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- There is a patient in our system twice. Should I delete one of them?
- There is a parent account in our system twice. Should I delete one of them?
- How do I move a patient from one guarantor or custodian account to another?
- I moved a patient from one guarantor account to another and their charges are still on the old guarantor account. Why?
- How do I change the list of diagnoses and procedures that appear when I am posting charges in the Checkout program (checkout)?
- My Charge Screen changes were not saved, even though I pressed F1 – Save. What happened?
- How do I get a list of all personal payments a family has made this year?
- Some of my bills only show “balance forward.” How can I get them to show charge detail?
- I ran bills and I am supposed to have $5.00 cutoff balance. There are accounts showing on my list that have a $0.00 balance. Why?
- How do I add a new scheduling block type?
There is no delete function, but you can merge the two patient accounts into one. Follow this procedure:
1. Move both patients to the same parent account. Use the “Reassign Account” function in the Patient Editor (notjane).
2. Select “Combine Two Patients” from the “Patient and Account Management” Partner window. You can also type “movekid” at a command prompt.
3. Follow the instructions on your screen.
Note: Patient history information will be combined and accounts cannot be un-merged.
There is no delete function but you can merge the two accounts into one. Follow this procedure:
1. Choose “Combine Two Accounts” from the “Patient and Account Management” Partner Menu. You can also type “moveacct” at a command prompt.
2. Follow the instructions on your screen.
Note: Billing histories will be combined, and accounts can not be un-merged. Do not combine husband and wife accounts unless one account was genuinely created in error or is a duplicate.
Patients sometimes move to new households, or billing responsibilities for a child can change when families shift. There are two different ways of handling this:
1. Open the new parent account, or create a new account in the Family Editor (fame).
2. Press Page Down to visit the Dependants screen.
3. Press F6 – Add Patient.
4. Follow the onscreen instructions to find and add the patient.
1. Open the patient’s account in the Patient Editor (notjane).
2. Press F4 – Reassign Account.
3. Follow the onscreen instructions to change the guarantor and/or the custodian for the patient.
Note: You may either find an existing account or create a new one. Do not overwrite a previous account’s name and information to create a new account.
Charges are attached to accounts, not patients. Records of diagnoses and procedures can be found in the patient record, but billing history will remain with the patient’s guarantor at the time of service. Moving a patient to a new account does not move their charges. Once you move a patient to a new guarantor account all charges posted from that time forward will be attached to and the responsibility of the new guarantor.
Use the Charge Screen Editor. Follow this procedure:
1. Run the Charge Screen Editor from the Partner Configuration window. You can also type csedit at a command prompt.
2. The Charge Screen Editor contains a list of possible screens. They are usually based on visit reasons, but a single screen may be assigned to multiple visit reasons. Select the screen you wish to edit, and press F4 – Edit Screen.
3. Remove and add procedures and diagnoses from the screen as you would in checkout.
4. Press F1 – Save to save the screen, and then press F1 – Save again to save and quit the program.
Note: If you press Save to save the screen but do not press F1 again to save and quit the program, your changes will not be saved.
5. Run Checkout and input the Visit Reason in order to review your changes.
You must press F1 – Save to save your work on a charge screen and then press F1 – Save again to save your work in the Charge Screen Editor (csedit).
Use the Collection report (coll).
1. Run the Family Editor (fame) and find the family.
2. Press F3 – Collection (you could also just type coll from a command prompt)
3. Change the date range to reflect the information you need. You can also change the selection so that the report will only display “Personal Payments”
4. Press F1 – Process to run the report.
Increase the date range for the billing run in the Personal Bills (bills, ebs) program. Many practices choose to set the dates from 1980 through today in order to ensure that billing history will be included.
This may happen if you forget to change the date range of the billing run. Check/change the dates on the criteria screen of the Personal Bills (bills) program.
Why? If you run the bills program today and enter a date through last Tuesday, it sends bills based on outstanding balances as of last Tuesday, not today. So if any payments that were made to the account between last Tuesday and today, they will not be taken into account. If you are running bills late in the day it is recommended that you run them through today so any payments made today will be factored in.
This problem may also occur if your cutoff balance is not set correctly in the Configuration Editor (ced). Check the Billing configuration section for the cutoff balance, which will be listed in cents (so a cutoff balance of $5 will look like this ‘500’ not ‘5.00’). Do not use a decimal or dollar sign in the answer.
Use the Table Editor (ted). Follow this procedure:
1. Run the Table Editor (ted) and open the Reasons for a Visit table (#7)
2. Find an existing block (like the Sick Call Block) and press “c” to clone it.
3. Name your new block. Make sure the name contains word ‘block’ and is not combined with another word. (ex. Holiday block is good, while HolidayBlock or Holiday/block will not work.)
Note: the default length for the block should be 0 minutes for all providers and the “Print Encounter Form?” setting should be “No.”