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, CGM webMOBILE, 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.

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 / Other 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 will be 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.
The Source column indicates where the charges were stored from; EHR, E-Superbill, or CGM webMOBILE or another code relevant to the specific interface. If it is blank, it was stored manually from the Procedure Entry Function.
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.
The Superbill Number.
The current Billing Group on the account.
Dept (The Department code) - If the procedures are stored using E-Superbill, CGM webMOBILE 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 Diagnosis Code (ICD-9 / Other). 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.
- When transactions enter Unposted Procedures from CGM webMOBILE, CGM webEHR or 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.
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.

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.

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.

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 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 such as CGM webMOBILE, CGM webEHR, or another EHR 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 CGM webMOBILE, 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.

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 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
Begin with Date of Service	Type the date you want, click the calendar icon to select a date to filter the summary screen for a specific Date of Service, or leave the field blank to include all dates.	10
End with Date of Service		10
Department	Type the code you want, select from the list to filter the summary screen for a specific Department, or leave the field blank to include all departments.	5

The Unposted Procedures screen then displays only the information selected in the filter. ***Filter Applied*** displays at the top of the screen 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.

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.