Module 19: Reviewing Posting Patient Charges, Recording Payments, and Scheduling Follow-up Appointments

For the following tasks, you will post procedure charges to patient accounts, post payments to patient accounts, create CMS-1500 forms to submit to insurance carriers, create patient receipts, and schedule return appointments.

Please refer to Module 9: Posting Patient Charges, Recording Payments, and Scheduling Follow-Up Appointments as you complete these tasks.

Task 19-1: Posting Patient Charges

Today is April 8, 2008. Alex Cordova has been seen for an office visit (99203), and he has been diagnosed with hypertension (401.9).

  1. Log in to e-Medsys®.
  1. At the top of the menu bar, click on Billing, then Posting, then Charge Posting as indicated in the screenshot below. Note the same function can be accomplished by pressing (Ctrl+H) from the keyboard.

Reprinted with permission of TriMed Technologies, Corp.

  1. The Charge Posting screen will display. Click on New Batch and type “Charges for April 8, 2008” in the Batch Description field. Select GASTRO CALABASAS MEDICAL GROUP from the Department drop-down menu. Compare your work with the screenshot below then click OK.

Reprinted with permission of TriMed Technologies, Corp.

  1. You now are at the Charge Posting screen. Type CORD in the name field and click Search (Alt+S). This auto populates Alex Cordova’s information into the remaining fields. A pop-up box requesting a charge ticket number comes up as demonstrated below. Click Ok (Alt+O).

Reprinted with permission of TriMed Technologies, Corp.

  1. In the Procedure field, type % and press Enter. This displays the CPT codes stored in the database. Scroll down and select 99203, OFFICE/OUTPATIENT VISIT, NEW as displayed below. Click OK.

Reprinted with permission of TriMed Technologies, Corp.

  1. In the DX-1 field, type % and press Enter. Now ICD-9 codes are listed from the database. Scroll down and select 401.9 HYPERTENSION UNSPEC and click OK. The program defaults to the DX-2 screen. Click the Return button (Alt+U) to go back to the previous screen. Compare your work to the screenshot below.

Reprinted with permission of TriMed Technologies, Corp.

  1. Click OK (Alt+O). This creates a posting line as defined below. Notice the charge amount for this service is $75.00.

Reprinted with permission of TriMed Technologies, Corp.

  1. Next, click on the radio buttons at the bottom of the screen for Credits, Prt Receipt, and Prt Claim. If the Start Menu Bar is blocking the radio buttons, right click on the bar, unlock it if necessary, and drag it out of the way. This technique is described in Module 9 on page 107 of the e-Medsys® workbook. Your results should look like the screenshot below.

Reprinted with permission of TriMed Technologies, Corp.

  1. Click Accept (Alt+A) at the top left of the screen. The charges are now accepted and you are taken to the Credit Posting screen. Continue on to Task 19-2.

Task 19-2: Posting a Co-Payment

Alex Cordova has a co-payment of $15 that he wishes to pay in cash.

  1. Working in the Credit Posting screen, select CASH from the drop-down menu under Credit Type.
  1. In the amount field, enter $15.
  1. Click the radio button marked All. Only one service date should appear as demonstrated below.

Reprinted with permission of TriMed Technologies, Corp.

  1. Now enter the $15 in the Applied field. Continue on to Task 19-3.

Task 19-3: Printing the CMS-1500 Form and Patient Statement

Now that you have posted Alex’s co-payment, you can print the CMS-1500 form and patient statement.

  1. Click the Accept button (Alt+A) in the left corner of the screen. This will apply the payment to Alex’s account. Recall that you had chosen to create a CMS-1500 form and patient receipt in Task 19-1, so immediately these files will print to your local printer.
  1. Label the CMS-1500 as Task 19-3a and the patient statement as Task 19-3b and turn them into your instructor.
  1. Upon accomplishing this, the program will take you back to the charge posting screen. Click Exit (Alt+E) to return to the main menu.

Task 19-4: Create a Specialist CMS-1500 and Patient Receipt

Today is April 21, 2008 and Dr. Zues has finished his consultation with Alex Cordova related to his hypertension. Alex will pay cash for his co-pay of $15. Follow the below steps and create a CMS-1500 and a patient statement for this visit.

  1. Log on to e-Medsys®.
  2. Click on Billing, then on Posting, then on Charge Posting (Ctrl+H)
  3. Click on New Batch (Alt+N).
  4. In the New Batch Description field type Charges for April 21, 2008.
  5. Click OK (Alt+O)
  6. Search for Alex Cordova and click OK once you locate him in the database.
  7. Chose the April 21, 2008 batch from the selection window and click OK (Alt+O).
  8. Ensure the radio button is marked CPT, type 99244 in the Procedure field and press enter.
  9. Ensure the radio button is marked ICD9, type 401.9 in the DX-1 field and press enter.
  10. Click OK (Alt+O) and compare your work with the following screenshot.

Reprinted with permission of TriMed Technologies, Corp.

  1. Click the radio buttons at the bottom of the screen marked Credits, Prt Receipt, and Prt Claim.
  2. Click Accept (Alt+A). You are taken to the Credit Posting screen.
  3. Click the radio button marked Today’s on the right of the screen. A single posting line for April 21, 2008 should appear.
  4. Alex wishes to pay cash for his $15 copayment for today’s service. Enter the $15 in the Amount and the Applied fields.
  5. Click Accept (Alt+A). The patient receipt and CMS-1500 should print to your default printer. Label the receipt Task 19-4A and the CMS-1500 Task 19-4B and turn them in to your instructor.

16. Click Exit (Alt+E) to return to the main menu.

PUTTING IT ALL TOGETHER

Task 19-5: Posting Charges, Applying Co-Payments, and Scheduling Follow-up Appointments

This task requires you to post charges, apply co-payments, and schedule follow-up appointments for the following patients without using step-by-step instructions. You will print out CMS-1500 forms and patient receipts and label them as indicated below.

  1. Julie Michaels had an appointment with Dr. Venus on April 10, 2008 for a new patient visit and to discuss her sore shoulder. Dr. Venus performed a New Patient Office Visit of 99203 with an ICD code of V70.0. Her insurance requires a $15 co-payment at the time of service, and Julie pays with cash. Schedule a follow-up appointment for May 23, 2008 at 9:30 a.m.
  • Label the first file (the CMS-1500 form) as Task 19-5-1A
  • Label the second file (the patient receipt) as Task 19-5-1B
  1. Barbara Greene sees Dr. Venus on April 15, 2008 for an annual exam (99203) with an ICD of V70.0. Her insurance requires a $15 co-payment at the time of service, and Barbara pays with cash.
  • Label the first file (the CMS-1500 form) as Task 19-5-2A
  • Label the second file (the patient receipt) as Task 19-5-2B