To view a summary of accounts receivable, payments, and adjustments:
1. From the main menu, click Accounts and select Account Summary. By default, the system opens the patient search on the left.
2. Click on the desired patient for whom you want to view their account summary.
3. In the Account Summary for tab, select any appropriate filter criteria.
● Click the arrow beside the Payor field to narrow the summary down to specific payors.
● Enter specific dates of a batch, episode, or deposit in the Batch/Episodic/Deposit Dates fields.
● Click the Include Reversed A/R check box to include any reversed accounts receivable for a payor.
When you finish selecting the filter criteria, click 
.
4. Enterprise Edition displays the information in the following areas:
● Accounts Receivable Reconciliation
o Financial Class
o Payor
o Previous Balance
o Charges Billed
Once a transfer is completed and billed, the appropriate dollar amount will display in this column and the software will update information in the Payments & Adjustments grid accordingly:
o Total Contractual
o Payments
o Adjustments
o Ending Balance
o Adj
o Office
o Batch Date
o Bill Date
o Statement From
o Episodic
o Gross Revenue
o Cont Adj
o Net Revenue
o Balance
o Transfer
o Action— Displays 
if action must be taken from the agency or 
if no action is needed. This column will be blank if there aren't any notes present in Accounts | Account Summary | Notes. (New)
o Note— Contains a 
icon, which will display the Notes tab when clicked (refer to the Entering Account Summary Notes topic for details). The most recent note will display when the user hovers over the note icon with the mouse cursor (if applicable). (New)
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The Action and Note columns, as well as the corresponding functionality, have been incorporated with the Episode Selection grid in Accounts | Payments | Post Payments. |
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Users can use the |
o Adj
o Off
o Batch Date
o Bill Date
o TOB
o Rev Code
o From
o Thru
o Qty
o BillNet
o Gross
o Net
o Cont Adj
o Transfer
Displays the status of a transfer throughout the transfer process. This column will display one of the following statuses (if applicable):
o Check Number
o Deposit Date
o Entry Date
o Eff Date
o Amount
o Type
o Type Detail
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After a transfer is completed and billed, the software will update information in the Payments & Adjustments grid accordingly: ● The Ending Balance column for the primary payor will reflect a new total of "$0.00" and the transferred amount will contain an adjustment type of "Balance Transfer" (in the Type Detail column). ● If a transfer has been voided, or transferred back, the entry will contain an adjustment type of "Reverse Balance Transfer" (in the Type Detail column). |
o Notes
5. Click 
to print the account summary.
Users are able to enter notes that contain details pertaining to the selected patient’s account summary in Accounts | Account Summary | Notes. From the Notes tab, users can enter notes and view a history of previous notes that have been entered for the selected patient. Previous notes that have been entered will display in the Account Notes History grid, which contains the following columns of data:
● Active — Indicates whether or not the note is active or inactive.
● User — The user that entered the note.
● Created Date — The date and time that the note was saved.
● Category — Indicates the note category for the selected entry (categories are stored in Reference Files | Acct Note Category).
● Notes — Displays the specific note verbiage that was entered.
● Action — Displays the status that was selected when the note was entered ( for "action needed" or for "action resolved").
● Emailed To — Displays the most recent user that the note was sent to using the integrated Email feature.
● Emailed From — Displays the most recent user that sent the note using the integrated Email feature (including the date and time that the message was sent).
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These notes can be displayed in the A/R Aging Report or, in the more comprehensive, Accounting Notes Report. |
To enter a new account summary note for a patient:
1. From the main menu, navigate to Accounts | Account Summary. By default, the Patient Search menu is displayed on the left. If necessary, use the Patient Search menu and specify the patient in which to add an account summary note.
2. Select the applicable entries in the Accounts Receivable Reconciliation and Accounts Receivable grid.
3. Click the Notes tab. Ensure the correct patient entry is selected in the Selected A/R Entry grid.
4. In the New Account Note Details section, enter the desired verbiage in the Note text field.
5. If desired, add a narrative to the text field (narratives are managed in Master Files):
● Select 
(above the Note field) to initiate the Narrative prompt.
● After the Narrative prompt displays, enter any applicable details in the narrative text field.
● Check the box next to Show All Codes to populate a list of narrative options in the drop-down menu.
● Click the drop-down menu and select an applicable narrative from the list of options.
● Select Add Text to add any of the narrative details into the Note text field.
● Repeat these steps for any additional narratives.
6. Check either the box next to Action Needed or Action Resolved to designate a status for the note.
7. Select the most appropriate option from the Note Category drop-down menu. Account note category options are populated from data stored in Reference Files | Acct Note Category.
8. Click 
.
Furthermore, while on the Notes tab, users can click the Email icon( 
) at the top of the screen to send details for the account summary note to another user (if Messaging is enabled in Administration | System Control). The message will utilize the following format:
● By default, the Subject line of the message will display the selected note category (e.g. "Write off").
● The body text of the message will include the following note details:
o Patient Name
o Patient ID
o Batch Date of the line item selected in the Accounts Receivable grid
o Statement From / Thru dates
o Note Category
o Verbiage entered in the Note field.
o Link to the main Account Summary screen for the corresponding patient (to view all notes entered on the account) will be located at the top-right of the e-mail prompt.
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The Notes tab and all of this functionality is also accessible from Accounts | Payments | Notes. Furthermore, the "Notes" and "Action" columns that were added to the Accounts Receivable grid (on the Account Summary screen) have also been implemented within the Episode Selection grid in Accounts | Payments | Post Payments, as shown in the sample image.
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button (for the 
button (for the 