Medeasy for Windows - User's Guide

Chapter 7
MAINTENANCE MENU

MAINTENANCE the next to the last menu item on the Main Screen. This section
serves as an information repository, which will drive accounts receivable compilation and report generation. To take full advantage of MedEasy’s capabilities, you may want to complete this section as a part of initial software set-up.
As a general rule each screen in MAINTENANCE is equipped with a nested ‘Maintain’ drop down menu. Click on the drop down menu within each screen, select the desired option, e.g., Add, Delete or Search, and complete the screen as prompted by MedEasy. Note that data entry occurs within the top half of the screen. The bottom half displays the database, whether created or preloaded.
From the main menu, select MAINTENANCE to view the drop down menu:

7.1 REVENUE CODES
Open the first menu item to enter REVENUE CODES. The information in this screen pertains to your Ancillary Financial information.
You may add, edit or delete revenue code items. Please note that some versions of the application may be loaded with a default revenue code table as a part of initial set-up. You must obtain the approval of your accounting manager before you add, modify or delete revenue codes.
Note the information requirements to complete this screen. See below:

Click on Maintain submenu. You may add, delete or search a revenue code.
Adding a Revenue Code
1. Click on Maintain
2. Select ‘Add New Record’
3. Click YES to close confirmation message box
4. Type in a new revenue code, and click OK
5. Click on YES or NO to designate Personal Charge nature
6. Type a description for the revenue code
7. Type in rate
8. Now you must enter G/L account numbers. You will create the revenue code in one screen, as discussed above and then go to another screen to allocate GL accounts. Pay close attention to the instructions!
9. Once in GL Accounts tab, the application displays the selected revenue code in the top half of the screen. Your mission is to allocate G/L accounts to each payer source, revenue source and contractual account. You can do so by double clicking in each of the blank boxes to access the GL account table. While in the look up table, click on the appropriate account, and OK. Repeat this step for each blank box.
10. You must assign GL accounts to each revenue code. Do not leave any blank GL Account data fields. Even if you do not use a particular payer source you must allocate a GL account. The system will not allow you to leave this form until all GL Accounts have been assigned. In the event that you do not use a given payer source, the allocated GL account will remain inactive, without any impact on your reports.
Finally, we recommend against changing Revenue Codes G/L Accounts once you create them. After you complete the initial set-up phase, you must seek your accounting manager’s approval before you change revenue codes and their corresponding GL accounts

Deleting A Revenue Code

1. Select the code either by highlighting a code or using the search feature in Maintenance menu.

2. Click on Maintenance from either tab, Revenue Codes or GL Account, to display the drop down menu.

3. Select ‘Delete Current Record’.

Editing A Revenue Code

1. From either tab, select the code you would like to modify.

2. You may not change Personal Charge designation via editing. You may delete the revenue code and re-enter the correct information via Adding.

7.2 HCPCS CODES
The HCPCS CODES screen allows you to maintain your HCPCS codes for Part B billing. This screen permits you to add or delete HCPCS codes by clicking the Maintain sub menu. Review the data requirements and follow the steps to complete this screen. See below.

Adding a HCPC Code

1. Click on Maintain sub menu and select Add New Record

2. Enter a new HCPC code

3. Fill in Revenue Code if applicable

4. Complete the description field

5. Enter the reimbursement rate (Reimb. Rate), which is the Medicare reimbursement rate for a given HCPC

6. The Charge Rate is the rate your facility charges for a given HCPC.

7. Reimb Percentage represents the reimbursement percentage for Medicare vs. co-insurance for a given HCPC. Medicare assigns the reimbursement percentage for a given HCPC. You may expect 100% reimbursement for one HCPC and 80% for another. Check with your Medicare contacts.

Deleting a HCPC Code
1. Select a HCPC
2. From the Maintain sub menu, select Delete Current Record
3. Complete the confirmation box.

Use NEXT and PREVIOUS buttons to navigate to the next code.

CLOSE the screen once you have completed the table

7.3 RUG III CODES
RUGS III rates are for processing Part A Billings. There are no limits as to the number of RUGS III codes you may create.
From the RUG III Code screen, see below, you may add or delete RUGS codes.

Adding a RUG III Code
1. Click on the Maintain sub menu
2. Select Add New Record
3. Click on YES to close the dialog box
4. Enter a new code
5. Enter a rate
6. Click on NEXT or PREVIOUS button to move to the next code
Deleting a RUG III Code
1. Click on the Maintain sub menu
2. Select Delete Current Record
3. Click YES to close dialog box
4. Click on NEXT or PREVIOUS button to move to the next code
CLOSE when you complete creating the RUGS III table.

