Work Accounts

With the Work Accounts function you can review and process accounts that have been added to the collection process or have been transferred to a new status within the collection process.

Work Accounts provides the following functions/sections:

Work Accounts Summary Screen
Work Accounts Detailed Screen
Change Collection Status
Next Letter
Action Column Functions

Upon accessing this function, the Work Accounts Filter screen displays containing blank data fields. You can filter the accounts that will be displayed on the Work Accounts summary screen.

Data Field Information

Prompt	Response	Len
Collection Status	Type the collection status code you want, select from the Collection Status list, or leave the field blank to view accounts for every code in the table.	3
Doctor Code	Type the doctor code you want, select from the Doctor Code list, or leave the field blank to include accounts for every code in the table. This refers to the Responsible Doctor on the Patient Name and Address Information screen.	3
Location Code	Type the location code you want, select from the Location Code list, or leave the field blank to include accounts for every code in the table. This refers to the Default Location on the Patient Name and Address Information screen.	3
Billing Group	Type the code you want, click the magnifying glass to search the table or leave the field blank to include accounts for every code in the table. This refers to the Billing Group on the patient's Billing Information screen.	3
Type of Accounts	Select the option to indicate which accounts you want to work.	1
Balances Greater than $	Type the amount to indicate which accounts you want to work based on minimum balance.	10

Work Accounts Summary Screen
All of the patients that are currently in the patient collections module, for the Filter criteria selected, are listed. ***Filter Applied*** displays at the top of the screen when the accounts are filtered, including details of the items you selected for the Filter.

You can place the available columns on this screen in any order, specific to the user, by setting up the preferred order in the Column Selectable Fields menu. All columns except the Acct and Name columns can be selected/deselected and re-ordered. All of the columns are 'sortable'. The Wrk column reflects 'Y' if the account has been worked and 'N' if it has not been worked. If you use the Move Letters to Print File function to automatically send letters for particular collection status codes to the print file, those accounts will be marked as 'worked'. To access the patient account detail, select the account by clicking anywhere in the row containing the account information. Click Next Account in the Action Column to access the next account in the summary list that has not been worked.

You can select patient accounts using the check boxes at the beginning of each row and change the Work status with a single click, using the Mark as Worked or Mark as Unworked Action Column buttons. If you want to select every patient account listed on the screen, select the check box at the top of the check box column.

Click Add/Edit Filter in the Action Column to access the Work Accounts Filter screen again if you want to change your original selections.

Work Accounts Detailed Screen
After selecting an account, the Work Accounts detailed screen displays. This screen contains the essential patient data required to work the account.

The account demographic information is listed in the top portion followed by the:

Payment Plan - Indicates if the patient has a payment plan.
Collection Status - Displays the current collection status assigned to the account.
Change Collection Status
You can change the Collection Status for the account by selecting from the Collection Status list. If you do this, you are taking the account out of the regular migration process determined by the Collection Statuses. The account will continue to migrate based on the new status. If you change the Collection Status and the new status code contains a letter, the Next Letter field is automatically updated, and a message displays indicating the next letter to be sent. In this example, Collection Status 1 was changed to Collection Status 2.
Next Letter - Indicates the next letter to be sent to the patient.
Change Next Letter
Even though you can automatically generate letters based on the Collection Status using the Move Letters to Print File function, you can also select a different letter if the needed. To change the letter to be sent to the patient, select the letter you want from the Next Letter list.
Next Contact - Indicates the date of the next expected contact/payment from the patient. You set this date in the Add a Note function. This date overrides the standard migration path determined by the Collection Statuses.
Patient, Insurance and Total balance aging.
Notes - This section displays the Last Contact date, the Next Contact date and the last note entered with the Add a Note Action Column function.

Action Column Functions

Summary - Click Summary to return to the Work Accounts summary screen.
Next - Click Next to display the next account in the collections process that has not been worked, without returning to the Work Accounts summary screen to select a patient.
Mark as Worked/Unworked - Click Mark as Worked/Unworked to mark the account as needed. This function toggles back and forth between Worked and Unworked depending on the current setting for the account.
Previous - Click Previous to display the previous account in the Work Accounts summary screen to the one currently selected, regardless of the worked status.
Change or Review - Depending on the system security settings and the menus available to you, there will be either a Change or Review Action Column function. Click Change to access the Change Patient Data function to review or edit information on the patient's account. Or, click Review to access Review Patient Information to review the account. After you have completed reviewing and/or editing, click Cancel to go back to the Work Accounts detailed screen.

Add a Note - Click Add a Note to add notes and/or enter a Next Contact date for the patient. Upon accessing this function, the screen refreshes and the Note fields display in the lower portion of the screen. NOTE: The Next Contact date overrides the standard migration path determined by the collection statuses.

