7.4.0 Update Release Notes 04-05-11

• 5010 Electronic Claims
  
• Meaningful Use
  
• Interfaces
  
• Billing
  
• Collections
  
• Managed Care
  
• Patient
  
• Reports
  
• Schedule
  
• System
  
• Tables
  
• Transactions
  
• NetTools

• Address Fields *New Functionality* Several changes have been made to how the address fields work in the following menus only: Billing Profile Rules, Case Manager/Adjuster Code Table; Change Database Parameters; Collection Agency Table; Doctor Code Table; Employer Code Table; Guarantor Information screen in Change Patient Data; Location Code Table; NetVerify Integration; Patient Name and Address Information screen in Change Patient Data; Referral Source Table and the Guarantors Employer Address section in the patients Billing Information screen in Change Patient Data.
  
  A Validate Address button has been added to the right of the State field. Clicking Validate Address automatically converts the address you entered to a valid United States Postal Service (USPS)-approved address as managed by AccuMail (a USPS-certified Address Validation Database (CASS Certified)). If the address you entered cannot be validated, messages provided by AccuMail display indicating what could be wrong with the address. If you disagree with the converted address, you can change it back and save it without the validation changes.
  
  To accommodate the AccuMail program the following changes to the address fields and the functionality of those fields have been made:
  • 
    
  • The City, ST fields have been separated into two fields, City and State.
    
    
  • If you have entered a valid address, city and state, but do not know the zip code, you can click Validate Address and the correct zip code will populate in the Zip Code field.
    
    
  • If you enter a zip code that has never been entered before, the City and State fields will automatically populate with the correct city and state. If you have an invalid city, state and zip combination, if you click Validate Address in one screen, it corrects the information and now any time you enter that same zip code in another screen, the correct city and state will populate.
    
    
  • Any time you enter a Zip Code, the City and State fields will populate correctly based on the zip code. When you click Validate Address, the zip code will update with the +4 based on the Address Line One information for that zip code. The +4 on the end of the zip code is determined by the street address entered. For example, if you enter a street address in Address Line One and then you enter a five digit zip code, the City and State fields populate the correct information based on the zip code. If you enter a correct address and five digit zip code and click Validate Address, the zip code will return as Zip+4 and all of the address values will be updated. The address, city and state will always return in a combination of upper and lower case letters, except when the word New is used in the city field. Due to Web Link restrictions, New must be in all uppercase letters.
    
    
  • If you enter Suite, Apt, Room, Floor, Lot, Box or Building for example, in the second address line, and click Validate Address, this information populates up at the end of Address Line One. You can still enter any non-standard address values to the second address line.
    
    
  • If you have Internet Explorer set to AutoComplete the fields, the AutoComplete information will not be available on the address fields where the AccuMail program exists.
  
  
  
• Billing Information (Patient, Change Patient Data)
  • 
    
  • *New Functionality* A Release of Information check box was added to indicate if the provider has a signed patient authorization for release of medical records on file. A Release of Information check box has also been added to NetPracticePM Default Values. These check boxes are automatically selected, both in the NetPracticePM Default Values and on all existing patients.
    
    ***Action Required*** If you do not want the Release of Information check box to be automatically selected in the patients Billing Information screen at the time of patient registration, then you must clear the Release of Information check box in NetPracticePM Default Values.
    
    
  • The Signature on File field name has been changed to Benefits Assignment. The functionality has not changed. If you select this check box, Signature on File prints in Box 12 and 13 of the HCFA (and its electronic equivalents).
    
    
  • The Guarantors Employer information section was changed as follows: An Employers Address 2 field was added and the previous City, State & Zip field was separated into three fields Zip Code, City and State to allow the new AccuMail address program to work in this section.
  
  
  
• Change Database Parameters (System, Database Maintenance Menu) The Name of System field was increased to allow 60 characters. This is the name that the Billing Profile Rules will pull from to send on 4010 and 5010 electronic claims and in Box 33 of the CMS-1500 paper claims. A Printing Name field has been added. The Name of System field has been copied into the Printing Name field. This field is necessary to accommodate a shorter system name (35 characters). The Printing Name displays in the top right corner of all NetPracticePM screens as the Database Name. It displays in parentheses next to the Use System Name option in Billing Profile Rules. It also prints on report headers, footers and patient statements.
  
  ***Action Required*** Ensure that the Name of System and Printing Name fields contain the names you want based on the functionality of each field.
  
  
  
• Change Database Parameters (System, Database Maintenance Menu) - A Specialty Type field has been added so you can select the type of specialty for this database. If you previously had the Chiropractic Office check box selected in the Electronic Claims Integration, the Chiropractic (10) option will be automatically selected in this field. This field will be used to streamline the UB claims submission process. You do not need to select a specialty in this field at this time. When version 7.4.1 is released, specialties other than Chiropractics may have to select their specialty from this list to replace existing UB billing customs. Further information will follow in the Version 7.4.1 release notes.
  
  
  
• Claim Management (System, Database Maintenance Menu) *New Functionality* This menu has been added to consolidate and store the menus that control claim information on a system level. For complete information, see the online help section under System, Database Maintenance Menu, Claim Management. This menu currently contains the following four menus.
  • 
    
  • Billing Profile Rules - *New Functionality* This menu has been added so you can precisely control the billing information that is sent on insurance claims for the multiple billing scenarios that you may have different Tax IDs or NPI numbers based on location or insurance carrier, for example. Proper use of this menu will remove the need for most electronic claims customizations as you can set up your claims to bill correctly based on multiple carrier requirements.
    • 
      
    • All electronic claims customs remain intact for 4010 claims and will do so until 5010 claims are submitted in version 7.4.1. But, the 4010 claims and paper claims will now pull information from the Billing Profile Rules.
      
      
    • *Clients using HCFA Alignment Wizard only* If you add rules to the Billing Profile Rules and you have customs previously set up for your paper claims, those customs will still be used. If you want any customs removed for your paper claims, contact customer service.
      
      
    • A Default Profile has already been set up based on your most commonly used billing scenario, as follows:
      • 
        
      • NOTE: If, in the Entity Type field, you select the Use option and select Entity and if you have any providers marked as Individual in Maintain Doctor Codes, those claims will be denied.
        
        
      • The Entity Name or Billing Provider Name as stored in Change Database Parameters (System, Database Maintenance Menu).
        
        
      • The Billing Address, Pay To Address and Billing Provider Contact Name as stored in the Electronic Claims Integration (System, Database Maintenance Menu, Claim Management). The first non-P.O. Box address that is found is entered as the Billing Address. The first P.O. Box address that is found is entered as the Pay To Address. If no P.O. Box address is found, the Same as Billing Address option is selected in the Pay To Address field.
        
        NOTE: The Pay To Address takes precedence over the Billing Address by printing in Box 33 on the HCFA (and its 4010 electronic equivalent). If there is no Pay To Address, the Billing Address prints in Box 33 (and its 4010 electronic equivalent).
        
        
      • The Contact Name and Contact Information will always be pulled from the Default Profile for all claims even if you have created other profiles.
        
        
      • The Tax ID Number, NPI Number, Social Security Number and Group Taxonomy fields will all be set to the Use Provider option.
        
        
      • The Mammography Number and CLIA Number will populate the appropriate number, if only one number is found for each. Otherwise, the Use Location Mammography Number and Use Location CLIA Number options will be selected and the numbers will pull onto the claims as stored in the Location Code Table for the specific locations.
        
        ***Action Required*** You must go through this Default Profile to ensure that all information is entered correctly. If you have other billing requirements that are not covered by this default profile, then you must set up new rules to ensure that your claim information is correct based on your different billing scenarios. See the Billing Profile Rules (System, Database Maintenance Menu, Claim Management) online help section for more information.
    
    
  • Electronic Claims Integration This menu has been moved to the Claim Management menu within the Database Maintenance Menu level. It functions as it always has with the exception of the changes that are outlined in these release notes.
    
    
  • Maintain Doctor Codes A link to this menu has been added here so you do not have to leave the Claim Management menu and go to the Tables menu to access this table. It still exists in Tables, Doctor Code Table and functions in the same way with the exception of the changes that are outlined in these release notes.
    