7.4 HIPPS MODIFIER CODES
HIPPS Codes have an impact on Medicare Part A Billings.

Adding a HIPPS MODIFIER Code
1. Click on the Maintain sub menu
2. Select Add New Record
3. Click on YES to close the dialog box
4. Enter a new code
5. Enter a rate
6. Click on NEXT or PREVIOUS button to move to the next code
Deleting a HIPPS MODIFIER Code
1. Click on the Maintain sub menu
2. Select Delete Current Record
3. Click YES to close dialog box
4. Click on NEXT or PREVIOUS button to move to the next code
CLOSE when you complete creating the HIPPS MODIFIER III table.
7.5 ROOM/BED DATABASE

The ROMM/BED DATABASE Screen is designed to create an inventory of beds in your facility. To open the screen, click on ROOM/BED DATABASE. See below. In this screen, you may:

Create/Delete an inventory of beds in each room

Assign a rate for bed

Designate Medicare certification status of each bed.

Note that all data entry occurs in the top half of the screen. Use NEXT and PREVIOUS buttons to review the database and/or to edit room/bed information. The system saves modifications after you move to another record or exit the screen (click on CLOSE).
Adding a Bed/Room
1. Click on Maintain sub menu
2. Select Add New Record, and click YES to close dialog box
3. Enter a room number, OK
4. Now enter information by bed, e.g., bed A, in the top half of the screen
5. Check whether the bed is Medicare/Medicaid certified
6. Input bed rate
Deleting a Bed/Room
1. Place cursor on the record you would like to delete from the Bed/Room table
2. Click on Maintain sub menu
3. Select Delete Current Record
4. Respond to the deletion confirmation box.
You may use NEXT or PREVIOUS buttons to review the database. Click on CLOSE button to exit the screen.

7.6 PHYSICIAN INFORMATION
This Physician Information screen allows you to create a database of physicians associated with your facility. Click on PHYSICIAN INFORMATION to access the screen.

Adding a New Physician Record
1. Click on Maintain and select Add New Record
2. Reply YES to confirm your desire to add a new physician
3. Enter the UPIN # in the pop up menu
4. Again, all data entry occurs in the top half of the screen; enter physician name, address, city/state/zip and telephone number
5. Use NEXT and PREVIOUS buttons to update and/or edit the information.
Deleting a Physician Record
1. Select the physician record you intend to delete
2. Click on Maintain and select Delete Current Record
3. Confirm deletion.
Click on CLOSE to exit the screen.

7.7 DIAGNOSIS CODES
Click on DIAGNOSIS CODES to open the screen. All versions are preloaded with standard diagnosis codes. However, you do have the option to enter your own codes and to update the information.
To review the preloaded diagnosis codes, click on the Diagnosis Codes to open the screen. See below.

Adding a New Diagnosis Code
1. Click on Maintain and select Add New Record
2. Reply YES to confirm your desire to add a new code
3. Enter a diagnosis code and OK
4. Again, all data entry occurs in the top half of the screen; enter a description.
5. Use NEXT and PREVIOUS buttons to update and/or edit the information.
Deleting a Diagnosis Code
1. Select a diagnosis code to delete
2. Click on Maintain and select Delete Current Record
3. Confirm deletion.
Click on CLOSE to exit the screen.

7.8 CONDITION CODES
Click on CONDITION CODES and review the preloaded Medicare Condition Codes, see below. You may add or delete the codes to comply with HCFA specifications.

Adding a New Condition Code
1. Click on Maintain and select Add New Record
2. Reply YES to confirm your desire to add a new code
3. Enter a condition code and OK
4. Again, all data entry occurs in the top half of the screen; enter a description.
5. Use NEXT and PREVIOUS buttons to update and/or edit the information.
Deleting a Condition Code
1. Select a condition code to delete
2. Click on Maintain and select Delete Current Record
3. Confirm deletion.
Click on CLOSE to exit the screen.

7.9 MEDICARE STATUS CODES
The system is preloaded with Medicare patient status codes. Please check for accuracy and completeness
To open the screen, click on MEDICARE STATUS CODES. See below.

Adding a New Patient Status Code
1. Click on Maintain and select Add New Record
2. Reply YES to confirm your desire to add a new code
3. Enter a Patient Status code and OK
4. Again, all data entry occurs in the top half of the screen; enter a description.
5. Use NEXT and PREVIOUS buttons to update and/or edit the information.
Deleting a Patient Status Code
1. Select a Patient Status code to delete
2. Click on Maintain and select Delete Current Record
3. Confirm deletion.
Click on CLOSE to exit the screen.

7.10 MEDICAID STATUS CODES
The system is preloaded with a table of Medicaid status codes. Again, check for accuracy and completeness. To open the screen, click on MEDICAID STATUS CODES. See below.

Adding a New Patient Status Code
1. Click on Maintain and select Add New Record
2. Reply YES to confirm your desire to add a new code
3. Enter a Patient Status code and OK
4. Again, all data entry occurs in the top half of the screen; enter a description.
5. Use NEXT and PREVIOUS buttons to update and/or edit the information.
Deleting a Patient Status Code
1. Select a Patient Status code to delete
2. Click on Maintain and select Delete Current Record
3. Confirm deletion.
Click on CLOSE to exit the screen.

7.11 STATE CONFIGURATION
As you know, each state has its own reimbursement methodology with regards to Medicare coinsurance and receivables processing for Medicaid.
1. Make your selection from the table
2. Click on SAVE
3. Click on CLOSE.