Collections Workspace Quick Actions

Account Balance Transfer

The ABT Quick Action is used to transfer the full or partial guarantor balance of one visit to another visit to consolidate balances for billing purposes. A balance can also be transferred between billing events on a single visit.

When the transfer is released, a credit adjustment posts to the From account, and a debit adjustment posts to the To account.

Please note the following:

• A balance from an active Collections visit cannot be transferred to a Bad Debt visit, or vice versa. A Bad Debt visit must be returned to active status in order for the account balance to be transferred.
• The From and To accounts must have billing events.
• Group visit account balances cannot be transferred.
• Zero amounts cannot be transferred.
• Negative amounts can only be transferred if the From account has a credit balance.
• Transfers cannot occur if both billing events have a credit balance.
• An account can have monies transferred to itself if it transfers to different billing events.

To transfer a balance, follow these steps:

1. Click the ABT button. The Account Balance Transfer Quick Action displays. The previously selected visit populates the From Account section, and its full balance populates the Adj. Amount field.

2. Adj. Amount – If not transferring the full balance, enter the partial amount in dollars. The New Balance field updates.
3. Comments – Enter any free-form text comments regarding the transfer.
4. To Account section Visit No – Enter the visit number in the first field or begin entering the patient’s name in the second field. An autocomplete list with all descriptions matching the entered letters displays (after two letters are entered). Click on a name to select it. The visit number and name fields are automatically populated with the selected visit information. The billing event’s Current Balance and New Balance displays along with visit details.
5. Period – The drop-down menu is active if more than one billing period is associated with the visit. Click the drop-down and select a billing period, if needed.

6. Click Save. The balance transfer is released.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Payment Entry

The Payment Entry Quick Action is used to post patient/guarantor payments manually. Multiple payments can be added but do not take effect until they are released. The visit’s balance is updated when the payment is released.

Payments are created in batches. Multiple payments can be added to a batch.

To add a payment entry, follow these steps:

1. Click the Payment Entry button. The Payment Entry Quick Action displays. All payment batches display in the Payment Batches list, while the selected visit’s system populates the System ID field in the Pending Payment Batch section.

2. In the Pending Batches section, click the Add button . A row containing the selected visit’s system, the batch number, and batch date displays in the Payment Batches list. A row containing the visit number, patient name, and billing event period displays in the Pending Payments for Selected Batch section. The same information populates fields in the Pending Payment Batch and Pending Payments sections.

3. Batch No – The new batch number is generated automatically. Update the batch number, if needed.
4. Batch Date – If the date is not defaulted to the current date, enter a batch date.
5. Description – Enter a description for the payment batch.
6. Deposit Date – Enter the date a payment was deposited with the bank, if needed.
7. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
8. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
9. Amount – Enter the payment amount in dollars. The Balance field updates.
10. Comments – Enter any free-form text comments regarding the payment.
11. Relationship – Click the dropdown to select a relative/contact associated with the patient if someone other than the patient is making the payment. The relative selected here displays in the Payee dropdown in Mark for Refund.
12. Check No – Enter a check number (if the payment is by check).

13. Click Save. The batch and payment are saved and the Payment Entry Quick Action closes. Upon launch from any visit, the payment batch displays.

Add Payment Entries

To add payment entries, follow these steps:

1. Click on a payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section.
2. In the Pending Payments for Selected Batch list, click the Add button. A row containing the visit number, patient name, and billing event period displays in the Pending Payments for Selected Batch list, and the same information, along with balance, displays in the Pending Payment section.
3. Pay Code – Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).
4. Amount – Enter the payment amount in dollars. The Balance field updates.
5. Comments – Enter any free-form text comments regarding the payment.
6. Relationship – Click the drop-down to select a relative/contact associated with the patient if someone other than the patient is making the payment. The relative selected here displays in the Payee drop-down menu in Mark for Refund.
7. Check No – Enter a check number (if the payment is by check).
8. Click Save Changes. The payment is saved.

Update Payment Batch

To update a payment batch, follow these steps:

1. Click on payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section and payment information displays in the Pending Payments for Selected Batch list.
2. The user can now update the Batch No, Batch Date, Description, and Deposit Date fields.

3. Click Save Changes. The payment batch is updated.

Update Payment Entry

To update a payment entry, follow these steps:

1. Click on payment batch in the Payment Batches list to select it. Batch information displays in the Pending Payment Batch section and payment information displays in the Pending Payments for Selected Batch list.
2. Click on a payment entry in the Pending Payments for Selected Batch list.
3. The user can now update the Period, Pay Code, Amount, Comments, Relationship, and Check No fields.
4. Click Save Changes. The payment entry is updated.

