POST D/O/S TRANSACTION

POST D/O/S TRANSACTION

USING AUTOAPPLY

OVERVIEW: Date of Service posting using Autoapply directs the payment to the oldest

date of service first and continues to apply to the next oldest dates until the

payment is exhausted.

Autoapply has its own set of toggles. Autoapply in both D/O/S posting and Patient Checkout is controlled by this set of toggles. Depending on how the toggles are set up on your system, Autoapply may do up to three things:

1. Distribute a payment, allowing you to make changes.

2. Fix credits/debits occurring across family members with the same

date of service.

3. Fix credit entries by redistributing that money.

PROCEDURE: To access Post D/O/S Transaction using Autoapply, select Transaction

Processing from the Main Menu then Option 2 from the Accounts Receivable Menu and press [Enter].

ENTER WORKING TRANSACTION CODE: Enter a working transaction code you have

defined in the Transaction Codes Dictionary (for example, K=check payment).

VERIFY TRANSACTION CODE: The screen will display a brief description of the transaction code you entered and ask you to verify it. If the description is correct, type a Y

and press [Enter]. If the description is wrong type N, press [Enter], and then re-enter the code.

ENTER USER ID: (This prompt will display only if the toggle for it has been activated.) Enter your User ID (generally the initials of your first and last name in upper case) and press [Enter]. Press <Tab> to search for ID’s on the system.

WARNINGS: If you post an insurance payment, adjustment, or transfer using Menu Option 2, and the system prompts NO CLAIM FOR mm/dd/yy CONTINUE? Y/N, the dollar amounts will be posted to the ledger and not to a specific claim. The claim for the correct date will still be listed as unpaid when a log of unpaid claims is printed.

JOB: If your system requires a job code, enter it here.

PATIENT NAME OR #: Enter the patient’s ID number and press [Enter]. The current data on this patient will be displayed to your screen. The system will allow you to select which patient balance within the family to credit.

Search: If you do not know the patient’s ID number, type the first few letters of the patient’s last name and [Enter]. A window will open displaying an alphabetical listing of patients on the system whose last names begin with the letters you entered. To make your selection, type the line number of the patient at the cursor or use the <Up/<Down> arrow keys to highlight your selection and press [Enter].

EXAMPLE SCREEN:

<ACCOUNT: AP 000010>

NAME :DOYLE, EDWARD

ADDRESS :1025 TOP VIEW BLOOMFIELD HILLS MI

PHONE :3135553434 LAST STATEMENT: 00/00/0000

COVERAGE :A: BS W/O OV COV CARRIERS: BS 55840

< Current Data > < Updated Data >

OUTSTANDING BALANCE 55.00

PATIENT BALANCE 10.00

LAST PT PYMT: 01/01/95 25.00CR

INSURANCE BALANCE: 20.00

LAST INS PAYMT:00/00/0000 0.00

LAST D/O/S: 00/00/0000 DR. #

YEAR TO DATE PAYMENTS:

YEAR < Select Family Balance >

1. DOYLE, EDWARD 001 $10.00 AP 000010 <

2. DOYLE, MARY 001 $25.00 AP 000011

ENTER AMOUNT: D/O/S --/--/---- ` DR#_______ ADDL --/--/----`

Enter Date of Service, <TAB> to pick a date, or * for autoapply

ENTER AMOUNT: (To go back to the PATIENT # prompt, press the <Up> arrow.) Enter the amount and press [Enter]. The system assumes you are entering whole dollar amounts unless the decimal point is included (1.00 = one dollar, 100 = one hundred dollars). If the payment is by check, you may be prompted to enter the check number.

CHECK: If you have set up a check number prompt, it displays after you enter the payment amount.

D/O/S: (To go back to the ENTER AMOUNT prompt, press the <Up> arrow.) At the D/O/S

prompt press * for Autoapply (in Patient Checkout say Yes to Autoapply). Autoapply may only be used when posting by date of service. Autoapply directs the payment to the oldest date of service and continues to apply to the next oldest dates until the payment is spent. If you overpost, the surplus is automatically posted to the current date.

1. DISTRIBUTE A PAYMENT, ALLOWING YOU TO MAKE CHANGES

At the D/O/S prompt pressing * (asterisk) opens a window that displays patient open claims only, or both open and paid claims (this is controlled by the toggle setting AUTO=SHOW0). Otherwise, zero balance claims do not show.

