ACCOUNTING TAB OVERVIEW PAYMENT/DEPOSIT LIST. Accounting Tab>Add New Payment/Deposit

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1 O f f i c e A l l y 1 ACCOUNTING TAB OVERVIEW This module has been designed to provide full accounting capabilities enabling the user to report and apply payments, create billing statements, and generate reports. The system accommodates payments that may have to be applied to multiple patients and/or multiple visits. The process is completed in two steps. First, reporting receipt of a payment, and second, applying it as appropriate. Therefore, account balances are only updated after the application process has been completed. PAYMENT/DEPOSIT LIST The default page for the Accounting Tab is the Payments/Deposits screen. The Payment Amount column displays the most recent payments which have been reported as received, both from patients and from insurance payers. The Applied Amount column indicates the amount applied to patient accounts for each payment. There are search tools and filters at the top to locate a specific payment. Payment Amount- Amount received from a patient or insurance payer. Applied Amount- Amount of the original Payment Amount put toward the intended visit or date of service. Where Applied- View where a payment has been applied ( i.e. patient, DOS, visit, etc). Edit- Make changes to the amount, date, payer, etc for payments that have not been fully applied. Delete- Only able to delete payments that have $0.00 applied amount, as they have not yet impacted the patient balances. Recpt- Print a receipt for your records or the patient for a payment received. Apply- Designate the amount of the payment to be applied to a particular patient s account. Accounting Tab>Add New Payment/Deposit Any payment received can be added to the Payment/Deposit List by clicking the Add New Payment/Deposit link. The Add Payment/Deposit page will display with the current date defaulted. Use the drop down lists and Search buttons,, to record the payment.

2 O f f i c e A l l y 2 Choose the Office and Provider to associate with the payment, if desired. Keeping the default All choice could impact how specific some of your reports can be, but it is optional to specify these fields. Enter the date you received the payment, or use the calendar to select a date. Click on the drop-down box to select whether the payment is from a patient or from an insurance company. The search criteria will refresh to access the patient list with the Search button,, if you select Patient as the Payer Type. The insurance information list will be accessed from the Search button,, if you select Insurance as the Payer Type. Choose the Payment Method with the drop-down box. The check number is not required, but can be helpful if you need to search for the payment later. Enter the amount of the payment (do not include $ sign). The Description field is optional. The optional fields are shown in green below. Click Update when finished, and the Payment/Deposit List will be displayed. Note: Payments for patients may also be added to the Payment/Deposit List via shortcuts in the Check In and Check Out screens in the Appointments Tab, or from the Billing Info tab when editing a Patient Visit. These methods do not require you to enter the Payer Type and Patient ID, as you are working in the patient record already. Accounting Tab>Payments/Deposits This is the default screen for the Accounting Tab. If you have navigated away, click this link to view the Payments/Deposits list.

3 O f f i c e A l l y 3 Accounting Tab>Apply Payments There are two paths to applying payments on the main Payment/Deposit list screen. 1. The first way is to use the link at the top of the page, Apply Payments>Apply Payment. This will take you to a blank Apply Payment screen. Use the Search buttons,, and refresh the page by clicking Go after the applicable fields to apply a payment. 2. The second way to apply a payment is from the Payments/Deposits List. Click the icon in the Apply column,, and the Apply Payment screen will display with most of the information already populated. This example shows a patient payment. The fields outlined in blue in the figure on the right will be populated for you. You ll only need to enter the amount to be applied to any pending charges. If it is an insurance payment, you will need to select the patient. Because the example shows a patient payment, Practice Mate assumes the patient wants the payment posted to their account, and populates the Apply To information, allowing immediate access to the patient account. If the payment needs to be paid to another account, you can change the patient name in the Apply To field. The top of the screen will describe the payment. The Unapplied Amount is displayed in red text in the upper right corner. This is the amount that is available to apply to visit balances. The lower left portion of the screen will display a list of all open balances for the selected patient. The columns include the information on each line item created in a patient visit, including the Visit ID, Date of Service, CPT Code, original Charge and current Balance. The Visit ID is a link to the Patient Visit. Payment amounts will be placed in the Payment column for each line item, and corresponding adjustment amounts in the Adjustment column. If the insurance payments have already been added, or if the charges are the patients responsibility, check the boxes for the line items in the Complete column. This will cause the line item to show up when generating a billing statement for the patient. Click Update when finished.

4 O f f i c e A l l y 4 The Payments/Deposits list will now show an amount in the Applied Amount column, and if the whole payment amount was applied, the Edit and Delete icons will not appear. Accounting Tab>Applied Payment The Applied Payments link provides a list of all items applied, showing how a particular payment or adjustment was applied. The list is displayed with the most recent at the top. There are search tools above the list to locate past items. From this screen you may click on any of the active links to view detailed information. Patient Name- Allows you to view the patient visit record. Visit ID- Allows you to view or edit that specific visit. Payment ID- Allows you to view or edit the payment details. Del- Deleting an applied payment from this list will reverse the effect on the patient record, allowing you to correct any errors, and re-apply the payment correctly from the Payment/Deposit list. Accounting Tab>Reports There are a variety of accounting reports available. Reports are accessed by hovering the mouse on the Reports link, and choosing the desired report. All reports may be exported to either a PDF file or Excel, and printed or saved. Edit functions are not available in the report menu. Below are the report descriptions. Accounting Tab>Reports>Payments/Deposits Reports This report will detail all items in the Payment column on your Payment/Deposit List, whether applied, partially applied, or unapplied. The report may be filtered for a single date, date range, or month, and subtotaled in several ways using the search criteria.

