Maintain Collection Status Codes

With the Collection Status Codes function you can review information for a specific code, add a new code into the table, change the information for existing codes, inactivate or reactivate a code, or print the table.

Upon accessing this function the Maintain Collection Status Codes screen displays containing blank data fields.

Data Field Information
Prompt Response Req Len
Collection Status Type the code you want or click the magnifying glass to search the table. This code cannot begin with a zero.   3
Status Description Type a description for the code. 35
Document Name Type a name for the collection letter you want to use for this status code. This name needs to match the name of the letter in Reports, Data Management System, DMS Letter Processor, Add or Change a Letter.   40
Path Name if Word Document If you are using a Microsoft Word document, type the full path and file name of the document. (Otherwise, leave this field blank.) For example, C:\Collections\Letter1.doc. You MUST type the complete path and document name, including .doc, or the letters will not print.

NOTE: Although original clients can use Word letters, CGM webPRACTICE no longer supports the implementation of Word documents for collection letters. The DMS letter processor must be used.		   40
Days to Remain in Status Type the number of days you want the accounts to remain in this status. If the account is still past due after this time frame, the status will be changed to the status indicated in the Transfer to Next Status Code field.

Leave this field blank when creating the Payment Plan status since CGM webPRACTICE automatically migrates the patient accounts as needed based on whether the patients meet the payment plan arrangements or not.

Leave this field blank when creating the Payment Plan Failed code. Since this code is considered a 'dead-end' code, it will always require the user to work the account, so CGM webPRACTICE will never transfer any accounts out of the Payment Plan Failed status.		   2
Transfer to Next Status Code Type the status code you want the accounts to transfer to after the number of days specified in the Days to Remain in Status field. You can leave this field blank if you do not want the accounts transferred to another status.

Leave this field blank when creating the Payment Plan status since CGM webPRACTICE automatically transfers the patient accounts to the code selected in the Collection Payment Plan Failed field in the Patient Collections Integration or to the status code selected when the payment plan information is set up on the patient account.

Leave this field blank when creating the Payment Plan Failed code. Since this code is considered a 'dead-end' code, it will always require the user to work the account, so CGM webPRACTICE will never transfer any accounts out of the Payment Plan Failed status.		   3
Lock Out Appointments Select the lock-out option you want to limit or prohibit scheduling appointments for patients in the collections process.

Level 1 You will not be allowed to enter an appointment for a patient in this collection status without typing the Level 1 password stored in the Scheduling System Integration.

Level 2 You will not be allowed to enter an appointment for a patient in this collection status without typing the Level 2 password stored in Scheduling System Integration.

No You will be able to schedule appointments for patients in this collection status.

Warn You will receive either the standard 'Collection Status has been locked out' message or any custom text from the Lock Out Comment field to inform you the patient is in a collection status that has been 'Locked-out'. You will not be required to type a password to continue scheduling the appointment.		 1
Lock Out Comment If you selected 'Warn' for the Lock Out Appointments options, type the warning message you want to appear when scheduling an appointment for a patient in this status. If you leave this field blank, the standard 'Collection Status has been locked out' message will display.   50
Suppress Statements If you do not want patients to receive statements when they are in this status code, select this check box.   1
Override Stmt Msg Line 1 If you still want to send statements to patients in this collection status, you can type the first line of text for the message on the statement. This will override the standard Statement Message, even if there was a payment posted within the past 30 days.   50
Override Stmt Msg Line 2 If you still want to send statements to patients in this collection status, you can type the first line of text for the message on the statement. This will override the standard Statement Message, even if there was a payment posted within the past 30 days.   50
Override Stmt Msg Line 3 If you still want to send statements to patients in this collection status, you can type the first line of text for the message on the statement. This will override the standard Statement Message, even if there was a payment posted within the past 30 days.   50

After the code has been Saved, the code information refreshes on the screen. If you want to edit or create additional codes you can use the Action Column functions or you can click Cancel to exit this function.

Inactive Codes - If you select a code that has been inactivated, CGM webPRACTICE displays the existing information for the code but the data fields will be unavailable and you cannot make any changes. Reactivate will be the only active function in the Action Column. You must reactivate the code before you can change any of the data stored for the code.

If you are the System Manager for CGM webPRACTICE, you should limit access to the Maintain function to select staff members. You should also provide guidelines (customized to your practice) to these staff members for entering table data in a consistent manner. This should protect the integrity of your table information.

To create new codes or edit existing codes in the table, a user must have the Allow Table Update check box selected in Maintain Users under System, User Management, and be given the appropriate security level. For additional information about security levels, see the Function Security Menu under System, User Management. For setting up user codes, see Maintain Users. If the Maintain function is accessed and the user is not authorized to 'Allow Table Update', the New, Inactivate, Reactivate, and Save functions in the Action Column will be unavailable. These functions will appear dimmed on the screen and the user will only be allowed to Review codes. If the user does not have the appropriate security level to access the Maintain function, codes can also be reviewed using the Review a Collection Status Code function.

Action Column Functions
The Action Column functions are provided so you can perform multiple functions quickly and efficiently from within the Maintain function.

Select - Displays a new screen with blank data fields so you can select another code.

New - Displays a new screen with blank data fields so you can enter the information for a new code.

Next - Displays the next code in the table. If you are viewing the last code in the table and click Next, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Next, the changes will not be saved. You must click Save to save the changes before proceeding to the next table item.

Previous - Displays the previous code in the table. If you are viewing the first code in the table and click Previous, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Previous, the changes will not be saved. You must click Save to save the changes before proceeding to the previous table item.

Print - You can print all or part of the contents of the table. For additional information about printing, see Print the Collection Status Table.

Inactivate - Immediately inactivates any active code currently displayed on the screen. When you inactivate a code in the table, it is not actually removed from the table but is assigned an inactive status. CGM webPRACTICE needs to retain information about the inactivated code for any data that was previously entered with that code. After a code has been inactivated you cannot use it for any data entry operation. An entry will be logged in the Changes to Table category in the System Log under System, File Maintenance, Look-Up Functions.

Reactivate - Immediately reactivates any inactive code currently displayed on the screen and allow it to be used in data entry again.