Line Item Accounting Eaglesoft 16

Line Item Accounting : enables the user to apply a payment directly to a specific line item. This method is an excellent way to group services and payments that are related together, thus making the user’s Account Ledger easier to manage! As a result, the user can see, at a glance, where the account and patient balance is coming from, line by line, and also to see which services have been paid in full.

Unassigned/Unpaid Unassigned credits: credits that are not assigned to any specific service within the Account. Unpaid debits: debits that have not been paid in full. Icons will appear along the left margin of the Account to show the user unassigned credits and unpaid debits Icon is present even if the transaction is partially assigned, credits or debits, even if just .01 is left to apply. Unassigned – still assigned to patient and provider, just not directly to debit transaction. = prepayments Example Account to show Icons: Charles Abbott (2)

Accounting Preferences Preferred Provider on Walkout options are now displayed as: Provider for Collections Provider on Claims Offsetting Debits and Credits are now displayed as: Display warning to apply Unassigned Credits At EOD, apply Unassigned Credits to Unpaid Debits Provider and Patient Distribution options are now removed and performed at time of walkout and payments with line-item accounting Preferred Provider on walkout – used to be dependent choices – now completely separate choices, will upgrade as user had previously set. Offsetting Debits and Credits – the only way to have offsetting AR in v16 is to have one transaction with CGT set as Provider A – and other transaction as CGT set to Provider B. Offsetting provider AR impossible in 16 unless they are forcing unassigned payments, etc.

Preferences – Before and After Please note this example was from two different databases, therefore choices do not match.

Provider for Collections Found at bottom of Walkout Defaults the same – Preferred Provider New choice for (Default) – Overrides the preference and looks at the CGT set in Edit Provider per Service. Family Walkout will set this to empty – forcing user to choose a provider for collections. Different patients could have different preferred providers, system would not know which one to use.

Provider for Claim Found on Insurance Questions window. Independent of Provider for Collections preference. Defaults to whomever was chosen as Provider for Collections when applicable.

Offsetting Debits and Credits Assign unassigned credits to unpaid debits. No adjustments will show in the Account as opposed to previous versions. Because Line Item Accounting is so accurate, the only way you have Unassigned/Unpaid or Offsetting transactions is when they are for different providers. Choosing to apply these WILL change Provider AR! Even with the preference checked in the accounting tab, only way for the prompt to show to user is to have the security item allowed for Edit Credit Distribution – which defaults as blocked. Example Account to show them Apply Unassigned Credits Prompt- Charles Abbott. Note: Security Zone option “Edit Credit Distribution” has to be marked !

Automatic Aging Age Accounts is no longer available under Activities or when processing EOD. This process is done for you with True Date aging automatically. (FAQ 12858) Transaction entry and EOD processing is what auto-ages accounts. When a transaction is entered on an account, that account is aged. When EOD is processed, all accounts with balances are aged. So if you had an account with a balance in current and processed no EOD's and entered no transactions on that account for 90 days, that account's aging would not change until you: 1.) enter a transaction on that account, or 2.) process EOD, that account's balance will age to 90 days.

Security Zone Additions Change Fee in Treatment Plan Changing service fee when planned Security Zone: Treatment Planning Defaults to Allow for all users Edit Credit Distribution - handles all types of Credit Redistribution Removing a service or a payment from the distribution Applying or Un-applying Unassigned Credits in Walkout The prompt to apply unassigned credits when opening account Using icon options within Account, including right click & double click options on unassigned icon Security Zone: Financials, Accounting, & Patient Records Defaults to Blocked for all users

Distribution: Before In prior versions, payments were distributed, as a default, to the oldest balance without knowing exactly which individual service was involved.

Distribution: After In version 16.0, the user has more control with how to distribute payments and credit adjustments with accuracy. Overpayment amounts will be unassigned credits. Distribute will not be open by default, but will keep a running preference per workstation. Provider CGT: Provider Collections Go To

Default Distribution Oldest Non-Insurance Balance First Loops thru until entire amount is distributed. Payment amount is distributed to all items with the oldest non-insurance balance first, paying up to the due now amount on each until all due now has been satisfied. Any left over amount will loop through again to apply any remaining payment up to the balance of each item until the full payment amount is applied. Insurance Payment overrides all other distribution. If an insurance payment is distributed to an item that had money already applied, the amount that was previously applied will become Unassigned and user will have to re-apply that amount to other transactions from the account ledger. Everything is distributed line item behind the scenes, no matter what option the user is viewing in the distribution window – patient, provider. Any overpayment amounts are left Unassigned. If the user is under Patient or Provider views, then the distribution loops thru all items for the selected patient/provider with the above rules first before applying left over amounts to other transactions in the account. For example to show during training– Denise Schultz (28). Make account payment for $600….can see if pay off Non-Ins first and then loop through to apply remaining to those with outstanding insurance.

