Welcome to the Experior SurgeOn System Overview

1. Welcome to the Experior SurgeOn System Overview

2. This screen is broken into three sections. At the top the first section is an ICON tool bar that can be used to navigate the system. The other two sections can be customized by user to meet their functional needs.

3. The middle section displays the schedule for your rooms on a particular date. The information displaying in the banner for the case may be defined by user. The bright and light green highlighted times are doctor block times. Doctor and specialties can be assigned colors to make it easier for staff to recognize. This system provides for automated tiered release of block times. Two tiers exist; 1. is that time will be released to anyone else in the a particular specialty; 2. is to anyone other surgeon so that the time is utilized. A block time utilization report can be printed by surgeon. The Red block is a closed time to which no appointments may be made. The Burnt Orange block is a memo where an appointment may be booked if desired.

4. The lower section is called the Detail List which allows for more information to be displayed. The information displayed may be customized by user to provide more information about a case based on the user’s job description. The Patient Tracking area is exclusive to SurgeOn and allows the center to define stages of a case, i.e. Arrival, Pre-Op, etc., so that at a quick glance, staff can see the status of a patient. Notes may be attached to the tracking to remind staff of unique needs. Efficiency studies may be produced for management purposes. Most centers utilize the calendar to get to the date they want to use and then simply select the time on that date that works for the surgeon's and patient’s schedule.

5. The Main Tab is used to enter the primary information regarding the appointment. The date, time, duration and room are auto filled. Purpose and Anesthesia can be manually input or auto filled with the information selected on the Procedure Tab. Appointment Reminders can be attached to a case so they may be sent to the patient prior to their case. A question mark in a box is selected when needing to do an alpha search. Highlighting the correct selection and selecting ok will fill the information in to the proper field(s). After an existing account is selected the financial tab turns red if the account has a financial problem. The center can determine the parameters for this to appear.  

6. The Procedure Tab is used for staff to enter diagnoses, procedures, and modifiers at the time the appointment is scheduled or later in closing a case. Entry of a procedure is required if a facility wants to use preference card capabilities. The screen also displays the number of times this procedure has been performed by this surgeon with their Total Time, Avg. Time, Best Time, and Median Time.  Time display allows staff to determine if duration time should be updated utilizing up to the minute statistics. The area with the Green Check Mark indicates that the surgeon is credentialed to perform this case. Multiple warnings are provided if the surgeon is not credentialed.  

7. The Resource Tab allows user to attach resources to a case. This provides the immediate highlighting of resource conflicts to your staff. The “Load Pref Card” button allows staff and/or equipment to be loaded automatically based on their attachment to a preference card for this surgeon/procedure. Staff resource utilization also flows to the Case Costing module automatically so that this data is included in the calculation of total cost for a case by surgeon.

8. Upon selecting the “Load Pref Card” button, a resource is added to the case according to the requirements of the preference card for this surgeon/procedure.

9. The Calculation Tab adjudicates the primary insurance coverage for all procedures for this case. Scheduler can inform the patient of the estimated coverage at the time the case is scheduled. Ability to begin prepayment plan or collect any patient portion assists in reducing the amount of dollars affecting Accounts Receivables.

10. The Notes Tab allows a center to define custom tabs and additional fields to capture additional information. This data can be collected and printed on chart pack forms, or printed on reports designed by a center using any ODBC compliant program, such as Excel, Crystal Reports, Word, Monarch, etc. Fields may be defined as follows:          Text box          Drop down list          Numeric value          Date value          Time value Check box

11. As a facility’s calendar gets more utilized, FIND TIME will expedite finding a time where all resources are available.

12. Experior has over 60 Chart Pack forms available for use by a client. Patient demographic information will print automatically to populate the appropriate fields on the form. This prints on stock paper so there is no investment in preprinted forms. Labels may also be printed as a part of the Chart Pack. Center name and address will print on the forms.

13. When a procedure has been performed, the staff will use the “Open/Pending Appointments” screen to: Review the status of a case and edit for completeness for billing purposes Review and edit the preference card for complete supply usage for integration with inventory and case costing Daily processing will automatically close the day, produce statistical reports, statements, and electronic/paper claims, produce chart pack forms, etc. Reports are delivered to the user electronically using a center’s intranet.

14. Selecting a case on the “Open/Pending Appointments” screen will take you to the Main Tab screen for that case. Staff can update procedures, diagnoses, modifiers, supply usage or to close a case.

15. The pre-defined preference card information displays for staff review and editing. Items may be added/deleted and made billable/non-billable as determined by the center’s policy. Usage information may update inventory immediately or on a daily basis. Supply information also updates the Case Costing module.

16. Within SurgeOn Patient Accounting, the Search Tab allows users to search for patient information using one of the following keys: 1.      Alpha Name Search 2.      Telephone Number 3.      Social Security Number 4.      Insurance Membership Number 5.      Date of Birth 6.      Chart Number 7.      Soundex

17. Patient information is displayed to assist in selecting the correct patient. The highlighted box indicates the patient has had returned mail and center staff has highlighted the bad address flag. Changing demographic information information will automatically reset the bad address flag. Staff is not required to remember to reset the flag which greatly reduces the chance for errors.

18. The Pop-up window allows for important user defined information to be displayed for staff review. The pop-up only appears when you first enter an patient account. When you leave this patient account and come back the pop-up would display again. Examples of user defined information are: Credit Status Codes Patient Alert Codes User defined fields Birth date and age (If it is the patients birthday Happy Birthday appears.)

