Essentials for Registrars: Step-by-Step Reference · PDF fileRevision History Essentials for Registrars: Step-by-Step Reference ii Training on the MEDHOST Patient Accounting application

Revision History

Essentials for Registrars: Step-by-Step Reference ii

Training on the MEDHOST Patient Accounting application typically used by

ADT Staff: ADT (Admit/Register, Discharge, and Transfer)

Step-by-Step Reference Guide

Essentials for Registrars

Revision History

Essentials for Registrars: Step-by-Step Reference ● ii

Revision History

Date Version Author Change Reference

04/25/2012 1-10.1 Elana Churchill Document created for Version 10.1.

05/03/2012 2-10.1 Elana Churchill Updated discussion of the Final Census.

06/04/2012 3-10.1 Elana Churchill Corrected misspelling on pages 18 and 51.

07/03/2013 1-11.1 Sara Proctor Updated to Version 11.1.

09/04/2013 1-12.0 Sara Proctor Updated to Version 12.0.

Contents

Essentials for Registrars: Step-by-Step Reference ● iii

Contents

Introduction ......................................................................... iv

Getting Started With ADT .................................................... 1

Admitting/Registering Patients ........................................... 6

Admitting/Registering Patients: Quick Method ............... 53

Discharging, Transferring, and Swapping Patients ........ 60

Recording and Maintaining Other Admission Types ...... 66

Changing and Cancelling Processes ............................... 74

Registering and Maintaining Industrial Accounts ........... 93

Processing Financials ..................................................... 103

Maintaining Patient Accounts ......................................... 121

Viewing and Printing Reports ......................................... 129

Appendix A: UB-04 Form ................................................. A-1

Read about ADT and the purpose of this document.

Sign on and start using ADT, and get tips for entering data.

Pre-admit and admit patients; pre-register and register patients.

Quickly admit and register patients (not available to all users).

Discharge and transfer patients from and within your facility.

Record and maintain a patient leave of absence; create and

maintain a recurring patient visit.

Make changes, such as patient status (e.g. inpatient to outpatient);

cancel processes before Final Census.

Register, modify, and view financial information for industrial

accounts.

Process patient payments; run the Charge Estimator to estimate

out-of-pocket expenses.

View patient payment information; add comments to patient

accounts; change patient information.

Run and print reports; reprint face sheets and other documents;

print account status reports; run a Leave of Absence Report.

See an example of UB-04 Form and a list of its fields.

Introduction

Essentials for Registrars: Step-by-Step Reference ● iv

Introduction

About Essentials

Essentials is a series of training manuals with step-by-step

instructions on the most typical uses of MEDHOST products.

Each manual focuses on the key information needed by users in

different roles.

More MEDHOST instructional documentation can be

accessed from the Information Base section of the

MEDHOST Community website (community.medhost.com).

About This Document

This document provides instruction on the HMS Admissions,

Discharge, and Transfer (ADT) applications typically used by

staff who provide administrative services related to admitting,

discharging, and transferring patients.

Your actual workflow may vary from the steps suggested in this

document. The following documents have additional information

on the Patient Accounting module:

Patient Accounting User’s Manual

Patient Accounting Sample Reports

These and other MEDHOST instructional documents can be

accessed from the Information Base section of the MEDHOST

Community website (community.medhost.com).

This document shows you how to:

Log in and out of Patient Accounting.

Process pre-admissions/admissions and pre-registrations/

registrations.

Discharge and transfer patients.

Convert patient types and cancel processes prior to the

Final Census being run.

Register and maintain industrial accounts.

Process financials such as patient payments.

Maintain patient accounts.

Run census and other reports.

Document Feedback

If you have any questions or comments about this document,

please email the MEDHOST Education department.

Email: [email protected]

© 2013 MEDHOST Solutions Corp.

http://community.medhost.com/

http://community.medhost.com/

mailto:[email protected]

Getting Started With ADT Chapter Introduction

Essentials for Registrars: Step-by-Step Reference ● 1

Getting Started With ADT

Chapter Introduction

What this

chapter covers

This chapter shows you how to sign on to the system and start using ADT. The chapter has four

sections:

Signing On and Off the HMS System shows you how to sign on and off the HMS system.

Opening Patient Accounting Menu and Submenus shows you how to open the Patient

Accounting Menu and its submenus. This menu is used for all ADT tasks.

Navigating ADT shows you how to move between different screens within ADT and gives tips for

entering data.

Opening Help Systems shows you how to access the built-in help systems, which provide

additional instructions on using ADT.

Sections in

this chapter

Signing On and Off the HMS System ................................ 2

Opening Patient Accounting Menu and Submenus ........... 3

Navigating ADT ................................................................. 4

Data Entry Tips ......................................................... 4

Moving Between Screens ......................................... 4

Opening Help Systems ...................................................... 5

HMS Monitor Help .................................................... 5

Help for GUI Features ............................................... 5

Graphical View Help ................................................. 5

What you’ll learn

in this chapter

After reading this chapter, you will be able to:

Sign on and sign off the HMS system.

Access the Patient Accounting Menu and its submenus.

Enter patient data by selecting from lists or calendars.

Identify whether a field is required or optional.

Open help systems.

Getting Started With ADT Signing On and Off the HMS System


Signing On and Off the HMS System

To sign on:

1 On your computer desktop, double-click the HMS

Graphical View icon.

The HMS Sign On window (Figure 1) will display.

2 Type your login information in the User and

Password fields.

3 Click OK (or press ENTER on your keyboard).

The HMS Master Menu (Figure 2) will display. You

are now signed on to the HMS system.

To sign off:

1 Return to a menu, such as the HMS Master Menu

(Figure 2) or the Patient Accounting Menu

(Figure 3).

The method for returning to a menu will vary

depending on the window you are currently

viewing, but typically you can return by clicking

Exit.

2 Click Sign Off.

The HMS Sign On window (Figure 1) will redisplay

and you will be signed off the system.

Figure 1: HMS Sign On Window

Figure 2: Master Menu

Sign Off

Getting Started With ADT Opening Patient Accounting Menu and Submenus


Opening Patient Accounting Menu and Submenus

The Patient Accounting Menu (Figure 3) is your

access point for all ADT processes.

To open the Patient Accounting Menu:

1 From the HMS Master Menu (Figure 2), click

Patient Accounting.

The Patient Accounting Menu (Figure 3) will

display.

To open Patient Accounting submenus:

1 From the Patient Accounting Menu, click a

menu name, such as Admission menu or

Registration menu.

The associated menu (Figure 4) will display,

with links to its processes.

The menus you will use most often for ADT are:

Admission Menu: Processes related to

inpatients.

Registration Menu: Processes related to

outpatients.

These menus and their functions are described

in more detail in the rest of this document.

Figure 3: Patient Accounting Menu

Figure 4: Admission Menu (Submenu of the Patient Accounting Menu)

Getting Started With ADT Navigating ADT


Navigating ADT

This section describes how to move between different screens in the application and gives tips on entering data in the fields.

Data Entry Tips

Fields with a drop-down arrow have a list of values you

can choose from. Click the drop-down arrow to open a

window with a list of choices (Figure 5), and then either:

– Double-click the value you want.

– Click the value you want (it will be highlighted in

gray), and then click OK.

To browse a long list of names or options, use the up

and down scroll arrows on the right side of a list (Figure

5) to scroll up and down.

Fields with a calendar icon allow you to enter a date by

selecting it from a calendar.

1. Click the calendar icon (Figure 6) to open the calendar.

2. Select a date, and then click OK.

Required fields are shaded in gray (Figure 7); you must

enter data in these fields. Fields that are not shaded in gray

are optional; you can enter data or leave them blank.

If you leave a required field blank or type an invalid value

and then click OK, a message will display in red at the

bottom of the screen (Figure 8) to explain the error.

For addresses, if you enter a zip code and press ENTER

on your keyboard, the corresponding city, state, county

name, and county code will be automatically filled in.

Figure 5: Selecting a Value from a List

Figure 6: Selecting a Date from a Calendar

Moving Between Screens

Most functions contain a series of screens that you move

through step-by-step to complete the process. You use buttons

(Figure 9) to move forward and backward in the process or to

cancel the data entry.

Click OK to accept changes and go forward to the next

screen.

Click Previous to go back one screen.

Click Cancel to erase data entry and go back to the start of

the process.

Click Exit to cancel data entry and return to the menu you

started from, such as the Admission Menu or the

Registration Menu.

Figure 7: Required and Optional Fields

Figure 8: Example Error Message

Figure 9: Example of Navigation Buttons

Drop-down arrow

Scroll arrows

Required

Calendar icon

Getting Started With ADT Opening Help Systems


Opening Help Systems

To help you use the product, Patient Accounting includes three online help systems: HMS Monitor Help, Help for GUI features, and

Graphical View Help.

HMS Monitor Help

HMS Monitor Help provides a description of the fields on the

window you currently have open.

To open HMS Monitor Help:

1 From the menu bar, click Help and then click HMS

Monitor Help.

The Help window will display.

Help for GUI Features

Help for GUI features provides detailed instructions on how to

use the features in Patient Accounting.

To open Help for GUI features:

1 From the menu bar, click Help and then click Help for

GUI features.

The Windows Help window will display.

Graphical View Help

Graphical View Help provides an overview of the display of the

product, along with troubleshooting tips and answers to

questions that are frequently asked about the interface.

To open Graphical View Help:

1 From the menu bar, click Help and then click Graphical

View Help.

The HMS Graphical View Help window will display in a

web browser.

Admitting/Registering Patients Chapter Introduction


Admitting/Registering Patients


What this

chapter covers

This chapter shows you how to admit and register patients. The chapter has three sections:

Initiating Admissions/Registration shows you how to start the correct process depending on

(1) whether the patient is an inpatient or outpatient and (2) whether the patient is currently at your

facility or you are setting them up in the system before their facility visit.

Finding and Adding Patient Records describes the different windows you will use to search for

records before you enter data.

Entering Data shows you how to enter patient data on each screen.

Sections in

this chapter

Initiating Admissions/Registration ..................................................... 7

Inpatients: Pre-admissions/Admissions ................................... 7

Outpatients: Pre-registrations/Registrations ............................ 8

Finding and Adding Patient Records ................................................ 9

Hospital Service Code Search and Selection .......................... 9

Patient Referral Search ......................................................... 10

Patient History Search and Selection .................................... 11

Entering Data .................................................................................. 13

Overview of Screens and Windows ....................................... 13

Entering Patient Data ............................................................. 14

Entering Payor Information .................................................... 31

Entering Guarantor Information ............................................. 36

Confirming and Completing ................................................... 40

What you’ll learn

in this chapter


Identify whether a given patient should be pre-admitted, admitted, pre-registered, or registered,

and then start the appropriate process.

Locate existing patient records or referrals on the initial search windows.

Enter information for patient demographics, emergency contacts, payors, and guarantors.

Complete a pre-admission, admission, pre-registration, or registration.

Admitting/Registering Patients Initiating Admissions/Registration


Initiating Admissions/Registration

The process you choose depends on (1) whether the patient is an inpatient or outpatient and (2) whether the patient is currently at your

facility or you are setting them up in the system before their facility visit. Figure 10 illustrates the four different processes:

pre-admission, admission, pre-registration, and registration.

Once started, the steps you follow for all the processes are very similar; the few exceptions are noted in the instructions.

Note: If you are taking patient payments, a cashier drawer must be opened prior to admitting/registering patients. Go to

Opening Cashier Drawer on page 104 for instruction.

Inpatients: Pre-admissions/Admissions

Pre-admissions and admissions are used for inpatients: those

being admitted to the facility.

Use Pre-Admission before an inpatient arrives at your facility.

Pre-admissions can reduce wait times for patients.

Notes:

All pre-admissions must be changed to

admissions, rescheduled, or cancelled.

For instruction on changing a pre-admission to an

admission once the patient arrives, go to

Changing Pre-Admissions to Admissions on page

76.

For instruction on rescheduling an expected date

on a pre-admission, go to Changing Patient

Information on page 126.

For instruction on cancelling pre-admissions, go

to Cancelling Pre-Admissions/Admissions for

Inpatients on page 89.

To see a list of pre-admitted patients, print a Pre-

Admission Register. Go to Running and Printing

Reports on page 130 for instruction.

Use Admission when an inpatient has arrived at your facility

and has not been pre-admitted.

To start a pre-admission/admission:

1 From the Patient Accounting Menu (Figure 11), click

Admission menu.

The Admission Menu (Figure 12) will display.

2 Click either Pre-admission or Admission.

One or more search windows will display; go to Finding and

Adding Patient Records on page 9 for instruction.

Figure 10: Illustration of Processes


Admitting/Registering Patients Initiating Admissions/Registration


Outpatients: Pre-registrations/Registrations

Pre-registrations and registrations are used for outpatients: those

receiving treatment without being admitted to the facility.

Outpatients include emergency patients and observation patients.

Use Pre-registration when an outpatient appointment is in the

near future. Pre-registration can reduce wait times for patients.

Notes:

All pre-registrations must be changed to

registrations, rescheduled, or cancelled.

For instruction on changing a pre-registration to a

registration once the patient arrives, go to

Changing Pre-Registrations to Registrations on

page 79.

For instruction on rescheduling an expected date

on a pre-registration, go to Changing Patient

Information on page 126.

For instruction on cancelling pre-registrations, go

to Cancelling Pre-Registrations/Registrations for

Outpatients on page 90.

To see a list of pre-registered patients, print a

Pre-Registration Register. Go to Running and

Printing Reports on page 130 for instruction.

Use Registration when an outpatient has arrived at your

facility and has not been pre-registered.

To start a pre-registration/registration:


Registration menu.

The Registration Menu (Figure 13) will display.

2 Click either Patient pre-registration or Patient

registration.

One or more search windows will display; go to Finding and

Adding Patient Records on page 9 for instruction.

Figure 12: Pre-admission and Admission Options on

Admission Menu

Figure 13: Patient Pre-registration and Patient Registration

Options on Registration Menu

Admitting/Registering Patients Finding and Adding Patient Records


Finding and Adding Patient Records

The search windows you see will vary depending on the setup at your facility. The windows you may see are:

Hospital Service Code Search and Selection window (Figure 14): Used to enter a hospital service code. See Hospital Service

Code Search and Selection below for instruction.

Patient Referral Search window (Figure 16): Used to search for and select the name of a referring doctor or healthcare facility. Go

to Patient Referral Search on the next page for instruction.

Patient History Search and Selection window (Figure 18): Used to search for and select an existing patient record. Go to Patient

History Search and Selection on page 11 for instruction.

Hospital Service Code Search and Selection

If the Hospital Service Code Search and Selection

window (Figure 14) displays:

1 Click the drop-down arrow.

A window will display, listing hospital service codes

(Figure 15).

2 For the code you want, either double-click it or select it

and click OK.

Depending on setup, either the Patient Referral

Search window (described on page 10) or the

Patient History Search and Selection window

(described on page 11) will display next.

Figure 14: Hospital Service Code Search and Selection Window

Figure 15: Choosing a Hospital Service Code



Patient Referral Search

If the Patient Referral Search window (Figure 16)

displays:

1 Type data in one or more of the fields to search for a

patient referral:

Patient Name: Type the patient’s last name first;

you can use all or part of a name. Do not use

commas or any punctuation.

Soundex: If you are not sure how to spell a name,

Soundex can help you find it. This feature finds

names by their sound rather than their spelling.

For example, a Soundex search on Smith will

return names spelled Smith, Smyth, Smythe, and

Smithe.

Social Security Number: Type the numbers

without hyphens. For example, if the SSN is 123-

45-6789, type 123456789.

Date of Birth: Either select a date (click the

calendar icon ) or type the date in the format

MMDDYYYY. For example, if the date of birth is

February 7, 1950, type 02071950.

Referral Number: If known, type a referral

number.


The Patient Referral Search and Selection window

(Figure 17) will display, listing the entries that match

your search terms.

Note: By default only current referrals will

display. To view all referrals, click All

Referrals.

3 If a matching referral:

Is listed, select the appropriate referral entry and

then click Select. The HMS Inpatient Admission

or HMS Inpatient Pre-Admission window will

display. Go to Entering Data on page 13 for

instruction.

Is not listed, click Search Patient History to

continue. The Patient History Search and

Selection window will display. Go to Patient

History Search and Selection on page 11 for

instruction.

Figure 16: Patient Referral Search Window

Figure 17: Patient Referral Search and Selection Window

Click if matching

referral found

Click if matching

referral NOT found



Patient History Search and Selection

If the Patient History Search and Selection window

(Figure 18) displays:


patient record in the Master Patient Index (MPI):

Note: To avoid duplicate entries for a patient,

HMS recommends searching by Social

security number.

Patient last name: Type the patient’s last name

first; you can use all or part of a name. Do not use





For example, a Soundex search on Smith will return

names spelled Smith, Smyth, Smythe, and Smithe.

Social security number: Type the numbers

without hyphens. For example, if the SSN is 123-

45-6789, type 123456789.

Patient birth date: Either select a date (click the


MMDDYYYY. For example, if the date of birth is

February 7, 1950, type 02071950.

Patient history number: If known, enter a patient

history/medical record number.


The Patient History Search and Selection window

will display, either listing the patient records in the MPI

that match your search terms (Figure 19) or showing a

“No names meeting search” message (Figure 20).

3 Do one of the following three actions to continue:

If the patient cannot be located in the MPI, click

Add History to add a record for a new patient.

Note: To avoid duplicate entries, try

searching by different fields before you

add a new record.

If the patient is located in the MPI, either

double-click the patient name, or select the

patient’s name and then click Select.

Figure 18: Patient History Search and Selection Window –

Search Criteria Screen


Results Screen


Results Screen – No Results Returned

Click ‘Add History’ if

patient is NOT located

Click ‘Add History’ if no

names match search

Select name and click

‘Select’ if patient is located



To start a record for a newborn, select the

parent/guardian’s name and click Newborn.

The first data entry screen will display, allowing you to

start entering patient data.

Go to Entering Data on the next page for instruction.

Note: If the patient has an account that has not been

discharged, a window (Figure 21) will display,

showing a warning message. Click OK to close the

window.

Figure 21: Warning Window

Admitting/Registering Patients Entering Data


Entering Data

After you complete the initial search screens, the first data entry screen will display. Figure 22 shows the first screen for admissions.

Figure 23 shows the first screen for registrations.

For an overview of all screens, see Overview of Screens and Windows below.

For instructions on using this first screen, go to page 14.

Overview of Screens and Windows

You will see four or five major screens, and additional

windows can be opened from certain screens:

1 Patient Demographic Screen: Used to enter the bulk

of the patient’s demographic information. Go to Patient

Demographic Screen on page 14 for instruction.

Buttons on the first screen allow you to open additional

windows. Go to Secondary Windows Accessible from

First Screen on page 21 for instruction.

2 Contact Information Screen: Used to enter contact

information for the patient’s employer, emergency

contacts, and parents. Go to Contact Information

Screen on page 28 for instruction.

3 Payor Information Screen: Used to enter information

about the patient’s insurance. Go to Payor Information


Note: The Payor Information screen only

displays for patients with insurance.

4 Guarantor Maintenance Screen: Used to enter

information about the person/party responsible for

paying charges. Go to Guarantor Maintenance Screen

on page 36 for instruction.

5 Confirmation and Completion: Used to answer

questions on the sharing patient information, add any

comments, and complete the process. Go to

Confirmation and Completion Screen on page 40 for

instruction.

Figure 22: HMS Inpatient Admission – First Screen

Figure 23: HMS Outpatient Registration – First Screen



Entering Patient Data

Patient Demographic Screen

To access:

The first screen of the admission/registration process

displays after you complete any search windows, as

described in Finding and Adding Patient Records on page 9.

Figure 24 shows the first screen for a pre-registration.

On the first screen, you will enter the patient’s demographic

information (name, address, age, etc.) and information about

their visit to your facility.

To enter information:

1 Enter data in the fields. Fields on First Screen on the

next page describes each of the fields on this screen.

2 When you are finished entering data on this screen,

you can either:

Open a window to add more information:

Secondary windows allow you to add email

addresses, additional phone numbers and

mailing addresses, names of medications, and

occurrence/condition codes.

Go to Secondary Windows Accessible from First


Complete the data entry on this screen:

Click OK.

Note: For registrations, a warning

message will display at the bottom of

the screen stating, Verify registration

date – Press ENTER to continue

**WARNING**. Click OK.

One of the following will occur:

- The Contact Information screen will

display.

Go to Contact Information Screen on page

28 for instruction.

- The ER Arrival/Departure Maintenance

window (Figure 25) will display for

emergency department encounters.

