Transactions User Guide Version 4...The new treatments will automatically appear on the student’s graphical charting side of axiUm as they are added in the transactions window. To

Transactions User Guide Version 4.81

Transactions User Guide Modified: 7-Apr-11 i of i

Contents Introduction ................................................................................................................................................... 1 Viewing a Patient’s Ledger ............................................................................................................................ 1 Managing Treatment Entries ......................................................................................................................... 1

Adding New Treatments ............................................................................................................................ 1 Modifying Treatments ................................................................................................................................ 2 Deleting Treatments .................................................................................................................................. 2 Completing Planned Treatments ............................................................................................................... 3

Managing Office Charges ............................................................................................................................. 3 Entering Office Charges ............................................................................................................................ 3 Editing Office Charges ............................................................................................................................... 4 Deleting Office Charges ............................................................................................................................ 4

Managing Payment Plans ............................................................................................................................. 4 Using Payment Plan Types ....................................................................................................................... 4

Applying Treatments to Plan Type “Specific Charges” and “Outstanding Balance” .............................. 4 Applying Treatments to Plan Type “Orthodontics” ................................................................................. 5

Creating Payment Plans ............................................................................................................................ 6 Creating a Regular Non-Ortho Dental Payment Plan ............................................................................ 6 Creating a Regular Ortho Payment Plan ............................................................................................... 7 Creating an Irregular Ortho Payment Plan ............................................................................................ 8

Patient & Insurance Payments Schedules are Same ........................................................................ 8 Patient & Insurance Payments Schedules are Different .................................................................. 12

Editing Payment Plans ............................................................................................................................ 17 Editing General Payment Plan Information.......................................................................................... 17 Editing Details of Payment Plan Information ....................................................................................... 17

Closing Payment Plans ........................................................................................................................... 17 Managing Patient Payments ....................................................................................................................... 18

Entering Patient Payments ...................................................................................................................... 18 Editing Patient Payments ........................................................................................................................ 19 Patient Payment Options ......................................................................................................................... 19

Managing Adjustments ................................................................................................................................ 19 Entering Adjustments .............................................................................................................................. 19 Editing/Deleting Adjustments .................................................................................................................. 20

Managing Insurance Payments................................................................................................................... 20 Entering Insurance Payments ................................................................................................................. 20 Resuming Allocation of Insurance Payments .......................................................................................... 20 Attaching EOB files to Insurance Payments ............................................................................................ 21

Attaching EOBs .................................................................................................................................... 21 Dual Insurance and EOBs ................................................................................................................... 21

Table of Figures

Figure 1 - Payment Plan Treatments Dialog for Applying Treatments to a Plan (Specific Charges) ............ 5

Figure 2 - Payment Plan Treatments Dialog for Applying Treatments to a Plan (Orthodontics) .................. 5

Figure 3 - Transactions Module - Payment Plan Tab Window - Starting a payment plan with the currently selected patient. ............................................................................................................................................ 6

Figure 4 - Edit Payment Plan Fees Dialog - Editing the payment plan schedule ........................................ 17

Figure 5 - Patient Balances area of the Transactions General Tab ............................................................ 17

Figure 6 - Payment Tab, Payments to a Payment Plan .............................................................................. 18

Transactions User Guide Modified: 7-Apr-11 1 of 22

Introduction

This document explains the use of payment plans in axiUm.

Payment plans are used in axiUm to create, calculate, and manage patient payments on account. These payments can be applied to completed work, work in progress, or treatments planned for the future. You can also enter treatments directly in the Transactions module.

Viewing a Patient’s Ledger

This outlines the process of viewing a patient’s ledger. If a patient phones up to discuss an outstanding balance or a statement they have received, this is where you can find much of that information.

To view a patient’s ledger:

1. Press the General tab.

The patient’s aged total balance will be displayed in the middle right area of the window and their ledger details will be listed in the lower list box.

The Pending tab displays treatment that is planned but not yet completed for the patient. The Unapproved tab displays treatment that are finished and entered by a student (if this is permitted) but not yet approved by an instructor. You can view payments (i.e. what a patient has paid) in the Payment tab (see Patient Payment Options).

