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ADL DATA SYSTEM INC.

ADL DATA SYSTEM INC. Private Details Bills. 2012 Annual Conference. Different Formats!. Debit & credits w/no form (Details 1 PTLBIL) Debit & credits combining residents by medical record number w/no form (Details 2 PTLBILCL) Debit & credits w/form (Detail 4 PTLBILSH)

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ADL DATA SYSTEM INC.

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  1. ADL DATA SYSTEM INC. Private Details Bills 2012 Annual Conference

  2. Different Formats! • Debit & credits w/no form (Details 1 PTLBIL) • Debit & credits combining residents by medical record number w/no form (Details 2 PTLBILCL) • Debit & credits w/form (Detail 4 PTLBILSH) • Debit & credits combining residents by medical record number w/form (Details 4 PTLBILSHCL) • Running balance no form (Details 3 PTLBILRUN) • Running balance w/form (Details 3 PTLBILRUNSH) • Running balance w/form and combining residents by medical record number (Details 3 PTLBILRUNSHCL)

  3. PTLBIL FORMAT On this format the bill shows all debits and credits and the balance is the difference between debits and credits

  4. PTLBILRUN Format On this format all the activity is displayed in the charge column. Payments show as negative and the charges as positive. The balance is a plain running balance.

  5. System Parameter Setup • Resident Module / System Parameters / AR General / Billing Tab / General • Manips Charge Detail – Enter 3 • Posting must be done in detail to produce detailed statements

  6. Code Table PTCDTL PTCDTL uses the reference code from the Charge Master to detail or summarize the charges on a Private Bill 0 - Post Summary Only 1 - Post Full Detail 2 - Post Totals by Date 3 - Post Totals by Charge Code

  7. Reference Code in Charge Master Reference Code P in the Charge Master Table is setup with Code = 1 to print the full details on the private statement

  8. Code Table PTLDSC • Table PTLDSC is used to print the Description of the Charges on the statement when the Charge is not setup to print in detail • A Code starting with a C (for Charges) is followed by the Reference Code used in the Charge Master • The Description is printed on the statement (i.e., CP) • The system pulls the Description from the Charge Master when the Detail Option is selected

  9. Code Table PTLFLG Pay Sources

  10. Short Resident Ledgers (PTLBILRUN) • If Report is selected (checked), the Statement is created w/out Form • If Report is not selected (no check), Statement created with Form • If MRN is selected, Statements by Medical Record Number combines each Episode to one Statement • If MRN is not selected, Statements are created by Episode Number • The value in Report Date is the Date printed on the Statement

  11. Spotlight on Output Device Settings • Output Device/File Name – Output File Name of the Statements to be printed • The program also creates a second report called PTLBIL which displays/Prints a one-line summary for each Resident • For the Period – The date range to be covered by the bills • Facility Code List/Ranges – Enter the Facility(ies) for which to print, or leave this field blank to print all Facilities • Select Individual Resident – Use the Individual Resident Tab

  12. Spotlight on List Resident By • Select a value from the drop down list by which to list the Residents • Starting From – Enter the letter of the alphabet to start the list of Residents

  13. Spotlight on Number ofDays Billed in Advance • Days Billed in Advance – Enter the number of days to be billed in advanced (if applicable). This is usually the number of days in the following month. • Advance days to reverse and Credit/Day- Special options if facility wants to produce statements before the EOM

  14. Spotlight on Generate Advanced Recurring Charges • Y - Advance Recurring Charges • N - Do not Advance Recurring Charges • R - Reverse prior month Advance Recurring Charges • B - Reverse prior month Advance Resident Liability and Bill Resident Liability Advance

  15. Spotlight on NAMI • Y – Advance Resident Liability • N – Do not Advance Resident Liability • R – Reverse prior month’s Advance Resident Liability • B – Reverse prior month Advance Resident Liability and Bill Resident Liability Advance

  16. Spotlight on Ledger Parameter File Code The Ledger Parameter File Code is a three character code used to create multiple PTLFLG files to print different types of bills. For example, one file can be setup to produce only private bills with a paysource of F while another file can be setup to produce the resident’s Liability Bills (separate or together). Another file could be set up to print a private statement for the pending Medicaid residents.

  17. Short Resident Ledgers – Output Style

  18. Short Resident Ledgers – Output Style Y – Prints transactions codes, i.e., CPX (charge/pt/paysource x) N – Leaves out codes H – Prints RUGs codes C – Prints Level of Care Y – Prints Payments on top N – Prints in posted order C – Cancels (+/- = 0 will print neither A – All combined on one line S - Summarize per Payer

  19. Short Resident Ledgers – Output Style Y – Print Per Diem Rates if the rate is a multiple of days N – Do not print Per Diem Rates R – Print Date Range for Room & Board no Per Diem Rate From Thru dates = Service dates Enter Date = Posting Date Y – Print Date of Service N – Print Posting Date S – Sort entries into Date of Service Order (only * run) E- Uses Period Ending Date I – Ignore dates and do not print on bill P – Sort by Entry Date on the statement

