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Practice Mate User Manual

1. Claim Date of CPT visit or seraa Cone Charge Balance Payment Apply To Account o gt 700nsurancev 67 10000030 0 10 20 2008 e9214 S HE o 3o O 10000102 0 1171372006 ous ts z 5 rooootes o 11 Na ONE soes7 S xs 42 00 z IT ico00122 0 aurazo0e oaia a ssa 100001220 1132006 87820 3 oji F aall Totl a Be y aA This indicates that insurance has paid its obligation and any balance due is the responsibility of the patient or patient s guarantor Once through applying to this patient e click Update The Payment List will again be displayed and the payment just applied will appear at the top of the list Display By Payment Date E EEA Paymentmtontn EEA Last 100 entries EEO SENS Search For Patent First Name Starte vern we ie Display Filter Any x a es Paver prema gered ea pied te App 12 20 2006 Insurance blue cross Chack 1928 175 00 77 00 View kS 12102008 Insurance blue cross Check 295858 0 00 0 00 Wew A M A 12 13 2006 Patient DerekJohnson Check 987 535 00 5 00 view hs 1213 2005 insurance blue cross Cash 5 00 000 View A N A 1212 2006 Patient Elizabath Cooper Chack 1400 25 00 5 25 00 View te 12 12 2008 Patient Elizabeth Cooper Check 41300 35 00 3500 View ha 12 12 2006 Patient Elizabeth Cooper Check 1300 35 00 00 vaw w X R If the applied amount is equal to the total payment the payment has been fully applied and
2. GETTING HELP Practice Mate s online manual can be accessed by clicking on Help from the Manage Office module MANAGE OFFICE The Manage Office module provides the foundation from which all other program modules are built Decisions made in setting up your practice will affect the functionality of the program Care should be taken in determining how you want to manage your practice business through Practice Mate Data established in this module will populate to other modules in the program thus it is essential that information be entered accurately The Manage Office module is accessed by clicking on the Manage Office tab Practice Mate patem vets chamesiing Y accoun f uw The left hand side of the screen will display a tree with three main headings Company Settings List Maintenance and Appointment Settings Under each heading are sub headings Click on each sub heading for access amp Main Company Settings vee Company Information Reset Admin Password Import Data Wizard Preferences G List Maintenance Users Offices Chart of Accounts Billing Providers Providers Referring Providers Facilities Insurances Superbills CPT Codes been Diagnosis Codes foes Reason for Visit Appointment Settings Time Schedule ee special Dates It is in the Manage Office module that you will establish and maintain your list of users providers insurance carriers facilit
3. AUTO SUBMIT CLAIMS This preference if selected will automatically submit your claims into Claims Awaiting Batch in the Claims Billing tab once you have clicked the Create Claim button from Patient Visits Any claim that is in Claims Awaiting Batch will automatically be processed that night by Office Ally If you leave this option unselected the claim would go to the Claims List in the Claim Billing tab and you would need to manually submit the claims into the batch for processing by Office Ally By default the Auto Submit option is unselected If you have data that can be converted from another practice management system into Practice Mate proceed to the Chapter Data Conversion Wizard Otherwise go to the next chapter entitled List Maintenance IMPORT DATA WIZARD This chapter applies to those who will be importing data from another practice management system Practice Mate currently supports conversion of some data from both Office Ally s online claim tables and CSV Comma Separated Value file formats Each is discussed in this chapter CONVERTING FROM OFFICE ALLY CLAIM TABLES If you have been using Office Ally s Online Claim Tool to submit claims electronically you may have been using the Manage HCFA Stored Information tool This tool has allowed you to store frequently used information such as payers patients billing providers rendering providers and facilities Manage HCFA Stored Information Stored Informatio
4. CREATE A CLAIM Once a patient visit record has been created in the Patient Visit Module it takes two clicks of the mouse to create and send a claim electronically e Return to the Patient Visit List e Locate the visit for which a claim is to be sent e There are two ways you can create a claim from the Patient Visit List e Click onthe l in the Create Claim column or e Select the visit or visits you want to create and click the Create HCFA Claims button Search For Patient Last Name Display Filter Provider All Visit ID Visit Date Patient Name C 10019193 04 26 2007 Doe John L C 10018311 04 25 2007 Smith Mike G Brimley Susan C 10018565 04 25 2007 y C 10017650 04242007 Doe John L C 30016870 04 23 2007 Clark Kelly G Status All ka Patient DOB Provider Status 05 07 1959 Frank Stokes Open Claim 07 20 1975 Frank Stokes Crested 04 02 1991 Frank Stokes Open Claim Created Claim Created 007 1959 Frank Stokes 06 21 9975 Frank Stakes Starts With Create HCFA Claims Create UBS Claims Create Claim Charges 150 00 15000 X al 125 00 115 00 75 00 10 00 ral s75 00 10 00 75 00 10 00 If you click on the al option the claim will be displayed on the screen in a HCFA image Preview the claim for any required editing Note If you make any changes to the charge amount or add another date of service from t
5. Insurances _Superbills Reason for visit S Appointment Settings Time Schedule Special Dates e The Facility ID will be automatically assigned by the system Faciety i 100095 Facility lame Meson skey Hospbal Address Line 1 23543 Vides River Dr Addrens Line State Caktoni x Zips S857 PE Sa pte J coe e Enter the facility name address phone amp NPI e Click Update INSURANCES All insurance companies which will be billed should be established and maintained here To add insurance carriers e Click on Insurance from List Maintenance e Click Add New Company Settings Company Information irabasi Fe Maintenance Phone Edit Delete fianai Aetna HMO Chicago IL custswe 6509 567 287 NX Biting Providers Blue Cross ofCalifornia Los Angeles CA CustomerSve 00j734 3847 X Providers Pacificare cypress CA s70s6 2048 NX l F aciibe insurance mSuperbills p Boegen frie Visit e The insurance ID will be automatically assigned by the system e Click on the Browse button and select the insurance company from Office Ally s list of payers OR e Enter the insurance name and address as you would like it to appear on the top of the CMS 1500 claim form e Enter any contact information you would like to have on file for each insurance company e Choose the applicable Insurance Type from the dro
6. SS NSS er i Dependent Patient Data Insurance Appointments Visit History i Pat Acct No Account Status IF PRIMARY INSURED e Select Primary Insured from the drop down box e Using the search button search for the insurance carrier ID e Enter the Subscriber ID which refers to the policy ID assigned by the insurance carrier and shown on the insurance card e Enter the Plan Name Group copay amp deductible if available optional e From the drop down menu select Yes or No to indicate if the insured or authorized representative has authorized payment of benefits to the physician or supplier of service populates to box 13 on CMS 1500 This field automatically defaults to Yes e From the drop down menu select Yes or No to indicate if the patient or authorized person has authorized the release of any medical or other information necessary to process the claim populates to box 12 on CMS 1500 This field automatically defaults to Yes e Enter date authorization was signed or use the calendar icon to select a date Primary Insurance e Enter any secondary insurance for the patient e Scroll to the Guarantor section The guarantor is the person with ultimate financial responsibility The name provided here will receive the billing statement if there is a balance after insurance has paid In the case of a child the parent would most likely be the guarantor The guarantor will
7. TABLE OF CONTENTS PRACTICE Mate Getting STAC csi oaiciccdedncsindedadeatainteaddossanesiadaavnaedahciostadaac nodadaedadadadvudananaswited ahcuauss sindadanbradadenvnenbancendssoatadeaaentons 5 OW tac A tacapeen A deatmaniptieesctnveteacstastscunarataasgentaeesaeeiaucyacetouunmetagenia E A andes 5 Elore Ye TE lg A A EAN O OO Pe E AE O ee em ret Nee er ne 5 IVC UV BO i UY tac tssicnssrceser server eon eit erence nese ww vice ve oso ocean aon agent corvnaciac uae naa nrnca tune cea nema ereatcmdoeadeane ean beneasaauenases 7 EMANE 2 le eee eee ee ee ene ee E 8 OVO Edie DIa eaa E A E 8 UMC TCS E E E E E EE E E EEE EE E EEE E 9 AS VS Gl SS C1 TUNCHON eien acs accu uosiasuaavo EEEE AOE E EE 9 Navigating the Calendal gene nee nee re ee E ee ee eee eee ee eee eee 10 Lele Ui ONNO ee eee l eS orn ese eee reer eer ey ne eer E ee eee 11 Windows Toolbar asses see ences eecemccee cea etnaced tec oma soaeecenesenceoceensaqsenetcnas aes sateeeseccoeaas aacaseensencp ceepeuaecnasaeeadeaeusese eacdeeehee 11 PEIO etasasese nce atic ierenact E eiusneeaeio tia oases seemed E 11 GEIE ee E E Sr E A E ne eT 11 Mamee OVC seria arses E E 12 ONY SS cece csa S R seansencente ence caese nica aseaneaneeusanianne uaraeasananceenenie 13 FI NY FAT OI SU OI acest casera E ete pain E E atone an anemauuateaeewanoseacoees 13 Reset AGIMINISEF ATIVE PASSWONC sesssdecsieneacoanasts caveat voce iiei eie e aiea AEEA NEE EENE AREE Eaa 13 Vag oe a BE e aE E E E E TEE E E E
8. 0 00 360 00 5100 00 0 00 3160 00 360 00 350 00 0 00 650 00 Payments 50 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 00 10 00 0 00 10 00 20 00 10 00 10 00 1 425 00 10 00 85 00 200 00 20 00 10 00 125 00 150 00 2 065 00 10 00 5 00 5 00 0 00 5 00 15 00 0 00 20 00 5 00 5 00 0 00 70 00 DAILY VISIT SUMMARY CHART This report presents a graphic representation bar chart showing the number of daily visits in any given month This chart can be generated for an individual provider or all providers in a practice ld 4 1 ofi P Fi 100 Find Nest Select a format v Export Report Date 5 8 2007 South Side Medical Page i Daily Visit Summary Chart For Month 4 2007 Provider All Daily Visit Summary Chart O4 O6 200 O4 09 200 O49 0 200 O41 2200 O41 F200 040 200 O49 200 04232007 04 24 2007 O4 25 2007 04 26 2007 Date Visited 0 1 2 a Number of Visits visit SUMMARY BY PROVIDER CHART This is a graphic representation pie chart showing the percentage of visits for each provider in the practice A sample is shown below F Gi yY Dr Se he onth 2007 id YESIL Li eae Report M Id 4 loft Db bi 100 v __ Find Next Select a format Export Report Date 4S5 a 2007 South Side Medical Page i Visit Sum
9. 12 13 2006 South County Pediatrics Page 1 Applied Payments For Month 12 2006 Applied For For Patient Description Applied Payment Payment Payer Payer Check Date Patient ID Name Amount Date ID Type 1243 2006 10000305 Derek Johnson Patient 5 00 1243 2006 10000001 Patient Derek Johnson 98 Payment 25 1243 2006 10000368 Elizabeth Cooper Adjustment 0 00 0 12132006 10000368 Elizabeth Cooper Insurance FO 00 124932006 10000001 Insuran blue cross Payment 24 ce 1245 2006 100005668 Elizabeth Cooper Adjustment 0 00 T 12132006 10000368 Elizabeth Cooper Adjustment 0 00 T 12132008 10000368 Elizabeth Cooper Adjustment 0 00 o 12132006 10000368 Elizabeth Cooper Adjustment 25 00 T 12132006 10000368 Elizabeth Cooper Patient 25 00 1293 2006 10000001 Patient Elizabeth Cooper 1400 Payment 23 1242 2006 10000368 Elizabeth Cooper Adjustment 0 00 0 494900 11000036A Fliraheth Conner Adinstment 0 AN a APPLIED PAYMENTS BY ACCOUNT This enables the user to put in a range of dates to product a report showing monies applied to each account that has been established in the Chart of Account Report Date 12 13 2006 South County Pediatrics Applied Payments By Accounts From 12 01 2006 To 12 13 2006 Page 1 Account Ho Description Amount 200 Adustment CR 46 53 Tog Insurance y 121 51 710 Insurance D 211 81 T25 PF Check 35 00 T35 PP Check D 25 00 agg WSF Check 175 00 501 Bank Fees 10 00 502 trans cr balanc 20 00
10. E a a me gt a e re os en ee ee DA Er pE TTo Petit ae s i Fae l nes f oF l PP ale r PL Ee TF aii hee 1 i ce j T i Ei Pi kanam x T rm a d i 3 id a Be T a E p a r O _ at ee T rs ee a a m Sa T Ma e sma e iene ci E aman ie Payments Deposits Last 100 Entries i EE Display By Payment Date m ER Famen month Te EE cast 100 Entries i reh For Patent First Hame w With 4 LN Search For Patient First Hame Wo Sets ih Search gt y Display Fite E ei There are no data records ta Peurance i DISPLAY BY FUNCTION Additional filter functions allow the user to display lists by a specific date or month Type in the date or month in the boxes provided and hit the Go button to display the desired records SORT BY FUNCTION A sorting function enables the user to sort lists by column header Simply click on the column heading to sort by that column Double clicking sorts by ascending or descending order SSS a Virtual Cain ENTERING DATA Data entry has been designed to be as easy and intuitive as possible Boxes or data fields are provided for data entry The tab key moves the cursor from one data field to another To edit previously entered data click in the field Highlight that part of the data to be changed and type the text D
11. Rendering Provider The Rendering Provider is the person or company laboratory or other facility who renders or supervises care This may or may not be the same as the Billing Provider When different from the Billing Provider the Rendering Provider s information is entered into Box 24l and 24J of the CMS 1500 claim form Superbill This is a charge slip which enables the provider of services to communicate to the office staff and by extension the office staff to communicate to the payer what services were provided and why they were necessary Its essential characteristics are CPT and ICD 9 code lists that reflect the majority of the services provided User Any person who accesses Office Ally s Practice Mate program over the internet May include doctor nurse assistant biller or any other individual designated access to the system through the Manage Office module NAVIGATING THE PROGRAM Practice Mate has been designed using navigational tools familiar to Windows users These tools improve program functionality and have been created with the user in mind The program consists of six modules which define the main functional units of Practice Mate Although designed as a comprehensive practice management solution you may choose to use some or all of these modules depending on your business needs The six main functional units or modules of Practice Mate are represented by file folder tabs Each module is opened with a simple cli
12. This allows the user to override the time intervals set up in Manage Office Appointment Settings Viewing Modes Once the above filters have been selected the calendar can be viewed in Daily or Weekly mode e Click on one of these choices DAILY VIEW When the appointment module is launched the calendar will appear in weekly view To change to Daily View select it from the drop down menu In this view appointments can be added deleted or edited Bute Nalley with Alex Burns 8 30 AM 9 00 AM Lynn Smith with Alex Burns 8 30 AM 9 00 AM Susan Deese with Alex Burns 9 30 AM 10 00 AM 7 Nicole Fields with Alex Burns 10 30 AM 11 00 AM El Paul Elmore with Alex Burns 10 30 AM 11 00 AM Gina Lambert with Alex Burns 11 30 AM 12 00 PM WEEKLY VIEW Weekly view allows the user to view a full week s calendar on the screen a ec a as Search To search for a particular patient in the calendar e Click on Search at the top of the menu e Type in patient s name or phone number or use the browse function to find the patient in Patient List e You can search for all appointments last 30 days or upcoming appointments e Click on Search JIDO patient Lastlames tn dg as Sie ag Starts With v Patient First name Starts wih CPOE on lt ITT CU oe eS a ae IJI Al E Last 30 Days na T iT a Upcoming Appointments TYNE Printing the Calend
13. a03 receive cr bal 20 00 975 Cont adj 335 19 Total 293 34 DAILY TRANSACTION SUMMARY REPORTS This report provides an accounting of all charges and payments for each day of a given month A sample is shown below Report Date 12 13 2006 South County Pediatrics Page d Daily Transaction Summary Repor For Month 12 2006 Date Ho of Charges Ho of Insurance Ho of Patient Ho of Payments Ho of Adjmnt Visits Ins Payments Patient Payments Applied Applied Adjmnt Applied Paymts Paymts Paymts 12 4 2006 1 140 00 1 01 31 1 91 61 1 25 19 12 5 2006 2 140 00 1 61 61 2 70 00 3 131 87 1 25 19 1277 2006 a 120 00 2 1 50 00 E 46 66 12 6 2006 1 30 00 2 35 00 12117200 0 0 00 1 100 00 4 100 00 2 0 00 6 124 2 200 J 295 00 4 120 00 12 e300 G 124 3 200 1 55 00 1 2 60 00 3 30 00 5 25 00 6 Total di 810 00 5 143 62 335 00 12 9 393 62 2T 100 28 ACCOUNT RECEIVABLE AGING SUMMARY REPORT This report shows total outstanding balances by aging categories of Current Over 30 Over 60 and Over 90 days A sample is shown below Report Date 12 13 2006 South County Pediatrics Fage 1 Accounts Receivable Aging Summary Report Current 1 30 Over 30 Over 60 Over 90 Total Total Charges 3 425 00 2 450 00 400 00 0 00 6 275 00 Total Payments amp Adjusments f1 992 005 F2 325 00 400 00 0 00 4715 00 Balance 1 433 00 127 00 0 00 0 00 1 560 00 ACCOUNTS RECEIVABLE DETAIL REPORT The repor
14. em a a wa OO O aO o OO d O n At the end of the month a report can be generated which reflects the totals for each of these accounts as shown below Report Date T1493 7006 South County Pediatrics Page 1 Applied Payments By Accounts From 11 13 2006 To 11 13 2006 Account bho The scr ition Arbour 200 Adusien OR 3125 00 700 inepurance 1 466 00 710 nepurence D 84 00 tao PP Chanck y 65 00 36 PP Chanck fh 60 00 Total 32 231 00 BILLING PROVIDERS Billing Provider as used in Practice Mate refers to the Name Address Tax ID and PIN that will reflect in boxes 25 31 and 33 of the CMS 1500 claim It is important that this information be the same as that provided to your insurance payers The billing provider may or may not be the same as the rendering provider To establish a Billing Provider e Click on Billing Provider from List Maintenance e Click Add New Main Compary Settings company Information Riese Admin Password Imporn Data Wizard List Maintenance Wears Onfices Bling Providers te i i EILProwider Name Mission Walley Medical Group Billing Provider ID 100035 Billing Provider llame Mission valey Medical Group Address Line 4 1234 Danube Dr Address Line z State Caitornia Zip 93827 Phone 555 765 4321 Tax ID 55123567 Tax ID Type EN Group Mo G26736 HPI 73435475867 e Enter Billing Provider inf
15. policy For example a child may be a dependent under a parent s policy or a spouse may be a dependent on the other spouse s policy The patient relationship to the primary insured as required in Box 6 of the CMS 1500 refers to how the patient is related to the insured Self indicates that the patient is the primary policyholder Spouse indicates that the patient is the husband or wife or qualified partner of the primary policyholder as defined by the insured s plan Child indicates that the patient is the minor dependent as defined by the insured s plan Other indicates that the patient is other than the self spouse or child which may include employee ward or dependent as defined by the insured s plan Guarantor Guarantor is defined as the party who is ultimately responsible for payment of services This may or may not be the same as the patient or the primary policyholder HCPCS Standardized coding system to ensure that claims are processed in an orderly and consistent manner The HCPCS is divided into two principal subsystems referred to as level and level Il of the HCPCS Level of the HCPCS is comprised of CPT Current Procedural Terminology a numeric coding system maintained by the American Medical Association AMA The CPT is a uniform coding system consisting of descriptive terms and identifying codes that are used primarily to identify medical services and procedures furnished by physicians a
