Collections Management

Collections Management

Coming Soon in Release 4.10

Collections Management Overview

In Collections Management, Encounters can be sent to Collections, and a list of specific Encounters that meet the Collections criteria can be run to review with ability to send to a Pre-Collections Task List.
Collections Management Panel Overview

  1. Pre-Collections: The number of Encounters and the dollar amount in Pre-Collections

    • Pre-Collections is a list of Encounters that meet the criteria to qualify for Pre-Collections or have been manually added.

    • This list can be used to evaluate each Encounter to send to Collections, remove from Pre-Collections, or to Write-Off.

  2. In Collections/Not Sent: The number of Encounters and the dollar amount of the Encounters that have been removed from A/R in the System but not yet sent to the Collections.

    • These are Encounters that will no longer be reported in the A/R on Reports.

    • They are not actually written off in the System, but removed from A/R to send to Collections.

    • For the Responsible Party, the balance amount will be listed in red in the Collection field.

  3. In Collections/Sent: The number of Encounters and dollar amount of Encounters sent to Collections.


  1. Type: Determines the stats that will display on the chart below and the graph

    • Pre-Collections

    • In Collections/Not Sent

    • In Collections/Sent

  2. By: Determines the Count or the Dollar amount


  1. Days in Pre-Collections / In Collections/Not Sent / In Collections/Sent: The number of Days that Encounters have been in Pre-Collections, In Collections/Not Sent, or In Collections/Sent, dependent upon the Type that was chosen in Step 4.

  2. Aging: How long the Encounters have been in Patient or Employer Responsibility.

  3. Dunning: The Dunning Message level the Guarantor is receiving on Statements/Balance Notifications.

  4. Statements: The number of Statements that have been received for the Encounters.


  1. Graph: Results dependent upon the Type selected in Step 4

  2. Legend for the Graph

Pre-Collections Task List

Pre-Collections Tab on the Statement/Invoices Management Dashboard

Collections Management is located on the Statement/Invoices Management Dashboard.

Pre-Collections Link: Shows the number of Encounters and the dollar amount in Pre-Collections
  1. This link opens Collections Management screen, which will default to the Pre-Collections Tab.

Pre-Collections is a list of Encounters that meet the criteria to qualify for Pre-Collections or have been manually added.

  • This list can be used to evaluate each Encounter to send to Collections, remove from Pre-Collections, or to Write-Off.

  • Items on this list can be added to a Pre-Collections Task List.

  • Filters can be used to display a list for specific criteria.

  • Pre-Collections

    • Select the Pre-Collections link on the Statement/Invoice Management Dashboard.

(Statements > Statement/Invoice Management Dashboard > Collections Management Panel)



Create or Add to a Pre-Collections Task List
Create Pre-Collections button: The purpose of a new list is to create a Pre-Collections Worklist to review before sending the Encounters to Collections.
  1. If a list already exists, and it is not cleared, it will update with new Balance and Payment information.
  2. From this list:
    1. It can be filtered for specific criteria.
    2. Actions can be applied to individual or multiple Encounters.
Warning
Alert: Before you Make a new list, make sure that all Set Actions have been applied.

  • If you make a new list and select Clear the current list, you will delete all Actions that have not been applied.

Actions

  1. Remove from Pre-Collections
    1. Removes the Encounters from the Pre-Collection Task List
    2. Removes the Pre-Collections banner from the Encounter and Patient Dashboards
  2. Reset to Zero or Reduce Dunning Count
  3. Write-off to Collections: Moves the Encounter from the Pre-Collections Tab to the In Collection/Not Sent Tab
    1. This Action takes it out of your A/R, but it is not yet sent to Collections.
  4. Write-off Balance
  5. Update Statement Profile
 Create a Pre-Collection Task List

  1. Select the Pre-Collections link on the Statement/Invoice Management Dashboard.

    • (Statements > Statement/Invoice Management Dashboard screen > Collections Management Panel)

  1. Select the Create Pre-Collection button.


  1. Select the Criteria for the Encounters that you want to display.

    • Guarantor Balance >=/<=: Pull Encounters that have a Guarantor Balance within a specific Balance range or greater than or less than a specific Balance.

    • Encounter Balance >=/<=: Pull Encounters that have an Encounter Balance within a specific Balance range or greater than or less than a specific Balance.

    • Balance Age >= Number of Days Old

    • Dunning (Message Count) >=

    • Statement Profile: Select the Statement Profile.

      • Selecting a Statement Profile will only display Encounters with that specific Profile.

    • Encounter: Enter the Encounter number or look up the Encounter to pull only that Encounter.

