2018 User Meeting Intellect Presentation€¦ · 2018 User Meeting Intellect Presentation for...

2018 User Meeting Intellect Presentation

for Pediatrics

Presented by

Carole Hawkins, Project Manager

[email protected]

Prime Clinical Systems, Inc. (Pediatrics – April 2018) 1

mailto:[email protected]

Topics Covered

INTELLECT PRESENTATION Part 1

Pediatric Features:

• Pediatric Registration

Schedule & Registration Features:

• Recall Letters

• Appointment List

• New Features

Q & A

BREAK


Topics Covered continued

INTELLECT PRESENTATION Part 2

Billing Features:

• Charge Posting Options

• Paperless Electronic Billing Reports

• View Claim Files

• Posting ERA files

• Management Reports

• New Features

Office Task Manager

Online Resources

Q & A


Intellect Presentation Part 1


Pediatric Features


Pediatric Registration

Pediatric Registration allows tracking of Patient, Guardian and Guarantor for each account.

When registering Pediatric Patients, you will complete screens for:

• Pediatric Patient Registration & Insurance

• Guarantor Registration

Registration Regular Patient option allows add, modify, delete or search for patient & guarantor demographic/insurance information.

NOTE: This registration option, which requires additional setup by support, should only be used if ALL patients are pediatric patients.


Pediatric Patient Screen


Guarantor

Information

Guardian

Information

Pediatric Patient Registration

Guarantor Section: (Appears below patient’s account number, chart number and name.)

• Guarantor account must be created for financially responsible party.

o Family Statements will be sent to the Guarantor.

• Tracks <Relationship> to patient.

NOTE: The Guarantor’s address, Home Phone, Cell Phone, Email Address and Employer are entered on the screen for the Guarantor’s account.



Patient Section: Information listed between the Guarantor section & the Guardian section contains the patient’s information.

• Home Address or <Email Address> may be used for Recall Letters.

• <Home Phone No>, <Cell Phone No> & <Email Address> may be used for Appointment Reminders.

NOTE: The Guarantor’s address defaults as the patient’s address, but may be updated if different.



Guardian Section: (These fields only appear on the Pediatric Registration screen.)

• Track <Guardian Relationship> to patient.

• Displays <Cell Phone No.>, <Email Address> & Work <Phone> for the Guardian.

NOTE: Since the patient resides with the Guardian, the patient’s <Home Phone No> & Address will also be the Guardian’s home phone number and address.


Pediatric Patient Screen


Guarantor

Information

Guardian

Information

Pediatric Guarantor Screen

Press [F2] in <Guarantor> field then search and select:

• [Add] to add a new Guarantor.

• [Modify] to update the highlighted Guarantor account.


Pediatric Guarantor Screen


Scheduling & Registration Features


Recall Letters

Recall Letters Based on Panel Codes:

• Automatically generate future recall letters based on <Panel Code> entered when posting charges.

• <Message Code> & <Remark Code> for the Recall Letter MUST be the same as the <Panel Code>.

• For <Panel Code>, Utility Procedure Procedure <Recall in Month(s)> determines how many months after the posted charge, the recall letter will be generated.


Utility Messages Remark

Utility Messages

Message


Utility Procedure Procedure

Recall Letters

Recall Letters Based on Diagnosis Code:

• Automatically generate future recall letters based on <Diagnosis Code> used when posting charges.

• <Message Code> & <Remark Code> for the Recall Letter MUST be the same as the <Diagnosis Code>.

• For the <Diagnosis Code>, Utility Diagnosis Diagnosis <Recall in Month(s)> determines how many months after the posted charge, the recall letter will be generated.


Utility Messages Remark

Utility Messages

Message

Utility Diagnosis Diagnosis


Recall Letters

When Diagnosis or Panel entered on Charges Charge:

Recall Letter added to Schedule Recall:

Automated nightly task can be set to print or email letters.



Appointment List

Effective version 16.12.02: Customization available to add, remove or rearrange displayed columns pulling information from Appointment, Registration & Patient Insurance screens.

At a glance:

• View appointments scheduled for entire day or specific provider. • Check confirmation status for automated reminders or update when

calling patients. • Determine if patient’s insurance updated and/or eligibility verified.

