Enhanced BC Billing Screens

Date of Tech Note: 23 Oct 1999
Enhancement: 23 Oct 1999
Bug Fix: N/A

Description

With the new sites in BC and the changes to the MSP information requirements, Jonoke has enhanced the Bill Daysheet Screens, Other Billing Screens and Billing Input screens for BC clinics. This note describes to the administrators of the clinics the features for the Bill Daysheet Screen. The other screens are not described in this note because the new fields on the other screens are exactly the same as in the Bill Daysheet screen. The meaning and use of these fields can be understood from the description provided in the Bill Daysheet description.

Detail

Bill Daysheet

The process for completing the billings is the same.

1. Select the area account to bill by selecting that area from the Area Account popup on the top left of the screen.

2. Using the data popup below the appointment list, select the date of the appointments you want to bill.

3. Double-click on the appointment you want to modify the daysheet information for. Any information stored in the appointment file for that appointment will be brought down into the fields. Note though that the HSC and ICD codes do not get brought down. Since these fields are usually the ones that get added to, we don’t bring these down.

4. Enter the HSC and/or ICD code you want to add to the billing.

5. Click on the Add button.

6. Repeat these steps for each of the appointments you need to modify the HSC and ICD codes for.

7. Once you have updated all the appointment billings for this session, click on the Bill button.

When you click on the popup menu, all the area accounts in your clinic will be displayed.

• Appointment Display and Selector: This scrollable area displays all the appointments in the selected daysheet. Specific information is displayed in this area. As all the information contained in the display cannot be shown at once, you can scroll down/up to see more appointments, and left and right to see more information about a specific appointment. In the next figure we have removed the surnames of the patients to hide their identities. Normally, surnames would be shown in the surname column.



• Time — Time the appointment started
• Status — The status of the appointment — i.e., To Bill, Billed, N/C, Ticked, etc.
• Surname — Surname of the patient.
• Given — Given name of the patient.
• HSC — The Health Service Code entered for the appointment. A maximum of 5 may be entered per appointment.
• ICD — The ICD codes for the appointment. You can enter up to three. All the ICD codes entered will be placed with each billing. If you need to have a specific ICD code go with a specific billing then you will need to duplicate the appointment. See the duplicate button later.
• Agency — This is the billing agency, or the agency that will be paying for the service.
• BillArea — This is the physician that the service will be billed under. So in the case shown, the appointments are in the Walkin area. In the first appointment the physician seen was area account RR. The Bill Area is the area account used when the billing record is created.
• Billed — This column will show which HSCodes have already been billed from this appointment.


Note that the lock column is preset to the right of the surname. Therefore, as you scroll the appointment display area to the right, the time, status and surname will always show. You can move the lock column if you wish, but MediFile will always default back to this position.

You can adjust the column widths by moving your mouse to the title area, placing your mouse over the top of the column divider. Click the mouse button and drag the column divider to the desired position.

In the next figure, the appointment display area is scrolled all the way to the right.



• Doc Surname — This is referring doctor #1’s surname; usually it is that of the doctor who referred the patient to you.
• Doc Given — This is the referring doctor #1’s given name; usually it is that of the doctor who referred the patient to you.
• Ind — This is the indicator for referring doctor #1. Usually this will be "By" to indicate that the patient was referred by this physician to you.
• Ref 2 — This is the MediFile number for referring doctor #2. Usually this will be the physician to whom you referred the patient. If you need to see the name of this physician, double-click on the appointment: it will be displayed below.
• Ind — This is the indicator for referring doctor #2. Usually this will be "To" to indicate that the patient was referred to this physician by you.

• Daysheet Date Popup — Use this popup to select the date you would like to bill for. If you wish to bill today's daysheet, just click on the date display area.

• Change Name — Click on this checkbox if you would like to change the patient associated with this appointment. Once you have clicked on this checkbox, you can search for a different patient. When you click on this checkbox the Patient Name area of the editing area will become modifiable. Change the name and then click the "Patient" button to search for a different patient.

If you make a change, you must click the "+" button to move this new patient to the Appointment Display area.

