Best Practices for Utilizing Reports: Daily: Unassigned Claim Error Report Patient Invoices Insurance Pending New Status Orders Approved Status Orders Pending Payment Deposit Report Weekly: All other Order statuses Aging Unsigned Charts Encounters in Progress Appointment type Sales Report Deposit Report Monthly: Sales Report Deposit Report Sending claims, associating Tasks, and Benefit checks are a good idea to implement into your daily routine 1) Unassigned Items Accounting / Accounting Reports / Unassigned Items (use hyperlink to get to exam Check Out / Billing). We recommend running this report 1 st thing every morning to create invoices so when you do your claims run, those charges would go off of your system. 2) Work error report from claims clearinghouse. The corrected claims would then go out with the claims run.
3) Patient Invoices Pending (a suggestion is to get these invoices w/orders to Optical/CL to put with the order so balances would be seen at pick up) If invoices are generated the 1 st week of a month from Insurance processing, run a small batch of patient statements i.e.: Invoices created 12/1 12/6, print statements on 12/7 to generate additional revenue for the month. This would be in addition to running your normal statement batch monthly. You may want to make sure to print your statements before any new charges are entered into the system to ensure you are capturing all charges. 4) Work pending Insurance invoices (add diagnosis & additional info as needed) and authorize 5) Send claims. Most clearinghouses have a cut off for same day processing. 6) Benefit check. Go to Scheduling module. Start at the beginning of the day and work your way through the day per doctor. When you click on the patient appointment, the details box will open to the right. Open the Insurance slider to see Insurance info. (You can have multiple tabs open for the Insurances that have online benefits). Copy & paste ID#, DOB is visible when you click the underlined name of the patient, copy & paste benefits from the website into the Patient Benefit slider of the Insurance Company. Verify Insurance check box. You may also want to put a summary of the benefits into the text box of the Appointment Details. This allows your front desk to see what the patient is eligible for & could also answer questions about the benefits should the patient ask.
7) Orders Module: Run status searches. New statuses are orders that were created but not yet approved or billed. (May have been generated in error, patient may not be ready to order yet, or staff forgot to update & bill). Approved statuses are orders that are waiting to be transmitted to the lab. Click on an order in the grid to highlight. Select Print in the lower right. This will open a pop up view of the order w/all the detail. You can have tabs open for internet lab orders & view the pop to enter info correctly. Transmitted statuses are orders sent to lab but not yet received. Received statuses are orders marked in but not yet verified as correct. Verified statuses are orders ready for patient notification and not yet dispensed. Dispensed statuses are orders that have been picked up but not finalized as a completed job. 8) Saved payment search. Accounting / Accounting Reports / Other / Payment Search / Pending status. Make sure saved payments are processed & applied accordingly (click payment open & finish applying payment). If the saved payment needs to be removed, highlight and deactivate. 9) Deposit Report to balance money received in the office that day. Accounting / Accounting Reports / Other / Deposits. Report Type Deposits by Method / Detailed / set other parameters as appropriate and Search. Double clicking will drill down the information to show more detail.
10) Aging. We suggest working your aging report from the main Accounting module. The invoice age dropdown allows you to break up outstanding claims by date ranges. You can open the invoices in this screen, check the notes slider for updates on status, and use the hyperlink in the upper right of the invoice to access the patient chart for DOB & insurance information. 11) Unsigned Charts and Encounters in progress. Scheduling / Scheduling Reports / Encounters. Select your search criteria and date range as appropriate. Leave your Status dropdown as Any and change the Approval/Signed dropdown to Not Signed. This will bring up all charts doctor has not signed (you can task them or email them to run this report to take care of). This will also show exams that are still in progress as well. Use the date hyperlink to take you into the exam, Check Out / Final Check Out / Encounter Complete. Re run this report to include Approval/Signed dropdown as Signed to see if any other Encounters are still in progress.
12) Appointment information. Scheduling / Scheduling Reports / Appointments. Set search parameters. Use the Status dropdown to view Cancelled / No Show / Rescheduled appointments. 13) Sales Reports. Accounting / Accounting Reports / Sales. Report Type dropdown options (set to what you want to see) / Report Output as Detailed / set other parameters and Search. Double clicking will drill down the information to show more detail. 14) Tasks. Make a task for yourself to remind you of the items that need to be done daily/weekly/monthly. Utilize this area to make notes on where you left off in my Aging so you know where to begin the next month. Task pod is visible on log in so those reminders are always visible.