Contact support to request customization to Appointment List screen.

New Scheduling & Registration Features

Schedule Appointment Full Day:

• NEW FEATURE on Add Appointment window.

• Send email to patient with link to update/review Demographic, Insurance and/or Health History information.

Requires email setup in Intellect with SSL certification for encrypted data.


Feature Available on 17.10.20 Release


Sample Email: Patient selects UPDATE icon to access Demographic, Insurances and/or Health History forms for updating.


Update Demographic/Insurance/Health History Email


Patient Demographic:

• Displays current data from the registration screen in Intellect.

• Automatically updates Intellect when patient makes changes.




Patient Insurance:

• Displays current data from insurance screen in Intellect.

• Automatically updates Intellect when patient makes changes.




Patient Health History: For PCM users only, 4 different Patient Data Tables are automatically updated when Patient Health History is completed.

• Symptoms (PT_SYMPTOMS)

• Health Habits (PT_HEALTH_HABITS)

• Family Health History (PT_HEALTH_HISTORY)

• Menstrual History (PT_MENSTRUAL_HISTORY)

Customization of the document/form is billable.




Patient Health History Sample




Patient Health History Sample continued




CURRENT SYMPTOMS: adds a record to Symptoms in Patient Data Table.




CURRENT SYMPTOMS: (continued)

HABITS: adds a record to Health Habits in Patient Data Table.




FAMILY HEALTH HISTORY: adds a record to Family Health History in Patient Data Table.

FEMALES MENSTRUAL HISTORY: adds a record to Menstrual History in Patient Data Table.




Calls through Twilio: Messages may now include <Co Payment> and <Deductible Met> amounts from patient’s insurance screen.




<Confirmation>: New option & color coding changes.

• ‘Patient Canceled’: (NEW) Displays in red & indicates patient selected ‘2’ to cancel when appointment reminder received via Twilio.

• ‘Canceled’: Displays in light pink & indicates manually updated by office.




Schedule Appointment Print: New Late Confirmation Appointment report tracks when <Confirmation> set to ‘Canceled’ on the Modify Appointment screen.




[Additional Demographics]: New button on Registration screen opens screen for additional demographic information.

Added 17.08.16

• Multiple Birth

• Birth Order




Receipts: Provider/Doctor code and name now available to print on receipts. Contact support to request additional fields.




Time for Questions!


10 Minute Break

Intellect Presentation Part 2


Charges & Billing Features


Options for Charge Posting in Intellect

Charges Charge menu

Appointment Schedule:

• Appointment List tab

o Post Charges

o Post Super Bill

• Surgery List tab

o Post Charges

o Post Super Bill

• Appointment window for Surgery tab

NOTE: Post Super Bill option requires setup of diagnosis and procedure codes for onscreen Super Bill.


Charges Charge screen

NEW OPTION: While posting charges, post patient payments quickly to multiple lines using ‘J’ to jump.

• Distribute payment & discount proportionally to all lines for CASH patients.

• Apply payment to selected charge lines where patient is responsible, such as purchased products or administrative fees.

• Apply pre-paid amount towards deductible based on approved amount.



Version 17.08.16: Contains 360 new ICD10 codes for 2018!

For PCM users only: Effective 17.06.09 release, diagnosis codes will be added to the favorites list in PCM if <PCM Favorite> set to ‘ZZZ101’.




When <PCM Favorite> set to ZZZ101, diagnosis code added to Custom SB Codes on Diagnosis Search Screen in PCM.


Electronic Billing Report

Paperless options available!

• Effective version 16.10.11: Automated nightly task can be set to send electronic billing printouts via email.

• Send to ‘PDF’ printer to view onscreen:

o When submitted through automation, the report is available to view the following day.

o When submitted manually, through Billing Tele Com Submit Claim, select printer ‘PDF’ to view immediately after transmission completed.

Contact support to request electronic billing reports from automated nightly task be sent via email or to printer ‘PDF’.


Electronic Billing Report View PDF files after claims transmission completed:

• Select Job Manager icon or press [Ctrl][J].

o Print jobs listed for logged on user and ‘SCHEDULED’ automated tasks.

o ‘SCHEDULED: GOP ELECTRONIC BILLING’ (automation)

• Highlight print job then click PDF file listed in Task log to view.


