Affiliated Provider ED Billing/Coding

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1 Affiliated Provider ED Billing/Coding FIRSTNET, BATCH CHARGE ENTRY, AND CHARGE VIEWER Table of Contents Affiliated Provider ED Billing...2 icentra FirstNet...2 Accessing FirstNet...2 Checking In as a Provider...2 Frequently Used FirstNet Buttons, Tools, and Icons...4 Assigning Patients...5 Running the ED Activity Log Report...5 Reviewing a Patient s Chart...7 Frequently Reviewed Patient Chart Sections...8 Remove Patients from the ED Billing Tab in FirstNet...9 Checking Out as a Provider Exiting FirstNet Batch Charge Entry and Charge Viewer Accessing Batch Charge Entry Searching for a Patient in Batch Charge Entry Entering ED Charges Crediting ED Charges Exiting Batch Charge Entry Remove Patients from the ED Billing Tab in FirstNet Provider Check Out Exiting FirstNet... 22

2 Affiliated Provider ED Billing There are up to three different icentra applications that affiliated providers who do ED billing may use: FirstNet, Batch Charge Entry, and Charge Viewer. icentra FirstNet Affiliated Provider (3 rd party) ED billers and coders use the icentra FirstNet application to: View a list of patients needing ED billing Run an ED Activity Log report Review patient chart information, such as demographics, insurance, physician documentation, and orders Note: Most ED billers will only have access to FirstNet. Accessing FirstNet To access FirstNet: 1. Log in to icentra. 2. Double-click the FirstNet icon. 3. Enter your Username and Password, and click OK. Checking In as a Provider When you login to FirstNet at the beginning of your shirt, you are prompted to make yourself available as a provider. The provider check in process allows you to enter your provider role, your initials, and a visual indicator so that you can keep track of patients you have assigned to yourself. This helps you manage and keep track of your billing work. To check in as a provider: 1. After logging in to FirstNet, you are prompted to make yourself available as a provider (see Figure 1). Figure 1: Provider Check-In Prompt 2. Click Yes. The Provider Checkin Window appears (see Figure 2, on the following page) Confidential and Proprietary January 2015 v. 1 2

3 Figure 2: Provider Checkin Window 3. (Optional) In the Display Name field, type your initials (see Figure 2, above). 4. Select the ED Coder option from the Provider Role drop-down list (see (see Figure 2, above). 5. Select the ED Biller option from the Default Relation drop-down list (see Figure 2, above). 6. (Optional) Select the Associated Provider Color check box and select a color from the window that appears (see Figure 2, above). 7. Verify that the Available Provider checkbox at the bottom of the screen is selected (see Figure 2, above). 8. Click OK. 9. The ED Billing tab of the Tracking List is displayed (see Figure 3, on the following page). This tab displays all of the discharged ED patients that need billing Confidential and Proprietary January 2015 v. 1 3

4 Figure 3: FirstNet Tracking List: ED Billing Tab Frequently Used FirstNet Buttons, Tools, and Icons The table below lists the FirstNet buttons, tools, and icons that are most frequently used by 3 rd party ED coders and billers. Table 1: FirstNet Buttons, Tools, and Icons Icon/Button Name Location Description Charge Entry FirstNet tool bar Launches the Batch Charge Entry application Note: Only some 3 rd party ED Billers will have access to the Batch Charge Entry application. Open Patient Chart Tracking List tool bar Allows the biller to navigate to any section of the selected patient s chart. ED Reports Tracking List tool bar Launches available ED Reports. 3 rd party billers will use this icon to run the Activity Log report. Modify Event Tracking List tool bar Allows the biller to reset the coding event or change the status once you ve completed the coding. (Billers can also modify events by selecting an item from the Coding column drop-down list.) Assign Provider Tracking List tool bar Allows the biller to assign a provider if one isn t already noted. (It should be included previously according to the ED workflows.) Provider Check In Tracking List tool bar Allows the biller to check into the system and assign themselves to patients 2015 Confidential and Proprietary January 2015 v. 1 4

