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eTHOMASeTHOMASVersion 9.2 New Features

eTHOMAS

THE COMPUTER SYSTEM DESIGNED FOR HEALTH OFFICE MANAGEMENT

FOR VERSION 9.2X SOFTWARE

GENIUS SOLUTIONS, INC. HEALTHCARE MANAGEMENT SOLUTIONS

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This manual was developed by Genius Solutions, Inc. Copyright © 2011 by Genius Solutions, Inc. 7177 Miller Drive, Warren, MI 48092-1676 (586) 751-9080 http://geniussolutions.com

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TABLE OF CONTENTS

Chapter One

-Patient Information

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Addition of Cell Phone Field 1 Preferred Method of Contact 2 Contact Information Has Moved 2 Default Contract Number 3 Defaulting Cursor to Route Slip Field 3 Claim Note Accessed From Posting Charges Screen 4 Chapter Two -Billing

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Preparing ANSI 5010 Claims 5 Imported Procedures/Autocharge 7 Changes to Invoice Billing 8 Editing Claims with Invoices 9 Chapter Three -Reports

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Separated Aging By Financial Class 10 Payer Report 10 Total Patient Payment Report 11 Accessing New Reports 12 Adjustment Code Report 12 Aging by Patient (Cash Only) 12 Facility Summary Report 13 Patient Detail Report 14 Service Analysis Report 14 Chapter Four -Code Files 15 Expiring Tracking Doctors 15 Effective and Expiration Dates 15 Addition of Facility Phone Number 16

This manual is designed is to introduce the THOMAS user to the new features of eTHOMAS Version 9.2.

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Genius Solutions, Inc. 1 eTHOMAS

ADDITION OF CELL PHONE FIELD

A new field to enter the patient’s cell phone number has been added to the patient information screen.

Figure 1.1 Cell Phone Field – Patient Information

PREFERRED METHOD OF CONTACT

A new drop-down box has been added to the patient information screen that will allow the user to choose the patient’s

preferred method of contact. You can choose from Home Phone, Work Phone, Cell Phone, Other Phone, Email, Text/SMS, or traditional Post Mail. This field can assist your office in deciding which way to contact the patient.

Chapter 1

Patient Information

Figure 1.2 Preferred Method of Contact

The patient’s preferred method of contact can also be seen from the patient information screen, just under the phone

numbers.

Figure 1.3 Patient Information Screen

CONTACT INFORMATION HAS MOVED

The patient’s contact information is now available from the patient information screen. Previously, much of this information was only available from the patient’s contact screen. The patient contact screen has also been renamed to “Emergency” and only contains emergency contact information.


Figure 1.6 Contact Information

DEFAULT CONTRACT NUMBER

Traditionally, eTHOMAS has always defaulted the patient’s Social Security Number into the contract number field of the patient’s policy. In today’s industry, most insurance companies no longer use this method of identifying the subscriber. Due to this industry change, there is now a system setting called “NoDefContractNumber” that will default the patient’s contract number to blank when adding a new policy. This is so the user will have to add the correct contract number, instead of letting it default to the Social Security Number.

DEFAULTING CURSOR TO ROUTE SLIP FIELD

When posting charges, users now have the ability to default the cursor into the Route Slip field. In order to default to this field, you must activate the system setting “PostChangeStartFocus” with a value of F9. You are also able to access the route slip field at any time while on the posting charges screen by hitting the F9 function key on the top of your keyboard, regardless of whether or not you have the system setting activated.


CLAIM NOTE ACCESSED FROM POSTING INSURANCE SCREEN

When posting insurance payments, you can now access the Claim Note button.

Figure 1.7 Claim Note Button


Genius Solutions, Inc. eTHOMAS 5

PREPARING ANSI 5010 CLAIMS

The medical billing industry is quickly moving to the ANSI format of 5010 instead of the current format of 4010. However, we anticipate that all insurance companies will not migrate over to the new format at the same time. Because of these necessary billing changes, some changes have been made to eTHOMAS to allow the user to choose which financial classes and/or insurance companies they would like to send 5010 claims to.

