Title: How to: Pull MSA Reports in CHCS Session : M-3-1330

1. Title: How to: Pull MSA Reports in CHCS Session: M-3-1330

2. Objectives • Accounts Receivable • Notify Roster • Clearing • Overpayments and Printing 1049 • Billing Preview List • Balance Checks • Detail Schedule of Accounts by Age

3. Accounts Receivable • Accounts Receivable should AT LEAST be looked at and printed once a month • Menu Path in CHCS: • MSA (MSA System Menu) • MSR (Cashier/MSA Reports Menu) • AAR (Active Accounts Receivable Report) • Select ALL receivables • Enter through copies • Print to local printer • Report is a by name list of open accounts

4. Accounts Receivable 88 MED GP/4881 SUGAR MAPLE DR. WPAFB,OH.45433 31 Jan 2011@1329 Page: 1 Personal Data - Privacy Act of 1974 (PL 93-579) ACTIVE ACCOUNTS RECEIVABLE (2009) PATIENT NAME REG NO PAT CAT VISIT/DISCH TOTAL CHGS BALANCE FY MED SVC SUB MIL PERS REC ACCTSUR CHG1SUR CHG2BAD CHK COPY CHG COB -- -------- -------- -------- -------- ------- ------- ------- -------- ---- DUCK, DAFFY M A269XXX K71 24 Dec 2008 32.54 15.00 09 32.54 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 DUCK, DAFFY M A269XXX K71 16 Jan 2009 468.65 468.65 09 468.65 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 NAME REDACTED A271XXX K71 07 Aug 2009 513.43 513.43 09 513.43 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 NAME REDACTED A271XXX K99 10 Sep 2010 300.95 300.95 10 300.95 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

5. Active Accounts Receivable Tally

6. CHCS Message Input Messaging streamlines account validation process

7. CHCS Message Input

8. CHCS Message Input

9. CHCS Message Titles Billed Embassy insurance Billed Randolph Waiting on correct billing address DUPLICATE ORIGINAL Waiting on 139 Payment Federal Employee VA patient denied Follow-up Foreign Military HOLD DD139 Housekeeper ID expired MEDICARE NOT ELSEWHERE CLASSIFIED Newborn of Dependent ONE TIME CHARGE PENDING INSURANCE ACCOUNT OUTCOME Patient deductible REFUNDS Reason for write-off Reserves SECRETARY DESIGNEE Sent to legal TRANSFER ACCT OUT United Healthcare

10. CHCS Message Input T+1 or select “Enter” Title is case sensitive ..print a copy of the title list

11. CHCS Message Input Input Tech initials Enter 3 times to save the message

12. Active Accounts Receivable Report Pull once a month Validate the status of each account Send account follow-ups to billed agencies Properly close accounts if applicable Properly transfer accounts if applicable

13. Notify Rosters • Notify Rosters (best if done daily): • CHCS Path MSA notify roster: • MSA • MSR (Cashier MSA Reports Menu) • NRR (Notify Roster) • Print to local computer • CHCS Path Outpatient Notify Roster: • MSA • OIB (Outpatient Itemized Billing Menu) • ONR (MSA Outpatient Notify Roster) • DMIS ID • Print to local computer • Notify Roster will identify accounts with problems that need correcting, overpayments that need refund vouchers, admission cancellations, etc. Accounts reflected on Notify Roster should be corrected and cleared daily

14. Outpatient Notify Roster Some messages are informational only Some messages require action 88 MED GP/4881 SUGAR MAPLE DR. WPAFB, OH. 45433 31 Jan 2011 0859 Page 1 Personal Data - Privacy Act of 1974 (PL 93-579) * * * MSA OUTPATIENT NOTIFY ROSTER * * * GROUP DMIS: 0095 TREATING DMIS: 0095 MEPRS CODE: MISSING ACCT NO PATIENT FMP/SSN NOTIFY DATE MESSAGE --------------------------------------------------------------------------------  A275XXX SAMPSON, DAILY 03/XXX-XX-XXXX 31 Jan 2011 ENCOUNTER COMPLETION PENDING A275XXX CAMAROON, ZEBRA J 02/XXX-XX-XXXX 31 Jan 2011 INACTIVE NDC CODE NDC: 00069-5530-93 A275XXX MOUSE, TINY R 20/XXX-XX-XXXX 29 Jan 2011 REVIEW MESSAGE ON ACCOUNT A275XXX PATIENT, IDONOTKNO W 98/XXX-XX-XXXX 30 Jan 2011 ADJUSTMENT FOR PREVIOUSLY BILLED SERVICES A275XXX PLUTO, PLANET L 30/XXX-XX-XXXX 31 Jan 2011 INCOMPLETE BILLING ADDRESS A275XXX TROTWOOD, DICKENS E 20/XXX-XX-XXXX 30 Jan 2011 ENCOUNTER COMPLETION PENDING

15. Notify Roster Messages • Information messagesdraw your attention to a specific account (not all inclusive) • REVIEW MESSAGE ON ACCOUNT • ENCOUNTER COMPLETION PENDING • Action messages (not all inclusive) • INACTIVE NDC CODE NDC (contact Pharmacy to correct) • ADJUSTMENT FOR PREVIOUSLY BILLED SERVICES (recalculate account if applicable) • INCOMPLETE BILLING ADDRESS (place billing address into the account “edit” screen demographics) • When action is complete, clear the message! If not cleared, it will continue to add to the roster

16. Clearing Notify Roster 2 1

17. Clearing Notify Roster (cont’d) aar Select enter through the screen to display the message information Invalid charge//aar Prompt to clear message