5 Icon/Button Name Location Description Assign Provider to All Tracking List tool bar Assigns the provider to all the patients on the list Unassign Provider Tracking List tool bar Unassigns the provider. Open Patient Chart First cell in the row of a selected patient Double-click to open the patient chart if you already have a relationship with the patient. If you do not have a relationship with the patient, double-clicking prompts you to select a relationship before opening the patient chart. Billers can also open the patient chart by right-clicking the patient s name, selecting Open Patient Chart, then clicking one of the patient chart sections Assigning Patients You can assign yourself to a patient to more easily keep track of the workload. To assign yourself to a patient: 1. From the ED Billing tab of the Tracking List, select the row containing a patient s name and click the Assign Provider icon in the Tracking List tool bar. 2. You are assigned to the patient and the Assign Provider icon is replaced with the Unassign Provider icon. To unassign yourself from a patient: 1. From the ED Billing tab of the Tracking List, select the row containing a patient s name and click the Unassign Provider icon in the Tracking List tool bar. 2. You are assigned to the patient and the Unassign Provider icon is replaced with the Assign Provider icon. Running the ED Activity Log Report The ED Activity Log report can to help you keep track of patients needing charges and/or credits. To run the ED Activity Report: 1. From the ED Billing tab, click the ED Reports icon in the Tracking List tool bar. The Launch Report window appears (see Figure 4 on the following page) Confidential and Proprietary January 2015 v. 1 5

6 Figure 4: Launch Report Window 2. After ensuring that the Emergency Report Type is selected, click the ED Activity Log option, then click OK. The ED Activity log report parameters window appears (see Figure 5, below). Figure 5: ED Activity Log Window 2015 Confidential and Proprietary January 2015 v. 1 6

7 Note: The location will always be defaulted in, based on the Tracking List selected when the ED Reports icon was clicked. 3. You can adjust the Report Name, Start and End dates, Sort Order, Location View, and/or Nurse Unit as desired. 4. Click Run Report to run the report with the parameters you specified (see Figure 6, below, for a sample ED Activity Log report). Figure 6: Sample ED Activity Log Report 5. By clicking on a Patient Name hyperlink in the ED Activity Log report, you can open the patient s chart. If you need to enter charges, you can enter the FIN number on the ED Activity Log report to search for the patient in the Batch Charge Entry application (for more information, please see Searching for a Patient in Batch Charge Entry on page 12 of this guide). Reviewing a Patient s Chart The ED Summary screen of the patient chart is displayed when you: Double-click the blue triangle in a patient name row on the FirstNet Tracking List Click the Open Patient Chart icon in the Tracking List tool bar and select the ED Summary option Right-click on a patient name on the Tracking List and click Open Patient Chart, then ED Summary A sample ED Summary screen is displayed in Figure 7, on the following page Confidential and Proprietary January 2015 v. 1 7

8 Figure 7: Sample ED Summary Screen Components displayed on the ED Summary screen display various data elements as they relate to the selected patient s encounter. To view more information about the data displayed on this page, click the headers of the various components to navigate to that area of the patient s chart. Frequently Reviewed Patient Chart Sections In addition to the ED Summary, you can also use the Menu (on left side of the screen) to navigate to areas of interest in the patient s chart. Refer to Table 2, below, to learn about some of the patient chart areas that you may use frequently. Table 2: Frequently Reviewed Patient Chart Sections Section of Patient Chart Description of Available Information Orders Clicking Orders displays all orders that were placed on a patient and their most recent status. Interactive View and I&O Clicking Interactive View and I & O (also referred to as IView) displays a wide variety of Nursing documentation for the selected patient encounter. Notes Clicking Notes displays a textural rendition of the Physician s notes, Discharge Information, as well as Nursing Triage information. Note: This information is also available (in a different format) if you click the Form Browser item in the Menu. Demographics Clicking Demographics displays patient demographic and insurance information Confidential and Proprietary January 2015 v. 1 8