    
  • Maintain Location Codes A link to this menu has been added here so you do not have to leave the Claim Management menu and go to the Tables menu to access this table. It still exists in the Tables, Location Code Table and functions in the same way with the exception of the changes that are outlined in these release notes.
  
  
  
• Create Insurance File (Billing, Insurance Billing Functions) *Clients using HCFA Alignment Wizard only* Previously, if you submitted an Insurance Doctor different from the Performing Doctor and the Performing Doctor had a provider number entered, the Performing Doctors information would print in Box 31 and Box 33 on the HCFA (and be sent in the electronic equivalent). A change has been made so that the Ins Dr selected in the Procedure Entry Function will always go on both electronic and paper claims even if the different Per Dr on the charges has a provider number in Maintain Dr Provider Numbers. For Box 17, if there is no Referral Source tied to the charges, then the Performing Doctors information will print in Box 17 (and its electronic equivalent).
  
  
  
• Electronic Claims Integration (System, Database Maintenance Menu, Claim Management)
  • 
    
  • The Receiver Name field has been increased to allow 60 characters.
    
    
  • The Location field has been changed to ECS Location and the selection list has been updated.
    
    The Contact Name, Office Address, City, State, and Zip Code fields have been removed. This information is now stored in the Billing Profile Rules menu.
    
    
  • The Chiropractic Office check box has been removed. As previously noted, this functionality is now being handled by the Specialty Type field in Change Database Parameters.
    
    
  • *New Functionality* A Mlt Submitter IDs Action Column button was added so you can send different submitter numbers based on Tax ID for different form types. When you click this button, a screen opens where you can type the Tax ID and corresponding Submitter ID.
  
  
  
• HL7 Interface Charge Import NetPracticePM can now accept up to 12 diagnosis codes per procedure via the HL7 charge import for 5010. ANSI guidelines still allow only four diagnosis codes to be linked to a specific procedure code. The additional diagnosis codes are being accepted to send out on a claim level. The diagnosis codes sent in the FT1 segment have the highest priority and appear in Unposted Procedures in the order they were sent. NetPracticePM links the first four codes in the FT1 segment to the procedure code. NetPracticePM now accepts the DG1 segment for diagnosis codes that are being sent at a claim level, but are not necessarily tied to a specific procedure code. The interface engine picks up these diagnosis codes only after the FT1 level diagnosis codes. For information on how the additional diagnosis codes come into NetPracticePM, see the Unposted Procedures section of these release notes.
  
  
  
• Insurance Policy Information (Patient, Change Patient Data) The Group Number field has been increased to allow 50 characters.
  
  
• Insurance Policy Information (Patient, Change Patient Data) The Pat. Rel to Policy Holder drop-down list has been updated with the standard acceptable codes. The 4010 claims will continue to send the correct codes. The crossover between the old and new codes will be made in the background for the 4010 claims when necessary (01 for 1; 19 for 2; and G8 for 3). The 5010 claims will send G8 for 09 as 09 is acceptable in the 4010 format only.
  
  
  
• Maintain Authorizations (Managed Care, Authorization Tracking Menu) The Authorization Number field has been increased to allow 50 characters.
  
  
  
• Maintain Doctor Codes (Doctor Code Table)
  • 
    
  • *New Functionality* A Default Sup Doctor field was added so you can include the supervising doctor on a claim. The selections include all doctors from the Doctor Code Table not marked as a Resource. The doctor stored here defaults into the new Sup Dr field in the Procedure Entry Function so; you should note that some insurance carriers may reject electronic claims that include this information. You should be aware of the carriers requirements before including this information on the claim.
    
    
  • The Doctors Name (L, F M) field name has been changed to Doctor Name (L, S, F, M) so you can enter the doctors last name, suffix, first name and middle name. The L (last name) field has been expanded to 60 characters. The S (suffix) field has been added and allows 10 characters. The F (first name) field has been expanded to 35 characters. The M (middle name) field has been expanded to 25 characters to allow for a middle name instead of just an initial. Note that paper claims will print with the data entered in the Printing Name field.
    
    
  • *New Functionality* A Taxonomy Code field has been added so you can store one or more taxonomy codes for a provider. With this update, a pass-thru has been done so that if a doctor has a Specialty Code selected and that specialty code is tied to a taxonomy code in the background for previous claim requirements, and that taxonomy code also exists in Maintain Group Taxonomy Numbers for that doctor, then this new field displays that taxonomy code, and it is considered the default taxonomy code for the doctor. This entry appears in bold font. You can add taxonomy codes by typing the code in the field or clicking the magnifying glass to select a code. You can change the default taxonomy code by clicking one of the other taxonomy codes listed in the box and that one becomes the new default (and appears in bold font). Click the trash can icon to remove a code from the field.
    
    The primary taxonomy code displays in the Ins Dr Taxonomy field in the Procedure Entry Function. For more information see the Procedure Entry Function note in the 5010 section of these release notes.
    
    ***Action Required*** To ensure that all of your providers have taxonomy codes, you should Print the Doctor Code Table, selecting the Specialty Code sort parameter. Then you should Print the Doctor Code Table again, selecting the Taxonomy Code sort parameter and compare the lists. If a doctor is missing a taxonomy code, you need to manually add it in Maintain Doctor Codes for that doctor because the pass-thru did not find a match based off of the current taxonomy code matched to the specialty.
  
  
  
• Maintain Group Taxonomy Numbers (Tables, Doctor Code Table, Provider Number Table, Group Taxonomy Number Table) The Taxonomy Code field has been increased to allow 50 characters.
  
  
• Maintain Group Taxonomy Numbers (Tables, Doctor Code Table, Provider Number Table, Group Taxonomy Number Table) *New Functionality* A Paper, Electronic or Both field was added so you can select the option to indicate which claim type the Taxonomy Code should go on.
  
  ***Action Required*** If you do not have entries in this table, you do not need to add anything to this table, unless in the future, a specific insurance carrier requires a group taxonomy number to be sent on your claims. If you do have entries in this table, this new field is relevant to the correct submission of the group taxonomy number on 5010 claims and you should go through this table to make sure that your existing codes are entered correctly and select the appropriate claim option for Paper, Electronic or Both. You can Print the Group Taxonomy Number Table to see what has already been entered.
  
  
  
• Maintain Insurance Carriers (Tables, Insurance Carrier Table) *New Functionality* -
  
  • 
    
  • The Insurance Carrier Name field has been increased to allow 60 characters. Only 54 of the characters are visible in the fields that display the Insurance Carrier Name throughout the system.
    
    
  • A Payer Tax ID # field has been added so you can include the tax ID for the carrier, if necessary.
    
    
  • A UB Electronic ID# field has been added so you can store a separate electronic ID for UB claims.
    
    ***Action Required*** You must update these fields with the correct numbers if you have electronic IDs that differ between UB (institutional) and standard (professional) claims. The customs previously in place to handle the different IDs will no longer be in place when you start submitting 5010 claims to this carrier in version 7.4.1.
    
    
  • An Additional Payer ID# field has been added so you can store a separate electronic ID for other/miscellaneous claim types. This number could be required by some carriers to help them identify the type of claim. The only way the information would go on the claim is if the carrier specifically required it and at that time you would need to contact customer service so that this field could be programmed to go into the specific REF segments as required by the carrier.
    
    
  • An EPSDT Carrier check box has been added. Select this check box if the carrier is an EPSDT insurance carrier. If any insurance carriers exist in your table with a code or description that begins with EPSD, this check box will be selected on those existing carriers. Going forward, you no longer have to have the carrier code/description begin with EPSD. This check box controls the functions for the EPSDT carriers now.
    
    
  • A Claim Filing Indicator was added for those carriers that may require this information on 5010 claims to further specify the type of claim.
    
    
  • A 5010 Format field has been added. With the release of version 7.4.1, CompuGroup Medical's EDI Department will populate this field with the 5010 information that is being sent to this carrier only when we have been certified to send 5010 files to this carrier. This field will be updated nightly. The options are: prof claims (professional claims); inst claims (institutional claims); remits; 276/277 (claim status inquiry and response); and 271/272 (eligibility inquiry and response). Since we can be certified for the different file types at different times, you may not see all types appear in this field at one time.
  
