Appointment Scheduling

Appointment Scheduling (AS-05)

Appointment Scheduling now has a field to indicate Appointment Type. Code Table Group Code is APTP. Appointment Type has been added to the Appointment Scheduling browser (AS-02) as well as the Appointment Query (AS-01).

US Citizen (Yes, No, Unknown) from the US Citizen field on Client Information CR-23 now displays in Red on AS-05 after the client is selected and the client name appears on AS-05.

A problem with slot recalculation not checking for appointments with DNC (Did Not Confirm) status and opening the slot back up has been corrected.

Billing

Client Billing Ledger (BL-02)

When a user changes a statement message on BL-02, the statement message is now changed on the site record tied to the users profile and the new message prints on client statements.

Client ledger balances that include a quantity are no longer calculating quantity again when transferred to third party ledgers.

Client ledger records where the procedure has been deleted from the encounter can no longer be transferred to a third party billing ledger. Users are now alerted when adding a ledger record to a third party billing where the procedure has been deleted from the encounter.

Client ledger records with an adjustment code CBN (Credit Bureau Non-pay) now shows correctly in the client balance and not as a Credit Bureau ledger amount.

Client Payment Receipt recap now totals the balance with adjustments in Net Due Today correctly.

A problem with Auto-adjusted Write-Offs still showing in the Write-off display on BL-02 has been corrected.

Client Billing Statements, Statement Preferences (BL-50)

Last Name Range option on the trigger screen label for “To:” field has been changed to “Thru:” and the system will generate statements through (including) what is entered into this field.

A problem with printing Client Billing Statements by Program without a Client ID range has been corrected.

Several changes were made to client billing statements for showing miscellaneous credits.

Client Billing Statements now show payments made by Third Party Payers (Medicaid, Medicare, Private Insurance, Contract) when there is a balance on the procedure that is client responsibility.

Contract, Medicaid, Medicare and Private Insurance Ledgers:

Payment Ledger Detail (BL-102)

A Save button has been added to this screen so payment posting may be periodically saved to decrease the chance of accidentally exiting the screen and loosing payments.

Payment Posting Detail Print (SR-85)

An option has been added to Payment Posting Detail Print trigger screen for Client Totals. When selected a total will print for each client listed on the report with a total count of procedures.

Separate options have been added to Payment Posting Detail Print trigger screen for write-off and transfers. When selected a column will be printed on the report and write-off/transfer amounts will be included on the report.

Medicaid, Medicare and Private Insurance Billing Ledgers

The Billing Group Code field is now larger.

Contract Billing (BL-15)

Return to Ledger when more than one procedure is in a billing is now more responsive.

Procedures that are set-up as no-charge for the contract payer will now automatically transfer to the contract ledger instead of being manually transferred.

Private Insurance Company Maintenance (SM-73)

New options added to the Private Insurance Company record for printing the CMS 1500 claim form:

If Blank CMS1500 block 12 and/or Blank CMS1500 block 13 are selected, Signature on File will not print into these blocks on the claim form.

If Print Provider in CMS1500 block 31 is selected, the encounter provider name will print in block 31 of the claim form. If this option is not selected a text box will be open for entry of text to print in block 31 on the CMS1500. See System Maintenance, Provider Maintenance changes for additional options for printing in block 31 of the CMS1500 claim form.

Client Register

Client Information (CR-23)

US Citizen field is now a radio set with Yes, No and Unknown values. A default can now be set for this field and the field can be made required (see Preferences, Required Fields).

Client Contacts (CR-55)

When adding a client contact, you are now presented with a standard address screen (CR-20). The Client Contact Address screen has fields for Contact Name, Relationship, Notes field, and an indicator for Permission to Call/Leave Message.

Family, Guarantor, Alternate Family Address (CR-20)

An indicator for Permission to Call/Leave Message has been added to all address screens under the phone number fields. A text field for Address/Contact Notes has been added to all address screens.

Client Document Tracker (CR-44)

Format of Client Document Tracker has been modified to allow for tracking of more than 8 documents as well as allowing for better visibility of information associated with the document.

As documents are added to the list, they will be color coded.

Client Labels (CR-51)

Client Labels now includes an optional Client Chart Alternate 2 label that includes Client Name, DOB, and SSN.