Managing Treatment Entries

This area is where staff enter, modify, and complete dental treatments that students or other providers have performed (or plan to perform) on patients. These processes do not require instructor approval like the student-based treatment entries.

These will take effect immediately on the student’s charting side of axiUm.

Adding New Treatments

This outlines the process of adding a new dental treatment, or procedure, that is either planned for a patient or was completed on a patient that was not previously planned (if this is permitted in the dental clinic and the user has this access).

The new treatments will automatically appear on the student’s graphical charting side of axiUm as they are added in the transactions window.

To add a new treatment:

1 Press the Treatment tab. 2 Then:

Press the Treatments tab on the middle area of the screen to add treatments that were completed or are in-process.

Press the Planned tab to enter planned treatments. The screen will appear in a distinct shade of green. This is a visual indicator to ensure you are entering a planned treatment.

3 Press the New Claim button to add new treatments (on a new claim). 4 Fill in the claim fields as necessary.

Make sure the correct Billing ID is selected as this controls what amount is charged.


If the claim is a medical claim ensure the Medical option is selected. Otherwise the CPT codes will not load in the procedure codes window.

5 Fill in the fields as necessary. Be sure to enter the site and surface for treatments that require this

information. 6 Press the Add button. 7 To add more treatments for this patient, press the New button and repeat the steps. 8 When done, close the Transactions window.

Modifying Treatments

This outlines the process of changing dental treatments (or procedures) that are either planned, in process or completed. This includes changing anything about the procedure including the tooth#, surface(s), and other fields like assigning the phase and sequence numbers. This process does not require any instructor approval like the student based treatment entry. This will take effect immediately on the charting side of axiUm.

To modify a treatment:

1 Press the Treatment tab. 2 Then



If the treatment is the wrong procedure code or has the wrong dollar amount, then the entire treatment must be deleted (see Deleting Treatments), and then re-added (see Adding New Treatments). The code cannot be modified if the wrong procedure code has been added.

3 Select the treatment to be modified by selecting the treatment line in the lower list. 4 Change the fields as necessary and press the Modify button.

Deleting Treatments

This outlines the process of deleting dental treatments, or procedures, that were entered incorrectly. This process does not require any instructor approval like the student based treatment entry. This will take effect immediately on the student’s charting side of axiUm.

To delete a treatment:

1 Press the Treatment tab. 2 Then:



3 Select the treatment to be deleted by pressing the left mouse down over the treatment to be deleted

in the lower list. 4 Press the Delete button. The system will ask the user to confirm this process. 5 Click Yes. The treatment will either be removed from the lower list or will appear grayed-out

depending upon the options set up for the workstation.


Completing Planned Treatments This outlines the staff-driven process of completing dental treatments, or procedures that were previously entered as a planned treatment. This is done at the time the planned treatment is performed on the patient. This will take effect immediately on the student’s charting side of axiUm. To complete a planned treatment: 1 Press the Treatment tab. 2 Press the Treatments tab on the middle area of the screen to add treatments that were completed or

are in-process. 3 From the list view, select the treatment(s) to be completed. If multiple treatments are to be completed

for this patient, highlight multiple lines. 4 Right click on a selected line. Select one of the following:

To change a Planned Tx to complete, select Complete as New Claim for the first one for this patient and Complete on Last Claim for all subsequent treatments for this patient

To change a Planned Tx to In-Process because this procedure has been started but not completed, select Change to In Process

Note: In the Treatments tab, to change an In Process Tx to complete, select Complete Tx for the first one for this patient and Complete Tx (Last Claim) for all subsequent tx for this patient.

Once you’ve made your selection, the Complete Treatments window will appear.

5 Fill in the necessary information. Make sure to select the correct Billing ID as this will determine the dollar amounts that will be charged. Individual treatment sites and surfaces can be changed by selecting the treatment from the Original Txs section

6 Change the fields as necessary. 7 Click the Save button. 8 Select all of the lines in the middle Original Txs list to complete. 9 Click the Add Default button. Alternatively, if a special amount is to be billed then press the Add

Special button. The selected treatments will be moved from the middle list to the lower list. 10 Click the Close button.

