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 the 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. Pending to Agency: 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. Sent to Agency: The number of Encounters and dollar amount of Encounters sent to Collections.

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

• Pre-Collections
• Pending to Agency
• Sent to Agency

5. By: Determines the Count or the Dollar amount

6. Days in Pre-Collections / Pending to Agency / Sent to Agency: The number of Days that Encounters have been in Pre-Collections, Pending to Agency, or In Collections/Sent, dependent upon the Type that was chosen in Step 4.
7. Aging: How long the Encounters have been in Patient or Employer Responsibility.
8. Dunning: The Dunning Message level the Guarantor is receiving on Statements/Balance Notifications.
9. Statements: The number of Statements that have been received for the Encounters.

10. Graph: Results dependent upon the Type selected in Step 4
11. 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

• This link opens the 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:

• Remove from Pre-Collections
• Reset Dunning to 0 (zero)
• Reduce Dunning by 1
• Write-Off to Collection Agency
• Write-Off Balance
• Update Statement Profile

• 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 a Pre-Collections Task List

Create Pre-Collections button: The purpose of a new list is to create a Pre-Collections Task List to review before sending the Encounters to Collections.

• The list will update with new Balance and Payment information.
• From this list, Actions can be applied to individual or multiple Encounters.

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

• Remove from Pre-Collections

• Removes the Encounters from the Pre-Collection Task List
• Removes the Pre-Collections banner from the Encounter and Patient Dashboards

• Reset to Zero or Reduce Dunning Count
• Write-off to Collections: Moves the Encounter from the Pre-Collections Tab to the Pending to Agency Tab

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

• Write-off Balance
• 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)

2. Select the Create Pre-Collection button.

3. 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.

4. Clear Current Pre-Collection Tasks:

• 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.
• The Tasks numbers will remain the same.

• 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

5. Select Save [F2].

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.

Pre-Collections Filter Criteria

Once Encounters have been added to the Pre-Collections 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 Pending to Agency list.

• Example: I pulled a list of Encounters that has an Encounter Balance greater than or equal to $25.00 and has a Dunning Count of 1 or greater.

• I then used the Filter Criteria to show all the Encounters from that list that has Escrow greater than or equal to $10.00.

• On the Patient, there is a $25.00 and $50.00 Insurance Payment that have not been posted to an Encounter.

Create or Add to a Pre-Collections Task List

1. Select the Add Pre-Collection Tasks button.

1. Guarantor Balance >=/Guarantor Balance <=: Use the Guarantor Balance to create the Pre-Collections List
2. Encounter Balance >=/Encounter Balance <=: Use the Encounter Balance to create the Pre-Collections List
3. Balance Age >= X days old
4. Dunning >=: Most frequently used. If there is a Max Dunning Count of 3, enter 3 to pull all the Encounters that have received the third Dunning Count Message.
5. Statement Profile: Select a Statement Profile or leave as "Select" to pull all Profiles.
6. Encounter: An individual Encounter can be entered.
7. Clear Current Pre-Collections Tasks: Select the checkbox to start a new list.

1. If you want to add to the current list, leave unchecked.

8. Select Save [F2].

Add to a Current Encounter Task List

Since this is adding to the list, any balances that have a balance of zero will still be on the Task List.

1. In the Filter Criteria, select Separate By Encounter.
2. Select the Search button.
3. Select the Add Pre-Collection Tasks button.

4. Encounter Balance >= 25.00
5. Dunning >= 3
6. Select Save [F2].

Create a New Encounter Task List

1. Encounter Balance >= 50.00
2. Dunning >= 4
3. Select the checkbox to Clear Current Pre-Collections Tasks.
4. Select Save [F2].

Add Pre-Collection Tasks

The List that is pre-populated are Encounters that have been previously added to Pre-Collections.

Select the Add Pre-Collection Tasks button.

Create or Add to a Pre-Collections Task List

1. Guarantor Balance >=/Guarantor Balance <=: Use the Guarantor Balance to create the Pre-Collections List
2. Encounter Balance >=/Encounter Balance <=: Use the Encounter Balance to create the Pre-Collections List
3. Balance Age >= X days old
4. Dunning >=: Most frequently used. If there is a Max Dunning Count of 3, enter 3 to pull all the Encounters that have received the third Dunning Count Message.
5. Statement Profile: Select a Statement Profile or leave as "Select" to pull all Profiles.
6. Encounter: An individual Encounter can be entered.
7. Clear Current Pre-Collections Tasks: Select the checkbox to start a new list.

1. If you want to add to the current list, leave unchecked.

8. Select Save [F2].

Add to a Current Encounter Task List

Since this is adding to the list, any balances that have a balance of zero will still be on the Task List.

1. In the Filter Criteria, select Separate By Encounter.
2. Select the Search button.
3. Select the Add Pre-Collection Tasks button.

4. Encounter Balance >= 25.00
5. Dunning >= 3
6. Select Save [F2].

Create a New Encounter Task List

1. Encounter Balance >= 50.00
2. Dunning >= 4
3. Select the checkbox to Clear Current Pre-Collections Tasks.
4. Select Save [F2].

Pending to Agency

Pending to Agency Overview

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.

2. Apply Action: Select Remove from In Collection/Not Sent.
3. Select Save [F2].
4. 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 send to Collections.

.

2. Apply Action: Select Send to Collections Agency.
3. Select Save [F2].
4. 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 Pending to Agency.

• The Items can be filtered to pull specific Encounters/Guarantors only.

• Example: You have a Collection Agency that works Balances over $50.00. Balances of $50.00 and less are worked in the office.

• One Spreadsheet will be run for the Collection Agency and one for the in-house collections.

Sent to Agency

Sent to Agency Overview

Encounters in this list have been sent to the Collections Agency. 

• The Sent to Agency date is recorded when the Collection Agency Spreadsheet is run and the Encounters are marked as sent.
• Encounters on this list are no longer in your A/R and have been marked as submitted to the Collections Agency.

Columns

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

Filter Criteria

Filters can be used to narrow the list of Encounters displayed.

• W/O to Collections From / W/O to Collections To: Filter by the date the Encounter was written off to Collections.
• Sent to Agency From / Sent to Agency To: Filter by the date the Encounter was sent to the Collections Agency.

Collections Agency Spreadsheet

The Collection Agency Spreadsheet on the Sent to Agency tab generates a spreadsheet of Encounters that have already been sent to the Collections Agency. 

• This is used for re-printing or referencing previously sent Encounters. 
• It does not change the status of any Encounter.

Filters

• Sent: Filters by the Sent status of the Encounters.

• Include: All Encounters regardless of sent status
• Only: Encounters that have already been sent to the Agency
• Exclude: Encounters not yet sent (not typical from this tab)

• W/O to Collections From / To: Narrows the results to a specific write-off date range.
• Agency ID: Narrow the results to a specific Collections Agency.