19. The Patient Inquiry tab provides the user with the information to verify account and patient information eliminating the costly production of Patient Information Sheets. Account, Patient, Employer, Insurance, Problem and appointment information are show. Review button allows staff to enter their password/usercode and the system will date and time stamp the entry. Tabs make available:   Insurance – Listing of insurance information for the patient   Appointment – List of future appointments for the patient.   Patient Data – User defined fields Problems (episodes of care) Selecting the Registration tab brings up demographic information while selecting the Insurance tab allows for entry of patient insurance information. If information is updated the last maintenance date will appear under the review button along with the user ID of who performed the maintenance.

20. Selecting the PICTURE tab will make the picture appear.

21. The Registration tab is used to establish a new patient account or to update current information. Drop down boxes, and field level help provide access to information. Entering a zip code will auto fill the City and State information. The NPI field provides for HIPAA compliancy. PIN numbers provide patients access to the Website for patient information and surgeons access to their schedule information. Responsible Party tab allows user to enter the guarantor information for the patient. Guarantor information is not required if the patient is the guarantor. Patient Information tab provides the ability to enter information required for state reporting purposes such as ethnicity, religion, work status, etc.. Account Information tab provides the ability to enter or modify business office settings such as credit status, optional statement messages, etc. Patient Data tab allows for entry of user defined fields.

22. The INSURANCE tab is used to enter insurance information on a new patient account or to update existing information. Up to eight plans can be entered for each patient. Effective and terminate dates control claims production so that appropriate carriers are billed based on date of service. The number of characters required in the ID Number can be entered in the carrier dictionary to make sure the correct number of digits are entered. Group and/or Benefit code field may be made mandatory by carrier if required. 

23. Scanning of insurance cards eliminates the need to pull/find a medical record to confirm insurance information resulting in a cost savings for the center.

24. The Insurance tab on the Data Entry menu allows you to post insurance payments to each claim line item. Upon entry of the covered and allowed amount the disallowance is automatically calculated based on insurance profile. Payment and disallowance codes will automatically appear if entered on the Insurance Dictionary for that carrier. Electronic remittance using ANSI standard is available for any carriers that provide this functionality. Variance reporting will automatically inform staff of payments that to do not meet the allowed amount for the carrier.

25. SurgeOn provides a demographic scrub capability as part of the standard software functionality. Clean claims would then be sent through Experior Clearinghouse System, ECS, to the carriers for payment. ECS provides additional scrubbing capabilities including charge/diagnoses checking and global period checking. ECS now offers providers a way to increase office productivity and cash flow with real time claims management solutions that meet mandated HIPAA compliancy. Staff will no longer need to worry about the status of a claim. Every related message from the clearinghouse or payer is electronically attached to the claim thus eliminating the need for paper reports.

26. The Visit tab is used to inquire on the balance by service date. This screen shows a summary of information for each date of service.  

27. The Visit Detail tab is used to inquire on visit transactions for a date of service. Staff cab quickly answer patient questions regarding charge, payment and adjustment activity for the date of service. Visit and patient amount due are presented.

28. The Insurance Queue tab is used to inquire on and update claims assigned to a claim collector. Collector may document and track activity for claims assigned to their queue, reproduce claim forms and enter the next date for review. Payments posted to a claim will automatically remove the claim from the queue. This allows staff to be confident they are working claims that are overdue based on user defined criteria.

29. The Accounts Queue tab is used to contact outstanding patient accounts and update collection activity. Centers can set up user defined criteria to determine when an account with an outstanding patient balance should be turned over to an electronic collection queue. Multiple queues can be defined. Collector would sign on with their queue id and immediately see the above screen with the first account to work. Account notes, payment plans, contact/recall can be recorded on this screen. Management reports are available to track collection activity by collector.

30. Case Costing has been designed to enable users to easily determine procedural costs and the profitability of cases. This essential information can be manipulated in a variety of user-defined methods, which make it a powerful management tool. Physician Comparison provides the ability for centers to examine a single physician’s cost per case versus the total cost for all physicians. What-If? Analysis provides different scenarios, which allow users to analyze a potential rise in monthly overhead and decreases in insurance reimbursement. Data is presented in Excel allowing users to easily manipulate the data.

31. The Accreditation/Credentialing allows accreditations, license, credential, and privilege information to be entered for all staff. Credential setup is made easy through the mass update feature. Credentialing is integrated to scheduling providing the credential alerts when scheduling a case.

32. The Implant/Explant Registry tracks all supplies that leave your center with a patient. Fields are available to enter the manufacturer, site, serial number, and lot number. Easy to request reports are available when needed for recalls, returns, or research purposes.

33. The Variance Module provides Quality Assurance functionality for the center. Variances may be recorded even those that do not involve a case or patient. Routine analysis of these variances helps in determining areas for improvement. Managers may track the status and completion of all variances. Data and reports in the Variance module support centers in their subscription to JCAHO or AAAHC standards. Users are provided the power to add categories, subcategories, cause, body locations, and personnel involved.

34. The Survey Module allows users to develop survey questionnaires and capture respondent data. Provides up-to-the-minute report analysis of trends in patient satisfaction.

35. All reports are delivered on your own local intranet so reports can be viewed on-line. Reports are stored in a text format so they may be archived for the past “N” months to be easily accessed by the user.

36. Reports may also be viewed using standard text editors allowing for the printing of only the pages required to be distributed.

37. Using any ODBC compliant product, reports may be viewed or graphed as your organization requires.

38. Experior Help is provided at the field level and all documentation is available in a Windows standard lookup format as seen above.

39. Documentation includes not only typed information but forms as well to make it very informative for users.

40. Please contact us at: 1-800-595-2020 Or visit us at www.Experior.com