Managing Office Charges

axiUm gives you the ability to add sales tax on office charges, either a practice rate or a custom rate:

Practice rate: In Maintenance module – Office tab – Practice Address icon – Practice Address window – Practice button – Practices window – Practice Options window – Transactions Options section, there is a Tax Rate __% field (new). This is the tax amount this practice charges.

Custom rate (overrides practice rate): Go to Maintenance module – System tab – Station Options icon – Station Options. Select Transactions – Transaction – SalesTaxRate. This is used to manually enter a custom sales tax rate.

Entering Office Charges

This outlines the process of entering a patient office charge. This is used to enter a non-treatment charge to a patient, for example, a bleaching kit.

To enter an office charge:

1 Press the Office Charges tab. 2 Press the New button. 3 Fill in the information as necessary. 4 Press the Add button.


Editing Office Charges

This outlines the process of changing a patient office charge that was entered with an error. If the office charge code is incorrect and needs to be deleted, then the user should delete the office charge (see Deleting an Office Charge).

To edit an office charge:

1 Press the Office Charges tab. 2 Select the office charge in the lower list to be changed by pressing the left mouse down on the office

charge line to be changed. 3 Make the necessary changes. 4 Press the Modify button.

Deleting Office Charges

This outlines the process of deleting a patient office charge that was entered with an error.

To delete an office charge:

1 Press the Office Charges tab. 2 Select the office charge in the lower list to be deleted. 3 Press the Delete button. A confirmation message is displayed. 4 Click Yes to confirm the deletion.

Managing Payment Plans

Using Payment Plan Types

There are three types of payment plans in axiUm:

Specific Charges

Outstanding Balance

Orthodontics

Applying Treatments to Plan Type “Specific Charges” and “Outstanding Balance”

For payment plans created as Specific Charges or Outstanding Balance, the Payment Plan Treatments window accessed via the Apply button looks like the one shown below:


Figure 1 - Payment Plan Treatments Dialog for Applying Treatments to a Plan (Specific Charges)

To apply the specific line items to the plan highlight the item(s) on the left list (Treatments not on Plan) and move them to the right list (Treatments on Payment Plan) by clicking on the > button. The top of the window will display the Payment Plan Total from the previous window, and will display a running balance of what you have applied to the plan(Amount Applied) and what amount is remaining to be applied (Amount Remaining) to the plan in order for the plan to be fully allocated to treatment and / or charges. When all items have been applied, click Close to close the window.

Applying Treatments to Plan Type “Orthodontics”

For payment plans created as Orthodontics the Payment Plan Treatments window accessed via the Apply button looks like the one shown below:

Figure 2 - Payment Plan Treatments Dialog for Applying Treatments to a Plan (Orthodontics)


To apply the specific line items to the plan highlight the item(s) on the left list (Treatments not on Plan) and move them to the right list (Treatments on Payment Plan) by clicking on the > button. The top of the window will display the Payment Plan Total from the previous window, and will display a running balance of what you have applied to the plan (Amount Applied) and what amount is remaining to be applied (Amount Remaining) to the plan in order for the plan to be fully allocated to treatment and / or charges.

The Treatments Billed for Plan section will be auto populated by axiUm as each scheduled payment comes due. These scheduled payments are billed through the Ortho Billings utility in Maintenance.

When all items have been applied, click Close to close the window.

Creating Payment Plans

This sections describes how to create a regular payment plan. In a regular payment plan, a plan is created where the same amount is paid at regular intervals. Use this method if you want axiUm to calculate this payment schedule.

Creating a Regular Non-Ortho Dental Payment Plan

Select the patient in the Rolodex, open the Transactions module and click on the Pmt Plan tab.

Figure 3 - Transactions Module - Payment Plan Tab Window - Starting a payment plan with the currently selected patient.

To create a regular payment plan:

1. Click the Pmt Plan tab.

2. Click on the New button to refresh the view and prepare the window for new data entries.


3. In the Payment Plan section select the Guarantor. This is the person that will be responsible for making the payments on this plan. If the patient is an adult this will be the selected patient, if the patient is a child, this will likely be a parent or guardian.

