Control Section

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The Control section of the application provides functionality to track claims that have been submitted, control and resubmit claims at a batch level, track patient statements, and control patient accounts receivable (AR). In addition, it provides the functionality for printing claims, statements, superbills and final demand notices (FDN) at a batch level. 

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.


Button Overview

Below you will find a description of the buttons located within the Control section:
  • Search: This button will search for patients using the filter selections entered.
  • Export: This button will allow you to export your search results into a tab delimited file that can be opened with Microsoft Excel. The data exported will include the Account#, Patient Name, Balance w/crdts, Stmt Sent, Last Seen, First Stmt, Last Stmt and FDN Date.
  • Print: The Print button prints a report based on your filter selections. The report should match the contents of the listed area.
  • Close: This button will clear the contents in the listed area.
  • Update/Submit Batch: This button allows you to update all selected patients charges to the control selected.
  • Select Columns: This button will allow you to set your display columns.

Patient AR Control provides you with key time savers to streamline the manual process of managing your patients account receivable. This feature allows you to take better control over your patient balances and past due accounts to help you get paid faster and improve your office cash flow..

Controls & Descriptions

There are 5 controls used to manage your Patients AR at a batch level. These include: 
  • Assign for Statement Processing: Assign for Statement Processing will allow you to change the status of charges that are set to Pending Patient to Due Patient at a batch level to allow for future statement processing. 
  • Assign for FDN Processing: Assign for FDN Processing will allow you to include the selected patients in the batch for final demand notification.
  • Assign for Pending Patient: Assign for Pending Patient will allow you to change the status of changes that are set Balance Due Patient to Pending Patient at a batch level to allow future statements NOT to process
  • Assign for Collections: Assign for Collections will allow you to change the status of charges that are set to Balance Due to Collection. 
  • Write-Off Remaining Balance: Assign for Write-Off Remaining Balance will write off the remaining balance of a selected charge that is set to Due Patient or Collections.

Search for Patients

Limitations 

Searching the database for patients can take a longer or shorter period of time depending on 2 factors: 

  • How many active patients a customer has. 
  • How many search criteria fields contain values to limit the search. 
When searching for patients please have at least 1 criteria filled with a value, otherwise the system will attempt to look against every patient a customer account may have. The system will automatically return a warning if the search surpasses 500 patient matches and will request that the search criteria be refined further before trying to do another search. Having too many search criteria may result in no matching patients found or very few. Keep the search criteria to limited ranges and/or values to help retrieve the records you are looking for. 
Follow the instructions below to search for patients: 
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria: 
    • Patient Criteria: Select whether you want to search by days or by dates. Begin entering your days or dates for the filters you would like to use.
    • Account Types: Select the patient account types you would like to display.
    • Search Criteria: You can filter your results further by selecting specific search criteria.
  4. When you are finished selecting your filters, click Search.
  5. Select a row to view the charge and statement details. 
    • The Charges tab provides you with a list of charges that are associated to the Charge Status selected and selected patients. Right clicking on a row allows you to view any associated sections. 
    • The Statements tab provides you with the history of the statements that were mailed to the patient. Please note that this tab does not have right click capabilities. 

Right Click Capabilities

These right click capabilities will give you easy access to the information you want when you want it.

Follow the instructions below to view the right-click capabilities:
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria then select Search
  4. Once your search results are displayed, right click on a row. A window will open with the following options:
    • Show Details: Selecting this option will open a pane at the bottom of the screen displaying charge and statement information.
    • Open Patient: Selecting this option will open the patient in the Patient section of the program. 
    • View Patient Activity: Selecting this option will display the patient’s patient’s activity report. You will be provided with patient information and account history. 
If you right click on any of the charges listed under the Charges tab, within the Show Details pane, the following right click capabilities are available: 
    • View Claim: Selecting this option will open the selected charge in the Claim section of the program. 
    • View Patient: Selecting this option will open the selected patient in the Patient section of the program. 
    • View Practice: Selecting this option will open the practice associated to the selected charge in the Practice
    • View Payer: Selecting this option will open the payer associated to the selected charge In the Payer section of section of the program. 
    • View Facility: Selecting this option will open the facility associated to the selected charge in the Facility section of the program. 
    • View Referring: Selecting this option will open the referring provider associated to the selected charge in the Referring section of the program.

Controls

Assign for FDN Processing

Assign for FDN Processing, also known as Final Demand Notice, is a final courtesy statement that notifies patients that their account is past due and the steps that may be taken to collect the unpaid balance. Selecting Assign for FDN Processing will process FDN's for charges that are set to Balance Due Patient at a batch level.

Follow the instructions below to Assign for FDN Processing:

Part 1

  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria. 
  4. Scroll down and click on the Charge Status drop down menu.
  5. Select Due PatientNoteDue Patient is the only charge status that can be Assigned for FDN Statement Processing.
  6. Once your search parameters are filled out, click on the Search button to complete your search. 
  7. When the search results are displayed, select the patient(s) you wish to update by checking the box displayed besides the account number. Or select the check box column header to select all patients listed. 
  8. Click on the Control drop down menu and select Assign for FDN Processing.
  9. Select Submit Batch
  10. When the Action Confirmation window is displayed, select Yes if you're sure that you want to include the selected patients in the batch for Final Demand Notification
Part 2
Once the patients accounts are flagged to Send a Final Demand Notice instead of a regular statement, one of the following actions will occur: 
  1. Manually print the FDN's, reference the Batch Printing - FDN Help Page to print the FDN's on a batch level.
  2. If you've Enabled FDN processing within the Practice section, the next time statements are generated the FDN will be printed and mailed to the patient.