9 Section of Patient Chart Form Browser Description of Available Information Clicking Form Browser displays the Physician s notes, Discharge Information, and Nursing Triage information. Note: This information is also available (in a different format) if you click the Notes item in the Menu. Remove Patients from the ED Billing Tab in FirstNet Once you have finished reviewing a patient s charges, you can mark the patient as complete and remove them from the ED Billing tab in FirstNet. This will help you manage your workflow. To remove a patient from the ED Billing tab in FirstNet: 1. With the ED Billing tab of FirstNet displayed, locate the patient you want to remove from the Tracking List. 2. In the Coding column for the selected patient, click the drop-down arrow and select the Complete option (see highlighted area of Figure 8, below). Figure 8: Completing a Patient in FirstNet 3. The selected patient is removed from the ED Billing Tracking List Confidential and Proprietary January 2015 v. 1 9

10 Checking Out as a Provider When you are finished working with charges in icentra, you should check out of FirstNet. To check out of FirstNet: 1. Click the Provider Check-Out icon in the FirstNet tool bar. The Provider Checkout Window appears (see Figure 9, below). Figure 9: Provider Checkout Window 2. Verify that the Available Provider checkbox at the bottom of the screen is deselected (see highlighted area of Figure 9, above). 3. Click OK Confidential and Proprietary January 2015 v. 1 10

11 Exiting FirstNet To exit FirstNet, click the Exit button in the tool bar, or click the red X in the top right corner of FirstNet. Batch Charge Entry and Charge Viewer Affiliated Provider ED billers that have the ability to enter charges and credits (such as UEP) will use icentra Batch Charge Entry and Charge Viewer applications in addition to FirstNet. Accessing Batch Charge Entry You can launch the Batch Charge Entry application from within FirstNet. To open Batch Charge Entry: 1. Login to icentra. 2. Login to FirstNet (see Accessing FirstNet on page 2 of this guide). Note: 3. With FirstNet s Tracking List displayed, click the Charge Entry button in the tool bar. A login screen appears. 4. Enter your Username and Password (the same ones you used when you logged into FirstNet) and click OK. The Batch Charge Entry window appears (see Figure 10, below). If you had a patient highlighted in the Tracking List when you clicked the Charge Entry button, that patient s billing information is displayed by default. Figure 10: Batch Charge Entry Window 2015 Confidential and Proprietary January 2015 v. 1 11

12 Searching for a Patient in Batch Charge Entry When you open Batch Charge Entry from within FirstNet, the data for whatever patient was highlighted in the Tracking List will be displayed by default. You can also search for patients directly from the Batch Charge Entry screen. To search for a patient in Batch Charge Entry: 1. With your cursor in the FIN field (see highlighted area of Figure 11, below), press ENTER. Figure 11: Batch Charge Entry Window 2. The Encounter Search window appears (see Figure 12, on the following page) Confidential and Proprietary January 2015 v. 1 12

13 Figure 12: Encounter Search Window Note: 3. Conduct a search using at least two criteria. It is recommended that you have the ED Activity Log report available to use as a reference. Searching by FIN number will return the most relevant result(s). 4. Select the correct patient and encounter, and click OK. The Encounter Search window closes and the Batch Charge Entry application updates to display information about the selected encounter. Entering ED Charges Note: If you need to enter charges on more than one patient, it is recommended that you keep the FirstNet Tracking List window open along with the Batch Charge Entry window. This will be helpful when searching for patients in the Batch Charge Entry tool. To enter ED Charges: 1. With Batch Charge Entry open and the correct patient and encounter information displayed, locate the Bill Items section of the screen (see highlighted area of Figure 13, on the following page), then scroll down to the Critical Care folder, which includes ED charges Confidential and Proprietary January 2015 v. 1 13

14 Figure 13: Batch Charge Entry Window: Critical Care Folder 2. Expand the Critical Care folder and scroll down to find ED charges (see Figure 14, on the following page) Confidential and Proprietary January 2015 v. 1 14