16. Ak al s 1200 sm Offices Monday 08 00 am _ 12 00 pm 01 00 pm _ 05 00 pm f es a ES r Eww hart of Accounts Tuesday 03 00 am _ 05 00 pm i Billing Providers 7 Wednesday 08 00 am 05 00pm C Referring Providers Friday 08 00am W 05 00pm Y I Facilities L Saturday 18 00 a insurances Ee Default Time Interval 15 minutes v v SuUperbills CPT Codes Reason for Visit Appointment Settings Please define Providers Staffs Resources available for appointments for this Office below Optionally you may click each Provider or Staff member to define his her work schedule Special Dates otherwise the Office s schedule will be used Providers Staffs _ Provider Frank Stokes Type Lab Technician Hame Ind icates Provider Statf schedule exists lt lt Add Remove gt gt Edit Schedule Resources Machine MRI Room Room X ray Room Tapa Machine 3 Name lt lt Add Remove gt gt e From the drop down box select the office for which a calendar is to be customized e For each day of the week that appointments will be scheduled click on the box e From the drop down menu select the hours of operation for each day e You can also block out lunch hours by using the 2 session option Visit Interval allows the user to determine time allotment for appointments A default i
17. Find the day and time for which you want to schedule an appointment or use the calendar to find the correct date Laguna Beach ormes Paul Nicolek g ae ty z Justin Garrett E e Click on the cell time slot for the date and time you want to schedule an appointment This displays the Add Appointment Screen Add Click in the First or Last name field and begin typing the patients name e Adrop down list will appear listing the names of your patients e Click on the patients name you want to create an appointment for e lf there is more than one office select office from the drop down list e Choose who the appointment is with e Confirm appointment date and time shown or change if necessary e Ifyou created Resource Rooms in Manage Office you may select the room e Select the number of minutes to allow for appointment from the drop down list if other than that displayed e You have the option of selecting a color code to distinguish between different types of appointments e Clickin the Reason For Visit field and a drop down list will appear or type a reason in the box e Type in any desired notes If the patient will be coming in for treatment that requires regularly scheduled appointments you have the option of entering how many times to return and at what interval Doing so will automatically add these appointments to the calendar Using this option however
18. Lisi Mamienance PASS on vanai San Men Tue uk Thai Note l aar PATTIO on vanai i 2 a4 maki 2e Eirg Providers Wu g Faia T ib 19 F acilities u 2 ri i i ree es PA S kkk is Hemowe x Fiegson i Excepaien Do Bet Block batecee ae 4 Deter pice i Ther Dead i Tim BiM Aotiou BSc Date aiti As For each date to block or enter as an exception e click on the calendar e Or type ina date and description in the box provided e To search for holidays click on the red Holiday box e From the drop down Action box select Block This Date or Do Not Block This Date e Click on Add e Inthe Appointment module the calendar for this office would appear as below Prowides Al i Congratulations You have completed setup of your practice and are now ready to use the many features of Practice Mate to manage your office Skip the next chapter and move to Manage Patients Overview MANAGE PATIENTS The Manage Patients module of Practice Mate is where new patients are added to the database and existing patients can be edited There are five components of Manage Patient each represented by a file folder tab when a patient record is displayed Patient Demographics Last Name The tabs as illustrated above are labeled Patient Data Insurance Appointments Visit History and Template The Patient Data tab contains most of the pa
19. Pigmen 1 Payment can be epee peri or in hull aouri up to the urenpbed eect io ery ie ben 2 Adutiment Gan bo onedio debi dong net deduet tras the undpepdees gairi uid hor metry br bam ack berg a chet in eaten Balin Payne Apply To Accound Ho gt 700dnsurance y KLUT rr i BOTT gy ie 4 TINARIE WEST 5 EJE 13 INDIO 99593 gD T 3 a AAO a2 g GES ol E E AINUN HTS gO DE Tata Continue to apply payments to the line items Tabbing through the patient s open balance list and applying payments to the line items will automatically update the Unapplied Amount at the top of the screen As payments are applied in the Accounting module the patient visit record is also updated in the Patient Visit module For each line item that has now been processed by insurance put a check in the box under the column labeled Complete see below Payment information Payment Payment Unappied Payment 1000000127 a Osie fips piir an Amount Amount gt _ ee a i f F 12202008 surance bhe cross os nswjs o aaao Apply To Patent D 10000368 Patent name Hammonton EE Instructions on How to Apply Payment 1 Payment can be applied partenly or in ful amount up to the wnapphed amount fo any ine tem 2 dgwsimeni can be credit or debi does not deduct from the unappied amount used for any ine kem as long as does mot exceed ihe balance 2
20. add a Visit Tnroush Patient Visit MOd IE sot sicchcctascndatenctaitabedtedanteeiaardiiatatodsalaboud O AE 63 To add visit through the Appointment Module cccccseccesescceecceseccenceceuceeeeceesetenceeeuseeeecesenseeeuseeectensetsseeeeeeteneets 64 Usine TAO VISILMIATO TaD seanna a a a eee pauiendaa aa aanmae ua miasmeaee anaes 64 Using the Bilin IMO al ssi eset te sacs noose nieiiuscn ielevsac odes a uted ser nietisee Fld Soc alae cial hea een ect ial Sa civaial sh 66 PONE ang CHEK SUDChONMODEION shercvisepccaten aa a a ua a r a a a a a ETS 67 Manual Enty OPTIO rroa E E E EEE 68 PAV MENT eenen A E A E A A ET 68 Usine the Billing Options taDirrucirnnaiea as N E E E A AA EE 69 ceea Cdi eorn a A 70 Patient Viste COTS saan A NA E A E E N 73 Daily Visit SUMIMArY REDO T nenosiri a a A ecadupaeanlio da dae eran eaaeeors enue 73 BENRA REE E E a ANE E EE A E E T IAA ENT NIEI E E A N 74 Visit Summaky BY Provider Chart erancaa as aaa ete eee us cece Gi ca Songs Gaels esa chat Gag Si ed Saas 74 CHECKENSIDINTY Parent Look UDs ANA duet oat 75 Clainn BIIN E orena a a a N a A 77 DOWN OAC File Sumay aose T A A N ous 78 Reparable Claims CaM FIX anri a NT A E SN 78 ChaB May eed REDON S anaa A EA EA E T E A AT E ee eee 79 ACEOUNUNE sunao innn E EEEN E E N ENN NN 82 Payment OSE E E E E N T E 83 Ada NEW PAV MON siropen a a a bpsdamothdatwaanaciataees 85 ADDY Pa bY a 1 MS aa a eee ee eer eae 87 TO applya payment through the Payment LISEsivs
21. check In the example shown below account 800 NSF Check has been established in the Chart of Accounts my Account bos Account Type Adustment s Account Description NSF Check Transaction Type Debt I Next e Click on Patient Visits folder tab From the Patient Visit list locate the visit to which the returned check was originally applied e Click to Edit visit e Click on Billing Info tab e Scroll to Payments section e Enter the amount of the NSF check e Click Adjustment button as shown in the screen below idd Payment Adjustment The Apply Adjustment screen will now appear Locate the line item to which the check was originally applied e Select the adjustment code you have chosen to use e Enter the amount of the check in the adjustment column as shown in the example below e Click Update O instructions on How to Appty Mayanent 1 Payee oan be app parties or i hal ecu up bo oe reece eter fo ary ie Bie 2 Aduabaent canbe credit of deta des mol Ra Fron se nappi aani eee fio ey Mere Gen oe berg aa chee rach occ bites ede eats Papen kaprimen Apply Te Account Iho gt M rmurencet he ae a Oo j inanooe mo a co a JE sinaiz008 ssr O my a inano sori i ois ia In this example the 25 00 NSF check now shows in the visit s Applied Payment section This example also shows that a bank charge of 1
22. convert provider patient and insurance carrier lists If you are able to create a CSV file from your current practice management software program you should be able to import the data into Practice Mate Using the conversion tool will save the time of recreating these records in Practice Mate Data conversion is a two step process Your data must first be converted into CSV file format Think of this data as a table with column headers as shown in the example below Contact Type Blue Cross PO Box 60007 A CA 90060 800 333 0912 Cust Svc Other Blue Shield PO 272540 95927 800 535 8000 Cust Svc Other In the above example each column contains data for an insurance company Practice Mate is programmed to recognize the column heading This column heading must match what Practice Mate expects to see If it sees and recognizes the column heading it will import the data under that column heading You will need to create a separate CSV file for each list one for providers one for insurance carriers and one for patients Remember where you have saved the file as you will need to locate it for the import process The following lists contain the headings that Practice Mate will recognize As long as these labels are used any data associated with that label can be imported Note The labels listed below need to match exactly to your column headings in your CSV file INSURANCE CARRIERS PAYERS e Name required this is the name of the i
23. get a message telling you how many claims were created and the status of the claim changes to Claim Created in Patient Visit List Search For Patient Last Name Starts With M E Create HCFA Claims Display Filter Provider Al Status AI M Create UB92 Claims 1 claimis created visit DBD 10019193 Claim 500018818 created successfully Create Select Visit ID Visit Date Patient Name Patient DOB Provider Status Charges Balances Edit Delete Claim C 10019193 04 26 2007 Doe John L 0907 1959 Frank Stokes paee d 6150 00 7150 00 A x C 10018311 04 25 2007 Smith Mike G 07 20 1975 Frank Stokes ae 9125 00 115 00 40018565 o425 2007 BUMEY SUSAN g4ioy4994 Frank Stokes Open 75 00 10 00 ol Note Depending on the preference you chose in Manage Office Preferences for Auto Submit the claim will automatically go to Office Ally for processing that night or the claim will go to Claim List in the Claim Billing tab and you will need to manually submit the claim for processing by Office Ally For more information regarding Auto Submit please refer to chapter 2 company settings preferences A claim can also be created from the Manage Patient Tab e Locate the patient in the Patient List e Click on amp to get to Edit patient screen e Click on the Visit History file folder tab e Click onthe option under Create Claim column and continue with steps previously outlined a
24. iaaa Patient ID 100092793 Last Name Brimley First Name Susan Mid Initial DOB 04 02 1991 SSN TTT 7TT 7T Pat Acct No 3652148 Account Type Primary Insured Guarantor Account Status 10018565 6565 oa asr2 2007 nee Frank Stokes f 75 00 10 00 Open fal 10017012 osz TETEA AITA Frank Stokes 125 00 10 00 Claim Created 5000 5652 10003534 OB0r Z00F Frank Stokes 75 00 75 00 Open fal ONCE YOUR CLAIMS ARE CREATED PROCEED TO THE NEXT CHAPTER CLAIMS BILLING FOR INSTRUCTIONS ON HOW TO SUBMIT YOUR CLAIMS TO OFFICE ALLY FOR PROCESSING PATIENT VISIT REPORTS Through the Patient Visit Module four reporting functions are currently available and each is explained below This report can be generated for a particular day or for a given month It can further be filtered by individual provider or generated for all providers in the practice This report lists by chronological date each patient visit itemizing CPT code fee payments and adjustments and any balance due A sample report is displayed below Report For 4 po Id 4 lofi gt pi Find Next Select a format Export Report Date M amp 2007 South Side Medical Page Patient Visit Report For Month 4 2007 Provider All Date of POS CPT Days Charges Insurance Patient Adj Balance Service or Payment Payment Units Patent Clark Kelly Gender DOE 612111975 Insurance Aetna Provider Stoke
25. in the box labeled Reason For Visit e Click Add These will now display in the box labeled Current Entries as illustrated below Main Please enter Reason For Visi This list will be used as popup fist nm you ointment z Company Settings eit Company Information Reset Admin Password kpanic _ Reason For Vink impar Date Wizard Sick J List Maintenance Ved Visi Add Ofices Billing Providers Prowders Hacilities Hinsurances Superbilts Reason for Visit You are now ready to proceed with setup of the appointment schedule which is discussed in the next chapter APPOINTMENT SETTINGS This section applies to users who wish to use the Appointment module for scheduling visits In this section the user is able to customize the appointment calendars to meet specific office needs It allows the user to create calendars based on the operating days and hours of a particular practice or office e Click on Time Schedule from Appointment Settings in the Manage Office module Main Please enter your office operating schedule These settings will be applied to your Co mpany Settings appointment book Company Information SS Reset Admin Password Office South Side Medical w Import Data Wizard ee Operating Hours and Operating Hours Preferences Session List Maintenance Sunday f i Users
26. list of all claims submitted through Office Ally sorted by date and insurance company It includes the date created patients name insurance name and total charges Date Created From 4 a 2007 E To 5 e 2007 aj ld 4 ofi P Fi 100 Find Next Select a format Export Report Date 5 9 2007 South Side Medical Page 1 Claim List Report From 4 9 2007 To 5 9 2007 Top 200 Claims Claim Ho Date Created Formlype Patent Hame Insurance Total Charges Insurance Name Aetna 200015580 HIVOTT HCFA Clark Kelly G Aetna 75 00 700015662 4fe 3 2007 HCFA Brimley Susan Y Aetna 125 00 200024795 wr 2007 HCFA Brimley Susan Aetna 75 00 sub Total 275 00 The Inventory Report is a search engine that you can use to search for and pull up reports on claims submitted through Office Ally Search Options Select Payer All Payers es Form Type ucra Ous Capa From Date s jho 2007 ToDate fmmiddiyyyy S Je 2007 Date Type pos upload Processed Status ar M Error Code ecT Descriptions longer than 40 have been truncated Exclude Error D Master Vendor State License ID Patient Last Name Patient First Name Patient Account No Fite 10 claim i sort By Please enter the search criteria then click Search Export To Excel The Inventory Report enables
27. network server Practice Mate is accessed via the Office Alley website No expensive hardware upgrades are required nor is there a need to purchase software upgrades to take advantage of the latest program features All you need is a unique username and password assigned at the time of enrollment and broadband internet connectivity You are able to access your account from anywhere 24 hours a day All records are securely stored on our network servers leaving your hard drive free and available for other uses You control office security by electing who will or will not have access to your records Practice Mate is a full service on line program with scheduling patient management accounting and reporting capabilities Modules are fully integrated allowing information to flow from one area of the program to another reducing user input time and freeing up valuable office resources The program works in conjunction with Office Ally s electronic claims submission service providing you with full access to our claims service menu Practice Mate is designed with the user in mind It s easy to learn and easy to use We have incorporated into our program all the elements you need to successfully manage your practice Enjoy the following system highlights e Supports multiple practitioners in a single office and practices with multiple offices e Create and maintain patient records including demographics insurance appointments and visits e With intern
28. reporting purposes For instance you may want to be able to run a report which provides a monthly total for insurance contractual adjustments and a separate total for provider discounts In this case you would need to establish an account for each To establish a new account e Click Add New Main Pe ee a eee Company Settings a l Company Information TA Search For Account No W Starts With st Reset Admin Paseword ee abe Adel Mews Search Show All ae Data Wizard ar L_Praterences i n Account llo Account Type Account Description Tyme 86 Tiangaction Edit Delete List Maintenance Lutsers hae Payment Payment System x Offices 200 Adjustment Adjustment CR Sysiem 4 Chart of Recounts 300 Adjustment Adjustment DB System x b I bo miiie ee ae Prem E ET laesa hF ikse ih wi The following screen will display SARE HAT RELATE z Accownd jia Ate Typer Payment bai Aega beac pion Transaction Type Creat jj e Enter your user defined account number e Indicate if the account will be used to post a payment or an adjustment e Enter a description e Indicate if the account will be used to debit or credit the patient s account e Click Update In the example shown below accounts 700 710 725 and 735 have been established to record different types of payments or payments to different doctors in a practice Account 975 is created
29. the drop down box to select whether payment is from patient or insurance patient can be either patient or guarantor e lf you have selected payer type Insurance click the search box to search for and select insurance carrier from the database e Ifyou have selected payer type Patient click on search button to search for and select patient from database e If you have selected Insurance from Payer Type from the drop down box choose Payment Type either Payment or Capitation e From the drop down box choose method of payment either cash credit card or check e Enter the amount of the payment Do not include sign e User can type any Description that may later be used for sorting e Click Update to save payment The Payment List will now display The most recent posting will show at the top of the Payment List Check ee 134 00 100 Yu M SK Blue Croes Of Califone eiS2008 Patent Harison Conroy Check FELI 25 00 F200 View TIRARIE Patent 8 fydneyCosieio Chk 124 t5000 600 view hs At this time the payment is still available for editing e click on h in the edit column for the corresponding payment e make any changes e click on Update NOTE AN EXPLANATION OF BENEFITS CONTAINING ZERO PAYMENT IS POSTED IN THE SAME MANNER AS THAT CONTAINING PAYMENT APPLY PAYMENTS Once a payment has been posted in the Accounting module through the Add New Payment menu the p
30. 0 was added to the patient s account The patient s account balance has also been increased by 35 to reflect both the returned check and the bank fee When the patient eventually pays the amount due for the NSF check and any bank fees or other charges you may assess you will follow this same procedure to apply the new check This payment will be entered as an adjustment Use the credit adjustment 200 code from the Chart of Account or another code you have created to credit the patient account This will offset the previous debit you have applied MOVING A CREDIT BALANCE TO ANOTHER VISIT DATE A credit balance on a patient account can arise for a number of reasons If a patient has a credit balance for one visit and a balance due on another you may want to transfer the credit You may choose to use the following procedure e Open the Patient Visit that has the credit balance e Click on the Billing Info tab and scroll down to Payments e Enter the amount you want to transfer and click Adjustment In the example below the patient has a 5 00 credit balance on a visit dated 10 16 06 This credit is going to be moved to a more recent visit in which a balance is due In the Apply screen enter into the adjustment column the amount you will be transferring In the example below the 5 00 credit has been entered in the adjustment column Again you would use the 200 debit code or one that you have created in