The first screen allows you to enter the patient’s demographic

information and information about their visit to your facility.

Figure 24: First Screen (HMS Outpatient Pre-Registration)

Figure 25: ER Arrival/Departure Maintenance Window



1. In each of the following fields, select or

type a date and time, or select Yes for

Unable to determine arrival date and

time:

ER Arrival Date and Time – The

date and time the patient arrived

to the hospital.

ER Departure Date and Time –

The date and time the patient was

discharged from the hospital.

Decision to Admit Date/Time –

The date and time a decision was

made to admit the patient.

2. Click Decision to Admit Inpatient.

The Decision to Admit to Hospital

Inpatient window will display.

3. Select a description and click OK.

The Contact Information screen will

display.

Go to Contact Information Screen on

page 28 for instruction.

Figure 26: Decision to Admit to Hospital Inpatient Window



Fields on First Screen

The following table describes each of the fields on the first screen.

Fields that require data are shaded in gray.

Fields that are unique to a certain process are indicated with an asterisk *. For example, if a field displays when registering

outpatients but does not display when admitting inpatients, it will be marked with an asterisk *.

The table lists fields in the order they display on the screen. You can click a field name in the below alphabetical list to jump to a

specific field description in the table.

A/C Phone Number

Accident Related

Accommodation Code

Address line 1

Address line 2

Admission Date

Admission Source

Admission Time

Admission Type

Admitting Doctor

Age

Arrived

Attending Doctor

Birthplace

Chart Number

Chief Complaint

City

Congregation

County/Code

Date of Birth

Days, Month, Years

Diet

Ethnic

Expected Date

Expected Time

F/C

History Number

HSV

ICD-9

Insurance

Marital Status

Patient name (L F M)

Primary Care Doctor Name

Primary Care Doctor Number

Primary Language

Race

Referring Doctor

Registration Date

Registration Time

Registration Type

Religion

Room/Bed

Sex

Smoker

Social Security Number

Spouse/Maiden

St

VIP

Zip code

Fields on First Screen (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Expected Date

Admission Date

Registration

Date

Admission Date, Time: For admissions, the

date/time the patient is admitted to the facility.

Registration Date, Time: For registrations, the

date/time the patient is registered at the facility.

Expected Date, Time: For pre-admissions and

pre-registrations, the date/ time the patient is

expected to be admitted or registered.

To enter a date: Click the calendar to select

a date, or type the date in the format

MMDDYY. For example for June 27, 2013,

type 062713.

To enter time: Use military time, which is in

the format HHMM. For example, for 2:30 PM,

type 1430.

12

Expected Time

Admission Time

Registration

Time

13

History Number Display only: View the history number, which is a

“lifelong” medical record number for the patient.

This field will either be blank (new patient) or will

be automatically pulled from a previous

admission/registration (previous patient).

---




Field Name Notes UB

Locator

Sample Entry

Chart Number Display only: View the patient’s chart number.

For many facilities, the Chart Number and

History Number are the same.

This field will either be blank (new patient) or will

be automatically pulled from a previous

admission/registration (previous patient).

3a

Social Security

Number Type the patient’s social security number. Do not

use dashes or any other punctuation.

---

Patient name

(L F M) Type the patient's name, with the last name first.

Use a space to separate the first and last names.

Do not use any punctuation (commas, periods).

No more than 25 characters.

8b

Address line 1 Type the number, street, and unit/apartment # of

the patient’s home address.

No more than 25 characters for each line.

9

Address line 2 ---

City Type the city of the patient’s home address.


9

St Type the 2-letter state abbreviation of the

patient’s home address.

9

Zip code Type the zip code of the patient’s home address. 9

County/Code Type the county and code of the patient’s home

address.

---

A/C Phone

Number Type the patient’s phone number, including area

code.

Do not use dashes or any other punctuation.

---

Spouse/Maiden If a married female, type the patient’s maiden

name.


---

VIP

Select the VIP (Very Important Person) code to

indicate whether the patient has a status that

merits special treatment.

---

Marital Status Select the patient’s marital status. ---

Sex Select the patient’s sex. 11

Race Select the patient’s race. Multiple race codes can

be selected.

---

Ethnic Select the patient’s ethnicity. ---




Field Name Notes UB

Locator

Sample Entry

Primary

Language Select the primary language spoken by the

patient.

---

Religion Select the patient’s religion. (No religion is an

option.)

If you know the patient’s Congregation (see the

next entry), you can select it first and then the

Religion field will be automatically filled in.

---

Congregation Select the patient’s congregation/place of

worship.

---

Date of Birth Select or type the patient’s date of birth. If

unknown, select DOB Unknown.

10

Age Type the patient’s age, or leave the field blank

and the system will calculate the age based on

the Date of Birth field.

---

Days, Month,

Years Select the unit of measurement for the patient’s

Age.

---

Birthplace Type the patient’s place of birth, such as a city,

state, or county.

---

Insurance Select the patient’s insurance status.

If the patient is insured, select Yes; otherwise,

select No.

---

HSV Select the Hospital Service Code (HSV) for the

admission, such as ICU or OBG.

---

F/C Select the financial class for the patient. This

code is used for billing, collection, and statistical

purposes.

Depending on the setup at your facility, the field

may or may not be required and the field may or

may not allow any changes.

---

Admission Type

Select the priority of the patient’s admission/

registration, such as emergency or elective.

14

Admission

Source Select the source of the patient’s admission/

registration, such as a transfer from a hospital or

court/law enforcement.

15

Accommodation

Code Select the type of accommodations the patient will

have. This code is used to determine room

charges.

---




Field Name Notes UB

Locator

Sample Entry

* Room/Bed * This field is required only for admissions

and registrations with a Registration Type

(see next entry) of Observation; it does not

display for pre-admissions and pre-

registrations, and it should be left blank for

registrations with a Registration Type of One-

Time or Recurring.

Select a Room/Bed number.

If the Room/Bed you select does not match the

Accommodation Code, an error message will

display.

---

* Registration

Type

* This field displays only for pre-registrations

and registrations; it does not display for pre-

admissions or admissions.

Select the registration type:

One-Time: Treatment will be completed in

one visit. The system will automatically

discharge the patient with the same date/time

of the registration.

Recurring: Multiple, ongoing treatments will

occur within the current month. An example

of a recurring type is weekly physical therapy

sessions.

If your facility is not set up for auto-discharge,

recurring patients must be manually

discharged at the end of the month; go to

Recording Patient Visits on page 73 for

instruction.

Observation: Patient will be observed and

will stay in the facility for fewer than 23 hours.

The Room/Bed field is required and patients

must be manually discharged; go to

Discharging, Transferring, and Swapping

Patients on page 60 for instruction on

discharging.

---

* Arrived * This field displays only for pre-registrations

and registrations; it does not display for pre-

admissions or admissions.

Type a short description of how the patient arrived

at the facility, for example by car or on foot.

---




Field Name Notes UB

Locator

Sample Entry

* Admitting

Doctor

* This field is required only for pre-admissions

and admissions; it is optional for pre-

registrations and registrations.

Select the code associated with the admitting

doctor.

---

Referring

Doctor

Select the code associated with a referring doctor,

if any.

---

* Attending

Doctor

* This field is required only for pre-

registrations and registrations; it is optional

for pre-admissions and admissions.

Select the code associated with the attending

doctor.

If you leave the field blank, the Admitting Doctor

will be used.

---

Primary Care

Doctor Number

Select the code associated with the patient’s

primary care doctor.

When a selection is made, the associated name

will automatically display in the Primary Care

Doctor Name field.

If the code is not known, you can type the doctor’s

name in the Primary Care Doctor Name field.

---

Primary Care

Doctor Name

Type the name of the patient’s primary care

doctor if the Primary Care Doctor Number is not

known.


---

* ICD-9 * This field is required for checking medical

necessity. Go to page 43 for instruction.

Select the appropriate ICD-9 code for the

admission/registration.

66

Chief Complaint Type a brief description of the patient’s complaint.


---




Field Name Notes UB

Locator

Sample Entry

Accident

Related Select whether the admission is related to an

accident.

If you select Yes, the following additional fields

will display; if you select No, these fields will not

display.

Accident Code: Select an accident or

occurrence code. This code is used to

determine liability and coordinating benefits.

Accident Date: Select or type the date of the

accident.

Accident State: Select the state where the

accident happened.

Accident Hour: Select the hour when the

accident happened.

---

Diet Select any special diet or diet restrictions for the

patient.

---

Smoker If the patient smokes, select Yes; otherwise,

select No.

---

Secondary Windows Accessible from First Screen

The following secondary windows are available from the first screen. Entry on all of these windows is optional.

Windows Accessible from the First Screen

Window Description Button Access Page #

Alternate Address Add an additional mailing address, phone number, or both. Alternate Address 22

Occurrence/Condition

Codes and Dates Add information on the condition or accident that is the reason the

patient is being admitted/registered.

Occ/Con Codes 23

HMS Alternate Phone

Number and E-mail

Listings

Add an email address or an additional phone number. Phone/Email 24

Medications Add the names of medications the patient is taking. Medications 27

Accounts With A Balance View the patient’s account balance. This button will display only if

your facility is set up to display the button and the patient has an

account balance.

Act Bal Inq 27



Alternate Address Window

On the Alternate Address window (Figure 27), you can enter

an alternate mailing address and phone number for the

patient. This address can be used to direct statements and

collection letters to an address other than the patient’s home

address.

To enter an alternate address or phone number:

1 Click Alternate Address (or press F7 on your

keyboard).

The Alternate Address window (Figure 27) will display.

2 Type the alternate address and/or phone number.

3 Click OK.

The window will close and the first screen will redisplay.

4 You can either:

Open a different secondary window: See


above for details.

Complete the data entry on the first screen:

Click OK. The Contact Information screen will

display.

Go to Contact Information Screen on page 28 for

instruction.

Figure 27: Alternate Address Window



Occurrence/Condition Codes and Dates Window

On the Occurrence/Condition Codes and Dates window

(Figure 28), you can enter the occurrences or conditions that

are the reason the patient is being admitted/registered.

To enter an occurrence/condition code and date:

1 Click Occ/Con Codes (or press F8 on your keyboard).

The Occurrence/Condition Codes window (Figure

28) will display.

2 Select the one or more codes and dates. The below

table describes each of the fields on the window.

3 Click Update/add.


4 You can either:

Open a different secondary window: Go to


on page 21 for details.



display.


instruction.

Figure 28: Occurrence/Condition Codes and Dates Window

Fields on Occurrence/Condition Code Window (All fields are optional)

Field Name Notes UB

Locator

Sample Entry

Occurrence

Codes and

Dates

Select an occurrence code to identify a

significant event that may determine liability

for the patient's charges. You can enter up to

4 codes/dates.

31-34

Occurrence

Span Codes

and Dates

Select an occurrence span code to

identify a condition that may impact the

patient's benefits.

In the From and Thru fields, enter the

range of time during which the condition

occurred. Either click the calendar to

select a date, or type the date in the

format MMDDYY.

You can enter up to 2 span codes/dates.

35-36

Condition

Codes Select a condition code to identify conditions

that may affect payor processing. You can

enter up to 4 codes.

18-28



HMS Alternate Phone Number and E-mail Listings Window

On the HMS Alternate Phone Number and E-mail Listings

window (Figure 29), you can view, edit, or delete existing

phone numbers and email addresses, and add new phone

numbers and email addresses.

To use the HMS Alternate Phone Number and E-mail

Listings window:

1 Click Phone/Email (or press SHIFT + F2 on your

keyboard).

The HMS Alternate Phone Number and E-mail

Listings window (Figure 29) will display.

2 You can:

Add phone numbers: go to page 25.

Add email addresses: go to page 25.

Edit phone numbers or email addresses: go

to page 26.

Delete phone numbers or email addresses: go

to page 26.

3 When you are finished working with phone numbers

and email addresses, click Exit on the HMS Alternate

Phone Number and E-mail Listings window.

The first screen will redisplay.

4 You can either:



on page 21 for details.



display.


instruction.

Figure 29: HMS Alternate Phone Number and E-mail Listings

Window



To add a phone number:

1 Click Add Phone.

A window (Figure 30) will display.

2 Enter data as follows:

From the first drop-down list, select the type of

number, such as Cell or Fax.

In the Phone fields, type the phone number.

In the Description field, type any notes.

3 Click OK.

The window will remain open.

4 If you:

Have another phone number to add, repeat the

above steps 2 and 3.

Are finished entering phone numbers click

Previous. The window will close and the phone

numbers you added will display in the bottom box of

the HMS Alternate Phone Number and E-mail

Listings window.

To add an email address:

1 Click Add Email.

A window (Figure 31) will display.

2 Enter data as follows:

From the drop-down list, select the type of email

address, such as Home or Work.

In the Email Address field, type the email address.

3 Click OK.

The window will remain open.

4 If you:

Have another email address to add, repeat the

above steps 2 and 3.

Are finished entering email addresses, click

Previous. The window will close and the email

addresses you added will display in the bottom box

of the HMS Alternate Phone Number and E-mail

Listings window.

Figure 30: Entering an Alternate Phone Number

Figure 31: Entering an Email Address



To edit a phone number or email address:

To edit the home or work phone number, type the new

value directly in the Home phone and Work phone fields

on the HMS Alternate Phone Number and E-mail

Listings window (Figure 29).

To edit an alternate phone number or email address

(shown in the boxes):

1 Select the value you want to edit, and then click

Edit.

A window (Figure 32) will display, allowing you to

change the value.

2 When you are finished changing the phone number

or email address, click OK.

The window will close and the HMS Alternate

Phone Number and E-mail Listings window will

redisplay.

To delete a phone number or email address:

To delete the home or work phone number, delete the

value directly in the Home phone and Work phone fields

on the HMS Alternate Phone Number and E-mail

Listings window (Figure 29): Double-click inside the field,

and then press Delete on your keyboard.

To delete an alternate phone number or email address

(shown in the boxes):

1 Select the value you want to delete, and then click

Delete.

A window (Figure 33) will display, showing a “Press

Delete To Confirm Deletion” message.

2 Click Delete.

The window will close and the HMS Alternate

Phone Number and E-mail Listings window will

redisplay, with the deleted entry removed.

Figure 32: Editing an Alternate Phone Number

Figure 33: Deleting an Email Address



Medications Window

On the Medications window (Figure 34), you can enter the names

of any medication the patient is taking at the time of admission.

To enter medications:

1 Click Medications.

The Medications window (Figure 34) will display.

2 Type the one or more medication names in the empty

fields.

3 Click OK.


4 You can either:


Secondary Windows Accessible from First Screen on

page 21 for details.

Complete the data entry on the first screen: Click

OK. The Contact Information screen will display.


instruction.

Figure 34: Medications Window

Accounts With A Balance Window

On the Accounts With A Balance window (Figure 35), you can

view the patient’s account balance. This window is accessible only

if your facility is set up to provide this access and the patient has

an account balance.

To view the account balance:

1 Click Act Bal Inq (or press SHIFT + F9 on your keyboard).

The Accounts With A Balance window (Figure 35) will

display.

2 View the data, and when you are finished, click OK.


3 You can either:


Secondary Windows Accessible from First Screen on

page 21 for details.

Complete the data entry on the first screen: Click

OK. The Contact Information screen will display.


instruction.

Figure 35: Accounts With A Balance Window



Contact Information Screen

To access:

The HMS Admission/Registration Contact Information

screen (Figure 36) displays after you click OK from the first

screen.

On the HMS Admission/Registration Contact Information

screen, you can enter contact information for a patient’s

employer, emergency contacts, and parents. All the fields on

this screen are optional.

To enter contact information:

1 Enter data in the fields. Fields on Contact Information

Screen on the next page describes each of the fields

on this screen.

Note: If the emergency contact information is

the same as the patient's information, click

Same Address As Patient to copy the

information.

2 When you are finished entering information or if you

do not have any information to add, click OK.

Depending on whether the patient is insured (set in

the Insurance field on the first screen, as described

on page 18), either the Payor Information or

Guarantor Maintenance screen will display next.

For instruction, go to either:

Payor Information Screen on page 31 if the

patient is insured.

Guarantor Maintenance Screen on page 36 if the

patient is not insured.

The HMS Admission/Registration Contact Information screen

allows you to enter contact information for the patient’s employer,

emergency contacts, and parents. All the fields on this screen are

optional.

Figure 36: HMS Admission Registration Contact Information

Screen



Fields on Contact Information Screen

The following table describes each of the fields on the HMS Admission/Registration Contact Information screen. All of the fields on

this screen are optional.

Fields on HMS Admission/Registration Contact Information Screen (All fields are optional)

Section Field Name Notes UB

Locator

Sample Entry

Employment

contact

information

Employer

name Type the name of the patient’s

current employer. Do not use any

punctuation, such as commas or

periods.


65

Address Type the number, street, and

unit/apartment # of the address of the

patient’s employer.


---

City Type or select the city of the address

of the patient’s employer.


---

State Type the 2-letter state abbreviation of

the address of the patient’s employer.

---

Zip code Type the zip code of the address of

the patient’s employer.

---

A/C - Phone Type the phone number, including

area code, of the patient’s employer.

Do not use dashes.

---

Occupation Type the name of the patient’s

occupation.

---

Employment

Date Select or type the date the patient

was employed by this employer.

---

Emergency

contact 1

information

(for the first

person to be

contacted)

Contact

name (L F M) Type the name of the person the

hospital should contact in case of

emergency.

---

Address Type the number, street, and unit # of

the contact’s address.


---

City/State Select/type the city and state of the

contact’s address.


---



Fields on HMS Admission/Registration Contact Information Screen (All fields are optional)


Locator

Sample Entry

Emergency

contact 2

information

(for the

second

person to be

contacted)

Zip code Type the zip code of the contact’s

address.

---

A/C – Home

Phone Type the contact’s home phone

number, including area code.

Do not use dashes or any other

punctuation.

---

A/C – Work

Phone Type the contact’s work phone



punctuation.

---

Relation Select the contact’s relationship to

the patient.

---

Family

information

Father’s

name Type the name of the patient’s father. ---

Date of Birth Select or type the data of birth of the

patient’s father.

---

Mother’s

maiden name Type the maiden name of the

patient’s mother.


---

Date of Birth Select or type the data of birth of the

patient’s mother.

---



Entering Payor Information

Payor Information Screen

To access:

If the patient is insured, the HMS Admission/Registration

Payor Information screen (Figure 37) will display after you

click OK on the HMS Admission/Registration Contact

Information screen.

Note: If the patient does not have insurance, go to

Guarantor Maintenance Screen on page 36.

On the HMS Admission/Registration Payor Information

screen, you will enter information about the payor (the

patient’s insurance). You can add up to three payors.

To enter payor information:

1 Enter data as needed. Fields on Payor Information

Screen on the next page describes each of the fields

on the window.

Note: If you want to use payor information

from the patient’s payor history, click

PayorHst, or press F5. The PAYOR

HISTORY SEARCH window (Figure 38) will

display. Select a payor and then click OK.

2 If you:

Are finished entering payors, go to step 3.

Have another payor to add, click 2ndPayor (or

3rd Payor). Another HMS Admission/

Registration Payor Information screen will

display. Repeat steps 1 and 2.

Note: If you need to delete a secondary or

tertiary payor (the primary payor cannot

be deleted), click Delete Ins and then

click OK on the confirmation screen.

3 When you are finished entering data, click OK.

The HMS Guarantor Maintenance window will display.

Go to Guarantor Maintenance Screen on page 36 for

instruction.

The HMS Admission/Registration Payor Information screen

displays if the patient is insured. This screen allows you to enter

information about the patient’s insurance.

Figure 37: HMS Admission/Registration Payor Information Screen

Figure 38: PAYOR HISTORY SEARCH Window

Figure 39: Payor Subscriber ID Window



Note: If the insured is different from the

patient, a Payor Subscribed ID window

(Figure 39) will display after you click OK.

This ID number is used for electronic billing

requirements. Entry is not required. Click OK

to continue.

Fields on Payor Information Screen

The following table describes each of the fields on the HMS Admission/Registration Payor Information screen. The fields that

require data are shaded in gray.

Fields on HMS Admission/Registration Payor Information Screen (Required fields are shaded in gray)


Locator

Sample Entry

Company/Plan

Based on the

value you select

in the

Company/Plan

field, the other

fields in this

section (name,

address, and

phone number)

will be

automatically

filled in, but you

can change them

if needed.

Company /

Plan When you click the drop-down arrow,

the Payor Plan Alpha Search window

will display. Select the appropriate

payor and then click OK to return to

the HMS Admission/ Registration

Payor Information screen.

