Accounts Receivable Process Guide - Amazon S3 Enterprise System Accounts Receivable Process Guide...

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HHAeXchange

Accounts Receivable Process Guide The Cash Payment Module and Collection Dashboard


Document Revision History

Date Description of Revision

6/01/2016 Initial version of the document

9/23/2016 Updated for the changes listed below:

• Page 13: Collection Report, Summary View

• Page 14: Collection Report, Detail View

• Page 14: Collection Report, Detail View by Patient

5/08/2017 Updated for the changes listed below:

• Page 6: Changes to the Bulk Adjustment function.


Table of Contents

Overview ............................................................................................................................... 1

The Cash Payment Module .................................................................................................... 2

Logging Manual Payments ........................................................................................................................ 2

Manual Payment ................................................................................................................................... 2

Credit ..................................................................................................................................................... 4

Adjustments .......................................................................................................................................... 5

Bulk Adjustments ...................................................................................................................................... 6

E-Remittance ............................................................................................................................................. 8

Logging Refunds ........................................................................................................................................ 9

Search and Edit Payments/Refunds ........................................................................................................ 10

The Collection Dashboard .................................................................................................... 11

Searching for Collection Issues ............................................................................................................... 11

Note(s)/Follow Up ................................................................................................................................... 13

Reports ............................................................................................................................... 14

Collection Report, Summary View .......................................................................................................... 14

Collection Report, Detail View ................................................................................................................ 15

Collection Report, Detail View by Patient ............................................................................................... 15

Billing by Contract Summary ................................................................................................................... 16

Billing by Contract Detail ......................................................................................................................... 16

Cash Receipt Journal ............................................................................................................................... 17

Cash Posting Detail by Check .................................................................................................................. 17

Payment Adjustment Report .................................................................................................................. 18

Credit Report ........................................................................................................................................... 18

AR Summary ............................................................................................................................................ 19

AR Detail Report ...................................................................................................................................... 19

AR Detail per Visit ................................................................................................................................... 20

The Enterprise System

Accounts Receivable Process Guide Page | 1 The Cash Payment Module and Collection Dashboard Overview Proprietary & Confidential

Overview

This process guide provides step-by-step instruction on the setup and use of HHAeXchange’s Cash Payment Module and Collection Dashboard, or HHAeXchange’s Accounts Receivable functionality. Further inquiry concerning the contents of this document should be directed to HHAeXchange Customer Support.

mailto:[email protected]?subject=Accounts%20Receivable

mailto:[email protected]?subject=Accounts%20Receivable


Accounts Receivable Process Guide Page | 2 The Cash Payment Module and Collection Dashboard The Cash Payment Module Proprietary & Confidential

The Cash Payment Module

The Cash Payment module is a record keeping tool that allows your Agency to track payments against open invoices. The process of logging payments for Contracts (Payers) and Private Pay patients is handled either manually or automatically depending on what type of payment remittance the Payer supports. This section will cover the process of entering and editing payments, as well as issuing refunds, placing money on credit, making adjustments to payments, and more. It is important to note that this is a record keeping tool: any actual payment transactions will take place outside of HHAeXchange. To open the Cash Payment module, navigate to Billing > Cash Payments

Logging Manual Payments

If your Payer provides a “paper” (non-electronic) explanation of payments, this information must be added manually to the Cash Payment module by your system users. To manually log payments, you’ll have to enter the summary details of the payment, then apply the payment to individual invoices which have been processed in HHAeXchange. Even if the Payer provides an explanation of payments electronically (also referred to as a ‘Remittance’), you may need to log some items manually if there is a discrepancy between the billed amount and the remittance received. HHAeXchange will only process electronic remittances automatically if the remittance lists the invoice as paid in full. Any invoices which have been denied or received partial payments must be logged manually.

Manual Payment

Manual payments are made on the Cash Payment module’s New Payment page.

Contract (left) and Private Pay (Right) Payments

To enter payment information, complete the following:

1. Navigate to: Billing > Cash Payments > New Payment

2. Click on the button.



3. Fill out the required fields.

a. When entering payment info from a Contract, the system will prompt users to pick a Payer, whereas a Private Pay payment requires the Patient’s Admission ID (as seen in the image above).

b. The Retention & Recruitment field is used to record any funds sent with the payment which may be used by your Agency to improve working conditions for existing Caregivers and/or to attract new employees. The value entered in this field will be deducted from the overall Amount.

4. After logging the general information for the payment, click . The Payment Info will appear on the banner of the Receive Payments page.