31. 10000271 campbe 11729 2005 Se 10000270 i ogni 980 756 398 2847 ks 10000272 Campbe nan 2001 w 10000767 3 0E Si 250 i hs kS hs First Harme g t Sec Ho 10000268 jope race 0S 21 S70 10000769 057 61 990 e Double click on the column heading to put in either descending or ascending order Type Status Edit 10000355 test aby 120572005 M D awie OK 10000338 leon Aye O70999 F D Actwe X 10000335 Samuel Bob 1002 2006 M D Ate A X 10000305 Johnson Derek 1001986 M 456 09 9876 P active ey x 10000351 Taylor Ethan Oa22006 M D Aate 6 A X 10000337 Wilson Gina 12081 O77 F 67 09 8575 P Active hs x 10000334 Miller Katherine 101071280 F 9899 09 7658 P Active A X 10000336 Samuel Pam PPIE C F P Actwe A X 10000333 Miller Ryan 031 02000 xj D Actwe x 10000350 Taylor Sandra EAEE EE F 5 4 09 8768 P Acie x In the above example clicking on the header First Name has sorted the list alphabetically by first name in descending order In the next chapter we discuss how to add and edit patients ADD EDIT PATIENTS Patients are added and edited in the Manage Patients module It is important to note that appointments cannot be scheduled in the Appointment module until a patient has been entered into the database Before adding a new patient determine whether or not the patient is a dependent Ask the following question Is someone other than the patient the insurance policyholder subs
32. 27 2007 HCFA Doe JohnL 150 00 Cigna EDI New X g 500017309 4 25 2007 HCFA Smith MikeG 125 00 cn Cross Blue Shield En New A X g gt The screen will automatically display the Claim List which is a list of claims you ve created e The status of the Claim in Claim List depends on the preference you chose in Manage Office Preferences for Auto Submit discussed in the previous chapter e Ifthe status of your claims are New then you will need to manually submit the claims into Claims Awaiting Batch for processing e You can batch submit the claims by selecting the claims you want to submit and then click the button This will submit the claims into Claims Awaiting Batch for processing by Office Ally e You can also submit the claims one by one by clicking the button This will submit the claim into Claims Awaiting Batch for processing by Office Ally e Claims submitted into Claims Awaiting Batch will be automatically picked up and processed by Office Ally within 24hours Once the claim is processed it will no longer be viewable in Claims Awaiting Batch but it will still be viewable in Claim List e Once your claims have been processed by Office Ally an email is sent to you letting you know you have a report to be viewed This report lets you know if the claims were accepted or failed by Office Ally The report can be viewed in Download File Summary discussed in the next section e If you need to
33. 6789 HCFA form box 17 First MI amp Last Name Supervising Physician D a S First Ml amp Last Name ordering Physician es A a First Ml amp Last Name Facility Facility NaME Newport Beach Hospital l HCFA form box 32 Address Faciity D npI 987654321 Conditions Patient s Condition Related To Employment current No HCFA form box 10a or previous Auto Accident No Place HCFA form box 10b Other Accident No Ww HCFA form box 10c Reserve For Local Use HCFA form box 10d Dates Date of Current i al HCFA form box 14 ILLNESS first symptoms or INJURY accident or PREGNANCY Similar First Date OW uo E HCFA form box 15 Unable To Work Dates From WO B To h h HCFA form box 16 Hospital Dates Fom h E Tol al laf HCFA form box 18 Pregnancy Estimates Delivery Date B Worker Compensation Status Po Last Worked Date i i a Accident Date i i Miscellaneous Reserve For Local Use HCFA form box 19 Outside Lab No Lab Charges fs HCFA form box 20 Medicaid Resubmission Code OriginalRef No sid HCFA form box 22 Prior Authorization Number HCFA form box 23 Patient Account No OoOO HCFA form box 26 e Click Update which will bring you back to the Patient Visit List and you are now ready to create the claim
34. A calendar will appear A date highlighted in pink indicates that there are claims for that date requiring repair and resubmission to Office Ally It is advisable that these claims be viewed and repaired on a daily basis e To repair fix a claim that has failed click on the pink date and a list of the claims that failed for that day will appear e An error code and error description will be listed for each failed claim e Click the correct button next to the error description and the HCFA CMS form for that patient will appear on your screen e The error code and description will be listed in the upper right hand corner of the screen Scroll down to the appropriate field wherever the error occurred and make the correction e Once you have corrected the error scroll down to the bottom of the form and click the Update button The claim will be reprocessed and sent to the insurance company for payment and it will immediately come out of Claim Fix e Repeat these steps for all failed claims CLAIMS BILLING REPORTS Several reporting options are available Claim List Report Download File Summary Reports Inventory Report and Quick Claim Status Claim List Report Download File Summary Reports Date Created From BE To a Last 100 Entries Inventory Report M search For Last name starts wen m mw As ins tatus Print Option J includes Form Image The Claim List Report is a
35. AN Cre ate Status Charges Balances Edit Claim 10012005 _ jaar a ehe aeoo rectus O e Click on the search box to locate a patient from the database Patient information including guarantor and insurance will automatically populate into the screen if it has been entered when the patient was set up in Manage Patients This information can be overridden at this time or created if not previously entered by clicking the edit button e Confirm that the Visit Date is correct e Provider ID will default to that set up in Manage Office Change if needed e Click on Update to save visit TO ADD VISIT THROUGH THE APPOINTMENT MODULE e Click on Appointment tab e Locate the patient s scheduled visit in the appointment schedule e In Daily View click on the Ea in the Create Visit column corresponding to the patient T gt Fa fa aE 4 Office South Side Medical Providers Staffs All a Time Interval 15 minutes jia is len i g an Jase m F 5 TA 20 E 14 za 28 g 1 la Daily View Modes pP Add Edit Del Provider Time Length PatientName DOB Home Phone Reason for Visit Status Check Create Staff In Visit 08 00 am 15 mins Smith Mike G 72011975 555 555 5555 Frank Stokes Check up y HH bi ae eee 08 30 am The Add New Visit data entry screen will display a
36. Accounts Billing Providers Providers Referring Providers Facilities Insurances eS ae Se SS Ye Reason for Visit 10 Superbills USERS This function can only be accessed by the System Administrator and is used to grant or remove access for system users The User List may include doctor nurse assistant biller or any other designated office staff The maximum number of users is predetermined at the time your account is established with Office Ally based on your individual needs Users can be added or deleted up to the maximum allowed at any time at the discretion of the Administrator Each user is assigned a unique login name and password by the Administrator To add a User e Click on Users from the Manage Office Menu e Click on Add New Main Company Settings Company Information Search For Logn Mame Mi Starte Vuan ii Reset Admin Password Search Chow Ail Lon EOE Data Wierd Search Show All s List Maintenance pe N ne liiton Login Narne Firat Name Last Hame Uger Type Edit Delete Change Pwd dian iodd Diane Tedd As sistant pa ITC as Billing Providers Khamis Katherine Harris Assistant _ Prowidars phones Patricia Jones Assistant Facilities Rengechen Renee Chen Assistant ee es e Assign a login name and password The Password must contain a minimum of 5 characters either alpha or numeric Note that this field is case sensitive e Defin
37. Amount 1178 2006 90657 Michelle Smith 30 00 11 2006 30471 Michelle Smith 15 00 11 9 2006 Insurance Payment 15 00 14 9 2006 Insurance Payment 35 00 17 9 2006 Insurance Payment 15 00 11 9 2006 Insurance Payment 10 00 1140 2006 99393 Robert Greene 1 20 00 1143 2006 S065 7 Robert Greene 30 00 1145 2006 S065 Robert Greene 30 00 114 3 2006 30471 Robert Greene 15 00 1145 2006 30471 Robert Greene 15 00 1149 3 2006 Insurance Payment 120 00 1193 2006 Insurance Payment 15 00 114 3 2006 Insurance Payment 15 00 11432006 Insurance Payment 30 00 1193 2006 Insurance Payment 30 00 Balance 40 00 MANAGE BILLING STATEMENT This option launches a sub menu used to generate billing statements These statements are used to bill the patient or the patient s guarantor for any balances due after insurance has paid e Click on Manage Billing Statements from the Reports Menu The Billing Statement List screen will display as shown below io 7 l Billing Statement Date From a To EEN cast 100 entries RG ora mses vise y o NESS i 5 m Display Filter Status Visit Date From Hal To a Patient ID B Visit ID a Minimum Balance Dues bp Generate Cancel Enter the visit dates for which you would like to produce statements The list of statements can be further narrowed by entering the patient ID or the Visit ID and a minimum balance e Click OK to view the Billing Statement List whi
38. Edit Superbill This is where you will add CPT and ICD 9 codes to your superbill The box to the left of the screen is where you can define and add categories to your superbill These user defined categories will show up on the superbill as headers This allows the user to group certain services CPT codes such as Office Procedures Vaccinations etc on the Superbill for ease of use e Enter a header inthe box labeled Category e Click Add Inetiuctions on How to Edit Super bill 1 Edt Superbi header information These information will be printed on top of your Superba 2 Adltemove categoress on the lefi veinide below 3 To add CPT Oiagnosis codes to a category first cick a Category to highlight E and then addiremove CPT Ciagnosis codes onthe right window Procedure Service Categories CPTa E Cotegory CPT A047 f Add Remove Description Administration Fee Fee 20 00 This header will now appear in the larger box Continue to add as many categories as desired clicking the Add button for each Once the categories or headers have been defined it is time to select the CPT codes for each header e From the left box highlight one of the categories headers you have created e Refer to the box on the right hand side labeled CPT e Type in a CPT code and a description e Or click on the search button to select a CPT code from the database e Enter the fee for the procedure T
39. Insured s record will automatically populate to the dependent s record eliminating the need to re enter this information EDITING AN EXISTING PATIENT From the Patient List the user can edit any existing patient account It is recommended that if you have added a dependent in the manner recommended above review the dependent s record to insure that the information is accurate For instance the dependent may have a different address than the Primary Insured and that will have to be updated on the dependent record To edit an existing record e Clickon in the Edit column or click on the patient name as shown in the illustration below Displh Mer Acoust Type Siy Statue Acts we Patient tO Lasttame FirstName DOB eee status it 10000274 i il Amy 11232005 F D Active x T0000 rN Lampbell pnan 0a Seo Wo 75039 2047 F Pie hs 4 10000272 Campbell Sean OB 3 2001 hi D Active hs x i0007 Grane Cann Oe 41 S450 F F Attire t bai 10000268 Hooper Grate oa 24970 F P Awe xX 10000269 Hoogst Mbt heel DST a S90 hl D Acie ks x Mi P Active X 10000273 Melee Greene OF 22000 e Make any desired edits e Click Update DELETING AN EXISTING PATIENT A patient can be deleted from the Patient List As a safeguard any patient that has a patient visit record in the database cannot be deleted Instead the account status should be set to Inactive in the patient record If the patient can be d
40. No gt TO0 insurance V oo BP S Cont adi we tonorais 0 ID2WNZODS S9214 5 lis g 0 5 5 C Towi 10S 5 p ois a s e Using the search box find the patient in the Patient List Apply Te Patient O 1000024 l an Grice Hoopes Go e Click onthe Go button The screen will display a list of all open balances for the selected patient The top of the screen will show the payment total The unapplied amount is shown in the upper right corner e Locate the line item to which the payment will be applied based on the Insurance Explanation of Benefits statement e Locate the account number to which the payment will be applied by using the drop down box at the top of the payment column e Locate the account to which any adjustment will be applied by using the drop down box at the top of the adjustment column e Click in the corresponding box under the Payment column e Type in the dollar amount to apply to that line item If no payment zero EOB enter 0 e fthe payment is from an insurance company a contractual adjustment may be required If so enter this adjustment amount in the corresponding box under Adjustment column Use adjustment code 200 credit adjustment or other adjustment code you may have set up in Manage Office Chart of Accounts Mamoe meurance Eve Croce Od Cattonin Apply To Patient K 10000075 Patent Name Grece Hooper Ineeuctione om How to App
41. P LE T kvie cr Phos Pree mas Ree Hap LI bE hAnas Tar m BITI Viira fenig C Ge Hep A O ATT Giwi Beal T Dise imi Dag E Hap E C Cree Shap Tami Cl GOTE Aias iai o wid Hep B O v2 Unai C Diag Pa Vaccines Aiminiriiyhis rote Eh ny aera Y i ri oo bacioeas paT O Fa acne deere aar pr A CREE E hringa E aama HITIAL IHFATHERT O Luto miy ae Lt Cee Darji Li COMET OEE Gag WD Hameglijik O ihe Live Baal cj z Code 0O O LI CLAS OP Se o Dian ais DSM DSHS Tie Biden ae BHD asd injis L UDAD Waati Singi Uos Diii Pua j ml Pareto J l Li Total Pee Tas Tigh E DMH GIEF PIAR THROAT E Pikk oP x Bae Dirr moe Fea E Wa inonimi LI Paria hanm hpa Heia See hi Continue to edit the superbill until satisfied with its appearance e Click on Update to save to the database The superbill list will display From this list it is possible to add superbills edit delete or preview From the preview screen a superbill can be printed S Main Company Settings Company Information Reset Admin Password Import Data Wizard List Maintenance Lusers Lames Superball i 100015 superbil Harme SC Peds As x You can create as many superbills as needed or use the same for all providers in an office Once your superbill s is created return to Providers under List Maintenance Locate the practitioner in the Provider List Select to Edit At bottom of sc
42. TE E eee EE EE 14 PP noe a a E E E E E E S 14 Morcar a A E E AE T E T A 15 Converting from Office Ally Claim Tables ccccccccccssscccececccenecscenececensesseueceeeeseeeeeeeescsseuecseeueeseeueeseueeceseueceneneeeeeness 15 Convertine Tomi Soe scene ere E 16 surance Carriers Payers esner E E E avo usntbaadvacnsecesesinonmnar easy 17 POVI E E E EE E ARAE EET A E I E E tees E E daaceteteeeeuenss 17 PAOS ar E E E O E E EE E E A E EA E E A A 18 ESEE NG E E E E E aig E E E E A E E E E A EE E E sot 21 YS CUS E E N ate AA PE P E A E E T A E E E E A E 21 ON E aee E E tale E E 23 CHO ACC OU a E E E E 24 PUINE Provido eere E E E E A E A 27 REMC FING POV GET orin E E E EEE 27 FAC E E E E E E TE A EE EE E E A EEE E EE E E T 30 MEUT SG en S E sew arte tears ato siaj ona perenianeyeyoketoipinersieienasccsan 31 SSO go ssc AE serve case eevee E aetna he cece E E E O A N enlace ce ce A E sae aeons E 32 CPT COC Ss wise easecars sans accuvedacn ran aciatesabenssnedsatsneiaulsusessuinaaacnsscaatuns A 35 Digg MOSIS COUCS aaan aise aes al Soe ea sual E E seuaaeoassianoaees 36 REASOMATON VISIE sirosisricgntccisecontceaccectedsoyonsaaueusvaveceseule T gulaateeomniescunedss 37 ADDOINEIME ML SETIN aa a dona begccelebeistanaadcalatan cat uenae on ihaed coapbes cee ta hanaueebcad a MatuatoadeianienaneGodaseyectieemions 38 SpecialDate me i PFO PS SOS PE rE I RPE RPS EE PTT RETA TT Pe EA 39 Mamae Pae N aaa anes peg te easaedeaaasweauetuaaycnseawacea dua peg e
43. THORIZED PERSON S SIGNATURE sicneD yes O No pate 10 25 2006 fj 8 PATIENTS STATUS CITY Single C Married Other Cerritos Full Time Part Time Student Student O 90703 10 IS PATIENTS CONDITION RELATED TO 11 INSURED S POLICY GROUP OR FECA NUMBER 7752 Employed O ZIP CODE TELEPHONE 555 555 555 555 a EMPLOYMENT CURRENT OR PREVIOUS Yes No 7 120 ls INSURED S DATE OF BIRTH 1975 fj b AUTO ACCIDENT PLACE State b EMPLOYER S NAME OR SCHOOL NAME O Ys n M CostCo c OTHER ACCIDENTS c INSURANCE PLAN NAME OR PROGRAM NAME O Yes No Atena 10d RESERVED FOR LOCAL USE d IS THERE ANOTHER HEALTH BENEFIT PLAN Once the claim is completely updated with the required data e Click Update at the bottom of the screen YES NO yes retum to and complete item 9 a d 13 INSURED S OR AUTHORIZED PERSON S SIGNATURE SIGNED Yes No Note Depending on the preference you chose in Manage Office Preferences for Auto Submit the claim will automatically go to Office Ally for processing that night or the claim will go to Claim List in the Claim Billing tab and you will need to manually submit the claim for processing by Office Ally For more information regarding Auto Submit please refer to chapter 2 company settings preferences If you select the visit or visits you want to create and click the Create HCFA Claims button you
44. _55 00 TEREE 0ETT CT COLONOGRAPHY DX C 75 00 OMET UPFPER GI ENDOSCOPY W SUTURE C 3 125 00 OTHERS OIT SPECULOSCOPY C 3 100 00 d 00472 ANESTH CHEST WALL REPAIR Cis 75 00 C x 0 00 oO DIAGNOSIS OR SYMPTOMS DIAGNOSIS DIAGNOSIS oii peng due to vibrio cholerae E omg Saroe paea E ene re wi Paratyphoid fever a C O08 Amebissis F EE E vz Paratyphoid fewer b PH merat ya F os Paratyphoid fever unspecified om0 mangas ol lung infiltrative O Provider Name amp Signature Frank Stokes e Click on each box that corresponds to the CPT code to be billed If a fee has not been assigned to the code when set up in Manage Office enter a fee for each code selected e Scroll down to the Diagnosis codes and click each box that corresponds to the diagnosis codes to be used A total of eight diagnosis codes can be selected e Scroll back to the top of the screen Note that the information selected on the superbill has automatically populated into the grid that appears very much like box 24 on the CMS 1500 claim form e Click on the box in the column labeled Diag Pointer you will need to manually input the diagnosis code pointer for each line item date of service you have entered For example if there are 4 diagnoses and all relate to one procedure code enter 1234 in the box no commas If you only need to reference one diagnosis code then enter just the number 1 An alternative to using the Point and Click Sup
45. aim Claim List Claims Awaiting Batch Repairable Claims Reports Claim List Report TEREE ERRE s m Tj w T F s i Quick Claim Status rT Taf2 s 4 s BiReponte tobe viewed y rel rps jaho 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 There is no data for the selected date e When a report is available the date on the calendar will turn pink click on the pink date to view the report e The report lets you know the total claims received how many were accepted and how many were failed by Office Ally e To view a detailed report which lists the names of the patients the insurance companies billed and the total billed click View and then click Open and the report will open on your screen e You can print or save the report it is also viewable on the Office Ally website for 1 year e You will also receive EDI Status reports from many of the Payers which acknowledges that the insurance company received your claim These reports are labeled as EDI Status Report and are listed as a Payer response REPARABLE CLAIMS CLAIM FIX Once the claims have been processed by Office Ally you can view claims needing repair by clicking on the menu option Repairable Claims Claim List Claims Awaiting Batch Repairable Claims Remove Clai Calendar Legend aiii by Active Date ria 14 is 16 17 18 19 zolz 22 23 24 25 28 27 ze 29 30 31 ee eae Ca Uc emj Shortcut Keys Alt Fi Help
