Unposted Procedures

With the Unposted Procedures function you can review, print and post charges that have been stored but have not been posted to the account. Charges can be stored on an account manually through the Procedure Entry Function, E-Superbill or any interface that provides incoming charges to CGM webPRACTICE.

Unposted Procedures provides the following functions/sections:

Unposted Procedures Error Descriptions
Auto-Post multiple charges at one time.
Manually Post individual charges one at a time.
Action Column Functions
Procedure Entry Function

Upon accessing the function, if you selected Sometimes or Always in the Batch Control Integration for Batch Charges, the first screen allows you to select a batch number. If you selected Always, the Batch Number is required. If you do not use batches, the Unposted Procedures Summary screen will display.

Next, the Batch summary screen will display. Click Proceed.

The Unposted Procedures summary screen then displays. If a batch is selected, the Batch Number displays at the top of the screen.

You can put the available columns on this screen in any order, specific to the user, by setting up the preferred order in the Column Selectable Fields menu. If you do not have access to the System Menu, you can click the gear icon in the lower right corner to change your Column Selectable Fields directly from within this function.

NOTE: Since the CPT, Mod, Amt and ICD-10 columns contain multiple values, the values within those entries are not separated when you sort by those columns. That data remains as one piece of data within unposted procedures. All of the columns are 'sortable', meaning you can click on any column heading to sort the data displayed by that column.

The available columns for this screen are:

A check box to select one or multiple available charges to automatically post the charges. You can select the check box at the top of the column to select all procedures or to clear all of the check boxes. If the check box is unavailable, it is because the patient's Billing Group is set to CNV (Conversion) after a recent data conversion to prevent the charges from being stored with the CNV billing group since you have to manually change the Billing Group code before you can post the charges. It is also unavailable if you have an 'error message' in red italicized font under the patient's name and/or a CGM webCODER red dot in the Sta column. (See next item.)
Sta (Status) - CGM webCODER clients only. All charges that come into Unposted Procedures are checked by CGM webCODER. This column reflects the CGM webCODER status for the procedure and diagnosis codes. A green dot indicates that there are no CCI (Correct Coding Initiative) issues. A yellow dot indicates a warning; there is a coding issue, but the charges can be posted as is. A red dot indicates a more serious coding issue that needs attention and cannot be posted until it is corrected; if a red dot is present, the check box next to it is unavailable and you cannot select the charges for auto-posting. A black circle with a slash through it indicates that some issue prevented the charges from being checked by CGM webCODER. Another symbol indicates the procedures were not code checked because the account has no primary insurance. Each color icon includes a ScreenTip describing its status, to make the color-coding accessible for users with color blindness.
The Source column indicates where the charges were stored from; E-Superbill, or another code relevant to the specific interface. Charges stored through the Procedure Entry Function display Procedure Entry.
The Account number.
The Patient Name. Directly beneath the patient's name, this column also reflects the Case code and name, if one is attached to the charge; Co-Pay amount stored on the charge; and any Unposted Procedures Error Descriptions, which display in red italicized font. If the Display DMS Hospital Note check box is selected in the Unposted Procedures Integration, the Hospital Note from the patient's most recent DMS Hospitalization record also displays under the charges.
The Superbill Number.
The current Billing Group on the account.
Dept (The Department code and description) - If the procedures are stored using E-Superbill, or an interface, the Department Code associated with the Performing Doctor is what displays.
P Dr (The Performing Doctor code)
I Dr (The Insurance Doctor code)
The Location (Loc) code.
The Date of Service (DOS).
The CPT code. If you have RVU's set up in Maintain RVS Schedule Unit Values the CPT codes will display in RVU order. And if you have CGM webCODER and the Re-order charges by RVU check box is selected in the CGM webCODER Integration, the CPT codes will display in RVU order.
(Mod) The Modifier.
The Charge Amount (Amt). When the charges are received from external programs via an interface, the charges are re-ordered by RVU value, highest to lowest.
The Procedure Description. If an alternate description was entered for a procedure code, it displays here. Previously, an alternate description displayed under the ICD columns as the 'Other'; now the ICD columns display only ICD codes.
The Diagnosis Code (ICD-9). This column displays any Claim Notes added to the E-Superbill. It also displays the name of the patient if the account number for that patient cannot be matched across the interface.
ICD-10 - The Diagnosis Code. This column displays any Claim Notes added to the E-Superbill. It also displays the name of the patient if the account number for that patient cannot be matched across the interface.
The Referring Dr last name.
The Date Entered reflects the date and time that the charges came into Unposted Procedures: when an E-Superbill is saved and/or when a saved E-Superbill is accessed again and then re-saved; when transactions are stored in the Procedure Entry Function using the Store Action Column function; or when transactions enter Unposted Procedures from any other outside interface. If you access the transaction directly from this Unposted Procedures summary screen and Store it again, it does not store that User and Date information.
Entered By reflects the User name that entered the codes.
The Multiplier on the charge.
Elig Status (CGM webVERIFY Eligibility Status)