18. Clearing Notify Roster (cont’d) Review account charges ADDITIONAL SERVICES ADDED TO ACCOUNT - REVIEW REQUIRED MSA

19. Clearing Notify Roster (cont’d) Message for NC charges

20. Clearing Notify Roster OTC Charges OTC ambulance charge REVIEW MESSAGE ON ACCOUNT

21. Clearing Notify Roster OTC (cont’d) Select “OIB” to view charges – Select “OTC” to reverse charges

22. Clearing Notify Roster OTC (cont’d) Enter twice to align under effective date and input the exact information as the original OTC line charge Use minus symbol at the top of the keyboard

23. Clearing Notify Roster (cont’d) Recalculate from status “O” to “Z” Enter “Receipt” and select “Calculate” to recalculate and close the account

24. Overpayments and 1049 Printing Patient: DOE,JOHN A FMP/SSN: 30/111-11-1111 Reg No.: 1014893 Adm Dt: 17 Sep 1999 Status: O Pat Cat: USN FAM MBR AD Dis Dt: 19 Sep 1999 Sales Cd: FMR Ins Sta: ACV: E Pay Mode: DD139 Remarks: ====================================================== ENTER DATE NOTIFY MESSAGE TEXT CLEAR DATE * (select) 01 Jun 2000 *NOT CLEARED* OVERPAYMENT - FORM 1049 MUST BE PRODUCED Dt/Time: 06 Jun 2000@0842 NOTIFY MESSAGES REVIEW/CLEAR

25. Overpayments and 1049 Printing (cont’d) Notify Message indicates an OVERPAYMENT --- a FORM 1049 will be produced Press <RETURN> to continue NUMBER OF COPIES: 1//1 (input) DEVICE//: MSA_DELL (example) (your printer device default) Send 1049 and copies of backup documentation to local FM for processing DATE CLEARED: NOT CLEARED* CONTROL NUMBER: FY FUND AMOUNT -- ---- ------ 2000 MED SVC 5.90 2000 SUB 15.00 2000 MIL PERS 0.00 2000 REC ACCT 0.00 2000 SUR CHG1 0.00 2000 SUR CHG2 0.00 2000 BAD CHK 0.00 2000 COPY CHG 0.00 2000 COB 0.00 CLEAR NOTIFY MESSAGE ? YES// y (YES) (input) Press <RETURN> to continue

26. Outpatient Itemized Billing Preview List • Billing preview list: • Accounts in pending status awaiting end of CHCS hold period • Allows MSA to: • Audit accounts while in pending status • Edit-Add-Exclude charges • Close invalid accounts • Streamlines account management processes

27. Outpatient Billing Preview List Personal Data - Privacy Act of 1974 (PL 93-579) * * * MSA Outpatient Itemized Billing Preview List * * * DMIS ID: 0095 ----------------------------------------------------------------------------- Svc MSA Pat Eff Svc Date Account Cat Patient Ins FMP/SSN Cat Charges ----------------------------------------------------------------------------- 26Jan11 A275XXX F12 RAPTER,VELOSA A N 20/2727 RAD 11.45 26Jan11 A275XXX F12 KELLER,HELEN L N 20/7575 OPE+ 173.41 26Jan11 A275XXX F15 ZEBRAS,ROADKILL L N 20/1818 PHR 11.30 26Jan11 A275XXX K92 PAYDAY,JUSTICE W N 98/7272 MLT 20.18 26Jan11 A275XXX F12 BROTHER,CHRISTMAS N 20/1818 OPE+ 81.58 26Jan11 A275XXX F12 MONDAY,TUES J N 20/0707 OPE+ 142.96 27Jan11 A275XXX K92 PANDA,GIRAFFE W N 98/7878 RAD 8.54 27Jan11 A275XXX K75 ALGONQUIN,SULTAN N 03/3333 MLT 39.28 27Jan11 A275XXX K75 PLUTONIN,MARGETTA L N 30/9999 MLT 5.80 27Jan11 A275XXX K75 CASEY, ATBAT J N 02/0777 MLT 18.60

28. Billing Preview Audit • MSA options: • Append PHR • PHR Estimator Tool – add as OTC • Ask Pharmacy to correct PHR M8086891 HYDROCORTISONE 30 27 Jan 2011 FOR 0.00 PHR M8086891 HYDROCORTISONE 30 27 Jan 2011 FOR 3.50 Append 27 Jan 2011 V99 HYDROCORTISONE 1 3.50 OTC Perform DEERS check to validate beneficiary status View itemized charges and correct accordingly

29. Balance Check • MSA – MSA System Menu • OFM – Office Functions Menu • BCP – Balance Check • Report is vital to ensuring accounts are balanced with CHCS • Systems down time, etc., cause problems with accounts getting hung up within the system • Report prompts CHCS to balance and force accounts to print that may not have printed • Should be run no less than once a month • !!!! This report will lock up all MSA function • Do not run during the duty day—queue at end of day

30. Detail Schedule of Accounts by Age • Should be done at least once a month (larger facilities weekly) if not pulling the Active Accounts Receivable • MSA • OFM • DAR (Detail Schedule of Accounts by Age) • Select All segments or specific time frame • Type in local printer • Report shows Aging of Accounts: • Age of account • Name of Patient • Account # • Disp/Visit Date • Balance Owed

31. Summary • Discussed: • Accounts Receivable • Balance Checks • Notify Roster • Clearing • Overpayments and printing 1049 • Sending to local financial institution • Detail Schedule of Accounts by Age

32. Questions