TRANSACTION CODES

OVERVIEW: The Transaction Codes Dictionary allows you to

define a one-or-two character code to be used

as a financial transaction code. This code can

be applied to any program which prompts for a

TRANSACTION CODE. Transactions codes are used

to post payments, refunds and adjustments.

PROCEDURE: After you select Option 7, Transaction Codes, and

press <ENTER KEY> the screen below will be displayed.

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After you click on, or enter a 7 and press <ENTER KEY>, the screen below

will be displayed.

EXAMPLE SCREEN:

ENTER CODE: Enter up to a two-digit character code (letters,

numbers, and/or any special characters on the keyboard except

*). If this code is not already on file, the following message

will be displayed:

If you do not want to add this code, type an N and press

<ENTER KEY>. The cursor will return to the ENTER CODE prompt.

If you do want to add this code, type a Y and press <ENTER KEY>.

If the transaction has already been defined, that information

will be displayed to the screen.

EXAMPLE SCREEN:

DEFINITION OF FIELDS:

1. TX_NAME: This field contains the in-house description of

the transaction. The maximum field length is 60 characters.

Approx 25 or so will appear on screens, however statements

and ledgers will contain the entire description.

2. TX_EXT1: This is external label 1, and it is used whenever

a statement, ledger, etc., is printed.

3. TX_EXT2: This is external label 2. Additional text lines

for external label 1 may be entered here. If line 2 is 30

characters or less, lines 3 through 5 will also print.

4. TX_EXT3: This is external label 3. Additional text lines

for the external label may be entered here also.

5. TX_EXT4: This is external label 4. This is the last of

the external label lines.

6. TX_GROUP: Use one or two characters that match a transaction

code. If this transaction should be included with a different

code on the Date of Entry report, enter the common group.

Normally, you just use the transaction code itself. The defi-

nition of the code you enter here will be displayed to the

bottom of your screen.

7. TX_FUNCT: You must enter a one-digit function code. After

you enter a number and press <ENTER KEY>, the system will auto-

matically display a description of that code. This response

will determine what function this transaction has, and which

balance (insurance or patient) is affected.

FUNCTIONS CODES: These function codes are not used to

post.

0 Claim charges

1 Patient payment

2 Patient refund

3 Insurance refund

4 Insurance payment

5 Insurance payment - credit patient

6 Write-off/adjust patient balance

7 Transfer from patient to insurance or vice versa

8 Write-off/adjust insurance balance

9 Comment purposes only

OMNI'S EXAMPLE LIST OF PRE-SET TRANSACTION CODES

PATIENT'S SIDE OF THE LEDGER:

The transaction codes below will reflect charges/payments/

adjustments to the patient's side of the ledger.

CODE DESCRIPTION FUNCTION SIGN

C CASH PAYMENT 1 -1

K CHECK PAYMENT 1 -1

P INSURANCE PAYMENT 5 -1

R REFUND TO PATIENT 2 +1

V CREDIT CARD PAYMENT 1 -1

W WRITE-OFF BALANCE 6 -1

X CHARGE IN ERROR 6 -1

t TRANSFER PATIENT TO 7 -1

INSURANCE

OMNI'S EXAMPLE LIST OF PRE-SET TRANSACTION CODES

INSURANCE SIDE OF THE LEDGER:

The transaction codes below will reflect charges/payments/

adjustments to the insurance side of the ledger.

CODE DESCRIPTION FUNCTION SIGN

A APPLIED TO DEDUCTIBLE 7 -1

B BLUE SHIELD PAYMENT 4 -1

D MEDICAID PAYMENT 4 -1

E EMPLOYER PAYMENT 4 -1

H HMO PAYMENT 4 -1

I INSURANCE PAYMENT 4 -1

L LEGAL PAYMENT 4 -1

M MEDICARE PAYMENT 4 -1

N NO COVERAGE ON DATE OF SERVICE 7 -1

S SERVICE NOT COVERED 7 -1

T TRANSFER INSURANCE TO PATIENT 7 -1

b BLUE SHIELD ADJUSTMENT 8 -1

d MEDICAID ADJUSTMENT 8 -1

e EMPLOYER ADJUSTMENT 8 -1

h HMO ADJUSTMENT 8 -1

i INSURANCE ADJUSTMENT 8 -1

l LEGAL ADJUSTMENT 8 -1

m MEDICARE ADJUSTMENT 8 -1

r REFUND TO INSURANCE 3 +1

w INSURANCE ADJUSTMENT 8 -1

x INSURANCE CHARGE IN ERROR 8 -1

8. TX_VSIGN: You must enter +1 or -1 in this field. This

indicates if the amount is usually positive or negative.

9. TX_PTSTM: This should be answered with a Y (yes) or an N

(no). If you enter an N, transactions will not display on

the patient statement and the resulting amounts will be

included as a balance forward.

10. TX_DEPOS: Valid answers are Y (yes), N (no), 1 (cash),

2 (patient check), or 3 (insurance check). If you answer

N, this transaction would be excluded from appearing on the

bank deposit summary, even if the basic function code were

a payment or credit. If you answer Y, this transaction

would be included in the bank deposit listing and total.

