter. The report date is based on the Encounter Date of Service. Patient Listing by Referring Physician Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 227 of 269

228 Payment Type Listing Report This report displays payment types entered. Parameters are preset. Payment Type Listing Report Example: Provider Insurance Information by Provider Report This report shows the Provider Insurance information alphabetically. Provider Insurance Information by Provider Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 228 of 269

229 Provider Listing by Name Report This report shows Providers by name alphabetically. Provider Listing by Name Report Example: Provider Listing by Number Report This report displays Providers numerically. Provider Listing by Number Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 229 of 269

230 Reference Doctor Listing by Name Report This report displays Reference Doctors by name alphabetically. Parameters are preset. Reference Doctor Listing by Name Report Example: Reference Doctor Listing by Number Report This report displays the Reference Doctors numerically. Parameters are preset. Reference Doctor Listing by Number Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 230 of 269

231 X Code Explosion Report by CPT If you have entered sub codes, you may view them here. Parameters are preset. X Code by Explosion Report by CPT Example: X Code Explosion Report by External Values If you have entered cross-reference codes to another system, you may view them here. X Code Explosion Report by External Values Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 231 of 269

232 9.7 Patient Reports Patient Reports focus on things the user would want to print regarding Patients. How to print Patient Reports: 1. Click Reports. 2. Click Patient and then select the desired report from the list of available reports. 3. From the print window, enter all or none of the available parameters and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Click OK to print the report ABN (Advance Beneficiary Notice) Report This report is used by providers to get patient authorization in the event that a service may not be covered by the patient s insurance. ABN Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 232 of 269

233 9.7.2 ABN by Patient Report This report is used by providers to get patient authorization in the event that a service may not be covered by the patient s insurance. ABN by Patient Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 233 of 269

234 9.7.3 Collection Letter This will provide the user a business letter to be sent to the Patient outlining their outstanding balance. Collection Letter Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 234 of 269

235 9.7.4 MD Referral Form The Maryland Referral Form provides patient information from the attending provider to refer a patient to another provider. MD Referral Form Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 235 of 269

236 9.7.5 Patient Birthday Letter This will give the user a Birthday letter that can be sent to the patients. Patient Birthday Letter Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 236 of 269

237 9.7.6 Patient Face Sheet This report provides a summary of patient demographics. Patient Face Sheet Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 237 of 269

238 9.7.7 Patient Label by Address This report provides patient address labels. Patient Label by Address Example: Patient Label This report provides patient labels and includes Patient Number, Patient Name, and DOB. Patient Label Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 238 of 269

239 9.7.9 Patient Ledger This report will display a detailed record of a patient s financial activity separated as individual Encounters. The report date is based on the Encounter date of service and the report is sorted by Encounter ID. Multiple Patients can appear on a single page. Patient Ledger Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 239 of 269

240 Patient Listing by Statement This feature provides a report of Patients by statement Patient Recall A label listing the names and addresses of patients seen within a specified date range, which can be used as address labels. Patient Recall Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 240 of 269

241 Patient Recall by Encounter/Schedule A label listing the names and addresses of patients seen within a specified date range, which can be used as address labels. Patient Recall by Encounter/Schedule Example: Patient Recall Search A label listing all the names and addresses of patients seen within a specified date range. The Date Range is based on an Encounter Date of Service date. This report is not to be used as a label since it displays Patient information; this report is used as a tool for Patient searches within the Medical Office. copyright 2013 CompuGroup Medical. All rights reserved. Page 241 of 269

242 Patient Statement Activity Log This report shows when a Patient Statement was printed and the balance at print. The report is grouped by patients and it is shown in alphabetical order. Patient Statement Activity Log Example: Recall Label Report This report is designed for label printers using 1 inch by 2 ½ inch single feed labels. Recall Label Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 242 of 269

243 Super Bill Super Bill Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 243 of 269

244 9.8 Schedule Reports How to print Schedule Reports: 1. Click Reports. 2. Click Schedule and then select the desired report from the list of available reports. 3. From the print window, enter all or none of the available parameters and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Click OK to print the report Appointment Summary This report summarizes the status of appointments within a given Date Range and Doctor Range for all Locations totaling Checked In, No Show, Canceled, and None (No Status). Appointment Summary Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 244 of 269

