Appointment Scheduling

Appointment Scheduling (AS-02)

Columns have been added to AS-02 browser to display if an encounter has Omaha System and CVR data entered.

Appointment Scheduling (AS-05)

There was a problem with validation of appointment times on the Calendar Profile that would allow an appointment to be made during a blocked or closed time. This has been corrected.

The System Area Code now defaults when phone number is required for appointment scheduling on AS-05.

Billing

Client Billing Ledger (BL-02)

Users will no longer be able to manually transfer a deleted procedure to the Contract, Medicaid, Medicare or Private Insurance ledgers.

Program Level Security has been removed form the Client Billing Ledger (BL-02).

Billing Ledgers

Users will now receive a message when they add a ledger record to a billing and the procedure has been deleted from the encounter.

Billing Ledgers - ANSI 837 P NPI Testing

Coding is complete and beta testing is continuing on changes for testing the National Provider ID (NPI) on electronic claims. See the last page of this Changes document for instructions on setting up to test NPI.

Billing Ledgers - (CMS1500 08-05) Claim Form

Medicaid, Medicare and Private Insurance Claims Processing screens now have a button to Print CMS 1500 when you click this button.

Note: The new form is only available in Adobe so you need to set your user preference for printing to “Use Adobe PDF for HCFA” (Preferences, Print). You may also need to set alignment for printing the form by right clicking the Print CMS 1500 button and using the sliders to move the page left-right and up-down.

Contract Billing - Contract Ledger (BL-14)

You will now be able to print entered text as a footer message on contract statements.

Private Insurance Billing - Billing Report (BL-83)

Private Insurance Policy field has been expanded to 30 characters to accommodate longer ID numbers.

Payment Posting Detail (SR-85)

Client totals, Write-off and Transfers columns have been added to the report.

Payment Ledger Detail (BL-102)

This screen now shows both the PHClinic procedure code and billing code.

Client Billing Statements (BL-50)

Modifications and additional options have been added to printing of Client Billing Statements, including:

Header Site allows you to select a site record to use for the statement header and when selected displays the statement message for the site.

Returned from Private Date Range allows you to print statements that have amounts returned to the client ledger from private insurance during the date range specified.

Services On or Before allows you to specify an end date for services included on statements and must be used in conjunction with one of the basic parameters for printing statements (Range of Clients, Procedure Date Range, Last Name Range or Transaction Date Range).

An option has been added to BL-50 to Print a Summary Page. When selected, after statements print a page will be included that shows client information and charges billed on statements printed.

The Client Statement no longer shows return to client and write-off amounts together when an amount is returned to client from a third party ledger along with a write-off amount, they are now separate.

Electronic Media Claims Set-up (BL-59)

If an EMC record displayed in the browser is for the Private Insurance ledger, the provider # field on Electronic Media Claims Set-up BL-59 no longer displays a question mark. EMC records for the Private Insurance ledger should not be tied to a provider #.

Check-In

Client Data Verification Print (CR-37) and Client Information (CR-23)

Text in the comment if printed on the Client Data Verification now wraps correctly.

Private Insurance Policy (CR-37)

The system will no longer “require” an active private insurance policy to be selected at check-in. Instead, it will alert the user if there is an active policy and one was not chosen. The user will again be messaged when they click Ok on EP-06 that active insurance policies are detected and the user will have a choice to use active policies or not. When a choice has been made here, it is set for the encounter and can only be changed for future procedures processed on the encounter by using the Payer check-boxes at the bottom of EP-06. This will allow you to not select an active Insurance policy for the system to use to automatically transfer to at encounter processing. If a policy is selected on CR-37 it can be deselected by clicking the Clear Selection button at the bottom of the policy listing screen. The system will message the user that there is an active policy and ask if you are sure you do not want to use it on check-in

Client Register

Appointments (CR-34)

You can no longer check-in a cancelled appointment (CAN) from Client Register.

Client Register Listing (CR-06) - Deduplication

You will now be able to deduplicate a client where there are billing records on both client records, but if one record does not have paid billing records you may merge them into a client with paid billing records. A new field has been added to the bottom browser on SM-86 to display # of Paid ledger records.

Client Register Listing (CR-06) - Balance Display

Client balance displaying on CR-06 was ignoring negative balances that were in error, it has been changed to pick these up.

