1. 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 for the financial side of TIME. How many of you use the TIME system financial software?

2. 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?
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3. Reimbursement Schedule Update
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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.
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4. Reimbursement Schedule Update Path
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Reimbursement Schedule Update Path
Main Menu
Code Tables
Insurance Codes
Reimbursement Schedule
File
Mass Update
Reimbursement Schedule Export Import (2 tabs)
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5. 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.
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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.
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7. Service Codes Mass Update Utility
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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)?
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8. It’s a Time Saving Change!
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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.
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9. Import of Service Codes
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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.
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10. Export of Service Codes
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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.
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11. These are two absolute “time” saving changes!
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These are two absolute “time” saving changes!
Its all about TIME
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12. Auto Apply Improvements
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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.
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13. Auto Apply Improvements – Screen Example
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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.
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14. 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.
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.
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15. Clinical Trials Modifications in TIME: Insurance Code tables
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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.
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16. Clinical Trials Screen Example
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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.
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17. Primary Insurance Log Report
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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)
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18. Primary Insurance Log Report
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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.
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19. Primary Insurance Log Report Example
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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.
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20. Detailed Service Report by Pay Class
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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.
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21. Detailed Service Report - Example
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Detailed Service Report - Example
Facility column should be on the left hand side – it is cut off on this screen example.
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22. 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.
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23. Send To Collections Utility
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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.
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24. Reformat Remit Data Split Remit File – Now you can do this
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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.
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25. On Demand Insurance Screen
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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.
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26. In Summary New features enhance the TIME system functionality
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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?
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27. 12/2/2018
Thank You
12/2/2018