Miscellaneous

Chapter 5
RECEIVABLES - MISCELLANEOUS

5.8 PAYMENTS
5.8.1 Post Payments
To post payments, select the menu item.

1. Point and click to select payment type.
2. If the appropriate cash account is not selected, click on the tool icon and select the cash account.
3. Enter payment date.
4. Enter remittance advice date.
5. Enter transaction number.
6. Click on OK to begin posting payments to specific patients (see below).
Post payments to all types except "Misc. Payments" and "Patient Beginning balances are as follow:

1. Select a patient from the drop down patient list.
2. Enter claim's service from date. To post a payment, the system requires that a claim for that service date exist. That means created, calculated and posted, in which case, MedEasy will show the receivable amount and the balance due for the claim. You will not be able to post payments against claims that do not exist.
3. Enter the payment amount. New balance due after posting payment will be displayed on screen.
4. Enter comments and check number.
5. Click the adjustment box to designate an adjusting entry, e.g., reallocating a payment.
6. Click on SAVE.
7. CLOSE to exit or click on NEW PAY. TYPE button to post payments from other payers.
Posting Payments to Patient Beginning Balances.
You may apply payments against beginning balances created when your facility migrated to MedEasy. You will repeat the steps except that instead of "Claim Service Date" you will choose the receivable type for beginning balance. Beginning balances for patients are captured via "Patient Information Screen."
Posting Misc. Payments.
Choose the debit account number is at top of the screen. You are required to choose a credit account number by clicking on the tool icon next to credit account number to select the account.
Please contact your accounting manager regarding posting miscellaneous payments, e.g., vending machine revenue.
5.8.2 Post Medicaid Payments By Bill Date
If you transmit Medicaid claims with MedEasy you can post payments for all of the claims transmitted for a specific bill date with this option.
1. Enter the Bill Date for when the claims were transmitted.
2. Enter the Transaction No.
3. Enter the Payment Date.
4. Enter the Remittance Advice Date.
5. Verify the Debit Account number or click the tool button to select another one.
6. Click OK to have the system load all the claims that were transmitted for the Bill Date or click Cancel to exit.
7. Click the Select/Deselect pushbutton to select a claim to apply the payment to. The balance due will be loaded into the Amount Paid column automatically. You can type over the Amount Paid as needed.
8. Click the Save/Print pushbutton to save the payment and print a report of the payments that were posted.
9. If you need to reset all of the claims that were selected click the Abandon button.
10. Click the Close button if you want to exit the screen.

5.8.3 Post Private Payments
To accommodate lump payments from private payers, MedEasy permits allocation of private source payments against several claims.
1. Verify or enter Payment Date.
2. Enter Remittance Advice Date.
3. Enter Transaction Number.
4. Verify Debit Account number or click the Tool button to select another account number.
5. For the Patient name drop-down list box type the last name or the first few letters and click the down arrow at the right end of the list box to view the patients. Select the correct patient and hit enter.
6. Enter Payment Amount.
7. Enter Comments, Check Number or click the Adjustment check box to indicate if the payment is an adjustment and click OK or Abandon.
8. You can apply the payment to 1 or more receivable types for a specified month & year by clicking Add Record. The grid at bottom shows the receivables that are due so that you can choose the correct month & year to allocate the payment.
9. After clicking Add Record, enter the Month, Year, Amount and select the Receivable Type and then click Save.
10. Clicking Abandon will discard the record.
11. To delete a record, click the row you want to delete and then click Delete Record.
12. To save the allocations click finished.
13. Clicking Cancel will discard the payment.
14. Click Close to exit the screen.
5.8.4 Modify Payments

Once in the MODIFY PAYMENTS screen, enter the payment dates and choose All or select the radio button for One Patient and then select the correct patient and click OK.

You may only modify the "Comments" and "Adjustment." If any other information on payment is incorrect, you should delete the incorrect payment.

To delete a payment, select the payment and Click on "Delete Payment" button.

You can change your search parameters by clicking on NEW SEARCH button.

Remember to review the cash receipt journal if you are unsure of a payment date. Go to REPORTS and select CASH RECEIPT JOURNAL. Now you can return to MODIFY PAYMENTS to continue.

5.8.5 Re-allocate Private Payments

Enter the payment dates and choose All or select the radio button for One Patient and then select the correct patient and click OK

Select a payment record from the grid and click Re-allocate Private Payment.

Click Add Record to add a new allocation.

Enter the Month, Year, Amount and select the Receivable Type and click Save or Abandon.

To delete an allocation, select the correct record and click Delete Record.

Click Finished to save the modifications or click Cancel to discard changes.

Click New Search to continue re-allocation of payments or Close to exit.

5.8.6 PATIENT STATEMENT (PRE-BILL)
Ordinarily, pre-bills apply to two types of patients:
1. Private patients
2. Patients who do not receive 100% coverage from other payer sources and must cover
charges from private funds.
Pre-billing includes:

Month-to-date charges of the current month, and

Estimated charges for the following month.

I. POST PERSONAL CHARGES
To post personal charges to the General Ledger, select the menu item, followed by month, year, posting date and OK. You should already have a general ledger revenue code assigned to personal charges. Contact your accounting manager for guidelines.
5.8.7 TRANSMIT CLAIMS

Transmit Medicare Claims.

1. Click on "Medicare" check box.
2. You may choose to transmit Part A and Part B claims together or separately.
3. Choose the insurance company that handles your Medicare transmission.
4. Enter transmission Date.
5. Click Ok. All claims eligible for transmission will be included in transmission file.
6. Depending on the insurance company that handles your Medicare transmission, there might be some additional steps. Contact your IS department for more detail information.
7. Click on "Transmit" to proceed with transmission or "Exit" to transmit the file at later time.
8. Once you click on "Transmit", the transmission software will take over the transmission process.
9. Note that if you Exit, you should not run this option again to transmit. If you do so, the transmission file created will be lost. You should go to your transmission software to continue transmission.

Transmit Medicaid Claims.

1. Click on "Medicaid" check box.
2. Enter Transmission Date.
3. Click OK. All claims eligible for transmission will be included in transmission file. Run the "Preview Transmission" from "Medicaid Receivable Menu", to check the eligible claims. Once transmission file is ready, you will be notified of the file name.
4. Click on "Transmit" to proceed with transmission or "Exit" to transmit the file at later time.
5. Once you click on "Transmit", the transmission software will take over the transmission process.
6. Note that if you Exit, you should not run this option again to transmit. If you do so, the transmission file created will be lost. You should go to your transmission software to continue transmission.

If you are in the middle of a transmission via transmission software and the system crashes or the transmission fails, do not attempt to re-transmit from MedEasy software: Instead attempt to re-transmit from transmission software, i.e., Hyper Terminal or Procomm.