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Disclaimer
This webinar may be recorded. This webinar presents a sampling of best practices and overviews, generalities, and some laws. This should not be used as legal advice.
Itentive recognizes that there is not a “one size fits all” solution for the ideas expressed in this webinar; we invite you to follow up directly with us for more
personalized information as it pertains to your specific practice and issues.
Thank you, and enjoy the webinar.
Streamlining NextGen® Healthcare Refunds and Credits
With RefundManger®
About Us
• Our passion is to provide solutions for our healthcare provider partners which help them improve patient care, enhance the patient experience and maintain a financially healthy practice.
• Since 2003 we have specialized in NextGen Healthcare services including:
▪ Consulting
▪ Hosting
▪ Customization
▪ And productivity tools such as ChartGuard® and RefundManager®
Upcoming Webinars
Making NextGen More Efficient:
Tools created by the NexPerts™
Wednesday, April 25 at 12pm CT
Welcome (Housekeeping)
• To prevent random noises from interrupting the demonstration, the phones will be muted.
• We’ll take questions via the control panel on the right while the demonstration is in progress.
• After the demonstration, we’ll answer many of the questions sent in during the demonstration.
• Let us know in the “chat box” if you are experiencing any audio quality issues.
Introduction
Tom SikoBusiness Development Manager
Joseph SchulzDirector of Product Solutions
Streamlining NextGen® Healthcare Refund and Credits
With RefundManager®
Agenda
• What is RefundManager
• Why practices buy RefundManager
• How it works
• Demonstration
• Brief Itentive overview
• Your submitted questions
Purpose is Making Your Job Easier!
• Streamlines and Automates your refund process
• Quickly handles credits in NextGen
• Integrates your financial system to NextGen eliminating data entry
▪ Supports a wide variety of financial systems including QuickBooks Pro, QuickBooks Enterprise, Dynamics/GP, Peachtree (sage 50), ACCPAC (sage 300), and more
▪ Extendable to integrate with your own financial system via XML and CSV files
Overall Goal: Productivity Increase
• Reallocate resources to other areas of Billing and Accounts Receivable
• Spend less time sending money out and more time bringing money in
▪ Scrubbing Claims
▪ Insurance Refiles
Listen to other users…
• “reduced from days down to hours now”
• “accounting system integration is awesome!”
• “RM even updates patient accounts back in NG”
• “pays for itself in time savings alone”
• “identification of credit balances (Credit Scout)”
• “invaluable for re-allocation of credit balances”
• “consolidates checks into a single check”
Risks Associated with Credit Balances
Medicare Penalties
Insurance Contracts
State Laws
Misstated
Profits
Fraud
Risks Associated with Credit Balances
• Medicare Penalties
▪ Suspension of Medicare payments
▪ Fines
• 3rd Party/Insurance Contracts
▪ Contract terms violated
▪ Audits
Risks Associated with Credit Balances
State Specific Laws
• Every state is different
▪ California requires you to pay interest after 60 days following overpayment
▪ Oregon – after 3 years credit balances considered unclaimed property subject to reporting and payment to Oregon Department of State Lands
▪ Most states have unclaimed property laws that apply to old credit balances (escheated to the state)
• Class action litigation/Bad Press
Risks Associated with Credit Balances
• Misstated Profits
▪ Credit balances should never be considered “profit”
▪ Credit balances can add confusion to financial reconciliation
• Potential for Fraud
▪ More credit entries allow less control
• Could lead to unethical activity
Refunds: The Manual Approach
Billing Accounting Data Entry
Biller receives request for refundOr
Biller runs credit balance report in NextGen
Biller View Encounter Details
Biller View Account Details
Creates RefundOr
Tasks for further research
Receives Refund Report
Enters Payee Information into the AP System
Enters Check Amount into the AP System
Receives Check Details Report
Enters Check information in NextGen
Refund Process Complete
Biller View Transaction Details
Posts Refund Batch
Sends Refund Report to Accountant
Prints the Checks
Sends Check Report to Data Entry
Locates Patient Chart in NextGen
Process Improvements
Billing Accounting Data Entry
Biller receives request for refundOr
Biller runs credit balance report in NextGen
Views Encounter Details
Views Account Details
Creates RefundOr
Task for further research
Receive Refund Report
Enters Payee Information into the AP System
Enters Check Amount into the AP System
Receive Check Details Report
Enters Check information in NextGen
Refund Process Complete
Views Transaction Details
Posts Refund Batch
Sends Refund Report to Accountant
Batch Processing of Checks
Sends Check Report to Data Entry
Locates Patient Chart in NextGen
Batch Printing the Checks
Updates Patient Chart in NextGen with Check Information (Batch) from
Accounting Software
RefundManager Modules
Credit Scout Batch Detective Importer
• Identifies and converts credit balances into refund transactions.
• Ability to redistribute patient credit balances to encounters where money is owed.
• Ability to task credit balances to the worklogmanager in NextGen.
• Option to consolidate multiple refund checks into a single refund check
• Automates check generation by exporting refund transactions to the accounting software.
• Automated encounter note added in NextGen.
• Automates the process of payment posting back in NextGen.
• Updates patients chart with check information including check amount, check date, and check number
Billing Accounting Data Entry
RefundManager
Benefits
• Reduce time and labor for issuing refunds
• Apply credit balances to other encounters in the practice quickly
• Task out credits for in-depth review
• Integration with many accounting systems to reduce data entry time and errors
• Creates notes to document automated activity
• Imports check numbers to give NextGen staff visibility to issued payments
• View full guarantor financial picture across practices such as physician’s office and surgery center
• Apply patient credits between practices, perfect for moving deposits
• Optional workflow/financial controls to split refund requestors from refund processors
Implementing RefundManager
RefundManager Quick-Start
• Installation 60-90 minutes
• Training Videos – 45 minutes
• User Guide
• Our RefundManager® Specialist will:
▪ Host a Q&A call with key staff
▪ Walk you through processing your first batches of credits
The Itentive 411
• Founded in 2003
• Mission is to create additional value for your NextGen Investment
• 19+ years experience with NextGen
• 70+ Employees Coast to Coast
• 350+ Clients using NextGen
• NextGen Strategic Partner
• We “live” NextGen Everyday
NextGen Life Cycle Solutions
Implementations
Process Improvements
Enhancements, Upgrades & Support
IT Managed Services & Cloud Hosting
Productivity Tools
Itentive Productivity Tools
ChartGuard™
•Business Continuity Solution
•Automated Updates
•Complete Clinical Record Available Off-Line as PDFs!
RefundManager®
•Automates the Refund Process
•Workflow Management
•Accounting System Integration
ChartGuard™ Archiver
•Comprehensive Chart Archive to PDF
•Long Term Chart Storage and Retrieval
•Assists in Migrating Between EHR Systems
Phreesia Clinical Interface for NextGen
•Patient Encounter, Allergies, Medications, Surgical History, Family History, etc
DrsLink
•Integrate with NextGen to seamlessly pass files to Transworld Systems
•Lower cost to collect
Questions
Tom SikoBusiness Development Manager
224-220-5523
Joseph SchulzDirector, Information Solutions
224-220-5550
Thank You
