Medeasy for Windows - User's Guide

Chapter 4
CENSUS MENU

The CENSUS menu is designed to capture inpatient claims against various payer sources. For Medicare Part B claims, proceed to RECEIVABLES.
From the MedEasy main screen, select CENSUS to activate the menu.

CENSUS features the following submenus:
A. Change Census Data
B. Bed Assignment
C. Charge Master
D. Create Claims From Census
E. Create Weekly Claims For Medicaid
F. Claims Creation Log
4.1 CHANGE CENSUS DATA
Modify the following patient information from CHANGE CENSUS DATA:

Change admission date and

Change payer source and assign a new effective date.

Changing Admission Date
1. From CENSUS, click on CHANGE CENSUS DATA to access the screen.
2. To select a patient, either begin by typing the last few letters of the patient’s last name or click on the UP/DOWN arrow; see activated screen image below:
3. To change admission date, click on the CHANGE ADM. DATE button and enter the correct date and OK
4. Click on the NEXT/PREVIOUS button to change data on another patient.
Deleting A Record
MedEasy enables you to keep a contiguous (earliest to most recent) record of payers for a given patient. Refer to ‘Effective’ column and note the effective date for each payer source. If there is an error or a lapse in payer information and coverage, use the DELETE LAST RECORD button until you reach the date where you are ready to input correct information. See the next step to re-enter coverage periods.
Changing Payer/Status
Proceed to the bottom right corner of the screen (see below) to enter/recreate effective dates:

1. The admission date to the facility is given.
2. Enter the effective date for new payer/status.
3. Select payer source from the drop down menus. For control purposes, the program will not allow you to create a new payer source: select from the existing provider list.
4. Select status, L (patient is on leave of absence as allowed by Medicaid), H (hospital) or leave blank.
5. Click SAVE to save the payer source or ABANDON to reject the changes.
6. Click NEXT or PREVIOUS to access other patients or CLOSE to exit the screen.
4.2 BED ASSIGNMENT
Use BED ASSIGNMENT to re-allocate bed assignments to:

Correct an error

Assign a new bed

Reflect a change in bed rates

1. Click on ‘BED ASSIGNMENT’.
2. Select a patient, and OK to open the screen

3. Use ASSIGN BED or UNASSIGN BED buttons to effect the desired change.
4. Enter the new effective date (to register a change in bed rate, see below).
5. When the application displays the room/bed database, double click on the desired room/bed record to complete a new room/bed assignment.
In the event that there is a change in bed rate, follow these steps:
1. Select a patient
2. Click on UNASSIGN BED button
3. Click on ASSIGN BED, to assign the same bed, with a new rate and effective date.
4.3 CHARGE MASTER
CHARGE MASTER screen captures ancillary charges as well as personal charges. This specific screen lends itself to batch entry of charges. Based on feed back from existing users, we understand that most of our customers assign charges by revenue code category to a list of patients. If you do not batch process charges, proceed to RECEIVABLES Menu to enter individual charges for a claim.
Adding New Charges
1. Go to CENSUS menu, click on CHARGE MASTER from the menu, and select ADD NEW CHARGES.

2. Move the cursor to ‘Revenue Code’ box and double click.
3. Select the desired revenue code, OK, and another OK. Now you are ready to enter charges by revenue code.
4. Use the down arrow key to pick a patient,
5. Enter ‘Service Date’. The application default date is the current date; you must enter the actual service date manually.
6. You may type over ‘Description’ record to accommodate private insurance claims processing.
7. Recall that we have already created a revenue code table via MAINTENANCE screen. If you entered a rate for the revenue code, MedEasy will read the revenue code table to display a corresponding rate. Accept the available rate or revise the rate by simply typing in the data. Otherwise, enter the correct charge amount.
8. Enter ‘Unit’ or the number of times a patient is charged for an item.
9. You may also designate whether the charge is reimbursable or not. This refers to reimbursement in addition to the daily claims rate and applies specifically to hospice, VA, Evercare and private insurance patients.
10. SAVE when information is complete.
11. When you select the next patient, MedEasy will display the service date, rate and unit records of the last patient. Edit service date, rate and unit for the next patient and SAVE.
12. To select a new charge category, click on NEW REV. CODE button, and repeat the steps.
13. Click CLOSE when you complete batch entry.
The batch entry utility is designed to facilitate claims creation. Make sure your census is up-to-date and all charges are correctly entered before attempting to create claims. You may review individual charges, by patient or charge category, via Charge Master. Please make yourself familiar with reporting capabilities in REPORTS (Census Report) to review all charges prior to preparing claims.
Modifying Existing Charges
1. Go to CENSUS menu, click on CHARGE MASTER and select Modify EXISTING CHARGES.

2. You may modify charges either by revenue code or by patient.
3. To modify data by revenue code:
a. Click on the button next to ‘Revenue Code
b. Double click in the shaded box to activate the revenue code table
c. Select a revenue code and OK
d. OK once more to view the charge list

e. You may change Service Date, Rate and unit. Place the cursor on the record you wish to modify and type in the correct information. After you place the cursor in the desired field, you may want to use the <home> button on your keyboard to make sure you are in the correct data entry position.
f. To delete a record, move you cursor on a row (of record) and click, then use the DELETE button (bottom left)
g. To launch a new search by revene code, click on NEW SEARCH button (bottom right).
4. To modify data by patient:
a. Click on ‘Patient’
b. Click on the down arrow to select a patient and OK. Medeasy displays all charges for a given patient. See below.

c. With the exception of patient name and revenue code, you may modify all the data in this screen. To view the revised total, simply tab over the total column. If you need to revise patient name or revenue code, you must delete the entire charge (use DELETE key) and recreate the charge.
d. Begin a new search by clicking on NEW SEARCH button.
5. To close the screen, click on NEW SEARCH to return to CHARGE MASTER – MODIFY screen and click on CANCEL button.
4.4 CREATE CLAIMS FROM CENSUS (Monthly)
Before you create claims from census, it is highly recommended that you print a report of your census and review the charges prior to processing claims. See Census Reports submenu in REPORTS menu.
The CREATE CLAIMS FROM CENSUS menu helps you create monthly claims. Should you wish to bill Medicaid on a weekly basis, then do not select ‘Medicaid Skilled Claims’ or ‘Medicaid ICF Claims. See below to generate weekly Medicaid claims. Otherwise, enter the correct billing month and year, select the claims you would like to process and click OK to generate claims. It is highly recommended that you save your printouts each time you create claims. Once you create claims for the next claim interval, the system will overwrite the previous claim creation log.
1. From the CENSUS menu, select CREATE CLAIMS FROM CENSUS.

2. Enter the month and year for which you want to create claims. Please refer to the next section to create weekly Medicaid claims.
3. Select the claim type(s) and OK. MedEasy responds with and indication of number of claims created from census, by claim type. See below.

4. Click on DONE button.
5. The software generates a log file of claims you created from census. See below. You may view the information on screen or print the report for your records.

4.5 CREATE WEEKLY CLAIMS FOR MEDICAID
To generate, Medicaid claims for less than monthly claim intervals, go to CENSUS and select CREATE WEEKLY CLAIMS FOR MEDICAID.

Enter the correct starting date and ending date for Medicaid claims. If the weekly interval includes the last day of one month and the first day of another, break off the interval to create two different claims. Do not cross over to a new month . Click OK. Watch for the screen message box to display the number of claims generated by type. See below.
Click on DONE button to view the log file for the selected weekly claims, as shown below.

4.6 CLAIM CREATION LOG
From CENSUS, select CLAIM CREATION LOG to view or print claims since the last time claims were created.