---

Name Type the name of the company. ---

Address 1 Type the number, street, and unit/

apartment # of the company’s

address.

No more than 25 characters for each

line.

---

Address 2 ---

City Type the city of the company’s

address.


---

State/Zip Type the 2-letter state abbreviation

and zip code of the company’s

address.

---

A/C – Phone

Number Type the phone number, including

area code, of the company.

Do not use dashes.

---

Policy

Information

Policy

Number / Hic

Number

Type the insured’s policy number.


60

Group name Type the name of the group policy that

insures the patient.


61





Locator

Sample Entry

Group

number Type an ID number for the group

policy that insures the patient.


62

Release

Information Select whether the policy allows for

release of information to other

organizations for adjudication of

claims.

52

Assigned

Benefits Select whether the insured has signed

a form authorizing a 3rd party payor to

pay the provider.

53

Payor

Verification Select whether the patient’s coverage

has been verified with the payor.

Select Yes if your facility is set up to

use Insurance Eligibility (IE).

Note: You are responsible for

managing IE transaction failures.

Refer to the Patient Accounting User’s

Manual for instruction.

---

Insured’s

information

If the insured’s

information is

the same as the

patient

information,

click Same as

patient.

Name Type the name of the insured (the

person who carries the policy) with the

last name first.

Use a space to separate the first and

last names. Do not use any


periods.


58

Sex Select the insured’s sex. ---

Patient’s

relationship Select the insured’s relationship to the

patient.

59

Date of Birth Select or type the insured’s date of

birth.

---

Employment

information

Employment

Status Code Select the employment status of the

insured, such as Employed full time or

Retired.

---

Occupation Type the occupation/job title of the

insured.


---





Locator

Sample Entry

Employer

name Type the name of the insured’s current

employer. Do not use any punctuation,

such as commas or periods.


65

Location Type the address of the insured’s

employer.

---

Employee ID Type an ID number the employer has

assigned to the insured.


---

Years Type the number of years the insured

has been employed by this employer.

---

Effective Date Select or type the date the insured

was employed by this employer.

---

A/C Phone


area code, of the insured’s employer.

Do not use dashes.

---

Insurance/Payor

Specs

PSRO Type the appropriate Professional

Standards Review Organization

(PSRO) or Utilization Review (UR)

approval indicator.

A utilization review is the evaluation of

the necessity, appropriateness, or

quality of care provided to a patient.

---

Grace days Type the number of days indicated in

the UR as being needed to arrange for

patient’s post-discharge care.

---

Treatment

Number Type the treatment authorization

number assigned by the payor for

authorization of payments.

---

Certified

dates Select or type the range of dates for

which the patient’s benefits are

approved.

---

Review date Select or type the date on which the

hospital should review the patient’s

account for a possible extension or

discharge.

---





Locator

Sample Entry

Retain payor

history Select whether payor history should

be retained in the patient’s history file

for future visits.

Note: Select No for a liability or

workers compensation claim because

these are typically unique

occurrences.

---

Insurance

Eligibility Select whether the payor’s eligibility

should be verified at the end of the

admission/registration process.

Depending on the setup at your

facility, this field may or may not allow

changes.

---



Entering Guarantor Information

Guarantor Maintenance Screen

To access:

The HMS Guarantor Maintenance screen (Figure 40) will

display:

If the patient is insured, after you click OK on the HMS

Admission/Registration Payor Information screen.

If the patient is not insured, after you click OK on the

HMS Admission/Registration Contact Information

screen.

On the HMS Guarantor Maintenance screen (Figure 40),

you will enter information about the guarantor, who is the

person or organization that is financially responsible for

payment on the patient's account.

A guarantor must be at least 18 years old. Usually the

primary guarantor is the patient or the parent/legal guardian

of the patient.

To enter guarantor information:

1 Enter data as needed. Fields on Guarantor

Maintenance Screen on the next page describes

each of the fields on the window.

Note: If the patient is the guarantor, click

Same As Patient and Same Address As

Patient to copy the patient information.

2 If you:

Are finished entering guarantors, go to step 3.

Have another guarantor to add, click Add

Guarantor. Another HMS Guarantor

Maintenance screen will display with blank

fields. Repeat steps 1 and 2 for all the

guarantors you need to add.

3 When you are finished entering data on this screen,

click OK.

The last screen will display.

Go to Confirming and Completing on page 40 for

instruction.

The HMS Guarantor Maintenance screen allows you to enter

information about the party financially responsible for payment on

the patient's account.

Figure 40: HMS Guarantor Maintenance Screen



Fields on Guarantor Maintenance Screen

The following table describes each of the fields on the HMS Guarantor Maintenance screen. The fields that require data are shaded

in gray.

Fields on HMS Guarantor Maintenance Screen (Required fields are shaded in gray)


Locator

Sample Entry

Guarantor

Information

If the patient

is the

guarantor,

click Same

As Patient

and Same

Address As

Patient.

Guarantor

Number Select the guarantor from the list.

If the guarantor is not on the

list, skip entry in this field.

If the guarantor is in the list,

select it and other fields will be

automatically filled in using

information in the system.

---

Social

Security

Number

If the guarantor is a person, type

the guarantor's social security

number.


punctuation.

---

Name (L F M) Type the guarantor's name.

If the guarantor is a person, type

the name with the last name first,

and use a space to separate the

first and last names.

Do not use any punctuation, such

as commas or periods.


38

Address line 1 Type the number, street, and

unit/apartment # of the

guarantor's address.

No more than 25 characters for

each line.

38

Address line 2

City Type the city of the guarantor's

address.


38

State Type the 2-letter state

abbreviation of the guarantor's

address.

38

Zip code Type the zip code of the

guarantor's address.

38





Locator

Sample Entry

A/C Phone

Number Type the guarantor's phone



punctuation.

38

Sex If the guarantor is a person,

select the guarantor's sex.

If the guarantor is a facility,

such as a school or business,

select Unknown.

---

Date of Birth If the guarantor is a person, select

or type the guarantor's date of

birth.

---

F/C Select the financial class for the

guarantor. This code is used for

billing, collection, and statistical

purposes.

---

Relationship Select the guarantor's relationship

to the patient.

---

Occupation Type the guarantor's occupation.


---

Years Type the number of years the

guarantor has been employed.

---

Employer

Information

Employer

name Type the name of the guarantor's

current employer. Do not use any


periods.


65

Address line 1 Type the number, street, and

unit/apartment # of the address of

the guarantor's employer.


---

Address line 2

City Type or select the city of the

address of the guarantor's

employer.


---

State Type the 2-letter state

abbreviation of the address of the

guarantor's employer.

---





Locator

Sample Entry

Zip code Type the zip code of the address

of the guarantor's employer.

---

A/C – Phone


area code, of the guarantor's

employer.

Do not use dashes.

---

Current

Account

Information

Current

balance Display only: View the

guarantor's current accounts

receivable balance.

---

A/R

comments Display only: View any

comments related to the accounts

receivable (A/R) balance.

---

Bad Debt

Write Off’s Display only: View the number of

the guarantor's accounts that

have been written off to bad debt.

---

Bad Debt

Amount Display only: View the A/R

balance that has been converted

to bad debt for the guarantor.

---

Send

Statement/

Collection

letter

Display only: Indicates whether

statements and collection letters

should be sent to the guarantor.

---



Confirming and Completing

Confirmation and Completion Screen

To access:

The final screen (Figure 41) displays when you click OK on

either the HMS Admission/Registration Payor Information or

HMS Guarantor Maintenance screen. It is the last screen of

the admission/registration process.

On the final screen, you will answer questions related to sharing

patient information, initial the entry, add any comments, and

complete the admission/registration.

On the confirmation screen, you have the option of enrolling the

patient in the Patient Portal, which allows the patient to access

personal healthcare records on the YourCareCommunity.Com

website.

To enter the final information:

1 Enter data as needed. Fields on Final

Admission/Registration Screen on page 42 describes

each of the fields on the window.

2 Click Complete Admission or Complete Registration

(the button name differs depending on the process you

are in.)

Important Note: If you click Cancel, all the

information you entered will be deleted. Click

Previous if you need to go back and change

any data.

The HMS Admission/Registration Confirmation

Screen (Figure 42) will display.

3 In the Patient Portal Participation field, select one of

the following:

Yes allows the patient to access their personal

records without secure messaging.

No opts out of participation.

Yes, and with Secure Messaging allows the

patient to utilize messaging, enabling them to send

messages to their physicians and other hospital

personnel.

Note: Your facility must have purchased

secure messaging for this option.

The final screen allows you to answer questions related to

sharing patient information, initial the entry, add any comments,

and complete the admission/registration.

Figure 41: Admission/Registration – Final Screen

Figure 42: HMS Admission/Registration Confirmation Screen

Figure 43: Email Address Entry Window

3

2



4 Click OK.

5 If no email address is on file for the patient, the Email

Address Entry window (Figure 43) will display.

1. Select Home, Work, or Other from the drop-down

list.

2. In the Email Address field, type the patient’s email

address.

3. Click OK.

6 Verify the information and do one of the following:

Enter a patient payment. Go to Entering Patient

Payments on page 106 for instruction.

Note: The Patient Responsibility

button will not display unless you have

opened a cashier drawer. Go to

Opening Cashier Drawer on page 104

for instruction.

Check medical necessity for Medicare benefits

eligibility. Go to page 43 for instruction.

Note: Depending on your facility and

whether certain selections were made

for the HSV and payor plan, the Check

Med Nec button (Figure 42) will display

on the confirmation screen.

Run the Charge Estimator to estimate out-of-pocket

expenses for the patient. Go to Creating New

Estimates on page 113 for instruction.

Click OK.

Depending on the setup at your facility and whether

certain selections were made for the patient,

different windows may display. These windows are

described in Final Admission/Registration Windows

on page 46.

When you have completed these windows, the

admission/registration will be finished. A search

window (described at the beginning of this chapter

on page 9) will display, allowing you to enter

admission/ registration information for another

patient.

You can continue to enter information as described

in this chapter, or you can click Exit to return to the

Admission Menu or Registration Menu.



Fields on Final Admission/Registration Screen

The following table describes each of the fields on the final Admission/Registration screen. The fields that require data are shaded in

gray.

Fields on Final Admission/Registration Screen (Required fields are shaded in gray)

Field Name Notes Sample Entry

Patient name Display only: View the patient name.

Financial class Display only: View the financial class.

Primary payor plan Display only: View the primary payor plan

code, if any.

Primary payor plan

name Display only: View the primary payor plan

name, if any.

Privacy notice

received and date If the patient has received a privacy notice,

select Yes, and then select or type the

date the patient received it.

Advance directive

form complete Select Yes if the patient has completed an

advance directive form; otherwise, select

No.

If you select Yes, the Patient Advance

Directive window (see page 46) will

display after the confirmation window.

Do you want the

following

information included

in the directory?

Name

Location in hospital

General medical

condition

Religious affiliation

For each field, either select Yes for the

information that can be included in the

patient directory, or select No for the

information that should not be included.

Name: If you select No, the Online

Census Inquiry, Physician Census, and

Religion Census will display “Room

Occupied” rather than the patient's

name.

Religious Affiliation: If you select No,

the Religion Census and

Religion/Congregation Census will

display “Room Occupied” rather than

the patient's name.

Admitted by Type your initials to indicate that you

entered the admission/registration. The

initials of the logged in user are

automatically entered in the field, but you

can change it if needed.




Fields on Final Admission/Registration Screen (Required fields are shaded in gray)


Enter responses to

MSP questionnaire Either select Yes to enter responses in the

MSP (Medicare Secondary Provider)

Questionnaire, or select No to not display

the questionnaire.

If you select Yes, the MSP Questionnaire

window (see page 49) will display after the

confirmation window.

Comments Type any comments related to the

admission/ registration.

Keep in mind that comments entered here

will display in other areas of the program.

Checking Medical Necessity and Printing the Advance Beneficiary Notice (ABN) Report

The Local Medical Review Policy window (Figure 45) will display if you click Check Med Nec from the HMS Admission/Registration

Confirmation Screen (Figure 44).

In order for a patient to be eligible for Medicare benefits, medical necessity must be checked. Once the medical necessity tool runs, an

Advance Beneficiary Notice (ABN) report will be available to print. This report informs the patient that certain medical services may

not be covered so the patient can make an informed decision about receiving services.

To check medical necessity for Medicare benefits

eligibility:

1 In the Charge Code field, type a code or click the

drop-down arrow to select from a list.

2 Click Check Med Nec.

The HMS Medical Necessity window (Figure 46) will

display.

3 You can:

Print an ABN – go to page 44.

Delete the ABN if the patient declines a copy of

the report – go to page 44.

Add a diagnosis code to rerun medical necessity –

go to page 44.

Print the report to send it to the payor – go to page

44.

Accept patient responsibility – go to page 45.

Accept hospital responsibility – go to page 45.


Figure 45: Local Medical Review Policy Window

2

1



To print an ABN:

1 Click OK.

The Medical Necessity Notifications window (Figure

47) will display.

2 Click OK.

The report will print to your default printer, and the

HMS Admission/Registration Confirmation Screen

(Figure 44) will redisplay.

To delete the ABN:

1 Click Decline.


47) will display.

2 Under Form, select Advance Beneficiary Notice.

3 Click Delete.

4 Click OK.


Screen (Figure 44) will redisplay.

To add a diagnosis code:

1 Click Add Diagnosis.

The Patient Diagnoses Maintenance window (Figure

48) will display.

2 In the Admitting diagnosis, Primary diagnosis, and

Secondary diagnoses fields, type the diagnosis

codes, or click the drop-down arrow to select from a

list.

3 Click Update.

The HMS Medical Necessity window (Figure 46) will

redisplay.

To print the report to send to the payor:

1 Click Pt Resp/File payor claim.


47) will display.

2 Click OK.

The ABN report will print to your default printer, and

the HMS Admission/Registration Confirmation


Figure 46: HMS Medical Necessity Window

Figure 47: Medical Necessity Notifications Window

Figure 48: Patient Diagnoses Maintenance Window



To print the report for the patient to accept responsibility:

1 Click Pt Resp/No payor claim.

A window confirming that the patient is accepting

responsibility for the claim (Figure 49) will display.

2 Select Yes and click OK.


47) will display.

Note: If you select No, the process will be

cancelled and the HMS Medical Necessity

Window (Figure 46) will redisplay.

3 Click OK.

The ABN report for the patient will print to your default

printer and the HMS Admission/Registration

Confirmation Screen (Figure 44) will redisplay.

To accept hospital responsibility for the claim:

1 Click Hosp Resp/File payor claim.

The ABN report will not print and the HMS

Admission/Registration Confirmation Screen


Figure 49: Patient Responsibility Confirmation Window



Final Admission/Registration Windows

Depending on the setup at your facility and whether certain selections were made for the patient, different windows will display after the

confirmation window.

When you have completed any windows that may display, the admission/registration will be finished. A search window (described

at the beginning of this chapter on page 9) will display, allowing you to enter admission/registration information for another patient.

You can continue to enter information as described in this chapter, or you can click Exit to return to the Admission Menu or

Registration Menu.

Final Window Description Page #

Patient Advance

Directive Assign or create advance directives or change verification information for advance directives.

This window displays if you selected Yes in the Advance directive form complete field on the

final screen.

46

MSP Questionnaire Answer questions that can be used by Medicare providers to identify other payors that may be

primary to Medicare.

This window displays if you selected Yes in the Enter responses to MSP questionnaire field

on the final screen.

49

Selected Forms Set parameters for how electronic forms will be printed. This window will display if your facility

is using electronic forms.

50

Signature Forms The Signature Forms window allows you to electronically sign documents. This window will

display if your facility has HMS Document Scanning installed and the associated parameter

was set on the Selected Forms window.

51

Scan Documents Scan documents into the system. This window will display if your facility has HMS Document

Scanning installed and the associated parameter was set on the Selected Forms window.

52

Patient Advance Directive

The list view of the Patient Advance Directive window

(Figure 50) will display if you selected Yes for the Advance

directive form complete field on the final screen.

You can assign existing advance directives (see below),

create new advance directives (see page 47), and change

verification information for advance directives (see page 48).

To assign existing directives to the patient:

1 Click Assign a directive (or press F6 on your

keyboard).

The Assign a Directive window (Figure 51) will display.

2 Select a directive from the list, and then click OK.

The assigning view of the Patient Advance Directive

window (Figure 52) will display.

Figure 50: Patient Advance Directive Window – List View



3 Select values as follows:

In the Verified field, select Yes if the directive has

been verified; otherwise, select No.

In the By patient field, select Yes if the directive

was verified by the patient; otherwise, select No.

4 Click OK.

Note: If the directive has been verified but not

by the patient, a Verified by field will display

after you click OK. Type the name of the

person who verified the directive, and then

click OK again.

The Assign a Directive window (Figure 51) will

redisplay, allowing you to assign additional directives.

5 Repeat steps 2 through 4 for every directive you want

to assign.

6 When you are finished assigning directives, click

Previous.

The list view of the Patient Advance Directive

window (Figure 50) will redisplay, listing all assigned

directives.

7 When you are finished working with directives, click

Exit.

Another window may display (see Final

Admission/Registration Windows on page 46 for

details) or the admission/registration process will end.

To create a new directive:

1 From the list view of the Patient Advance Directive

window (Figure 50), click Assign a directive (or press

F6 on your keyboard).


display.

2 Click Create a new directive.

The Advance Directive–Create window (Figure 53)

will display.

3 Type data as follows:

In the Code field, type a unique code to identify

the directive.

In the Directive field, type a name for the

directive.

Figure 51: Assign a Directive Window

Figure 52: Patient Advance Directive Window – Assign

Figure 53: Advance Directive – Create Window



4 Click OK.


redisplay, with the newly created directive listed.

5 To assign this directive, follow steps 2 through 7 on

page 46.

To change verification information:

Verification information can be changed on the list view of the

Patient Advance Directive window (Figure 54).

To change whether a directive was verified: In the

Verified field, select either Yes or No.

To change whether a directive was verified by the

patient: In the By patient field, select either Yes or No.

When you are finished working with directives, click OK.


Admission/Registration Windows on page 46 for details) or

the admission/registration process will end.

Figure 54: Changing Verification Information



MSP Questionnaire

On the MSP Questionnaire window (Figure 55), you answer

questions that can be used by Medicare providers to identify

other payors that may be primary to Medicare.

This window displays if you selected Yes in the Enter

responses to MSP questionnaire field on the final screen.

To complete the MSP (Medicare Secondary Provider)

Questionnaire:

1 Select an answer to the question, and then click Next

Question.

2 Repeat step 1 for each question.

Note: To go to a specific question, click

Select question. The Question

Search/Select window (Figure 56) will

display. Double-click a question to jump to

that question.

3 When you are finished answering questions, click OK.


Admission/Registration Windows on page 46 for details)

or the admission/registration process will end.

Note: If any required information is missing, a

message (Figure 57) will display. Enter the

information that is needed, and then click OK

to continue.

Figure 55: MSP Questionnaire Window

Figure 56: Question Search/Select Window

Figure 57: Required Information Missing

Next Question

button



Selected Forms

The Selected Forms window (Figure 58) displays to set parameters for how electronic forms will be printed.

Notes:

The forms that display are pre-selected by your facility.

This window can also be accessed by clicking Print

admission notice from the Admission Menu or

Print registration notice from the Registration

Menu.

You can reprint these forms at any time. Go to

Reprinting Face Sheets, Forms, Labels, and Wrist

Bands on page 137 for instruction.

To set parameters for forms:

1 The window displays with values already set. If you:

Do not need to change any values, go to step 2.

Do need to change values, you can either type a new

value in each field or change all fields to use the

same values.

To change all fields, click Change All and then type

values in the Change All Forms window (Figure 59).

1. In the Printer field, type the ID of the printer.

2. In the Copies field, type the number of copies to

be printed.

3. In the Drawer field, type the number for the

printer drawer.

4. In the Auto Archive field select Yes if the form

should be archived; otherwise select No.

5. In the Signature field, select Yes if the form

requires a signature; otherwise select No.

2 Click OK.


Admission/Registration Windows on page 46 for details) or

the admission/ registration process will end.

Figure 58: Selected Forms Window

Figure 59: Change All Forms Window



Signature Forms

The Signature Forms window (Figure 60) displays a list of forms that are associated with the type of patient you are

admitting/registering, and then allows you to pull selected forms for an electronic signature.

To sign documents:

1 Select the form you want to have signed, and then

click OK.

Note: To locate a form in a long list, you

can enter search criteria in the Position

to field.