• In the patient display, search and change areas, use the buttons to view all the details of the patient’s record. This includes, but is not limited to, encounter notes, past billings and appointments. It is also used to change the patient for whom the appointment is made.





• Patient Button — Use this button to bring up the patient’s master record to the screen. From there you can view any other part of the patient’s record for which you have security access.

• Patient surname is displayed
• Patient’s given name is displayed
• Patient’s age is displayed
• Patient’s MediFile number is displayed
• Search for Patient (magnifying glass). This button is used to search for a different patient and will work if you have a checkmark in Change Patient area. MediFile will search for a patient based on the name you have entered. The MediFile number shown at that time will be ignored. If only one patient is found, the name and MediFile number of the patient will be placed in the editing area. If more than one patient is found, the standard Patient Select dialog will be shown.
• The "+" button is for placing the updated surname, given name, and MediFile number into the appointment display area.


• Referring Doctors #1 and #2 — Use this area to view and modify the referring doctors. As per MSP capabilities, there are two referring doctors possible for ear appointments.

In the appointment display area, the referring doctor #1’s name will appear, but referring doctor #2 will not show. When you double-click on the appointment in the Appointment Display area the name of referring doctor #2 will be displayed in the editing area.

In this area, you can ensure that the record is the one you want, and that you have the Practitioner number for sending into MSP.

If there is no physician record in the referral area and you want to add one, click on the appropriate referral button. You will be asked to enter the name of the physician. We suggest you enter only the surname of the physician. You can enter only a partial physician surname as well. If you feel compelled to you can enter the surname a comma and then the given name.

You need not put a wild card in, as MediFile will always put the wild card in for you in this search.

If MediFile finds one record that matches, you will be shown the detail of the record. If you click on the Check Mark button in the detail, this doctor will be placed in the editing area. If more than one record matches what you have entered, the standard Select Doctor dialog will be shown.

• Doctor’s Surname — Surname of the referring/referred to doctor.
• Doctor’s Given name — Given name of the referring/referred to doctor
• Ind — This is the popup selector used to differentiate whether this referral is a Referral To or a Referral By.

• Value selected for the Ind — This field shows the type of referral you selected.
• MediFile Number — The MediFile number for the referral physician.
• Magnifying Glass — Use this button to change the referral physician. By holding the Option key (Alt Key) and pressing on this button, you will remove the referral physician. Press on the button again and you will be brought to the Select Doctor dialog.
• "+" button — Press on this button to update the appointment display area with the modified referral information.
• HSC: Health Service Code (Fee Code) — You can directly enter the HSCode field. If you wish to enter more than one, you can do that as well. You must remember to place a semi-colon between each HSC you enter if entering more than one at a time. Do not put any spaces between the codes.

You can press on the HSC button to display a selection of HSCodes that have been identified for selection for the area account you are working with.

Click on the HSC you wish to use and click on the "Ž" button to put it in the HSC field.

• ICD — The ICD area is where you enter 1 to 3 ICD codes. You can directly enter these as with the HSCodes, or you can press on the ICD button to get a selection of ICD codes that have been identified with the area account you are currently working on.

Click on the ICD code you would like to use and click on the "Ž" button and it will be placed in the ICD editing area.
Note that there is a "Word Search" button in the ICD selection dialog. Click on this button and you will be asked for the word to search for. MediFile will then search for all ICD codes that have that word in their descriptions or are in the same group as an ICD code that has that word in its description.

• Add Button — Clicking on this button will add the HSC, ICD codes and all the extras in the Billing Editing area.

• Delete Button — Clicking on this button will delete the HSC and ICD codes you have entered in the Billing Editing area.

• Bill Area — This field and Smart Popup permit you to change the area to which the appointment will be billed. The Area Account Code is displayed. You can either enter the code or select it from the popup.

• Bill Agency — This field lets you change to whom the billing will be sent. This information is obtained from the appointment file, not the patient file, as is often thought.

You can use the popup to select an agency as well. This works the same as it does in the appointment scheduler, other billing dialog and the input layout of the billing file.

• # of Calls — This is where you can enter the number of calls for the billing.

• Button Bar — These buttons perform specific functions for the billing daysheet. We will discuss these.

