Partner Checkout Screen Reference

When you post an encounter’s charges in Partner Checkout (chuck), you can page up and down to see customizable screens for checking eligibility, updating demographics, and more.

Read below to learn about the functions and abilities of each screen in the Partner checkout process.

Navigation: As you check out a patient, you can press Page Up or Page Down or F1 to cycle through each screen. The order of the four steps in checkout can be customized, so you may see the screens differently at your practice. No matter what order the screens are in, you can always press Page Up or Page Down to cycle through each page.

Quit Checkout: You can press F12 to quit checkout at any time. No charges will be saved or billed. The other way to quit checkout is to save and post your charge by pressing F1Post & Print from the Payments Screen.

Patient Selection Screen in Partner Checkout

The first screen you will see when you run checkout is the Appointment List. To learn more about the patient selection screen in Partner, read Appointment Lists.

Demographics Screen in Partner Checkout

The Demographics screen in checkout contains basic information about the patient. You can press Enter or Tab to reach a field and make changes. Your changes will be saved when you continue to the next step by pressing Page Down or F1Next Step.

The function keys match those found in the Patient Checkin (checkin) program. Use them to perform patient and account tasks. For more information, read Patient Checkin.

Policies in Partner Checkout

The Policies page in checkout contains insurance information for the patient. You can add a new policy before posting charges. For information about insurance policies in Partner, read Insurance Policies.

Check Eligibility in Partner Checkout

You can use the Eligibility page in checkout to review and check eligibility for each of a patient’s active insurance policies.

You can review and edit eligibility status and enter notes about eligibility for the appointment, review the Partner-summarized eligibility report (if available), or send a new request for information to the insurance carrier (if they participate in real-time automated eligibility).

Read the Eligibility Screen

The eligibility step in checkout looks like this:

The top of the screen shows patient and policy information, the middle shows fields for entering status, date, and notes, and the bottom of the screen shows Partner’s summary of information sent by the insurance carrier. The date of the most recent eligibility request, along with Active/Inactive status, appears in red.

After reviewing the eligibility information on the screen or using function keys to gather more information, you may update the status, date, or notes and press F1 or Page Down to continue to the next step.

Update the Information: You can request a new eligibility report by selecting the active plan and pressing F6Request Elig. Partner will also automatically request a new eligibility report whenever a patient’s key demographic information or insurance information changes.

If a patient has more than one active policy, you can press F8Next Policy to move down the list.

Function Keys on the Eligibility Screen

F1 – Save, Next Step

Press F1 to save your changes. If you are viewing the Patient Eligibility screen in checkin, you will continue to the next step in the checkin process.

F2, F3 – Scroll Backward, Forward

If the eligibility details extend below the screen, press F2 and F3 to scroll that portion of the screen.

F4 – Edit Policies

Press F4 to visit the patient’s policy screen, where you may review or edit their insurance policies.

F5 – Edit Patient

Press F5 to visit the Patient Editor (notjane). Press F7 from notjane to edit the account.

F6 – Request Elig

Press F6 to check eligibility. If the patient’s primary insurance allows automatic eligibility requests, Partner will perform the check and update the eligibility information on the screen.

F7 – See Full Report

The screen includes a summary of the carrier’s eligibility report. To view the report, press F7.

F8 – Next Policy

If a patient has more than one active insurance policy, press F8 to move down the list and review eligibility for each policy.

Post Charges Screen in Partner Checkout

After you select an appointment and complete other optional checkout steps, you will see the Post Charges screen.

On the Post Charges screen, you can edit the appointment’s date, provider, place of service, diagnoses, procedures, and the number of units performed. Partner will fill out some or all of that information for you, either from information in the appointment record or from your practice’s EHR.

Function keys on the Post Charges screen open special screens for adding additional visit information or scheduling a new appointment.