4. Select the Plan is for option to one of the following:

Specific Charges

Outstanding Balance

5. Select Regular Payment Schedule. 6. Enter the Plan Total. This is the full amount of the payment plan. 7. In the Regular Schedule section, enter the following fields:

Down Payment

Down Pmt Date

Starting Date

Starting Period

# of Payments axiUm generates the payment schedule based on the combination of the Payment Period field and other fields in the Regular Schedule section. In another words, the payment schedule will automatically calculate and automatically change the payment schedule depending on the values entered in this field. For example, changing the Regular Fee field will change the # of Payments and the Final Fee fields.

8. Click Add. Once a payment plan has been created using this method, the plan details can be modified and the plan can be deleted until a payment becomes due. Be aware that the starting date (the date of the first payment) defaults to today’s date, and if saved with this date, some details (i.e. the down payment amount) cannot be altered. Also, the dates and number of payments can only be changed manually using the Edit Schedule button.

Altering the Final Fee amount directly is not possible when the Regular Payment Schedule option is on. This is a calculated remainder

Creating a Regular Ortho Payment Plan

To create an ortho payment plan:




4. Select the Plan is for option to Orthodontics.

5. Select Regular Payment Schedule. 6. Enter the Plan Total. This is the full amount of the payment plan. 7. In the Regular Schedule section, enter the following fields:

Down Payment

Down Pmt Date

Starting Date

Starting Period

# of Payments


axiUm generates the payment schedule based on the combination of the Payment Period field and other fields in the Regular Schedule section. In other words, the payment schedule will automatically calculate and automatically change the payment schedule depending on the values entered in this field. For example, changing the Regular Fee field will change the # of Payments and the Final Fee fields.

8. Select Only bill fee if patient visit occurred. 9. Click Add.

The Patient and Insurance columns are the dollar amounts allocated to each payment installment. Patient amount is normally billed each month. Insurance will be billed according the ortho billing policy of the insurance company. For example, if the insurance company in the above screen gets billed every three months, and the installments show a monthly allotment of $187.50, at the end of three months, they will be billed a total of $562.50 (or $187.50 x 3 months).

10. Click Ortho Billing to begin the billing process and create any applicable ortho plan fees. A confirmation message displays.

11. Click Yes. Another confirmation message displays.

Creating an Irregular Ortho Payment Plan

Two different methods of ortho payment plans are outlined in this section:

Both patient and insurance payment schedules are the same

Patient and insurance payment schedules are different

Patient & Insurance Payments Schedules are Same

To create a regular ortho payment plan when both patient and insurance payment schedules are the same:




4. Deselect Regular Payment Schedule. This will hide some of the regular payment fields. 5. Enter the Plan Total. This is the full amount of the payment plan. 6. Click Add. This displays the Payment Plan Treatments window.


7. From the Treatment not on Plan section, highlight an item (this is the treatment associated to the payment plan).

8. Click . This moves it over to the Treatments on Payment Plan section.

9. Click Close. This closes the Payment Plan Treatments window and opens the Edit Payment Plan Fees window.

This is where you enter the patient and insurance payment schedule. Since both use the same payment plan in this example, we can create both at the same time, as a pair.


10. Enter the first payment. For this example, we will enter the following:

11. Click . This adds the amount to the list view. Note that the amount you entered in the Total Field is subtracted by the amount you entered in the Ins. Portion field to create the patient’s amount. In this example, insurance pays 50%, which leaves the patient’s responsible portion at 50%.

12. Click . This clears the fields.

13. Enter the payment schedule. For this example, we will enter the following:

14. Click . This adds the amount to the list view. Again that the amount you entered in the Total Field is subtracted by the amount you entered in the Ins. Portion field to create the patient’s amount. In this example, insurance pays 50%, which leaves the patient’s responsible portion at 50%.


15. Repeat this until the Remaining Total field is $0.00. We will create a different payment amount for each month.

If the Remaining Total field does not equal $0.00, you cannot close the Edit Payment Plan Fees window. The Plan Total Field must equal the Total field at the bottom.

16. Close the Edit Payment Plan Fees window. This returns to the Pmt Plan tab.


All the payments you entered are now displayed in the Pmt Plan tab.

17. Click Ortho Billing to begin the ortho billing process. When axiUm successfully creates the billing fees, it will display a message.

