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Collection Activity

Manage collection activities effectively through recording, following up, attaching documents, setting reminders, and accessing billing logs. Easily locate and manage invoices, notes, and reminders for streamlined operations.

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Collection Activity

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  1. Collection Activity Chapter 28

  2. Objective • Record collection activity

  3. Key Concepts • Case/Billing activity log • Follow-up notes • Attaching documents • Reminders(ticklers) for follow-up

  4. Case/Billing Activity Log • MedTrak provides collection activities to be logged through Case/Billing Activity Log • Access this through Invoices processor • Collection staff activities include the following: • Recording follow-up notes based on conversation/emails/letters from payers related to paying outstanding invoices • Attaching scanned/emailed docs related to collections • Setting up reminders for further follow-up

  5. Case/Billing Activity Log • Figure 28-1 Accounts Receivable Aging Dashboard • Locate invoice by selecting Debit A/R-Insurance 0-30 aging category on Accounts Receivable Aging Dashboard • Next screen is A/R by Balance: Insurance, Age 0-30 screen-Figure 28-2 • Figure 28-3 Invoices, Age: 0-30 screen • Figure 28-4 Case/Billing Activity Log with no log entries • Do This! Pg. 355

  6. Billing Notes • When a collection staff member records a follow-up billing note in activity log for patient’s case the invoice is automatically considered in follow-up and can be filtered using the Follow-Up filter on Accounts Receivable Aging Dashboard • To place invoice in Follow-up category click Add Note button on Case/Billing Activity Log screen to display Case/Billing Note add screen-Figure 28-5

  7. Billing Notes • Each follow-up note requires three character code in the Note Code field. To view the available codes click Note Codes button-Figure 28-6 • There are 3 types of billing note codes: • 1. Follow-up notes • 2. General notes • 3. Refund notes • Figure 28-7 Case/Billing Note screen showing message • Do This! Pg. 358

  8. Attaching Documents • MedTrak allows attaching foreign documents which may be received from outside the facility to a case • These could be scanned insurance and ID card at front desk • To attach a document click Add Document button-type description in Ad Document screen-Figure 28-11 • Click Upload button to store document in MedTrak’s server Case/Billing Activity Log screen refreshes with record of document now appearing-Figure 28-12 • Do This! Pg. 362

  9. Reminders (Ticklers) • The collection staff member can set up a reminder to call insurance • Click Add Reminder button-Case/Billing Reminder screen appears-Change date, set time, and type reminder-Figure 28-13 • Click Submit button. Case/Billing Reminder screen refreshes if collection staff member want to create second reminder(and third) on case-Figure 28-14 • Click Exit Screen button to return to Case/Billing Activity Log screen-Figure 28-15 • The reminder is now part of the log • Do This! Pg. 364

  10. Reviewing Reminders • Figure 28-16 Billing Menu • Figure 28-17 Case/Billing Reminders screen • Do This! Pg. 365

  11. Printing The Patient’s Case/Billing Activity Log • You will need to print your patient’s Case/Billing Activity Log to turn in for your assignment • Do This! Pg. 365

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