A form window (Figure 61) will display.

2 From the Signatures area, select one of the

following options:

Initials: You will be initialing the document.

Patient or Rep: The patient or the patient’s

representative will be signing the document.

Staff: A staff witness will be signing the

document.

3 Have the appropriate person sign the signature

pad.

4 Click Insert Signature.

5 Click Save Form.

Note: If any additional forms are available

for signature, the Signature Forms

window (Figure 60) will redisplay. Either:

Repeat steps 1 through 5 until all

forms are signed.

Click Cancel if remaining forms do

not need to be signed.

Once all forms have been signed or you have

clicked Cancel, the Scan Documents window will

display. Go to the next page for instruction.

Figure 60: Signature Forms Window

Figure 61: Form Window

2

4

5



Scan Documents

The Scan Documents window (Figure 62) allows you to

scan patient documents.

To scan documents:

1 Select Yes, and then click OK.

The Auto Folders by Patient# window (Figure 63)

will display.

2 Select the folder where the scanned document

should be stored, and then click OK.

A “Document Archiving in progress” message

(Figure 64) will display.

3 When you are finished scanning the documents,

click OK.


Admission/Registration Windows on page 46 for

details), or the admission/registration process will

end.

Figure 62: Scan Documents Window

Figure 63: AutoView Folders by Patient# Window

Figure 64: Document Archiving Message

Admitting/Registering Patients: Quick Method Chapter Introduction


Admitting/Registering Patients: Quick

Method


What this

chapter covers

This chapter shows you how to use the quick admission and quick registration options, which allow

authorized users to quickly admit/register a patient with minimal information. The chapter has two

sections:

Entering Quick Admissions/Registrations shows you how to start the correct process and enter

a quick admission/registration.

Completing Quick Admissions/Registrations shows you how to complete the

admission/registration. When using the quick method, a full admission/registration still must be

done.

Note: All users cannot use the quick admission and quick registration options. You must have the

appropriate security access to use these options.

Sections in

this chapter

Entering Quick Admissions/Registrations .......................................... 54

Fields on Quick Admission/Quick Registration Window ............ 56

Quick Admission/Registration Print Windows ........................... 58

Completing Quick Admissions/Registrations ..................................... 59

What you’ll learn

in this chapter


Quickly admit or register a patient with minimal information.

Complete a full admission or registration through Quick Admit/Registration Maintenance.

Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations


Entering Quick Admissions/Registrations

The Quick Admission and Quick Registration options allow authorized users to quickly admit/register a patient with minimal

information.

This option is most often used for Emergency Department (ED) patients or other patients who may not be able to provide full

information but need to be in the system so that orders can be entered for them.

Note: Even when using Quick Admission/Registration, a full admission/registration still must be completed; this process is

described in Completing Quick Admissions/Registrations on page 59.

To enter a quick admission/registration:

1 From the Patient Accounting Menu, click

Registration menu.


2 Click Quick Admit Menu.

The Quick Admit Menu (Figure 66) will display.

Note: If your user profile does not have the

appropriate security, a message will display

and you will not be able to process the quick

admission/registration.

3 Click one of the following:

Quick Registration for outpatients, including ED

patients.

Quick Admission for inpatients.

The Patient Search and Selection window (Figure 67)

will display.


patient record in the Master Patient Index (MPI):

Note: To avoid duplicate entries for a given

patient, HMS recommends searching by Social

Security Number.

Patient Last Name: Type the patient’s last name

first; you can use all or part of a name. Do not use





Figure 65: Quick Admit Menu Option on Registration Menu

Figure 66: Quick Admit Menu



For example, a Soundex search on Smith will return

names spelled Smith, Smyth, Smythe, and Smithe.

Social Security Number: Type the numbers

without hyphens.

Patient birth date: Either select a date (click the


MMDDYYYY.

Patient history number: If known, enter a patient

history/medical record number.

5 Click OK.


(Figure 68) will display, listing any results that match the

criteria you entered.

6 Do one of the following:

If the patient is not listed, click Add.

If the patient is listed, double-click the patient’s

name.

The first Quick Admission or Quick Registration

window (Figure 69) will display, allowing you to enter

the admission/registration information.

If you selected a patient from the system, fields from the

patient’s record will be automatically filled in.

7 Enter data in all the fields (all fields are required). Fields

on Quick Admission/Quick Registration Window on the

next page describes each of the fields on the window.

8 Click OK.

The final Quick Admission/Quick Registration window

(Figure 70) will display, allowing you to confirm.

9 Type your initials, and click OK

Depending on the setup at your facility, different print

windows may display. Go to Quick

Admission/Registration Print Windows on page 58 for

instruction.

When you have completed these windows, the initial

entry of the quick admission/registration will be

finished.

Note: Remember that a full admission/

registration for the patient still must be

completed at some point; go to page 59 for

instruction.

Figure 67: Patient Search and Selection Window

Figure 68: Patient History Search and Selection Window

Figure 69: Quick Admission Window – Enter Data

Figure 70: Quick Registration Window – Confirm



The Patient Search and Selection window (Figure 67)

will display, allowing you to enter a quick admission/

registration for another patient. You can continue to

enter information as described in this chapter, or you

can click Exit to return to the Quick Admit Menu.

Fields on Quick Admission/Quick Registration Window

The following table describes each of the fields on the Quick Admission and Quick Registration windows. All data entry fields are

required.

Fields that are unique to a certain process are indicated with an asterisk *. For example, if a field displays when registering outpatients

but it does not display when admitting inpatients, it will be marked with an asterisk*.

Fields on Quick Admission and Quick Registrations Windows (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Patient history

number Display only: View the history number,

which is a “lifelong” medical record number

for the patient.

This field will either be blank (new patient)

or will be automatically pulled from a

previous admission/registration (previous

patient).

---

Patient account

number Display only: View the patient’s account

number, for a previously

admitted/registered patient.

The account number is different for each

admission/registration of a given patient.

---

Patient name Type the patient's name, with the last name

first.

Use a space to separate the first and last

names. Do not use any punctuation.


8b

Chart number Display only: View the patient’s chart

number.

3a

Sex Select the patient’s sex: M for male, F for

female, and U for unknown.

11

Date of birth Select or type the patient’s date of birth. If

unknown, select DOB Unknown.

10

Financial class Select the financial class for the patient.

This code is used for billing, collection, and

statistical purposes.

Depending on the setup at your facility, the

field may or may not be required and the

field may or may not allow any changes.

---



Fields on Quick Admission and Quick Registrations Windows (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Hospital service Select the Hospital Service Code for the

admission/registration, such as ICU or

OBG.

---

* Admitting

physician * This field is required only for quick

admissions; it is optional for quick

registrations.

Select the code associated with the

admitting doctor.

---

* Accommodation

code * This field displays only for quick

admissions.

Select the type of accommodations the

patient will have during admission. This

code is used to determine room charges.

---

* Registration

Type * This field displays only for quick

registrations.

Select the registration type:

One-Time: Treatment will be completed

in one visit. The system will

automatically discharge the patient with

the same date/time of the registration.

Recurring: Multiple, ongoing treatments

will occur within the current month. An

example of the recurring type is weekly

physical therapy sessions.

Observation: Patient will be observed

and will stay in the facility for fewer than

23 hours.

---

* Room/Bed * This field is required only for quick

admissions and for quick registrations

with a Registration Type of Observation;

it should be left blank for quick

registrations with a Registration Type of

One-Time or Recurring.

Select a Room/Bed number.

---



Quick Admission/Registration Print Windows

Depending on the setup at your facility, different print windows may display at the end of the process.

When you have completed these windows, the initial entry of the quick admission/registration will be finished. The Patient Search

and Selection window (Figure 67) will display, allowing you to enter a quick admission/registration for another patient.

You can continue to enter information as described in this chapter, or you can click Exit to return to the Quick Admit Menu.

To print admission/registration data:

1 The Print Entire Packet window (Figure 71) allows you to

set whether you want to print the entire admission/

registration packet or print a selected portion of the packet.

If you:

Select Yes, the Selected Forms window (Figure 73)

will display. Go to step 2.

Select No, the Form Print window (Figure 72) will

display.

Select the document you want to print and then click

Select to print. The Selected Forms window (Figure

73) will display. Go to step 2.

2 The Selected Forms window (Figure 73) and other print

windows you may see are the same as those that may

display during a full admission/registration.

See the following sections for more information:

Selected Forms on page 50.

Signature Forms on page 51.

Scan Documents on page 52.

Figure 71: Update Admit By User Window

Figure 72: Form Print Window


Admitting/Registering Patients: Quick Method Completing Quick Admissions/Registrations


Completing Quick Admissions/Registrations

For a patient entered using the Quick Admission or Quick Registration options, a full admission/registration must be completed.

To complete a quick admission/registration:


Registration menu.

The Registration Menu will display.

2 Click Quick Admit Menu.

The Quick Admit Menu (Figure 74) will display.

3 Click Quick Admit/Registration Maintenance.

The Quick Admit Maintenance Selection window


4 Type or select the patient number of the patient, and

then click OK.

Depending on whether the patient was admitted or

registered, either the HMS Inpatient Admission

(Figure 76) or HMS Outpatient Registration window

will display, with the information previously entered in

the quick admission/registration automatically filled in.

5 The rest of the process is the same as entering a

regular admission or registration. See Entering Data

on page 13 for instruction.

Figure 74: Quick Admit Menu

Figure 75: Quick Admit Maintenance Selection Window

Figure 76: HMS Inpatient Admission Window

Discharging, Transferring, and Swapping Patients Chapter Introduction


Discharging, Transferring, and Swapping

Patients


What this

chapter covers

This chapter shows you how to discharge, transfer, and swap patients. The chapter has three

sections:

Discharging Patients shows you how to start a discharge for an inpatient and an outpatient.

Transferring Inpatients shows you how to transfer an inpatient from one room or bed to another.

Swapping Inpatients shows you how to swap the room/bed assignment between two inpatients.

Note: Outpatients with a type of Recurring are either automatically discharged at the end of the month

or are discharged using a different feature; see Recording Patient Visits on page 73 for more

information.

Sections in

this chapter

Discharging Patients ................................................................ 61

Starting a Discharge for Inpatients .................................. 61

Starting a Discharge for Outpatients ............................... 61

Discharging Inpatients and Outpatients .......................... 62

Transferring Inpatients ............................................................. 63

Swapping Inpatients ................................................................ 65

What you’ll learn

in this chapter


Start the appropriate process for a discharge depending on the patient type.

Discharge a patient.

Transfer an inpatient.

Swap the room/bed assignment between two inpatients.

Discharging, Transferring, and Swapping Patients Discharging Patients


Discharging Patients

The method of starting a discharge depends on whether the patient is an admitted inpatient or a registered outpatient. Once started, the

steps you follow for each are the same.

Starting a Discharge for Inpatients

Use the Patient discharge option in the Admission Menu to discharge inpatients and observation outpatients.

To start a discharge for an inpatient or observation

outpatient:


Admission menu.


2 Click Patient discharge.

The Patient Discharge window (Figure 80) will display,

allowing you to select a patient.


Starting a Discharge for Outpatients

Use the Outpatient discharge option in the Registration Menu

to discharge outpatients (except for observation outpatients).

To start a discharge for an outpatient:


Registration menu.


2 Click Outpatient discharge.

The Patient Discharge window (Figure 80) will display,


Figure 78: Patient Discharge Option on Admission Menu

Figure 79: Outpatient Discharge Option on Registration Menu

Discharging, Transferring, and Swapping Patients Discharging Patients


Discharging Inpatients and Outpatients

To access:

The Patient Discharge window (Figure 80) displays if you click

either the Patient discharge option in the Admission Menu or

the Outpatient discharge option in the Registration Menu.

To discharge an inpatient or outpatient:

1 In the Patient number field, either type the patient

number or use the drop-down arrow to select from a list of

patients.

2 Once a patient number is entered, click OK.

The second Patient Discharge window (Figure 81) will

display, allowing you to enter discharge information.

3 Enter values as follows:

In the Discharge date field, type or select the

discharge date.

In the Discharge time field, type the time of the

discharge in the format HHMM.

In the Discharge status list, enter a code for the

discharge status. You can type the discharge status

code in the field or click the drop-down arrow to select

from a list.

Note: If needed, you can also change the

values in the Admit date or Admit time

fields; all other fields are display only and

cannot be changed.

4 When you are finished entering information, click OK.

The final Patient Discharge window (Figure 82) will

display, allowing you to confirm the discharge.

5 In the Initials field, type your initials to record that you are

the person who entered the discharge.

6 (Optional) In the Comment field, type any comments.

7 Click OK.

The first Patient Discharge window (Figure 80) will

redisplay, so that you can enter discharge information for

another patient.

You can continue to process discharges as described in

this chapter, or you can click Exit to return to the


Figure 80: Patient Discharge Window – Select a Patient

Figure 81: Patient Discharge Window – Enter Data

Figure 82: Patient Discharge Window – Confirm

1

5

3

7

Discharging, Transferring, and Swapping Patients Transferring Inpatients


Transferring Inpatients

Use the Patient transfer option to transfer an inpatient from one

room or bed to another room or bed. You can also change the

accommodation code or hospital service code.

To transfer an inpatient:

1 From the Patient Accounting Menu, click Admission

menu.


2 Click Patient transfer.

The first Patient Room/Bed Transfer window (Figure 84)

will display, allowing you to select a patient.



patients.


The second Patient Room/Bed Transfer window (Figure

85) will display, allowing you to enter transfer information.


In the Transfer date field, type or select the transfer

date.

In the Transfer time field, type the time of the

transfer in the format HHMM.

In the New room/bed fields, the first field is for a new

room number and the second field is for a new bed

number. You can type the values in the field or click

the drop-down arrow to select from a list.

In the New accommodation code field, type the


from a list.

In the New hospital service code field, type the


from a list.

Note: To ensure accurate room charges,

make sure the accommodation and

hospital service codes are changed as

needed.

Figure 83: Patient Transfer Option on Admission Menu

Figure 84: Patient Room/Bed Transfer Window – Select a

Patient

Figure 85: Patient Room/Bed Transfer Window – Enter Data

3

5

2

4

Discharging, Transferring, and Swapping Patients Transferring Inpatients


6 When you are finished entering information, click OK.

The final Patient Room/Bed Transfer window (Figure 86)

will display, allowing you to confirm the transfer.

Note: If you need to change any values,

click Previous to go back to previous

windows.

7 In the Initials field, type your initials to record that you are

the person who entered the transfer.

8 Click OK.

The first Patient Room/Bed Transfer window (Figure 84)

will redisplay, so that you can enter transfer information

for another patient.

9 You can continue to process transfers as described in this

section, or you can click Exit to return to the Admission

Menu.

Figure 86: Patient Room/Bed Transfer Window – Confirm

7

Discharging, Transferring, and Swapping Patients Swapping Inpatients


Swapping Inpatients

Use the Bed swap option to switch the room/bed assignments of two inpatients.

To swap two inpatients:


menu.


2 Click Bed swap.

The first Inpatient Room/Bed Swap window (Figure 88)

will display, allowing you to select patients.

3 In the Patient number 1 field, either type the patient


patients.

4 In the Patient number 2 field, either type or select the

patient to swap with Patient number 1.

5 When you are finished entering patients, click OK.

The final Inpatient Room/Bed Swap window (Figure 89)

will display, allowing you to confirm the swap.

6 Click OK.

The first Inpatient Room/Bed Transfer window (Figure

88) will redisplay, so that you can enter bed swaps for

other patients.

7 You can continue to process bed swaps as described in

this section, or you can click Exit to return to the

Admission Menu.

Figure 87: Bed Swap Option on Admission Menu

Figure 88: Inpatient Room/Bed Swap Window – Select a

Patient

Figure 89: Inpatient Room/Bed Swap Window – Confirm

2

3

4

5

Recording and Maintaining Other Admission Types Chapter Introduction


Recording and Maintaining Other

Admission Types


What this

chapter covers

This chapter shows you how to record and maintain leave of absences and patient visits. The

chapter has two sections:

Creating and Maintaining Patient Leave of Absence shows you how to record when a patient

leaves the hospital and plans on returning to finish treatment.

Recording Patient Visits shows you how to record a recurring outpatient visit and discharge a

recurring outpatient.

Sections in

this chapter

Creating and Maintaining Patient Leave of Absence ............... 67

Recording a Leave of Absence ....................................... 67

Changing and Deleting an Existing Leave of Absence ... 69

Recording a Leave of Absence Return ........................... 71

Recording Patient Visits ........................................................... 73

What you’ll learn

in this chapter


Record, change, and return a patient leave of absence.

Record and discharge a recurring outpatient visit.

Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence


Creating and Maintaining Patient Leave of Absence

This section describes the following processes:

Recording a Leave of Absence – see below.

Changing and Deleting an Existing Leave of Absence – go to page 69.

Recording a Leave of Absence Return – go to page 71.

Note: You can generate a report for all leave of absences. Go to Running a Leave of Absence Report on page 143 for

instruction.

Recording a Leave of Absence

Use the Record leave of absence option to record when a patient leaves the hospital and plans on returning to finish treatment.

To process a leave of absence:

1 From the Admission Menu (Figure 90), click Record

leave of absence/Return.

The Leave of Absence Maintenance window (Figure 91)

will display.

2 Select Record Leave of Absence and click OK.

The first Leave of Absence window (Figure 92) will

display, allowing you to type or select a patient number.

3 Type or select the patient number of the patient, and then

click OK.

One of the following windows will display:

The second Leave of Absence window (Figure 93),

allowing you to enter the details.

The Leave of Absence Maintenance window (Figure

94) will display, allowing you to change, delete, or

add a new leave.

- For instruction on changing or deleting an

existing leave of absence, go to page 69.

- To add a new leave of absence, click New

Leave.

The second Leave of Absence window (Figure

93) will display.

Figure 90: Admission Menu

Figure 91: Leave of Absence Maintenance Window

Figure 92: Leave of Absence Window – Patient Selection

2

3



4 Fill in the following fields:

Leave of absence code: Type or select the code for

the patient’s reason for leaving.

Leave date: Type or select the date the patient is

leaving the hospital in the format MMDDYY.

Leave time: Type the time the patient is leaving the

hospital in the format HHMM.

Expected return date: Type or select the date the

patient is expected to return to the hospital in the

format MMDDYY.

Expected return time: Type the time the patient is

expected to return to the hospital in the format

HHMM.

Discharge status code: Type or select a code for the

discharge status.

5 Click OK.

The Leave of Absence window (Figure 92) will redisplay.

6 Click Exit.

The Leave of Absence Maintenance window (Figure 91)

will redisplay.

7 Click Exit.

The Admission Menu (Figure 90) will redisplay.

Figure 93: Leave of Absence Window – Leave of Absence

Details


4



Changing and Deleting an Existing Leave of Absence

Use the Record leave of absence option to change or delete an existing leave of absence.

To change or delete a leave of absence:

1 From the Admission Menu (Figure 95), click

Record leave of absence/Return.

The Leave of Absence Maintenance window


2 Select Record Leave of Absence and click OK.

The first Leave of Absence window (Figure 97) will

display, allowing you to type or select a patient

number.

3 Type or select the patient number of the patient,

and then click OK.



4 Select the leave of absence from the list.

5 You can change or delete the leave of absence.

To change the leave:

1. Click Change.

The second Leave of Absence window

(Figure 99) will display, allowing you to

change the details.

2. Type in the field that you need to change

and click OK.

The Leave of Absence Maintenance

window (Figure 98) will redisplay.

3. When you are finished making changes,

click OK.

The first Leave of Absence window


To delete the leave, click Delete.

The first Leave of Absence window (Figure

97) will redisplay.



Figure 97: Leave of Absence Window – Patient Selection

3

2



6 When you are finished changing and deleting

patient leave of absences, click Exit.



7 Click Exit.



Figure 99: Leave of Absence Window – Change Details

5

Change

any field

necessary



Recording a Leave of Absence Return

Use the Record leave of absence return option to record the date, time, accommodation code, and room/bed assignment for a patient

who is returning from a leave of absence.

To record a leave of absence return:

1 From the Admission Menu (Figure 100), click

Record leave of absence/Return.



2 Select Record Leave of Absence Return and

click OK.

The first Leave of Absence Return window

(Figure 102) will display, allowing you to select a

patient.

3 Type or select the patient number of the patient,

and then click OK.

The second Leave of Absence Return window

(Figure 103) will display, allowing you to enter the

return details.



Figure 102: Leave of Absence Return Window – Patient Selection

2

3




Return date: Type or select the date the

patient returned to the hospital in the format

MMDDYY.