Banner on Receive Payments page

5. Once payment information has been entered, click on to open the Visit Search window. From here, search for the Visits covered by the remittance. The search will automatically sort results by the Contract or Private Payer specified in the payment information.

Visit Search/Apply Payment

Note: The button on the New Payment page will remain locked until payment information has been entered.

6. The search results will display each Visit as a line item in which you may apply a Payment, an Adjustment, a TT Adjustment, a Write-off, or Other Adjustments. Selecting the checkbox to the right of the Visit Date column will automatically apply a full payment to the Visit. Select the relevant invoices and enter pay info in the Payment field.

a. Above the search results, you may review the Applied Amount, or how much of the payment has already been applied to Visits, the Balance Amount, how much of the payment remains, and the Applied From Credit, or how much has been applied from existing credit.



7. When you have finished issuing payment to the appropriate Visits, as well as any required

adjustments, select to save the information and conduct another Visit Search, or

to save the information and close the window.

8. Once all invoices have been paid and the Balance Amount for the payment is zero, click on the Receive Payment page to finalize work on this payment.

9. When a payment is posted, the system places a ‘soft lock’ on the information, meaning line items cannot be edited. To post a payment, the Balance Amount must be zero.

Credit

Credit is extra money received in a payment that is meant to be retained by your Agency to cover the balance of future invoices. If, for example, you invoice a Payer $1,000 and receive at remittance of $1,200, they may request the extra $200 be placed on credit and used to pay a future invoice. When converting income from a payment into credit, the amount converted will be deducted from the Balance Amount of the payment. To add, and use Credit, complete the following:

1. Navigate to the Receive Payment page and click on the link beside Place on Credit. The following window will open:

Place On Credit

2. From this window, you’ll have the option to add money to General Credit or Patient-Specific

Credit. Click on to enter the Credit.

a. General Credit may be used to cover the balance of any Visits authorized by the Payer in a future payment, while Patient-Specific Credit may only be applied to Visits scheduled for a specific Patient.

b. The system differentiates between General and Patient-Specific Credit by placing the latter in parenthesis. The total amount of the payment placed on Credit (General + Patient) will display next to it, as pictured in the image below:



Total Credit (Patient-Specific Credit)

c. The Place on Credit field displays funds converted to Credit from the current payment (and is unavailable for use), while the Credit Available field displays credit from past payments (and is available for use).

3. To apply existing Credit to a Visit, click the link in the Apply Credit column.

Apply Credit and Balance

Note: Applying Credits will not impact the Balance Amount of the current Payment, but will affect the balance of the Visit. When Credit is applied to a Visit, it will be reflected by the Available Credit field.

Adjustments

Adjustments are a bookkeeping tool used to close out an open balance for an invoice without affecting the overall Balance Amount for the Payment. Generally, Adjustments are entered when a payment is less than the amount you invoiced for, but for some reason you do not anticipate ever receiving the full payment amount. For example: you invoice for $100, but are only paid $80. In order to close this balance, an adjustment of $20 would be entered.

Adjustments

All adjustments work the same way in HHAeXchange: if a value is entered, this value will act to close the balance of the invoice without drawing money from the available payment Balance Amount. Logging adjustments as a particular type allows your agency to classify and report on different adjustment. Note: Adjustments, TT Adjustments, and Write-Offs are default fields in HHAeXchange. Users can also click Other Adjustment, which allows adjustment amounts to be tagged with custom Adjustment Reasons. These reasons are configured via the Reference Table Management function.



Bulk Adjustments

The Bulk Adjustment function allows users to apply and process adjustments to open invoice items. Users may enter adjustments on a case-by-case basis, or set adjustment criteria to quickly apply and process adjustments to multiple items. To process adjustments using this function, complete the following:

1. Navigate to Billing > Cash Posting > Bulk Adjustments

2. Enter values for the available filter fields (if required) to return the desired open invoice items.

Search Filters, Bulk Adjustments Page

3. To place an automatic adjustment to all invoice items returned by the search, enter values for the following fields:

a. Default Adjustment As: Users can assign an adjustment reason to all open invoice items returned by the search. Adjustment reasons includes Adjustment, TT Adjust, and Write-Off, as well as any custom reasons set via the Reference Table.

b. Visit Balance is: Users may specify which open invoice items returned by the search receive an adjustment, reducing the balance to “0”.

This field utilizes one of the following qualifiers, as well as a numeric value, to make the adjustment: Less than, Greater than, Equal to, or Between.

Visit Balance Is and Default Adjustment As Fields

4. Click . The search will return any invoice items meeting the search criteria (if set). Additionally, any invoice items returned will receive the adjustment settings entered in the Default Adjustment As and Visit Balance Is fields (if set).