  2. Clear Current Pre-Collection Tasks:

    1. Select this checkbox to clear the list that currently exists.

      • Encounters that now have a zero Balance will be removed.

      • Encounters that were on the previous list will populate again with updated Balance and Payment information.

      • The Tasks numbers will update accordingly, but it will not duplicate.

    • Leave the checkbox unchecked:

      • It will add to the Encounters already on the list, but it will not duplicate Encounters.

      • The zero balances will remain if the Dunning Count has not been set back.

  3. Select Save [F2].

Pre-Collections Filter Criteria

Once Encounters have been added to the Pre-Collections Task list, the Filter Criteria can be used to display specific Encounters from that list.

  • This give the opportunity to review these Encounters before sending to the In Collections/Not Sent list.

  • Example:

    • A list was created of Encounters that has a Guarantor Balance greater than or equal to $25.00 and has a Dunning Count of 3 or greater.

    • The Filter Criteria

      • Separate By: Encounter

      • Escrow >= 0.01

    1. Results: From the original list of 388 whose Guarantor Balance is greater than or equal to $25.00 and has a Dunning Count of greater than or equal to 3, there are 54 Encounters with Escrow.



Return to the Original Collections Task List

  1. Remove the Filter Criteria that was added
  2. Select Search
The list will repopulate.
Pre-Collections Actions

Actions on the Items in the Pre-Collections list can be taken individually or in multiples.

Remove from Pre-Collections

  • Removes the Encounter(s) from the Pre-Collection Task List.

  • Removes the Pre-Collections banner from the Encounter and Patient Dashboards.

Reset Dunning Count to 0

The Dunning Message Count is reset to zero

Guarantor/Encounter will be removed from if the List is run again and cleared.

  • Write-off to Collection Agency: Moves the Encounter from the Pre-Collections Tab to the In Collection/Not Sent Tab

    • This Action takes it out of your A/R, but it is not yet sent to Collections.

  • Write-off Balance

  • Update Statement Profile



Actions taken on an Individual Encounter/Guarantor

  1. On the Guarantor/Encounter in the list, use the dropdown in the Action column to select the Action to be taken.
Pre-Collections Task List Examples

  • Example 1: Since the last list was run, the Patient made a Payment that brings the Encounter Balance to zero.

    • The Add Pre-Collection Tasks is run again, clearing the current list.

    • This Encounter will no longer be on the Pre-Collections Task list.

      • It is automatically removed when the previous list is replaced with a new list.

    • The new list will not duplicate any Encounters.

      • The previous Task number will remain the same.

  • Example 2: Since the last list was run, the Patient made a Payment that brings the Encounter Balance to zero.

    • A Pre-Collections Task list is run without clearing the current list.

    • The previous Tasks will remain on the list with the same Task number.

    • The Encounter that was paid and brought the balance of zero will remain on the list.

  • Example 3: Since the last list was run, the Patient made a Partial Payment, which left an Encounter Balance.

    • If the Dunning Count was not set back by a rule or when posting the Payment, the Balance will still appear on the report when a new list is run.

      • The Task number remains the same.

    • If the Dunning Count was set back to zero, the Encounter will not appear on the list because it will no longer meet the Dunning Count of >= to 1.

Pending to Agency

Pending to Send to Collections
The Encounters in this list have been written off, but they have not been sent to Collections.
  1. These are Encounters that have been put into Pre-Collections from the Encounter Dashboard, Patient Dashboard, or from the Pre-Collections Tab.

Columns

Select the Columns button to select the desired Columns to display on the screen.


Modify Selected Items

Multiple Items can be Removed, Sent to Collections, or the Collection Agency can be changed.

Remove from Pending to Agency

  1. On the Collections Management screen, select the Encounter(s) to remove.

  1. Apply Action: Select Remove from Pending to Agency.

  2. Select Save [F2].

  3. Validation Warning: Number of Items that will be removed and changed to Pre-Collections

    • Select Save & Continue.

    Send to Collections

    1. On the Collections Management screen, select the Encounter(s) to move to Sent to Agency.
    .

    1. Apply Action: Select Send to Sent to Agency.

    2. Select Save [F2].

    3. Validation Warning: Number of Items that will be sent to Collections.

      • Select Save & Continue.


    Collection Agency Spreadsheet

    A Spreadsheet can be generated for the Items In Collections/Not Sent.
    1. The Items can be filtered to pull specific Encounters/Guarantors only.
      1. Example: You have a Collection Agency that works Balances over $50.00. Balances $50.00 and less are worked in the office.
        1. One Spreadsheet will be run for the Collection Agency and one for the in-house collections.

    Sent to Agency

    Sent to Collections
    Encounters that have been put in Collections to send to the Collection Agency.
     



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