11. TX_YTD_1: This field is used for year-to-date totals. If

the dollar amount of this transaction would cause a change in

the year-to-date totals enter a Y (yes). If not enter an N (no).

12. TX_YTD_2: This field is used for payments.

13. TX_PASSWD: This is an optional field. If the use of a

password is needed to work with this transaction code, enter

it here.

14. TX_ADJCODE: This is used by the Posting program to post

the transaction code for the insurance adjustment.

15. TX_ADDL: Enter Y (yes) or N (no) if you would like to

to enter a date pertaining to this transaction. An example

would be Voucher date, Check date, etc.

16. TX_DISCR: Description of additional date.

17. TX COPAY: This is used by the Posting program to post

the transaction code for the patient's copay.

18. TX DEDCT: This is used by the Posting program to post

the transaction code for the patient's deductible.

19. TX NOTCV: This is used by the Posting program to post

the transaction code which stands for not covered.

20. TX PROMPT: This field requires a Yes or No response.

Y = Yes prompt for a check number.

N = No do not prompt for a check number.

21. TX CLEAR: This field also requires a Yes or No response.

Y = Clears the number out between patients.

N = Defaults to previous number between patients or

transactions.

22. TX PROMPT_DESC: This field allows you to enter what the

check number prompt should say. Example: At the TX PROMPT

description you may type CHECK #. That is what the prompt will

display for this transaction code.

23. TX GL DEBIT: If the software is linked to an accounting

package, at this prompt you would enter the General Ledger

account to debit.

24. TX GL CREDIT: If the software is linked to an accounting

package, at this prompt you would enter the General Ledger

account to credit.

25. TX OT DEBIT: If the software is linked to an accounting

package, at this prompt you would enter any other account to

debit.

26. TX OT CREDIT: If the software is linked to an accounting

package, at this prompt you would enter any other account to

credit.

27. TX COLL: This field requires a Yes or No response.

Y = Yes apply to collection balance.

N = No do not apply to collection balance.

Note: You may access the Action Line from any field by pressing

the <Home> key.

On the following page is an explanation of the Action Line

functions.

DEFINITION OF ACTION LINE FUNCTIONS:

ACTION-> <-# to correct,(P)rt,(F)wd,(B)ck,(K)py,(D)el,(V)fy,Esc=END

Enter # to Correct: Enter the number of the field you need to

correct and press <ENTER KEY>. The cursor will move to the first

character on that line (information on that line will not be

erased). You may retype the entire line, or position the cursor

on the character that needs correcting. Press <ENTER KEY> to go

back to the Action Line.

(P)rint: Type P and press <ENTER KEY> to print a copy of the in-

formation. The system will open a window in the middle of your

screen listing output devices. Please see the example below.

Type in the number of your selection at the flashing cursor

and press <ENTER KEY>. You may also use the <Up> and <Down>

Directional Arrow keys to highlight your selection and then

press <ENTER KEY>.

(F)wd: Type F and press <ENTER KEY> to go forward one trans-

action code.

(B)ck: Type and press <ENTER KEY> to go back one transaction

code.

(K)opy: If you enter K and press <ENTER KEY>, the cursor will

move up to the ENTER CODE prompt and allow you to change

the in-house code. This will make a copy of the existing

transaction code and allow you to call it up two different

ways. If you have a Siteprompt, K will copy the transaction

code and recorded information to the SiteCODE you enter. If you

do not enter 0 (zero) to save (done) before using the

K-command, the original code will not be saved.

Up Directional Arrow Key: Although not listed in the Action

Line, at any point when you are in the process of completing

the procedure code screen, you may use the <Up> Directional

Arrow to return to the previous field. The information will

be erased and you may re-enter it.

(D)elete: If you want to delete this transaction code from the

system, enter a D and press <ENTER KEY>. Do not delete a transac-

tion code that has been assigned.

(V)erify: Displays who added this code and when. Displays who

updated this code and when. Type V to and press <ENTER KEY>.

Esc=END: To save your entry and exit to the ENTER CODE prompt

type 0 (zero) and press <ENTER KEY>. You may enter more codes

or type O (zero) and press <ENTER KEY> again to go to the

Dictionary Menu.

SEARCH: To search for a transaction code, at the ENTER CODE

prompt, enter a few letters of the transaction and press <Tab>.

A window will open up in the middle of the screen listing the

transactions beginning with the letters that you entered. You

may use the <Up> or <Down> Arrow keys to highlight your selection

and press <ENTER KEY>. You may also type the number shown at the far

left of your selection and press <ENTER KEY>.

Below is an example screen of a transaction code search.

In this example we have entered MED.

EXAMPLE SCREEN:

<Up>=Last, <Dn>=Next, <R>=NPage, <L>=LPage, <Tab>=Add

<Up>/<Down> <Right>/<Left> refer to Directional Arrow keys

To exit the screen, Escape or type 0 (zero) and press <ENTER KEY>.