5 O f f i c e A l l y 5 Accounting Tab>Reports>Applied Payments Report This report will detail all payment amounts that have been applied, as well as adjustments. The report may be filtered for a single date, month, and/or provider. Accounting Tab>Reports>Applied Payments by Accounts This report is a summary, showing totals of all monies applied to each payment and adjustment account that has been established in the Chart of Accounts. By selecting the proper account at the top of the Payment and Adjustment columns when applying payments, you are directing the amounts to the accounts reflected here. You may select a date range and/or a provider for the report. Accounting Tab>Reports>Daily Transaction Summary Report This report shows total number of visits, dollar amount charges, and the number and total dollar amount of payments, applied payments and adjustments for each day in a given month. Accounting Tab>Reports>AR Aging Summary Report This report shows total outstanding balances by aging categories of Current, Over 30, Over 60 and Over 90 days. Accounting Tab>Reports>AR Aging Detail Report This detailed report shows outstanding balances with aging categories of Current, over 30, over 60 and over 90 days. The patients are grouped by insurance company, with cash patients at the top of the list. Accounting Tab>Reports>Patient Account Ledger This report allows you to display and print a ledger for any patient, showing all transactions posted to the account. The report may be sorted chronologically, or by visit ID to group payments with charges. Accounting Tab>Reports>Physician Referral Report This is a summary report, showing all referring physician s referral count and average charge billed. It may be filtered by a single date, date range, or month, and by referring physician and/or insurance company. Accounting Tab>Reports>Chart of Accounts This allows you to view and/or export to print and/or save the Chart of Accounts created in the Manage Office Tab. Accounting Tab>Reports>Monthly Statistics Report This is a summary report of the number of new patients, appointment count, visit count, and claim count. This may be filtered for a range of months, last 3 months, last month, current month, or Year To Date.

6 O f f i c e A l l y 6 Accounting Tab>Reports>Manage Billing Statements Billing Statements are used to bill the patient or the patient s guarantor for any balances due. Note: You will only be able to generate statements for outstanding balances that have a Complete status. To set the status as Complete, go to the Accounting Tab, select the payment to apply, and check the box in the Complete column on the Apply Payment screen. Select the Manage Billing Statements from the Reports link on the Accounting Tab. The first link on the top of the page, Billing Statement List, will bring you back to this default page if you navigate away at any time. This displays a list of all new billing statements you have generated by date order. Search tools and filters above the list will allow you to access past generated statements not displayed. From this screen, billing statements may be generated by clicking on the second link, Generate Billing Statements. The Generate Billing Statements screen will display. Per the instructions at the top of the screen, set the criteria for the statements you want to produce. Enter the visit date range on the first line. The date range defaults to the most recent 30 days; there is no limit on how far you may backdate to include all of your outstanding balances. By entering just a date range, you will generate a batch of statements for all patients that have a visit line item that meets the criteria discussed in the instructions. You may narrow the list by using the Search buttons,, to search for and select a single patient or a single visit, or by specifying a higher minimum balance due. Any information entered in the Comments section will be included on all billing statements generated, until it is changed or deleted.

7 O f f i c e A l l y 7 When you click Generate, you will see a message at the bottom of the screen indicating how many billing statements were generated. Click OK to view the Billing Statement List, which will display the statements just generated. All statements generated will have a Status of New. From the Billing Statement List, you may use the icons in the columns on the right of the screen to Edit, Delete, or View the statement. Once you view or print the statement, the Status will change to Viewed/Printed. To print statements, select statements by checking the boxes in the left column (clicking in the box in the column header row checks all boxes on the page) and clicking the Print button. The screen will display 100 statements at a time, so if you have generated more than 100 statements in a batch, you will need to select and print 100 statements at a time. You also have the ability to export the statement data to an Excel spreadsheet if you have an outside statement software or vendor. The same display rules apply. The Billing Options link allows you to change the format of the statement. There are 13 options available in the drop down menu at the top of the screen. You may also create your own list of pre-defined Comments to include on statements. Type the comment into the blank field, and click Add Comments. Your customized comment will appear in the Billing Statement Comments, where you can Edit or Delete them at any time with the links in the left column. Click Update when finished.

8 O f f i c e A l l y 8 Pre-defined comments may be inserted for all statements being created on the Generate Billing Statement screen, or on a single statement in the Edit function from the Billing Statement List using the Search button,, next to the Comments field. A sample statement is shown below: To exit the billing statement sub-menu, use the link Back To Accounting Menu. Accounting Tab>Reports>Collection Report The Collection Report outlines outstanding balances, divided into aging categories, as well as by patient and insurance responsibility. Accounting Tab>Reports>Monthly Practice Analysis Report Charges by Provider This is a detailed summary of charges by each provider, divided by CPT codes and total charges. Accounting Tab>Reports>Monthly Procedure Code Analysis Summary This report lists which CPT codes, as well as how many of each, were billed, as well as listing the total charges made for each code. Accounting Tab>Reports>Facility Payments Posted Report This is a summary report of the charges and payments by facility. The report can be filtered by date, date range, or month, as well as specific facilities, providers, and/or CPT codes.