Resource Center
Nightingale Northern Health
- How can I assign an account in collections to another collector?
- How can I put a custom message on a patient statement or itemized statement?
- Under what situations should I reverse and re-post a charge transaction?
- When I enter the date of service, I get an error message saying "Date cannot be older than the system control allows."
- Can I edit a patient or visit comment after it has been saved?
- Do I need to do anything special when the secondary insurance pays before the primary Medicare payment is received?
- Should I handle refunds with a payment code or as a debit adjustment?
- How do I post an overpayment "take back" from an Explanation of Benefits (EOB)?
- What is the difference between the date of entry and the date of service?
- Why is the wrong amount appearing for a particular charge?
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How can I assign an account in collections to another collector?
Answer: To move an account from one collector to another, select the Work Account option under the Collections menu, and then click the Manual Move button on the Collections screen. On the Manual Move screen, you can enter the collector number.
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How can I put a custom message on a patient statement or itemized statement?
Answer: You can put a custom message on the patient statement through the Special Change Patient. You can suppress the normal statement message and type in your special message. Or you can choose the message by pressing F8, and selecting a message from the Statement Message maintenance file. Please note: you cannot put a custom message on an itemized statement.
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Under what situations should I reverse and re-post a charge transaction?
Answer: The following circumstances will require that you reverse and re-post a charge transaction. When you need to change the:
→Insurance from a commercial to a split bill insurance
→Anesthesiologist
→CPT Code
→Date of Service
→Charge
→Site/Facility (only if your database is set up by site)
Keep in mind, if you need to reverse a split bill visit, you have to reverse both the doctor and CRNA visits and then re-post the charge. If you want to reverse a charge with payments and/or adjustments posted to it, you have to reverse the payment and adjustment before you can reverse the charge.
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When I enter the date of service, I get an error message saying "Date cannot be older than the system control allows."
Answer: You must increase the number of days within the Database Setup under the Date Entry Limits tab.
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Can I edit a patient or visit comment after it has been saved?
Answer: No, you cannot edit a patient or visit comment after it has been saved. You can add new comments to work-around this. Also, you can change, add or delete a follow-up date
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Do I need to do anything special when the secondary insurance pays before the primary Medicare payment is received?
Answer: You will start a new batch and a new payment entry. The main steps are to click the Secondary radio button in the Insurance/Patient being Paid section. The Adjustment amount will not be taken. Apply the secondary insurance payment.
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Should I handle refunds with a payment code or as a debit adjustment?
Answer: You can handle refunds using one of the two different methods described below. Use the method best suited for you and your billing needs.
Method 1: In the Refund module, you use a payment code that is set up as a refund, for example, PATRFD (Patient Refund).
Method 2: In the Payment Posting module, you enter a debit adjustment code, for example, NIDB (No Insurance Debit Adjustment). However, using this method requires that you manually write your own refund checks. Also, if you do refunds as debit adjustments, there must be notation done for each month for the payments that were refunded.
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How do I post an overpayment "take back" from an Explanation of Benefits (EOB)?
Answer: Post the payment using a specific payment code to indicate take back. On the account that was overpaid, you can create a payment code that indicates a take back or just use a payment code with that same financial class. You can create a payment code from the payment screen by selecting the Payment Code button and it will take you directly to the Payment Codes in Maintenance. Then, fill out the Payment Batch screen as usual, but when you enter the payment amount enter it as a positive payment by entering a negative sign in front of the amount. Then, on the account for the new Explanation of Benefits with the "take back", you can put what should have been paid on the account.
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What is the difference between the date of entry and the date of service?
Answer: In the Practice screen of the Maintenance module, you have the option to set up either Date of Entry or Date of Service in the End of Month Information group. Your response determines which of these dates is used as the accounting date for the End of Month reports and transactions.
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Why is the wrong amount appearing for a particular charge?
Answer: Check your fee schedule first to see how the specific CPT code is set up. Next, check your unit billing for that particular financial or insurance company. Also check how the insurance company roundup method us set. Finally, check for additional units in the Charge Posting screen.