Computer Competency Exercises to Accompany Administrative Medical Assisting, 6th Edition Module 4: Procedure Posting

Transcription

1 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6th Edition Module 4: Procedure Posting 4.1 Computer Competency Check-out Six Patients, Post Procedures to Patient Accounts, Collect Co-Payments and Schedule Follow-up Appointments as Applicable Description of Simulation: You are assigned to the front desk. As patients complete their visits with the doctor, you are to check-out the patient. You will post procedures, collect payments, and schedule follow-up appointments as applicable to each patient. Patient 1: Oliver, Daniel Step 1: Open MOSS and logon with your student identification. Step 2: Patient Daniel Oliver stops at the front desk after his appointment to check-out. The superbill from the doctor, dated 11/10/2009, is marked as follows: Superbill reference number: 0001 Procedure CPT code: Diagnostic ICD code: Plan: Order cervical spine XR, follow-up in 2 weeks with Schwartz after XR is done. Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Oliver on the list of patients, single click his name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, Step 5: Next, in Field 3 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/10/2009. Step 6: For Field 8, input the CPT (procedure code), as given by the doctor on the superbill (Hint: 99202). Next, input the ICD (diagnostic code) in Field 12, as given by the doctor (Hint: 723.1).

2 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 7: Check your work with Figure 4-1 and make corrections if needed. Figure 4-1 Step 8: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the bottom of the Procedure Posting screen. Step 9: Next, the patient will pay his co-payment of $10.00 for the visits. You will post the payment. Continue from the Procedure Posting screen, which is open to patient Daniel Oliver. If you have closed this screen, open it by clicking on the Procedure Posting screen button from the Main Menu, and select the patient from the list (do not click Add). Step 10: At the bottom of the Procedure Posting screen, click on the Post Payment button. See Figure 4-2. This will open the window for posting payments to the account of Daniel Oliver. You should see the 11/10/2009 procedure charge in Field 1, Procedure Charge History. See Figure 4-3.

3 Module 4: Procedure Posting Figure 4-2

4 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-3 Step 11: Single click on the transaction line (Hint: Single click on the date, 11/10/2009) and then click on the Select/Edit button at the bottom of the screen. If done correctly, you should see $ in the Balance Due field (Field 13). See Figure 4-4.

5 Module 4: Procedure Posting Figure 4-4 Step 12: Next, input the date of payment in Field 3, 11/10/2009. Step 13: The patient will pay you in cash for his co-payment today. Drop down the box at Field 7 (Hint: Under Patient Payment), and select PATCASH. Next, enter (without the dollar sign) in Field 9. Press enter on your keyboard. The balance due in Field 13 should now read $ Check your work with Figure 4-5.

6 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-5 Step 14: You are now ready to post the payment to the account. Click on the Post button at the bottom of the screen and check your work by viewing the patient ledger (Hint: Click on View Ledger at the bottom of the Posting Payment screen). See Figure 4-6.

7 Module 4: Procedure Posting Figure 4-6 Step 15: Close all open windows until you return to the Main Menu. Schedule a follow-up appointment for Daniel Oliver Step 1: The doctor has indicated on the Superbill that patient Oliver is to return within 2 weeks, after having a cervical spine X-ray. The patient has a written order from the doctor to schedule that procedure on his own at a nearby radiology office. Step 2: To schedule an appointment with Dr. Schwartz in about 2 weeks, go to the Main Menu and click on the Appointment Scheduling button. Two weeks from 11/10/2009 is approximately November 24, so click on that date and ask the patient if that is convenient. Step 3: The patient informs you that the morning is best. Using the appointment scheduling skills you have already learned, schedule an appointment for this established patient at 9:00 am with Dr. Schwartz on 11/24/2009. (Hint: Be sure to use Add to add a visit to the schedule). Allow 30 minutes of time for the doctor to discuss the results of the X-rays. Advise the patient to bring the X-ray films with him to the follow-up visit. Check your work with Figure 4-7.

8 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-7 Step 4: Once you have scheduled the appointment, and before closing the Patient Appointment Form screen, print a reminder for the patient to take. Click on the Preview button along the bottom, and when the reminder opens, click on the print icon in the upper left corner. Print a copy for the patient (your instructor may ask you to turn in the appointment reminder). Compare your work to Figure 4-8. Figure 4-8

9 Module 4: Procedure Posting Step 5: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Patient 2: Carvajal, Maria Step 1: Open MOSS and logon with your student identification. Step 2: Patient Maria Carvajal stops at the front desk after her appointment to check-out. The superbill from the doctor, dated 11/10/2009, is marked as follows: Superbill reference number: 0002 Procedure CPT codes: (New Patient Visit, Level 4) (Hematocrit, in-office) (Metabolic panel, outside lab) (Venipucture) Diagnostic ICD codes: (anemia) (dehydration) Plan: Patient to return in follow-up in 3 days, push fluids, discontinue all NSAIDs, schedule upper GI series within 3 weeks. Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Carvajal on the list of patients, single click her name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, Step 5: Next, in Field 3 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/10/2009. Step 6: This patient has four procedure codes that will need to be input separately. Start with the office visit. In Field 8, input and provide both diagnoses in Field 12: and , as given by the doctor on the superbill. Check your work with Figure 4-9 and make corrections if needed.