SAMPLE: Electronic Billing Report


Control No. listed on

Billing View Claim

Files.

Billing Reports

Billing View Claim Files:

• Easy Tracking – Lists billing generated in descending calendar date order for the last 90 days.

• INS indicates to which clearinghouse electronic claims were sent.

• Control No. indentifies the electronic claim file and will appear on clearinghouse reports & Electronic Billing Report.


Payments & Ledgers


Reprint or Post ERA Files

Payment Auto Payment: New drop down options effective versions 16.10.11 & 16.11.10


Press [F2] to display list of

downloaded ERA files.

Select filename to reprint

or post ERA.

Automated Payment Journal

SAVE PAPER! Print to ‘PDF’ then view file onscreen or save.

Press [Ctrl][J] OR select Job Manager icon .

Highlight print job then click on PDF file listed in Task log.


Management Reports


New Options – Management Reports

Management Detail: Payment/Adjustment Report

• Added ‘User’ column to track who posted the payment/adjustment.

• Effective 17.06.09 Release:

o On charge line, ‘Who’ indicates responsible party at time charge was posted & ‘User’ who posted the charge.

o On payment line, check number prints in ‘Approved’ column and ‘Who’ indicates responsible party after payment posted.



New Options – Management Reports

Management Detail: : When ERA payment posted through Payment Auto Payment, Intellect will print the following on the Detail Report:

• If approved amount is included on ERA file, then the ERA Approved Amount will print on the report.

• If approved amount is NOT included on ERA file, then the Fee Schedule Allowed Amount will print.

NOTE: When manually posting through Payment Open Item the <Approved> amount will print on the report.



New Report – Management Reports

Management Custom Reports: Referring Statistic is based on <Referring Name> on registration screen.

• Count: Unique patient count for EACH referring provider/source.

• Total: Total of ALL referral sources on the report.

• %: Percentage of the TOTAL referrals for each referring provider/source.



Management Report

Email Reports with Financial Information:

• To meet HIPAA requirements, documents will be emailed as an encrypted PDF attachment and a separate email will be sent with the password to open the file.

• Standard email message with attachment:

We have attached a report for your review; the information in the

report has been encrypted. The password to open the

attachment will be sent in a separate email.

• Exact text for customized message should be emailed to [email protected].

NOTE: Email configuration will need to be set up in Intellect.



Management Reports

For PCM users only – Export Intellect Report to PCM

• Any Intellect report may be exported to PCM for storage.

• Export in PDF format.

• Set up is needed to use this feature:

o Printer setup for PCM Chart

o Add account in Intellect with <Last Name> set to ‘INTELLECT_REPORTS’.

o Create chart in PCM

• Effective version 16.02.02:

o New <Save as Chart> option for any printer.

o Prints hardcopy AND save to chart.


Generate report in Intellect & select

printer ‘PCM Chart’.

PDF file will be saved to PCM chart with

last name ‘INTELLECT_REPORTS’.

Management Reports

Export Intellect Report to PCM (continued)

• Exports to PCM chart for INTELLECT_REPORTS.

• Reports filed under chart tab ‘Int_rpt’.

• Doc Date defaults to the date the report was generated.

• Doc Type defaults to Intellect report name.


Management Reports

OPTIONAL Cover Page: <First Page> field on Utility Set Up Printer Report Setup allows user to determine whether or not cover page with report criteria will print for each type of report.

• <Printer Class> is usually HP

• If <First Page> is set to ‘N’, then the cover page will NOT print.

• If <First Page> is left blank or set to ‘Y’, then the cover page WILL print.



Office Task Manager


Office Task Manager

Office Task Manager

• Keep track of tasks for specific patients or general ‘to do’ items with due dates even if not using PCM.

• May set to automatically open when scheduling appointments.

For PCM users only:

• PCM User must be linked to Intellect login.

• Intellect Office Task Manager & PCM Task Manager will share tasks.

• Unable to open chart from Intellect.

• Tasks for eRx & Meaningful Use functions can only be performed through PCM.