If you add a note without adding a Next Contact date, a message displays.

Data Field Information

Prompt	Response	Len
This Contact	Enter the date you want or click the calendar icon to select a date. This date defaults to the current date.	10
Next Contact	Enter the date of the next expected contact or click the calendar icon to select a date. Note: This date will override the standard migration path determined by the Collection Statuses. For example, a patient calls and says they will make a payment in five days, but their collection status is set to migrate to the next status tomorrow. You would make a note regarding the promised payment and set the next contact date as five days from today. This would prevent this account from migrating on to the next status when you populate the collection roster tomorrow. If the patient fails to make that payment in the five days as promised, the account will stay in the current status and will migrate as normal with the next populate.	10
Note Field	Enter the text for this note.	240

Statement - Click Statement to print a statement. The default Statement Type specified in the CGM webPRACTICE Integration Options will print. If the Billing Group code for this patient has a special statement type entered in the Billing Group table, that statement type will override the default statement type. The Work Status for the patient account will automatically be changed to 'worked' after using this function.
Payment Plan - Click Payment Plan to create a new payment plan or review the details of an existing plan for a patient.
NOTE:
- The Work Status automatically changes to 'worked' after using this function.
- The collection status of the account automatically changes to the code stored in the Status for Pmt Plan Accts field in the Patient Collections Integration.
- If there is an existing payment plan on the account, a Delete Payment Plan option appears in the Action Column.

Data Field Information

Prompt	Response	Len
Start Date of Plan	Enter the date that the payment plan should start or click the calendar icon to select a date.	10
Payment Amount	Enter the amount that the patient has agreed to pay. This amount is expected as frequently as the interval set in the Payment Days field. If the patient pays an amount less than this amount, the patient is considered to have failed (defaulted on) the payment plan and the account will move into the status set in the Status for Default field with the next 'populate'.	10
Payment Days	Enter the number of day indicating the agreed frequency of the payment. This field is used in conjunction with the Next Payment Date field to determine when the next payment is due.	2
Next Payment Date	This date field is automatically calculated based on the Start Date of Plan and Payment Days fields. If the patient does not make a payment by this date, the patient is considered to have failed (defaulted on) the payment plan and the account will move into the status set in the Status for Default field with the next 'populate'. You can override this field if needed. Type the date you want or click the calendar icon to select a date. For example, a patient agrees to pay $10.00 a week starting on the first of the next month; or, a patient informs you that they will be missing a payment; you can type the next agreed-upon date.	10
Last Payment Date	This field is information only and reflects the date of the last payment posted on the account.	10
Last Payment Amount $	This field is information only and reflects the amount of the last patient payment posted on the account.	10
Status for Default	Select a Collection Status to be assigned to the account in the event that the patient defaults on the payment plan; meaning they miss a payment or pay less than the agreed amount. The default response is held in the Collection Payment Plan Failed field of the Patient Collections Integration screen. Note: If you select a status other than 'Payment Plan Failed', it is treated as a 'payment plan failed' status. Meaning, the 'Days to Remain in Status' and the 'Transfer to Next Status Code' fields for this other status, are ignored and the account remains in the status code specified until you manually change it.	3
CGM webPAY	If the payments for this payment plan will be automatically collected using CGM webPAY, select this check box.	1
Merchant	Select a Merchant from the list. This is required for CGM webPAY payment plans.	1
Payment Method	Select a Payment Method from the list. This is required for CGM webPAY payment plans.	10
Card Holder Name	Type the Card Holder's full name.
Card Holder Zip Code	Type the Card Holder's five-digit zip code.

Delete a Payment Plan - If there is a Collection Payment Plan or a Non-Delinquent Payment Plan on the account, the Delete button will be available when you click Payment Plan. When the screen displays the details of the payment plan, you can review and confirm that this is the payment plan you want to delete. Click Delete to remove the payment plan from the account. NOTE: If you delete a non-delinquent payment plan, the account is removed from the Work Accounts function and the collections process and the screen returns to the Work Accounts summary screen. If you delete a delinquent payment plan, the account remains in the Work Accounts function and collection process. The collection status remains the same and an alert displays reminding you to change the collection status manually.
Find Patient - Click Find Patient to select a specific patient within the collections process. For example, if you are only working the accounts in the 'Accounts Being Worked' status and you receive a phone call from John Smith, who is in the 'Past Due Reminder' status, and you arrange to put him on a payment plan. You can use the Find Patient function to access his account and add the payment plan without having to exit your current selection of accounts.
Print a Letter - Click Print a Letter to print the letter currently selected in the Next Letter field, without having to exit the Work Accounts function.