• Exit Button — This button will let you exit the Bill Daysheet dialog. Remember that any of the "Extra" information you placed in without doing a billing will be lost. You would need to re-enter it before you can do the billing again.

• Save Button — This button will save all the (non-extra) information you entered before clicking the Bill button. Remember that any of the "Extra" information you placed in without doing a billing will be lost. You would need to re-enter the information before you can do the billing again.

• Bill — This button will have the program go through all the appointments and bill the daysheet. A report will be generated for you at the end of the process.

• Bill Area — This button permits you to change the bill area for all the appointments in the current daysheet. The bill area will change to the one in the Bill Area variable and you will be presented with a confirmation alert to permit this, should you decide not to make the change. Remember this function makes the change for ALL appointments in the daysheet.

• Duplicate — This button will duplicate the currently selected appointment. It will create the appointment with the same patient and referring doctor information but will remove the HSC and ICD codes from the duplicated appointment. Use this when you need to send in a diagnostic code or a different number of calls for an appointment for different HSCodes.

• HSC — This button will show the complete billing Hx summary for the patient you are currently working with in more detail than if you use the Billing button in the Patient master record.

• UnRegister/Register Button — This button will change the status of the appointment from "ToBill" to blank, depending on the word in the button.

• Send Mail — Pressing this button while you have selected an appointment will create an E-Mail with the patient’s record already indicated and with some of the information in the message area. This is a great way to send a note to the person who had the encounter with the patient to elicit information from him or her. You can press on the Send Mail button without a patient selected as well. Then a patient’s chart will not be indicated.

• Status Button — Pressing this button while having an appointment selected permits you to change the status of the appointment.

• Extra Button — Press this button to go to page two of the appointment billing page. On this page extra billing data can be entered.

On this page, you many enter a billing note of "send to MSP," as well as any additional information that may be required by MSP or WCB information for WCB billings.

• Extra Information:

• After hrs. Ind — Used to enter the after hours indicator as required by MSP. By default, MediFile will not put anything here. If this is blank, MediFile will send MSP a "0" (zero) as is the default value. There is a smart popup so you can select the one you want to use.

• Anatomical — This is a future field that MSP is asking vendors to support. MSP will require you to enter an Anatomical area code, and this can be entered from here. There is a smart popup so you can select the one you want to use. When left blank, MediFile sends in a "00," which is the default value.

• New Program — This is a field where MSP will ask that you send in a special code for specific services or diagnoses. When MSP was called by Jonoke, they could not provide an example of where this is currently used. When left blank, MediFile sends in a "00," which is the default value.

• Payment Mode — You enter this only if MSP has the patient registered as being on the alternative payment section. It is unlikely you will encounter patients where you need to change this.

• Start Time — Enter a start time for the billing when MSP will require that information for the type of service you provided. MediFile defaults to sending in "0000" when no time is entered.

• End Time — Enter the end time for the billing when MSP will require that information for the type of service you provided. MediFile defaults to sending in "0000" when no time is entered.

• Note — Enter a note when you want to send one to MSP to clarify the reason the claim was submitted. Remember that the submission of a note can delay payment of a claim, depending on adjudication requirements and time required to manually review the claim & note. You should only submit this record where it is required by MSP or when you feel an explanation is needed to prevent refusal of the claim.

WCB Extra Information Area

• Date of Injury — WCB requires that the date of the injury is entered here.

• Area of Injury — WCB requires that its code for the area of the injury is entered here. There is a smart popup in which you can enter the WCB codes and then select from the list in the future.

• Position — WCB requires that its code for the position of the injury is entered here. There is a smart popup in which you can enter the WCB codes and then select from the list in the future.

• Nature — WCB requires that their code for the nature of the injury be entered here. There is a smart popup in which you can enter the WCB codes and then select from the list in the future.

• Claim # — This is the area in which to enter the WCB claim number.

• Paper Support — Click this checkbox if you will send in supporting documentation for the claim on paper.

• Both — Click on this checkbox if you will send in both supporting documentation for the claim on paper and an electronic note record.

• ICBC — Click on this checkbox if this claim is an ICBC claim or a motor vehicle accident that is going to ICBC.