10 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-9 Step 7: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the bottom of the Procedure Posting screen, and then close the ledger to return to the Procedure Posting screen. Step 8: Do not close the Procedure Posting screen. Continue posting the next procedure in the same manner. Click in Field 1 and input reference number In Field 3, enter the office as Place of Service (POS), and the date of service in Field 8 (11/10/2009). Next, in Field 8 enter procedure code 85014, with diagnoses and in Field 12. Check you work with Figure 4-10 and correct any errors. When you are finished, click Post and view the patient ledger.

11 Module 4: Procedure Posting Figure 4-10 Step 9: Post the next procedure in the same manner. Click in Field 1 and input reference number In Field 3, enter the office as Place of Service (POS), and the date of service in Field 8 (11/10/2009). Next, in Field 8 enter procedure code 80053, and also select modifier -90 from Field 9. This will indicate that the specimen will be sent to the laboratory. Enter diagnoses and in Field 12. Check your work with Figure 4-11 and correct any errors. When you are finished, click Post and view the patient ledger.

12 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-11 Step 10: Post the final procedure, in the same manner. The diagnostic code for this procedure is and Check your work with Figure 4-12.

13 Module 4: Procedure Posting Figure 4-12 Step 11: Open the patient ledger by clicking on the View Ledger button. Compare your work with Figure 4-13.

14 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-13 Step 12: Since this patient has Medicare, you will also indicate the laboratory the blood specimen will be sent to, and the charges that are applicable. First, single click on the line that contains CPT code (this is the test that will be done at an outside lab). Step 13: Click on the Extended Billing Info button at the bottom of the Procedure Posting screen. See Figure In Field 7, click in the box in front of Outside Lab, enter $47.00 in Field 8 (charges as shown when the procedure was posted), and select BioPace Laboratory from the list in Field 9. When finished, click the save button, and then close the Extended Billing screen. Close all windows and return to the Main Menu.

15 Module 4: Procedure Posting Figure 4-14 Step 14: The patient will not make payment, since Medicare and Medicaid will be billed. Schedule a follow-up appointment for Maria Carvajal Step 1: The doctor has indicated on the Superbill that patient Carvajal is to return in 3 days. Step 2: To schedule an appointment with Dr. Heath in 3 days, go to the Main Menu and click on the Appointment Scheduling button. Three days from 11/10/2009 is Friday, November 13, so click on that date and check Dr. Heath s availability. Ask the patient any of the available time slots are convenient. Step 3: The patient informs you that any morning appointment if fine. Using the appointment scheduling skills you have already learned, schedule an appointment for this patient at 10:00 am with Dr. Heath on 11/13/2009. Allow 30 minutes of time, and indicate that the visit is to follow-up anemia and dehydration. Check your work with Figure 4-15.

16 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-15 Step 4: Once you have scheduled the appointment, and before closing the Patient Appointment Form screen, print a reminder for the patient to take. Click on the Preview button along the bottom, and print it out for the patient (your instructor may ask you to turn in the appointment reminder). See Figure Figure 4-16

17 Module 4: Procedure Posting Step 5: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Patient 3: Jacobi, Carla Step 1: Open Delmar s Medical Office Simulation Software and logon with your student identification. Step 2: Patient Carla Jacobi stops at the front desk after her appointment to check-out. The superbill from the doctor, dated 11/10/2009, is marked as follows: Superbill reference number: 0003 Procedure CPT code: Diagnostic ICD code: Plan: Start Protonix as directed, return to office for follow-up in six weeks. Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Jacobi on the list of patients, single click her name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, Step 5: Next, in Fields 3 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/10/2009. Step 6: For Field 8, input the CPT (procedure code), as given by the doctor on the superbill (Hint: 99202). Next, input the ICD (diagnostic code) in Field 12, as given by the doctor (Hint: ). Step 7: Check your work with Figure 4-17 and make corrections if needed.

18 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-17 Step 8: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the bottom of the Procedure Posting screen. Step 9: The patient will not be making a payment today, as she still has employer-provided funds in her HRA account. Schedule a follow-up appointment for Carla Jacobi Step 1: The doctor has indicated on the Superbill that patient Jacobi is to return in 6 weeks to follow up, after starting her new taking medication to see how it is working. The patient has a prescription and medication samples, given to her by the medical assistant.