  
  
• Maintain Insurance Denial Codes (Tables, Insurance Denial Code Table) *New Functionality* -
  • 
    
  • This table has been updated with all of the current/standard insurance denial (remit) codes as maintained by The Centers for Medicare and Medicaid Services (CMS).
    
    
  • Since this is a standard table, you can no longer add codes to this table. You can no longer edit the Long Description of the code, although you can still edit the Brief Description to suit your practice. The Brief Description is what displays in the Insurance Reason drop-down list in the Deny Insurance Claims function. In the ledger portion of the Transaction History Detail screen for the charge, the denial item reflects the Practice Denial Code description as stored in this table, then a slash / and then the Insurance Denial Code as stored in this table.
    
    NOTE: If you have manually added any codes to this table, those codes will be inactivated as of this update. We will make a copy of your original table for later reference if necessary. If you use insurance denial codes, you must use the standard codes stored in this table.
    
    But, if you had entered code 45 for example, with your own description, this code will be removed because there is a standard code of 45 which was added to the table and this code is a contractual adjustment code, which could be different from whatever you had your original 45 code set to do. You can go to http://wpc-edi.com and click Code Lists and click Claim Adjustment Reason Codes for a full list of numeric codes or you could Print the Insurance Denial Table to see a list of the current standard codes.
    
    
  • An Auto Adjustment check box has been added. Select this check box if you want the amount denied with this code to be automatically adjusted off of the account when the ERAs are posted. Any denial code that is already hard-coded to be automatically written off will automatically have this check box selected. Those codes are: 42, 45, 59, 94, 104, 122, 130, 131, 172, 203, and A2. Note that this is for the Post ERA File function only. This write-off will not occur with payments/denials that are entered manually.
    
    
  • A Copy the Insurance Denial Code Table menu was added so you can copy this table from one database to another. You can select to overwrite existing insurance denial codes and choose whether or not to copy (not overwrite) the entire Practice Denial Code Table as well.
  
  
  
  
• Maintain Location Codes (Tables, Location Code Table)
  • 
    
  • The Location Name field has been increased to allow 60 characters.
    
    
  • The Location Code equivalent fields have been renamed Place of Service Code and the drop-down list has been updated with all of the standard codes.
    
    
  • *New Functionality* A UB Type of Bill field has been added so you can indicate which UB Type of Bill code should go on the UB claims for each location.
    
    
  • *New Functionality* A CLIA Number field has been added to better manage submitting CLIA numbers on claims. If you have only one CLIA number, it will be placed in your Default Profile in Billing Profile Rules (System, Database Maintenance Menu, Claim Management). If you have more than one CLIA number and they have been assigned to different locations (in Maintain Dr Provider Numbers by Loc), those numbers will populate into this field under the correct location code.
    
    ***Action Required*** If you have multiple CLIA numbers that were never assigned to locations because they were entered in Maintain Dr Provider Numbers, you must set up those CLIA numbers for the correct location here.
    
    *New Functionality* A Mammography Certificate field has been added to better manage submitting mammography certificate numbers on claims. If you have only one mammography certificate number, it will be placed in your Default Profile in Billing Profile Rules (System, Database Maintenance Menu, Claim Management). If you have more than one mammography certificate number, those numbers will populate into this field under the correct location code.
  
  
  
• Maintain Procedure Codes (Tables, Procedure Code Table) *New Functionality* -
  • 
    
  • A Mammography Code check box has been added so you can indicate if the mammography certificate number should go on claims for this procedure code. The procedures that you have previously sent with mammography certificate numbers in the past will automatically have this check box selected.
    
    ***Action Required*** To ensure that the Mammography Certificate number is sent on claims, you must ensure that the correct Mammography Number option is selected in the new Billing Profile Rules menu and/or entered in the Mammography Certificate field in Maintain Location Codes, and you must select the Mammography Code check box on any new procedure codes that you have not previously sent on claims.
    
    
  • A Revenue Code field has been added so you can indicate the revenue code for this procedure code for UB claims.
    
    
  • A Principal Procedure Code field has been added so you can indicate this code if your UB claims require it.
  
  
  
• Maintain Referral Source Codes (Tables, Referral Source Table) The Sources Last Name and Sources First Name fields have been combined into one Source Name (L, S, F, M) field so you can enter the referral sources last name, suffix, first name and middle name. The L (last name) field has been expanded to 60 characters. The S (suffix) field has been added and allows 10 characters. The F (first name) field has been expanded to 35 characters. The M (middle name) field has been added and allows 25 characters to allow for a middle name instead of just an initial. Note that paper claims will print with the data entered in the Printing Name field. If nothing is entered there it will print with the data entered in the Sort Name field.
  
  
  
• Maintain Type of Service Codes (Tables, Type of Service Table) - *New Functionality* - An Include CLIA Number on Claims check box has been added so you can include the CLIA number by Type of Service.
  
  ***Action Required*** You must select this check box for all types of service that need a CLIA numbers sent. CLIA number storage is explained in the Maintain Location Codes note in the 5010 section of these release notes.
  
  
  
• NetPracticePM Default Values (System, Database Maintenance Menu) The Signature on File field name has been changed to Benefits Assignment to coincide with the same change made in the patients Billing Information screen. This check box defaults as selected.
  
  
• NetPracticePM Default Values (System, Database Maintenance Menu) *New Functionality* A Release of Information field has been added to indicate if the provider has a signed patient authorization for release of medical records on file. A Release of Information check box has also been added to the patients Billing Information screen in Change Patient Data. These check boxes are automatically selected, both in the NetPracticePM Default Values and on all existing patients.
  
  ***Action Required*** If you do not want the Release of Information check box to be automatically selected in the patients Billing Information screen at the time of patient registration, then you must clear the Release of Information check box in NetPracticePM Default Values.
  
  
  
• NetVerify Integration (System, Database Maintenance Menu) An Office Address 2 field was added.
  
  
  
• Patient Demographics Anywhere that the patients name was previously displayed in the patient name fields, those fields have been removed and now the patients account number and name (in Last, Suffix, First, Middle order) displays at the top center portion of each screen.
  • 
    
  • In all patient, guarantor and policy holder name fields, the field names have been changed to include (L, S, F, M):
    • 
      
    • The L-Last Name field has been increased to allow 60 characters
      
    • The S-Suffix field has been added and allows 10 characters
      
    • The F-First Name field has been increased to allow 35 characters
      
    • The M-Middle Name field has been increased to allow 25 characters for the middle name instead of just the middle initial
    
    
  • Anywhere that the patient, guarantor or policy holder name displays has been modified to include this new information. In some screens the appearance of the name may be different or the number of characters displayed may be truncated to accommodate the screen, taking into account the NetPracticePM minimum screen resolution requirement of 1024x768, the function of the screen, the available space on the screen and whether or not the screen contains images, etc.
    
    
  • If you do not use the HCFA Alignment Wizard Program for printing claims, if there are more than 34 characters entered between the Last Name, First Name and Middle Initial, the name will carry over to the next field and/or wrap within the field on the HCFA. The Suffix will not print.
    
    
  • If you do you use the HCFA Alignment Wizard Program for printing claims, Box 2 and Box 4 will print 20 characters of the Last Name; 11 characters of the First Name and 1 character for the Middle Initial. The Suffix will not print.
  
  
  
• Payment Entry Function (Transactions) The ICN Number field has been increased to allow 50 characters. 4010 claims are still limited to 30 characters.
  
  
  
• Procedure Entry Function (Transactions) *New Functionality* -
  • 
    
  • A Sup Dr field was added so you can send the Supervising Doctor information on the claim. This field defaults with the Default Sup Doctor as stored in the Doctor Code Table for the selected Per Dr. Click the magnifying glass to add or change the doctor in this field. This field pulls from a combination of the Doctor Code Table and the Referral Source Table. This is indicated in the Source column in the Table Search window. Click the X icon to remove a doctor from this field. Note that not all insurance carriers require this field and some may reject claims if this information is included on electronic claims. You should be aware of the carriers requirements before including this information on the claim.
    
    
  • An Ins Dr Taxonomy field has been added. This field defaults, for the Ins Dr selected here, with the Primary taxonomy code stored in the Taxonomy Code field in Maintain Doctor Codes. If there are multiple taxonomy codes stored for the doctor, they are available from the drop down list. If you change the Ins Dr, this field updates accordingly. If, in the Doctor Code Table for this Ins Dr, the Individual check box is selected, this taxonomy code will not go on claims. If the Individual check box is not selected the Ins Dr taxonomy code will go on electronic claims.
    
