What’s New in TIME - Financial 12/2/2018 What’s New in TIME - Financial Presented by Susan Rittenhouse Good Morning. This is a review of new programming that was in SP 19-21 for the financial side of TIME. How many of you use the TIME system financial software?

TIME Financial Changes 12/2/2018 TIME Financial Changes Reimbursement Schedule Mass Update Utility – SP 19 Mass Service Code Update – SP 19 Auto Apply Improvements – SP 19 Clinical Trials – SP 20 Send to Collections Utility – SP 20 Report – Primary Insurance Log – SP 20 Report – Aging Report – SP20 Report – Detailed Service by Pay Class – SP 20 Reformat Remit Data – SP 21 On Demand Insurance – SP 21 This is a listing of the changes that I will be reviewing with you. Note that they cover 3 service packs -19, 20, 21. How many of you have read the service pack release notes for SP 19, 20, 21? 12/2/2018

Reimbursement Schedule Update 12/2/2018 Reimbursement Schedule Update Now you can use the Mass update utility export feature to create a CSV file Can manipulate the data in an Excel spreadsheet Load the revised data into code tables using the Mass Update utility import feature The Mass update Utility was added to the Reimbursement Schedule application so that an insurer’s reimbursement schedule for a given set of service codes can be updated at one time. 12/2/2018

Reimbursement Schedule Update Path 12/2/2018 Reimbursement Schedule Update Path Main Menu Code Tables Insurance Codes Reimbursement Schedule File Mass Update Reimbursement Schedule Export Import (2 tabs) 12/2/2018

12/2/2018 Example Choose the reimbursement schedule you wish to modify, or select a set of service codes by using the search button. Search by selecting a set of service codes by entering a partial service code in the service code field and selecting the search button. The list of records will be displayed in the browser. Select all or just specific ones. Then select the field you wish to update, and assign a value in the New Value field. If a date sensitive code, you will also see a field to enter the date. Save Changes. 12/2/2018

12/2/2018 Export / Import Export/Import – Use the export tab to export the records and create a CSV file. Save the file using a .csv extension. Manipulate the data manually or in Excel. Then select the Import data tab and import the new data back into the reimbursement schedule. 12/2/2018

Service Codes Mass Update Utility 12/2/2018 Service Codes Mass Update Utility What does this mean for you? How many of you have done your service code changes manually one code at a time (for price increases or a billing code change)? 12/2/2018

It’s a Time Saving Change! 12/2/2018 It’s a Time Saving Change! Allows the user to update multiple service codes at once rather than changing one field at a time You get to choose which ones to update Works like the Reimbursement Code updates Location is: Main Menu -Code Tables - Transaction Codes - Service Codes If you have done this manually, you will understand my excitement about this functionality. 12/2/2018

Import of Service Codes 12/2/2018 Import of Service Codes Example of the Import Screen. It is very similar to the prior import screen. The search options are by service code, procedure code, or med class. Again, you may select all codes in the category or only specific ones you want to update. You then select the field to update and assign a new value. Save Changes. 12/2/2018

Export of Service Codes 12/2/2018 Export of Service Codes The Service code Mass Update Utility works similar to the Reimbursement Schedule Utility. You select the codes, export them, make the changes, and then import them back into the Service codes Table. The complete instructions are in the SP 19 release notes. 12/2/2018

These are two absolute “time” saving changes! 12/2/2018 These are two absolute “time” saving changes! Its all about TIME 12/2/2018

Auto Apply Improvements 12/2/2018 Auto Apply Improvements An enhancement to improve the submission of claims to the 2ndary insurer Modified Applications: Database Settings Auto Apply Settings Electronic Remittance Settings Insurance Codes Payment Transactions The Auto Apply Improvement provides an option to adjust the claim balance to match the co-insurance amount at the time that the primary insurance payment is entered using either auto apply or the electronic remit process. 12/2/2018

Auto Apply Improvements – Screen Example 12/2/2018 Auto Apply Improvements – Screen Example The Auto Apply Settings application includes some new fields, which are highlighted in Red in the example. Read the fields in top part of screen. Standard Schedule Tolerance is the tolerance for an underpayment or overpayment if the reimbursement schedule is used as a standard schedule. Roundoff Option – handles the way a roundoff payment is distributed. Read options on screen in red box. When these fields are changed and saved, a message is displayed notifying the user that the changes will be in effect when the user next logs in. These changes are involved, so I have with me the entire 8 page section from SP 19 notes. If you would like one of these packets, please raise your hand. 12/2/2018

12/2/2018 Clinical Trials (SP 20) CMS mandated reporting of clinical trial numbers on Medicare claims effective 1/1/14 This requirement applies to both institutional and professional claims when the facility and/or Physician are involved in a clinical trial recognized by CMS. http://clinicaltrials.gov Effective January 1, 2014, CMS made it mandatory to report a clinical trial number on claims for items (including medications) and services provided in clinical trials, that are qualified for coverage as specified in the Medicare Manual. These services, medications, or labs must include an 8-digit clinical trial umber on the claims – both institutional and professional claims. 12/2/2018