15 Figure 14: Batch Charge Entry Window: Adding Charges 3. Select the charge you want to add and click the Add Charge button (see highlighted area of Figure 14, above). The charge you added now appears in the Charges section at the bottom of the screen (see highlighted area of Figure 15, on the following page) Confidential and Proprietary January 2015 v. 1 15

16 Figure 15: Batch Charge Entry Window with an Added Charge 4. You can also add charges by typing the charge s CDM code in the CDM box in the Charges section of the screen the bottom and pressing ENTER (see Figure 16, on the following page) Confidential and Proprietary January 2015 v. 1 16

17 Figure 16: Batch Charge Entry Window with Charges 5. After the charges have been entered, click Submit. A confirmation window appears (see Figure 17, below). Figure 17: CS Batch Charge Entry 6. Click Yes to submit the charges. 7. After the charges have been submitted, you can see that they have been posted by clicking the Charge Viewer page). icon in the tool bar. The Charge Viewer screen appears (see Figure 18, on the following 2015 Confidential and Proprietary January 2015 v. 1 17

18 Figure 18: Charge Viewer Window 8. The two charges that were submitted now appear at the top of the list of charges. You can sort the charges on this screen by clicking any of the column headings, if desired. Crediting ED Charges To credit a charge: 1. From the Charge Viewer screen, right click the charge you want to credit and select the Credit Charge(s) option from the menu that appears (see highlighted area of Figure 19, below). Figure 19: Charge Viewer Window: Credit Charges 2. A confirmation dialog box appears (see Figure 20, on the following page). Click Yes to credit all detail items Confidential and Proprietary January 2015 v. 1 18

19 Figure 20: Credit Charge Confirmation Window 3. You are prompted to select a Reason code for crediting the charge (see highlighted area of Figure 21, below). Click the Reason drop-down list and select a reason, then click OK. Figure 21: Select a Credit Reason 4. Another confirmation window appears (see Figure 22, on the following page). Verify that you want to apply the credit by clicking Yes Confidential and Proprietary January 2015 v. 1 19

20 Figure 22: Credit Charge Confirmation Window 5. A message window appears (see Figure 23, below). Click OK to continue. Figure 23: Credit Charge Message Window 6. The charge and the credit are displayed in the Charge Viewer window (see highlighted areas of Figure 24, below). Figure 24: Charge Viewer 2015 Confidential and Proprietary January 2015 v. 1 20

21 Exiting Batch Charge Entry When you are finished entering charges and credits, you can exit the Batch Charge Entry application by clicking the Task menu and selecting Exit, or by clicking the X in the top right corner of the Batch Charge Entry window. Remove Patients from the ED Billing Tab in FirstNet Once you have finished entering charges and credits for a patient, you can mark them as complete and remove them from the ED Billing tab in FirstNet. This will help you manage your billing/coding tasks. To remove a patient from the ED Billing tab in FirstNet: 1. With the ED Billing tab of FirstNet displayed, locate the patient you want to remove from the Tracking List. 2. In the Coding column for the selected patient, click the drop-down arrow and select the Complete option (see highlighted area Figure 25, below). Figure 25: Completing a Patient in FirstNet 3. The selected patient is removed from the ED Billing Tracking List. Provider Check Out When you are finished working with charges in icentra, you should check out of FirstNet. To check out of FirstNet: 1. Click the Provider Check-Out icon in the FirstNet tool bar. The Provider Checkout Window appears (see Figure 26, on the following page) Confidential and Proprietary January 2015 v. 1 21

22 Figure 26: Provider Checkout Window 2. Verify that the Available Provider checkbox at the bottom of the screen is deselected (see highlighted area of Figure 26, above). 3. Click OK. Exiting FirstNet To exit FirstNet, click the Exit button in the tool bar, or click the red X in the top right corner of FirstNet Confidential and Proprietary January 2015 v. 1 22

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