    
  • The diagnosis entry fields have changed. You can now enter up to 12 diagnosis codes on this screen. All diagnosis codes entered here are referred to as Encounter DXs. You can still only link four diagnosis codes to a procedure code. In the Diagnosis field, type the code you want and press Tab or Enter or click the magnifying glass to select a code. The code will drop down into the field below. The code field defaults based on what is stored in the Default Diagnosis field in the Patient Name and Address Information screen in Change Patient Data unless the Default DXs at Chg Entry check box is selected in NetPracticePM Default Values, then it will default the last posted diagnosis codes. Each code can be reordered by selecting a new order from the drop-down list next to the code. You can remove a code from the list by clicking the X icon in the drop-down list next to the code.
    
    The Diag field in the procedure entry portion of the screen has been split into four fields. You can no longer enter an actual diagnosis code here to tie it to the procedure code. You must use diagnosis pointers based on the diagnosis codes entered above. The codes pointer number is the number next to the code in the drop-down list box. Valid entries are 1 12. These four fields default with pointers 1, 2, 3, and 4 depending on how many diagnosis codes are entered above. As you reorder the codes in the top section, the pointers reorder accordingly in the Diag fields.
    
    If you enter a procedure code or grouping that has a default diagnosis, the code is added to the diagnosis code list and the pointers adjust accordingly.
    
    If you have not selected the Default DX's at Chg Entry default value, (or if there were no prior charges), and if the Default Diagnosis in the Patient Name and Address Information screen is 0, no diagnosis codes will populate into this section unless you select a Case that contains a Primary Diagnosis and/or you select a procedure code that has a Default Diagnosis tied to it.
    
    If you select a diagnosis from the dx linking button, the code is added to the diagnosis code list and the pointers adjust accordingly.
    
    If you have charges in Unposted Procedures that have actual codes attached to them, a pass-thru will be done with this update that will convert those into pointers in the Procedure Entry Function.
    
    Note that prior to 5010 claims submissions, any diagnosis codes that are not represented with diagnosis pointers in the Diag field will not be sent on the claim, but they are stored with the charge and are viewable in the top portion of the Transaction History Detail screen for the charge.

• 
  
• Refile Insurance Claims (Billing, Insurance Billing Functions)
  • 
    
  • The Delay Reason Code selections have been updated to current standards in all places where you can refile claims in NetPracticePM.
    
    
  • The Resubmission Code field has been enhanced to a drop-down list and updated with the standard resubmission codes and descriptions in all places where you can refile claims in NetPracticePM. The 4010 claims have been modified to pull in the Resubmission Code from the last refile. If one is not entered from the last refile on a line item, a 1-Admit thru Discharge Claim Resubmission Code will be submitted.
    
    
  • Several enhancements were made to meet requirements for the ICN (Insurance Claim Number).
    • 
      
    • The ICN Number field defaults with most recently used ICN Number whether that was from the Payment Entry Function, Post ERA File or the last refile.
      
      
    • Some insurance carriers require a Resubmission Code when you refile an electronic claim. The ICN Number is not sent on electronic claims unless a Resubmission Code of 7 or 8 is entered, at which point the ICN Number is required and a message displays: An ICN Number is required if a Resubmission Code of 7 or 8 is selected.
      
      
    • Not all insurance companies will accept a resubmission code and ICN number on electronic claims. You should know the payers requirements before submitting a claim with a resubmission code and ICN.
      
      
    • The ICN Number does not print on paper claims.
    
    For more information on how this information displays in the patients Transaction History, see the History (Patient, Change Patient Data) section of these release notes.

• 
  
• Insurance Policy Information (Patient, Change Patient Data) *New Functionality* The former Insurance Type field has been renamed Medicare Supplemental Type. This field functions as it always has. This is to allow for the new Insurance Type field where you select if the Medicare or Medicaid insurance carrier is Medicare (MC), Medicaid (MD) or Commercial Medicare (CM). If you are adding a new patient or a new policy or if you save an existing Insurance Policy Information screen and the Insurance Carrier Code selected is stored with Insurance Form C (Medicare) or D (Medicaid), the Insurance Type field is required and, if left blank, a message appears prompting you to complete the field before continuing. This field does not go on claims. It is for Meaningful Use information to be sent to NetPracticeEHRweb. If you have a different EHR vendor that wants to accept this information, contact customer service.
  
  
  
• Maintain Language Codes (Tables, Language Code Table) *New Functionality* This table has been updated as defined by the Library of Congress http://www.loc.gov/standards/iso639-2/php/code_list.php. You can add language codes from the standard table to the selections available in the Language field in the Patient Name and Address Information screen in Change Patient Data and in Patient Registration here.
  
  These values are pulled from the NetPracticePM servers at CompuGroup Medical, so your server must be able to access the CGM Online Support Center.
  
  Type the first few letters of the language you want to add and click Search. The results display in the Results field. Select the one you want from the list and click Insert. The language appears in the Existing Language Codes section and will be available in the Language fields in Change Patient Data and Patient Registration. To remove a language from the list, clear the check box in the Active column next to that language and click Save. The language will be removed from the selection list in the Language fields. When you go back into the table, the language will still appear in the Existing Language Codes section. See the Patient Name and Address Information entry in this section of these release notes for more information.
  
  
  
• Patient Name and Address Information (Patient, Change Patient Data)
  • 
    
  • The selections in the Race field have been updated. The 7-Latino or Hispanic code has been deleted. If this value had been previously stored in this field, the field will now be blank and the Ethnicity field will be set to 7-Hispanic or Latino. The 3-Other Pacific Islander code has been merged into the 2-Native Hawaiian/Other Pacific Islander code. If 3 had been previously stored in this field, the code will now be set to 2.
    
    
  • The selections in the Language field have been updated as defined by the Library of Congress http://www.loc.gov/standards/iso639-2/php/code_list.php. With this update, a pass-thru will match the languages that currently exist in your system with this ISO 639-2 list and will convert the matching codes into the acceptable ISO 639-2 codes. The Patient Demographic Changes in Demographic Look-up will show that the change was made by CGM US.
    
    These codes have also been updated in the Language Code Table. See the Maintain Language Codes entry in this section of these release notes for more information.
    
    
  • The descriptions in the Ethnicity field drop-down list have been changed to Hispanic or Latino, Not Hispanic or Latino and Patient Declined or Unavailable.
    
    
  • *Clients using both NetPracticePM and NetPracticeEHRweb* The data stored in the Language, Race and Ethnicity fields in NetPracticePM will now be sent to NetPracticeEHRweb. Note that this does not include the Other Race field.
    
    
  • *Clients using both NetPracticePM and NetPracticeEHRweb* The data stored in the Middle Name and Suffix fields in NetPracticePM will now be sent to NetPracticeEHRweb.
    
    
  • *Clients using both NetPracticePM and NetPracticeEHRweb* The interface has been updated to allow for lowercase and mixed upper- and lowercase entries.

• *Clients with a demographic HL7 interface between NetPracticePM and OrthoPad only* The Spec Co-pay $, as stored in the Insurance Policy Information screen is now included in the demographic messages sent to OrthoPad from NetPracticePM.
  
  
  
• Unposted Procedures (Transactions) If a Case and an Authorization were attached to the appointment when the charges came across from the interface vendor to NetPracticePM, the procedures came across in two separate entries one for the charges attached to the case and one for the corresponding authorization because the case was not also attached to the authorization. NetPracticePM only pulls the authorization from the charges if the patients appointment ID is being sent back to NetPracticePM in the charge file.

• 
  
• Create Insurance File (Insurance Billing Functions) Some functions in the system were not allowing you to send an insurance claim when the date of service was the same as the termination date of the carrier that the claim was being filed to. This has been resolved. You can file claims when the date of service and the termination date for that carrier are the same.
  
  
  
• Move/Rebuild Transmission File (Insurance Billing Functions, Electronic Claims) It was possible to receive claim rejections due to invalid Tax ID number. This has been resolved.
  
