Pre-Treatment

With the Pre-Treatment function you can enter and store the details of an upcoming procedure (surgery or obstetrical services, for example) so you can calculate the amount due in full or as a deposit from the patient and then have these details available for posting after the procedure takes place.

Upon accessing this function, the Pre-Treatment screen displays. All Pre-Treatment functionality takes place from this summary screen. Because the summary screen is wider than the window, it is shown below in two portions; scroll horizontally to view all of the columns.

Summary Screen (Left Portion)

Summary Screen (Right Portion)

NOTE: The Date Entered and Entered By columns in the summary screen do not reflect any data until the item is 're-stored'; and though it is not a necessary step, any time you select a Pre-Treatment record and click Store in the Action Column (whether or not you make any changes) the date stamp information then shows on the summary screen.

Action Column Functions

Add New
Click Add New to add a new Pre-Treatment record. Select a patient through Patient Look-up and the detailed Pre-Treatment screen displays.

Data Field Information

Prompt	Response	Req	Len
Date of Service	Type the date you want or click the calendar icon to select a date. This field defaults with the current system date. If you do not know what the date of service will be, you can edit it when posting the procedures.	Y	10
Performing Dr	Type the code you want or select from the list to indicate the doctor who will be performing the procedures. This field defaults with the Responsible Doctor code stored in the Patient Name and Address Information screen.	Y	3
Insurance Dr	Type the code you want or select from the list to indicate the Insurance Doctor for the claim. If you selected the Default Per Dr for Ins Dr check box in CGM webPRACTICE Default Values, the field defaults with the Responsible Doctor code stored in the Patient Name and Address Information screen, unless there is a different doctor stored in the Default Ins Doctor field in the Doctor Code Table.	Y	3
Location	Type the code you want or select from the list to indicate the location where the procedures will take place. This field defaults with the Default Location code stored in the Patient Name and Address Information screen.	Y	3
Case	Type the code or select from the Case list.		3
Procedure Group	Type the code you want or select from the Procedure Group list. If you select a Procedure Group, the procedure codes in that group do not display, but they are stored along with any other Procedure Codes that you select to include in the Pre-Treatment record. This field defaults with the code stored in the Procedure Grouping field in the patient's CPTDX DMS record.		20
Procedure Code	Type the code you want or click the magnifying glass to search the table. This field defaults with the Default CPT code stored in the patient's CPTDX DMS record. Up to six Procedure Codes can be entered.		10
Mlt	Type the multiplier/number of units to indicate the number of times this procedure is performed. This field defaults with '1'. If you enter another number, the Chg Amt in the Procedure Entry Function is multiplied by the number entered.		3
Diagnosis 1	Type the code you want or click the magnifying glass to search the table. This field defaults with the code stored in the Default DX field in the CPTDX DMS record. If nothing is stored there, it defaults with the primary diagnosis posted on the most recent accounting date.	Y	10
Diagnosis 2	Type the code you want or click the magnifying glass to search the table.		10
Referring Dr	Type the code you want or click the magnifying glass to search the table to indicate which doctor referred the patient for the procedure(s). The field defaults with the Referral Source stored in the Patient Name and Address Information screen.	Y	6

Print
Click Print to print the Pre-Treatment summary to your screen. You can then print it to your printer using your browser's Print command.

Print to Excel
Click Print to Excel to print the contents of the summary screen to a Microsoft Excel spreadsheet, as it is currently sorted and filtered. Select the Microsoft Excel via MyReports option in the Printers dialog box, then retrieve the report from MyReports. For additional information about the available printing options, see Printing in CGM webPRACTICE.

Add/Edit Filter
Click Add/Edit Filter to filter/specify the results that show on the summary screen. When you apply a filter, '***Filter Applied***' displays in red font, along with the filter details, at the top of the Pre-Treatment summary screen.

Data Field Information

Prompt	Response	Len
Performing Doctor	Type the code you want, select from the list to filter the summary screen for a specific Performing Doctor, or leave the field blank to include all doctors.	5
Insurance Doctor	Type the code you want, select from the list to filter the summary screen for a specific Insurance Doctor, or leave the field blank to include all doctors.	5
Location	Type the code you want, select from the list to filter the summary screen for a specific Location, or leave the field blank to include all locations.	5
Department	Select one or more departments from the list to filter the summary screen, or leave the selection blank to include all departments.
Billing Group	Type the code you want or click the magnifying glass to filter the summary screen for a specific Billing Group, or leave the field blank to include all billing groups.	5
Primary Ins Carrier	Type the code you want or click the magnifying glass to filter the summary screen for a specific primary insurance carrier, or leave the field blank to include all carriers.	10
Eligibility Status	Select the CGM webVERIFY eligibility status you want to filter by, or leave the field blank to include all statuses.
From Date of Service	Type the date you want to filter from or click the calendar icon to select a date.	10
Through Date of Service	Type the date you want to filter through or click the calendar icon to select a date. Leave both date fields blank to include all dates of service.	10
From Superbill Number	Type the superbill number you want to filter from.	10
Through Superbill Number	Type the superbill number you want to filter through. Leave both superbill fields blank to include all superbill numbers.	10
Date Entered	Type the date you want or click the calendar icon to select the date the records were entered.	10
Source	Select the source you want to filter by, or leave the field blank to include all sources.	30
Amount $	Type the amount you want to filter by, or leave the field blank to include all amounts.	10
CPT	Type the code you want or click the magnifying glass to filter the summary screen for a specific procedure code, or leave the field blank to include all procedure codes.	10
ICD-10	Type the code you want or click the magnifying glass to filter the summary screen for a specific diagnosis code, or leave the field blank to include all diagnosis codes.	10
Referring Dr	Type the code you want or click the magnifying glass to filter the summary screen for a specific Referring Doctor, or leave the field blank to include all doctors.	6
Entered By	Select the user who entered the records to filter by, or leave the field blank to include all users.
Fee Schedule	Type the code you want or select from the list to filter the summary screen for a specific Fee Schedule, or leave the field blank to include all fee schedules.	10
Case Type	Type the code you want or select from the list to filter the summary screen for a specific Case Type, or leave the field blank to include all case types.	10
Maximum # of Encounters to Display	Type the maximum number of encounters you want to display on the summary screen.	4