Private Insurance Policy Information (CR-01)

This screen has several changes:

The Policy# field has been widened to 30 characters.

If you select Client is Subscriber, Self now defaults in the Relation to Subscriber field.

An Insurance Policy record can now be edited when the Insurance Company record has been deactivated.

Client Register (CR-23)

Tab order has been updated in conjunction with changing to the new combo-box fields.

Clinical Data Forms (EP-40)

Changes have been made to printing Clinical Data forms and a problem with duplicate printing of forms has been corrected.

Encounters

Kansas KDHE DHEL (Lab Interface)

When a user clicks Exit on the LS-38 screen without selecting the clinic source, they will now get a confirmation message, are you sure…

Encounter Processing/Immunization Specific Data (IM-02)

Several changes have been made to the display of this screen:

Procedure Description now shows on the Immunization Specific Data screen instead of the procedure code.

Source column has been relocated after Lot # column.

Short Code has been removed.

Inventory On Hand column has been added and displays doses remaining in inventory. Expiration Date is now color coded and expired is now hilighted in red.

Omaha System

Several changes have been made to the user interface for Omaha System in preparation for beta testing.

Reporting

Service Listing (SR-80)

This report has a new trigger screen that enables you to run the report by owning program and for procedures that are active, inactive, or both.

Client Procedure Listing (SR-62)

This report has been updated to reflect No Income options for Standard Fee and Minimum Fee. If % of pay is selected on the trigger screen and the client had one of these options selected the report will show STD for “No Income/Standard Fee” and MIN for “No Income/Minimum Fee”.

System Maintenance

Clinical Data Forms (SM-129)

Clinical Data Forms set-up has been changed to allow for tracking of versions. If you edit a CDF and move elements around, this will not trigger a new version, however; if you add or remove elements a new version will be trigger. PHClinic will recognize the change and create a new form with the next from number available. The version number will be tracked on client clinical data form entry.

Change has been made to Genetic Screening (GS) and Medical History (MH) that will allow for tracking the relationship of blood relatives. If you are currently using these forms, you must edit them in System Maintenance to activate the change. When you make this change to the form, the system will create a new version number for the changed form. Previously entered data will remain on the old version of the form, since the change to the form is not effective until the new version.

Clinical Data Forms with Changes, Corrections and/or New Elements:

Contact the KIPHS Help Desk if you need additional information.

ALSMD - Client Alcohol/Smoke/Drug/Caffeine

CL - Checklists

CP - Current Pregnancy Data

EX - Exam

GH - Gynecological History

GS - Genetic Screening

ME - Menstral History

MH - Medical History

NS - Nutrition Screenings

PBL - Pregnancy Baseline Data

PHA - Pregnancy History Data

RA - Prenatal Risk Assessment

SS - Support Systems

VI - Visit

New Clinical Data Forms (HBMOB, HBFOB, HBCIF, HBPRN, HBINC, HBINI, HBINF, HBDIS)

New Clinical Data Forms have been added for the Healthy Babies program at Sedgwick County Health Department.

Program Maintenance (SM-14)

You can now print a program list from Program Maintenance.

Program Maintenance (SM-19)

There were some issues with deactivating programs and user rights to those programs that have been corrected.

Data Cleanup and Reporting - Merge Duplicate Client Records

You will now be able to deduplicate a client where there are billing records on both client records, but if one record does not have paid billing records you may merge them into a client with paid billing records. A new field has been added to the bottom browser on SM-86 to display # of Paid ledger records.

Data Cleanup and Reporting - AutoAdjust Client Write-Offs

This option allows you to automatically adjust amounts Write-Off on the Client Billing Ledger (BL-02) from the client’s account. If you have any questions, call the KIPHS Help Desk prior to running this fix.

Data Cleanup and Reporting - Verify and Clean Data

A new option to Clean Ledgers with Deleted Client Billing Records has been added to Verify and Clean Data. This process can be used to clean old ledger records that may be affecting your Aged Receivables report and will examine ledger records where the client billing ledger has been deleted and delete the ledger record as well. If you have any questions, call the KIPHS Help Desk prior to running this fix.

System User Type Maintenance (SM-88)

Program Level Security has been removed from the Client Billing Ledger (BL-02).