Move Accounts to Collection Database

With the Move Accounts to Collection Database function, you can move the patient accounts that are currently in the Collection Turn Over Approved status to the collection database and write off the delinquent balances.

NOTE: You must perform the Populate Collection Roster function no earlier than the day before you move accounts to the collection database. You should also print the Third Party Turn Over Report before moving the accounts.

Upon accessing this function, the Move Accounts to Collection Database screen displays.

Data Field Information

Prompt	Response	Req	Len
Collection Agency	Type the code you want or select from the Agency list.		5
Turn Over Date	Type the date that the accounts will be moved to the Collection Database or click the calendar icon to select a date. This date is also used for the Accounting Date when the write-off adjustments are posted.		16

Flowchart of the Move Process

Actions Performed by the Move Function

Transfer Account to Collection Database: If the account does not already exist in the Collection Database (the current database number plus 90), the patient demographics are transferred to the collection database.
Transfer Charges: This function depends on the Transfer All or Delinq Chgs field in Patient Collections Integration. If All is selected, all of the open charges on the account are transferred to the collection database. If Delinquent is selected, only the delinquent charges are transferred to the collection database.
Write-Off Delinquent Charges: The delinquent charges that are transferred to the collection database are written-off in the current database. The write-off adjustment is posted with the adjustment code from the Adj code for Write-Offs field in Patient Collections Integration.; This function writes off only the delinquent charges from the account, even if you have selected to have All of the open charges on the account transferred to the collection database. The purpose for transferring all of the open charges is strictly to provide a comprehensive picture of all of the charges on an account to the person working the collection database.
Change Billing Group: If a Billing Group code is entered in the Transfer to Billing Group field in the Patient Collections Integration, the system automatically changes the Billing Group for each account to that code.
Change Internal Comment: If a Collection Internal Comment is entered in the Patient Collections Integration, that comment appears in the Internal Comment field in the patient's Billing Information screen. The Overwrite or Append Comment field in Patient Collections Integration determines how the comment is entered. If Overwrite is selected, the Collection Internal Comment replaces any existing Internal Comment in the Billing Information screen. If Append is selected, the Collection Internal Comment is appended to the Internal Comment. The Internal Comment field holds only 40 characters. Any text over 40 characters will be lost.

NOTE: If you modify a charge while in the Collections Database, and that same line item becomes delinquent again in the regular database, that charge will not be moved again from the regular to the collections database when you perform the Move Accounts to Collection Database function because it already existed and was purposely edited in the Collection Database.