19 Module 4: Procedure Posting Step 2: To schedule an appointment with Dr. Schwartz in about 6 weeks, go to the Main Menu and click on the Appointment Scheduling button. Six weeks from 11/10/2009 is approximately December 22, so click on that date and ask the patient if that is convenient. Step 3: The patient informs you that an afternoon appointment is best. Using the appointment scheduling skills you have already learned, schedule an appointment for this patient at 1:00 pm with Dr. Schwartz on 12/22/2009. The note, Field 9, should read GERD (Gastroesophageal Reflux Disease). Allow 15 minutes of time. Check you work with Figure Figure 4-18 Step 4: Once you have scheduled the appointment, and before closing the Patient Appointment Form screen, print a reminder for the patient to take. Click on the Preview button along the bottom, and print it out for the patient (your instructor may ask you to turn in the appointment reminder). See Figure 4-19.

20 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-19 Step 5: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Patient 4: Rahman, Naseem Step 1: Open Delmar s Medical Office Simulation Software and logon with your student identification. Step 2: Patient Rahman stops at the front desk after his appointment to check-out. The superbill from the doctor, dated 11/10/2009, is marked as follows: Superbill reference number: 0004 Procedure CPT codes: (New Patient Visit, Level 4) (Metabolic panel) (Venipucture) Diagnostic ICD codes: (Diabetes Mellitus) (Hypertension) Plan: Medications adjusted, diet and exercise plan reviewed. Repeat blood glucose in 3 weeks. Referral to dietician. Continue self-monitoring glucose at home. Start Norvasc as directed for blood pressure control. Patient to return in follow-up in 4 weeks.

21 Module 4: Procedure Posting Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Rahman on the list of patients, single click his name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, Step 5: Next, in Field 3 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/10/2009. Step 6: This patient has three procedure codes that will need to be input separately. Start with the office visit. In Field 8, input and provide both diagnoses in Field 12: and 401.9, as given by the doctor on the superbill. Check your work with Figure 4-20 and make corrections if needed. Figure 4-20 Step 7: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the

22 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E bottom of the Procedure Posting screen, and then close the ledger to return to the Procedure Posting screen. Step 8: Do not close the Procedure Posting screen. Continue posting the next procedure in the same manner. Click in Field 1 and input reference number Post procedure in the same manner, and also select the modifier -90 from Field 9. This will indicate that the specimen will be sent to the laboratory. The diagnostic code for this procedure is Check your work with Figure Figure 4-21 Step 9: Post the final procedure, with diagnosis Check you work with Figure 4-22 and correct any errors. When you are finished, click Post and view the patient ledger. Compare your work to Figure 4-23.

23 Module 4: Procedure Posting Figure 4-22

24 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-23 Step 10: Since this patient has Medicare, you will also indicate the laboratory the blood specimen will be sent to, and the charges that are applicable. Single the line with CPT code by single clicking on it, and then click on the Extended Billing Info button at the bottom of the Procedure Posting screen, as shown in Figure 4-24.

25 Module 4: Procedure Posting Figure 4-24 Step 11: When the Extended Billing window opens, go to Field 7 and click in the box in front of Outside Lab, enter $47.00 in Field 8 (charges as shown when the procedure was posted), and select BioPace Laboratory from the list in Field 9. When finished, click on save, and then close all windows and return to the Main Menu. Step 12: The patient will not make payment, since Medicare and his secondary will be billed. Schedule a follow-up appointment for Naseem Rahman Step 1: The doctor has indicated on the Superbill that patient Rahman is to return in 4 weeks. Step 2: To schedule an appointment with Dr. Heath in 4 weeks, go to the Main Menu and click on the Appointment Scheduling button. Four weeks from 11/10/2009 is Tuesday, December 8, so click on that date and check Dr. Heath s availability. Ask the patient if any of the available time slots are convenient.

26 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 3: The patient informs you that around the same time would be good for him. Using the appointment scheduling skills you have already learned, schedule an appointment for this patient at 3:00 pm with Dr. Heath on 12/08/2009. Allow 30 minutes of time, and indicate that the visit is to follow-up diabetes and HTN (Hypertension). Check your work with Figure Figure 4-25 Step 4: Once you have scheduled the appointment, and before closing the Patient Appointment Form screen, print a reminder for the patient to take. Click on the Preview button along the bottom, and print it out for the patient (your instructor may ask you to turn in the appointment reminder). See Figure 4-26.

27 Module 4: Procedure Posting Figure 4-26 Step 5: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Patient 5: Gordon, Eric Step 1: Open MOSS and logon with your student identification. Step 2: Patient Eric Gordon Jacobi stops at the front desk after her appointment to check-out. The superbill from the doctor, dated 11/03/2009, is marked as follows: Superbill reference number: 0005 Procedure CPT code: Diagnostic ICD code: 490 Plan: Start Albuterol Inhaler, 2 puffs every six hours as needed, Singular one daily. Obtain high resolution CT scan of chest within one month, Follow-up after CT is completed. Bring CT to office on CD disc. Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Gordon on the list of patients, single click his name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, 0005.

