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!