46. ars To print or export a calendar e Highlight Reports and click on the report you want to generate Daily Appointment Report Weekly Appointment Report or Monthly Appointment Report e You can print the report or export it to excel e Asample Daily Appointment Report is displayed below ld 4 a lofi p pi 100 v Find Next Selecta format Export Report Date 12 26 2007 south Side Medical Page 1 Daily Appointment Report For Date 12 26 2007 Office South Side Medical Provider Staff All Visit co acta a a a S E a we t O E 09 15am 15 mins 10012009 Brimley Susan Y A211991 TTT ITT ITTT Frank Stokes a S S E E E fesen sam eras ermet ro fessa rons en pae 10012007 Doe John L 577 1959 333 333 3333 Frank Stokes Check up ws O O e e APPOINTMENTS ADD EDIT Appointments can be scheduled added in the Appointment module or in the Manage Patient module In either case a patient must first exist in the database before an appointment can be scheduled This chapter describes how to schedule an appointment through the Appointment module Refer to the Chapter Manage Patients for scheduling through that module TO SCHEDULE AN EXISTING PATIENT If the patient to be scheduled already exists in the Patient List he or she can quickly be scheduled in the Appointment module e Click on the Appointments tab An appointment calendar will appear in weekly view
47. automatically default to the Primary Insured If other than the Primary Insured e Use the search button to locate the guarantor in the Patient List e lf the guarantor cannot be found in the Patient List they will also have to be added to the database e Click on Update to save all information to the database IF PATIENT IS A DEPENDENT ON ANOTHER PERSON S INSURANCE POLICY Once the Primary Insured has been added to the database it is very easy to add any dependents that might be on the Insured s policy From the Patient List locate the Primary Insured that you have just added e Click on Edit e Click on tab labeled Insurance e Scroll down to the section labeled Dependent Information e Enter name date of birth gender and relationship to Primary Insured e Click Add Dependent z baa rears pee Dependent Lart tame Fact Harme Mi poB Gen SSN Relaisnehip E a LN To Patient Meee Hunter TEE l Chd Note You can add as many dependents to this record as necessary e Click update to save record to the database The advantage of adding a dependent in this manner is that you not only create a record for the policyholder you also create a record for each dependent you have listed under Dependent Information The dependent record will now display in the Patient List with a D under the Type column Information from the Primary
48. ayment must be applied to individual patient accounts This can be done through the Payment List or through the Apply Payment menu TO APPLY A PAYMENT THROUGH THE PAYMENT LIST e Find the payment to be applied by using the search tool or scrolling through the list The most recent payments will appear at the top of the list e Select te under the Apply column that corresponds with the payment to be applied Display Bye Payment Date 3 Pasanen Month TS Gol Last te Enika Shaw Al REN Seach fon Patera First hare Starts en Saar chy a Ca Mepla Pha Arty e L imianoge Insurance Aue mSS Check g s0sg 134 00 0 00 vw amp xX nasi Pabent Hanison Contry Check i34 24 06 25 00 View 11a Faten Brediney Gosielo Check 1334 66 0 6 00 View Se he The Apply Payment screen will display Payment information Payment anas Tena Bees eas Payment Unagoliked Payment 0 liocecooizo E Data steel te EAR AmOLNI Amount FFF iei Piber Ching Cooper S 20 00 5 20 00 Apply Toc Patent D 100007 Pateni Hame Ching Cooper Instructions on How to Apply Payment 1 Payment can be appbed paria of in ful amount up to ihe unappled amount to any ine fem 2 Admeiment cain bt cored or debd does not deduct from the unappied amount used for any ine tem as ong as t does not ecceed ihe balance r Clim Daie of CPT WisitIO ip Barana Iink Charge Balance Payment Adjustment Complete Apply To Account
49. ayment was applied EGR i apemon Sy ce test testes Search oa Patient Fad Mets oS Seis ain Seach Daph Fifer deeked Type Any al Pal re Apples lype Appii Ampuni Praen abe Fr A Pemra Pape JiGOS2008 10000268 Grate Hooper Insurance Payment 34 00 10022008 iD0MO000S Insurance Pacificare IOS 2008 0000268 Grace Hopper Insurance Payment 1500 10022008 WOON0SS insurante Patiticarn From the Applied Payment screen the following options are available e Click on Patient Name to pull up the patient visit record e Click on Payment ID to pull up the payment for editing as shown in the screen below ADD NEW PAYMENT Payments from patients their guarantors or insurance companies are posted to the program through the Add New Payment function To access e Click on Add New Payment from the Accounting module Patient Visits Claims Billing Accounting Manage Patients Add Hew Payment Deposit Payments Deposits Apply Payment ayments Reports P Appointments The Add Payment screen will display Payment Date mrdidyyyt 01 ta ates Payer Type neues S reurance Co ID 100058 C ims anen Bar Payne Type Pamani Check ljumb r NHS Am 12 0 Deseret Bee Tena Payment date refers to the date the payment has been received This date will automatically default to the current date e Type in payment receipt date or use the calendar to select a date e Click on
50. ch will display the statements just generated Statements will only be generated for those items that have already been processed by insurance and are now the responsibility of the patient or patient s guarantor The Billing Statement List is displayed below Cl 10000738 1204 2006 10000381 Shafter ViewedPninted 250 X fil O 10000133 11 20 2006 100011 10000378 Hooper Grace New s1900 x fi O 10000132 11202008 100010 10000375 Russell Mandy New szo x i C 10000131 1i000s 1100009 10000372 Cooper Chins Mew 50 30 x i O 10000130 11202008 100008 10000389 Conroy Hamison New 115 00 x E C 10000123 TW202008 100007 10000356 Cooper Elizabeth Mew 5450 00 x m O 10000128 11202008 100008 10000357 Costello Richard New sis 00 xX E O 10000127 112020065 100005 10000366 Costello Sydney New smi K E Cl 10000126 11202006 100004 10000351 Taylor Ethan New 51224 x s O 10000125 41202008 100003 10000333 Miller Ryan New s1550 x fi 10000124 11 20 2008 100002 10000305 Johnson Derek New smo xX E Billing Statement Date From 12 oy Ae Feci Statement i Search For Dtabement Hi Display Filter Status 4 Biling Statement Tata Statement ta 400072 ee Patient BD ll 1 Saarts Yih ow Ham Patient Last Patient First Aare Aden 20 2008 ES Toz 20 lio E0 ER i Last 100 entries Tia pi Mi Status I Ralance to Edit Oelete View You may view the statement before printin
51. ck of the mouse Once in the module options are available to perform certain tasks These options are identified just under the file folder tabs as shown in the screen pictured below Paice Viis Oh Bing i a rt er Le 5 F i ey ee a qr reer Mii Hew Payment Depost Payments a es a p ai iet SEARCH FILTER AND SORT FUNCTIONS Because your data is maintained on Office Ally s web servers you can create and maintain an unlimited amount of data without compromising system performance Thus there are no restrictions on the number of patients your database can manage However to optimize system performance we have limited the number of records that will load when the user accesses certain areas of the program For instance the Patient List Patient Visit List Payment List and Applied Payment List screens will display only the most recent several hundred records when opened Search filter and sort functions enable the user to locate a particular record that does not display automatically These functions are discussed in greater detail in following chapters A brief overview is provided here SEARCH FOR FUNCTION A drop down menu provides the user with several search options Simply select a search option and click the Search button to find the desired record Appointments Patient Visas Clans Billing 7 a Se Se s
52. ck those future dates for availability as the system does not prevent double booking e Click on Add TO EDIT OR DELETE AN APPOINTMENT The new patient is now scheduled for an appointment This appointment can be edited or deleted by right clicking on the patients name on the calendar and choosing edit or delete In the Edit Appointment screen the user is able to edit any of the fields as needed or change the appointment status as shown below Patient ID 10000548 Patient Last Name Patient Home Phone Office Hame Laguna Beach Office a Appointment With Alex Burne Appointment Date 1 5 20s os Time 08 30 am Resource Wisit Length minutes j Reason For Visit IIness Notes p Cte Canceled by Office Canceled by Patient Canceled by Prowider Completed Confirmed Patient Did Not Come Rescheduled Wisi Created TO DOUBLE BOOK AN APPOINTMENT FOR THE SAME DAY AND TIME If there is an existing appointment on the calendar and you need to book another patient on the same day and time e Right click on the existing patients name on the calendar and choose Create New e Follow the steps outlined above to add another appointment Tuesday Wednesday Thursday dustin Garrett Larry Halligan Julius Batte wit Dennis Farrell ee TSS Create wi sit Edit Greate Hawl Delete Justin Garrett C CHECK IN Once you create an appointment for a patient you can now ch
53. cl e Click Finish Repeat for each new user From the User List that the Administrator has created a user can be deleted edited or new users added at any time up to the maximum number allowed The password can also be changed if needed by clicking on the pencil icon Sein the Change Password column Each user may also change his or her own password S Main Show s Company Settings qm Company information Search For Logn Name Mji Starts an M Reset Admin Password Search Show All inep Daai Show All List Maintenance or peee eee GH m pene see Diaki First Name Last Hame User Type HM Delete Change Pwd aie Diane Todd Assistant X ty Billing Provider Kharris Katherine Haris Assistant x Te Prodiit plones Patricia Jones Assistant A X bS Facilitias Rieneechen Renee Chen Assistant w pas In the above example there are four users in addition to the Administrative user note that Administrative user name does not appear in the user list This practice was authorized for 5 users If the Administrator wishes to add any more users he or she must contact Office Ally OFFICES This menu can only be accessed by the Administrator Enter the office information where the provider typically performs services If the practice has multiple office locations enter each of
54. criber If the answer is yes the patient should be established as a dependent in the database In such a case the policyholder should first be set up in the database ADDING A NEW PATIENT To add a new patient to the database Click on Manage Patients file folder tab e Click on Add New Patient Pion vie Gans iig Add New Patient Patient List Reports The Patient Data page will display on the screen e Enter demographic information as it relates to the policyholder or patient Use the tab key to navigate to each data field Patient ID 10012005 Last Name Smith First Name Mike Mid Initial G DOB 07 20 1975 SSN 555 555 555 Pat Acct No 658745 Account Type Primary Insured Guarantor Account Status Visit History Ful Time Student 589 South St jress Line 2 PO Box 712 Cerritos state 555 S55 45555 555 S55 5555 ostCo 5432 Olive St CostCo Emergency Contact im Smith e Once the Patient Data page has been completed scroll back up to the top of the screen and click on the Insurance tab next to the Patient Data tab The Patient Insurance screen will display At this point you are required to indicate if the person you are adding to the database is the Primary Insured or a Dependent of a Primary Insured Patient ID 10012005 Last Name Smith First Name Mike Mid Initial Go DOB 0ri201975 SSH 555 555 555 fee Primary Insured Suarantor
55. cription POS A D Charge S E A E select Multiple DIAGNOSIS CODES This feature allows the user to create a custom list of Diagnosis codes unique to your office practice The custom list will be available in the patient visit module when creating a claim To create a custom Diagnosis Code list e Click on Diagnosis Codes in Manage Office e You can manually type in your Diagnosis Code or click the search browse button and select it from a list e Click the ADD button to add the code to your list Main Please enter Hiagnosis Codes This list will be used as popup list in Edit Visit and Edit Company settings Claim pages Company Information 00581 Food poisoning due to vibrio vulnifi cus Reset Admin P 4 Current Entries Diagnosis Code pi eset Admin oman eae gs B ae ort Data Wizard Cholera x ia Preferences s x aratyphoid fever a List Maintenance YP Atare Faratyphoid fever unspecified x Offices Salmonella gastroenteritis x Chart of Accounts F Shigella boydii x Billing Providers 42 Shigella boydii x Providers x a Referring Providers 0065 Amebic brain abscess Facilities Insurances Superbills REASON FOR VISIT This feature allows the user to develop a list of reasons for a visit The list created here will be available as a drop down menu in the Appointment module and the Patient Visit module To create a list e Click on Reason for Visit under List Maintenance e Type a reason
56. cs NCHS and the Centers for Medicare and Medicaid Services are the U S governmental agencies responsible for overseeing all changes and modifications to the ICD 9 CM With the exception of claims submitted by ambulance suppliers all physician and nonphysician specialties use an ICD 9 CM code number and code to the highest level of specificity for the date of service This code is entered into Box 21 of the CMS 1500 claim form Patient Practice Mate defines a patient as any individual for which service or supplies are provided POS Place of Service This is the location for each item used or service performed It is identified in Box 24B of the CMS 1500 claim form These codes are maintained by the Centers for Medicare and Medicaid Services Practice An entity that provides medical services or supplies Practice Mate Module One of six areas of the Practice Mate program designed to facilitate practice management The modules include Manage Office Manage Patients Patient Visits Claims Billing Accounting Appointments Primary Insured If the patient is covered by an insurance policy the primary insured is that individual under which the policy is held This may or may not be the same as the patient and or the guarantor The insured s name identifies the person who holds the policy which would be the employee for employer provided health insurance The Primary Insured s name is identified in Box 4 of the CMS 1500 claim form
57. ctice Mate You will have choices to select one or more data records from source tables Billing Providers Providers Facilities Payers etc and import into corresponding tables in Practice Mate Data Source Office Ally Stored Info HCFA Records Per Page 50 Y Please select a data source then click Next to continue or Cancel to exit From the Import Data Wizard screen e Select the table to be imported Payer Billing Provider Rendering Provider or Facilities Dals Scum ca Qifios Aly Tisana pebect g babis on the lect pared io begin Sored iris or A Shock d Lae Errani Cuta a mia e Click Next e A table containing your stored data will display From this table select the records you want to import and click Next You will receive a message telling you how many records you have successfully imported Repeat this process until you have successfully imported all desired Billing Providers Providers Facilities and Payers CONVERTING FROM CSV FILES The CSV Comma Separated Value also called Comma Delimited file format is a simple data file format that is supported by most spreadsheet software applications Many database management systems and programming languages also support the reading and writing of CSV files They are often used to transfer large amounts of spreadsheet or database information from one program to another Practice Mate is able to accept the CSV file format to
58. d e Click Add In addition to most prescribed medications commonly used notations can be created and stored Again these will display in a drop down menu in the Patient Visit module To create a list of notations e Type notation in box provided e Click Add Once all information has been entered for the rendering provider e Click on Update The Provider List screen will display From here the user can add edit or delete providers Search For Last Narn vo Stans Wah ow ice om Lest Hanne Specialty ll l intemal Medicine 550705432 Infernal Medicine 555 765 4371 Internal Medicine 555 765 4321 l FACILITIES As used by Practice Mate a facility is any location from which services or supplies are rendered office hospital out patient clinic lab All facilities from which services or supplies are provided are established in the Facilities List Information from this list will populate into Box 32 of the CMS 1500 claim form To add facilities e Click on Facilities from List Maintenance e Click Add New Main Company Settings L Compary Information Search For Facilty Nar ma w l Starts With ed Reset Admin Password lt img Data Wizard List Maintenance a a _ _ Facility City Slate zip Egit Delete j Mission Valley Hospital San Diego CA 93837 908474636 w XI Seaview Outpatient Clinic sanDiego CA S3827 9893057575 My A ders
59. docrnolocy B Contact phone 777 pirr 777 Fac pL E Email fstokes itest com Social Security No 554 55 5555 State License ID DC123456 NPI 12665 li i Default Superbill South Side Medical na e Scroll down to Add PIN or Group ID for this provider Provider kigi ation umber s Pills F Blue Cross Pin Group iD PHE Blue Shield PIN J Group D Gronn Wi Champuz PH j pame m n n Commerciat PN Mecicasc PR Group D Medicare PIN J Group D INFT PIM Univers Pt Detant PN Group D e Highlight one of the options in the left hand box e Type in PIN and or Group ID in the boxes provided e Click Update Repeat this process for each PIN and or Group ID for which your practice will be billing Practice Mate provides an area where the physician s most commonly prescribed medications can be stored Medications created in this record will be available in drop down menus in the Patient Visit module To add medications to the list e Scroll down to Add Provider medications or notes Hotes The fobowing isis wil be used as popup iets io assist provider for quick data selection in ihe Ei viet aeree Provider Favorme Medeinos Provider Favorite Notes Cartan Alergy Raun in 2 weeks Treno rey ZAR GA Anlita 4 hc Notes Decco Aaa oo pads Remove e Type in Medication and description in the boxes provide
60. e SPELL F WrARRIELE Dira E ypu L Payments Deposits Report For Month 12 2006 All Payment Types Payment Date Payer Type Payer Payment Method Check Ho Payment Applied Amount Amount Monday December 04 7006 12 4 2006 Insurance Alue Cross Of California Check 19484575 51 51 51 81 Sub Total 81 81 81 91 Tuesday December 05 2006 12 5 2006 Patient Stacy Robbins Check 35 00 35 005 12 5 2006 Patient Aiden Shatter Check 1234 35 00 35 00 12 5 2006 Insurance Blue Cross Of California Cash 61 61 61 61 Sub Total 131 81 131 81 Thursday December 0T 2006 12r 2006 Ingurance Blue Shield of California Cash 0 00 0 00 1272006 Insurance Blue Cross Of California Cash 0 00 0 00 Sub Total 0 00 0 00 Friday December 03 2006 12 8 2006 Patient Grace Hooper Cash 30 00 40 00 12 8 2006 Patient Richard Costello Cash 5 00 0 00 Sub Total 35 00 0 00 Monday December 11 2006 1241 2006 Patient Grace Hooper Check 1235 100 00 100 00 Sub Total 100 00 100 00 Tuesday December 12 2006 124 22006 Patient sydney Costello Cash 30 00 0 00 124 2 2006 Patient Chris Cooper Check 1234 20 00 0 00 12 4 2 2006 Patient Elizabeth Cooper Check 1300 35 00 0 00 12 4 ANNA Patient Flizvaheath Cone Cherk 1300 as 10 FA NN APPLIED PAYMENT REPORT This enables the user to view and print a report by a specific date or month showing payments which have been applied to patient accounts As sample is shown below Report Date