Open Invoice Items



5. Each line item in the search results represents an open invoice item. To apply an adjustment to an open invoice item, and confirm the item for processing, users must select the associated checkbox in the right most column.

a. If adjustments were applied using the Default Adjustment As and Visit Balance Is field, users are still required to select the invoice items to finalize the adjustments.

6. Once all the open invoice items are adjusted and flagged for processing, click the

button:

Process Selected Invoice Items

7. When a bulk adjustment completes, the system will generate one or more checks (depending on the number of unique Contracts represented in the bulk adjustment).

Bulk Adjustment Checks

8. Checks generated through this process are automatically assigned a Posted status and begin with “ADJUST”, allowing users to easily differentiate between actual checks, and the adjustment checks. The purpose of the adjustment check is to provide Agencies a simple method of tracking adjusted created using this process.



E-Remittance

Payments sent in an electronic format can be automatically applied to the corresponding invoices in a process called E-Remittance. E-Remittances will only apply payments to line items that are paid in full; any discrepancies in the billed amount and actual payment have to be handled manually in the Cash Payment module.

1. To view E-Remittances navigate to: Billing > Electronic Billing > E-Remittance Search

E-Remittance Search Page

2. The page shown in the image above displays information such as Billed Amount, Paid Amount, Rejected Amount, and Adjusted Amount. It will also display the payments Status.

3. Clicking on the units under Billed Amount or Rejected Amount will open an external document containing a breakdown of the E-Remittance.

Electronic Remittance Preview



Logging Refunds

Refunds may be performed when a Contract requests their credit be reimbursed, or when a Private Pay Patient cancels service and their security deposit needs to be returned. To log a refund, complete the following:

1. Navigate to: Billing > Cash Payments > New Refund > Refund Info

2. The Refund Info window will open and prompt you for the relevant refund information.

a. When entering refund info from a Contract, the system will prompt users to pick a Payer, whereas a Private Pay payment requires the individual Patient’s Admission ID.

Refund Info Popup

3. Once the refund information has been entered, it can be applied to the appropriate Payer by clicking on the Select Credits for Refund link on the Refund page. When applying credit for a refund, the system allows you to specify which credit to apply, or from which Check or Patient to take credit from.

Apply Credit for Refund

4. Refunds may be reviewed on the Search Payment page on the Cash Payment module once they have been saved.

5. Once Refunds have been logged, the credits refunded will no longer be available.



Search and Edit Payments/Refunds

HHAeXchange maintains records of all payment and refund information entered in the Cash Payment module. To search for a payment/refund, complete the following:

1. Navigate to: Billing > Cash Payments > Search Payment

Search Payment Page

2. Click Search to pull up all records in the Cash Payment module. You can use the Payment Type, Contract, and Status fields, among others, to filter the search results.

3. Clicking on the button to the left of each line item will open the individual. From here payments and refunds can modified.

4. If a payment or refund has been posted, this is where they may be Unposted, or opened again for editing purposes.

Edit Payment/Refund

Note: Once a payment or refund has been updated, they must be re-posted.


Accounts Receivable Process Guide Page | 11 The Cash Payment Module and Collection Dashboard The Collection Dashboard Proprietary & Confidential

The Collection Dashboard

The Collection Dashboard is a record keeping tool used to track the status of outstanding collection issues, such as partial payments or denied claims. Users may utilize a number of filtering fields to sort through collections issues and address urgent cases. Note: Any adjustments or edits made to payment information must be completed in the Cash Payment module.

Searching for Collection Issues

To search for collection issues, complete the following:

1. Navigate to Action > Collection

Collection Dashboard

2. Assign values to the filter fields to sort through collection issues. You also have the option to review search results in a Summary or Detail view.

a. The Summary View will display all active Contracts, open claims, money owed, and any partially paid balances if viewed by Status. Displaying the Summary View by Aging will present open claims and money owed in 30 day intervals.

Summary View by Status (Top) and Aging (Bottom)



Note: Only the Summary View can be modified by the Status and Aging view options.

b. Conducting a search with Detail View selected will present information on each individual Visit with pay discrepancies. It will also pull the notes from the Note(s)/Follow Up field in the Cash Payment module.

Collection Detail View

3. In the Detail View, each line item is highlighted by a color which corresponds with its status:

Collection Status Legend

Note: This legend is available for review on the Collection Dashboard. In the search results, click on the Legend link.