28 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 5: Next, in Fields 3 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/03/2009. Step 6: For Field 8, input the CPT (procedure code), as given by the doctor on the superbill (Hint: 99213). Next, input the ICD (diagnostic code) in Field 12, as given by the doctor (Hint: 490). Step 7: Check your work with Figure 4-27 and make corrections if needed. Figure 4-27 Step 8: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the bottom of the Procedure Posting screen.

29 Module 4: Procedure Posting Step 9: The patient will not be making a payment today, as he still has employer-provided funds in his HRA account. He has the written order for a CT scan and will make that appointment at an outside facility himself. Step 10: The patient will make a follow-up appointment once the CT scan has been completed. The patient is reminded to please bring his CT scan for review on the day of his appointment on a CD (provided by the facility). Step 11: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Patient 6: Kramer, Stanley Step 1: Open MOSS and logon with your student identification. Step 2: Patient Stanley Kramer stops at the front desk after his appointment to check-out. The superbill from the doctor, dated 11/10/2009, is marked as follows: Superbill reference number: 0006 Procedure CPT code: Diagnostic ICD code: 486 Plan: Continue medications as ordered; patient to call for appointment in six months, or prn (as needed). Step 3: At the Main Menu, click on the Procedure Posting button. Find patient Kramer on the list of patients, single click his name, and then click on Add (to add a new procedure to this account). Step 4: In Field 1, input the superbill reference number, Step 5: Next, in Fields 3 and 5 input the office code (Hint: Drop down the box, and select the office, as this is where the services were rendered). In field 5, input the date of service, which is 11/10/2009. Step 6: For Field 8, input the CPT (procedure code), as given by the doctor on the superbill (Hint: 99213). Next, input the ICD (diagnostic code) in Field 12, as given by the doctor (Hint: 486). Step 7: Check your work with Figure 4-28 and make corrections if needed.

30 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-28 Step 8: When finished, click on the Post button. Review the totals in the Posting Detail area. If you find any errors, click on the Edit button, make the corrections, and then Post the procedure again. You may also double check your work by viewing the patient ledger. Click on the View Ledger button at the bottom of the Procedure Posting screen. Step 9: The patient has FlexiHealth PPO and Dr. Schwartz is an out-of-network provider. The office will bill his insurance and bill the patient for the balance and any applicable deductibles. There will be no payment collected today from Mr. Kramer. Step 10: Because the doctor indicated that Mr. Kramer is to call in six months for an appointment, or return as needed, there is no need to schedule an appointment today for Mr. Kramer. Step 11: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete.

31 Module 4: Procedure Posting 4.2 Computer Competency On Your Own Check Out Patient Snider and Post His Co-Payment for the Visit On November 17, 2009 Description of Simulation: You are assigned to the front desk to greet and check-in patients as they arrive for visits. For Patient Snider below, you will go through the check-out process on your own, completing the data entry in MOSS where needed. Patient: Snider, Christopher Step 1: Open MOSS and logon with your student identification. Step 2: Patient Christopher Snider stops at the front desk after his appointment to check-out. The superbill from the doctor, dated 11/17/2009, is marked as follows: Superbill reference number: 0007 Procedure CPT code: (New Patient Visit Level 2) Diagnostic ICD code: 311 (Depression) Plan: Start paroxetine as directed, return to office in 3 weeks. Referral to Henrietta Jackson, Psy.D., for evaluation. Step 3: Using the procedures you have previously learned, post the charges for the visit in MOSS for Patient Snider. Check your work with Figure 4-29 and 4-30 (patient ledger) when complete.

32 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-29

33 Module 4: Procedure Posting Figure 4-30 Step 4: The patient will pay his $20.00 co-payment today, as he has FlexiHealth PPO, and Dr. Heath is an in-network provider. The patient gives you $20.00 cash. Using the procedures you have previously learned, post the payment. When complete, check your work with Figures 4-31 and 4-32 (patient ledger).

34 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-31

35 Module 4: Procedure Posting Figure 4-32 Schedule a follow-up appointment for Christopher Snider Step 1: The doctor has indicated on the Superbill that patient Rahman is to return in 3 weeks. Step 2: The patient has indicated that Tuesdays around 2:00 pm are convenient for him. Schedule a 30 minute appointment to follow-up depression. When complete, check your work with Figure 4-33.

36 Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 4-33 Step 3: Close any open windows in MOSS, and return to the Main Menu. The patient check-out process is now complete. Module 4 is complete.