Understanding the Transfers Screen

o     Payor From— Payor that the remaining balance is being transferred from.

o     Payor To— Payor that is receiving the remaining balance.

o     Episode— Episode that the remaining balance will be transferred to. This field is only enabled if an episodic payor is selected in the Payor To field. All available episodes for the payor will display, excluding those marked as "Inactive".

o     Effective Date— Specify the date when the software will begin factoring transfer amounts in reports and Account Summary. This field defaults to the current date, but users can edit this field and back date (non-locked month).

The Effective Date that is used correlates with the Bill Thru date (in Accounts | Billing | Create Batch). In order to pull a transferred claim to the Create Batch screen, the Bill Thru date must be equal to this date, or occur after the Effective Date used for the transfer.

 

	— Cancel a new transfer (prior to saving).
	— Delete a record that has not been transferred. After a record has been saved, this button will become enabled. If the transfer icon has been clicked (), this will be disabled.
	— Save a new transfer or save changes to an existing record. It is not required for users to click this button prior to clicking the transfer button.
	— Perform the transfer based on the specified criteria selected at the top of the screen.

 

o     To enter both required codes: Click    in the Group Codes section to begin a new code entry and then select the appropriate Group Code, Reason Code, Amount, and Quantity using the fields that are available.

o     General specifications for group and reason codes

§      If necessary, users can enter additional Group Codes or Reason Codes by clicking the add reason icon () in the corresponding selection and entering the details. The add reason icon () will be disabled until the user selects a Group Code and clicks  .

§      The Quantity is only necessary when multiple reason codes exist for one Group Code.

§      Each group code can have up to six reason codes associated with it.

§      Users can delete group or reason codes by selecting a code entry from the corresponding grid and clicking  . If only one reason code is entered, this button will be disabled (for the Reason Codes section). Additionally, if a group code is deleted, all reason codes associated with it will also be deleted.

Reason Code fields are used to enter the Claim Adjustment Reason Code (CARC) that is listed (with the group code information) on the remittance advice for the primary payor. Although, this number is not always clearly designated as the "CARC" on the remittance advice. In most cases, the number will be defined and listed along with the group code (e.g. CO - Contractual Obligation).

 

o     Items with Statement Dates in / Through— Search for a specific range of statement dates to transfer remaining balances from a payor. These fields are not required.

o     Accounts Receivable— View the total ending balance for the transfer, which is populated from the Accounts | Account Summary screen (for the payor selected in the Payor From field). When the corresponding box in the far left column is checked for an Accounts Receivable entry, this indicates that the dollar amount shown in the Amount To Transfer column will transfer to the payor that is selected in the Payor To field.

The Amount To Transfer field is editable and the dollar amount can be changed.

o     Batch Details

View information for transfers that have been started, but  have not been batched or billed yet. Once a user clicks    to initiate a transfer, the corresponding details will then display in this section and no longer display in the drop-down fields above.

In addition to displaying data associated with transfers, this section includes two features:

o      — Allows users to reverse a transfer that has been initiated (by clicking  ) as long as the transfer claim has not been batched or billed yet. Simply click Void to undo the transfer and return the transferred amount back to the primary payor claim (as an ending balance).

o      — Allows users to view previous transfers that have been voided for the payor that is selected in the Payor From drop-down field. By default, this is not checked.