Return time: Type the time the patient

returned to the hospital in the format HHMM.

Return to accommodation code: Select the

type of accommodations the patient will have

during admission. This code is used to

determine room charges.

Return to room/bed: Select a Room/Bed

number.

5 Click OK.

The first Leave of Absence Return window


6 Click Exit.



7 Click Exit.


Figure 103: Leave of Absence Return Window – Return Details

4

Recording and Maintaining Other Admission Types Recording Patient Visits


Recording Patient Visits

Use the Record patient visit option to record a recurring outpatient visit or discharge a recurring outpatient.

Note: If your facility has the “Auto Discharge / Re-register” feature enabled, recurring outpatients will be automatically

discharged at the end of the month.

To record a visit or discharge the recurring outpatient:

1 From the Patient Accounting Menu, click Registration

menu.


2 Click Record patient visit.

The first Recurring Outpatient Visits window (Figure 105)


3 In the Patient number field, either type the patient number

or use the drop-down arrow to select from a list of patients.


The final Recurring Outpatient Visits window (Figure 106)

will display, allowing you to enter information about the visit.

5 If the patient:

Is not being discharged, enter values as follows:

- In the Visit date field, type or select the visit date.

- In the Visit time field, type the time of the visit in

the format HHMM.

- (Optional) From the Visit code drop-down list,

select the reason for the visit.

- For the Discharge patient field, select No.

Is being discharged, enter values as follows:

- In the Visit date field, type or select the discharge

date.

- In the Visit time field, type the time of the

discharge in the format HHMM.

- For the Discharge patient field, select Yes.

- For the Discharge status field, select the status of

the discharge.

6 Click OK.

The first Recurring Outpatient Visits window (Figure 105)

will redisplay.

You can continue to process visits, or you can click Exit to

return to the Registration Menu.

Figure 104: Record Patient Visit Option on Registration

Menu

Figure 105: Recurring Outpatient Visits Window – Select a

Patient

Figure 106: Recurring Outpatient Visits Window – Enter Data

3

2

5

4

Changing and Cancelling Processes Chapter Introduction


Changing and Cancelling Processes


What this

chapter covers

This chapter shows you how to change and cancel a variety of processes. Cancelling is used when

a patient will not be entering the facility or when a process was entered by mistake. The chapter has six

sections:

Changing Pre-Admissions to Admissions shows you how to admit an inpatient who was

previously pre-admitted.

Changing Pre-Registrations to Registrations shows you how to register an outpatient who was

previously pre-registered.

Changing Inpatients to Outpatients shows you how to change a patient’s status from inpatient to

outpatient.

Changing Outpatients to Inpatients shows you how to change a patient’s status from outpatient

to inpatient.

Cancelling Admissions or Registrations shows you how to cancel pre-admission/admissions for

inpatients and pre-registrations/registrations for outpatients.

Cancelling Discharges shows you how to cancel a discharge for inpatients and outpatients.

Note: If the Final Census has been generated, you cannot cancel any process.

Sections in

this chapter

Changing Pre-Admissions to Admissions ................................................. 76

Fields on Pre-Admission to Admission Window ............................... 77

Print Windows in Pre-Admission to Admission Process .................. 78

Changing Pre-Registrations to Registrations ............................................ 79

Fields on Change A Pre-Registered To Registered Window ........... 80

Changing Inpatients to Outpatients .......................................................... 81

Fields on Inpatient to Outpatient Registration Window .................... 83

Changing Outpatients to Inpatients .......................................................... 85

Fields on Outpatient to Inpatient Admission Window ....................... 87

Cancelling Admissions or Registrations .................................................... 89

Cancelling Pre-Admissions/Admissions for Inpatients ..................... 89

Cancelling Pre-Registrations/Registrations for Outpatients ............. 90

Cancelling Discharges .............................................................................. 91

Cancelling Discharges for Inpatients ............................................... 91

Cancelling Discharges for Outpatients ............................................. 92

Changing and Cancelling Processes Chapter Introduction


What you’ll learn

in this chapter


Admit an inpatient who was previously pre-admitted.

Register an outpatient who was previously pre-registered.

Change a patient’s status from inpatient to outpatient.

Change a patient’s status from outpatient to inpatient.

Cancel a pre-admission, admission, pre-registration, or registration.

Cancel a discharge for an inpatient or outpatient.

Changing and Cancelling Processes Changing Pre-Admissions to Admissions


Changing Pre-Admissions to Admissions

When a pre-admitted inpatient arrives at your facility, you will

change the pre-admission to an admission.

To change a pre-admission to an admission:


menu.


2 Click Change pre-admit to admission.

The first Pre-Admission to Admission window (Figure

108) will display, allowing you to select a patient.


number or click the drop-down arrow to select from a list

of patients.


The final Pre-Admission to Admission window (Figure

109) will display.

5 Enter data in the fields. Fields on Pre-Admission to

Admission Window on the next page describes each of

the fields on this window.

6 Click OK.


The Admitted by window (Figure 110) will display.

The MSP Questionnaire window will display if you

selected Yes for Enter responses to MSP. Go to

MSP Questionnaire on page 49 for instruction.

7 Type your initials to indicate that you entered the

admission, and then click Complete.

Depending on the setup at your facility, a series of print

windows may display. These windows are described in

Print Windows in Pre-Admission to Admission Process

on page 78.

When you have completed any print windows, the first

Pre-Admission to Admission window (Figure 108) will

redisplay, so that you can change pre-admissions to

admissions for other patients.

You can continue to change pre-admissions to

admissions as described in this section, or you can click

Exit to return to the Admission Menu.

Figure 107: Change Pre-admit to Admission Option

Figure 108: Pre-Admission to Admission Window – Select a

Patient

Figure 109: Pre-Admission to Admission Window – Enter Data

Figure 110: Initialing the Admission

3

2



Fields on Pre-Admission to Admission Window

The following table describes each of the fields on the final Pre-Admission to Admission window. The fields that require data are

shaded in gray.

Fields on Pre-Admission to Admission Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Patient name Display only: View the patient name. 8b

Admission date Type or select the date the patient is

admitted.

12

Admission time Type the time the patient is admitted. 13

Accommodation

code

Select the type of accommodations the

patient will have during the admission. This

code is used to determine room charges.

---

Hospital service

code

Select the Hospital Service Code (HSV) for

the admission, such as ICU or OBG.

---

Room/bed Select a Room/bed number.

If the Room/bed you select does not match

the Accommodation code, an error

message will display.

---

Nurse station Type a code for the nursing station for the

selected Room/bed.

---

ICD9 code Select the appropriate ICD-9 code for the

admission.

66

Chief complaint Type a brief description of the patient’s

complaint.


---

Do you want the

following

information

included in the

directory?

Name

Location in the

Hospital

General Medical

Condition

Religious

Affiliation








Occupied” rather than the patient's name.


the Religion Census and Religion/

Congregation Census will display “Room


---

Privacy notice

received

Date

If the patient has received a privacy notice,

select Yes, and then select or type the date

the patient received it.

---



Fields on Pre-Admission to Admission Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Enter responses to

MSP

If an MSP was not completed during the pre-

admission process, and the patient is a

Medicare patient, select Yes.

---

Print Windows in Pre-Admission to Admission Process

Depending on the setup at your facility, a series of print windows may display after you click Complete.

To print admission data:

1 The Update Admit By User window (Figure 111) allows

you to set whether you want to print the entire admission

packet or print a selected portion of the packet. If you:

Select Yes, the Selected Forms window (Figure 113)

will display. Go to step 2.

Select No, the Form Print window (Figure 112) will

display.

Select the document you want to print, and then click

Select to print. The Selected Forms window (Figure

113) will display. Go to step 2.

2 The Selected Forms window (Figure 113) and other print

windows you may see are the same as those that may

display during an admission.

Go to the following sections for more information:

Selected Forms on page 50.

Signature Forms on page 51.

Scan Documents on page 52.

3 When any print windows have been closed, the first Pre-

Admission to Admission window (Figure 108) will

redisplay, so that you can change pre-admissions to

admissions for other patients.

You can continue to change pre-admissions to admissions

as described in this section, or you can click Exit to return

to the Admission Menu.


Figure 112: Form Print Window


Changing and Cancelling Processes Changing Pre-Registrations to Registrations


Changing Pre-Registrations to Registrations

When a pre-registered outpatient arrives at your facility, you will change the pre-registration to a registration.

To change a pre-registration to a registration:

1 From the Patient Accounting Menu, click Registration

menu.


2 Click Change pre-register to register.

The first Change A Pre-Registered To Registered

window (Figure 115) will display, allowing you to select a

patient.

3 In the Patient number field, either type the patient number

or click the drop-down arrow to select from a list of patients.


The final Change A Pre-Registered To Registered


5 Enter data in the fields. Fields on Change A Pre-Registered

To Registered Window on the next page describes each of


6 Click OK.


The Update Admit By User window (Figure 117) will

display.

The MSP Questionnaire window will display if you

selected Yes for Enter responses to MSP. Go to

MSP Questionnaire on page 49 for instruction.

7 Type your initials to indicate that you entered the

admission.

8 Click Complete.

Depending on the setup at your facility, a series of print

windows may display. These windows are the same as

those that display in the pre-admission to admission

process; go to Print Windows in Pre-Admission to

Admission Process on page 78 for instruction.

When you have completed any print windows, the first

Change A Pre-Registered To Registered window (Figure

115) will redisplay, so that you can change pre-registrations

to registrations for other patients.

You can continue to change pre-registrations to registrations

as described in this section, or you can click Exit to return to

the Registration Menu.

Figure 114: Change Pre-register to Register Option on

Admission Menu

Figure 115: Change A Pre-Registered To Registered Window

– Select a Patient

Figure 116: Change A Pre-Registered To Registered Window

– Enter Data

Figure 117: Initialing the Registration

3

2

7

Changing and Cancelling Processes Changing Pre-Registrations to Registrations


Fields on Change A Pre-Registered To Registered Window

The following table describes each of the fields on the Change A Pre-Registered To Registered window. The fields that require data

are shaded in gray.

Fields on Change A Pre-Registered To Registered Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry


Registration date Type or select the date the patient is

admitted.

12

Registration time Type the time the patient is admitted. 13

Registration type Select O, E, or R for the registration type:

Select O for Observation.

Select E for One-Time.

Select R for Recurring.

---

Hospital service

code Select the Hospital Service Code (HSV) for

the admission, such as ICU or OBG.

---

Room Bed Only select a Room Bed number if the

Registration Type is O (Observation);

otherwise, skip this field.

---

Do you want the

following

information

included in the

directory?

Name

Location in the

Hospital

General Medical

Condition

Religious Affiliation










the Religion Census and

Religion/Congregation Census will

display “Room Occupied” rather than the

patient's name.

---

Privacy notice

received

Date Received

If the patient has received a privacy notice,

select Yes, and then select or type the date

the patient received it.

---

Enter responses to

MSP If an MSP was not completed during the pre-

registration process, and the patient is a

Medicare patient, select Yes.

---

Changing and Cancelling Processes Changing Inpatients to Outpatients


Changing Inpatients to Outpatients

Use the Change I/P to O/P option to change an admitted

inpatient to a registered outpatient.

To change an inpatient to an outpatient:


Registration menu.


2 Click Change I/P to O/P.

The first Inpatient to Outpatient Registration

window (Figure 119) will display, allowing you to

select a patient.

3 In the Inpatient number field, either:

Type the patient number, and then click OK.

Use the drop-down arrow to select from a list of

patients.

The second Inpatient to Outpatient Registration

window (Figure 120) will display, allowing you to enter

information on the registration.

4 Enter data in the fields. Fields on Inpatient to

Outpatient Registration Window on page 83

describes each of the fields on this window.

5 When you are finished entering data on this window,

click OK.

If the patient:

Is insured, the Primary Payor and Plan window

(Figure 121) will display, allowing you to change

information for the primary payor. Go to step 6.

Is not insured, go to step 7.

6 Verify the payor information and either change it or

leave it as is, and then click OK.

Note: If the patient has a secondary payor, a

Secondary Payor and Plan Information

window will also display. This window

functions like the Primary Payor and Plan

window. Change any information as needed,

and then click OK.

After closing any payor information windows, the

second Inpatient to Outpatient Registration


Figure 118: Change I/P to O/P Option on Registration Menu

Figure 119: Inpatient to Outpatient Registration Window – Select

a Patient

Figure 120: Inpatient to Outpatient Registration Window – Enter

Data

3

2

4



7 From the second Inpatient to Outpatient

Registration window (Figure 120), click OK.

The final Inpatient to Outpatient Registration


confirm the change.

8 Click OK.

The first Inpatient to Outpatient Registration

window (Figure 119) will redisplay, so that you can

change other inpatients to outpatients.

You can continue to process changes as described in


Registration Menu.

Figure 121: Inpatient to Outpatient Registration – Primary Payor

and Plan Window

Figure 122: Inpatient to Outpatient Registration Window – Confirm



Fields on Inpatient to Outpatient Registration Window

The following table describes each of the fields on the Inpatient to Outpatient Registration window. The fields that require data are

shaded in gray.

Fields on Inpatient to Outpatient Registration Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

History Number Display only: View the history number. ---

Patient Number Display only: View the patient number. ---


Reg date/time Type or select the date the patient is registered

at the facility.

12

Type the time the patient is registered at the

facility.

13

Registration Type Type E, R, or O for the registration type:

Type E for One-Time: Treatment will be

completed in one visit.

Type R for Recurring: Ongoing treatments

will occur within the current month.

Type O for Observation: Patient will be

observed and will stay in the facility for

fewer than 23 hours.

---

Hospital service Select the Hospital Service Code (HSV) for the

registration, such as ICU or OBG.

---

Admission

type/source Type: Select the priority of the patient’s

registration.

14

Source: Select the source of the patient’s

registration.

15

Chart Number Display only: View the chart number. ---

Financial class Select the financial class for the patient.


may or may not be required and the field may

or may not allow any changes.

---

Room/Bed Only select a Room/Bed number if the

Registration Type is O (Observation);

otherwise; skip this field.

---

Price code Select a price code. ---



Fields on Inpatient to Outpatient Registration Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Admitting physician Select the code associated with the admitting

doctor.

---

Attending physician Select the code associated with the attending

doctor.

---

Referring physician Select the code associated with a referring

doctor.

---

Accident hour If accident-related, type the hour when the

accident happened in the format HH. For

example if the accident occurred at 2:20 PM,

type 14.


---


select No.

---

Admitting ICD-9 code Select the appropriate ICD-9 code that was

associated with the admission.

66


complaint.


---

Changing and Cancelling Processes Changing Outpatients to Inpatients


Changing Outpatients to Inpatients

Use the Change O/P to I/P option to change a registered

outpatient to an admitted inpatient.

To change an outpatient to an inpatient:


Admission menu.


2 Click Change O/P to I/P.

The first Outpatient to Inpatient Admission


select a patient.

3 In the Outpatient number field, either:



patients.

The second Outpatient to Inpatient Admission


enter information on the admission.

4 Enter data in the fields. Fields on Outpatient to

Inpatient Admission Window on page 87 describes

each of the fields on this window.

5 When you are finished entering data on this window,

click OK.

If the patient:

Is insured, the Primary Payor Information


change information for the primary payor. Go to

step 6.

Is not insured, go to step 7.

6 Verify the payor information and either change it or

leave it as is, and then click OK.

Note: If the patient has a secondary payor,

a Secondary Payor Information window

will display. This window functions like the

Primary Payor Information window.

Change any information as needed and

then click OK.

Figure 123: Change O/P to I/P Option on Admission Menu

Figure 124: Outpatient to Inpatient Admission Window – Select a

Patient

Figure 125: Outpatient to Inpatient Admission Window – Enter

Data

3

2

4



After closing any payor information windows, the

second Outpatient to Inpatient Admission window


7 From the second Outpatient to Inpatient

Admission window (Figure 125), click OK.

The final Outpatient to Inpatient Admission


confirm the change.

8 Click Complete.

The first Outpatient to Inpatient Admission

window (Figure 124) will redisplay, so that you can

change other outpatients to inpatients.

You can continue to process changes as described

in this section, or you can click Exit to return to the

Admission Menu.

Figure 126: Outpatient to Inpatient Admission – Primary Payor

Information Window

Figure 127: Outpatient to Inpatient Admission Window –

Confirmation



Fields on Outpatient to Inpatient Admission Window

The following table describes each of the fields on the Outpatient to Inpatient Admission window. The fields that require data are

shaded in gray.

Fields on Outpatient to Inpatient Admission Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

History Number Display only: View the history number. ---

Patient Number Display only: View the patient number. ---


Admit date/time Type or select the date the patient is admitted to

the facility.

12

Type the time the patient is admitted to the

facility.

13

Accommodation

code Select the type of accommodations the patient

will have during admission. This code is used to

determine room charges.

---

Hospital service Select the Hospital Service Code (HSV) for the

admission, such as ICU or OBG.

---

Admission

type/source Type: Select the priority of the patient’s

admission, such as emergency or elective.

14

Source: Select the source of the patient’s

admission.

15

Chart Number Display only: View the chart number. ---

Financial class Select the financial class for the patient


may or may not be required and the field may or

may not allow any changes.

---

Room/Bed Select a Room/Bed number.

If the Room/Bed you select does not match the

Accommodation Code, an error message will

display.

---

Price code Select a price code, which is a code that has a

related dollar amount that is used for processing

claims.

---

Admitting physician Select the code associated with the admitting

doctor.

---



Fields on Outpatient to Inpatient Admission Window (Required fields are shaded in gray)

Field Name Notes UB

Locator

Sample Entry

Attending physician Select the code associated with the attending

doctor.

If you leave the field blank, the Admitting

Doctor will be used.

---

Referring physician Select the code associated with a referring

doctor.

---

Diet code Select any special diet or diet restrictions for the

patient.

---


select No.

---

Admitting ICD-9 code Select the appropriate ICD-9 code for the

admission.

66


complaint.


---

Changing and Cancelling Processes Cancelling Admissions or Registrations


Cancelling Admissions or Registrations

This section describes how to cancel pre-admissions/admissions for inpatients and pre-registrations/registrations for outpatients.

Note: These processes cannot be cancelled if the Final Census has been run.

Cancelling Pre-Admissions/Admissions for Inpatients

Use the Cancel pre-admission option to cancel a pre-admission,

and use the Cancel admission option to cancel an admission.

To cancel a pre-admission or admission:


menu.


2 Click either Cancel pre-admission or Cancel

admission.

The first Cancel Pre-Admission or Cancel Patient

Admission window (Figure 129) will display, allowing you

to select a patient.

3 In the Patient number field, either:



patients.

The final Cancel Patient Admission or Cancel Pre-

Admission window (Figure 130) will display, allowing you

to confirm the cancellation.

4 Click OK.

The first Cancel Pre-Admission or Cancel Patient

Admission window (Figure 129) will redisplay, so that

you can cancel another inpatient.

You can continue to process cancellations as described in


Admission Menu.

Figure 128: Cancel Pre-admission and Cancel Admission

Options on Admission Menu

Figure 129: Cancel Patient Admission Window – Select a

Patient

Figure 130: Cancel Pre-Admission Window – Confirm

3

Changing and Cancelling Processes Cancelling Admissions or Registrations


Cancelling Pre-Registrations/Registrations for Outpatients

Use the Cancel pre-registration option to cancel a pre-

registration, and use the Cancel registration option to cancel

a registration.

To cancel a pre- registration or registration:


Registration menu.


2 Click either Cancel pre-registration or Cancel

registration.

The first Cancel Pre-Registration (Figure 132) or

Cancel Patient Registration window will display,



Type the patient number and then click OK.


patients.

The final Cancel Pre-Registration or Cancel Patient

Registration window (Figure 133) will display,

allowing you to confirm the cancellation.

4 Click OK.

The first Cancel Pre-Registration (Figure 132) or

Cancel Patient Registration window will redisplay, so

that you can cancel another outpatient.

You can continue to process cancellations as

described in this section, or you can click Exit to return

to the Registration Menu.

Figure 131: Cancel Pre-registration and Cancel Registration

Options on Registration Menu

Figure 132: Cancel Pre-Registration Window – Select a Patient

Figure 133: Cancel Patient Registration Window – Confirm

3

Changing and Cancelling Processes Cancelling Discharges


Cancelling Discharges

This section describes how to cancel discharges for inpatients and outpatients.

Note: Discharges cannot be cancelled if the Final Census has been run.

Cancelling Discharges for Inpatients

Use the Cancel discharge option to cancel a discharge for an

inpatient.

To cancel a discharge for an inpatient:


menu.