Review and Update Visit Information

If a visit was scheduled in PCC EHR or Partner, checkout will automatically fill out visit information fields. For example, in the above image, PCC knows that Pebbles Flintstone is seeing Dr. Casey on November first for a Sick Call visit in the main office location.

If the patient has no appointment, or if the basic visit information has changed, you must fill out the Physician, Visit Date, Visit Reason, and Place of Service (“POS”) fields in order to post a charge. You can use abbreviations or the asterisk (*) to find entries quickly.

Supervising Physician: You can enter a supervising or “Billing” physician in addition to the primary physician for a visit. If a visit was scheduled with a nurse or an unaccredited physician, the “Billing” physician could replace or accompany the provider of service on the insurance claim. Contact PCC for assistance configuring these options, which can be set differently for each insurance company.

Review and Enter Diagnoses and Procedures

You can use the Post Charges screen in checkout to review and update the diagnoses and procedures for a visit.

Diagnoses and Procedures from Your EHR

If your practice uses an integrated EHR, you will automatically see all the diagnoses and procedures sent to Partner by the charting software.

You can review and update the codes, units, prices, and other information before you post the charges and batch an insurance claim.

Enter Diagnoses and Procedures Manually

If you do not use an integrated EHR, your practice can create custom charge screens for each visit type (or provider or office location), and checkout will display the most common and useful codes for each appointment. You can quickly enter diagnoses and procedures as they appear on a paper encounter form, for example.

If a diagnosis or procedure is not visible on the screen, you can use abbreviations and asterisks to search for the item in any available blank field.

You can also enter diagnoses or procedure codes and Partner will look up the names for you.

Other Features for Entering Procedures and Diagnoses

The Charge Posting screen in checkout has many other powerful features for entering procedures and diagnoses.

  • Snap Codes: You can type one of your office’s custom Snap Codes to automatically enter a set of procedures and diagnoses and link them. Learn how to setup and use Snap Codes in the Snap Codes guide.

  • More Procedures than Will Fit On the Screen: If you run out of room while posting procedures, you can press F3Additional Procedures to toggle to a second list.

  • Out of Room for Reading Long Diagnosis Descriptions: If you can’t read all the text for a long diagnosis description, you can press F6Show Dx Names to view the Diagnosis column in full-screen mode. From that screen, you can review and edit diagnoses and then press F1Save to return to the normal view.

  • Change Visit Reason On-the-Fly: You can enter a new visit reason to switch to a more useful list of diagnoses and procedures. If a physical visit turns into a sick visit, for example, you can change the text in the Visit Reason field and the lists of diagnoses and procedures will change to reflect the new visit.

  • Switch Between ICD-10 and ICD-9: The checkout program will automatically switch to ICD-9 or ICD-10 diagnosis descriptions based on the date of service. If a visit date is entered incorrectly, you can adjust the date and checkout will switch back to the other code set.

  • Compliant Diagnoses Code Checking: If you enter a diagnoses code that is not HIPAA compliant or is an expired billing code for the date of service, the code will turn red on your screen and you will receive a warning message when posting it. With Partner’s diagnosis code validation, your office will not waste time and resources resubmitting claims due to expired diagnosis codes.

  • Post a Missed Visit: You can use checkout to post a Missed Appointment procedure with or without a fee. Partner can then automatically mark the appointment as missed in your schedule. For assistance configuring a Missed Appointment procedure, contact PCC Support.

Link Procedures to Specific Diagnoses

As you review and post charges, you should indicate which diagnoses apply to each procedure. A clinician or biller may have indicated that in the EHR, but you can also specify it on the Post Charges screen.

Enter the letters of each diagnoses into the fields next to the procedures they warranted. For example, the letter “h” is used to indicate why the Urinalysis procedure was performed:

You can link up to four different diagnoses to each procedure. A high-level sick visit, like a 99214, may need two or more diagnoses attached to it:

Other Features for Linking Diagnoses and Procedures

The Charge Posting screen in checkout has many other powerful features for linking procedures and diagnoses.