CGM webVERIFY Eligibility Status icons: (CGM webVERIFY clients only)

Verification Failed - Red

Verification Passed - Green

Verification Outdated - Grey

Verification Partial - Yellow

Never Verified - Clear - denotes a policy that has never been verified. If you point to the icon, a ScreenTip will state either, 'Never Verified' or 'Never Verified. Carrier does not contain a CGM webVERIFY Identifier.' You can click the Status icon to check eligibility for the carrier

The status icon reflects the status of the specific result being viewed, not the current eligibility status for the policy.

The current Primary Ins on the account.
The current Secondary Ins on the account.
The current Tertiary Ins on the account. If an account has multiple active primary, secondary, or tertiary insurance policies, an asterisk displays to the right of the affected policy(s).
The Fee Schedule attached to the primary insurance carrier.
The Case Type of the case attached to the charge.
The Case Description of the case attached to the charge.
The Case Date of Ill, Inj, Lmp of the case attached to the charge.
The Case Comment of the case attached to the charge.
The Internal Comment on the account.
The Reason column displays the Claim Hold Reason entered for the encounter - the reason a Claim Hold was placed on the procedures.

Unposted Procedure Error Descriptions
Any issues found on the charges are listed under the patient's name in the Patient Name column in red, italicized font. These claim 'error' descriptions are generated by CGM webPRACTICE and display whether or not you subscribe to CGM webCODER. They let you see at a glance what is wrong with the charges. The majority of these issues can be fixed from within the Procedure Entry Function screen for those charges. To access the Procedure Entry Function screen for the charges, click anywhere in the row containing the charge information.

In the table below, (code) represents the code that is causing the issue. The first bullet in the How to Resolve Errors column describes how to resolve the issue from within the Procedure Entry Function screen; subsequent bullets describe how to resolve it elsewhere within CGM webPRACTICE.