2 Click Cancel discharge.

The first Cancel Patient Discharge window (Figure 135)



number or use the drop-down arrow to select from a list

of patients.


The final Cancel Patient Discharge window (Figure

136) will display, allowing you to confirm the cancellation.

5 Click OK.

The first Cancel Patient Discharge window (Figure 135)

will redisplay, so that you can cancel a discharge for

another inpatient.

You can continue to process cancellations as described


Admission Menu.

Figure 134: Cancel Discharge Option on Admission Menu

Figure 135: Cancel Patient Discharge Window – Select a Patient

Figure 136: Cancel Patient Discharge Window – Confirm

3

2

Changing and Cancelling Processes Cancelling Discharges


Cancelling Discharges for Outpatients

The option you choose depends on the outpatient’s

Registration Type (described in more detail on page 19).

Use the Cancel observ/recurring discharge option to

cancel a discharge for an outpatient with a Registration

Type of Observation or Recurring.

Use the Cancel outpatient discharge option to cancel a

discharge for an outpatient with a Registration Type of

One-Time.

To cancel a discharge for an outpatient:


Registration menu.


2 Click Cancel observ/recurring discharge or Cancel

outpatient discharge, depending on the Registration

Type of the patient.

The first Cancel Observ/Recurring Discharge window

(Figure 138) or Cancel Patient Discharge window

(Figure 139) will display, allowing you to select a

patient.


In the Patient number field, either type the patient

number or use the drop-down arrow to select from

a list of patients.

For the Cancel Observ/Recurring Discharge

window, either type the Visit code or use the drop-

down arrow to select from a list of codes.

4 Click OK.

The final Cancel Patient Discharge or Cancel

Observ/Recurring Discharge window (Figure 140) will

display, allowing you to confirm the cancellation.

5 Click OK.

The first Cancel Observ/Recurring Discharge window

(Figure 138) or Cancel Patient Discharge window

(Figure 139) will redisplay, so that you can cancel a

discharge for another outpatient.

You can continue to process cancellations as described


Registration Menu.

Figure 137: Cancel Observ/Recurring Discharge and Cancel

Outpatient Discharge Options on Registration Menu

Figure 138: Cancel Observ/Recurring Discharge Window –

Select a Patient and Visit Code

Figure 139: Cancel Patient Discharge Window – Select a Patient

Figure 140: Cancel Observ/Recurring Discharge Window –

Confirm

3

2

2

3

Registering and Maintaining Industrial Accounts Chapter Introduction


Registering and Maintaining Industrial

Accounts


What this

chapter covers

This chapter shows you how to register and maintain industrial accounts. The chapter has five

sections:

Overview defines industrial accounts.

Registering Industrial Accounts shows you how to register a new industrial account and update

an existing account to be billed as an industrial account.

Updating Industrial Account Information shows you how to update existing industrial accounts.

Associating Industrial Accounts with Patient History Numbers shows you how to change an

account to be billed under an industrial account rather than a patient history number.

Viewing Charges, Payments, and Balance Information shows you how to view financial

information for industrial accounts.

Sections in

this chapter

Overview ....................................................................................... 94

Registering Industrial Accounts .................................................... 94

Updating Industrial Account Information ....................................... 96

Fields on the Industrial Account Registration and

Industrial Account Maintenance Windows ........................... 98

Associating Industrial Accounts with Patient History Numbers ..... 99

Viewing Charges, Payments, and Balance Information .............. 101

What you’ll learn

in this chapter


Register industrial accounts.

Update industrial account information.

Associate industrial accounts with patient history numbers.

View financial information for industrial accounts.

Registering and Maintaining Industrial Accounts Overview


Overview

Industrial accounts are business accounts that are billed for services performed by the hospital. For example, lab work may be

performed for a business or physician. Instead of sending the bill to an individual, the bill would be sent to the industrial account.


Registering Industrial Accounts – see below.

Updating Industrial Account Information – see page 96.

Associating Industrial Accounts with Patient History Numbers – see page 99.

Viewing Charges, Payments, and Balance Information – see page 101.

Registering Industrial Accounts

When you register industrial accounts, you can add a new account to the system, or search for an existing account and use the

information to register it as an industrial account.

To register industrial accounts:

1 On the Patient Account Menu, click Industrial billing

menu (Figure 141).

The Industrial Billing Menu (Figure 141) will display.

2 Click Register industrial accounts.

The first Industrial Billing Search and Selection


3 You can search for an existing account or add a new

account.

To search for an existing account:

1. In the Partial name field, type the full or partial

name of the account and click OK.

The second Industrial Billing Search and

Selection window (Figure 143) will display,

showing your search results.

2. Select the account you want to work with and

click OK.

The Industrial Account Registration window


To add a new account, click Add.

The Industrial Account Registration window


Figure 141: Industrial Billing Menu

Figure 142: Industrial Billing Search and Selection Window –

Search For or Add Account

1

Search for

existing

Add new

2

Registering and Maintaining Industrial Accounts Registering Industrial Accounts


4 Enter data into the fields. Fields on the Industrial

Account Registration and Industrial Account

Maintenance Windows on page 98 describes each of


5 Click OK.

The Industrial Billing Confirmation Screen (Figure

145) will display.

6 Click OK.

The Industrial Billing Menu (Figure 141) will redisplay.

Figure 143: Industrial Billing Search and Selection Window –

Search Results

Figure 144: Industrial Account Registration Window

Figure 145: Industrial Billing Confirmation Screen

4

5

6

Registering and Maintaining Industrial Accounts Updating Industrial Account Information


Updating Industrial Account Information

When you update industrial accounts, you can change account details such as demographic information, contract dates, discount

terms, history number, and guarantor number.

To update industrial account information:

1 On the Industrial Billing Menu, click Maintain

industrial accounts (Figure 146).

The Industrial Account Maintenance window (Figure

147) will display, allowing you to search for an account.

2 In the Account number field, type the account number

or click the drop-down to select from a list.

3 Click OK.


148) will display, showing the account information.

4 Enter data into the fields. Fields on the Industrial

Account Registration and Industrial Account

Maintenance Windows on page 98 describes each of


5 (Optional) You can view financial data and change the

history and guarantor numbers.

To view financial data, click Financial data.

The Industrial Account Maintenance window

(Figure 149) will display, showing financial data

such as balance, last payment amount, and last

cycle number.

To change the history and guarantor numbers, click

Chg Hist/Guar.

The Industrial Account Maintenance window

(Figure 150) will display, showing the history and

guarantor numbers.

- If you need to change the history number, type

the new history number in the New history #

field.

- If you need to change the guarantor number,

type the account’s new guarantor number in

the New guarantor # field.

6 Click OK.


147) will redisplay.

7 You can enter another account, or click Exit to return to

the Industrial Billing Menu (Figure 146).


Figure 147: Industrial Account Maintenance Window – Search

Figure 148: Industrial Account Maintenance Window –

Account Information

5

3

6

2

1



Figure 149: Industrial Account Maintenance Window –

Financial Data

Figure 150: Industrial Account Maintenance Window – History

and Guarantor Numbers

6

6



Fields on the Industrial Account Registration and Industrial Account

Maintenance Windows

The following table describes each of the fields on the Industrial Account Registration and the Industrial Account Maintenance

windows. The fields that require data are shaded in gray.

Fields on the Industrial Account Registration and Industrial Account Maintenance windows. (Required fields are shaded in

gray)


History Number Display only: View the history number assigned to

the account.

Guarantor Number Display only: View the guarantor number assigned to

the account.

Name Type the name of the industrial account.

Address line 1 Type the number and street address of the account.


Address line 2 Type the unit or suite number of the account.

City St Zip Type the city, 2-letter state abbreviation, and zip code

of the account address.

Phone number Type the account’s phone number. Do not use dashes

or any other punctuation.

Send bill to

attention of

Type the name or department that the bills will be

directed to.

Beginning contract

date

Type or select the date the industrial account

becomes effective.

Expiration date Type or select the date the industrial account will

expire.

Type 999999 if there is no expiration date.

Financial class Type or select the financial code assigned by the

hospital.

Hospital service

code

Type or select the hospital service code used for the

account type.

Physician number Type or select the admitting physician number for the

account.

Price code Type or select the code for the system to use when

billing the account.

Discount terms Type a short description of discounts.

Registering and Maintaining Industrial Accounts Associating Industrial Accounts with Patient History

Numbers


Associating Industrial Accounts with Patient History Numbers

You can associate industrial accounts with a patient history number so that a business, rather than an individual, can be billed for

services.

For example, a patient works for a company that will be doing drug screening at the hospital. You can associate the history number of

the patient to an industrial account so that the company, rather than the patient, will be billed for the drug screening.

To associate an industrial account with a patient history

number:

1 On the Industrial Billing Menu, click Industrial patient

entry (Figure 151).

The Industrial Account Selection window (Figure 152)

will display, allowing you to search for an account.

2 In the Account number field, type the account number

or click the drop-down to select from a list.

3 Click OK.



4 Type data in one or more of the fields.

Note: These search fields are described on

page 10.

5 Click OK.

The Industrial Patient Information window (Figure

154) will display, showing the account information.


Figure 152: Industrial Account Selection Window

Figure 153: Patient History Search and Selection Window

2

4

3

5

1

Registering and Maintaining Industrial Accounts Associating Industrial Accounts with Patient History

Numbers


6 Verify the patient information and click OK.

The Industrial Patient Information window (Figure

155) will display, confirming the change.

7 Click OK.

The Industrial Account Selection window (Figure 152)

will redisplay.



Figure 154: Industrial Patient Information Window – Account

Information

Figure 155: Industrial Patient Information Window –

Confirmation

7

6

Registering and Maintaining Industrial Accounts Viewing Charges, Payments, and Balance Information


Viewing Charges, Payments, and Balance Information

To view charges, payments, and balance information:

1 On the Industrial Billing Menu, click Industrial

account inquiry (Figure 156).

The first Industrial Billing Account Inquiry window

(Figure 157) will display, allowing you to search for an

account.

2 You can search by the name of the account or by the

account number.

To search by the name of the account, type the full

or partial name of the account in the Account

name field.

To search by account number, type the account

number in the Account number field.

To search through a list of all industrial accounts in

alphabetical order, leave both fields blank.

3 Click OK.

The second Industrial Billing Account Inquiry window

(Figure 158) will display, allowing you to select the

account.

4 Select the account from the list and click OK.

The third Industrial Billing Account Inquiry window

(Figure 159) will display, allowing you to view account

details.

5 Select the account from the list.

The buttons below the grid will be enabled.

6 You can view charges, payments and adjustments, or

all transactions.

To view charges, click Charges.

To view payments and adjustments, click

Payment/Adjustments.

To view all transactions, click All Transactions.

The fourth Industrial Billing Account Inquiry window



Figure 157: Industrial Billing Account Inquiry Window – Search

Figure 158: Industrial Billing Account Inquiry Window –

Account Selection

2

1

4

3

Registering and Maintaining Industrial Accounts Viewing Charges, Payments, and Balance Information


7 When you are finished viewing transactions, click OK or

Previous.

The third Industrial Billing Account Inquiry window


8 Click Previous.

The first Industrial Billing Account Inquiry window




Figure 159: Industrial Billing Account Inquiry Window –

Account Details

Figure 160: Industrial Billing Account Inquiry – Charges,

Payments and Adjustments, or All Transactions

6

5

Processing Financials Chapter Introduction


Processing Financials


What this

chapter covers

This chapter shows you how to perform various financial functions. The chapter has three sections:

Processing Front-End Payments shows you how to open a cashier drawer, enter patient

payments, work with receipts, and reconcile the cashier drawer.

Estimating Out-of-Pocket Expenses shows you how to use the Charge Estimator, which

creates an estimate of a patient’s out-of-pocket healthcare costs.

Switching Primary Payor and Secondary Payor shows you how to change a secondary payor to

a primary payor.

Sections in

this chapter

Processing Front-End Payments ................................... 104

Opening Cashier Drawer ...................................... 104

Entering Patient Payments ................................... 106

Viewing, Reprinting, and Voiding Receipts ........... 108

Reconciling the Balance and Closing the Batch ... 110

Estimating Out-of-Pocket Expenses .............................. 112

Starting Charge Estimator..................................... 112

Creating New Estimates ....................................... 113

Working with Existing Estimates ........................... 117

Switching Primary Payor and Secondary Payor ............ 120

What you’ll learn

in this chapter


Process patient payments and reconcile the cashier drawer.

Create an estimate of a patient’s out-of-pocket costs.

Change a secondary payor to a primary payor.

Processing Financials Processing Front-End Payments


Processing Front-End Payments

Before patient payments can be taken, a cashier drawer must be opened. Payments are entered during the admission/registration

process or manually. At the end of the shift, the batch is balanced and closed.


Opening Cashier Drawer – see below.

Entering Patient Payments – see page 106.

Viewing, Reprinting, and Voiding Receipts – see page 108.

Reconciling the Balance and Closing the Batch – see page 110.

Opening Cashier Drawer

Before admitting and registering patients, a cashier drawer must be opened so that patient payments can be taken.

To open a cashier drawer:


Daily processing menu.

The Daily Processing Menu (Figure 161) will display.

2 Click Cashiering Menu.

The Cashiering Menu (Figure 162) will display.

3 Click Cashier Open Balance.

The Cashier Drawer Selection window (Figure 163)

will display.

Figure 161: Daily Processing Menu

Figure 162: Cashiering Menu

1

2

3



4 Select a drawer and click OK.

The Cashier Opening Balance window (Figure 164)

will display.

5 Verify the drawer and opening balance and click

Accept.

The Cashiering Menu (Figure 162) will redisplay.

Figure 163: Cashier Drawer Selection Window

Figure 164: Cashier Opening Balance Window

4

5



Entering Patient Payments

Patient payments, such as co-pays and deductibles, are collected at the time of admission/registration by launching Patient

Responsibility from the final confirmation screen during the admission/registration process (see Admitting/Registering Patients on

page 6 for instruction).

Payments can also be taken after the admission/registration process. Go to page 107 for instruction.

To enter a patient payment at the time of

admission/registration:

1 From the HMS Admission/Registration Confirmation

Screen (Figure 165), click Patient Responsibility.

The Payment Posting window (Figure 166) will display.

2 In the Amount Paid field, type the full payment amount

in dollars and cents with no decimals.

For example, type 2000 to indicate a $20.00 payment.

3 In the Payment Amt column, type the full payment

amount in dollars and cents with no decimals.

4 Click OK.

The Patient Selection window (Figure 167) will display.

5 In the A/R Payment Code field, type or select one of

the following payment codes:

$$: CASH

AA: CHECK

Note: If you select CHECK, the Check

Information window will display. In the

Check number field, type the check

number and click OK.

DD: DISCOVER DEBIT CARD

DV: DISCOVER CREDIT CARD

MC: MASTERCARD CREDIT CARD

MD: MASTERCARD DEBIT CARD

VD: VISA DEBIT CARD

VS: VISA CREDIT CARD

6 Click Accept.




Figure 166: Payment Posting Window

Figure 167: Patient Selection Window

5

2

4

6

3



To enter a patient payment after the

admission/registration process:

1 From the Cashiering Menu (Figure 168), click Cashier

Entry.

The Cashier Drawer Selection window (Figure 169)

will display.

2 Select your drawer and click OK.

The Cashiering window (Figure 170) will display.

3 Select Patient payment and click OK.


4 Search for the patient.


page 10.

5 Click OK.

The Payment Posting window (Figure 166) will display.

6 In the Amount Paid field, type the full payment amount

in dollars and cents with no decimals.

For example, type 2000 to indicate a $20.00 payment.

7 Click OK.


8 In the A/R Payment Code field, type the payment code

or click the drop-down arrow to select from a list.

9 Click Accept.

The Patient Selection window (Figure 171) will

redisplay.

10 When you are finished entering payments, click Exit.



Figure 169: Cashier Drawer Selection Window

Figure 170: Cashiering Window

Figure 171: Patient Selection Window

3

2



Viewing, Reprinting, and Voiding Receipts

To view, reprint, and void receipts entered for the drawer:

1 From the Cashiering Menu, click Cashier Batch

Review (Figure 172).

The Cashier Posting Control window (Figure 173) will

display.

2 Select the drawer and click View.

The Cashier Payment Review window (Figure 174) will

display.

3 Select a receipt.

4 You can view the receipt detail, reprint the receipt, void

the receipt, or cancel void receipt.

To view the receipt detail:

1. Click View Detail.

The Cashier Payment Detail window (Figure

175) will display.

2. When you are finished viewing the detail, click

Previous.

The Cashier Payment Review window

(Figure 174) will redisplay

To reprint the receipt, click Reprint receipt.

The receipt will reprint on your default receipt

printer.

To void the receipt, click Void receipt.

The Status will change from Active to Void (Figure

174).

Note: The Void Receipt window (Figure

176) will display if you do not have

authorization to void the receipt. Press F20

to enter an authorization code to complete

the void.

To cancel a void, click Cancel void receipt.

The Status of the receipt will change to from Void

to Active.


Figure 173: Cashier Posting Control Window

Figure 174: Cashier Payment Review Window

2

Voided

Receipt



5 When you are finished viewing, reprinting, and voiding

receipts, click Previous.

The Cashier Payment Review window (Figure 174) will

redisplay.

6 Click Exit.


Figure 175: Cashier Payment Detail Window

Figure 176: Void Receipt Window



Reconciling the Balance and Closing the Batch

At the end of the shift, the cashier drawer must be balanced and the batch closed.

To reconcile the drawer balance and close the batch:

1 From the Cashiering Menu, click Cashier Batch

Review (Figure 177).


display.

2 Enter the drawer count – see below.

3 Print the Preliminary Cashier Log – go to page 111.

4 Close the batch – go to page 111.

5 Print the Final Cashier Log – go to page 111.

6 Click Exit.


To enter the drawer count:

1 From the Cashier Posting Control window, select the

drawer and click Enter drawer count.

The Cashier Drawer Counts window (Figure 179) will

display.

2 In the following fields, type the dollar amounts of the

drawer contents in dollars and cents with no decimals.

For example, type 2000 to indicate a $20.00.

Cash received

Checks received

Debit cards received

Credit cards received

3 Click OK.


redisplay.


Figure 178: Cashier Posting Control Window

Figure 179: Cashier Drawer Counts Window



To print the preliminary and final cashier logs:

Note: The report log will show cash, check, credit

card, debit card, and void totals for the drawer.

The report title will be:

Preliminary Cashier Log before the batch is

posted.

Final Cashier Log once the batch has posted.

1 From the Cashier Posting Control window (Figure

178), select the drawer and click Print log.

The HMS Printer/Archive Options window (Figure

180) will display.

2 Type or select data as follows:

Print: Select Yes to print a hard copy of the log, or

No to archive the log only.

Copies: Type the number of copies to be printed.

Outq: Type the ID of the printer.

Archive: Select Yes to archive the log.

3 Click OK.


redisplay.

To close the batch:

1 From the Cashier Posting Control window (Figure

178), select the drawer and click Close batch.

One of the following will happen depending on the

status of the batch:

If the batch balances, the batch will close, the

Cashier Drawer and Name will be highlighted in

white, and the buttons will no longer be enabled.

If the batch does not balance, the Cashier Balance

Discrepancy window (Figure 181) will display. You

can accept the discrepancy or rekey the drawer

contents.

- To accept the discrepancy:

1. For Drawer out of balance, accept

discrepancy, select Yes.

2. Click OK.

The batch will close and the Cashier Posting

Control window (Figure 178) will redisplay.

- To reenter the drawer contents, go to page

110 for instruction.

Figure 180: HMS Printer/Archive Options Window

Figure 181: Cashier Balance Discrepancy Window

Processing Financials Estimating Out-of-Pocket Expenses


Estimating Out-of-Pocket Expenses

The Charge Estimator generates an estimate of a patient’s out-of-pocket healthcare costs. This information can be given to the patient

or healthcare staff.

Starting Charge Estimator

To start the Charge Estimator:


menu or Registration menu.

The Admission Menu or the Registration Menu (Figure

182) will display.

2 Click Charge Estimator.

The Estimate Selection window (Figure 183) will display.

3 If you want to:

Create a new estimate: Click Create New

Estimate. The Charge Estimator window will

display in a patient data view (Figure 185). Go to

Creating New Estimates on page 113 for continuing

instruction.

Search for an existing estimate:

1. Type data in one or more of the fields.

Note: These search fields are

described on page 10.

2. Click OK.

- If no estimates match the criteria you

entered, the Charge Estimator window will

display in a patient data view (Figure 185).

Go to Creating New Estimates on page 113

for continuing instruction.

