Charge Entry Billing Company Module 5 - …

1 Charge Entry Billing Company Module 5 2 Table of Contents Opening a Batch .. 3 Steps to opening a batch .. 6 Querying for an Existing Batch .. 7 Entering Charges .. 8 Step by Step to Post a Charge .. 11 Charge Entry Additional Tabs .. 14 Precertification .. 14 Step by step to enter a precertification number .. 15 Comments .. 16 Tagged Comment .. 18 EMC Narrative/Additional Paperwork .. 20 Step by Step for completing the EMC Narrative/PWK screen .. 21 Retail Sales .. 22 Viewing Charges .. 23 Correcting Charges .. 25 Reconciling, Printing and Releasing a Batch .. 26 Step by Step on how to print a batch .. 26 Step by Step on how to balance and release a batch .. 28 3 Charge Entry Billing Companies Purpose: Posting charges through a heads down approach by allowing the user to post multiple patients charges on the same screen.

2 This method of posting will only pertain to charges. Payments cannot be posted on this Entry screen. When posting charges through this screen, the user will not have the ability to look up diagnosis codes or change a Charge amount. If there is not a dollar amount attached to a procedure code, this screen will not allow the Charge to be posted. Opening a Batch Steps to follow to open a batch Go to Master Menu 10 Billing Office Interface Submenu 2 Trans / Patient Entry 3 Days (MM 10) 4 ( ) 5 Batch Control Screen ( , F10) Please see below for the field name and field descriptions of the Batch Control Screen.

3 Field Name Field Description - Batch Control Group This field is for the group number. It will automatically default IF the group default ( ) is set. Batch # Enter a Batch number (up to 6 characters) or the system will automatically assign a sequential number after the user Saves by selecting the Save icon or by pressing the <F4> Function key. This is a unique number identifying the batch, transactions, and creator. Date This is the current system date. Note: This field will automatically populate. Control Totals There is a field for Charges. Manually complete this field after the batch has been balanced and prior to releasing the batch. Actual Amounts There is a field for Charges. This field will automatically continue to calculate as charges are being posted in a batch. Use the total to balance. Variance There is a field for Charges.

4 This field will automatically populate as charges are being posted in a batch. It will be the opposite of the Actual Amounts. For example if the actual amount of the charges are 3, , the variance field for the charges will reflect -3, Note: The Variance field will have to be at , zero, before a batch can be released. 6 Batch Balance This field will reflect the same dollar amount as the total in the Variance. Batch Status There are three (3) batch status H-Hold, E-Release for Editing, and R-Release for Posting. Note: When a batch is opened the status will automatically default to an H . The batch has to be on an H before charges can be posted or changed within that batch. Batch Post Month Identifies the specific month when the charges in the batch are posted, as well as the Month End the batch will be finalized.

5 Batch Post Year Identifies the reporting year of the batch and the year the charges are finalized. DOS Enter a Date of Service if all charges will be for the same Date of Service. This DOS will default on all charges posted Note: If a DOS is entered in this field it cannot be overwritten on the Charge line item. POS The place of service can be entered in this field and it will default to each Charge line item in the batch. Note: If the POS is entered in this field, it cannot be overwritten on the Charge line item. An Attending Doctor number can be entered in this field and it will default to each Charge line item in the batch. Note: If an Attending Doctor is entered in this field, it cannot be overwritten on the Charge line item. Perf. Doc A Performing Doctor number can be entered in this field and it will default to each Charge line item in the batch.

6 Note: If a Performing Doctor is entered in this field, it cannot be overwritten on the Charge line item. Location The location where the service(s) were rendered can be entered in this field and it will default to each Charge line item in the batch. Note: If a location number is entered in this field, it cannot be overwritten on the Charge line item. Transactions This field will calculate the total number of charges that have been posted in the batch. # of Accts This field will reflect the number of accounts that have had charges posted to them within a batch. Hash Total This field can be used for additional reconciling of balancing Charge Entry batches. Hash totals calculate the sum of all CPT codes posted in this batch during Charge Entry . Alpha in a procedure code is a zero unless it comes at the end of a procedure code.

7 Examples: G0008 = 00008, for a total of 8. G0008G = 0000080 which is a total of 80.(More accurate balancing) Last Update This field will default to the date the batch was updated. Time This field will stamp the time the batch was opened or last updated. User ID This field will auto-populate the user ID that opened the batch OR last updated the batch. Steps to opening a batch Note: The required fields on the Batch Control screen are (1) Group Code, (2) Batch #. All other fields are optional as explained below. Group This is a required field. By using tab or enter the database group code will default if set on If not, enter the Group Code <Enter> 7 Batch # - This field will automatically assign the next batch number in sequence by either clicking on the Save Icon , or use the <F4> function key after any other optional fields are completed.

8 However; A user can manually enter a batch number if desired. Default Settings: o DOS If the batch will contain charges that will be the same Date Of Service the date can be entered in this field and it will default to each Charge line item. Note: If a date is entered in this field, it cannot be overwritten on the Charge line item. o POS The place of service can be entered in this field and it will default to each Charge line item in the batch. Note: If the POS is entered in this field, it cannot be overwritten on the Charge line item. o Att. Doc An Attending Doctor number can be entered in this field and it will default to each Charge line item in the batch. Note: If an Attending Doctor is entered in this field, it cannot be overwritten on the Charge line item. o Perf. Doc A Performing Doctor number can be entered in this field and it will default to each Charge line item in the batch.

9 Note: If a Performing Doctor is entered in this field, it cannot be overwritten on the Charge line item. o Location The location where the service(s) were rendered can be entered in this field and it will default to each Charge line item in the batch. Note: If a location number is entered in this field, it cannot be overwritten on the Charge line item. Save Querying for an Existing Batch If a user already has a batch open and would like to find the original batch, instead of opening a new one, please follow the steps below. Go to the Master Menu, select 10 Billing Office Interface Select 2 Trans/Patient Entry 3 Days, the screen will be in 'Insert' mode which means the user will have to start a query. Start the query/search by selecting the 'Enter Query' icon from the Task Bar or by using the <F1> Function key on the keyboard Enter any of the following information in order to search for an existing batch: o Batch Number o Date o User ID Select the 'Execute Query' icon from the Task Bar or the <F2> Function key on your keyboard.

10 8 Entering Charges ( , F10) 9 Note: The fields that are within the red box, above, can be completed. However; if these fields are completed, the information cannot be overwritten on the Charge line item with this batch. The field name and descriptions of the Charge Entry screen are listed below. Field Name Field Description Charge Entry DOS Enter a Date of Service if all charges will be for the same Date of Service. This DOS will default on all charges posted Note: If a DOS is entered in this field it cannot be overwritten on the Charge line item. Leave blank if there will be different Dates of Service within the batch.