You have now created an irregular ortho payment plan with a different payment amount for each month, and the proper insurance amount allocated to insurance.

Patient & Insurance Payments Schedules are Different

To create an irregular ortho payment plan when patient and insurance payment schedules are different:




4. Deselect Regular Payment Schedule. This will hide some of the regular payment fields. 5. Enter the Plan Total. This is the full amount of the payment plan. 6. Click Add. This displays the Payment Plan Treatments window.

7. From the Treatment not on Plan section, highlight an item (this is the treatment associated to the payment plan).

8. Click . This moves it over to the Treatments on Payment Plan section.


9. Click Close. This closes the Payment Plan Treatments window and opens the Edit Payment Plan Fees window.

Now we can enter the payment schedule. Because the patient schedule and insurance schedules are different, we will create each side separately. We will start with insurance.

10. Click . This displays the Payment Plan Fee Schedule window.

11. For this example, we will enter the following for the insurance payment plan:

Note that Fee Amount field is the same as Ins. Portion field. This means that 100% of the fee we entered is covered by insurance, which is correct, because we are allotting 100% of the insurance’s portion to the insurance’s payment plan.

12. Click OK. This closes the Payment Plan Fee Schedule window and returns to the Edit Payment Plan Fees window.


This now shows the insurance’s portion of the entire payment plan.

Now we will create the patient side.

13. Click . This displays the Payment Plan Fee Schedule window.

14. For this example, we will enter the following for the patient’s payment plan:

Note that the Ins. Portion field is blank. This means that 100% of the fee we entered is covered by the patient, which is correct, because we are allotting 100% of the patient’s portion to the patient’s payment plan.


15. Click OK. This closes the Payment Plan Fee Schedule window and returns to the Edit Payment Plan Fees window.

This now shows the both the insurance’s portion and the patient’s portion of the entire payment plan. Note that there is 10 cents left in the Remaining Total field. If the Remaining Total field does not equal $0.00, you cannot close the Edit Payment Plan Fees window. The Plan Total Field must equal the Total field at the bottom.

In this example, we will append the 10 cents to the patient’s final payment.

16. Select the last patient payment plan. Make sure you do not select an insurance payment.

17. In the Total field, add 10 cents to the amount shown. In this example, we have changed $67.37 to $67.47.


18. Click . This saves the changes. The Remaining Total field is now $0.00. axiUm will now allow you to close the window.

19. Close the Edit Payment Plan Fees window.

All the payments you entered are now displayed in the Pmt Plan tab.

20. Click Ortho Billing to begin the ortho billing process. When axiUm successfully creates the billing fees, it will display a message.


You have now created an irregular ortho payment plan where the insurance’s payment schedule is different from the patient’s payment schedule, and the proper insurance amount allocated to both patient and insurance. You have also started processing the ortho billing fees.

Editing Payment Plans

Editing General Payment Plan Information

If you want to make changes to the Pmt Plan tab window, only the guarantor and Plan Total fields can be modified.

Editing Details of Payment Plan Information

The payment plan’s payment schedule can be edited manually if

required. Use the button to display the Edit Payment Plan Fees dialog. Care must be taken when editing the payment schedule. If the payments do not sum to the payment plan amount the user will not be able to exit the dialog.

Editing anything in this window turns a regular payment plan into an irregular one, and the Regular Payment Schedule option turns off.

Once the payment schedule is defined it causes axiUm to make these payments due on the payment dates indicated. These amounts are displayed in the Transactions General tab in the Payment Plan line of the patient balances area. These details will not appear for Orthodontic type plans until the Maintenance Ortho Billings process is run.

Figure 4 - Edit Payment Plan Fees Dialog - Editing the payment plan schedule

Figure 5 - Patient Balances area of the Transactions General Tab

The next payment plan payment is shown in the Next Fee section with the next fee date and the next fee amount. The total due reflects past payments that were not made. Amounts owing are broken down by current and 30 day past due amounts.

Closing Payment Plans

The following demonstrates how to close an ortho payment plan.