Clinical Trials Modifications in TIME: Insurance Code tables 12/2/2018 Clinical Trials Modifications in TIME: Insurance Code tables Claim Data and Service Tx Insurance Generator CMS 1500 form – revised to print the clinical trial number in box 19 For additional information see release notes for SP 20 The insurance codes table now has a checkbox to indicate which insurers accept clinical trial claims and should be sent clinical trials claims. For professional databases, a new field has been added to the Claim Data and Service Transaction application so that the Clinical Trial number can be entered. The insurance generator includes the clinical trial information on the claim when the checkbox is checked. There are also CPT modifiers and a D4 value code. This functionality is explained in detail in the SP 20 release notes. 12/2/2018

Clinical Trials Screen Example 12/2/2018 Clinical Trials Screen Example The Insurance Codes table has been modified to add a Send Clinical Trial Info checkbox. This indicates which insurers accept clinical trial claims and should therefore be sent claims for clinical trial transactions. The Send Clinical Trial Info checkbox is selected by default for insurers whose Ins Type field is completed with MA or MB. It is not available for other types of insurance. The button displayed to the right of the Send Clinical Trial Info field is used to maintain the effective dates for sending clinical trial information. 12/2/2018

Primary Insurance Log Report 12/2/2018 Primary Insurance Log Report Enhanced to allow data to be filtered by the secondary insurance carrier Report can now be generated for both primary and secondary insurers, only for primary insurers, and only for secondary insurers Report may also be generated without specifying any insurers (all insurers are selected) 12/2/2018

Primary Insurance Log Report 12/2/2018 Primary Insurance Log Report Allows more flexibility in how you view the data in this report Additional tab on the Primary Insurance Log screens to add a secondary insurer constraint screen The wide format of the report allows up to 7 subtotal groups The purpose of this change to the Primary insurance Log Report was to allow more flexibility in how you view the data in this report. This report has also been modified to display up to 8 numbers ($999,999.99) Hopefully this number will accommodate your primary patient payment amounts. 12/2/2018

Primary Insurance Log Report Example 12/2/2018 Primary Insurance Log Report Example On this screen example, you can see the additional tab (Payer 2 tab) which has been added. When a specific pay class or insurer is selected, the format tab will then display pay class and insurer as sub-total options. The wide format of this report allows up to 7 subtotal groups. If you exceed 7 groups, an error will be displayed. 12/2/2018

Detailed Service Report by Pay Class 12/2/2018 Detailed Service Report by Pay Class Added in SP 20 New Crystal Report Displays all detailed services by patient and pay class within a specified time frame Displays patient name, pay class, insurer, DOS, HCPC code, service code, service code description and fee. Report also includes a grand total. This is a new Crystal report built to display all detailed services by patient and pay class within a specified time frame. This report also includes a grand total. 12/2/2018

Detailed Service Report - Example 12/2/2018 Detailed Service Report - Example Facility column should be on the left hand side – it is cut off on this screen example. 12/2/2018

12/2/2018 Aging Report Modified to now show patients with no insurance (self pay patients by default) Self Pay is listed on the Payer tab Path: Main Menu- Patient Accounting – Financial Reports – Accounting Reports – Aging Useful to identify these accounts as early as possible This report previously did not display the patients without insurance (self pay by default). By including these patients on this report, when reviewing accounts using this report, it is easy to see when a patient does not have an insurance assigned to him. 12/2/2018

Send To Collections Utility 12/2/2018 Send To Collections Utility This utility now has the Reprint Reports menu These five reports can be archived and available for reprint through the collections utility: 1. Pre-Collection Report 2. Pre-Collection Summary 3. Pre-Collection Exception Report 4. Collection Summary Report 5. Ledger Card Path – Main Menu –Patient Accounting- Financial Utilities – Collections Utility – Send to Collections. You can choose whether you want to include claims with the status of “Bad Address” and “Bad Debt”. The ability to request these archived reports increases the collections functionality. 12/2/2018

Reformat Remit Data Split Remit File – Now you can do this 12/2/2018 Reformat Remit Data Split Remit File – Now you can do this Reformat Remit Data Screen modified to allow this new option When option is selected, TIME will split the remittance file into x separate files Sub-files can be processed normally in the remittance process Some clients receive multiple transaction set header sections in an electronic remit file. Infian (through support) then split the file into multiple sub-files. The split is indicated by the value in the Source File field. Path – main menu – patient accounting – Electronic Remit – Reformat Remit Data This change eliminates the need for you to call Infian to split the file. This change is in SP 21. 12/2/2018

On Demand Insurance Screen 12/2/2018 On Demand Insurance Screen The insurance generator was modified so the user can now print a zero balance claim. Applicable if checkbox is selected in the Insurance Codes application, or the On Demand Insurance application If checkbox is selected, the claim will be selected to print. Have you run into a situation where you wanted to print a zero balance claim, but it would not print? Try it in SP 21. If either the Include Zero Balance Services on Claim box or the Include Paid Services checkboxes are checked, the claim will be selected to be printed. 12/2/2018

In Summary New features enhance the TIME system functionality 12/2/2018 In Summary New features enhance the TIME system functionality We continuously work to make improvements Provide your input Did you find some useful new information for TIME financial users? There truly is a relationship between great input and great output. We welcome your ideas – there is a session tomorrow that is exactly for this purpose. Do you have any questions for me? 12/2/2018

12/2/2018 Thank You 12/2/2018