- If estimates do match the search criteria,

the Charge Estimator window will display

in a list view (Figure 184), listing the

estimates.

Modify or print existing estimates, go to Working

with Existing Estimates on page 117 for continuing

instruction.

Create a new estimate, click Create New. The

Charge Estimator window will display in a patient

data view (Figure 185). Go to Creating New

Estimates on page 113 for continuing instruction.

Figure 182: Charge Estimator Option on Registration Menu

Figure 183: Estimate Selection Window – Search for Previous

Estimates

Figure 184: Charge Estimator Window – Estimate List View

2

Create new

estimate

Find

existing

estimate

Create new

estimate

Print existing

estimate

Edit existing

estimate



Creating New Estimates

To access:

The patient data view of the Charge Estimator window (Figure

185) displays if:

No existing estimates match the criteria you enter on the

Estimate Selection window (Figure 183).

You click Create New Estimate on the Estimate

Selection window (Figure 183).

You click Create New from the estimate list view of the

Charge Estimator window (Figure 184).

You click Chrg Estimator during the

admission/registration process. This button displays on

the confirmation screen at the end of the process. Go to

Confirming and Completing on page 40 for instruction.

The patient data view of the Charge Estimator window

(Figure 185) allows you to enter information about the patient

and the services, such as procedures or diagnostic tests, that

an estimate is needed for.

To create a new estimate:

1 From the Charge Estimator window, click the arrow

next to the Name field.

The Patient Selection window will display.

2 Type data in one or more of the fields.


page 10.

3 Click OK.

The Patient Selection window (Figure 186) will display

a list of patients matching the criteria you entered.

4 Select the patient you want to create an estimate for,

and then click OK.


(Figure 185) will redisplay with information from the

patient’s record automatically filled in.

5 Enter or change data as needed. Fields on Charge

Estimator Window on page 115 describes each of the

fields on the window.

Note: Typically the patient’s demographic,

guarantor, and insurance information will be

pre-filled from the patient’s record. Change this

information if needed.

The patient data view of the Charge Estimator window allows you

to enter information about the patient (demographics, guarantor,

and insurance) and the services an estimate is needed for.

Figure 185: Charge Estimator Window – Patient Data View

Figure 186: Patient Selection Window – List of Results

Figure 187: Estimate Method Window

1

5

4



6 Click OK.

The Estimate Method window (Figure 187) will display.

Note: Depending on the setup at your facility,

and whether the payor/plan requires checking

insurance eligibility, the Insurance Eligibility

Verification window may display. See the

Patient Accounting User’s Manual for more

information.

7 Select the method you want to use to enter a service,

and then click OK.

The enter services view of the Charge Estimator


Note: The By Charge method is

recommended because it allows you to select

options from a searchable list. The other

methods require you to enter the exact code;

searchable lists are not offered.

8 Type or select the service you want an estimate for.

If you selected the By Charge method, you can select

from one of the five fields at the top of the window

(Figure 188). Clicking the arrow next to each field opens

a window that you can choose values from.

Field 1: Charge Code Description. Search by

charge code description (Figure 189).

Field 2: CPT Code Lookup Window. Search by

CPT code or CPT description.

Field 3: Payor Revenue Codes Lookup Window.

Search by UB description.

Field 4: Department Codes Lookup Window.

Search by department code description.

Field 5: Charge Master Lookup Window. Search

by service code.

9 After a code is entered in a field (Figure 190), click OK.

The Charge Estimator Charge Search window (Figure

191) will display.

10 In the Qty field, enter the number of times the service

will be done and then click OK.


window (Figure 192) will redisplay, listing the service

you entered and showing the patient’s estimate total on

the top, right side of the window.

Figure 188: Charge Estimator Window – Enter Services View

(By Charge Method)

Figure 189: Searching by Charge Code

Figure 190: Code Entered

9

8



11 Repeat steps 7 through 9 for each service you want to

include in the estimate. Figure 192 shows the window

with several services added.

12 When you are finished, do one of the following to save

the estimate:

To save the estimate in a draft format, click

Exit/Save. Draft estimates can be edited or

deleted; they cannot be printed.

To save the estimate in its final form, click Finalize.

Finalized estimates are those ready to be given to

a patient. Only finalized estimates can be printed.

Finalized estimates cannot be edited or deleted.

Click Exit/Save.

The estimate will be saved, and the previously viewed

screen will display.

You can continue to estimate charges as described in



Figure 191: Charge Estimator Charge Search – Enter Quantity


with Multiple Services

Fields on Charge Estimator Window

The following table describes each of the fields on the patient data view of the Charge Estimator window. The fields that require data

are shaded in gray.

Fields on Charge Estimator Window (Required fields are shaded in gray)

Section Field Name Notes Sample Entry

Patient

Information

Patient History

Number Display only: View the history number. This

number either will be automatically assigned or will

be blank.

Name Select (recommended) or type the patient's name.

Type the last name first and use a space to

separate the first and last names. Do not use any

punctuation (commas, periods).

Social Security # Type the patient’s social security number. Do not

use dashes or any other punctuation.

Birthdate Select or type the patient’s date of birth.

Sex Select the patient’s sex.

Patient

Demographics

Address lines 1

and 2 Type the number, street, and unit/apartment # of

the patient’s home address.


12

10



Fields on Charge Estimator Window (Required fields are shaded in gray)

Section Field Name Notes Sample Entry

City, State and

Zip Type the city, 2-letter state abbreviation, and zip

code of the patient’s home address.

Area Code and

Phone # Type the patient’s phone number. Do not use

dashes or any other punctuation.

Guarantor

Information

Guarantor

Number Select the guarantor from the list.

If the guarantor is not on the list, skip entry in

this field.

If the guarantor is in the list, select it and other

fields will be automatically filled in using

information in the system.

Guarantor Name Type the guarantor's name.

If the guarantor is a person, type the name with the

last name first, and use a space to separate the

first and last names. Do not use any punctuation.


Insurance

Information

Company/Plan When you click the drop-down arrow, a window will

display. Select the appropriate payor and then click

OK to return to the Charge Estimator window.

Service

Information

Patient Type Type I for inpatient or O for outpatient.

Expected DOS Select or type the expected date of service (DOS).

Physician

Number Type or select the code associated with the

patient’s physician.

Hospital Service

Code Select the Hospital Service Code (HSV) for the

service.



Working with Existing Estimates

To access:

The estimate list view of the Charge Estimator window (Figure

193) displays when existing estimates match the criteria you

enter on the Estimate Selection window (Figure 183).

The estimate list view of the Charge Estimator window allows

you to print (see below), change (see page 118), or delete (see

page 119) estimates.

Note: Only final estimates (the patient name will be

shaded in white as shown in Figure 194) can be

printed. Only draft estimates (the patient name will not

be shaded) can be changed or deleted.

To print a final estimate:

1 From the estimate list view of the Charge Estimator

window (Figure 193), select the final estimate you want

to print.

2 Click Print.

The Printing Options window will display.

3 Type or select data as follows:

Form: Type or select the name of the form. The

forms available will vary by facility, but typically

different forms sort the data by different values, such

as by charge code or procedure name.

Printer: Type the ID of the printer.

Copies: Type the number of copies to be printed.

Drawer: Type the number for the printer drawer.

4 Click OK.

The estimate will be printed and the estimate list view of

the Charge Estimator window (Figure 193) will

redisplay.

You can continue to work with estimates as described in



The estimate list view of the Charge Estimator window allows

you to print, change, or delete estimates.

Figure 193: Charge Estimator Window – Estimate List View

Figure 194: Draft and Final Estimates

Final

Draft

Print existing

estimate

Edit existing

estimate



To change a draft estimate:

Note: The changes you can make to a draft estimate

are to change the quantity for a service and to add new

service; you cannot delete a service within an estimate.


window (Figure 193), select the draft estimate you want

to edit.

2 Click Work With.



3 Click OK.



4 You can do either of the following:

Change the quantity:

1. In the row next to the service, double-click the

Qty field. The field will become editable (Figure

197).

2. Type the new value and then press ENTER.

The Qty field will be updated with the new

quantity.

Add a new service:

1. Type or select the service you want to add and

then click OK. The Charge Estimator Charge

Search window (Figure 191) will display.

2. In the Qty field, enter the number of times the

service will be done, and then click OK. The

enter services view of the Charge Estimator

window will redisplay, listing the service you

added.

3. Repeat the above for each service you want to

add.

5 When you are finished, save the estimate:

To save the estimate in a draft format, click

Exit/Save.

To save the estimate in its final form, click Finalize.

The estimate will be saved, and the previously viewed

screen will display.




Figure 195: Charge Estimator Window – Patient Data View


Figure 197: Changing the Quantity

5



To delete a draft estimate:


window (Figure 193), select the draft estimate you want

to delete.

2 Click Delete.

The estimate list view of the Charge Estimator window

will redisplay, with a “Deleted” message (Figure 198)

replacing the patient name.

Note: If you click Refresh, the window will

redisplay with the entry completely deleted.




Figure 198: Deleted Message

Processing Financials Switching Primary Payor and Secondary Payor


Switching Primary Payor and Secondary Payor

Use the Change secondary payor to primary option to

switch the order of payors; in other words, change the

secondary payor to primary and change the primary payor

to secondary.

Note: This option is only available if the patient has

a secondary payor entered.

To change the secondary payor to the primary payor:


Admission menu or Registration menu.

The Admission Menu (Figure 199) or the

Registration menu will display.

Note: You can use either menu, regardless

of whether the patient is an inpatient or

outpatient.

2 Click Change secondary payor to primary.

The first Payor Maintenance window (Figure 200)



number or click the drop-down arrow to select from a

list of patients.


The final Payor Maintenance window (Figure 201)

will display, allowing you to confirm the change.

5 In the Update billing history records field, select

Yes if the history should be changed to reflect the

different payor order; otherwise, select No.

6 Click OK.

The first Payor Maintenance window (Figure 200)

will redisplay, so that you can switch the order of

payors for other patients.

You can continue to process changes as described



Figure 199: Change Secondary Payor to Primary Option on

Admission Menu

Figure 200: Payor Maintenance Window – Select a Patient

Figure 201: Payor Maintenance Window – Confirm

3

2

Maintaining Patient Accounts Chapter Introduction


Maintaining Patient Accounts


What this

chapter covers

This chapter shows you how to view and edit patient information. The chapter has three sections:

Viewing Account Balance and Payment Information shows you how to view patient balances

and payment information.

Adding Comments shows you how to add comments to a patient’s account outside the

admission/registration process.

Changing Patient Information shows you how to change information associated with a patient

and their account.

Sections in

this chapter

Viewing Account Balance and Payment Information ......................... 122

Adding Comments ............................................................................. 124

Changing Patient Information ............................................................ 126

What you’ll learn

in this chapter


View patient balances and payments.

Add comments to patient accounts.

Change information associated with a patient.

Maintaining Patient Accounts Viewing Account Balance and Payment Information


Viewing Account Balance and Payment Information

Account Inquiry allows you to view patient financial data such as payment and charge information.

To view patient balance and payment information:


Business office menu (Figure 202).

The HMS Business Office Menu I (Figure 202)

will display.

2 Click Account inquiry.

The Patient History Search and Selection


search for a patient.

3 Type data in one or more of the fields to search for

a patient record in the Master Patient Index (MPI):

Patient last name: Type the patient’s last

name first; you can use all or part of a name.

Do not use commas or any punctuation.

Soundex: If you are not sure how to spell a

name, Soundex can help you find it. This

feature finds names by their sound rather than

their spelling.

For example, a Soundex search on Smith will

return names spelled Smith, Smyth, Smythe,

and Smithe.

Patient account number: If known, type the

patient’s account number.

Social security number: Type the numbers

without hyphens.

Patient date of birth: Either select a date

(click the calendar icon ) or type the date in

the format MMDDYYYY.

Patient history number: If known, enter a

patient history/medical record number.

4 Click OK.

If you searched by Patient last name,

Soundex, Social security number, or Patient

birth date, the Patient History Search and

Selection window (Figure 204) will display.

1. Select a patient and click OK.

The Patient Account Search and

Selection window (Figure 205) will

display.

Figure 202: HMS Business Office Menu I

Figure 203: Patient History Search and Selection Window – Search

Mode


Selection Mode

1

2

3

Maintaining Patient Accounts Viewing Account Balance and Payment Information


If you searched by Patient account number

or Patient history number, the Patient

Account Search and Selection window


5 You can view payment history, account activity,

detailed charges, and add comments to the

account.

To view payment history:

1. Click Payment History Inquiry.

The Patient A/R Inquiry window (Figure

206) will display.

2. When you are finished viewing payment

history, click Exit.



redisplay.

To view account activity:

1. Click Account Activity.

The Account Activity Lookup window


2. When you are finished viewing account

activity, click Exit.



redisplay.

To view detailed charges:

1. Click Detail Charges Inquiry.

The Detailed Charges Inquiry window


2. When you are finished viewing detailed

charges, click Exit.



redisplay.

To add comments to the account, go to Adding

Comments on page 124 for instruction.

Figure 205: Patient Account Search and Selection Window

Figure 206: Patient A/R Inquiry Window

Figure 207: Account Activity Lookup Window

Detailed

Charges

Add

Comments

Payment

History

Account

Activity

Maintaining Patient Accounts Adding Comments


Figure 208: Detailed Charges Inquiry Window

Adding Comments

You can add comments to a patient’s account after the admission/registration process by clicking Collection follow up from the

Patient Account Search and Selection window (Figure 205).

To add new comments:

1 In the Patient Account Search and Selection

window, click Collection follow up

The first Collection Follow-Up window (Figure

209) will display.

2 In the Patient representative’s name field, type

your name and click OK.

The second Collection Follow-Up window (Figure

210) will display.

3 In the Type field (Figure 211), type or select the

comment type.

4 If applicable, in the Credit Code field (Figure 211),

type or select a code.

Note: If Credit Code is used in your

facility, it is required. This code

corresponds to the uncollectible

percentage amount defined by your facility.

Figure 209: Collection Follow-Up Window – Representative

Selection

Maintaining Patient Accounts Adding Comments


5 If applicable, in the Priority field (Figure 211), type

or select a priority code.

Note: The priority code is used to

determine the order of the accounts on the

work list. Type 1-5 (1 being the highest

priority). The system will automatically

assign a code if you leave the field blank.

6 In the Follow up date/days field (Figure 211),

either type the number of days until follow up or

select the date (click the calendar icon ) on which

follow up should occur.

7 You can type a new comment, duplicate a previous

comment, or use a template.

In the New Comments field (Figure 212), type

a comment.

Click the Dup Previous Comment field

(Figure 212) to duplicate the last comment

saved on the account.

The comment from the Last Comment section

will display in the New Comments field.

To use a template which has preset

comments:

1. Click Template (Figure 212).

The Collection Follow-up Comment

Templates window (Figure 213) will

display.

2. Select a template and click OK.

The Collection Follow-Up window

(Figure 210) will redisplay showing the

selected template comments in the New

Comments field.

8 Press ENTER.

The Patient Account Search and Selection


Figure 210: Collection Follow-Up Window

Figure 211: New Comment Options on the Collection Follow-Up

Window

Figure 212: New Comments, Dup Previous Comment, and Template

fields on the Collection Follow-Up Window

Figure 213: Collection Follow-up Comment Templates Window

7

3

5

4 6

Maintaining Patient Accounts Changing Patient Information


Changing Patient Information

The Patient Maintenance Selections window (Figure 214) allows

you to change a variety of information associated with a patient.

The window has a series of buttons that open maintenance

windows that allow changes. Figure 215 illustrates the

maintenance window that opens when Patient demographics is

clicked.

Note: If a patient’s account has been discharged, the

buttons marked below with an asterisk * will not display.

Patient account: Change pre-admission/admission and pre-

registration/registration information, such as expected date,

admission date, ER arrival/departure information, and

admitting doctor.

Patient demographics: Change patient demographic

information, such as patient address and date of birth.

Guarantor demographics: Change guarantor demographic

information, such as guarantor address and occupation.

Primary payor benefits: Change the payor name/plan for the

primary payor.

Secondary payor benefits: Change the payor name/plan for

the secondary payor.

Tertiary payor benefits: Change the payor name/plan for the

tertiary payor.

Diagnosis/Procedure codes*: Change diagnosis or

procedure codes.

Occurrence & Occ Span codes*: Change occurrence or

occurrence span codes, which identify events that may affect

liability.

Value codes*: Change value codes, which are the codes and

related dollar amounts used for processing claims.

Print patient benefits*: Print the Patient Payor File Listing

report. (A maintenance window does not display for this

option.)

Primary payor history: Change demographic information for

the primary payor, such as company address or policy

number.

Secondary payor history: Change demographic information

for the secondary payor.

Tertiary payor history: Change demographic information for

the tertiary payor.

Condition codes*: Change condition codes, which identify

conditions that may affect payor processing.

Figure 214: Patient Maintenance Selections Window

Figure 215: Patient History File Maintenance Window



To change patient information:


menu or Registration menu.

The Admission Menu or the Registration Menu (Figure

216) will display.

Note: You can use either menu, regardless of

the whether the patient is an inpatient or

outpatient.

2 Click Patient maintenance.

The first Patient Maintenance Selection window (Figure

217) will display, allowing you to select a patient.




patients.

The second Patient Maintenance Selection window

(Figure 218) will display information about the patient,

allowing you to confirm the correct patient was selected.

4 Click OK.

The third Patient Maintenance Selections window

(Figure 219) will display, listing the buttons that allow you

to open different maintenance windows.

Go to Changing Patient Information on page 126 for a

description of each button on this window.

5 Click a button to open the maintenance window that

allows you to change values. For example, Figure 215 is

the Patient History File Maintenance window, which

displays when you click Patient demographics.

6 Make changes as needed on the maintenance window

and then click OK.

Your changes will be saved and the Patient

Maintenance Selections window (Figure 219) will re-

display.

7 Repeat steps 5 and 6 for every area you want to change.

Figure 216: Patient Maintenance Option on Registration Menu

Figure 217: Patient Maintenance Selection Window – Select a

Patient

Figure 218: Patient Maintenance Selection Window – Confirm

3

2



8 When you are finished making changes, click Previous.

The first Patient Maintenance Selection window (Figure

217) will redisplay, so that you can change information

for other patients.

You can continue to process changes as described in



Figure 219: Patient Maintenance Selections Window – Choose

an Area to Change

8

5

Viewing and Printing Reports Chapter Introduction


Viewing and Printing Reports


What this

chapter covers

This chapter shows you how to view and print reports. The chapter has five sections:

Running and Printing Reports shows you how to run and print reports.

Viewing Patient Census shows you how to view your facility’s census in real time

Reprinting Face Sheets, Forms, Labels, and Wrist Bands shows you how to reprint face

sheets, labels, and wrist bands outside the admission/registration process.

Printing Account Status shows you how to print a status report for a selected patient, financial

class, or all accounts

Running a Leave of Absence Report shows you how to generate a report for all leave of

absences.

Sections in

this chapter

Running and Printing Reports ............................................................ 130

Descriptions of Reports Associated with ADT Tasks ................ 132

Viewing Patient Census ..................................................................... 135

Reprinting Face Sheets, Forms, Labels, and Wrist Bands ................ 137

Printing Account Status ..................................................................... 140

Running a Leave of Absence Report ................................................. 143

What you’ll learn

in this chapter


Access, run, and print/view the reports most commonly used by ADT staff.

View your facility’s census in real time.

Reprint face sheets, labels, and wrist bands.

Print a status report for a patient, financial class, or all accounts.

Generate a report for all leave of absences.

Viewing and Printing Reports Running and Printing Reports


Running and Printing Reports

To run and print reports:

1 On the Patient Accounting Menu (Figure 220),

the following menus contain the reports commonly

used by registrars. Click a menu to open it:

Daily processing menu: Run the Preliminary

Census.

Reports menu I: Run the Pre-census list,

Admission register, Discharge register, Pre-

admission register, Pre-registration register,

and Outpatient registration list.

Reports menu III: Run the Leave of Absence

report. Go to page 143 for instruction.

The associated menu will display, listing the

available reports (Figure 221).

Note: Descriptions of Reports Associated

with ADT Tasks on page 132 describes

which menu to use to access specific

reports.

2 Click the name of the report you want to run.

One or more windows will display, allowing you to

set parameters for the report. The window that

displays will vary depending on the report. Most

commonly, parameter windows allow you to:

Set the number of copies to print and set the

output queue (Figure 222).

Select a certain area in your facility to run the

report for (Figure 223).

Set a date range for the data in the report

(Figure 224).