Office Task Manager


Office Task Manager

Utility Set Up Appointment Appointment Type <Add Task>: Set Office Task Manager to appear automatically when scheduling appointments.

• None: Disables feature when using Patient Self Check-In.

• Manual: Automatically display Office Task screen for new task when Add Appointment screen closed. Defaults <Notes> to appointment type specific message OR <Comments> for scheduled appointment.

• For PCM users only: Automatically assign tasks from PCM Treatment Plans.



Miscellaneous Features


Automated Nightly Tasks

Automated Tasks: Start times may be set for EACH task.

• For tasks where <Time> is blank, the start time is based on Utility Set Up Clinic <Schedule Time>.

• Tasks run in <Priority> order at the designated start time, unless <Par> is checked to run parallel to other tasks.

• IMPORTANT:

o Electronic billing tasks MUST run before printing paper claims.

o Some tasks cannot be set to run parallel.

o Contact support for assistance.


New Features

Faxage via Intellect:

• Send faxes from Intellect using Faxage (a third-party vendor).

• If not yet using Faxage, signup online at www.faxage.com.

• For PCM users: Able to use same Faxage username and password for both PCM and Intellect.

Required set up on Utility Tools Configuration screen:

After pressing [Print] button on any Intellect screen, select printer option for ‘FAX’ and enter the fax number(s) on Printer Dialog Box.



http://www.faxage.com/

Features for PCM Users Only

Utility Set Up Parameter <Create PCM Chart>:

• When set to ‘YES’:

o Medical Record Number (MR Num) is automatically created in PCM when new account added in Intellect through Registration or Add Appointment screens.

o In PCM, [Open Chart] button on Daily Appointment List or Add/Edit Accounts – Create New Chart screen will open the patient chart for the new Acct#/MR Num.

• When set to ‘NO’, the patient’s chart (MR Num) must be created in PCM.

o [Open Chart] on Daily Appointment List screen

OR

o [Create New Chart] on Add/Edit Accounts – Create New Chart screen




HIE Request: Context Menu option on Full Day Schedule.



• Query the hospital database via HIE communication for a patient with scheduled appointment.

• Automatically pull

information from selected facility and save the file to PCM inbox.

Additional set up required in both

Intellect & PCM for this feature. Displays list of

participating facilities.


Optional Patient Portal features allow patients to:

• Update demographic information.

• Schedule appointments and receive an email with appointment information.

• View and pay statement balances.

• Make credit card payments online using payment instructions on Patient Statements.


Additional setup required for these optional Patient Portal features.

Accessing our Website and Utilizing our

Tools!


Accessing Our Website

1. Log onto Prime Clinical Systems’ website www.primeclinical.com

2. Enter User name (A-####) & Password. If you need assistance, please contact [email protected].


http://www.primeclinical.com/


Utilizing our Tools!

Important Intellect items:

Training Tools:

• New Client Intellect Online Training Plan for New Intellect clients.

• Work Comp Intellect: Online Training Plan with Work Comp features.

• Continuing Education:

o Introduction to Continued Education PCS Help Guide

o LIVE Webinar registration

o Webinar Calendar

o Recorded Webinar


Utilizing our Tools!

Important Intellect items:

OnSTAFF/Intellect Info

• Intellect Videos Tutorials: View short videos focused on specific features.

• Documentation: Access same options as Help menu in Intellect when web browser is disabled for Hosted clients.

o Online Documentation

o Prime News: Archive of ALL Newsletters and client emails.

o Release Notes: Review the latest updated document and complete an Update Authorization Request.


73 Prime Clinical Systems, Inc. (Pediatrics – April 2018)



Support & References



Helpful Tips for Opening References: Support Open New Reference will send the reference to the

Intellect Support Team.

Use NEW TICKET screen for new Intellect references ONLY. • Include your Name & contact number.

If a reference was already opened, contact support via • Phone: (626) 449-1705 option 3. • Email: [email protected] • Fax: (626) 449-5615

Include your reference#, Client ID#, and contact information when sending a fax or email.



Time for Questions!

Thank you for attending our 2018 Intellect User Meeting Presentation!

Your feedback is important to making our User Meeting successful, please take a few minutes to complete the survey.


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