  • Snap Codes: You can type one of your office’s custom Snap Codes to automatically enter a set of procedures and diagnoses and link them. Learn how to setup and use Snap Codes in the Snap Codes guide.

  • Skip The Diagnoses: You can save time while posting by simply marking procedures with the letter next to the diagnoses. In other words, you do not have to manually “X” off each diagnosis, just use the associated letter on a procedure and Partner will know what diagnosis you intend.

  • Fix Diagnoses After Posting: Once a procedure is posted and saved, it is part of a patient’s financial and medical record. Diagnoses are more flexible. You can change which diagnoses appear on a claim and how they link to each procedure from the Visit Status screen in the Correct Mistakes ([prog]oops[/prog]) program. After making such changes, you should re-batch the claim.

Set Multiple Procedure Units

The Units field in checkout indicates how many of each procedure will be billed. If you increase the number of units, you will see the corresponding charge for that procedure automatically increase in the Charge column.

In the above example, three “repeat” nebulizer breathing treatments were performed. When the unit number was changed from 1 to 3, the New Charge increased. Both the number of units and the final price will appear on the insurance claim.

Upper Limit: You can post up to 999 units of any procedure, matching the HCFA claim standard of three digits.

Copay and Discount Screen in Partner Checkout

After you enter diagnoses and procedures in checkout, press F2Copay & Discount from the Post Charges screen to open the Copay & Discount screen.

On this screen, you can:

  • Enter a new expected copay amount for each procedure or erase the current expected copay. This may be necessary for insurance policies that have unusual copay rules.

  • Assign a different Primary Payor to a charge. You can change the responsible party for a procedure to a different insurance policy. Leave the Primary Payor blank in order to charge the patient’s guarantor instead of an insurance plan.

  • Enter a time-of-service discount for each procedure and change the discount type. Your office may mark down the cost of procedures for Professional Courtesy or other reason. You can enter a discount amount or a percentage.

    If you enter a discount on this screen, it will appear on the Payments screen.

When you are finished changing copays or other items on this screen, press F1Save to return to the Post Charges screen and finish posting the visit.

Automate The Copay: Many unusual copay rules can be automated. If an insurance plan requires a different copay depending on the OV or physical procedure, Partner can adjust the copay automatically. Contact PCC Software Support to learn more.

Dates and Prices Screen in Partner Checkout

After you enter diagnoses and procedures on the Post Charges screen during checkout, press F4Dates & Prices to change the provider for a specific procedure, enter service dates or hospital admission dates, or to change the price for a specific procedure.

The Dates & Prices screen shows the selected procedures along with fields for a provider initial, service dates, units, and the charge amount. At the bottom, you can enter Admit and Discharge dates for the visit.

  • The “Prov” field on the left side of the screen will override the visit’s provider for the specific procedure.

  • The contents of the Service Dates fields will appear on the insurance claim. Changing the service dates may automatically increase the Units field.

  • The hospital Admit and Discharge fields will appear on the insurance claim.

  • The New Charge fields will override the default prices for the procedures.

When you are finished changing procedure dates, hospital dates, or other items on this screen, press F1Save to return to the Post Charges screen and finish posting the visit.

Adjust Claim Information in Partner Checkout

Press F5Claim Info from the Post Charges screen to open the Claim Information screen.

The fields on this screen contain additional information that may be required for insurance claim submission. If the visit involves accident information, for example, it can be entered on this screen.

Your office may choose to enter or update claim information later, after a visit has been posted. All of the fields on this screen are also available on the Visit Status screen in the Correct Mistakes ([prog]oops[/prog]) program.

The function keys on this screen jump to specific fields, speeding up data entry. If your office regularly needs to jump to a specific field, you can select that field and press F8Set Jump Point. The checkout program will remember the field location and jump directly to it on subsequent visits to the Claim Information screen.