Unposted Procedures Errors	How to Resolve Errors
(code) is no longer a valid procedure code. You should add an Attachment if you want this information to be included with the procedures.	The CPT has been retired. Replace it with a current procedure code, or add an Attachment to retain the information. Tables, Procedure Code Table, Maintain Procedure Codes.
CGM webCODER Validation Failed.	The charge was rejected by CGM webCODER scrubbing. Open it in Procedure Entry, resolve the coding edits webCODER flagged, and re-validate.
Conversion Billing Group.	Patient, Change Patient Data - Billing Information - Billing Group field. You cannot post charges on an account with a Conversion Billing Group; change it to a valid Billing Group.
Date of Service cannot be a future date: (date)	Enter a Date of Service that is not in the future in the DOS field.
Date of Service is in a closed or invalid billing period.	Enter a DOS that falls within an open billing period, or adjust the period. (This message is generated dynamically; the exact wording varies.)
Diagnosis Code has been inactivated (code)	Type or select an active diagnosis code in the appropriate Diag (1, 2, 3, 4...) field. Tables, Diagnosis Code Table, Maintain Diagnosis Codes - locate the inactive code; confirm it is valid and click Reactivate in the Action Column.
Diagnosis/CPT cross-linking table error (CPT code) for Diagnosis (diagnosis code)	Click the active dx button next to the Chg Amt field and select a Diagnosis Code that is linked to the selected Procedure Code. Tables, Procedure Code Table, CPT/DX Cross Linking, Maintain CPT/DX Linking - select the Procedure Code and add the Diagnosis Code to link to it.
Duplicate ICD-9 Diagnosis Code (code)	The same diagnosis is entered more than once. Remove the duplicate from the Diag fields.
Duplicate ICD-9 Diagnosis Code Pointer	The line points to the same diagnosis twice. Remove the duplicate pointer.
Duplicate ICD-10 Diagnosis Code (code)	The same diagnosis is entered more than once. Remove the duplicate from the Diag fields.
Duplicate ICD-10 Diagnosis Code Pointer	The line points to the same diagnosis twice. Remove the duplicate pointer.
Hospital Note: (note)	Informational only - not an error. Shown when hospital-note integration is enabled. No action needed.
Incomplete or missing attachment: (name)	Add or complete the named attachment on the encounter before posting.
Insurance Dr has been inactivated (code)	Type or select an active code from the Ins Dr list. Tables, Doctor Code Table, Maintain Dr. Codes - reactivate or correct the doctor code.
Invalid Case (case #)	The case referenced on the charge does not exist for this patient. Select a valid Case on the charge, or Patient, Change Patient Data - Case Information to add or correct the case.
Invalid Date of Service (date)	Enter a valid Date of Service in the DOS field (not blank and not 01-01-1900).
Invalid Diagnosis Code (code)	Type or select a valid, active diagnosis code in the appropriate Diag (1, 2, 3, 4...) field. Tables, Diagnosis Code Table, Maintain Diagnosis Codes - confirm the code exists and is active.
Invalid ICD-9 Diag. Code Pointer (pointer)	A diagnosis pointer references an empty slot or is out of range (1-12). Correct the pointer(s) so they reference diagnoses actually entered.
Invalid ICD-9 Diagnosis Code (code)	Type or select a valid ICD-9 diagnosis code in the appropriate Diag field. Tables, Diagnosis Code Table, Maintain Diagnosis Codes.
Invalid ICD-10 code for this date of service. (code)	The ICD-10 code is not valid for the charge's Date of Service. Enter a code effective on that DOS, or correct the DOS.
Invalid ICD-10 code. A more specific code is required. (code)	The ICD-10 code entered is not billable. In the Diag field, select a more specific (lowest-level) code for that diagnosis.
Invalid ICD-10 Diag. Code Pointer (pointer)	A diagnosis pointer references an empty slot or is out of range (1-12). Correct the pointer(s) so they reference diagnoses actually entered.
Invalid ICD-10 Diagnosis Code (code)	Type or select a valid ICD-10 diagnosis code in the appropriate Diag field. Tables, Diagnosis Code Table, Maintain Diagnosis Codes.
Invalid Insurance Dr (code)	Type or select an active code from the Ins Dr list. Tables, Doctor Code Table, Maintain Dr. Codes.
Invalid Location Code (code)	Type or select an active code in the Loc field. Tables, Location Code Table, Maintain Location Codes.
Invalid Performing Dr (code)	Type or select an active code from the Perf Dr list. Tables, Doctor Code Table, Maintain Dr. Codes.
Invalid Procedure Code (code)	Type or select an active procedure code in the Proc (CPT) field. Tables, Procedure Code Table, Maintain Procedure Codes.
Invalid Referring Dr (code)	Type or select an active code from the Ref Dr list. Tables, Referral Source Table, Maintain Referral Source Codes.
Location Code has been inactivated (code)	Type or select an active code in the Loc field. Tables, Location Code Table, Maintain Location Codes - reactivate or correct the location code.
Missing Diag. Code Pointer	Each procedure must point to at least one diagnosis. Set the diagnosis pointer(s) for the line (the Dx pointer boxes next to the procedure).
Missing Diagnosis Code 1.	Type or select a diagnosis code in the Diag 1 field.
Missing Location Code	Type or select an active code in the Loc field. Tables, Location Code Table, Maintain Location Codes.
Missing Performing Dr	Type or select an active code from the Perf Dr list. Tables, Doctor Code Table, Maintain Dr. Codes.
Missing Procedure Code	Enter a CPT / procedure code in the Proc (CPT) field.
Missing Referring Dr	Type or select an active code from the Ref Dr list. Tables, Referral Source Table, Maintain Referral Source Codes.
No Amount entered for this code.	Enter a charge amount in the Chg Amt field. (Applies when the MMI option is enabled; type-of-service RC is exempt.)
No encounter associated with these charges, auto-post not allowed.	These charges have no linked encounter, so they cannot be auto-posted. Select the account and post the charges manually from the Procedure Entry Function screen.
One or more Authorization attachments may be required.	Warning only - does not stop posting. Add the required Authorization attachment to the encounter if applicable.
Performing Dr has been inactivated (code)	Type or select an active code from the Perf Dr list. Tables, Doctor Code Table, Maintain Dr. Codes - reactivate or correct the doctor code.
Procedure (code) has already been posted for this Patient with Date of Service (date) and Location (code).	Possible duplicate. Verify whether this charge was already posted (same CPT, DOS, and Location); remove the duplicate if so. (Applies when the duplicate-check option is enabled.)
Procedure Code has been inactivated (code)	Type or select an active procedure code in the Proc (CPT) field. Tables, Procedure Code Table, Maintain Procedure Codes - reactivate or correct the code.
Referring Dr has been inactivated (code)	Type or select an active code from the Ref Dr list. Tables, Referral Source Table, Maintain Referral Source Codes - reactivate or correct the code.
Superbill number has already been used.	This superbill number is assigned to another patient's charges. Enter a unique, unused Superbill Number on the charge.
This patient has been inactivated.	You cannot post to an inactive account. Reactivate the patient, then post the charges. Patient, Change Patient Data - reactivate the patient account.
Too many ICD-9 diagnosis codes (count)	A claim allows a maximum of 12 diagnosis codes. Remove the extra codes.
Too many ICD-10 diagnosis codes (count)	A claim allows a maximum of 12 diagnosis codes. Remove the extra codes.