Assign for Statement Processing

Assign for Statement Processing will allow you to change the status of charges that are set to Pending Patient to Due Patient at a batch level to allow for future statement processing. 

Follow the instructions below to Assign for Statement Processing: 
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria. 
  4. Scroll down and click on the Charge Status drop down menu and select Pending Patient. NotePending Patient is the only charge status that can be Assigned for Statement Processing.
  5. Once your search parameters are filled out, click on the Search button to complete your search. 
  6. When the search results are displayed, select the patient(s) you wish to update by checking the box displayed besides the account number. Or select the check box column header to select all patients listed. 
  7. Once the patients are selected, click on the Control drop down menu and select Assign for Statement Processing, then select Submit Batch
  8. When the Action Confirmation window is displayed, select Yes if you are sure that you want to change the status of all the selected charges currently at Pending Patient to Due Patient and allow the selected charges to process for future statements. 
Note: Future statements will process only if you utilize statement automation through CollaborateMD or if you manually print and mail statements in the office. 

Assign for Pending Patient

Assign for Pending Patient will allow you to change the status if charges that are set to Balance Due Patient to Pending Patient at a batch level to prevent future statements from being processed. Note: Charges must be set to Balance Due Patient in order for statements to generate. 

Follow the instructions below to Assign for Pending Patient : 
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria. 
  4. Scroll down and click on the Charge Status drop down menu and select Due PatientNoteDue Patient is the only charge status that can be Assigned for Pending Patient.
  5. Once your search parameters are filled out, click on the Search button to complete your search. 
  6. When the search results are displayed, select the patient(s) you wish to update by checking the box displayed besides the account number. Or select the check box column header to select all patients listed. 
  7. Once the patients are selected, click on the Control drop down menu and select Assign for Pending Patient, then select Submit Batch
  8. When the Action Confirmation window is displayed, select Yes if you're sure that you want to change the status of all selected patients charges currently at Due Patient to Pending Patient.

Assign for Collections

Assign for Collections will allow you to change the status of charges that are set to Balance Due Patient to Collections. This option can be used to set a group pf patient's charges to collection on a batch level. 

Guidelines

  1. It is recommended that in the Patient section of the program, the patients Account Type is set to Collection and a Collection Date is entered under Patient Billing > Collections in order to efficiently use the collection features within the application. 
  2. Charges that are set to Pending Patient or Paid will NOT be changed to Collections
  3. In order to set charges that are set to Pending Patient or Paid to Collections you must first change the status of these charges to Due Patient using the Assign for Statement Processing control. 
Follow the instructions below to Assign for Collections:
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria. 
  4. Scroll down and click on the Charge Status drop down menu and select Due PatientNoteDue Patient is the only charge status that can be Assigned for Collections.
  5. Once your search parameters are filled out, click on the Search button to complete your search. 
  6. When the search results are displayed, select the patient(s) you wish to update by checking the box displayed besides the account number. Or select the check box column header to select all patients listed. 
  7. Once the patients are selected, click on the Control drop down menu and select Assign for Collections, then select Submit Batch
  8. When the Action Confirmation window is displayed, select Yes if you're sure that you want to change the status of all selected patients charges currently at Due Patient to Collection.

Write-Off Remaining Balance

Assign for Write-Off will write off the remaining balance of a selected charge that is set to Due Patient or Collections. Selecting this option is a convenient and time saving way to write off balances on a batch level.

Follow the instructions below to Write-Off Remaining Balance:
  1. Go to the Control section.
  2. Click the Patient A/R Control tab.
  3. Enter your search criteria. 
  4. Scroll down and click on the Charge Status drop down menu and select Due Patient, Collections, At Insurance or PaidNoteDue Patient, Collections, At Insurance or Paid are the only charge statuses that can be written off on on batch level.
  5. Once your search parameters are filled out, click on the Search button to complete your search. 
  6. When the search results are displayed, select the patient(s) you wish to update by checking the box displayed besides the account number. Or select the check box column header to select all patients listed. 
  7. Once the patients are selected, click on the Control drop down menu and select Write-Off Remaining Balance. 
  8. Click on the On Charges drop down menu to select which charges you would like to write off. Note: You can choose from different charge levels when the Charge Status is left blank. Otherwise you can only select the charge status you searched for. 
  9.  Select the Write-off adjustment code that is appropriate to the write off your completing. For more information on how to create Adjustment Codes please see the Adjustment section within the Codes Help Page. 
  10. In the Write-off memoline field, feel free to change the memo line that will be reflected on the patient's activity. By default the system will populate "Statement Control Batch Processing - Write Off".
  11. When the Action Confirmation window is displayed, select Yes if you're sure that you want to write off all charges currently at collections with the selected adjustment code for the selected patients. 

Tip

  • The Credit Adjustments report is a report that can be run to show all credit adjustment codes used. This report can be found in the Reports section of the application under the Misc. Reports category.