Streamlining NextGen Healthcare Refund and Credits. With RefundManager

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2 Streamlining NextGen Healthcare Refund and Credits With RefundManager

3 Disclaimer This webinar may be recorded. This webinar presents a sampling of best practices and overviews, generalities, and some laws. This should not be used as legal advice. Itentive recognizes that there is not a one size fits all solution for the ideas expressed in this webinar; we invite you to follow up directly with us for more personalized information as it pertains to your specific practice and issues. Thank you, and enjoy the webinar.

4 About Us Our passion is to provide solutions for our healthcare provider partners which help them improve patient care, enhance the patient experience and maintain a financially healthy practice. Since 2003 we have specialized in NextGen Healthcare services including: Consulting Hosting Customization And productivity tools such as ChartGuard and RefundManager

5 Upcoming Webinars: Solutions Series: Patient Portal Auto Enrollment, Unapplied Utility and Balance Control Scripting, and icare Server Health Wednesday, June 15, 2016 Educational Series: HIPAA Compliant Texting Wednesday, June 22, 2016

6 Welcome (Housekeeping) To prevent random noises from interrupting the demonstration, the phones will be muted. We ll take questions via the control panel on the right while the demonstration is in progress. After the demonstration, we ll answer many of the questions sent in during the demonstration. Let us know in the chat box if you are experiencing any audio quality issues.

7 Introduction Tom Siko Business Development Manager Joseph Schulz Director of Product Solutions

8 Streamlining NextGen Healthcare Refund and Credits With RefundManager

9 Agenda What is RefundManager Why practices buy RefundManager How it works RefundManager Versions Demonstration Brief Itentive overview Your submitted questions

10 Purpose is Making Your Job Easier! Streamlines and Automates your refund process Quickly handles credits in NextGen Integrates your financial system to NextGen eliminating data entry Supports a wide variety of financial systems including QuickBooks Pro, QuickBooks Enterprise, Dynamics/GP, Peachtree (sage 50), ACCPAC (sage 300), and more Extendable to integrate with your own financial system via XML and CSV files

11 Overall Goal: Productivity Increase Reallocate resources to other areas of Billing and Accounts Receivable Spend less time sending money out and more time bringing money in Scrubbing Claims Insurance Refiles

12 Listen to other users reduced from days down to hours now accounting system integration is awesome! RM even updates patient accounts back in NG pays for itself in time savings alone identification of credit balances (Credit Scout) invaluable for re-allocation of credit balances consolidates checks into a single check

13 Risks Associated with Credit Balances Medicare Penalties Insurance Contracts State Laws Misstated Profits Fraud

14 Risks Associated with Credit Balances Medicare Penalties Suspension of Medicare payments Fines 3rd Party/Insurance Contracts Contract terms violated Audits

15 Risks Associated with Credit Balances State Specific Laws Every state is different California requires you to pay interest after 60 days following overpayment Oregon after 3 years credit balances considered unclaimed property subject to reporting and payment to Oregon Department of State Lands Most states have unclaimed property laws that apply to old credit balances (escheated to the state) Class action litigation/bad Press

16 Risks Associated with Credit Balances Misstated Profits Credit balances should never be considered profit Credit balances can add confusion to financial reconciliation Potential for Fraud More credit entries allow less control Could lead to unethical activity

17 Refunds: The Manual Approach Billing Accounting Data Entry Biller receives request for refund Or Biller runs credit balance report in NextGen Biller View Encounter Details Biller View Transaction Details Receives Refund Report Enters Payee Information into the AP System Enters Check Amount into the AP System Receives Check Details Report Enters Check information in NextGen Locates Patient Chart in NextGen Biller View Account Details Prints the Checks Creates Refund Or Tasks for further research Posts Refund Batch Sends Check Report to Data Entry Refund Process Complete Sends Refund Report to Accountant

18 Process Improvements Billing Accounting Data Entry Biller receives request for refund Or Biller runs credit balance report in NextGen Views Encounter Details Views Transaction Details Views Account Details Creates Refund Or Task for further research Posts Refund Batch Receive Refund Report Enters Payee Information into the AP System Enters Check Amount into the AP System Batch Processing of Checks Batch Printing the Checks Sends Check Report to Data Entry Receive Check Details Report Enters Check information in NextGen Locates Patient Chart in NextGen Updates Patient Chart in NextGen with Check Information (Batch) from Accounting Software Refund Process Complete Sends Refund Report to Accountant

19 RefundManager Modules Credit Scout Batch Detective Importer Identifies and converts credit balances into refund transactions. Ability to redistribute patient credit balances to encounters where money is owed. Ability to task credit balances to the worklog manager in NextGen. Option to consolidate multiple refund checks into a single refund check Automates check generation by exporting refund transactions to the accounting software. Automated encounter note added in NextGen. Automates the process of payment posting back in NextGen. Updates patients chart with check information including check amount, check date, and check number Billing Accounting Data Entry

20 Benefits RefundManager Reduce time and labor for issuing refunds Apply credit balances to other encounters in the practice quickly Task out credits for in-depth review Integration with many accounting systems to reduce data entry time and errors Creates notes to document automated activity Imports check numbers to give NextGen staff visibility to issued payments

21 RefundManager 3 Many new features! View full guarantor financial picture across practices such as physician s office and surgery center Apply patient credits between practices, perfect for moving deposits Pick credits to refund from multiple practices on single screen Select or create NextGen batches across practices from a single screen Optional workflow/financial controls to split refund requestors from refund processors Support for single Quickbooks company file with multiple checking accounts

22 Demonstration Joseph Schulz Director, Information Solutions

23 Implementing RefundManager RefundManager Quick-Start Installation minutes Training Videos 45 minutes User Guide Our RefundManager Specialist will: Host a Q&A call with key staff Walk you through processing your first batches of credits

24 RefundManager Versions Standard Edition Single Practice Using QuickBooks Pro, Peachtree Additional Practices are discounted Professional Edition Single Practice Using QuickBooks Enterprise, Great Plains, ACCPAC, CSV/XML Interface Or a developed interface (Time & Materials basis) Additional Practices are discounted Enterprise Edition Multiple Practices Multiple Interfaces Full upgrade credit to a higher level edition

25 The Itentive 411 Founded in 2003 Mission is to create additional value for your NextGen Investment 15+ years experience with NextGen 70+ Employees Coast to Coast 350+ Clients using NextGen NextGen Strategic Partner We live NextGen Everyday

26 NextGen Life Cycle Solutions Implementations Process Improvements Enhancements, Upgrades & Support IT Managed Services & Cloud Hosting Productivity Tools

27 Itentive Productivity Tools ChartGuard Business Continuity Solution Automated Updates Complete Clinical Record Available Off-Line as PDFs! RefundManager Automates the Refund Process Workflow Management Accounting System Integration ChartGuard Archiver Comprehensive Chart Archive to PDF Long Term Chart Storage and Retrieval Assists in Migrating Between EHR Systems

28 Questions Tom Siko Business Development Manager Joseph Schulz Director, Information Solutions

29 Thank you

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