If an AUTO toggle is set to FAM, Autoapply will go across family members. Otherwise, it only looks at the actual account to which you are posting.

EXAMPLE SCREEN:

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

10/01/1995 1 0 001 20.00 15.00 5.00 *

12/18/1995 1 0 001 20.00 0.00 0.00

02/07/1996 1 0 001 10.25 0.00 0.00

03/21/1996 2 0 002 166.75 0.00 0.00

11/25/1996 2 0 001 3854.31 0.00 0.00

11/17/1996 2 0 001 85.54 0.00 0.00

12/05/1996 1 0 001 -5.00 0.00 0.00

12/10/1996 2 0 001 2955.00 0.00 0.00

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

DOS = Date of service. PAGE = Page number for this claim.

M = Family member code. DR. = Attending physician.

PATIENT = Patient balance. INSURANCE = Insurance balance.

APPLYING = Amount being autoapplied.

Prompts

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

N= Return to the D/O/S prompt.

C= Make a correction (instructions on next page).

Y= Autoapply. Type Y at the cursor and [Enter] to have the payment posted

as shown on the screen. The prompts below may be displayed, depending

upon how you have your Transaction Codes Dictionary set up.

DATE PAID: --/--/----

(If you elect to have this additional date prompt display, you enter the words

you want to appear when setting up the transaction code in the Dictionary.)

CHECK #:

(If you elect to have a transaction prompt display, you enter the words you want

to appear when setting up the transaction code in the Dictionary.)

At this point, if the proper toggles have been set, and this account has credit balances for the same dates of service, the system will ask if you want to autoapply the credit to other family members. These instructions are found in the section FIXING CREDITS/DEBITS OCCURRING ACROSS FAMILY MEMBERS. If the proper toggles have not been set, or if there are no credit balances, you will go to the next prompt, if any.

RECEIPT? (Y/N):

(Do you want to generate a receipt.)

Y= Generate a receipt.

N= Takes you to the PATIENT NAME OR # prompt.

When posting is completed, a note is automatically placed on the patient’s ledger. Example note

shown below.

PAYMENT OF $__.__ (payment description) APPLIED TO (lists dates, dollar

amounts, and family members if you are posting across family members.)

USING “C” TO CORRECT

Unless you have “toggled off” C to correct, you will see it on your screen.

If you do not want the money posted as shown by the computer, type C at the cursor and [Enter].

This allows you to move the posted amount to another claim. You cannot delete a posted amount. You may distribute money to any dates of service provided the patient owes money for that date.

After you type C and [Enter], the cursor will move to the first claim. You can [Enter] or use the

<Up>/<Down> arrow keys to locate the claim you wish to post the payment to and type an *, then go to the claim you are transferring the payment from and press the space bar. This will remove the posted amount and place it on the correct claim. As you add *’s and blank out existing *’s, the screen will keep redrawing. Lines with no *’s get no money, surplus money goes to today’s date. The computer will now only apply money where there are asterisks.

Press the <Home> key or [Enter] past the last claim to return to the AUTOAPPLY/CORRECT

prompt. At this prompt type Y to have the amount posted.

Other Symbols:

While in the “C” to Correct window, you may see the following symbols:

! Appears when you place an asterisk next to an item that has no

balance or a negative patient balance.

? Appears next to claims where there is not enough money to cover

the claim because there are more asterisks than money to apply.

As you are adding or removing asterisks, the question marks will

appear and disappear as appropriate. With the above conditions,

posting will not occur where these symbols appear.

The above symbols disappear when you return to the AUTOAPPLY/CORRECT prompt at the

bottom of the window.

2. FIXING CREDITS/DEBITS OCCURRING ACROSS FAMILY MEMBERS

If the following conditions are true, Autoapply will fix dates of service where different family members have positive and negative patient balances on the same date of service:

n The “fix credits” toggle is set (AUTO=FIXCREDITS)

n The “family” toggle is set (AUTO-FAM)

n There is a date of service where at least one family member has a negative

balance and another has a positive balance.

NOTE: If there is more than one date of service affected, Autoapply will go through each one, one date of service at a time, beginning with the most recent date.

Procedure

After you post your payment, you have the opportunity to fix credits across family members. Below is the order of the prompts, example screens on next page.

DO YOU WISH TO AUTOAPPLY MEMBER CREDITS ON (date) (Y/N)?