61. e The Superbill ID number will be automatically created by the system e Under Superbill Name enter the name that you would like the system to store This will not print on the Superbill and is for reference only e Page Header Information Top Center Enter the information that you would like to show in the top center of the superbill form This could be information such as the Practice Physician or Company name tax ID License This field is user defined e Page Header Information Left This field is also user defined and will appear in the top left portion of the Superbill Suggestions for these fields include address phone etc e Page Header Information Right These optional fields are again user defined and might be used for information such as mailing address if different from office location e Provider From the drop down list choose the name of the provider s that will be using this superbill Superbill ID Superbill Name South Side Medical Page Header Information TopiCenter couyth Side Medical Company Mame Tax lD License Dai l 6543 Second St Laguna Beach CA 92701 Page Header Information Left Tax D 5684125 Your company otice address state Lic 654321 NPl 967654321 Optional Mailing address Page Header Information Right Have a Great Day piagnosis Sort By Provider Frank Stokes 3 e Scroll down until you see Instructions on How to
62. e User Type as either Assistant or Provider e Click Next User if HOI40 Default IPA OFFO Login Name disnetodd lt lt lt Password First Hame Diane The following screen allows the administrator to grant or restrict each user s access to the various modules of the program Each module has two levels of security read only or both read and write Perhaps you do not want your front office scheduler to access the accounting modules You have the option of restricting access to this module or permit viewing but not editing alert aac E Appointments Read Access Appointments ReadiVrrite Access Select AN E Patient Visits Read Access Unselect AN Patient Visits Readrite Access C ClaimsvBilling Read Access C Claims Billing Readhrite Access C Accounting Read Access J Accounting Readiwrite Access E Manage Patients Read Access M Manage Patients ReadfYrite Access Manage Office Read Access M Manage Office Readvrite Access lt lt Hack Newt gt gt Lance e Clickin each box you would like that user to access For those who will have full access click Select All e Click Next The following screen will appear The user will also be sent an email from Office Ally confirming the password Complete User created auccessfullt Pasaword Reset Successfull The new Password was sem to Freemen i lt lt Back Finish L an
63. e screen will also display a list of past appointments in the last 90 days and the status of any appointments USING THE VISIT HISTORY TAB IN MANAGE PATIENTS Once a patient has been established in Manage Patients it is easy to view Visit History for a particular patient e Locate the patient in Patient List and click on edit icon hS e Click on Visit History folder tab Patient Data Insurance Appointments na 33 12 07 20068 John Doe 50 g0 Fronontas firn s2006 immunization mws e a em S 10000080 1omam008 iness michete smin s108 s0 1000735 notuss fal The screen will display a list of visits e Click on any Visit ID number to display that visit record in the Patient Visit module e A claim for the visit can also be created by clicking on mal in the Create Claim column USING THE TEMPLATE TAB IN MANAGE PATIENTS You can create a template to setup the default values for a particular patient s new visit or claim e Locate the patient in Patient List and click on ks corresponding to the patient s name e Click on the Template folder tab Conditions Aa F pe i rerl J agnosis Lodes Line Items Update Cancel Creating a Template for a particular patient will eliminate the need to re enter any data on the claim You would use create Templates for patients who you bill the same codes and charges over and over again e Click Update to save the Template Once you have created a pati
64. ease enter a CSW source file for insurances or cick Browse lo selec Select table Patents When you are ready cick Next to continue or Cancel to exit Lancet e Click Next Practice Mate provides you with the option of selectively importing data Select from the table of Insurances which you would like to import to Practice Mate by putting a check mark by the name of the Insurance Company It is your option to select all insurance companies or select individual insurance companies for importing Siren 4 P O Bo 14700 Lexington PO Gor St69 Ahron Pc E 991107 El Paso PO Bon HHI Feepne Click Next If imported successfully the following screen will display records eyporbed poceni Peai cia ge A Tai io rr ot Fra ie oct impel Analar Table T Comcel If you want to import another table e Click on Import Another Table e If you are done importing your tables Click Finish e Repeat this process until all carriers have been converted to Practice Mate e Once you have imported all the insurance carriers repeat the steps above for your patient records and providers LIST MAINTENANCE List Maintenance allows the user to create and store business information that will be used throughout the program Creating these lists reduces data entry time and supports reporting functions It is recommended that lists be set up in the following order Users Offices Chart of
65. eceivable Aging Detail e Patient Account Ledger e Manage Billing Statements Each of the menu options is discussed in greater detail in the following chapters PAYMENT LIST The Payment List displays the most recent payments which have been posted in the Add New Payment menu The screen will display in chronological date order the most recently posted payments The list displays only several hundred records Limiting the number of payment records shown on the list reduces the amount of time it takes to load the records increasing performance of the program A search option provides the user the ability to search for any payment in the database To use the payment search function SEB ramon monn 5 EJ i riia Ba Search Digg fs Paseo Die Kho Search Far Pali Hame w Giria Van ea Patewd Fired Hara od Lait Petes mre Disphry Fined Pee fi Teri Pement Amiss wmere Grir b F Method Amaun Amount Apptied Detria Apah Ph hAur oaro2008 Insurance Aal Aaaa Bok 1111 200 00 200 00 vire Joararso06 indienne Aaflepoen Ptk i74 z700 70 00 viia e Choose a search option from the drop down menu e Click onthe Search button The option is also provided to restrict the list of payments that will display by using the filter function Wapay By Payment Data a EGR mem monn 5 EX i uien E RES Search Fors Potent First Nene Sharia i wr Search he seu D
66. eck them in using the Check In option on the appointment calendar e Right click on the patients name on the calendar and choose Check In Tuesday wednesday Thursday Larry Halligan Julius Batte wit Dennis Farrell Create wi sit Edit Create Hew Delete Justin Garrett The following screen will appear for Check In Patient ID 10000548 Last Name Faret OO First Name Dennis Mi Im are I P a Sa DOB a Ss rja lefi 951 E Gender a v vials 267 1 Marital Status Married Employment Status rt oO Address Line 1 35 Bagwell Avenue Address Line 2 City Dora state FL w Zip 32757 Home Phone 352 52 bt 73 73 go Work Fhone db 4 Work Ext Cell Phone d b J t Email Dennis li mailin i Insurance Co D 100109 Insurance Name AETNA AFFORDABLE HEALTH CHOICES Flan Subscriber D 12345 Group No case Deductible Copay payment etnos check T sane O Check Number Description Copay Locum Tenens w Appointment With Superbill Family Practice Check in Print Superbill Update Cancel From this screen you can update the patient s record add a copay print a superbill or change which provider or room the appointment is for e Once you ve made any needed selections put a check mark in the Check in box e Click Update to check the patient in e This will change the background color of the ap
67. elete A dialogue box like that shown below alerts the user from inadvertently deleting information Microsoft Internet Explorer x 4 4re vou sure you want to delete Patient Derek Johnson Some data is integrated into more than one module of the program For program functionality this data cannot be deleted once entered A dialogue box similar to that shown below will alert the user Cannot delete this patient because there are transactions e g visits payments etc associated with this patient inthe system If YOU wish you can set the patient status to inactive SHORT CUTS Data such as patient names in Patient List or Dates in the Appointment Schedule provide short cuts to data edit windows In the below example clicking on the Name will display the Patient record which can then be edited Search For First Name vw Barts Wath ka Show All splay Fitter Account Type AMY Sten Active T Patient 0 non Jete 10000271 Campbe Amy anao F Ate A X 10000270 Campbell Brian pao a80 M 746 399 7847 P Active te i 10000272 Campbell Saan 0er a200 M 5 Actve X 10000257 Grepmg nna Del ST 850 F P Acie hs ki 10000268 Hooper Grace Da 21970 F P Attie ks 10000269 Hooper Michael 0414990 4 D Active hs x USING THE DATABASE SEARCH FUNCTION Within many areas of the program the user is offered the ability to search through lists
68. eleted e Clickon under the delete column e The program confirms that the user wants to delete the record e Choose ok to delete or cancel if choose not to delete at this time To set Account Status to inactive e Locate patient in Patient List e Click te to edit patient e Use the drop down box in the upper right corner as shown below to change patient status to Inactive e Click Update jack To Patient List Patient ID 10011770 Last Name Brimley First Name Mid Initial Y DOB 0402 1994 SSN Pat Acct No Account Type Primary nsured Guarentor 4 Account Status lO a ae we r USING THE APPOINTMENTS TAB IN MANAGE PATIENTS Once a patient has been established in Manage Patients it is easy to view upcoming scheduled appointments e Locate the patient in Patient List and click on ks corresponding to the patient s name e Click on Appointment folder tab s Visit History 5 a a ee a a Jour A rnnnirntr arnt Upcon ing Appointments New J ippointment Appointments Last 90 Days p 1200 JE mo pea 15 mins Frank Stokes a Vit 3 15 2007 is 15 mins Frank Stokes a Be cae The screen will display a list of upcoming appointments which are available for edit or deletion e Click on hs to display the Edit Appointment page in the Appointment module or e Clickon gt to delete appointment e Anew appointment can be scheduled by clicking on New Appointment Th
69. ens sep teauandsgnasang tines aap ranganad Rone N 41 Add fleck 1 2275 0 9 S ee meet Cr erg ed Cer re ed Cer Ieee IT 44 Adame a NEw PALS IIE Ana et hccd tyes Sacra E E A 44 EGITING Ai EXISUINS PIUENT ion TE E T N ancueudanesenieeneeion 46 Deletne am EXISTING Paten iniaa a a a N 47 Using the Appointments Tab in Manage Patients n neessnssenneeessssresseosserssernssecosseosssrosecosseosssrssseroseeosseesserosseessseesseeo 47 Using the Visit History Tabiin Manage Patients xccsisiiaccicessceesesteheigiid fas re a a e a E a a ees 48 Using the Template rapin Manage Patents sensrininnsiurian n a aTa a a a NT needs 48 PND TOON Vd Si Aoa E A I E T E E A 50 Vie WIV MOQE Saarani eto i EE A E E E E E E E 51 E E A N E EE EA ene E E E E A E EE E A A E A A E mots 52 Printinge the Calendar Soneiiroiiie rA E A N A a daeeacaeaetaacaasanieteeeate 53 AO DOIMUMICM ES Add E A a N E AN NAN 54 TO Senedli aly EXISTING Patient esna A eae so reedsveen eames usd eames anaes 54 TO SENGOUIE a New Patientens a E N oem svetnesteselsaudeesaeaees 55 CHECK iee diet aetebaadsletacaselencina leone aunc elect a N etn tel gasses 58 Create Visico ceca ts esos setae fauna A E sneer aneouete eee 59 PAUIOMIC VISIUS aanne ne ssanuendd sanceederabshdeslenttaacibaacetane te ieugsdent ueheuedes eared lene e a e aN 60 VISI Sta 0 ee ee an Ne ee a rR Ee ree re eee eee 62 Patient VISIS AGO ECU eena e vases Gabe teranctweeacaceiesstonna A Meuse Gute gaauneadatienesataesenaa ie 63 To
70. ent record in the database the patient can be scheduled in the Appointments Module APPOINTMENTS The Appointment module has been designed to meet the needs of both single office single provider practices and those with multiple providers and or multiple offices With a single click of the mouse the appointment calendar can be viewed in daily or weekly mode as well as by provider or office The ability to toggle back and forth allows for quick and easy scheduling You can view the calendar by Office Provider Staff and Daily or Weekly modes a f Daily Mode f Julie Nalley with Alex Burns 8 30 AM 9 00 AM Jf Lynn Smith with Alex Burns 8 30 AM 9 00 AM OFFICE If the practice schedules for multiple offices use the drop down box to select the office to view PROVIDER If the practice has multiple providers choose the provider from the drop down box Or click All to view for all providers The schedule shown below is filtered to just display Dr Burn s daily calendar Bl julie Nalley with Alex Burns 8 30 AM 9 00 AM Ed Lynn Smith with Alex Burns 8 30 AM 9 00 AM Bl Susan Deese with Alex Burns 9 30 AM 10 00 AM Paul Elmore with Alex Burns 10 30 AM 11 00 AM Nicole Fields with Alex Burns 10 30 AM 11 00 AM I Gina Lambert with Alex Burns 11 30 AM 12 00 PM Appointments for all Providers Staff can also be displayed together by clicking on All from Provider Staff TIME INTERVALS
71. erbill option is the Manual Entry Option MANUAL ENTRY OPTION In this option the superbill portion of the screen is not used Use only the top of the Billing Info screen Jiling info Billing Options BED Pointer reso o es f CN Re E E K wM ww T wi E i m j EEEE z San a E EE 11 TT a y E n a N i _ EE B a a Ea f BEE E q B E Ji a 14 E w E a E O i E 1 i j E E i f a e Peg DOSE ee r i a eel Ele Galea Ge 7 one ok te he B B Et J ii p 3 3 ym _ if Ti oll a TL Aa o Tri 11 j e anata td ra aio w f 5 O 2s O t _ f OOO E 1 O O a e Manually enter the Diagnosis codes in the boxes provided tabbing between boxes e Enter Date of Service POS CPT Code Modifier Code if needed Diagnosis Code Pointer Charges note double clicking in the POS box will bring up your default POS set up in Manage Office Preferences e Click Update at bottom of screen or e Add payment as discussed below PAYMENT If a payment is made at the time of service this can be entered at this time It is necessary for the Visit to first exist in the Visit database Locate the patient in t
72. et access work from any location any time of day e Restrict or allow user access through Administration Management function e Schedule appointments for unlimited number of practitioners with unique search and viewing capabilities e Create superbills customized to practice needs e Create claims and submit electronically through Office Ally s website e Manage payments deposits and statements e Create reports for use in financial management of your business practice e Export reports to PDF or Excel file format and save to local hard drive or print to your local printer GLOSSARY OF TERMS Billing Provider Person or entity to which payment will be made by either insurance or patient This is the name and address that goes in Box 33 of the CMS 1500 claim form This may or may not be the same as the provider rendering the service or supplies CPT Current Procedural Terminology A listing of descriptive terms and identifying codes for reporting medical services and procedures The purpose of CPT is to provide a uniform language that accurately describes medical surgical and diagnostic services and thereby serves as an effective means for reliable nationwide communication among physicians and other healthcare providers patients and third parties CPT codes are entered into Box 24 of the CMS 1500 claim form Dependent As used in Practice Mate a dependent is a patient who is not the primary insured but is insured under another person s
73. fice in this menu Do not enter facilities such as hospital outpatient clinic or other places where the provider may see a patient These will be set up under Facilities Office names and locations set up in this area of the program will display in a drop down box in the Appointment module where it can be selected for appointment scheduling M in S Company Settings a cee are Search For Office Name Starts vith M Reszel Admin Password ee sf D cen import Data Wizard at List Maintenance Otfice Hame Contaci Tite Contect Hame i con Dercte Hilhiew Office Assistant ReneeChen 55576543 xX Natonal Cit Ofce Assistant Pai Jones Ppp ate S946 hs 4 North County Office Assistant Diane Todd 65557865124 x Eren ihe To establish a new office e Click on Offices from List Maintenance e Click Add New aice M nooo Office Hanve Hibview Otfice Address Line 1 1234 Danube Dr Address Line 2 City San Diego _ State California Zip 33027 Contact Tale Assistant Contact First Hame Renes Contact Last Hanve Chen Phone 555 765 4321 e Office ID will automatically be assigned by the system e Enter the applicable information e Click Update The Office List will display From here the user can delete or edit any offices already established in the program f Pel alin Company Settings ae as SEEN Crees A _ Search For Oita Name Y Slats W
74. for insurance contractual adjustment and account 976 for provider discounts KISS Search For Avec lola ET ro 710 T25 T35 gr5 gt g Search Show All Accountlo Account Te AccowmDescriotion Tome Transaction Edn Delete Payment Payment Sysiem x Adjuster Adjustment CR System x Adjustment Adjustment DB System x Payment Insurance V User X Payment Insurance D User W x Payment PP Check User x Payment PP Check D User X Adjustment Cont ad User t xX Adjustment Discount User W X 376 The screen below shows the application of a patient payment using these account codes The code 725 has been created to reflect a patient payment to Dr V In the adjustment column the doctor has provided two 15 discounts applied to account 976 provider discount 2 Aen can ba cradi o GA dices pend at nen Ge are areca wep fine nry Gree ben y karag as E chee rad a Bree eerie Payment ioo E Ge pete Payer Type Payer Mame i i rre Eaei Apply To Paben D DIOOIIES Patiti hiana Sydney Costela kiah Of Hoe te Appia Paani 1 Payee Cen ee eed paiia or in hal ea ia b ee eee ea ey es ee Vie ee eens ail Chage Balance Pamer Achusinvend mie Tomcat Tev alore wv ce OO 15 CE 3 s ojis fe mooo A SH ws E 3 og da OOO NOOO SN g CES g 4 t H i Waso A2006 88880 5 a g E 1 os La OS Oo ONE N cas 1 o T Js wog waaa bessoa SOO O o
75. g by clicking on the icon under the View Column to the very right of the screen A sample statement is shown below Healthcare Medical Center 123 abe st Riverside CA 92509 Billing Statement Statement Ho 100080 Statement Date 11 17 2006 Patient HUNTINGTON AMANDA Bill To HUNTINGTON AMANDA 123 abc st 123 abc st Santa Ana CA 92705 Santa Ana CA 92705 Patient ID 10000008 Date of Visit ID Procedure Charge Insurance Patient Adjustment Balance Service Payment Payment 0442 2006 10000026 2502 225 00 117 00 70 00 0 00 33 00 0545 2006 10000026 00140 50 00 5 25 0 00 0 00 44 75 07 07 2006 10000025 83 01 59 00 0 00 0 00 40 00 19 00 0707 2006 10000025 83 02 120 00 0 00 0 00 0 00 120 00 Please Remit This Amount Balance Due Total 221 75 Comments Happy ThanksGiving You may also opt to print multiple statements at a time For each statement you would like to print place a check in the corresponding box under the Select column Once selected Click on the Print button The Print Billing Statement screen will display Clicking on the Pages tab as shown below will display all the statements chosen for print You may choose to view them prior to printing e ji i A ma xm To Print e Click on the Printer Icon TECHNICAL SUPPORT CONTACT SUPPORT HOW TO CONTACT OFFICE ALLY TECHNICAL SUPPORT If you have any questions related to the application and this manua