Figure 221: Reports Menu I

Figure 222: Setting Print/Archive Options



3 Type or select data on the parameter window as

needed, and then click OK.

Either:

Another parameter window will display.

Repeat step 2.

The menu you started from, such as Reports

Menu I or Daily Processing Menu, will

redisplay and the report will be printed.

Figure 225 shows an example of a printed

Physician Census report.

Figure 223: Selecting a Site

Figure 224: Setting a Date Range

Figure 225: Sample Report – Physician Census



Descriptions of Reports Associated with ADT Tasks

This section lists the reports most commonly used by registrars, which include a variety of census (number of patients), activity, and

room charge reports.

You can click a report name in the below alphabetical list to jump to a specific report description in the table.

Admission Register

Admit/Discharge Report

Alphabetic Census

Automatic Room Charge Totals

Daily ADT Activity

Daily Room Charge Totals

Discharge Register

Exception Report

Final Census (room charges)

Observation Census

Outpatient Registration List

Physician Census

Pre-Admission Register

Pre-Census List

Preliminary Census

Pre-Registration Register

Recurring Charges Report

Religion Census

Statistics Update Error Report

Temporary Room Charge Totals

Note: When the Final Census is automatically run at day end, additional reports will also be generated. Several of these reports

can also be printed separately from the Final Census, while others are only viewed as part of the Final Census; see the “Access

from Patient Accounting Menu” column for direction on how to access each report.


Report Name Description Fields in Report Access from Patient

Accounting Menu

Census Reports

Final Census

(room

charges)

Lists inpatients and observation

patients for the current time.

The Final Census is run

automatically at day end and

updates patient accounts with

room charges.

Room/bed, Financial class, Patient name, Patient

number, Hospital service code (HSV), Admission

date, Accommodation code, Leave of Absence

code, Attending physician, Patient sex,

Observation Patient Indicator, Length of stay,

Patient age

NOT ACCESSED

FROM PATIENT

ACCOUNTING

MENU: The Final

Census can be

viewed from

archiving as a day

end document.

Preliminary

Census

Same list as the Final Census, but

it does not update patient

accounts with room charges.

The Preliminary Census is used

to verify information prior to the

Final Census. It may be run as

many times as necessary before

Final Census is run at day end.


number, HSV, Admission date, Accommodation

code, Leave of Absence code, Attending

physician, Patient sex, Observation Patient

Indicator, Length of stay, Patient age

Daily processing

menu – Preliminary

census

Pre-Census

List

Same list as the Preliminary

Census, but is accessed from the

Reports menu I.

The Pre-census list is used to

validate accommodation codes.


number, HSV, Admission date, Accommodation

code, Leave of Absence code, Attending

physician, Patient sex, Observation Patient

Indicator, Length of stay, Patient age

Reports menu I –

Pre-census list





Accounting Menu

Alphabetic

Census

Lists inpatients for the current

system date, sorted by patient

name.

Patient name/number, Financial Class, Room and

bed number, Hospital service code, DRG,

Accommodation code, Marital Status, Attending

Doctor, Patient sex/age/age code, History

Number, Length of stay, Approved length of stay

Reports menu I –

Alphabetic census

Can also be viewed

as part of Final

Census.

Religion

Census

Lists inpatients, grouped by

religion.

Religion, Patient name, Nursing Station,

Room/bed, Admit Date, Length of stay, Phone

extension

Reports menu I –

Religion census

Can also be viewed

as part of Final

Census.

Physician

Census

Lists inpatients, grouped by

admitting or attending physician.

Each physician is on a separate

page, with each patient listed

alphabetically by patient name.

Patient name/number, Nursing station,

Room/bed, Hospital service code, Admit date,

Observation Indicator, DRG, Physician Name,

Patient sex/age/age code, Physician status,

Average length of stay, Approved length of stay

Reports menu I –

Physician census

Can also be viewed

as part of Final

Census.

Observation

Census

Lists observations patients, sorted

by patient name.

Patient number, Patient name, Admission

date/time, Room/bed, Financial Class, HSV,

Physician Name, Quick Admit date/time, Patient

sex/age

Reports menu I –

Observation census

Can also be viewed

as part of Final

Census.

Daily Room

Charge Totals

Totals daily room charges, by

accommodation code.

Name of accommodation code, Total charges Can be viewed as

part of Final Census.

Automatic

Room Charge

Totals

Lists automatic charges. Charge code, Charge description, Quantity,

Charge amount

Can be viewed as


Temporary

Room Charge

Totals

Totals temporary room charges,

by accommodation code.

A temporary room charge occurs

when a patient is admitted and

discharged on the same day.

Name of accommodation code, Total charges Can be viewed as


Recurring

Charges

Report

Total recurring charges, totaled by

batch number.

Batch number, Sequence number, Late charge

ID, Patient number, Patient name, Service date,

Service code, HSV, Quantity, Unit price,

Extended amount, Standard amount, Price code,

Physician number, Physician amount, Non-

covered flag

Can be viewed as


Daily ADT

Activity

List of pre-admission, admissions,

discharges, and transfers.

Patient name, Patient number, History number,

Room/bed, Accommodation Code, Financial

class, HSV, Patient sex/age/age code, Physician

name, Date of activity, Time of activity

Can be viewed as






Accounting Menu

Exception

Report

Lists errors detected after the

generation of room charges. The

errors identified are invalid patient

number, accommodation code, or

invalid charge code.

Patient number, Code, Error message Can be viewed as


Admit/

Discharge

Report

Lists each admission and

discharge, grouped by HSV.

Within each HSV, totals are

shown by the number of in-house,

admitted, discharged, remaining,

female, and male patients.


number, HSV, Patient sex

Can be viewed as


Statistics

Update Error

Report

Lists ADT activities that did not

post to the statistics files because

of an invalid physician number,

financial class, or HSV.

Activity, Financial class, Patient name, Patient

number, HSV, Patient sex, Physician number,

Error message

Can be viewed as


Other Reports

Admission

Register

Lists patients admitted during the

time range you specify.

Patient number, Patient name, Physician number,

Admission date, Admission time, Quick admit

date, Quick admit time, HSV, Length of stay,

Admission type, Admission source, Patient age,

Financial class, History number, Advance

directive

Reports menu I –

Admission register

Discharge

Register

Lists patients discharged during

the time range you specify.


Admission date, Discharge date, Length of stay,

Financial class, HSV, History number, Patient

race, Discharge status

Reports menu I –

Discharge register

Pre-Admission

Register

Lists pre-admitted patients.

This report can assist in keeping

the data clean. When a patient

who has been pre-admitted

doesn’t show up, you can

reschedule or cancel the pre-

admission.

Patient name, Patient number, Expected date,

Expected time, Physician number, Admission

type, Admission source, Financial class, HSV,

History number, Current balance

Reports menu I –

Pre-admission

register

Admission menu –

Pre-admission

register

Pre-

Registration

Register

Lists pre-registered patients.

This report can assist in keeping

the data clean. When a patient

who has been pre-registered

doesn’t show up, you can

reschedule or cancel the pre-

registration.

Patient name, Patient number, Expected date,

Expected time, Physician number, Admission

type, Admission source, Financial class, HSV,

History number, Current balance

Reports menu I –

Pre-registration

register

Outpatient

Registration

List

Lists outpatient and emergency

department patients.


Registration date, Registration time, Quick admit

date, Quick admit time, HSV, Admission type,

Admission source, Patient age, Financial class,

How patient arrived, Chief complaint, Advance

directive, Chart number

Reports menu I –

Outpatient

registration list

Viewing and Printing Reports Viewing Patient Census


Viewing Patient Census

Census inquiry allows you to view your facility’s census in real time. For each patient in the hospital, information such as the room/bed

assignment, length of stay, and admission date, will display in the census.

To view patient census:

1 From the Admission Menu, click Census inquiry

(Figure 226).

The Site Selection window (Figure 227) will

display.

2 Select Inpatient, Outpatient, or All and click OK.

The On-Line Census Inquiry window (Figure 228)

will display.

3 You can expand the patient information, view

totals, and sort the results.

To expand the patient information, click

Expand/Truncate.

The On-Line Census Inquiry window (Figure

229) will display the expanded view to include

the following patient information: age, marital

status, sex, admission date, length of stay, diet

code, and leave of absence code.

To view totals, click Totals.

The On-Line Census Totals window (Figure

230) will display.

To sort the results, go to page 136 for

instruction.

4 When you are finished viewing the patient census,

click Exit.



Figure 227: Site Selection Window

Figure 228: On-Line Census Inquiry Window – Truncated View

2

3 4

Viewing and Printing Reports Viewing Patient Census


To sort the results:

1 Click Sort.

The Census inquiry sort options window (Figure

231) will display.

2 Click one of the following sort options:

Room/bed

Patient name

Physician

Patient type

Financial class

Payor and plan

Hospital service

Congregation code

A window corresponding to the button you click will

display.

For example, when you click Financial class, the

Select a financial class or blank for all window


3 Select or type in the field and click OK.

The On-Line Census Inquiry window (Figure 228)

will redisplay, showing patients that meet criteria

you selected or typed.

Figure 229: On-Line Census Inquiry Window – Expanded View

Figure 230: On-Line Census Totals Window

Figure 231: Census Inquiry Sort Options Window

Figure 232: Select a Financial Class or Blank for All Window

Viewing and Printing Reports Reprinting Face Sheets, Forms, Labels, and Wrist Bands


Reprinting Face Sheets, Forms, Labels, and Wrist Bands

Printing face sheets, labels, and wrist bands, is done automatically during the admission/registration process (go to page 50 for

instruction); however there will be occasions that you need to reprint these documents. For example, you may need to print a consent

form requires a signature after the patient was registered.

To start the reprinting process for inpatients:

1 From the Patient Accounting Menu, click Print

admission notice (Figure 233).

The Print Admission Notice window (Figure 235) will

display.

To start the reprinting process for outpatients:

1 From the Registration Menu, click Print registration

notice (Figure 234).

The Print Registration Notice window (Figure 236) will

display.


Figure 234: Registration Menu



To print face sheets for all patients on a given date:

Note: The instructions below are for registration;

however, the process for admissions is the same. The

only difference is the window titles and field names

display “admission” instead of “registration”.

1 From the Print Registration Notice window (Figure 236,

select Print all patients by registration date and click

OK.


display.

2 In the Registration date field, select or type the date.

3 For Sort order, select Alphabetical or Numerical.

4 Click OK.

The Admission Form Printer window (Figure 238) will

display.

5 Click OK.

The face sheets will print on your default printer and the

Registration Menu (Figure 234) will redisplay.

Figure 235: Print Admission Notice Window

Figure 236: Print Registration Notice Window – Selection

Figure 237: Print Registration Notice Window – All Patients

Figure 238: Admission Form Printer Window



To reprint forms for a patient:

1 From the Print Registration Notice window (Figure 237),

select Print selected patient number.


display.

2 Type or select the patient number of the patient, and then

click OK.

The Update Admit By User window (Figure 240) will

display.

3 Click OK.

The Selected Forms window (Figure 241) will display.

4 You can print one, a selection, or all forms.

To print one or a selection of forms: In the CPY field

type 0 for the forms you do not want to print and click

OK.

To print all forms, click OK.

The forms will print on your default printer and the


To reprint labels or wrist bands:

1 You can print labels or wrist bands.

To print labels, from the Print Registration Notice

window (Figure 236), select Print labels by patient

number.

To print wrist bands, from the Print Registration

Notice window (Figure 236), select Print Wrist Band

labels.

2 Click OK.

The Print Patient Labels window (Figure 242) will display.


Patient number: Type or select the patient number.

Number of copies: Type the number of copies you

want to print.

Output queue: Type the name of your default printer.

4 Click OK.

The forms will print on your default printer and the


Figure 239: Print Registration Notice – Selected Patient



Figure 242: Print Patient Labels Window

Viewing and Printing Reports Printing Account Status


Printing Account Status

The Print account status option allows you to print an Accounts Receivable Status Report for a selected patient, financial class, or

all accounts. The report shows payment information, transaction history, payor information, billing history, and account activity.

To access print account status:


Collections menu.

The Collections Menu (Figure 243) will display.

2 Click Print account status.

The first Print Account Status Report screen (Figure

244) will display. You can print the report:

By patient number – see below.

By financial class – go to page 141.

For all accounts – go to page 142.

To print a status report for patient numbers:

1 On the Patient Account Status Report window (Figure

244) under Selection, select Patient number.

2 Select Yes or No for each of the following:

Exclude zeros balances: Yes will print accounts

with zero balances.

Follow up comments: Yes will print follow up

comments on the report.

Collection page: Yes will print collection notes.

Note: It is best practice to select No so that

the patient will not see the collection notes.

Include inhouse accounts: Yes will include both

inhouse and discharged patients.

Include account activity: Yes will print payment

and adjustment information.

3 Click OK.

The Print Account Status Report screen (Figure 245)

will display, allowing you to select the first patient.

Figure 243: Collections Menu

Figure 244: Print Account Status Report – First Screen

1

2



4 Type the patient number or click the drop-down to find

the patient and click OK.

The next Print Account Status Report screen (Figure

246) will display, allowing you to select additional

patients.

5 When you are finished adding patients, click Print.

The HMS Printer/Archive Options screen (Figure 247)

will display.

6 Under Printer Options, you can change any of the

defaults:

Print: Select Yes to print a hard copy or No to

archive. If you select No, you must also select No

under Archive.

Copies: Type the number of copies you want to

print.

Outq: Type the name of the printer that you want the

hard copy to print on.

7 Click OK.

The report will print on the specified printer and the

Collections Menu (Figure 243) will redisplay.

To print a status report for financial classes:


244), under Selection, select F/C (include bad debts)

or F/C (exclude bad debts).



with zero balances.








3 Click OK.

The Print Account Status Report screen (Figure 248)

will display, allowing you to select financial classes.

Figure 245: Print Account Status Report – First Patient Selection

Screen

Figure 246: Print Account Status Report – Additional Patient

Selection Screen

Figure 247: HMS Printer/Archive Options Screen

Figure 248: Print Account Status Report – Financial Classes

Selection Screen



4 Type the financial classes or click the drop-down to find

the financial classes and click OK.

The report will print on your default printer and the


To print a status report for all accounts:


244), under Selection, select All accounts (include

bad debts) or All accounts (exclude bad debts).



with zero balances.








3 Click OK.

The report will print on your default printer and the


See Figure 249 for a sample Accounts Receivable

Status Report.

Figure 249: Sample Accounts Receivable Status Report

Viewing and Printing Reports Running a Leave of Absence Report


Running a Leave of Absence Report

Use the Leave of absence history option to generate a report for all leave of absences.

To run a leave of absence report:

1 From the Patient Accounting Menu, click Reports

menu III.

The Reports Menu III (Figure 250) will display.

2 Click Leave of absence history.

The Leave of Absence Site Selection window


3 In the Site location selection field, type or click

the drop-down to select a site, or leave the field

blank for all sites.

4 Click OK.

The Leave of Absence History Report window


5 Under Sort by, select one of the following:

Patient name to sort by last name of the

patient.

Patient number to sort by the patient number

ascending to descending.

LOA code to sort by the leave of absence

code.

LOA days to sort by the length of days the

patient will be absent.

6 (Optional) Filter the report by typing in one or more

of the following fields:

LOA date range to filter by a specific date

range. Type or select the beginning (from) date

in the left field and the end (through) date in

the right field.

LOA number of days to filter by the length of

days of absences. Type the smallest (from)

number in the left field and the largest

(through) number in the right field.

Discharge/Transfer status to filter by the

discharge status. Type or select up to five

statues.

Figure 250: Reports Menu III

Figure 251: Leave of Absence Site Selection Window

Figure 252: Leave of Absence History Report Window

3

4

5

6

Viewing and Printing Reports Running a Leave of Absence Report


Financial class to filter by financial class.

Type or select up to five financial classes.

LOA code to filter by leave of absence code.

Type or select up to five codes.

7 Click OK.

The HMS Printer/Archive Options window (Figure

253) will display.

8 Under Printer Options, you can change any of the

defaults:

Print: Select Yes to print a hard copy or No to

archive. If you select No, you must also select

No under Archive.

Copies: Type the number of copies you want

to print.

Outq: Type the name of the printer that you

want the hard copy to print on.

9 Click OK.

The report will print on the specified printer.

See Figure 254 for a sample Leave of Absence

History report.

Figure 253: HMS Printer/Archive Options Window

Figure 254: Sample Leave of Absence History Report

8

9

Appendix A: UB-04 Form Appendix Introduction

Essentials for Registrars: Step-by-Step Reference ● A-1

Appendix A: UB-04 Form

Appendix Introduction

What this

appendix covers

This appendix shows you an example of a UB-04 form and describes each field on the form:

Overview describes the UB-04 form and shows you an example of the form.

List of Form Locators on UB-04 Form describes each field on the form.

Sections in

this appendix

Overview ......................................................................... A-2

List of Form Locators on UB-04 Form............................. A-3

What you’ll learn

in this appendix

After reading this appendix, you will be able to:

Describe and recognize a UB-04 form.

Describe each field on a UB-04 form.

Appendix A: UB-04 Form Overview


Overview

The UB-04 (Figure A-1) is a paper claim form used for claim billing. Developed by the Centers for Medicare and Medicaid (CMS), the

UB-04 is now a standard form used by most insurance carriers. A UB-04 form has 81 fields, and each field is called a form locator, or

FL. Each field on the form is briefly described on the following page.

Figure A-1: UB-04 Form

Appendix A: UB-04 Form List of Form Locators on UB-04 Form


List of Form Locators on UB-04 Form

FL Description

FL 1 Billing provider name, street address, city, state,

zip, telephone, fax, and country code

FL 2 Billing provider's pay-to name, address, city,

state, zip, and ID

FL 3 Patient control number and medical record

number

FL 4 Type of bill (TOB)

FL 5 Federal tax number

FL 6 Statement from and through dates

FL 8 Patient name

FL 9 Patient street address, city, state, zip, and

country code

FL 10 Patient birth date

FL 11 Patient sex

FL 12 Admission date

FL 13 Admission hour

FL 14 Type of visit

FL 15 Point of origin

FL 16 Discharge hour

FL 17 Discharge status

FL 18-28 Condition codes

FL 29 Accident state

FL 31-34 Occurrence codes and dates

FL 35-36 Occurrence span codes and dates

FL 38 Responsible party name and address

FL 39-41 Value codes and amounts

FL 42 Revenue codes

FL43 Revenue code description, investigational device

exemption (IDE) number, or Medicaid drug rebate

NDC (national drug code)

FL 44 HCPCS(Healthcare Common Procedure Coding

System), accommodation rates, HIPPS (health

insurance prospective payment system) rate

codes

FL 45 Service dates

FL 46 Service units

FL 47 Total charges

FL 48 Non-covered charges

FL 49 Page_of_ and Creation date

FL 50 Payer Identification: Primary, Secondary, Tertiary

FL 51 Health plan ID: Primary, Secondary, Tertiary

FL Description

FL 52 Release of information: Primary, Secondary, Tertiary

FL 53 Assignment of benefits: Primary, Secondary, Tertiary

FL 54 Prior payments: Primary, Secondary, Tertiary

FL 55 Estimated amount due: Primary, Secondary, Tertiary

FL 56 Billing provider national provider identifier (NPI)

FL 57 Other provider ID: Primary, Secondary, Tertiary

FL 58 Insured's name: Primary, Secondary, Tertiary

FL 59 Patient's relationship: Primary, Secondary, Tertiary

FL 60 Insured's unique ID: Primary, Secondary, Tertiary

FL 61 Insurance group name: Primary, Secondary, Tertiary

FL 62 Insurance group number: Primary, Secondary,

Tertiary

FL 63 Treatment authorization code: Primary, Secondary,

Tertiary

FL 64 Document control number: Primary, Secondary,

Tertiary

FL 65 Insured's employer name: Primary, Secondary,

Tertiary

FL 66 Diagnosis codes (ICD)

FL 67 Principle diagnosis code, other diagnosis and

present on admission (POA) indicators

FL 69 Admitting diagnosis codes

FL 70 Patient reason for visit codes

FL 71 Prospective payment system (PPS) code

FL 72 External cause of injury code and POA indicator

FL 74 Other procedure code and date

FL 76 Attending provider NPI, ID, qualifiers, and last and

first name

FL 77 Operating physician NPI, ID, qualifiers, and last and

first name

FL 78 Other provider NPI, ID, qualifiers, and last and first

name

FL 79 Other provider NPI, ID, qualifiers, and last and first

name

FL 80 Remarks

FL 81 Taxonomy code and qualifier