N = The adjustments shown on the screen will not be posted. If there are

subsequent dates, it will go to that next screen.

Y = The screen redraws displaying asterisks next to the adjustments.

If you have credits on different dates of service it will prompt:

DO YOU WISH TO AUTOAPPLY ALL (dollar amount) IN CREDITS NOW (Y/N)?

N = You will exit out of the Autoapply screen and no credits will be applied.

Y = The computer will attempt to “zero out” as many credits as possible by moving

that credit over to another claim that has money owing. It takes the total

amount of all the credits and distributes them using the same rules as a

payment: oldest dates of service get applied to first.

Next, the system will prompt:

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

N = Return to the D/O/S prompt.

C = Make a correction. (Instructions on the next page. It is not practical to make

corrections when in this mode.)

Y = Autoapply. Type Y at the cursor and [Enter] to have the fix begin. The

transaction code on the ledger will be an asterisk which has a function of 6.

The net affect of all “asterisk” transactions is always zero (money is being

moved, not removed). A brief explanation of how the credits were distributed

is placed on the patient’s ledger under today’s date.

If you have more credit claims with asterisks than you have positive balance claims with asterisks, you have “excess credits”. At no time will the “excess credits” be applied to today’s date, they will be left as is.

EXAMPLE SCREEN #1: (You have just posted a $5.00 payment and the AUTOAPPLY MEMBER CREDITS prompt is displayed.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 9.00 40.00 0.00

01/04/1997 1 0 001 30.00 40.08 0.00

01/04/1997 1 1 001 -10.00 0.00 0.00

01/05/1997 1 0 001 -20.00 0.00 0.00

01/07/1997 1 1 001 20.00 0.00 5.00 *

DATE PAID: 01/16/1997

DO YOU WISH TO AUTOAPPLY MEMBER CREDITS ON 01/04/97 (Y/N) Y

EXAMPLE SCREEN #2: (Answering Yes to the AUTOAPPLY MEMBER CREDITS prompt causes the screen to redraw showing how the credits will be distributed. The cursor is at the AUTOAPPLY/CORRECT prompt.

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 9.00 40.00 0.00

01/04/1997 1 0 001 30.00 40.08 10.00 *

01/04/1997 1 1 001 -10.00 0.00 -10.00 *

01/05/1997 1 0 001 -20.00 0.00 0.00

01/07/1997 1 1 001 15.00 0.00 0.00

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT? Y

If you do not make a correction, but instead say yes to the AUTOAPPLY/CORRECT prompt in

Example Screen #2, the screen would redraw applying the credits as shown. Example below.

EXAMPLE SCREEN #3: (You have answered Yes to the AUTOAPPLY MEMBER CREDITS and OKAY TO AUTOAPPLY prompts. Screen redraws.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 9.00 40.00 0.00

01/04/1997 1 0 001 20.00 40.08 0.00

01/04/1997 1 1 001 0.00 0.00 0.00

01/05/1997 1 0 001 -20.00 0.00 0.00

01/07/1997 1 1 001 15.00 0.00 0.00

DO YOU WISH TO AUTOAPLY 20.00 IN CREDITS NOW (Y/N)?

Answering Yes to the AUTOAPPLY CREDITS prompt in Example Screen #3 will allow the system to autoapply the $20.00 in credits. If you answer No, you will exit the screen and no action will take place.

When money is redistributed in autoapply, a note of explanation is placed on the patient’s ledger under the current date.

USING “C” TO CORRECT

This function behaves a little differently when used to fix credits across family members because these transactions are related to each other. The positive and negative entries “go together” (same date of service). You can place or remove asterisks next to credit claims as well as claims with a positive balance. If you remove an asterisk from one, the applied amount goes to zero for both of them (the item you were to apply the amount to will have a “?” after it). Attempts to place *’s on different dates of service will only display more ? marks.

Example of using “C” to correct: Asterisk removed from credit entry for member 1. This caused positive entry for member 0 to have zero applied to it and a “?” to appear next to it. Attempts to put asterisks on other lines just displays more “?”. (You cannot move these credits to other dates of service. If you want to do this use normal “fix credits”.)

EXAMPLE SCREEN #4: (Instead of accepting autoapply in Example Screen #2, you have typed C to correct and made the corrections used in the example paragraph above.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 9.00 40.00 0.00 *?

01/04/1997 1 0 001 30.00 40.08 0.00 *?