  
• Move/Rebuild Transmission File (Insurance Billing Functions, Electronic Claims) - It was possible for electronic claims not to include the AUTH special procedure code if there was another special procedure code between the CPT code and its corresponding AUTH. This has been resolved. NOTE: The AUTH date of service should always be the same as the charge that it is tied to. Meaning if you enter a CPT code and then a THRU special procedure code with a different date of service, the AUTH procedure code must have the same date of service as the CPT code, not the THRU code.
  
  
  
• Print Exception Report (Insurance Billing Functions, Electronic Claims) A new Missing or Invalid NPI for Doctor __ exception and a new Missing or Invalid NPI for Referral __ exception were added to indicate that the NPI Number field stored in the Doctor Code Table for the doctor or referral source selected as the Sup Dr on the claim is either missing or invalid.
  
  
  
• Print Insurance Forms (Insurance Billing Functions)
  • 
    
  • *Clients using HCFA Alignment Wizard Program only* The Case Description, Case Type and Date of Injury from the Case Management screen previously printed in Box 19 on the HCFA if a case was attached to the charges. Box 19 will no longer print this information.
    
    
  • *Clients using HCFA Alignment Wizard Program only* Regarding Box 33, if you select the Individual check box in Maintain Doctor Codes:
    • The providers Printing Name from Maintain Doctor Codes will print.
      
    • If there is an address, city and state stored in the Billing Profile Table for the selected profile, that information will print. If not
      • If there is an address, city and state stored in Maintain Doctor Codes, that information will print. If not
        
      • The address, city and state stored in Change Database Parameters will print.
    
    
  • *State of Indiana Medicaid-Clients using HCFA Alignment Wizard Program only* If the state code in Change Database Parameters is IN, for all Insurance Form D claims:
    • Medicare Part B Crossover claims only: The Code section of Box 22 will print with the total of the Medicare coinsurance, deductible and psych reduction. The Original Ref No section of Box 22 will print with the actual Medicare paid amount.
      
    • Box 29 will print the total payments received from any other source, excluding the 8A deductible and the Medicare paid amount.
      
    • Box 30 will print the difference between Box 28 and Box 29.
    
    
  • Send Electronic Statements *Linking Databases only* - It was possible for an error to occur if the slave account had a balance but the master account did not. This has been resolved.

• Work Accounts (Patient Collections) It was possible for the Next Payment date to not auto-fill based on the values entered in the Start date of Plan and Payment Days fields. This has been resolved.

• Maintain Service Scripts (Service Script Tracking Menu) It was possible for the max service scripts exceeded message to appear when there were still unused service scripts and for the message not to appear when the allowed number had been exceeded. This has been resolved.

• Change Patient Data - *DYMO Label Printer users only* *New Functionality* - If you have selected to print a label from this function (in the DYMO Label Maintenance menu), a Print Labels button displays in the Action Column. If you hover over it, the name of the label displays. If there is more than one label selected to print from this function, a down arrow displays. Click the down arrow to show all of the labels and select one to print. Click Print Labels to print all of the labels. The labels print directly to your DYMO label printer. For more information, see the Reports section of these release notes.
  
  
• Change Patient Data If you reverse an insurance payment and then view the Transaction History Detail for that payment, or a charge with that payment attached, the Action for that reversed payment now indicates whether it was a primary, secondary or tertiary payment (e.g. Payment Primary Reversed). Also, if a co-payment was reversed, the Action indicates Co-Payment Reversed.
  
  
  
• Change Referral Patient Data (Patient Referral Menu) The authorization screen was updated to be consistent with the Maintain Authorizations screen. This screen was also updated in Review a Patient Referral.
  
  
  
• DMS (Change Patient Data)
  • 
    
  • The UB1 and UB2 records have been updated with correct Box numbers in parentheses next to their corresponding fields.
    
    
  • *New Functionality* The Schedule check box in the ALERT record has been changed to Limited Schedule and Expanded Schedule.
    
    Limited Schedule alerts appear in Enter Patient Appointments and Review Patient Appointments when you schedule a new appointment and select the patient through the Select Patient and Inquiry Action Column functions, and from the Schedule Appointment and Appointment Inquiry QuikLink functions.
    
    Expanded Schedule alerts appear when selecting an existing appointment and when selecting the patient from the Check In/Out functions, in addition to all of the places that the limited schedule alerts appear.
    
    If there are both Limited and Expanded Schedule alerts stored for a patient or if one alert has both the Limited Schedule and Expanded Schedule check boxes selected, the alerts function like the Expanded Schedule alerts.
    
    If you have existing alerts where the Schedule check box is selected, with this update, the Limited Schedule check box will be selected. You must select the Expanded Schedule check box if you want the alert to display in those additional functions.
    
    
  • The ALERT record has been enhanced for efficiency. The All Functions check box has been moved to the top of the list. When you add a new Alert Message, all of the check boxes are selected. Clear the All Functions check box to clear all of the check boxes and select it again to select all check boxes. If all are selected and you clear one of the function check boxes, the All Functions check box clears. If you have existing alerts where the All Functions check box is selected, that check box will remain selected and all of the function check boxes will be selected too.
    
    
  • The Miles field in the AMB (AMBULANCE) record has been expanded to allow six characters and you can now add a decimal point to account for tenths of a mile (e.g. 16.4 miles).
  
  
  
• Guarantor Information (Change Patient Data) If, in the Patient Name and Address Information screen, there is an address for the patient and the Rel to Guarantor is set as Same (0), you cannot have blank Address Line One, Zip Code, City, State Code, Country Code, County and Birth Date fields. If you remove any of this information and save, the information stays in the Guarantor Information screen the same way it is in the Patient Name and Address Information screen.
  
  
  
• History (Change Patient Data)
  • 
    
  • *New Functionality* There is a new process for posting a negative charge. You can no longer enter a negative amount in the Procedure Entry Function. The only way to post a negative charge now is from the patients transaction history screen. Select the charge or charges you want to negate and select Negative Charge from the Actions drop-down list. If you have selected a charge with a positive amount that is not awaiting an insurance response, that charge will be negated. This Action makes an identical copy of the charge with the new Accounting Date that you specify and posts it as a negative charge. If there were any payments or adjustments applied to that charge, they will remain as a credit on that original charge line item. After a charge has been negated, no other Actions can be performed on that charge. The check boxes next to the original charge and the negative charge will be inactivated.
    
    
  • When you send statements, the statement adjustment (if you have entered an adjustment code in the Adj Code for Stmts field in NetPracticePM Default Values) displays the description stored in the Brief Description field in Maintain Adjustment Codes for that code, along with the method that the statement was sent. For example: Statement Sent File, Statement Sent Screen, Statement Sent Printer, and Statement Sent My Reports. This will only be on statement sent adjustments going forward and will not change previous statement sent adjustments. You should keep the Brief Description short (such as STMT Sent) to avoid the printing method from being truncated or missing when displayed in Transaction History.
    
    
  • On the top portion of the Transaction History Detail screen for the charge, the following changes have been made to reflect the information entered in the Procedure Entry Function:
    • 
      
    • The Doctor field has been changed to Per Dr/Ins Dr
      
    • An Ins Dr Taxonomy field has been added
      
    • A Sup Dr field has been added
      
    • The Referring Doctor field has been changed to Ref Dr
      
    • An Encounter DXs field has been added to reflect all diagnoses entered on the charge, including any that were not tied to the procedure code. The diagnoses tied to the procedure code are still listed in the DX1 DX4 fields.
    
    
  • Several enhancements have been made to how the ICN (Insurance Claim Number) is stored on the account. See the Refile Insurance Claims section in the 5010 section of these release notes for more information.
    • 
      
    • On the Transaction History screen, when you click the plus sign (+) to expand the details of a charge, the most recently used ICN displays (if one was entered in the Payment Entry Function, Post ERA File or when refiling the charge).
      
      
    • On the Transaction History Detail screen for the charge, if there was a payment applied to that charge and an ICN Number attached to that payment, the ICN Number displays next to the payment code in the Code column in the payments and adjustments section.
      
      
    • In the ledger portion of the Transaction History Detail screen, if you entered an ICN Number (Insurance Claim Number) when refiling a charge with a Resubmission Code of 7 or 8, that ICN now displays under the refile Action for the charge, directly under the Resubmission Code. If you entered an ICN Number when refiling the claim, without a Resubmission Code, the ICN will not display here. For more information on the Resubmission Code and ICN Number see the Refile Insurance Claims note in the 5010 section of these release notes.
      