Delete Payment Batch/Entry

The entire batch or specific payment entries can be deleted. To delete a payment batch/entry, follow these steps:

1. Click on payment batch in the Payment Batches list to select it then:

• Click the Delete button in the Payment Batches row. The batch is deleted from the Payment Batches list and its payment entries are deleted from the Pending Payments for Selected Batch list.
• Click on a payment entry in the pending Pending Payments for Selected Batch list to select it. Click the Delete button in the Pending Payments for Selected Batch row. The payment is deleted from the Pending Payments for Selected Batch list.

2. Click Save Changes. The payment batch or entries are deleted.

Allow Future Batch Dates

Future dates can be entered in the Batch Date field in the Payment Entry Quick Action using settings in the Global Registry key PA_ALLOW_FUTURE_BATCH_DATE. RCM Cloud^® can be set to accept no future dates, all future dates, or a specific range of future dates.

When future dates are not allowed or are limited, a warning message displays when an invalid date is entered.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
PA_ALLOW_FUTURE_BATCH_DATE	Determines whether a future date can be entered into the Batch Date field in the Payment Entry Quick Action.
	Value 1 Description -1 Any future dates are allowed. 0 Future dates are not allowed. >1 Enter a number of days after the current date that will limit future dates. A future batch date must be less than the number of days entered in order to be valid.

Default Payment Entry Batch Number

The Batch Number field can automatically create the batch number by enabling and setting a value for the Global Registry key NEXT_PAYENTRY_BATCH_NO. The key must have a value that will be assigned as the next batch payment number. The number entered is a starting point, and the value increases automatically as batch payments are added. If no value is entered, RCM Cloud^® assigns the first available batch number, starting with 1.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
NEXT_PAYENTRY_BATCH_NO	Determines whether the Batch No field defaults to an automatically generated number in the Payment Entry Quick Action. The Value 1 determines the next batch number created.
	Value 1 Description Number Enter batch number that will be the first assigned. The number will automatically increase as batch payments are added. No value RCM Cloud® assigns the first available batch payment number, starting with one.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Rebill Request

The Rebill Request Quick Action is used to request a replacement bill for a visit that will be created during the next bill run. Rebill requests cannot be processed while Billing is running.

Rebill requests can be created by date range or billing period (if enabled) and output to paper or electronic billing options. Keep in mind that rebill requests skip the first two steps of the billing process (Billing Exception and Billing Selection). Therefore, visits that have not gone through the normal billing process may be billed without having satisfied all billing exception and/or selection requirements.

To request a rebill, follow these steps:

1. Click the Rebill Request button. The Rebill Request Quick Action displays with the selected visit populating the Visit No field.

2. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
3. Insurance – Click the dropdown and select an insurance to apply to the rebill.
4. Frequency – The dropdown defaults to Rebill. When active (determined by a Global Registry key), the menu also includes Final Bill, First Interim, Continuous Interim, Final Interim, Late Charge, and Void options. Rebill should be used as a replacement for a prior claim that was accepted by the same payer.
5. From – Enter the beginning date for the rebill request. If the beginning date is the same as the admit date, all charges prior to the admit date are included on the bill.
6. To – Enter the ending date for the rebill request. If the ending date is the same as the discharge date, all charges after the discharge date are included on the bill.
7. Check to select an output option:

• Print-Only – Used in conjunction with UB92 and 1500 options to create a separate .txt file that is not sent with the electronic submissions (837 file).
• UB92 Bill – Creates a UB04 bill that corresponds with the rebill request.
• 1500 Bill – Creates a 1500 bill that corresponds with the rebill request.

8. Click Save. The Quick Action closes and the billing event is queued for rebilling.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Frequency Override

The Override dropdown can be enabled in Rebill Request and allow an override code to be selected for a rebill by enabling the Global Registry key REBILREQ_FREQUENCY_OVERRIDE. This allows the rebill to be coded as final, first interim, etc., when sent to the insurance company for processing. Otherwise, the bill is sent to the insurance company coded as a rebill.

When enabled, the Frequency Override drop-down menu defaults to Rebill (which has a code number of 7). The menu also includes Final Bill (1), First Interim (2), Continuous Interim (3), Final Interim (4), and Late Charge (5). Rebill should be used as a replacement for a prior claim that was accepted by the same payer. Some payers may not accept a Late Charge rebill.

The selected override code number displays as the third digit of a three-digit code in the fourth field (Type of Bill) of the bill. The first digit of the Type of Bill code is 1 (or the location code), the second is either 1 (inpatient) or 3 (outpatient), and the third is the bill code, rebill code, or override code. For an inpatient visit with a Frequency Override of Final Bill (1), the type of bill is 111.

Note: For the frequency override to print on the UB04, the FL4 option in the UB92_OPTIONS table must be set to 9.

If the key is disabled, the Frequency menu is disabled and defaults to Rebill.

Configuration

For this configuration, use the key(s) in Global Registry Maintenance with the settings described in the table below.

Global Registry Key	Description
REBILREQ_FREQUENCY_OVERRIDE	Determines whether the Override dropdown is enabled in Rebill Request and allows an override code to be selected for the rebill.
	Value 1 Description 0 Frequency Override dropdown is disabled. 1 Frequency Override dropdown is enabled.