To close an ortho payment plan:



2. Select the Ortho payment plan to close.

3. In the Plan Total field, enter in the total amount received thus far for the Ortho Plan.

4. Click on the Modify button.

A message stating Would you like the payment plan fee items to be regenerated based on the updated plan information?

5. Click on Yes.

6. Click on the Delete/Close button to Delete/Close the ortho payment plan.

Managing Patient Payments

Figure 6 - Payment Tab, Payments to a Payment Plan

Entering Patient Payments

This outlines the process of entering a patient payment.

To enter a patient payment:

1 Press the Payment tab. The patient’s total balance will be displayed in the upper middle area of the window. To view detailed ledger about a patient’s balance prior to accepting payment, press the General tab (see Viewing a Patient’s Ledger).

2 Press the New button. 3 Fill in the information as necessary.

To apply a payment to a payment plan select the Apply to Current Payment Plan option. If there is more than one payment plan currently open, when you click the Add button the Select Payment Plan dialog displays. For this reason it is recommended that the payment plan have a note included, as it is this note that appears in the description field on this window. Without a note it is difficult to determine which plan should be selected for the payment.

4 Press the Add button. 5 Press the Receipt button to print a receipt for the patient. 6 Fill in the necessary information. 7 Press the Print button. The receipt will now print to the printer. 8 Press the Allocate button to apply the payment to the patient’s charges. The Applying Payment

window will appear. 9 Select the charges in the lower list to apply the payment to and for each charge selected, enter the:

Amount: dollar amount paid to the selected treatment

Press the Apply button. 10 Once done, press the OK button.


Editing Patient Payments

This outlines the process of changing a patient payment that was entered with an error. A payment can only be edited if it has not been allocated to any charges. If it has been, before following the process below, the user must first Reverse the payment (see Patient Payment Options).

To edit a patient payment:

1 Press the Payment tab. 2 Select the payment in the lower list to be changed by pressing the left mouse down on the payment

line to be changed. 3 Make the necessary changes. 4 Press the Modify button.

Patient Payment Options

This outlines the various processes of adjusting patient payments and viewing charges that the payment was allocated to.

To use patient payment options:

1 Press the Payment tab. 2 Select the payment in the lower list to be viewed by pressing the left mouse down on the payment line

to be viewed. 3 Right-click on the selected line and select one of the following:

Show Adjustment to view adjustments made to the selected payment.

Disbursements to view charges that the payment was allocated to, and to unallocate the payment from any charges (perhaps to edit the payment).

NSF Payment to make a payment NSF if the payment did not go through.

Refund Payment to refund only the held amount of the patient payments.

Full Refund to adjust the entire amount of the original patient payment.

Reverse Payment to reverse a payment that was entered in error. 4 If the user selected NSF Payment, Refund Payment, Full Refund, or Reverse Payment, then the

Payment Adjustment window will appear. 5 Fill in the necessary information. 6 Press the OK button.

Managing Adjustments

You can restrict access to adjustment codes by user level. You can also restrict the maximum dollar amount allowed to be adjusted, and the transaction type to which it can be applied. This can be set up by going to Maintenance module – Transactions tab – Adjustment Codes icon – Adjustment Codes window,

there is a (new). Clicking this opens the new Adjustment Access window (new) where you can define user level access for this adjustment code.

Entering Adjustments

This outlines the process of entering an adjusting entry to the patient’s ledger. If the user is adjusting a payment, then this must be done in the payment tab via a right click option on the payment (see Patient Payment Options); this area is for entering non-payment related adjustments such as write-offs.

To enter an adjustment:

1 Press the Adjustment tab. To view detailed ledger information about a patient’s balance prior to entering an adjustment, press the General tab (see Viewing a Patient’s Ledger).

2 Press the New button. 3 Fill in the information as necessary. 4 Press the Add button.


5 Press the Apply button to apply the adjustment to the patient’s charges. The Applying Adjustment window will appear. An adjustment should always be applied to charges.

6 Select the charges in the lower list to apply the adjustment to and press the Apply button. 7 Once done, press the OK button.

Editing/Deleting Adjustments

This outlines the process of changing a patient adjustment that was entered with an error. An adjustment can only be edited or deleted after it has been unallocated from any charges.