4. From the search results, you can easily quickly access a Patient’s profile, the invoice the Visit was a part of, and any notes associated with the issue. You’ll also be able to review any pertinent payment information associated with the Visit.



Note(s)/Follow Up

The Note(s)/Follow Up functionality allows users to maintain a record of outstanding collection issues. More specifically, this function may be used to:

• Track any communications between the Agency and Payer as well as within the Agency itself.

• Assign issues to specific users (or Collection Representatives).

• Set Follow Up Dates which will prompt the system to remind Collection Representatives to review the case.

This function is found in both the Cash Payment module and the Collection Dashboard to facilitate communication between internal users. When the Note(s)/Follow Up window is opened from either of these pages, users will be able to create a new Note, as well as review past notes for the case:

Note(s)/Follow Up Window

Any collection issue an Agency is in the process of resolving may be monitored with the Note(s)/Follow Up functionality.

Note: This function is heavily reliant on custom values setup by the Agency: AR Note Reason, Collection Representative, Collection Follow Up Representative, Claim Status, Current Reason for Non-Payment, and Collection Status are all Reference Table Items.


Accounts Receivable Process Guide Page | 14 The Cash Payment Module and Collection Dashboard Reports Proprietary & Confidential

Reports

The information entered on invoices and in the Cash Payment module can be exported and formatted into various Reports. These reports range in thoroughness: some provide basic overviews while others offer a complete breakdown of specific information.

Collection Report, Summary View

The Collection Report, Summary View displays information from the Collection Dashboard in the Summary View. The Report will display information based on the search parameters set on the Collection page. To run this Report, navigate to Action > Collection, select the Summary View radio button, and click

Collection Report by Summary



Collection Report, Detail View

The Collection Report, Detail View displays information from the Collection Dashboard in the Detail View. The Report will display information based on the search parameters set on the Collection page.

To run this Report, navigate to Action > Collection, select the Detail View radio button, click and select Print Detailed View.

Collection Report, Detail View

Collection Report, Detail View by Patient

The Collection Report, Detail View displays information from the Collection Dashboard in the Detail View. The Report will breakup information by Patient, with respect to the search parameters set on the Collection page.

To run this Report, navigate to Action > Collection, select the Detail View radio button, click and select Print Detailed View by Patient.

Collection Report, Detail View by Patient



Billing by Contract Summary

The Billing by Contract Summary report will provide a high level overview of revenue for a Contract(s) over a specified time frame. The report can be broadened to include all Contracts managed by an Agency. To navigate to this report, follow: Report > Sales > Billing by Contract Summary

Bulling by Contract Summary Report

Billing by Contract Detail

The Billing by Contract Detail report will breakdown the information found on the Billing by Contract Summary report by invoice. For example, in Figure 22, the summary report shows that Caring Hands Medical Group has been billed for $1170 in the specified date range. The Billing by Contract Detail report itemizes each invoice comprising this $1170 bill. To navigate to this report, follow: Report > Sales > Billing by Contract Detail

Billing by Contract Detail Report



Cash Receipt Journal

The Cash Receipt Journal report provides an overview of remittance checks entered in the Cash Payment module. It will also display the total amount of money received by a contract. To navigate to this report, follow: Report > AR > Cash Posting > Cash Receipt Journal

Cash Recepit Journal

Cash Posting Detail by Check

The Cash Posting Detail by Check breaks-down the distribution of a check from invoice to invoice. It also provides information on any adjustments made or credit applied. To navigate to this report, follow: Report > AR > Cash Posting > Cash Posting Detail by Check

Cash Posting Detail by Check Report



Payment Adjustment Report

The Payment Adjustment Report is used to review adjustments made to checks in the Cash Posting module. To navigate to this report, follow: Report > AR > Cash Posting > Payment Adjustment Report

Payment Adjustment Report

Credit Report

The Credit Report is used to review everything relating to credit: credit received, placed on a payment, refunded, etc. To navigate to this report, follow: Report > AR > Cash Posting > Credit Report

Credit Report



AR Summary

The AR Summary report contains an aging view of client receivables, or the billing minus the cash payments. The receivables are divided by thirty day increments. To navigate to this report, follow: Report > AR > AR Summary Report

AR Summary Report

AR Detail Report

The AR Detail Report breaks down receivables to the invoice level, showing the patient details as well as billing information and notes made in the Cash Payment module. To navigate to this report, follow: Report > AR > AR Detail Report V2

AR Detail Report



AR Detail per Visit

The AR Detail per Visit report breaks down receivable to the visit level, or each individual visit within an invoice. To navigate to this report, follow: Report > AR > AR Detail per Visit

AR Detail per Visit

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