Encounters

Encounter Pre-Commit (EP-23)

Procedure Quantity is now color-coded and a preference has been added to message users to verify quantity on OK of the Encounter Pre-Commit screen (see Preferences changes for instructions). Hopefully this will help with quantity errors on encounters.

DHEL Specimen Listing (LS-38) KS DHEL Lab Interface users only

DHEL Specimen Listing (LS-38) required clinic source on Ok, but not Exit. It has been changed to check for Clinic source on Exit.

KS CVR - HS Program

HS program 5 and 6 now allow a second CVR if it is a different program.

Preferences

General

A general System Preference has been added to “Prompt user to check quantity on Pre-commit”. When selected, users will receive a message asking if they have verified procedure quantities when they click Ok on Encounter Pre-Commit.

Defaults

A default can now be set for the US Citizen field on CR-23, Yes, No, Unknown. Note: Unknown can be set as default and the field set to be required.

Required Fields

US Citizen can now be set as a required field on CR-23.

Reporting

Error “No choices are available for this combo” when a site and program are selected, then the clinic combo is selected has been corrected on the following reports. (note: clinic choices were available when the combo was clicked a second time)

Patient Age & Race Characteristics SR-43

Services by Provider SR-39

Services by Age/Program SR-07

The Client portion of this report has been changed so that the Confidential Indicator and Client Phone Number now show under the Billed (in billings) section of this report.

Procedure Activity Report (SR-84)

An option has been added to the trigger screen to report by Export Code. When selected, the report will include all procedures that have the Export Code on the Procedure record regardless of the PHClinic Procedure Code.

Client Counts by Age/Program/Provider (SR-142)

This is a new version of Client Counts by Age/Program, with the addition of Provider. Unduplicated Clients option reports the provider on the last encounter during the date range of the report. If more than one provider is on the encounter, the Primary Provider or first provider on the encounter will be reported.

Client Totals by County (SR-123)

The Client Totals by County report is now counting only encounters where the appointment has a SRV status. Since the report shows number of encounters, the name has been changed to Client Visits by County.

MCH Risk Factor - Tobacco Use (SR-141)

This is a new report that runs over specific risk factors set up in Tables Menu, Risk Factor Maintenance. Contact the KIPHS Help Desk for specific risk factors if you wish to use this report.

Service Listing (SR-129)

This report now has a trigger screen with options for Active Procedures Only, Inactive Procedures Only, or All Procedures.

System Maintenance

Program Maintenance (SM-19)

US Citizen can now be required for check-in an appointment for a specific program. If this is selected, the user will not be able to Ok Client Data Verification (CR-37) for the specific program if US Citizen is not Yes.

New Clinical Data Forms (SM-145)

New Clinical Data Forms have been added for Pregnancy Crisis Center (PCC).

Ok, so there is now a menu option to "analyze inactive scales" on SM-53. It's basically a clean-up tool that should mark this old data.

Sliding Fee Scale Maintenance (SM-53)

An option to Analyze Inactive Scales has been added to the Actions Menu. This option is a tool designed to “fix” inactive sliding fee scales that were not properly deactivated. Click Actions and select the option to run the fix.

Data Cleanup and Reporting - Auto Adjust Client Write-offs (SM-146)

Write-offs can now be searched using Service Date Range and Write-Off Date Range options.

System User Type Maintenance (SM-88)

User access to Write-off and Undo Write-off are now separated. You may need to edit User Types and allow access for Undo Write-off for users that previously had write-off access and need both.

KIPHS Bug Mail - F10 Hot Key

The e-mail address has been changed to support@kiphs.com. Note: when you send an e-mail using PHClinic you may get a notification from Outlook that another application is trying to send an e-mail, click Yes to complete sending the e-mail.

Provider Billing Information (SM-64)

Private Insurance now has an option to Print Name/Credentials/License# on HCFA. When selected this will be effective for all Private Insurance CMS1500 claim forms and print the encounter provider name, title and license number on the claim form.

Vaccine Inventory

Vaccine/Lot Inventory (VI-01)

A change was made to prevent users from entering the same lot number in two different vaccine series. A lot number can still be entered more than once if it has the same series but different sources.

A problem with record lock when one user is calculating vaccine inventory affecting other users in the system has been corrected.