Auto-Post Charges
Select one or multiple check boxes in the first column to select the charges that you want to post automatically. The Post button at the bottom right corner of the screen becomes available. Click Post to automatically post all selected charges to the accounts. If the Post Button - Auto-post Co-pays check box is selected in the Unposted Procedures Integration, any patient co-payments stored with the charges are automatically posted when you click Post.

Manually-Post Charges
To review the charges in detail, from the Unposted Procedures summary screen, select the charge by clicking anywhere on the line containing the charge information. The Procedure Entry Function screen displays. This screen appears and functions exactly like the Procedure Entry Function.

If you click Save, the charges are immediately posted to the account. If the Manual Posting - Auto-post Co-pays check box is selected in the Unposted Procedures Integration, any patient co-payments stored with the charges are automatically posted.

If you click Cancel, the Procedure entry not saved message displays and the charges remain stored, untouched, in Unposted Procedures.

If you click Delete, the charges are deleted from Unposted Procedures and cannot be recovered. But, an internal journal file is kept so customer service can troubleshoot any issues with deleted unposted procedures.

You can also re-store any changes you make to the charges by clicking Store in the Action Column.

If, after posting the unposted procedure, you click More in the Action Column, the accounting date stays the same as on the procedures just posted.

Action Column Functions
The Action Column functions available from the Unposted Procedures screen are:

New Patients: When you access Unposted Procedures, the Unposted Procedures summary screen displays all of the registered patients with unposted procedures. When you click New Patients, the Un-Registered Patients screen displays. These are patients with unposted procedures who have not yet been registered in CGM webPRACTICE. This usually occurs with charges coming into CGM webPRACTICE from an interface. The charge information does not display because these patients have not yet been registered in CGM webPRACTICE. The screen displays the Patient Name; the patient's social security number (SSN); the patient's Date of Birth; the patient's Sex; the doctor code (Dr); the location code (Loc); and the Source, which reflects I for Interface, or another code depending on the specific interface. A patient displays only once even if multiple messages are received on that patient, as long as the First Name, Last Name, SSN and Date of Birth match on each message. If these fields do not match, a separate entry is created. You can use the Action Column on this screen to Refresh the screen or Print this list of patients. When there are un-registered new patients with charges waiting to be posted, the New Patients button displays in bold font with a count of the patients, and a red header displays at the top of the Unposted Procedures summary screen (for example, There are (#) Un-registered New Patients with (#) charges waiting to be posted).

To select a patient, click anywhere in the row containing the patient information. The Un-Registered Patients dialog box displays. You can choose to Delete the patient and the corresponding unposted charges from the list, Cancel and return to the Un-Registered Patients screen, or Update the patient.

If you select Update, you can complete the registration process. The Patient look-up screen displays containing the available information. If there are any matches found, they are displayed. If there are no matches, click New Patient in the Action Column, to begin the registration process. After the patient is registered, the patient is removed from the Un-Registered Patients screen.

Change Batch: This displays the batch selection screen so you can choose another batch.
Print: You can print the results displayed on the screen.
Print to Excel: You can print the results displayed on the screen to Microsoft Excel via MyReports, to be filtered and sorted as necessary.
Add/Edit Filter: You can filter the patients displayed on the Unposted Procedures 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

The Unposted Procedures screen then displays only the information selected in the filter. ***Filter Applied*** displays in red font at the top of the screen, along with the filter details, to indicate an existing filter.

Remove Filter: Removes the existing filter and refreshes the screen with all of the Unposted Procedures.
Journal: You can print the Unposted Procedure Journal with this function.
Refresh: Refreshes the screen with the most current unposted procedures.
Audit Log: Click Audit Log to view a history of the additions, changes, and deletions made to the selected unposted procedure record, including the date, time, and user who made each change.
Delete All: Click Delete All to delete all of the unposted procedures currently displayed on the summary screen. If you only want to delete some of the unposted procedures, you can use the Add/Edit Filter function, so that only the items you want to delete are displayed. A confirmation prompt displays before the records are removed.

Procedure Entry Function
When you enter the Procedure Entry Function either from the Transactions menu or from the Transactions / Procedures Action Column function in Patient, Change Patient Data, if there are any existing unposted procedures for the selected patient, a list of those procedures display so you can select to post them from this screen. If the charges are posted from within these functions, they are removed from the Unposted Procedures screen.