Remove Filter
Click Remove Filter to remove any previously set filters and refresh the screen with all Pre-Treatment records.

Journal
Click Journal to print a report of the Pre-Treatment records that you specify.

Data Field Information

Prompt	Response	Len
Print in Patient Order	If you want to print the report in patient order, select this check box. If you select multiple sorting options, a separate report generates for each option.	1
Print in Procedure Order	If you want to print the report in procedure code order, select this check box. If you select multiple sorting options, a separate report generates for each option.	1
Print in Doctor Order	If you want to print the report in performing doctor order, select this check box. If you select multiple sorting options, a separate report generates for each option.	1
Print in Location Order	If you want to print the report in location order, select this check box. If you select multiple sorting options, a separate report generates for each option.	1
Print From Date	Type the date you want the report to start with or click the calendar icon to select a date.	10
Print Through Date	Type the date you want the report to end with or click the calendar icon to select a date.	10
Summary Only	If you only want to print a summary, select this check box.	1

Sample Report

Refresh
Click Refresh to update the summary screen.

Audit Log
Click Audit Log to view a history of the additions, changes, and deletions made to the selected Pre-Treatment record, including the date, time, and user who made each change.

Calculate Payment
To enable the Calculate Payment function, you must select a check box at the left of a Pre-Treatment record.

Click Calculate Payment and the payment calculator displays. The system will calculate the Allowed amount and Co-pay amount based on the figures entered in the Ins Liability/Default Pmt% and Co-Payment Amount fields for the patient's primary insurance policy. The Calculate Payment function is designed to calculate the amounts based on the Total procedures posted for the current accounting date. The Percentage to Collect amount can be changed if necessary. When you click Calculate Payment, a dialog box displays the following information:

Total for Acct. Date - The total charges for the accounting date.
Allowed Amount - The allowed amount from the fee schedule tied to the carrier.
% of Allowed to Collect - Type the percentage of the allowed amount you want to collect. This field defaults to the value stored in the Patient Co-Ins Liability % field on the patient's Insurance Policy Information screen.
Amount of Allowed to Collect - The calculated amount based on the percentage entered.
Copay Amount - The co-payment amount stored on the patient's insurance record.
Total to Collect - The total amount to collect from the patient.

Click OK to accept the calculated amount.

Collect Payment
Click Collect Payment to record the payment collected from the patient for the selected Pre-Treatment record. The Collect Payment screen includes Co-Payment Doctor and ROA Doctor fields that let you assign a doctor to the payment. The Co-Payment Doctor defaults to the appointment doctor if the payment is associated with an appointment; otherwise it defaults to the patient's Responsible Doctor. The ROA Doctor defaults to the patient's Responsible Doctor.

Delete All
Click Delete All to delete all of the Pre-Treatment records currently displayed on the summary screen. A confirmation prompt displays before the records are removed.

Post Pre-Treatment Procedures
After the procedures are performed, you can go to the Pre-Treatment summary screen to post the Pre-Treatment procedures to a patient's account:

Click anywhere on the row containing the Pre-Treatment record and the Procedure Entry Function screen displays. The batch number and accounting date screens display after you click Save at the bottom of the screen.
Select the check box to the left of the Pre-Treatment record and click Post at the bottom of the screen. The batch number and accounting date screens display before the Procedure Entry Function screen displays. Using the check boxes allows you to select multiple Pre-Treatment records and post them all at one time. If you select the check box next to a record that has coding errors associated with it, indicated by the red dot and red italic print, the Post button remains inactive; if the record has no coding errors, the Post button becomes active and you can click Post to post the procedures.
Depending on how your Batch Control Integration is set and whether or not you choose to enter a Batch Number determines which Batch and Accounting Date screens display.

The Batch and Accounting Date screens that display depend on your Batch Control Integration settings:

The Batch Number fields display if the Batch Control Integration for Charges is set to Always or Sometimes.
If the Batch Control Integration is set to Sometimes for Charges, and you do not enter a Batch Number and click Cancel, you will be prompted to enter the Accounting Date.
If you enter a Batch Number, you will not be prompted to enter an Accounting Date as it will use the Accounting Date entered for that Batch.
If the Batch Control Integration is set to Never for Charges, you will only be prompted to enter the Accounting Date.

For more information see Procedure Entry Function.