Techniques to Effectively Manage

Accounts ReceivableKirk Fahlberg – Unlimited SystemsTwitter = @kirkfahlberg

Purpose• Learn how to efficiently &

effectively manage Accounts Receivable in Centricity.

Benefits• Increase efficiency using an

interactive workflow

• Identify aging balances

• Improve accountability through documentation best practices

Agenda• Centricity AR Reports

– Benefits & Disadvantages

• Active AR -Workflow Efficiency– Identify issues through Billing searches

• Troubleshoot Claims• Documentation Best Practices

– Visit Description, Billing & Correspondence Notes

• Understanding Visit Status– Lifecycle, Visit Status & Activity Log

Accounts Receivable

Reports

AR Reports-Common• Accounts Receivable

– Aging by…– Procedure Date Aging– Outstanding Insurance– Credit Balance

• Collections Folder– Account Balances– Insurance Delinquency

• Administrative Folder– *Correspondence Audit Report

AR Reports-Administrative

• Correspondence Audit Report– Run by Patient, Provider or

User

AR Reports-Define• F1 to learn more about a report

AR Report-Benefits• Check “the Pulse” of AR • Identify problematic carriers• Administrative scorecard

AR Reports-Disadvantage• Doesn’t drive efficient

agent workflow– Paper reports become checklists

• Worked from top to bottom– Unable to group denials &

recurring issues

• Limited Feedback– Notes are frequently stored

externally & only known by the agent.

Active Accounts Receivable

Active AR-Billing Screen• Efficiency

starts in the Billing component– Date– Status - Not Paid or

others.– Insurance Group– Minimum Visit Ins.

Balance

Active AR-Review Status

Active AR-Audit Status• Worksheet to Audit Billing Visit

Statuses…– CHUG Forums

• Centricityusers.com• Forums• The Trading Post• Training Materials

Active AR-Audit Example• 22 Provider Practice

Active AR-Task Mgmt.• Build out queues to review

Statuses

http://cpstraining-gehc.com/joomla/Docs/cps10/13_CPS_PM_10_Task_ManagementCompanionGuide.pdf

Active AR-Billing Results• Is something missing?• How can this be more effective?

Active AR-Order Columns• Recommended Columns

• Right Click on a Column Header - choose Columns, update & save

Active AR-Sort Columns• Organize and Group items

Active AR-Group Issues

• Recommended Sorting– Visit Date - Check for “Timely Filing”– Visit Insurance Balance - Work highest

dollar– Last Filed - How long was it “out to

the carrier”

• Group issues to “Work Smarter, Not Harder”– Approval Results - Failed or Rejections– Patient, Doctor, Company, Facility, or

Insurance issues– Visit Description - Mile High View

• Use two windows - Billing & AR

Active AR-Drill Down

Troubleshoot Visits

Troubleshoot-Review Notes

• Visit Description - Short story• CPS – Approval or Batch rejects• Visit Billing Notes – Int.

messages

Troubleshoot-Corr. Tab• Permanent log of interaction

– Rejections, carrier or patient related AR notes

Troubleshoot-Claims Tab• Filing History

– Reorder columns headers for efficiency

• Clearinghouse & carrier responses– Limited error length– Shows reports that

affect the status of the visit.

Troubleshoot-Responses• EDI Response

Management– File Name - Blank or

type– Date Received -

• From: Date visit was sent.

• To: Leave blank– Search for files...

• Enter Ticket, Error or text

– Check “Include Archived”

Troubleshoot-EDI Reports

• Right Click on the report & choose View

Troubleshoot-Find Denials

• Click Edit - Find (CTRL+F) - enter Ticket, Error or text– NOTE: May be more than one entry in the

report file.

Troubleshoot-Note Errors• If denial is clear, correct &

refile• Note & research unknown

errors– Search Internet

• Google– Carriers Website– Contact Support

Documentation

Documentation-Description

• Mile High Claim Summary– “Three Legged Stool” - Status + Description +

Owner– Enter brief status message with date & initials

• Example: 50 J0885 - 03/20/14 KF”– Located: Payment Entry & on the Visit Screens

Documentation-Visit Note• Visit Note - Tell the short story

– Modifiable Notes for questions or reasons• Example: Refunds, adjustments, or

recoupment.– Located: Notes Tab & Transaction Distribution

Window• Double Click to add & see more information

Documentation-Corr. Note

• Correspondence Note - Detailed Story– Permanent log of troubleshooting– Located: Corr. Tab

Visit Status

Visit Status-Lifecycle• Automated Status

progression– Visit only change to the

expected next status• Example - Visit on Hold,

receives the last payment, it will not go to Paid unless manually changed

Visit Status-Definitions

Visit Status-Definitions

Visit Status-Manual

• These should only be changed if confident in the status change & office workflow– Other Status Examples: Refund, Refile & Bad Debt

Visit Status-Unexplained

• Visit Activity Log – May explain an

unexpected Status– Example: moved from

Paid to File Rejected– Bill Code & Status

Questions?

Thank you for attending!