245 9.8.2 Appt Reminder Cards This report is used to print appointment reminder cards for patients. Appt Reminder Cards Example: Daily Schedule The report lists the schedule for each physician for the selected date range. Checking the detailed box will display future appointments for the patients. Daily Schedule Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 245 of 269

246 9.9 Usage Report The Usage reports would be printed if the users wanted to know how often certain things are done in the program. How to print Usage Reports: 1. Click Reports. 2. Click Usage and then select the desired report from the list of available reports. 3. From the print window, enter all or none of the available parameters and choose a location. If a Detailed check box is available, mark to view further details on the report. 4. Click OK to print the report Expired Authorization Report This report will show a list of patients that have either an expired referral within the specified date range, or a referral with no remaining visits. The report date is based on the Referral Expiration Date. Expired Authorization Report Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 246 of 269

247 9.9.2 Procedure Log by CPT This report displays all the procedures performed in the office sorted by Procedure Code. The report also includes the charges for each Procedure Code and the total charge for all procedures listed. Procedure Log by CPT Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 247 of 269

248 9.9.3 Procedure Log by Patient This report displays all the procedures performed in the office sorted by Patient. The report includes the charges for each Procedure Code and the total charge for all procedures listed. Procedure Log by Patient Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 248 of 269

249 9.9.4 Procedure Summary This report displays all the procedures performed in a summarized fashion, listing each procedure, the number of procedures performed, the units, and the total charges. Procedure Summary Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 249 of 269

250 9.9.5 Usage Summary by CPT This report uses the Date Range to generate CPTs by the CPT line item date. Usage Summary by CPT Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 250 of 269

251 9.9.6 Usage Summary by Diagnosis This report displays the usage of each diagnosis. Usage Summary by Diagnosis Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 251 of 269

252 9.9.7 Usage Summary by Provider This report displays the usage of each provider. Usage Summary by Provider Example: copyright 2013 CompuGroup Medical. All rights reserved. Page 252 of 269

253 Chapter 10: Utilities Under the Utility option, the user has the ability to make changes to the database. The items in this section can be hidden depending on the security setup for each user Change Patient Number To change a Patient number: 1. Click Utilities. 2. Click Change and then Patient Number. The Change Patient window will display. 3. In the Change From field, enter the Patient number that needs to be changed. If the number is not known, use the Lookup key or F5 to search for the Patient by name. 4. In the Change To field, enter the permanent Patient number. 5. Click OK to change the Patient number. A dialog box will display asking for confirmation. Click Yes to proceed. If the number is already in the database, a warning message will display stating the number is already in use. 6. When the number has been successfully changed, a Success message will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 253 of 269

254 Provider Number To change a provider number: 1. Click Utilities. 2. Click Change and then Provider Number. The Change Provider window will display. 3. In the Change From field, enter the provider number that needs to be changed. If the number is not known, use the Lookup key or F5 to search for the provider by name. 4. Enter the permanent provider number in the Change To field. 5. Click OK to change the provider number. A dialog box will display asking for confirmation. Click Yes to proceed. If the number is already in the database, a warning message will display stating the number is already in use 6. When the number has been successfully changed, a Success message will display Referring Provider Number To change a referring provider number: 1. Click Utilities. 2. Click Change and then Referring Provider Number. The Change Referring Provider window will display. 3. In the Change From field, enter the referring provider number that needs to be changed. If the number is not known, use the Lookup key or F5 to search for the provider by name. 4. Enter the permanent referring provider number in the Change To field. 5. Click OK to change the referring provider number. A dialog box will display asking for confirmation. Click Yes to proceed. If the number is already in the database, a warning message will display stating the number is already in use 6. When the number has been successfully changed, a Success message will display Insurance Number To change an insurance number: 1. Click Utilities. 2. Click Change and then Insurance Number. The Change Insurance window will display. copyright 2013 CompuGroup Medical. All rights reserved. Page 254 of 269