Maintain Billing Group Codes

With the Maintain Billing Group Codes function you can review information for a specific code, add new codes to the table, change the information for existing codes, print the table, and inactivate or reactivate a code.

Upon accessing this function, the Maintain Billing Group Codes screen displays containing blank data fields.

Data Field Information
Prompt Response Req Len
Billing Group Code Type the code you want or click the magnifying glass to search the table. This code cannot begin with a zero.   3
Group Description Type a description of the billing group code. This description defines the type of patient accounts that will be assigned to this billing group code. For example, 'Medicare Patients' defines that all the patients that have Medicare will be assigned to this billing group. 45
Statement Type Select the statement type you want from the Statement Type list. The default Statement Type displayed upon accessing this function is for the database and is contained in the CGM webPRACTICE Integration Options located on the System, Database Maintenance Menu. 1
Send Statement Default If you want to set the default response to 'Yes' for sending statements for this code, select this check box. This default response sets the value displayed for the Send Statement field in the patient's Billing Information screen. The default displayed upon accessing this function is for the database and is contained in the CGM webPRACTICE Default Values located on the System, Database Maintenance Menu. 1
Suppress Statements If you want to suppress patient statements for this billing group code, select this check box. This field overrides the value set in the Send Statement field in the patient's Billing Information screen. If statements are suppressed, if you want to print a statement for any patient in this billing group, you need to print one on demand.   1
Suppress Collections If you want to suppress patient accounts from entering the Collection process for this billing group code, select this check box. 1
Lock-out Appointments To prevent (lock-out) appointments from being scheduled for patients assigned to this billing group code, select Level 1, Level 2, No, or Warn.

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

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

No - You will be able to schedule appointments for patients in this billing group.

Warn - You will receive the standard message to inform you the patient is in a billing group that has been 'Locked-out', unless you enter custom text in the Lock-out Comment field. You will not be required to type in a password to continue entering the appointment.

If you select to Lock-out appointments you should also enter a Lock-out Comment in the Lock-out Comment field. This comment will appear in Scheduling whenever a patient account assigned to this billing group is selected to schedule an appointment. The standard message will inform you the patient is in a billing group that has been 'Locked-out', unless you type custom text in the Lock-out Comment field.		 1
Lock-out Comment This comment will appear in Scheduling whenever a patient account assigned to this billing group is selected to schedule an appointment. The standard message will inform you the patient is in a billing group that has been 'Locked-out' unless you enter custom text in this field.   45
Suppress Finance Charges If you want to suppress finance charges for patients assigned to this billing group code, select this check box.

This field overrides the Finance Charges field on the patient's Billing Information screen, if that Finance Charges check box is selected. Leaving this check box blank does not mean that finance charges will accrue on accounts in the selected Billing Group.

For finance charges to be added to an account, the Service Charge Control file (System, Database Maintenance Menu) must be complete and the Finance Charges check box in the patient's Billing Information screen must be selected and the Suppress Finance Charges check box in the patient's Billing Group must be blank.		   1

After you Save the code, the information refreshes on the screen.

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

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

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

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

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

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

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

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

Print - You can print all or part of the contents of the table. For additional information on printing, see Print the Billing Group Table.

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

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