76. he Patient Visit List and click Edit e Click on the Billing Tab e Scroll to the section Payments e Payment date will default to the current date Change if needed e Choose payment method from the drop down box If payment by check enter check number e Enter payment amount e Click on Add Payment Add Payment Adjustment The payment must now be applied to the particular CPT Code Date of Service e Clickon amp inthe Apply column as shown in the screen above e The Apply Payment screen displays Payment Information yment es a Payment ID 1000010054 B PayerType Payer Name m FoR a es Ge ee Instructions on How to Apply Payment 1 Payment can be applied partially or in full amount up to the unapplied amount to any line item 2 Adjustment can be credit or debit does not deduct from the unapplied amount used for any line tem as long as it does not exceed the balance e Select payment type from the drop down box e Enter the amount of the payment on the line item to which it will be applied e Click Update USING THE BILLING OPTIONS TAB The Billing Options tab lists all other fields of the CMS 1500 form as shown below e Enter data in Billing Options as needed e You can click on the browse button B to select data from lists created in Manage Office Visit Info Billing Info Billing Options Other Providers Contacts Referring Physician Thomas Beliger A Phys ID 654321 NP 12345
77. he amount entered will automatically populate to the superbill but can be overridden in the Patient Visit module e Click Add Repeat the above steps until all CPT codes have been entered As illustrated below four CPT codes have been added under the Category Office Procedures Fy uep ie Ce ed le OFTE l korardi 1 een ie Sey Liao ahr TA iure Herir CH Tete Det ei Bat Lari CH face Wie i PHTH vison Torg Ei Preven abies Coat a To add ICD 9 codes to the superbill e Scroll down to the box labeled Diagnosis Code Diagnosis Diagnosis Symptom Codes Diagnosis Goce a Crescriptioni e Enter an ICD 9 code in the box and a description e Or click on the search button and select a code from the database Repeat these steps until all codes are entered and appear in the box as shown below Dinca sit Diagnosis Symptom Codes AHi STREP SORE THROAT 462 Pharrais TEDE Fewer TESZ Cough TES_00 Abdominal Pairi 349 Ct Bur 959 01 Head irgury MOSG Vedeination Single Once W069 Vaocineation Comba To assure that the superbill appears as desired e scroll halfway up the screen and click on Preview A sample Superbill is shown below Mission Valley Medical Group Parca perah ld gt ee TIA Danie Cr Gan Depo CA SOR time Brn Sarah Mo aor Ce rs i tin elie Th Clear ares Feia lh a Hikaia fA Sr Karts aunty OEA ieee ries Paltord Hanis Diois off Seances PROCEDURES OF SER WRES cH ete at z
78. his screen you will need to make the same change update to the visit in Patient Visits Patients Visits tab is linked to the Accounting tab so any changes or updates done on a claim HCFA image must also be done on the patients visit in order for the change to show up in accounting E This is a SECONDARY Claim Payer Name Blue Cross Blue Shield 231 a Address Payer ID BS001 20d Address 88 W Bell Rd City State Zip Phoenix Arizor na v 85027 1 MEDICARE MEDICAID CHAMPUS Medicare Medicaid Sponsor s SSN 2 PATIENTS NAME Last Name First Name Middle Init Last Smith First Mike m G N 5 PATIENTS ADDRESS No Street 589 South St CHAMPVA GROUP FECA HEALTH PLAN BLK LUNG Va File SSNOR ID SSN OTHER ta INSURED S I D NUMBER 54321 io 3 PATIENTS BIRTHDATE 4 INSURED S NAME Last Name First Name Middle Init 7 20 1975 9 Last Smith Copy From Patient First Mike 6 PATIENT RELATIONSHIP TO INSURED 7 INSURED S ADDRESS No Street Self Spouse Chk Other O 589 South St CITY STATE Cerritos California ZIP CODE TELEPHONE 90703 555 1555 9 OTHER INSURED S NAME Last Name First Name Middle Init Last First MI a OTHER INSURED S POLICY OR GROUP NUMBER b OTHER INSURED S DATE OF BIRTH SEX a OFO Ic EMPLOYER S NAME OR SCHOOL NAME fd INSURANCE PLAN NAME OR PROGRAM NAME 12 PATIENTS OR AU
79. ies and set up information pertaining to appointment scheduling It is recommended that Manage Office be set up in the following order 1 Company Settings 2 List Maintenance 3 Appointment Settings Each is discussed in the next three chapters To begin setup click on Company Information under Company Settings COMPANY SETTINGS To protect the information established in this module Company Settings can only be accessed by the System Administrator so designated at the time of your enrollment To start your setup click on Company Information under Company Setting i Main Company Settings Company Information Reset Admin Password been Import Data Wizard Preferences List Maintenance Chart of Accounts Billing Providers Providers Referring Providers jee Facilities Insurances lt superbills CPT Codes Bat Diagnosis Codes ee Reason for Visit Gi Appointment Settings Time Schedule Special Dates COMPANY INFORMATION This screen will automatically display your company information as provided to Office Ally at the time of your enrollment Please review to make sure all information is correct User name is automatically assigned by our system once we establish your account The number of users with access to the program will also be determined at time of enrollment It is essential that the email address be correct This email address will be used to inform you of claim stat
80. ih w ikom EZE EE p ard i List Maintenance ppn Office Hame Contect Tite Contact Mame Edit Delete Users 3 i PiaR Hillview Office Assistant ReneeChen 559 765 4321 X Billing Providers Natonal City Office ASsistant Pal Jones S66 I98 3948 Providare North County Office Assistant Diane Todd 555 765 1234 EF esdiieae CHART OF ACCOUNTS This function provides the user the flexibility of creating account numbers for debiting and crediting a patient s account A report can then be generated showing amounts posted to each of these accounts This maximizes financial reporting capabilities Practice Mate has established three account numbers in the program When the user clicks on Chart of Accounts from the List Maintenance menu these three accounts will display They are e 100 To Post a Payment e 200 To Post a Credit Adjustment e 300 To Post a Debit Adjustment Account 100 can be used to post a payment of any type Account 200 can be used to post any type of credit adjustment such as insurance contractual adjustment or provider discount A debit adjustment may be used to post a check returned for non sufficient funds or a bank charge associated with a returned check These three accounts may be adequate for your practice needs However the user is not limited to just these three accounts By clicking on Add New the user is able to establish any number of accounts for
81. imum of 500 characters e Enter Allergies if desired e Enter Vital signs if desired e The Provider Notes box allows for up to 500 characters of information Enter desired information or use the search button to search the database e Click Update to save the visit record Once the Visit has been created you can add medication that was prescribed add Visit notes from the visit update the Visit Status or choose if you want to Print a Billing Statement for the patient To add this new information from the Visit e From the Patient Visit list select the patient record under the Edit column e Click on the Visit Info tab e Enter medication information as desired and then click the Add Medicine button e Enter Visit Notes as desired and then click the Add Note button e You can update the Visit Status manually from Open Ready for Claim Claim Created Billing Statement Sent or Closed e If you would like to print a Billing Statement Select YES for Print Billing Statement this will allow you to print a patient statement from the accounting module discussed in the accounting chapter ns Add Notc e Click Update to save the Info USING THE BILLING INFO TAB Once you ve created a visit you are now ready to add the codes and charges for the claim e Click the Billing Info tab There are two options for entering codes and charges on the claim e Point and Click using a Superbill e Man
82. isit at any given time The four options are explained below Open This represents a visit that has been scheduled This status stays in effect until a claim is ready to be created Ready for Claim This alerts the biller that the visit has concluded and a claim is ready to be generated Claim Created The account status will automatically be updated to Claim Created once a claim is created and ready for processing by Office Ally Closed This indicates that the visit has been paid in full PATIENT VISITS ADD EDIT A patient visit record can be established from three different areas of the Practice Mate program Appointments Patient Visits and Templates Practice Mate takes into consideration that not all offices function in a similar manner For instance a walk in clinic may not have use for the Appointment module as patients are seen on a first come first served basis It would be preferable for this office to add a visit either through the Manage Patients Template tab or Patient Visits module On the other hand it may be more expedient to enter a patient visit through the Appointment module if there is an appointment scheduler who needs to quickly add appointments over the phone These methods are described below TO ADD A VISIT THROUGH PATIENT VISIT MODULE e Click on Patient Visits tab e Click Add New Visit Display By Visit Date 4 a EJ visit Montn 4 ea KE Last100 entries BE
83. l does not help to resolve the issue please contact Office Ally to get support You may obtain technical support via 1 Email support officeally com or 2 Phone 949 464 9129 Thank you for using Practice Mate
84. les are created you are ready for Step 2 of the process e Click on the folder tab Manage Office e Click on Import Data Wizard from Company Settings the Administrative user is the only user with access to this function feedback sein Piika biikbn ac eer ori Fe eA hee ja ili r Company Salira Torgi bitsem ator Reset Ack Password import Data Aand ee Ve e Ss ee eee From the drop down menu labeled Data Source Click on CSV Files as shown below Import Data Wizard wil assist you import data from data sources Such as HCFA Stored info Office Aly web service application and other file types into Practice Mate You wil have choices to select one of more data records from source tables Bing Providers Providers Facilities Payers etc and import inte corresponding tables in Practice Mate 1 Records Per Page 50 Piease Sect a data source then cick Next to continue of Cancel to exit e Choose how many records you want to import per page You can import 50 100 200 or 1000 records at a time e Click on Next e Click on Insurances located under Select a table Data Source CSW Fies Please select a table on the eft panel to begin Select a table Providers ee oo e Use the Browse button to find the Insurance CSV file you have previously saved Data Source CSV Files P
85. mary By Provider Chart For Month 4 2007 Visit Summary By Provider Chart Frank Stokes CHECK ELIGIBILITY PATIENT LOOK UP The Patient Look Up Tool can be used to verify Patient Eligibility To access Patient Look Up from the Patient Visit tab e Highlight Check Eligibility and click Patient Look Up Appointments Patient Visits Claims Billing Manage Patients Add New Visit Patient Visit List Check Eligibility gt Reports P Realtime Look Up am Patient Look Up e The following screen will appear e Read the disclaimer and click Agree to proceed e Select which Payer s Patient Eligibility you would like to check e Enter Date of Service e Choose Name DOB Insured s ID or Patient SSN to indicate what you want to search by e Click Look Up In the test below the term Affiliate Organization refers to the following organizations For whom Office Ally is prowiding Insurance Co Payer OFFICEALLY Sermices OFFICE ALLY required OFFICE ALLY 04993 Date of Service St Joseph Heritage Healthcare STJOE Hal required Search Options Restriction oF use of ContidentiallPrivilege Material This site is owned and operated by Office Ally and its Affiliate j Organization 04393 STJOE The information contained 3w Name By Insured ID By Patient SSN displayed or transmitted wia this site may be privileged and confidential and protected from discl
86. n Stored Payers Select Payer wj Edit Delete Achill stored Patients Select Patient so Eclat Delete Achill Stored Billing Prowiders Select Provider al Edit Delete Ackil Stored Rendering Providers i Select Provider i Edit Delete Ac Stored Faciities Selact Facility Echt Delete Ach Stored Templates Select Template ka Eii Dehete Adil Converting this stored information into Practice Mate will save the time of re entering this previously stored information The program currently supports the conversion of Payers Billing Providers Rendering Providers and Facilities To perform this conversion e Click on Manage Office folder tab e Click on Import Data Wizard under Company Setting only the Administrative user has access to this function Father Wiens Wain Pipe pikki en Bert on ee ee ee to ee Comoany SaGings emmy nA Reset Aden Priora bert Dati wwii Lisi Maniam UEIT ga ees Ailing Pinodbre Prowichirs Facdfias friar ey Superbils Fie acon tor Viet Appoaesel Sohags Tire Sonus Special Gates The Data Wizard screen will display From the drop down menu labeled Data Source e Select Office Ally Stored Info HCFA e Choose the number of records you want to import per page e Click Next Import Data Wizard will assist you import data from data sources such as HCFA Stored info Office Ally web service application and other file types into Pra
87. nd other health care professionals These health care professionals use the CPT to identify services and procedures for which they bill public or private health insurance programs Level of the HCPCS the CPT codes does not include codes needed to separately report medical items or services that are regularly billed by suppliers other than physicians Level Il of the HCPCS is a standardized coding system that is used primarily to identify products supplies and services not included in the CPT codes such as ambulance services and durable medical equipment prosthetics orthotics and supplies DMEPOS when used outside a physician s office Because Medicare and other insurers cover a variety of services supplies and equipment that are not identified by CPT codes the level II HCPCS codes were established for submitting claims for these items Level Il codes are also referred to as alpha numeric codes because they consist of a single alphabetical letter followed by 4 numeric digits while CPT codes are identified using 5 numeric digits ICD 9 CM International Classification of Diseases 9th Revision Clinical Modification A listing of diagnoses and identifying codes used by physicians for reporting diagnoses of health plan enrollees The coding and terminology provide a uniform language that can accurately designate primary and secondary diagnoses and provide reliable consistent communication on claim forms The National Center for Health Statisti
88. nd the patient s name will automatically populate e Repeat the steps outlined earlier Entering the visit into the database is only the first step in using the Patient Visit module Once the patient visit is established it is available for editing Each practice will use this module in a way that best meets the needs of the office Some offices will want to use its full functionality others may choose to use parts of it USING THE VISIT INFO TAB The Visit Info tab is used to store Patient ID Visit Date Primary Insurance Secondary Insurance Guarantor and some information specific to the patient s visit such as vital signs provider notes and symptoms e Click on the Visit Info tab The top portion of the screen is for use by the back office assistant or nurse It provides an area to enter vital statistics symptoms and limited notes we la eis Jajoo et up _ o i If the visit has been scheduled through the Appointment module the visit date will automatically populate Otherwise the date will default to the current date The date can be overridden by typing the date in the field provided The provider ID and Reason for Visit will also auto populate if the visit is created through the Appointment module e f needed type in a Reason for Visit or use the search button to search for a reason in the database e Descriptions Symptoms box is available for any notes the nurse or assistant might want to enter Type in a max
89. nd the screen will not update until that data is provided This guarantees that information that is necessary to proper functioning of the program is entered by the user For instance the CMS 1500 claim form requires that certain information be provided in order to process If this information is not provided the claim will be rejected by Office Ally during claim processing Practice Mate is programmed to identify necessary fields and to warn the user when information is missing The program will alert and prompt the user to provide the necessary data as shown below aid Paien s Gabe of Beth Pease correct and try again Update Cancel Once the required information is provided click the Update button and the record will be saved WINDOWS TOOLBAR Practice Mate Provides options for moving back and forth between screens For instance in the Manage Patient module the user Can return to the Patient List by clicking Back to Patient List Back To Patient List Arrows on the Windows toolbar can also be used for navigation PRINTING Several of the modules have screens or reports which can be printed as well as viewed For example the appointment schedule can be printed in daily or monthly viewing mode A print feature is included for those screens and or reports which have printing capability iy i Fil Die Fr Oies ir Piore A RF Tishi Ai liner mip Rime
90. no further action is required If not fully applied repeat the steps outlined above until applied in full TO APPLY A PAYMENT THROUGH THE APPLY PAYMENT FUNCTION e Click on Apply Payment at the top of the Payment List Ral iew a P m Display By Payment Date i i Pay doit a4 SSS Seareh Fea Patient Fest Name Starts wath k i Pirana Appice Where Arenal Ampa LAppied J Lat Delete Apply Blue Crose of ineunte e tanii Check Pasar Danhi Gren Credil Card npu Paciticone Check Blue Cross of Check Ie S stoma The Apply Payment screen will appear e Use the search button to find the payment to be applied amp click the Go button e Use the search button to find the patient e Continue with steps previously outlined ing uctiens on How to Apph Pamens T Payer can be mppbsj peared oe m ud amc fap bo fhe uppis wart fo arry bra Bern 2 Aduana a condiden d dai oradi diet nal deduct horn ihe appini miari can be used tor anny ine Geek oe erry ba E oes not eeceed the rears Check Returned for Non Sufficient Funds There may be occasions where it is necessary to account for a check that has been returned from the bank One method for posting a returned check is explained below You may choose to set up an account specifically to record NSF checks This should first be done in Manage Office Chart of Accounts Or you can use account 300 debit adjustment to record the NSF
91. nsurance company e Payer ID e Street 1 e City e State e Zip Code e Contact e Phone e Type PROVIDERS e Last Name required e First Name required e Street 1 e City e State e Zip Code e Phone e License Number e SSN or Fed Tax ID e National Provider Identifier e Commercial PIN e Group PIN e Medicare PIN e Medicare Group ID e Medicaid PIN e Medicaid Group ID e Blue Cross Shield PIN e BC BS Group ID e Champus PIN PATIENTS Chart Number Patient Account Corresponds to box 26 on HCFA First Name Required Last Name Required Middle Initial e Street 1 Street 2 e City State Zip Code Phone 1 refers to home phone Phone 2 refers to work phone number Phone 3 refers to cell phone number Date of Birth Sex Male or Female Soc Sec Num e Contact Name Emergency Contact Name e Contact Phone 1 Emergency Contact Phone e Contact Phone 2 Emergency Contact Cell Phone e Marital Status Employer e Employer Phone Employer Street 1 Employer Street 2 e Employer City Employer State Employer Zip Subscriber ID Box 1a on HCFA Group No Box 11 on HCFA Insured s ID Plan Name Box 11c on HCFA Insured s Plan Name Insured Authorization Yes or No e Deductible e Copay e Signature on File Yes or No SOF Date Signature on File Date Employment Status Employed Full Time Student or Part Time Student Work Extension Email Once your CSV fi