01/04/1997 1 1 001 -10.00 0.00 0.00

01/05/1997 1 0 001 -20.00 0.00 0.00

01/07/1997 1 1 001 15.00 0.00 0.00 *?

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

After you make your correction, return past the last claim, the AUTOAPPLY/CORRECT prompt redisplays. If the screen is left like this, no posting will take place.

Because the dates of service are different, no money will be autoapplied to the 01/03/1997 or the 01/07/1997 dates. Remember positive and negative entries “go together” (same date of service).

3. fix credit entries by redistributing money

This selection allows you to distribute credits across dates of service. If there are any credits on an account for different dates of service, and you have the AUTO toggle set to FIXCREDITS, the computer will ask if you want to fix them. The order of the prompts is:

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

N = Return to the D/O/S prompt.

C = Make a correction (instructions on next page).

Y = Autoapply. Type Yes at the cursor and [Enter] to have the payment posted

as shown on the screen. The prompts below may be displayed, depending

upon how you have your Transaction Codes Dictionary set up.

DATE PAID: --/--/----

(If you elect to have this additional date prompt display, you enter the words you

want to appear when setting up the transaction code in the dictionary.)

DO YOU WISH TO AUTOAPPLY ALL (dollar amount) IN CREDITS NOW (Y/N)?

N = You will exit out of the Autoapply screen and no credits will be applied.

Y = The computer will attempt to “zero out” as many credits as possible by moving

that credit over to another claim that has money owing. It takes the total amount of all the credits and distributes them using the same rules as a payment: oldest dates of service are applied to first.

EXAMPLE SCREEN #1: (You posted a $5.00 payment, and the system now asks if you want to autoapply the credits.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 9.00 40.00 5.00 *

01/04/1997 1 0 001 30.00 40.08 0.00

01/04/1997 1 1 001 -10.00 0.00 0.00

01/05/1997 1 0 001 -20.00 0.00 0.00

01/06/1997 1 0 001 40.00 0.00 0.00

01/07/1997 1 1 001 20.00 0.00 0.00

DATE PAID: 01/16/1997

DO YOU WISH TO AUTOAPPLY $30.00 IN CREDITS NOW (Y/N)? Y

EXAMPLE SCREEN #2: (You answered Yes to autoapply $30.00 credits, screen redraws, $5.00 payment shows as posted, and distribution of the credits is displayed.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 4.00 40.00 4.00 *

01/04/1997 1 0 001 30.00 40.08 26.00 *

01/04/1997 1 1 001 -10.00 0.00 -10.00 *

01/05/1997 1 0 001 -20.00 0.00 -20.00 *

01/06/1997 1 0 001 40.00 0.00 0.00

01/07/1997 1 1 001 20.00 0.00 0.00

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

The computer adds up the total of all credit claims and takes that amount of money to apply to all claims with a positive balance starting at the oldest D/O/S.

You may now answer Yes to the AUTOAPPLY/CORRECT prompt; do C to correct and have the credits applied to a different claim date; answer No and Autoapply will do nothing.

USING “C” TO CORRECT: The steps are the same as making a correction when posting a payment, except you can place or remove asterisks next to credit claims as well as claims with a positive balance.

Adding or removing asterisks will change that distribution. If you have “asterisked” more credit claims than there are “asterisked” claims with a positive balance, you have “excess credits”. At no time will the “excess credits” be applied to today’s date (like in payment posting). These “excess credits” will simply be left as is.

EXAMPLE SCREEN #3: (You have decided not to autoapply the credits as shown in Example Screen #2, but instead make a correction. This correction will still apply all $30.00 in credits.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 4.00 40.00 0.00

01/04/1997 1 0 001 30.00 40.08 26.00 *

01/04/1997 1 1 001 -10.00 0.00 -10.00 *

01/05/1997 1 0 001 -20.00 0.00 -20.00 *

01/06/1997 1 0 001 40.00 0.00 4.00 *

01/07/1997 1 1 001 20.00 0.00 0.00

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

After you make your correction, return past the last claim, the AUTOAPPLY/CORRECT prompt redisplays.

A Yes answer will redistribute the credits according to the change you made and place a note on the patient’s ledger under today’s date.

If you remove (space over) an asterisk next to a credit claim, there will be fewer credits available to apply to other claims. That means some of the other claims may have their “applied amount” dropped to zero, and then that asterisk for that claim will have a “?” next to it. Example below.