Mark BD Review

The Mark BD Review Quick Action is used to manually select and mark billing events for bad debt review. Once marked as bad debt, the billing events are available for release in Bad Debt Review.

Only active billing events with positive balances in account receivable can be marked for bad debt. Billing events that have a credit balance or that have already been placed in bad debt cannot be marked.

To mark an account as bad debt, follow these steps:

1. Click the Mark BD Review button. The Select for Bad Debt Review Quick Action displays with the selected visit, billing event, and balance populating the fields.

2. Period – The dropdown defaults to the selected billing event. It is enabled if more than one billing period is associated with the visit. Click the dropdown and select a billing period, if needed.
3. Click Save. The Quick Action closes and the billing event is placed in bad debt review.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Mark for Refund

The Mark for Refund Quick Action is used to manually select and mark billing events for refund review and release. Once marked as refunds, the billing events display in Release Refund. Refunds can be processed for patients, guarantors, and insurance plans.

Billing events with a credit balance automatically qualify for refund selection.

To mark a billing event for refund review, follow these steps:

1. Click the Mark for Refund button. The Select for Refund Review Quick Action displays with the selected visit number, billing period, balance, and amount populated.

2. Amount – Enter the amount of the refund. This defaults to the credit balance on the billing event.
3. Payee – Click the dropdown to select the payee. This could be the patient, guarantor, insurance, or relative that made a payment. If insurance is selected, an override address may be available.
4. Pay Cd – Defaults to any payment code defined in the System Registry. If there is no default or if the code needs to be changed, enter the payment code for the refund: Enter a payment code in the first field or a payment description in the autocomplete field (clicking a suggested description to select it).

5. Click Save Changes. The Quick Action closes and the billing event is moved to refund review.

Address Override

If Insurance is selected as the Payee, and the billing event’s insurance plan has alternate addresses, they can be selected for the refund. To override the insurance plan address, follow these steps:

1. Payee – Click the dropdown and select the insurance. The insurance plan’s primary address displays.
2. Click the Override button. The Override Addr dropdown is enabled.

3. Click the Override Addr dropdown and select an alternate address. The Name and Address fields are updated with the override address.

Note: To return to the insurance’s default address, click the Default Addr button.

4. Click Save. The refund address information displays in Release Refund.

Display Professional Component Codes

Professional component code text can display in the Period dropdown in several Quick Actions and tabs with the billing event dates instead of simply “1500” by enabling the System Registry or Global Registry key PERIOD_PROF_COMP_CD.

Professional component codes, which are type of service codes used in 1500 billing, can be associated with revenue codes, which are then associated with charge codes. Billing generally creates a billing event when there is a change in the professional component code of the charges on a visit.

When the registry key is enabled, RCM Cloud^® pulls the professional component code for the first charge associated with the billing event and displays its abbreviated text in parenthesis next to the billing event date range in the Period drop-down menu. When there are multiple 1500 events on a visit, this allows the user to view the different professional charges associated with the visit.

Configuration

For this configuration, use the key(s) in either System Registry Maintenance or Global Registry Maintenance with the settings described in the table below. The System Registry takes precedence over the Global Registry.

Registry Key	Description
PERIOD_PROF_COMP_CD	Determines whether the abbreviated text for the professional component code displays in parenthesis next to the billing event date range instead of only “1500” in the Period dropdown.
	Value 1 Description 0 “1500” displays. 1 Abbreviated text for the professional component code displays.

Set Default Refund Payment Code

The Pay Cd field in the Select for Refund Review window in Mark for Refund can default to a specific payment code by configuring the System Registry key REFUND_PAY_CD. If a valid payment code is entered into the registry key, it displays by default when the Mark Refund window is opened.

Configuration

For this configuration, use the key(s) in System Registry Maintenance with the settings described in the table below.

System Registry Key	Description
REFUND_PAY_CD	Defines the default payment code that displays in the Pay Cd field in the Select for Refund Review window in Mark for Refund.
	Value 1 Description Valid payment code Enter a valid payment code.

Release Refund

The Release Refund Quick Action is used to review and release refund payments for billing events selected in the Mark for Refund Quick Action. Refunds can be processed for patients as well as insurance companies.

Multiple refunds may be posted for a single billing event. They cannot be updated but can be deleted. Upon release, a refund output file is generated for the external payables system.

To release a billing event, follow these steps:

1. Click the Release Refund button. The Release Refund Quick Action displays and lists all marked refunds for the selected visit.

2. Click on a refund in the Refund Review list to select it. The refund’s information displays in the Refund Details.

3. Click the Save button. The refund is removed from the list.

4. Click Close to close the Quick Action.

Delete Refunds

To delete a refund, follow these steps:

1. Click the Delete  button for a refund in the Refund Review list. The refund is removed from the list.
2. Click Save Changes.