The first step is to check the “5010” box from inside the financial code. The financial codes are located in Code Files > Insurance > Financial. Checking this box will make the claims with this financial code prepare in the 5010 format.

Figure 2.1 Financial Code Screen

If there is an instance where you have a specific insurance company that you do not want to send in the 5010 format, you can exclude that specific insurance from preparing that way. To do this, you must go into Code Files > Insurance > Insurance. If you open up the specific insurance code there is a section at the bottom called “Insurance Payors ID”. Double click to open the Form Group of the payer you need to exclude. Check the “5010 exception” box to exclude this particular insurance company from preparing in the ANSI 5010 format.

Chapter 2

Billing

Figure 2.2 Payor ID Edit

When you prepare claims, eTHOMAS will automatically split the ANSI 4010 and 5010 claims into separate files.

Notice on the screen below that there is a new “5010” column on the right-hand side of the screen. This will report a “Y” if the file was prepared in the new 5010 format. It will report an “N” if the file was prepared in the 4010 format.

Figure 2.3 Prepare Billing Screen

Your file name will also be different for the new 5010 claims. Currently, file names show up something like “ANSIMI.01.01.C0123.100000.txt”. When you prepare claims using the 5010 format, your file number will be something like “ANSIMI5010.01.01.C0123.100000.txt”. Make sure to send all files that have been prepared!


IMPORTED PROCEDURES / AUTOCHARGE A few changes have been made to the “Imported Procedures” and “Autocharge” screens. For consistency, these

screens now contain the same information.

Figure 2.4 Autocharge/Imported Procedures Screen

You will notice a few new options. First, there is now an “Order by” drop-down box at the top of the screen. This drop-

down will allow you to sort the information on the screen. It defaults to DOS (date of service), but can be changed to sort by almost all of the column types. For example, if you sort by DOS, It will put the oldest dates of service at the top and the newest ones at the bottom. If you sort by Acct (account number), it will display claims in numeric order by account number, etc. You can also click the “Edit” button to edit a transaction and/or see more detail. See figure 2.5.

Figure 2.5 Imported Procedures Edit Screen


If you click to edit one of the transactions, you will notice that the edit screen has also changed. The screen contains much of the same information as before, with some additions, including authorization number and case id. There is also a new button at the bottom called “Show Settings” that will display all of the system settings that are in your system that effect autocharging. See figure 2.6 for example.

Figure 2.6 Display System Settings

CHANGES TO INVOICE BILLING

Clients who currently print invoice claims are now able to change the look of the invoices. There are two new system

settings that have been created. • InvoicePerClaim – This setting will print one invoice per claim, instead of one big invoice for every

patient that has that insurance. • InvoiceType – This setting will activate the new look of the invoices. See examples of the original

invoice format (Figure 2.7) and the new invoice format (Figure 2.8). You will notice that the new format is pretty much the same as the original format, with the addition of the office phone number, patient’s date of birth, transaction doctor and rate (which is the base procedure charge).



Figure 2.7 Original Invoice Format

Figure 2.8 New Invoice Format

EDITING CLAIMS WITH INVOICES

Previously, eTHOMAS locked any transaction that was attached to a claim that had an invoice number attached to it. eTHOMAS has been changed to allow modifications to be made to invoice claims. In order to activate this feature, you must activate the system setting “UnlockInvoice” without the quotes. The value is 1.


SEPARATED AGING BY FINANCIAL CLASS

The Aging by Financial Class Report includes all financial codes that are in eTHOMAS. Some offices may prefer to exclude certain financial codes from the report. For example, you may want to see all of your cash aging on another report (traditionally, financial code CA shows up on the report).

There is now a checkbox under each specific financial code, located in Code Files > Insurance > Financial, called “Separate Aging”. If you check this box, aging for this particular financial code will show up on a separate page of the Aging By Financial Class Report.