  20. Short Resident Ledgers – Output Style If this field is not selected (no check mark displays), a running balance is not printed. If this field is selected (a check mark displays), a running balance is printed. This is used to limit bill printing based on the Billing Tab from the Paysources screen. Each resident is assign a category by entering a start date

  21. Short Resident Ledgers – Remarks Enter Remarks to be printed on each Private Statement

  22. Short Resident Ledgers Individual Residents Option to print an individual Resident or multiple Residents by entering their Names or ID Numbers

  23. Table PTLDSC – Special Options Code Tables – Bill Description • AV – Print number of units with unit cost • AW – Extended Descriptions Prints a second line on the statement (if available) • AX – No DuplicatesNo duplicates print on the statements. The system checks for matching +/- amounts and/or descriptions and skips • AY – Copy Bill DescriptionAlter what prints at the top of a duplicate bill (i.e., Copy, Duplicate, etc.) • AZ – Last Name First NamePrints the First Name first on the Statement • AT – Original Admission Date • AR – ROOM, NO HIPAA, HIPAA • AU – Prints specials descriptions from user define fields

  24. Ancillary Charges – Number of Units Enter the code AV with a description of Unit Pricing in the Code Tables PTLDSC to print the number of units with the unit cost

  25. Copy of Private Statement Enter the code AY in the Code tables PTLDSC with the description to include on the copy of the statement.

  26. Relationship Screen Select the relationship in the C column to which you want to have a copy of the Private Statement sent in the Relationship screen. In this example, the Daughter gets the original bill and the Stepson receives a printed copy.

  27. Code Table Maintenance • Select Code Tables • Select Resident Module • Highlight Relation Codes in Table Description • Set each of the Relationships you want the system to reverse the Private Statements Bill Names to First Name Last Name to Y in the RE column

  28. Copy of Private Statement

  29. Adjusting the Name on the Bill • The default order in printing the Name on the Bill is to print Last Name, First Name. • Select PTLDSC in the Code tables to change the Name to print First Name Last Name. • Enter AZ as the Code and FIRST LAST in the Description.

  30. Private Statement First Name Last Name

  31. Skip Statement Duplicate Positives & Negative Entries • Select PTLDSC in the Code tables to combine equal positive and negative entries with the same Service Date on the Statement • Enter AX as the Code and NO DUPLICATES as the Description • Otherwise, each entry prints on the Statement

  32. Statement without the AX Code

  33. Statement with the AX Code

  34. Extended Descriptions • Select PTLDSC in the Code tables to add the Extended Description (on a second line of the statement) to the Charge Code Description • Enter AW as the Code and EXTENDED DESCRIPTIONS as the Description

  35. Setup Templates for Extended Descriptions • Select Resident Module / Ancillary Charges/ Charge Master • Click Set Up / Desc Template • Use the Revenue Code of the Charge in the Charge Master to setup the template • Enter the Description • Design your template in the Charge Description Template field • Click Save to save the new Template

  36. Enter Extended Descriptions in Ancillary Charges • Select Resident Module / Ancillary Charges / Edit Batch • Enter the Charge for the selected resident • Click F4 to display the screen to enter an Extended Charge Description • Click OK when done • Continue entering Charges • Click Save

  37. Use a Template to Enter Charges F4 displays the Template when entering a Charge for a Revenue Code with a Template Setup

  38. Extended Descriptions on the Statement If the AW Code is not in the PTLDSC table, the Statement replaces the Description from the Charge Master with the Extended Description

  39. PTLDSC Table with the AW Code The Extended Description prints below the Description from the Charge Master if the AW Code is in the PTLDSC table.

  40. Change Admission date from Current to Original Select PTLDSC in Code Tables to change the admission date from Current to ORIGINAL Enter AT as the code with description ORIGINAL

  41. Print Private Statement

  42. Remove Private Resident Information from Statement AR – NO HIPPA (Removes from the statement) 1- Patient ID Number 2- Room Number & Room Table Code 3- Bed Letter 4- Admission Date AR – NO ROOM 1- Removes Room Number 2- Removes Bed Letter

  43. Print Resident Statement Resident Identification Information taken off statement

  44. Add special remark on Resident Statements • Select PTLDSC in Code Tables • Enter code AU with line from user define screen

  45. Enter Description for user define field been used 1- Select PTLDSC in Code Tables 2- Enter Description on line define for remarks

  46. Update Resident with Remark ADT/Registration User Defined Fields Enter remark on Resident Record to be printed on statement

  47. Print Statement with Remark

  48. Additional Types of Private Statement Suffix Extensions If you want to use a Medicaid Pending paysource, i.e., X • For example, if the Receivable was booked using the Medicaid Rate but you want to print a Private Statement • Define the Medicaid paysource and assign it to the Medicaid Pending Residents • Make a copy of the PTLFLG table and rename it with a suffix of MCD, i.e., PTLFLG.MCD • Enter the correct values on the paysource line

  49. Ledger Parameter File Code Enter the Suffix Code in the Ledger Parameter File Code field to print the Medicaid pending statements.

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