To edit an adjustment:

1 Press the Adjustment tab. 2 Select the adjustment in the lower list to be changed by pressing the left mouse down on the

adjustment line to be changed. 3 Right click on the selected line and select Disbursement. The Allocated Adjustments dialog will

appear. 4 Press the Unallocate button to unallocate the adjustment from any charges. 5 Press the Close button. 6 To edit the adjustment, make the necessary changes and press the Modify button. Then, press the

Apply button to apply the adjustment to the patient’s charges. 7 To delete the adjustment, press the Delete button.

Managing Insurance Payments

Entering Insurance Payments

This outlines the process of entering an insurance payment. Once the payment has been entered, it must be applied to patient treatment charges in succession. This outlines both processes.

To enter an insurance payment:

1 Press the Ins Pmt tab. 2 Select the insurance company the payment is from in the left list. 3 Press the New button. 4 Fill in the other information as necessary. 5 Press the Add button. 6 Press the Allocate button. The Applying Ins. Payment window will appear. 7 Select the charges in the lower list to apply the payment to. 8 Enter the fields. 9 Press the Apply button. 10 Once done, press the OK button.

Note that the user can press the OK button while applying the payment before being done and resume applying the payment at a later time.

Resuming Allocation of Insurance Payments

This outlines the process of resuming applying an insurance payment (that was previously entered) to patients’ charges.

To resume allocation of an insurance payment:

1 Press the Ins Pmt tab. 2 Select the insurance company the payment is from in the left list. 3 Select the insurance payment in the lower list. 4 Press the Allocate button. The Applying Ins. Payment window will appear. 5 Select the charges in the lower list to apply the payment to. 6 Enter the fields.


7 Press the Apply button. 8 Once done, press the OK button.

Note that the user can press the OK button while applying the payment before being done and resume applying the payment at a later time.

Attaching EOB files to Insurance Payments

You can attach scanned files (e.g. EOBs) to insurance payment records. This feature applies only to US insurance companies, and only if they use electronic claim submission.

Attaching EOBs

To attach an EOB file to an insurance payment:

1. Press the Ins Pmt tab.

2. Select an insurance record from the list.

3. Go to the Ins. Payments tab.

4. Right-click an item to display a list of option.

5. Selecta the Add Attachment option (new).

Selecting this option displays the Add Attachment (Ins Pmt) window (new). Use this window to browse to the file location for the attachment.

Insurance payment records with an attachment displays on the line below the Trx.# column heading.

You can view or delete attachments in the Ins. Payments tab by right-clicking and selecting the View Attachment option (new) or the Delete Attachment option (new).

If you have only one attachment, axiUm displays it.

If you have multiple attachments, axiUm displays the Select Attachment (Ins Pmt) window (new). From the list view, highlight the attachment you want to see and click the OK button.

You can also view attachments through the Ins. Payments tab – right-click Disbursement option – Insurance Disbursement window. Clicking the View Attach button (new) will also display the Select Attachment (Ins Pmt) window.

Dual Insurance and EOBs

In a dual insurance situation, when you enter insurance payment amounts for the primary insurance company, you can enter more detailed EOB information.

To enter more EOB details:

1. In Transactions module – Ins Pmt tab – Ins. Payments tab – Allocate button – Applying Ins. Payment window, there is an EOB button (new). This button is available if you have applied insurance payment to the highlighted item in the list view. Clicking this button opens the

Explanation of Benefits (EOB) Details window. In this window, the Code field displays the options created in setup step 2. This window will open automatically if the patient’s secondary insurance accepts EDI claims. EOB details can also be entered from Maintenance module – System tab – Processes – EDI Claims by right-clicking EOB details on a secondary claim. EOB details can be viewed by selecting a treatment and right clicking EOB details in Transactions module - Treatment tab.

2. In Maintenance module – System tab – Processes icon – Processes window – EDI Claims button - EDI Claims window – Unsubmitted Procedures tab, there is a right-click EOB Details option (new).


Clicking this button displays the Explanation of Benefits (EOB) Details window (new), where you can enter claim adjustment reasons.

Documents

Transactions User Guide Version 4...The new treatments will automatically appear on the student’s graphical charting side of axiUm as they are added in the transactions window. To