Figure 3.1 Separate Aging on Financial Code

PAYER REPORT

A new report has been created, called the Payer Report. This report will detail the payment amounts from each of the patient’s insurance companies, along with how much of the insurance balance was adjusted (PARADJ) off. This report can be run for one patient (see Figure 3.2 on the next page) or one insurance company (see Figure 3.3 on the next page). It will also include what percentage of the insurance balance that the payment makes up.

Chapter 3

Reports

Figure 3.2 Payer Report by Patient

Figure 3.3 Payer Report by Insurance

TOTAL PATIENT PAYMENT REPORT

A new report has been created, called the Total Patient Payment Report. This report will detail all patient and insurance payments made within a specified date range and give totals for each. This report is designed to show payments and therefore DOES NOT include credits and debits. This report will also display the referral type and referral code of who referred the patient to your office (this is the referral from the patient information screen).

Figure 3.4 Total Patient Payment Report


ACCESSING NEW REPORTS

When new reports are created, the eTHOMAS user does not automatically have access to them. In order to give users access, go to the Utility tab, click on Settings and then Users. Open up the user(s) that should have access to the report and see which Group(s) they belong to. Once you find out the Group, click on Groups on the left. Open up the Group you need to modify and scroll down to the Reports Category. Listed at the bottom of this category, you will find any reports that have been created since your users were set up. Change the Group level for the reports that need to be activated, and click the save button. You will have to then log out and back into eTHOMAS in order for these changes to take effect.

ADJUSTMENT CODE REPORT

The Adjustment Code Report can now be run by a specific adjustment code.

Figure 3.6 Adjustment Code Report Options

AGING BY PATIENT (CASH ONLY)

The Aging By Patient (Cash Only) Report will now display the patient’s last payment date next to their balance.

Figure 3.5 Aging by Patient (Cash Only) Report


FACILITY SUMMARY REPORT Traditionally, the Facility Summary Report has always shown claims that were billed out with a facility code on them.

Offices now have the option to also run this report for claims that do not have a facility code on them. Check the “Include Claims Without Facility” box to include claims without facility codes on your report.

Figure 3.7 Facility Summary Report Options

Figure 3.8 Facility Summary Report


PATIENT DETAIL REPORT The Patient Detail Report now has the option to not include the patient’s transactions. This will be helpful for offices

that need to send a face sheet to a third party that contains only the patient’s demographic and insurance information. To run the report without the financial information, check the “Do Not Include Transactions” box.

Figure 3.10 Patient Detail Report

SERVICE ANALYSIS REPORT

The Service Analysis Report now has the option to display only those claims that still have insurance balances on

them. Previously, it would show all procedures, even if they were already paid. To see only procedures with insurance balances, check the “Procedures with Insurance Balances Only” box.

Figure 3.9 Service Analysis Report



EXPIRING TRACKING DOCTORS

Tracking doctors are “placeholder” doctors. This type of doctor is strictly for reporting purposes. The doctor is tracked to an actual doctor already within the system. All insurance claims billed with the tracking doctor will go out with the doctor it is tracked to. Users are now able to expire tracking doctors on their own. To do this, go to Code Files > Doctor > Doctor. Double click to open the tracking doctor that you want to expire. You will now be able to add/modify the “Effective Until” date. Click the Save button at the bottom of the screen to save your changes. Once a doctor code has been expired, you cannot post more charges using their code.

Figure 4.1 Expire Tracking Doctor

EFFECTIVE AND EXPIRATION DATES

You are now able to put effective and expiration dates on insurance, procedure profile, POS and modifier code files. Expired codes will not be displayed in the list unless you check the “Show Expired” checkbox.

Figure 4.2 Show Expired Checkbox

Chapter 4

Code Files

ADDITION OF FACILITY PHONE NUMBER

In the facility codes, you can now enter a phone number and fax number for the facility. This can be found under Code Files > Other > Facilities.

Figure 4.3 Facility Code


Documents

eTHOMASmedia.geniussolutions.com/v92.pdfGenius Solutions, Inc. 2 eTHOMAS : Figure 1.6 Contact ... Chapter 2 Billing : Figure 2.2 ... Figure 2.5 Imported Procedures Edit Screen Genius