92. on the drop down menu next to display filter e Select to filter by Provider and or Account Status Refer to the end of this Chapter for a discussion of Account Status Display By VisitDate es Visit Month Last 100 Entries Search For Patient First Name Starts With Display Filter Provider All v Status All Horu Open Creat Visit Date Patient Name Patient DOB Provider Ready For Claim 3 Balances Virtual ClaimiD Edit Delete shana i Claim Created m 18132006 Hunter Steven 05 5 2000 John Doe Ope Closed D a5 00 Lal 121242006 Hunter Steven O59 5 2000 John Doe Open 905 00 85 00 hS fal 12 12 2006 Costello Sydney 09192000 Michelle Smith Open 9105 00 105 00 AS al Visits can also be viewed by a day of the month or by the entire month e Enter either the specific date or month to search in the boxes next to Display By at the top of the screen Display By Visit Date Visit Month EEE astio enis EEE e Click onthe Go button As in the Manage Patient module visits can be sorted according to any of the column headings in the Patient Visit List except Edit Delete or Create Claim To sort by column heading e Click on the column heading or e Double click on the column heading to put in either descending or ascending order Visit Status This feature enables the user to track the status of a patient v
93. on the principle that a payment may have to be posted to multiple patients and or multiple visits Therefore the module has several sub menus which enable the user to post and track payments and then distribute the payment to individual patient accounts Account balances are only updated after the payment application process has been completed To access e Click on the Accounting file folder tab Accounting Appointments Patient Visits Claims Billing Manage Patients Add Hew Payment Deposit Payments Deposits Apply Payment Applied Payments Reports gt Display By Payment Date ss Go Payment Month al Go Last 100 Entries Show All EEE splay Fier There are no data records to display The Payment List will display on the screen This provides a list of the most recent payments received and posted to the system Four functions are available as shown below Add New Payment Deposit Payments Deposits Apply Payment Applied Payments Reports P Add New Payment Use to add new payments to the database Apply Payment Use to apply a payment to a particular patient account Applied Payment Displays list of the most recently applied payments Reports Allows user to generate accounting reports including e Payment Deposit Report e Applied Payment Report e Applied Payments by Account e Daily Transaction Summary e Accounts Receivable Aging Summary e Accounts R
94. ormation as illustrated above e Click Update RENDERING PROVIDERS As used by Practice Mate the rendering provider is that individual or entity that actually sees the patient or provides the service This may or may not be the same as the Billing Provider In the case of a group practice claims may be filed and paid in the name of the group not the provider actually rendering the service The rendering provider list will display in drop down menus in both the Appointment and Patient Visit modules The PIN of the rendering or performing physician will display in Box 24J on the CMS 1500 form To add a new rendering provider e Click on Providers from List Maintenance e Click Add New Main j Company Settings Company information Recat Admin Pasoword import Data Wizard List Mainienance Last Hame Specialty Phone Field Internal Medicine 955 765 4321 Billing ders ie e The Provider ID will be automatically assigned by the system e Enter information for the specific provider e Leave default Superbill blank at this time as this will be selected after you have created a unique superbill for the provider Provider ID 100077 First Name Frank Middle Initial Last Name Stokes Address Line 1 5478 Palm Dr Address Line 2 City Newport Beach State CA ow Zip lil S T Tax ID 654 Specialty En
95. osure it is intended only For the person or entity to which it is addressed Any dissemination reproduction retransmission distribution or copying of this information other use oF or taking of any action in reliance upon this information by persons or entities other than the intended recipient or employee or agent of the intended recipient is strictly prohibited DISCLAIMER UNLESS OTHERWISE EXPRESSED Ih WRITING THE INFORMATION AMO MATERIAL DISPLAYED IMN THIS SITE IS INFORMATIONAL AMO INTENDED TO ASSIST THE AFFILIATED ORGANIZATIONS Agree Disagree Patient Look Up is only available for payers for whom we check patient eligibility CLAIMS BILLING If you have previously used Office Ally for your electronic claims billing some of the features in this module will be familiar to you It is in the Claims module that claims waiting to be processed by Office Ally can be repaired edited printed deleted submitted or un submitted To access e Click on the Claims Billing file folder tab Date Created From a to 3 EJ i cast100entries BEAN gn SS SE E E a a a E iag Status All w Print Option Includes Form Image Select Claim No ae Patient Name pen Ingurance Co TEA Created yore Charges Ta acs 500024796 57 2007 HCFA ge Susan 47500 Aetna EDI New amp X g 500024681 5 7 2007 HCFA Talent TomJ 75 00 Office Ally EDI New A X g 500018818 4
96. ouble click in the box to highlight all data in that field Update and or Add buttons are used to save data to the database Shadowed or grayed boxes are not available for data entry These boxes will automatically populate with information based upon predetermined links in the program Copy and paste functions common to Windows applications are also available in Practice Mate Using your mouse highlight the desired data Right click and select copy from the drop down list Move the cursor to the box or field to which you would like to copy Right click and select paste from the drop down list Or use the Edit function in the Windows Menu Bar DELETING EDITING DATA In general data available for editing is identified with a pencil icon h zes eh Chic All Search For First Name il Starts Vith Display Fiter Account Type ANY Statue Active h Lani Nama Hiret Mame M DOH Gen Soe aiH Tyee Mus fo Oelete Patient ip 10000305 Johnson Darak 100171986 M 4556 09 9876 P ative wW X f10000334 pitter katherine lO On aan F 069 097658 P Actwe ys X 10000333 liber Ryan OS 2000 M D Active hs x 10000335 gamuel Bob 10022008 M p Awe NX Locate the pencil icon amp on the data row you wish to edit Click on the pencil icon to access the edit field Data which is available for deletion is identified with an Locate the on the data row you wish to delete Click on the to d
97. p down menu shown below This corresponds to Box 1 on the CMS 1500 claim form Insurance Co ID Insurance fame Po Browse Payer woo oo ooo State y Zee Contact Name s s s s siCY phone D rx DO _ Insurance Type Other Billing Type EDI e Click Update The insurance company list will be displayed From here new payers can be added edited or deleted Manage fice insurances S y Main Company setings Comparny information Riesel Admin Password Import Dala Wizard List Maintenance la Ingurance Hame Lisers i ee Blue Cross OfCalifomia Los Angeles BO0 333 0912 w Fs Blue Shield of California Chico DA 600 5345 8000 kh Fd _Bilhina Providers SUPERBILLS This feature allows the user to create and customize superbills The user has the option of creating any number of superbills perhaps one for each office or one for each provider Each superbill can be customized to meet the needs of a particular medical specialty by adding CPT and ICD 9 codes used by that specialty To create a superbill e Click on Superbills from List Maintenance e Click Add New M 3i Compary Settings Company Information Reset Admin Password Limport Data Wizard Lis Maintenance Lujsers Ofices Billing Providers Providers _ Facililies insurance Superhilts 2 L Reson fie veld
98. pi ies gt There are no data records to dl n pees zi e Choose an option from the drop down menu next to Display Filter Payments can also be viewed by a day of the month or by the entire month e Inthe boxes next to Display By enter either the specific date or month to search i ConnaGreene CredeCand ts icoszo0a Ineurance Pacificare Check ongarer 50 00 0 00 Vii x AI Bove Cross of i jpa mauan A iomda Chack a857 100 00 MM vew S amp S Mm O N i e Click onthe Go button A number of sort functions are offered The Payment List can be sorted according to any of the column headings except Edit Delete or Apply To sort by column heading e click on the column heading or e double click on the column heading to put in either descending or ascending order From the Payment list it is possible to view those payments which have not been completely applied Until completely applied an w edit icon will remain available in the far right column of the screen To view how a payment has been applied from the Payment list e click on View under the column labeled Where Applied ee ee Appied Meiri Hine Apti Amou Appie ieee Fatemi Donna Gwent CdtCard tGG22008 Insurance Paciicare Check Coase 50 00 View Blue Css of r huatia SUT e sen Check east 15 00 Yew 4 The screen will display a list showing how a particular p
99. pointment on the calandar to light green meaning the patient is ready for their appointment CREATE VISIT Once you have checked a patient in you are ready to create their visit The visit is where you will add the codes and charges for the claim e From the appointment schedule right click on the patinets name on the calandar and choose Create Visit Geoffrey Davis E Julius Batte witt Dennis Farrell E J LJ airl Ch k Julius Batte wit a a is j Edit Create Hew Delete ulus Batte wit igi i ee Garrett e This will bring you to the Patient Visit screen where you can add the codes and charges for the claim e Once you create a visit the background color of the appointment on the calendar will change to yellow meaning you have created a visit for the patient e Note If you have created a template for the patient you are creating a visit for the template information will appear in the visit e Patient Visit will be discussed in detail in the next chapter Patient Visits PATIENT VISITS Patient visit records are maintained in the Patient Visit module Much of the information stored in this module will be used to create the CMS 1500 claim form This module also integrates with the Accounting module to generate billing statements and accounting reports The ability to store limited medical record notes and prescribed medications enables the user to quickly refer to this information instead of
100. ppii Payment hate Patient Patient Mame Appia iypT Ameeun talg 102200 10000288 roe Adjustment 25 00 T Traps Fre uranic ETTET Blue Croas of iconos 10000288 ae Pasta 26 00 1ON22008 LONNOON0SS Imeurance o qi My Ore Grace ireurence oe ie Bive Croas of 1ROsTO0s ibig TT Paaniri 35 00 0022006 foOpnoo04s insurance mainii Tion sme att insurance ep sane maana Diut Cross of toomz0s 1000268 x Paraat 15 00 10022008 000000055 Insurance A tonia iooneans 10000275 Sore Patent Payment 05 00 n P amink The screen will display in chronological date order the most recently applied payments Only the last couple hundred records will automatically display A search option provides the user the ability to search for any payment in the database To use the payment search function oo ee ees ee ee a S Dapluy Bye Applied Date e Applied Month Sj Bed tase 106 Enies Search Search fea Patert Fisi Narma Stet th w e From the drop down menu shown above choose either patient First Name Patient Last Name or Patient ID e Click on the Search button The option is also provided to restrict the list of applied payments that will display by using the filter function Fi 7 Esm pi Peti a ere oe Hl d OO Dp e d Tye Sy l S _ Pied vm fe rau pr M DETER pei tl raat Bete lya e Click on the drop down menu next to Display Filter e Select to filter by Any Paymen
101. print your claim click the printer icon and you can print the claim to paper Note If you click the Edit button from the Claim List and make any changes to the charge amount or add another date of service from the HCFA image screen you will need to make the same change update to the visit in Patient Visits Patients Visits tab is linked to the Accounting tab so any changes or updates done on a claim HCFA image must also be done on the patients visit in order for the change to show up in accounting DOWNLOAD FILE SUMMARY Within 24 hours of submitting your claim to Office Ally a claim notification will be sent via email advising that Office Ally has processed and sent the claim on to the Payer Claims will remain on the Claims Awaiting Batch screen until processed While on this screen any claim can still be edited or deleted before processing The Download File Summary Report lists the status of all claims received by Office Ally This acts as your receipt that your claims have been entered into our system The report gives you the total amount of claims you submitted for any given day it lists how many of the claims were accepted and how many were failed by Office Ally it also lists the File ID of the batch which Office Ally uses to track your claims To View the Download File Summary Report from Claims Billing highlight Reports and click Download File Summary Reports the following screen will appear n J aos oe Add New Cl
102. pulling a patient chart from the shelves The use of this module will vary based on the needs of the particular office or business and its staff resources For example a small office may have one front office individual who handles scheduling patient office flow and billing functions The office processes established in this type of practice may differ greatly from those of a practice that employs an outside billing service This program has been designed with the flexibility to meet the needs of a variety of practice business environments The Patient Visit record has three components identified by the file folder tabs and illustrated below Each represents a functional unit of the module VISIT INFO Contains information regarding the patient s primary insurance secondary insurance guarantor vital signs provider notes allergies etc BILLING INFO Contains billing details of a particular visit including diagnosis codes CPT codes charges superbills etc BILLING OPTIONS Contains options for all the other fields of the CMS 1500 form including referring physician facility conditions dates etc To access Patient Visits e click on the file folder tab labeled Patient Visits Practice Mate p r Add New Visit Patient Visit List _ _ o Dein R ara SS z mea Check Eligibility Reports a The Patient Visit List will display on the screen a corr ge re ee Create Select Visit ID Vi
103. reen choose superbill template that provider will be using CPT CODES This feature allows the user to create a custom list of CPT codes unique to your office practice The custom list will be available in the patient visit module when creating a claim To create a custom CPT Code list e Click on CPT Codes in Manage Office e You can manually type in your CPT Code or click the search browse button and select it from a list e You can also add any modifiers associated with the CPT code as well as a POS and Charge e Click the ADD button to add the code to your list Main amp i Company Settings pages Company Information Reset Admin Password Code Descriptior POS re ae a D Charge Import Data Wizard LEa nar HEART FAILURE L preferences Edit Delete 0001F COMPOSITE 14 500 00 Gi List Maintenance ana ANESTH REPAIR OF Usm Edit Delete 00102 OLEFT LIP 1 25 00 Offices Edit Delete 0010r 1P TEST GAMMA 11 75 00 INTERFERON Chart of Accounts oe Edit Delete 00126 ANESTH TYMPANOTOMY 11 125 00 Billing Providers Providers Edi Delete 00140 OVMA PROCEDURES j 50 00 ON EYE Referring Providers ANESTH REMOVAL OF Facilities Edit Delete 00470 Lp 11 100 00 Insurances OFFICEIOL Edit Delete 99273 OFPICHIGUIPANENT 44 95 00 wes i Superbills VISIT EST CPT Codes Diagnosis Codes i Reason for Visit amp Appointment Settings bes Time Schedule Pe Dates raises Mod nia an Mod Des
104. s Frank 4 6 2007 11 00103 1 75 00 60 00 0 00 55 00 10 00 Sub Total 75 00 60 00 0 00 5 00 10 00 Patent Talent Tom Gender DOB 10 2 1965 Insurance Medicare Laguna Beach Provider Stokes Frank 4 6 2007 11 00103 1 75 00 360 00 0 00 55 00 710 00 Sub Total 75 00 60 00 0 00 5 00 10 00 Patient Brimley Susan bender DOR 4271991 Insurance Blue Cross Provider Stokes Frank 4 o 2007 11 00103 1 75 00 360 00 0 00 5 00 510 00 Sub Total 75 00 360 00 0 00 5 00 10 00 DAILY VISIT SUMMARY REPORT The report provides a monthly summary showing number of visits for each day of the month total daily charges payments and adjustments and account balances at the end of each day This report can be generated for any month of the year for any individual provider or for all providers A sample report is shown below Report Month 4 2007 23 Provider lid 4 E of 1 gt H 100 v Find Next Report Date S2007 Select a format x Export Page south Side Medical Daily Visit Summary Report For Month 4 2007 Provider All Date Ho of Visits Charges Insurance Patient Adjusments Balance 4 6 2007 4 9 2007 4 10 2007 42 2007 4 17 2007 42007 4 9 2007 422007 4 24 2007 42 2007 4 26 2007 Total N fh fF l l BY fl j 150 00 75 00 75 00 51 425 00 75 00 5200 00 200 00 200 00 75 00 200 00 150 00 2 825 00 Payments 120 00 350 00 360 00
105. s set here but this can be overridden in the Appointment module For instance if a doctor typically sees a patient every 15 minutes select 15 minutes from the drop down box e Choose a visit interval from the drop down menu e You can also schedule multiple doctors with different hours e Under Resources you can create schedule appointments based on rooms that may contain special equipment needed for that appointment e Click Update SPECIAL DATES This option allows the user to block out certain dates from the calendar such as holidays or vacations This prevents the inadvertent scheduling of appointments on days when the facility is closed or providers are not available Conversely Exception Do Not Block Dates allows the user to not block a day which would typically be blocked for scheduling For example an office may typically be blocked on Saturdays and Sundays during which it is closed Perhaps the office decides to be open on a particular Saturday when it would not typically be open This would be selected as an Exception and unblocked for that Saturday only e Click on Special Dates e ifthe practice has more than one office select the office from the drop down menu Prager Spey ary Geecial ale pin wan bo Ger ca unlik fon book ing lt Company Setings Eee a LC ormgar infor L Fasel Adin Padded Oies Hilverey cHifice Curren Eih por e 1 import Dance iani wr a Sepamaa PONDRE on vacation Tea TTE d
106. sit Date Patent Hame Patient DOB Provider Status Charges Balances Edit Delete Claim C 10014242 04 17 2007 vrimiey Susan 04 02 4994 Frank Stokes CAIM 75 00 10 00 10012608 04 12 2007 Talent TomJ 10 02985 Frank Stokes Cam 1 200 00 1 200 00 X 10012605 04 12 2007 Talent Tom 10 02 1985 Frank Stokes CIIM 125 00 12500 X 10012607 04 12 2007 Talent TomJ 10 02985 Frank Stokes Open 100 00 s10000 X Gl J 10010950 04 10 2007 West AdamH 02 05 1960 Frank Stokes KISIM 75 00 1000 The Patient Visit List contains patient visits currently entered into the database The list displays only the last hundred records Limiting the number of visits shown on the list reduces the amount of time it takes to load the records increasing performance of the program A search option provides the user the ability to search for any patient visit in the database To use the patient visit search function e From the drop down menu at the top of the Patient Visit List select how you wish to search by first name last name Patient ID or Visit ID Display By Vist Date 2 EEN visit monn Search For Patent Fret Name w Starts Wath vla ka chais en AJ bE O7 301999 Michelle Smith Open In the above example a search for a visit with a patient first name starting with A returned one record The option is also provided to restrict the list of patient visits that will display by using the filter function e Click