EXAMPLE SCREEN #4: (You have decided to change the correction you made in Example Screen #3 and distribute the credits differently. This distribution does not apply all $30.00 in credits.)

Autoapply

DOS PAGE M DR. PATIENT INSURANCE APPLYING

01/03/1997 1 0 001 4.00 40.00 0.00

01/04/1997 1 0 001 30.00 40.08 20.00 *

01/04/1997 1 1 001 -10.00 0.00 0.00 *?

01/05/1997 1 0 001 -20.00 0.00 -20.00 *

01/06/1997 1 0 001 40.00 0.00 0.00

01/07/1997 1 1 001 20.00 0.00 0.00

OKAY TO AUTOAPPLY (Y/N) OR C TO CORRECT?

A Yes response to the AUTOAPPLY/CORRECT prompt will apply the credit to the claim without a ? after the asterisk. Claims with *? will be ignored.

SPECIAL SITUATIONS

Need to fix credits, but there is no payment to enter.

At the ENTER AMOUNT prompt, enter a zero payment; at the D/O/S prompt type an asterisk

(*) to access Autoapply.

I tried to fix credits first and then post a payment.

You cannot do that. If you are posting a payment, you must post the payment first; fix credits

second.

I tried to post to an account with a zero or credit balance.

You cannot do that. Autoapply will not allow that. This is to prevent posting to wrong accounts.

If you wish to bypass this feature, set the toggle AUTO=CREDITOK.

TOGGLES

POST D/O/S TRANSACTION/AUTOAPPLY

These toggles are also known as system options/system controls. They are set in Configure System Controls (aka FMCONTROL), a menu option found on the Management Functions Menu. The program name to enter in order to access these toggles is POSTCL. These are the toggles for Date of Service Posting AND Autoapply (these control Autoapply in both Date of Service Posting AND Patient Checkout.)

AUTOBF=xxx
For systems converted from old SDM 4.9/5.7 systems. Causes Autoapply to show all pre-conversion amounts under this doctor number (put the three-digit doctor number in place of the “xxx”.
AUTO=CREDITOK
Allows Autoapply to be used on accounts with credit balances or zero balances. Otherwise, it will not post to these accounts. It will display “No balance to autoapply to”.
AUTO=FAM
Causes Autoapply to go across family members. Otherwise, it only looks at the actual patient account of the patient you are posting to.
AUTO=FIXCREDITS
After posting the payment (or whatever), this toggle will cause Autoapply to “fix the credits” by applying them to dates of service with money owing. Otherwise, it does nothing with credit balance dates. Note: Having both the AUTO=FAM and AUTO=FIXCREDITS toggles set will cause the program to first try fixing any “across family member” credits. (i.e., any date of service where at least one member has a positive balance and another member has a credit balance.
AUTO=NOC
Disables the “C” to Correct portion of the prompt in Autoapply. You will not be able to do “C” to correct. Otherwise, “C” to correct works as normal.

POST D/O/S TRANSACTION/AUTOAPPLY

(continued)

AUTO=SHOW0
Causes dates of service with a zero balance to show in the Autoapply window. Otherwise, zero balance claims do not show. Zero balance means a zero balance on the patient’s side if you are posting a patient transaction; zero balance on the insurance side if you are posting an insurance transaction.
AUTODR=xxx						AUTODR=LAST
Causes Autoapply to apply overpayments to this doctor number on today’s date. Put the three-digit doctor number in place of “xxx”. AUTODR=LAST means it will apply overpayments, on today’s date, using the last doctor number on the autoapply list that you applied a payment to. Otherwise, it posts overpayments to the last doctor number used, using today’s date.
CHANGEDR=N
Prevents user from changing the doctor number on the transaction to a doctor that does not match the claim. Otherwise, the doctor number can be changed. Note: In either case, it does issue a warning.
ID=N
Suppresses the “Enter ID” prompt. Otherwise, the prompt appears at the start of posting as usual.
NOCLAIM=N
Prevents posting to dates without claims. Otherwise, posting is allowed even if there is no claim. It does issue a warning.
RECBAL=N
Stops current balance from printing on receipt. Previous balance still prints. Otherwise, current balance and previous balance print on the receipt.
RECOPID=N
Prevents the Operator ID from printing on the receipt. Otherwise, Operator ID prints on the receipt

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