Distribution Options The auto Distribute options for Equally to all Providers and Percent of Balance are no longer available when applying the provider distribution. Buttons to Toggle between Oldest Balance First and Oldest Non-Insurance Balance First. Can view distribution by Line Items, Patient, or Provider. Defaults to Patient and Distribution hidden Keeps running preference per workstation

Walkout Distribution With checkbox marked, a payment or a credit adjustment during a walkout will be automatically distributed to items on the walkout first before being applied to additional unpaid debits in the account. Uncheck this box to have these payments or credits applied to the oldest balance. Keeps a running preference per workstation. Defaults to Checked. The User.Config keeps the running Account Preferences. So remember this if you ever have to delete the User.Config File. FAQ 12806- Information on config files. Patient Example for training- Mark Abbott (20) -He has unpaid transactions & can do walkout and apply payment to show how payment can be applied to walkout items OR oldest balance.

Applying Unassigned Credits Double-click the icon for unassigned credits to bring up the “Apply Unassigned Credit” window and distribute these to unpaid debits. Applying unassigned credits to unpaid debits will change Provider A/R! Example for training- Kristi Abraham(30)

Removing Distribution If a payment has been applied to the wrong service, the user may: right-click on the service or the payment choose view distribution right-click again on payments listed or services listed to remove the payment from the service. The user may then apply the unassigned credit to the correct service. Insurance payment distribution cannot be removed Access to Edit Credit Distribution required.

Unassigned Credits in Walkout If unassigned credits are present in an Account they will be applied to a walkout by Default. The user will see an Informational Icon in the walkout screen. The user can then single left-click on the Icon to choose which payments NOT to apply to this walkout. The checkbox found on the credit distribution window during a walkout will affect the unassigned credits. If the checkbox is unmarked, the unassigned credits will not be applied to the walkout as a default and the user can single-click on the icon to choose which payments to apply to this walkout. Patient Example for training– Thomas Apple (102).

Positive/Negative Transactions Transactions that have both a Positive and Negative distribution amount. Upgraded this way from 15 however Line Item cannot handle these details. Icon in Account indicating transaction Warning message when user tries to clear distribution Inactivate Provider Wizard cannot transfer these Directs user to AR by Provider detailed report to view affected accounts Then in each account look for icon Delete Positive/Negative and re-enter as adjustments FAQ 13959 FAQ 13959- goes into more details on this, include screen shots of what happened in Version 15, how this upgraded to Version 16 and how to correct this.

Filter for Unpaid Transactions Right-Click along the left margin and choose the filter option for unpaid transactions. Right-click again to unmark checkbox next to prompt OR Choose “Filter Ledger” (right click or Filter Ledger button) and mark “Show Unpaid Transactions Only” checkbox, apply filter

Insurance Payment: Before In prior versions, multiple “clicks” were needed to finalize an insurance payment…

Insurance Payment: After In version 16.0, the user has fewer “clicks” to perform the same Insurance payment. Oldest claim is listed 1st, grouped by Primary and secondary and highlighted as a default. Charles Abbott should have lots of open claims for example during training. Overpayments are allowed!! Any amount applied over the submitted amount will be unassigned. Select the “Assign To” drop down menu to assign the overpayment amount to a specific provider.

Adjustments Line Item distribution is also available when applying Credit Adjustments The Adjustment Screen adjusts depending on which adjustment type is chosen

Debit Adjustments Security item – ‘Edit Credit Distribution’ will impact Debit Adjustments. Message Icon will indicate it will apply debit adjustment to unassigned credits on account. Double click the Message Icon to specify otherwise. Can use Account Mickey Mouse during training to show this. -Try to apply a Debit Adjustment to Mickey Mouse. - Tiny Mouse has unassigned credit so will try to apply to this.

Report Additions Additional Accounting Reports have been added under the Financial Tab within Reports. These reports are all available when processing End of Day. Credit Distribution Audit Trail Report Unassigned Credits Report Unpaid Debits Report

Credit Distribution Audit Trail Credit Distribution Audit Trail: Use this report to generate a report of an audit trail of credits and their distribution. This report has filters for Site (when applicable), Patient (Account), User, Provider and Date Range. If no patient is chosen within the filter, the report defaults to all patients for the criteria chosen. I example on 11/2/10 of a payment I removed the distribution to the services it was applied. So could use this or create your own. The grayed out data represents an inactive status on that particular distribution

Unassigned Credits Report Unassigned Credits: Use this report to generate a list of credits that have not been assigned to a service (debit). This report has filters for Site (when applicable) and Provider.

Unpaid Debits Report Unpaid Debits: Use this report to generate a list of unpaid services. This report has filters for Site (when applicable) and Date Range and is for Unpaid Debits – not just Services.

Inactivate Provider Wizard This will still leave adjustments in the account, and reassigns distribution from one provider to the other A note in the System Activity Log will reflect Provider Inactivated and Provider that A/R was Transferred to User may choose Yes or No to transfer A/R and still inactivate Provider

Database Validations Recalculate Patient, Provider, & Practice A/R Can run on entire database or affected accounts using Check Pat. Balances CTH first! Differs from old Payment Distribution validation in the fact that it simply recalculates the data that is now stored with line item accounting. Payment distribution actually redistributed transactions – changing data. If validation does not fix the problem – account out of balance, AR totals not matching on selected reports – will need to get database in house for further research.

Fix Unassigned Credits Utility A utility is now found under Mass Updates for fixing unassigned credits This utility will assign any unassigned credits to unpaid debits based on the “oldest balance first” distribution method. This utility can and will change Provider A/R balances! Security access for Edit Credit Distribution is needed. Should not be ran with customer without confirming with T3 it will fix whatever they want ‘fixed’.