107. ssiassicvcbssdesendhbc nanni aaan wats dstenbu aceasta data teveatesearaiandsk 87 To apply a payment through the Apply Payment FUNCTION cccccccssecccccesececeenececsenececeeeeseceeeunecessensceeesenecetsuneses 89 Special Circumstances ee en en ee nee eee ee eee een 90 Appied Payment l c ane nn pee NR kr me a Oe 93 PACCOUNMLINE RE DOIRUS facdetchetccevatendermtice a cath stnsmceins ade eueanen aaa nde carbene eis A EEE enc uuaananeddein nat eotmeasdeunn 95 PEEL g nel ghee DEDO OREDO a EeRntte Rene wre tebe Cee RENN eee nT BOs Rem ern aE me BE EOE OOS RROD RT On ome et RELA vee RerSte eer ne eee 95 PON COMP AV GUI OOO ec ca stew ecstatic a E anes Space eae ena Saas aera ees 96 Applied Payments BY ACCOUNT oricare ce ese eee eee sass weeste ome ee eee ee 96 Dally Iransactiion SUMMARY REDOC sorain iine ade tudex dai uses A vane A 97 Account Receivable AGING summary REDO Grens Tendai a E E a a G 97 ACCOUNTS Receivable Detail REDON urmon a a a A EE A EE 98 Patent ACCOUN LEAB ET ayisan E AA T a A EA T 98 Manage Biling Statement cenene r EEO A 99 WOCHINIGAl DOR a E EN 102 CONIC SU OI onr a A N O S A moles eure dennanaivonnucoecss 102 OFFICE ALLY PRACTICE MATE FFICE ae Cha PRACTICE MATE GETTING STARTED OVERVIEW Welcome to Practice Mate This web based program has been designed to facilitate practice management and optimize staff resources Unlike other practice management software programs which must be installed on your PC or
108. t or Adjustment Applied payments can also be viewed by a day of the month or by the entire month e Enter either the specific date or month to search in the boxes next to Display By at the top of the screen e Click on the Go button A number of sort functions are offered The Applied Payment List can be sorted according to any of the column headings To sort by column heading e click on the column heading or e double click on the column heading to put in either descending or ascending order From the Applied Payment List a patient record can be accessed by clicking on the Patient Name as shown below From the Applied Payment List a particular payment can be accessed by clicking on the Payment ID as shown below This will bring up the Payment screen from which any changes can be made Appii Paroi Pajon PatientMe Applied Iver Areca hata le i pol oomo 16000768 oe Adjustment 25 00 Jroozeo0e 10000269 Se rary 75 00 TOTO LOIIIGINIS ineurance cc Hiomacens 10000263 Ee mieta 35 00 1000272006 100000003S insurance flue Crone af i Hospet Payman i dan i aen OE Freuranee n Blue Cross of rewza006 10000288 renee 15 00 1000272006 LONN00005S Insurance ius Cras a E roeazons 19000275 SEWOE patent Payment 85 00 0 Erma ACCOUNTING REPORTS Practice Mate offers a variety of accounting reports to assist in the financial management of your practice or business These reports are only available for
109. t shows outstanding balances by patient with aging categories of Current over 30 over 60 and over 90 A sample is shown below iM old ofa bo pi 100 a Find Next Select a format S Expert Report bate 122205 South County Pediatrics Pape i Accounts Recevabld Aging Detail Report Patentig Patent tame Current 1 59 Uvrer J ver H Over 10 Baharia nitisi Dinniy Hamari 0 00 S409 HEE as pl Witiges Cocper Eirsteth S0 0i 252 00 ARE EAIiE Wg Fo bt RIDH Costes Richard 77 00 176 00 54 00 oo 00 oh oe Gl 1o0G365 Cosieis Syaney a2 10 00 000 U O0 S0 00 oe 10 MO0GsTe Hooser Grace 513 00 50 00 30 00 S000 313 00 Doots 7s Humiar Steen 3170 00 0 00 30 00 50 00 170 00 1305 Johnson Derek 7 00 5105 00 20 00 0 06 3125 4 OCs Matthew Hunter 00 00 0 00 34 00 0 06 20 00 IG0G333 Mier Ryan 20 00 145 00 30 00 50 00 5145 00 idG0G3E5 Rebbe Stacy 5135 00 6 00 50 00 0 00 135 00 HOGI TS Russel Manty 000 e200 30 00 30 06 332 00 iiid shatter Alen 385 00 0 00 20 00 0 00 585 00 phie ilna g Tayior Ethan 0 00 50 00 12 00 56 00 12 00 Total 524 00 343 00 32 00 0 00 1 399 00 PATIENT ACCOUNT LEDGER This report allows the user to display and print a ledger for any patient showing all transactions posted to the account A sample is shown below Report Date 12 13 2006 South County Pediatrics Page 1 Patient Account Ledger Patient ID 10000376 Patient Hame Russell Hunter Date Description Procedure Provider
110. t to schedule an appointment This displays the Add Appointment Screen Patient Last Name Patient First Name Appointment Date ce E Time 08 30 am resource Visit Longin enimsteay 30 minute fil cov coos OS Hotes Repeat optional Days Between Visits 7 Add e Click the New Patient check box e Enter the patients last name first name and home phone number e This will create a record for the new patient in Manage Office e f there is more than one office select office from the drop down list e Choose who the appointment is with e Confirm appointment date and time shown or change if necessary e If you created Resource Rooms in Manage Office you may select the room e Select the number of minutes to allow for appointment from the drop down list if other than that displayed e You have the option of selecting a color code to distinguish between different types of appointments e Click in the Reason For Visit field and a drop down list will appear or type a reason in the box e Type in any desired notes If the patient will be coming in for treatment that requires regularly scheduled appointments you have the option of entering how many times to return and at what interval Doing so will automatically add these appointments to the calendar Using this option however will schedule the patient at the same time of day as the original visit It is advisable that the user first che
111. the Chart of Accounts In this case account code 999 was set up for Transfer Credit Balance manm ir ote ot fer Charge a Payment aes o Any To Reson o gt r Apply To Account Ho gt 100 Payment 999 transter cr bal Next e Open the visit that will receive the transfer and go to the Billing Info tab e Scroll down to Payment e Enter the transfer amount e Click Adjustment The Apply Adjustment screen will appear Under the Adjustment Column e enter the transfer amount e Choose either the 200 account code for a credit adjustment or an account you have specifically created in the Chart of Accounts e Click Update In the example we have been using the visit that previously had the 5 00 credit balance now shows a balance of zero The more recent visit which previously had a balance of 105 now reflects a balance due of 100 00 Visit Date Patient Hame Patient DOB Provider Status Charges Balances Virtual ClaimiD Edit Delete place 124132006 Katie Greene 14051990 Albert Greene Open 105 00 100 00 A fal 10162006 Katie Greene 183051990 Kentyvallace Open 24 00 0 00 ks x fal APPLIED PAYMENT LIST To view a list of the most recently applied payments and adjustments e Click on Applied Payments from the Accounting module eplay By Appli Date D ER appicamonn 5 g i omine EE Search Fan Patent fr Mare Slats Vath flspierd A
112. the user has created or ones that Office Ally provides such as CPT and ICD 9 code lists The search button shown below indicates that there is a search option available Simply click on the box to start the search Diagnosis Diagnosis Symptom Codes 034 0 Sirep Trost T861 Dysia 789 00 Abdominal Pain YSS Vecie Aime vaD Wiel Check Diagon Coie Dener piae naa Remove NAVIGATING THE CALENDARS Click on lt lt to move to the previous day week or month in the calendar Click gt gt to move to the coming day week or month Time Length PatientHame DOB HomePhone Appt With Reasonfor Visit Status Add Edit Delete phir G00 am Ce 30 am 03 00 am OS 30 am A sample calendar that appears in the Appointment module is shown below a September O06 ee oe i Wore L r Mio 1 We Wed Pil Click on any date to display an appointment schedule for that particular date Or click on the arrows in the upper right and left corners to move back or forward one month A small calendar icon EE allows the user to search for and select a date from the calendar Click on the icon to open a calendar as shown below Click on the date to populate it into the data field such as date of birth X October 2006 A sur Mon Tue Wed Thu Fri Sat gee tee ge aes ey g 10 ii 12 13 14 1510 17 15 1920 21 ee 29 24 25 6H 2 2H 20 aQ ala a ISTA REQUIRED INFORMATION Some data fields require information a
113. the user to view a list of claims sent to Office Ally for processing Various filters let the user be as broad or as specific as needed in searching the records e You can specify Payer DOS date Uploaded date or Processed date Fill in the date range you wish to search by Status All Statuses Accepted Pending or Rejected If you choose to search only rejected status you can also choose to only search for a specific rejection Master Vendor Tax ID State License ID Patient Name Office Ally s File ID Office Ally s Claim ID There are several other criteria you can specify the only criteria that is required is the Date Range e Once you have selected your criteria for your search click the Search button and your results will be listed e You also have the option of Exporting the results to Excel Just click the Export To Excel button and an Excel file will be created The Quick Claim Status report provides a summary of claims Accepted Pending or Rejected for a given period of time This report can be run for all payers or for a specific payer only a e Tor msa 12 e Notes Please select the search criteria then cick Search You can select a specific payer or all payers Search ACCOUNTING This module has been designed to provide full accounting capabilities enabling the user to post and apply payments make deposits create billing statements and generate reports This module is based
114. tient s demographic data such as address employer and emergency contact information The Insurance tab stores information on the patient s insurance and guarantor Appointments can be scheduled or viewed from the Appointments tab Visits can be viewed from the Visit History tab and Templates can be created for common claim data like codes and charges Each will be discussed in detail in the following chapter For optimal performance of the program it is imperative that the user understand several concepts before establishing a patient record PATIENT Practice Mate defines a patient as any individual for which service or supplies are provided GUARANTOR Guarantor is defined as the party who is ultimately responsible for payment of services This may or may not be the same as the patient or the primary policyholder PRIMARY INSURED If the patient is covered by an insurance policy the primary insured is that individual under which the policy is held This may or may not be the same as the patient and or the guarantor The insured s name identifies the person who holds the policy which would be the employee for employer provided health insurance The Primary Insured s name is identified in Box 4 of the CMS 1500 claim form DEPENDENT As used in Practice Mate a dependent is a patient who is not the primary insured but is insured under another person s policy For example a child may be a dependent under a parent s policy or a spo
115. tion provides the user the ability to search for any patient in the database To use the patient search function e From the drop down menu at the top of the Patient List select to search by either first name last name date of birth social security number assigned patient ID or patient account No f Edit Delete 117292005 TAIA 990 756 39 2647 6n azo O6N S1950 oan 21a70 TAM 5 1 990 Search For LastName Sterts Wth r Display Fitter Account Type Amy Status Active TOMO 960 F 889 090 7659 03h 02000 Mi In the above example we have searched by Last Name starting with the letter M This search has returned two patient records In the above example the column labeled Type is used to identify whether the name displayed is a Primary Insured P or Dependent D of a Primary Insured The option is provided to restrict the list of patients that will display by using the filter function e Click on the drop down menu next to display filter Search For First Piare w Starls Wih Display Fiter Accoun Type Any Select to filter by Account Type Choices are Primary Insured Dependent or Any Other filters include account status of Active or Inactive A number of sort functions are offered The Patient List can be sorted according to any of the column headings except Edit and Delete To sort by column heading e click on the column heading or ee LastName
116. ty billing provider provider place of service payment and adjustment codes The program will default to these settings throughout These defaults can be overridden at any time Main Preferentes f Company Settings Company Information Default Facility Newport Beach Hospital Reset Admin Password Default Billing Provider Frank Stokes w Import Data Wizard Default Rendering _ 1 Preferences Prowicer Stokes Frank in Edit Wist i 3 pneu List Maintenance Default Place of Service 11 in Edit Visit Lusers Default Type of Service 1 in Edit Visit Off ces Default Payment Acct No 100 Payment w in Apply Payment Chart of Accounts Default Adjustment _ __ __ _ wl Acct No 200 Adjustment CR in Apply Payment Billing Providers 7 a User Defined Field 1 of Visits Lett fin Edit Patient Providers Rei tring Providers User Defined Field 2 Test fin Edit Patient Facilities User Defined Field 3 in Edit Patient Insurances User Defined Field 4 in Edit Patient Superbills User Defined Field 5 i in Edit Patient CPT Codes User Defined Field 6 fin Edit Patient R iii Auto Submit Claims Submit to Office Ally s Claims Awaiting Batch when Reason for Visit new claims are created Appointment Settings Patient ID In Reports Use Patient ID defaut in Reports Time schedule Color Theme Blue Default
117. ual Entry POINT AND CLICK SUPERBILL OPTION Billing Info Foo Visit Info Billing Options Diagnosis Codes lookup history 002 BB 9 S S s BE EE EB Date of Modifier Diag Ins Patient Service EET RECN Pom a an Paymt Paymt g i Halanee iel asroor E x oo140 AE LIL JBE ULIL JBE ULIL OC IBE ODI E E iii From the drop down menu choose the desired superbill template that was created in the Manage Office module You can default to a superbill which will eliminate the need to choose it in Mange Office Provider section Superbill Template South Side Medical ha Print Superbill Notes This template h select One Jorksheet for provider You can print a hard copy then fil in data on the paper or you may input data directly into ote that data entered in this Superbill worksheet will not be saved however as you are South Side Medical changing information data will be updated to the above line tems for your convenience The superbill will display A sample is shown below South Side Medical PROCEDURES OR SERVICES CPT Follow Up FEE CPT Office Visit FEE 0103 ANESTH BLEPHAROPLASTY C s _75 00 00550 ANESTH HEART SURG W O PUMP C s _ 125 00 00104 ANESTH ELECTROSHOCK O Service 00120 ANESTH EAR SURGERY C 3 250 00 aa eee eee d 3 95 00 n ees eae gl DO23T PHENOTYPE DRUG TEST HIV 1 C 3 110 00 00162 ANESTH NOSE SINUS SURGERY a 3 150 00 cna ioiak e idea diete LI s
118. us and other important notifications For this reason the email field may not be changed or edited Please contact Office Ally s Customer Support if you need to update your email address RESET ADMINISTRATIVE PASSWORD This allows the Administrator to change the password that has automatically been assigned upon enrollment Login Mane pmdoctor Password Confirm Password ma oo e Enter a new password twice e Click Update IMPORT DATA WIZARD If you have been using Office Ally s Online Entry Tool you now have the ability to import your stored data into Practice Mate Importing payers patients provider and facility information will save the time of re entering this information in Practice Mate Our program also supports conversion of data from some other software programs This is discussed in detail in a later chapter Import Data Wizard will asset you import data from data sources such as HCFA Stored Info Office Ally web service application and other file types into Practice Mate You wil hawe choices to select one or more data records from Source tables Billing Providers Providers Facilities Payers etc and import into corresponding tables in Practice bate Data Source Office Ally Stored Info HCFA Records Per veel O sal Please select a data source then click Next to continue or Cancel to exit PREFERENCES Preferences allow the user to set certain defaults such as facili
119. use may be a dependent on the other spouse s policy Understanding these relationships and properly identifying them is crucial for both insurance billing and creating and sending patient statements For example a patient in a pediatric practice may have one parent as the guarantor and the other parent as the primary insured on the insurance policy Entering this information correctly in the Manage Patient module will insure that both the CMS 1500 claim form and patient statements are correct MANAGE PATIENTS With an understanding of these terms you are now ready to manage your patient list e Click on the Manage Patient tab to launch the module The Patient List will display on the screen Search For First Name Starts Wath Display Fiter Acccurd Type Ary w Status Active ico00271 campbel Ay 14292005 F D Aie A X 10000270 Campbell Brian gaiii 930 M 756 392847 P Adve SOK 10000272 Campbell Sean 6 32001 M Do Aie N X 10000267 Greene Conna EEE F P Aie AN X 10000269 Hooper Grace 09124970 F P Ave X 10000269 Hooper Michael 05 5 1990 M DO Aate X Your Patient List will display in alphabetical order by last name Only several hundred names will display not your entire database of patients Limiting the number of patients shown on the list reduces the amount of time it takes to load the records increasing performance of the program Though only several hundred patients will display a search op
120. viewing or printing Edit functions are not available in the report menu Each report can be exported to either a PDF or Excel file The report can then be saved to a local hard drive or printed To access reports e Click on Reports Menu in Accounting Module e Click on a report type from the drop down menu Papiecnts Deposms Repent Applbed Payments Report Display By Payment Date G amp Payment Month SS Ge Last te iniries Applbed Payments By Accounts Bath Teatriacliot Duimen Repet SAS Search For Patient Fesi hme V Starts Vah Search AR Aging Summary Report bo AR Aging Detail Report a Dipi Filton Fi Patient Account Ledger baiape Bilin Sienan Date Last Pave Method Mumbo Amoum Amount Applied Wt Delete Appiy i ane le Crosa Of uh mele HMiaehi6 insurance Calbia Cash 0 00 Hove amp xX Lihiaz0o068 P aten Eitabet Cotoer Check 1434 25 00 P00 view Litaso0e Patent Chris Coocer Chetk 1334 105 00 105 00 yew The following reports are available PAYMENT DEPOSIT REPORT This report has been designed to let the user view and print payments by a specific date a range of date or by month To view and or print payment report e Enter date date range or month in the boxes next to Payment Received Date e Choose a filter from the drop down box any applied payments or unapplied partially applied e Click the Go button A sample report is shown below Bate PP ee Pl Pare e
121. will schedule the patient at the same time of day as the original visit It is advisable that the user first check those future dates for availability as the system does not prevent double booking e Click on Add Patient visit has now been scheduled and will appear in the calendar as illustrated below as isu Tis ice Thule mma Bree Laguna Geach orice E mi maai E Time Interval 30 minutes View Mode Weekly Mode 4 7 4 anaa 146 17 Hafo 202122 Erg he la i 25 wo 26 27 pif eb kb ae ee DEME api afit Ee Nicole Fields wit ustin Garrett M Alex Burns 8 30 ee Carol E i AM 10 00 AM paua susan Deese WE 10 aAM al Geoffrey Davis Suliuss Batte wit Dennis Farrell E aa AM E iulius Batte wit a 11 la ST ae 1 Justin Garrett E TO SCHEDULE A NEW PATIENT A patient must first exist in the database in order to schedule an appointment The patient can be added by clicking on the Manage Patient module and following the steps previously outlined A faster method for scheduling a new patient is as follows e Click on the Appointments tab An appointment calendar will appear in weekly view Find the day and time for which you want to schedule an appointment or use the calendar to find the correct date Laguna Beach Office w fs a Justin Garrett e Click on the cell time slot for the date and time you wan

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