      
    • On the top portion of the Transaction History Detail screen for the payment, the ICN number used to display right after the Payment Code description. An ICN field has been added to reflect the ICN entered with the payment, whether entered via the Payment Entry Function or Post ERA File.
    
    
  • The Resubmission Code, which previously displayed in the top portion of the Transaction History Detail screen, now displays in the insurance ledger detail under the refile Action for the insurance carrier that the charge was refiled to.
    
    
  • In the ledger portion of the Transaction History Detail screen, when a claim is filed electronically, the name of the Billing Profile used for that claim displays next to the CLAIM SENT Action.
    
    
  • *Family Billing Databases only* - The E-Superbill (SB) image icon on the charge line items has been removed from the slave accounts. Previously, when you clicked the SB image icon to view an E-Superbill on a slave account, all of the fields were blank. Now you can only view the E-Superbill image (SB) for the slave account from the master account.
  
  
  
• Patient Name and Address Information (Change Patient Data) An Other field has been added to the right of the Race field so that you can now store two race values.
  
  
  
• Patient Registration - *Linking Databases only* When you complete the registration process and select the Family Action Column button to link the patient to an existing account, there was a New Patient button in the Action Column. This has been removed because the account that you are linking the new account to must already exist.

• Aged Receivables by Location (Aged Accounts Receivable Reports) If you selected the Alphabetic or High Balance sort options and selected a specific location or range of locations, it was possible for this report to print results for locations not included in the sort parameter. This has been resolved.
  
  
  
• DYMO Label Maintenance (Data Management System, DMS Label Processor) - *DYMO Label Printer users only* *New Functionality* Label printing has been enhanced for DYMO label printers. This enhancement provides you with precise control of your label design, eliminates alignment issues and allows you to easily print labels from within multiple NetPracticePM functions. This function does not replace the Add or Change Labels function. You are still able to access and print your existing labels as you always have. But, you cannot access your old labels through this new function. If you want to use this function for label printing, you must create all new labels. Your DYMO software must be at least version 8.0 to create and import labels into NetPracticePM. You must first set up your label within the DYMO software. See the DYMO Label Setup Process (Help Index, Introduction, System Processes) and the DYMO Label Maintenance (Reports, Data Management System, DMS Label Processor) sections of online help and the Patient and Schedule sections of these release notes for more information.
  
  
  
• Patient Hospital Rounds List (Patient Listings) It was possible for the Last Procedure column to reflect payments and adjustments if those were the most recent transactions on an account. This has been resolved and this column now reflects only the last charge/procedure code posted to the account.

• Edit Doctor Schedules (Doctor Schedule Maintenance) - Previously, if you placed more than four reserves on a time slot when creating a template, the template would apply to the schedule showing only four reserves. This has been resolved and the maximum number of reserves that reflects when you apply a template, matches the number stored in the Max Appt/Unit field in Edit Doctor Schedules. If you attempt to add more reserves than allowed, a message, You are only allowed __ reserve(s) per time slot based on the Max Appt/Unit field in Edit Doctor Schedules displays.
  
  
  
• Enter Patient Appointments -
  • 
    
  • *DYMO Label Printer users only* *New Functionality* - If you have selected to print a label from Appointment Save (in the DYMO Label Maintenance Menu), a Print Labels button displays in the Action Column of the appointment details screen. If you hover over it, the name of the label displays. If there is more than one label selected to print from this function, a down arrow displays. Click the down arrow to show all of the labels and select one to print. Click Print Labels to print all of the labels. The labels print directly to your DYMO label printer. For more information, see the Reports section of these release notes.
    
    
  • *New Functionality* - When you select a patient from the schedule, the Letter button in the Action Column has been changed to Letter/Label so you can also select and print DMS Labels from this function.
    
    
  • The Filter Action Column button has been removed. You should use the new Maintain Schedule Filters menu to set up the filters. See the Maintain Schedule Filters release note for more information.
    
    
  • Previously, it was not possible to rebook an appointment that had a service script attached to it that was set to expire within ten days. This has been resolved. The warning message appears, but you can still rebook the appointment.
  
  
  
• Inquiry (Enter Patient Appointments) If an appointment has been scheduled or rescheduled from the Wait List and if that appointment is subsequently deleted, a message displays at the top right of the Appointment Details section. It also indicates the user code and the date that the appointment was scheduled/rescheduled from the wait list or deleted.
  
  
  
• Maintain Schedule Filters (Doctor Schedule Maintenance) - *New Functionality* - This menu has been added so that you can set up specific schedule views in Enter Patient Appointments. Click New Filter in the Action Column to set up new schedule filters. The Filter Action Column button has been removed from the Enter Patient Appointments schedule screens. This does not affect the Morning View, Afternoon View, Refresh, Doctors, Locations, Make Default View and Load Default View Action Column functions. You can still use these functions even if you have filters set on your schedule. See Online Help under Schedule, Doctor Schedule Maintenance, Maintain Schedule Filters for more information.
  
  
  
• Move Schedule to Another Date (Doctor Schedule Maintenance) - *New Functionality* This menu has been added so you can move a schedule from one date to another for a selected doctor and location. You can still choose to delete a schedule, move the patients to the Wait List and contact them from there; this just provides a simpler means to move the appointments. The appointments will not move off of the from date schedule if there are already existing appointments in those time slots on the to date schedule. It will only move appointments into the same existing blank timeslot. If any appointment units overlap, the appointment will not be moved either. If a time slot can be moved, it is deleted from the from date schedule.
  
  
  
• Patient Check In/Out -
  • 
    
  • *DYMO Label Printer users only* *New Functionality* - If you have selected to print a label from this function (in the DYMO Label Maintenance Menu), a Print Labels button displays in the Action Column. If you hover over it, the name of the label displays. If there is more than one label selected to print from this function, a down arrow displays. Click the down arrow to show all of the labels and select one to print. Click Print Labels to print all of the labels. The labels print directly to your DYMO label printer. For more information, see the Reports section of these release notes.
    
    
  • *New Functionality* - An E-Superbill column has been added to the Check In/Out summary screen. This column contains an ESB link so you can access the patients E-Superbill directly from this screen. When charges have been posted for that appointment, a dash (-) displays instead of the ESB link.
  
  
  
• E-Superbill
  • 
    
  • The procedure groupings feature has been enhanced. When you select an existing procedure grouping, or select a procedure grouping from your table by selecting an Other category on your E-Superbill, the grouping title displays in bold font with the total amount of the grouping displayed in the price column (if you have the price column enabled). Then, all of the procedures within that grouping expand under a separate grouping heading and the price of each item appears in the pricing column. (These amounts pull from the Procedure Grouping Table, if amounts are entered there. If not, it pulls from Maintain Procedure Code Amounts.) If you select an individual charge, you can add a modifier or change the units, and the price of the charge and the total price will update accordingly. You can clear the check box in front of a charge to remove it from the grouping and the total price will update accordingly. You can re-select the procedure to include it back into the grouping.
    
    Note that the only way to select a procedure grouping that is not already part of your E-Superbill is to have at least one blank in the Other category on the E-Superbill to select a group from. To set up an Other category go to System, Form Wizards, Superbill Wizard; select the superbill; click Procedures in the Action Column; click Options in the Action Column and type the Number of Other Procedures you want to be able to select on the E-Superbill. Make sure to click Save until you are back to the Superbill Wizard selection summary screen.
    
    The procedure codes that are part of the groupings appear in italicized font next to the Procedures heading at the top of the E-Superbill.
    
    
  • *New Functionality* - You can now enter up to 12 diagnosis codes. If you enter more than four diagnosis codes, a message appears indicating that you must link the diagnosis codes to the procedures. You can still link only four diagnosis codes to each procedure code. If you have selected a Procedure Group and you click Modify Linking, the Procedure Group field has been removed. Each code in that procedure group is available for linking. If a code is part of a group, that group name is indicated under the procedure code and name next to the linking box.
    
    
  • If you selected any procedure/diagnosis linking on the E-Superbill it was possible for the charges to be stored in Unposted Procedures and posted with an invalid case number of 1 even though a case was not tied to the appointment. This has been resolved. A pass-thru was done with this update to remove any invalid cases saved with charges.
  