Enter Payments in Partner Checkout

After you confirm diagnoses and procedures, the next step of the checkout program is the Payments screen. The Payments screen displays the previous personal balance and the new personal charges. You can review any personal payments received before checkout, add a new payment, and confirm the New Personal Balance.

Today’s Visit and Previous Balance

The top of the screen displays the personal amount due for “Today’s Visit.” If the patient has insurance coverage, this will typically include only the copay. If the patient’s guarantor has an outstanding personal charge or credit, it will appear under the “Previous Balance” header.

Today’s Payments

The “Apply Today’s Payments” section displays all of the visit’s personal payments, discounts, and adjustments. If a payment was collected during checkin or a discount was entered on the Copays & Discount screen, it will appear on this list.

If the patient or family has not yet paid, the list will be empty:

Press F3New TOS Payment to add a new blank line and enter type, check number, and amount.

Pay Old Balance: Note that you can allocate any amount of your payment to today’s visit, to the previous balance, or leave your payment unapplied and unlinked. If you post additional money against an old balance, the new payment will be linked directly to the old charges.

Applying Old Credits to Today’s Charges

If the account has a credit, the credit will appear beside the “Previous Personal Balance” label and will appear as a “Credit on Account” payment in the Apply Today’s Payments section.

When you press F1Post and Print, Partner will automatically apply the old credit to today’s charges, as shown above. A payment received in the past will be linked to today’s charges.

If you do not wish to apply the old credit to today’s charges, press the End key to erase the “Apply to Today’s Visit” field. The full amount of the credit will shift to the “Unapplied” column. You can then enter a new payment by pressing F3New TOS Payment or allow the charge to remain unpaid.

Automatically Mark Visit as "Gone"?: Partner can automatically change the PCC EHR visit status to “Gone” when you finish checking out a patient. This feature is optional and can be found in the PCC EHR section of the Configuration Editor (ced).

Partner Totals Credits and Charges: Although you can leave credit amounts in the unapplied column, Partner will include any credits in its calculation of an account’s final personal balance (on reports, for example).

Wrap-Up Screen in Partner Checkout

When you press F1Post and Print from the Payments screen, checkout saves the information you have entered, may print a receipt or ask if you want one printed, and shows you a wrap-up screen. Once you see the Wrap Up screen, the visit has been posted and saved.

The wrap-up screen displays several simple-English messages: the new personal and insurance balances, and insurance and claim submission information.

You can perform a number of useful functions on the Wrap-Up screen.

Function Keys from the Wrap-Up Screen

F1 – Next Patient

Press F1 to return to the appointment list and pick a new patient.

F2 – Correct Mistakes

Press F2 to run oops, the Correct Mistakes program. In oops you can delete charges and payments, change the responsible party for charges, change diagnosis information for procedures, and perform many other functions. Read Correct Mistakes ([prog]oops[/prog]) to learn more.

F3 – Reprint TOS Bill

Press F3 to generate an additional receipt. Some practices do not print receipts by default, in which case press F3 to print the first receipt.

Last Chance: The receipt is a formal record of the transaction and the payment. Once the Wrap-Up screen has been cleared, there is no way to regenerate a receipt. You can instead generate an account history for a single day (tater), a Collection report, or a personal bill.

F4 – Print TOS HCFA

Press F4 to print a HCFA form for the charges you just posted. Your practice may generate a HCFA for patients who have an insurance plan with which you do not participate.

F5 – Post Reg Payments

Press F5 to run pam. Read Posting Personal Payments to learn more.

F6 – Patient Forms

Press F6 to jump to the patient form-letter page.

F7 – Account Forms

Press F7 to jump to the account form-letter page.

F8 – Pediatric Advisor

Press F8 to run the Pediatric Advisor program. Pediatric Advisor is a library of handouts on various medical issues. Your office may not have the Pediatric Advisor program installed.

  • Last modified: April 22, 2019