  
  
• Print Schedule Labels (Scheduling Printing Menu) If you printed multiple pages of labels, it was possible for the pages after page one to align and print one line lower. This has been resolved.
  
  
  
• Wait List (Enter Patient Appointments) If you select to schedule or reschedule an appointment for a patient on the Wait List, a message appears at the top of all of the scheduling screens in the patient demographics section, ***Scheduling from Wait List*** or ***Rescheduling from Wait List***.

• DMS Record Integration (Database Maintenance Menu) - *New Functionality* This menu has been added so you can control which DMS Records are available in the DMS portion of the patients account. The records that display as unavailable are standard and required by NetPracticePM. If you want to inactivate a record type, clear the check box next to the DMS record name. You cannot inactivate a record type if it has been used in a patients account.
  
  
  
• CGM eDOCS File Cabinet - *CGM eDOCS Clients only* A STORE error could occur if there were too many files in a folder. This has been resolved.
  
  
  
• Electronic Claims Integration This menu, which previously existed under the Database Maintenance Menu, has been moved to the new Claim Management Menu (System, Database Maintenance Menu). For more information, see the Claim Management entry in the 5010 Electronic Claims section of these release notes.
  
  
  
• Maintain Image Types (Image Management) - *Clients using NetPracticePM (NPPM) in conjunction with NetPracticeEHRweb (EHRweb) and eDOCS only* *New Functionality* - Documents scanned into the eDOCS application will now automatically be assigned to a specific and corresponding chart tab in EHRweb.
  
  ***Action Required*** - You must make sure that the Description of Type field in Maintain Image Types in NPPM, matches the Note Type Name in EHRweb exactly. Then when you assign an image to a document type in the eDOCS File Cabinet, that document will automatically be filed under the Note Type of that same name under the correct chart tab in the patients chart in EHRweb.
  
  ***Action Required*** - After you have ensured that your Description of Type and Note Type names match, you can call customer service and request that a pass-thru be done on your system to move all previously scanned documents into the correct chart tabs in EHRweb.
  
  
  
• Merge Patient Accounts - *Family Databases only* This function is still under evaluation for the family billing databases. If you access this function a message, This function is temporarily unavailable displays.
  
  
  
• NetPracticePM Integration Options (Database Maintenance Menu) - *New Functionality* A Display Post-Op Message in Procedure Entry field and a Display Post-Op Message in Schedule field have been added so you can select whether or not to see the Post-Op alert messages in these functions. They are set at the Yes option. If you do not want to see the alerts in either function, you must select the No option.
  
  
  
• NetReminder Integration (Database Maintenance Menu) - *NetReminder Clients Only* *New Functionality* A No Show Days field has been added to indicate the maximum number of days after a missed appointment that you want a No Show reminder call to be made. No Show reminder calls are an additional feature that must be purchased.
  
  
• NetReminder Integration (Database Maintenance Menu) - *NetReminder Clients Only* *New Functionality* A No Show Providers section has been added so you can indicate which providers you want No Show reminder calls made for. No Show reminder calls are an additional feature that must be purchased.
  
  
  
• Scheduling System Integration (Database Maintenance Menu) - *New Functionality* A Check In/Out Color Notification check box has been added. If you want the font color of the appointment time to change based on the patients check in/out status, select this checkbox.
  
  Any check in/out status codes that you want to track on your schedule with color changes to the appointment times must be marked as a Check In/Out Status Code in Maintain Status Locations (Schedule, Scheduling Table Maintenance, Patient Status/Location Codes).
  
  This function does not work with the no show status code. Any appointment times for appointments with a no show status remain in black font.
  
  If you select this check box, appointment times for appointments prior to the current date display as follows:
  • Appointments that have been checked-out bold blue color.
    
  • Appointments that were never checked out (whether or not they were checked-in) bold maroon color.
    
  • Appointments with no show status black color.
  
  If you select this check box, appointment times for the current days appointments display as follows:
  • Appointments that have been checked-in and are in statuses marked as a Check In/Out Status Code bold green color.
    
  • Appointments that have been checked-out bold blue color.
    
  • Appointments that have not been marked as checked-in or checked-out and it is over 15 minutes past the appointment time bold maroon color.
    
  • Appointments with no show status black color.

• Load the AMA HCPCS Codes (Procedure Code Table) The 2011 HCPCS codes are available for loading onto your system if you have purchased them from the AMA through CompuGroup. If you would like to purchase the code sets, contact customer service.
  
  
  
• Maintain Procedure Code Amounts and Update the Procedure Price List (Procedure Code Table) Previously, procedure prices, as entered in Maintain Procedure Code Amounts and as updated in Update the Procedure Price List, were not updating across databases if table sharing was in effect for this table. This has been resolved. This is not a retroactive change. If a new price or a new effective date is added for the procedure or if you update the procedure price list, the new amount or entire effective date is copied to the other databases as indicated by your table sharing setup. If a specific field in Maintain Procedure Code Amounts is not shared, then it will copy to the other database with the value originally entered in that field; but it will not be updated if changes are later made to this field in the original database.
  
  
• Maintain Procedure Codes and Maintain Procedure Grouping Codes (Procedure Code Table) Previously, these functions allowed you to use active procedure codes (anything but a standard five-digit procedure code) as a Group Code in Maintain Procedure Grouping Codes. Then, if either the individual code or the procedure group was inactivated, you could no longer post that code. This has been resolved. If you do have matching codes in your system you can post these codes even if the matching code has been inactivated. Also, you can no longer create a Group Code that matches an existing procedure code.
  
  
  
• Maintain Type of Service Codes (Type of Service Table) The Lab Type of Service field name has been changed to Medicare 100% Reimbursement to more appropriately describe what this check box controls. The functionality has not changed. If you select this check box, payments for procedure codes that have a type of service marked as Medicare 100% Reimbursement attached will process correctly in the Payment Entry Function and in the Electronic Remittance Advice (ERA) function at 100% of the allowed amount versus the standard Medicare reimbursement of 80% of allowed. There are types of service (other than Lab) that Medicare reimburses at 100% of the allowed amount.
  
  
  
• Print the Group Taxonomy Number Table (Doctor Code Table, Provider Number Table, Group Taxonomy Number Table) ***New Functionality*** - A Typ column has been added to reflect the selection made (P, E or B) in the new Paper, Electronic or Both field. For more information see the Maintain Group Taxonomy Numbers entry in the 5010 section of these release notes.
  
  
• Print the Group Taxonomy Number Table (Doctor Code Table, Provider Number Table, Group Taxonomy Number Table) The word All now prints in the Ins, Doctor and Location columns if these fields were left blank in the table. Previously, in this case, these columns printed a 0.
  
  
  
• Update the Procedure Price List (Procedure Code Table) Previously if you updated your prices with this function, the updated amounts did not reflect in Maintain Procedure Codes. The amounts did update and reflect correctly in Maintain Procedure Amounts and the Procedure Entry Function. This has been resolved and those updated amounts now also reflect correctly in Maintain Procedure Codes.
  
  
• Update the Procedure Price List (Procedure Code Table) An error could occur if a procedure code did not exist in the effective date that you were updating. This has been resolved.

• Edit a Transaction Several changes have been made to correspond with the changes made to the Procedure Entry Function screen.
  • 
    
  • The Edit all Transactions for this Date field name has been changed to Edit All Charges for this Accounting Date to more effectively explain the functionality of the check box.
    
    
  • The Diag fields have been updated to take into account the ability to enter 12 diagnosis codes on the encounter. If you edit any of the diagnosis codes or pointer positions, whether or not you select the Edit All Charges for this Accounting Date check box, the function takes into account all of the other diagnosis codes that are entered on the procedure line items and those that are not tied to any procedure line items (Encounter DXs) and, if necessary, provides messages for how the changes you are making will affect the diagnosis codes on the selected charge, the rest of the charges, and the encounter as a whole.
    
    
  • The Doctor Code field name has been changed to Per Dr.
    
    
  • The Insurance Doctor field name has been changed to Ins Dr.
    
    
  • An Ins Dr Taxonomy field has been added. This field defaults with the doctor selected for that charge at the time of procedure entry or with what the charge was stored with from the previous edit. If you change the Ins Dr, the Ins Dr Taxonomy changes based on the taxonomy codes stored for that doctor in Maintain Doctor Codes. If the newly selected Ins Dr has multiple taxonomy codes, a message displays indicating that and when you click OK, the primary taxonomy code for that doctor populates in the field.
    
    
  • A Sup Dr field has been added. This field defaults with the doctor selected for that charge at the time of procedure entry or with what the charge was stored with from the previous edit. It will not change if you change the Per Dr; much like the Ins Dr does not change if you change the Per Dr.
    
    
  • You can no longer edit a transaction that is part of a locked batch. You can no longer change the Batch Number to a batch number that has an accounting date different from the accounting date on the selected transaction. If you type a Batch Number of a batch that is locked or of a different accounting date, a message displays and you cannot edit. Also, a magnifying glass search icon has been added. The results in this Batch Table Search do not include batches that are locked or of a different accounting date than the selected transaction.
  
  
  
• Import ERA File (Electronic Remittance Advice (ERA)) It is possible for ERA files to not delete if the Import Path in the ERA Integration Setup is incorrect. There must be a backslash (\) at the end of the path name.
  
  
  
• NetPay Delayed Payment Capture - *NetPay Clients only* -
  • 
    
  • It was possible for the Voided delayed payments to not display. This has been resolved. You can no longer click on a voided payment. Also, if there is a receipt associated with the voided delayed payment, the printer icon appears next to the Delayed Amount.
    
    
  • Previously, delayed payments would not go into Ready to Collect status if, while posting or editing charges, you changed the date of service, doctor or location from what was tied to the appointment, or if you edited this information on the Pre-Treatment charges. This has been changed and the delayed payment will remain in the Ready to Collect status with the changed information for charges posted via E-Superbill, PreTreatment and Interfaces. This is not true for charges posted in the following ways:
    • Paper Superbills: If you post charges with that superbill number and change the date of service, doctor or location from what was tied to the appointment, the delayed payment will not go into the Ready to Collect status.
      
    • If you just post charges without any superbill, E-Superbill or interface and you enter a date of service, doctor or location different from the appointment that the delayed payment is tied to, that payment will not go into Ready to Collect status.
      
    • This is also true for charges that came across from NetMobile.
    
    These exceptions will be addressed in a future service pack.
    
    
  • If collecting a delayed payment failed due to a card decline or transmission error, the payment would still remain as an Unposted Payment. If you tried to post or void that payment, an error would occur. This has been resolved and now if the card declines or if there are insufficient funds or an error in transmission, the payment remains in an uncollected status and a message displays. You have six attempts to collect the payment before the payment is voided in NetPracticePM. The messages indicate the number of attempts. A message also displays if you made the six attempts and the payment was voided.
  
  
  
• Print Payment Exceptions (Electronic Remittance Advice (ERA)) An exception, Line items do not tally remit total has been added for when the ERA total does not match the check total.
  
  
  
• Payment Entry Function If there are multiple duplicate insurance carriers (same insurance carrier code) on an account (Primary/Secondary or Secondary/ Tertiary or Primary/Tertiary) and one of them had been terminated prior to the date of service, you must select one of the Primary Payment, Secondary Payment or Tertiary Payment options to indicate which of the duplicate carriers the payment is from. A message displays prompting you to select an option if one is not selected.
  
  
  
• Procedure Entry Function
  • 
    
  • It was possible for the Store function in the Action Column to not store the Service Script, Date of Ill/Inj or the Claim Hold fields. This has been resolved.
    
    
  • Previously, modifiers stored in the equivalent procedure code fields in Maintain Procedure Codes would overwrite any modifiers entered in the Procedure Entry Function and E-Superbill. This has been resolved and now all modifiers those in the equivalent procedure code field for the carrier and those entered during procedure entry are sent on the claim. If you try to enter a modifier that already exists as an equivalent for that carrier, a message displays: Modifier __ is already attached to this procedure codes equivalent.
    
    
  • Several changes have been made to the procedure entry lead in screens:
    • The data required in the lead-in screens has been consolidated. You now enter the Batch Number and Superbill # (if you have those enabled) from one screen.
      
    • If you enter an existing batch number on the lead-in screen, the Batch Inquiry screen will no longer appear after you save the screen.
      
    • The screen to enter the accounting date no longer displays. The Date field in the upper left corner of the procedure entry screen is now active and stores the Accounting Date. This field defaults with the current date. If you change the Date, this field will default that same date on the next procedure entry screen for as long as you stay in the Procedure Entry Function or until you change the date again.
      
    • If you have entered a batch number, this field is unavailable and the accounting date stored on the batch populates into this field.
    
    
  • *New Functionality* A Batch # field has been added. If you enter a batch number in the procedure entry lead-in screen, the batch number you entered is now a hyperlink that you can click to access the Batch Inquiry screen for that batch. The Batch Inquiry screen displays ***from Procedure Entry*** at the top of the screen.
    
    
  • *New Functionality* You can now access the patients account from this function by clicking the patients account number and name hyperlink in the Name field at the top of the detailed procedure entry screen. This will open the Change Patient Data screen and all screens accessed from the hyperlink are marked as ***from Procedure Entry***. This allows you to review and change any or all patient information while in the Procedure Entry Function, if necessary. If you do not have security access for Change Patient Data, the link will take you to Review Patient Information instead.
  
  
  
• Reverse a Transaction
  • 
    
  • You can no longer reverse a collections balance write-off adjustment. These are the adjustments posted to the account in the main database when you perform the Move Accounts to Collection Database function. They are the Adj Code for Write-Offs as stored in the Patient Collections Integration. Reversing these write-offs creates balance discrepancies between the main database and the collections database. You must write the adjustment back on with a Debit Adjustment in the regular database and write it off with a Credit Adjustment in the Collections database.
    
    
  • The Reverse all Transactions for this Date field has been changed to Reverse All Transactions for this Accounting Date. This check box will no longer be available if you have selected a transaction and on the Accounting Date of that transaction exist any transactions that
    • have been previously reversed
      
    • are awaiting response from insurance
      
    • are in a closed billing period
      
    • are applied to items or have items applied to them that are in a closed billing period
      
    • are in locked a locked batch
      
    • are applied to items or have items applied to them that are in a locked batch
  
  
  
• Unposted Procedures If you select procedures that are stored with modifiers that are duplicates of the modifiers stored in the equivalent procedure code fields in Maintain Procedure Codes, a message displays informing you that you cannot post due to the duplicate modifiers. You must manually select the charges, remove the duplicate modifiers from within procedure entry and post the charges.
  
  
• Unposted Procedures The ICD-9/Other has been enhanced to reflect 12 different diagnosis codes as selected and linked on the E-Superbill. The diagnosis codes display in the order selected on the E-Superbill, but the only codes that display are the ones that are linked to procedure codes in the E-Superbill. Therefore, you may have unlinked diagnosis codes that will not display here, but they will display in the Procedure Entry Function and they will be saved as Encounter DXs.

• NetMobile The diagnosis code description now displays next to the diagnosis code throughout the application.
  
  
• NetMobile After you enter charges on an encounter and cancel out from the patients encounter tab, the screen returns to the hospital list instead of the main menu.
  
  
• NetReminder A Call Type column has been added to the NetReminder Results screen. This column displays 1st Appt Reminder for normal NetReminder calls and No Show for No Show calls. (No Show calls must be purchased separately.)
  
  
• NetVerify
  • 
    
  • *Washington Medicaid (Payer 46) only* To meet state of Washington Medicaid requirements for eligibility results, the Group NPI will be sent instead of the Individual NPI to Washington state Medicaid to verify eligibility.
    
    
  • *Blue Cross of Illinois (Payer 57) only* To meet Blue Cross of Illinois requirements for eligibility results, the performing doctors taxonomy code, as stored in the Specialty Code field in Maintain Doctor Codes, will be sent.
    
    
  • *Blue Cross of Illinois (Payer 57) only* To meet Blue Cross of Illinois requirements for eligibility results, the Group NPI number will be send instead of the Individual NPI number, where applicable.
    
    
  • *Cigna (Payer 80) only* To meet Cigna requirements for eligibility results, the providers individual NPI number will be sent instead of the Tax ID number.