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					Batch Processing & Cashiering Options

          VERSION: 4.8

            MAY 22, 2000
Batch Processing & Cashiering Options                                 TABLE OF CONTENTS



1     An Introduction to Batches and Cashiering................................1

2     Standard Batch Routines: An Overview....................................2
2.1       Process a Batch......................................................5
2.1.1       Enter/Edit Batch Transactions......................................9
2.1.2       List Batches......................................................24
2.1.3       Post a Batch......................................................27
2.1.4       Delete a Batch....................................................33
2.1.5       Freeze a Batch....................................................35
2.2       Copy a Batch........................................................37
2.3       Edit Comment and Control Totals.....................................41
2.4       Re-Open an 'IN USE' Batch...........................................44
2.5       Enter/Edit Collection Transactions..................................46
2.6       Enter/Edit Performing Physician.....................................65
2.7       Reverse and Flag a Transaction......................................69
2.8       Reverse and Re-Batch Transactions...................................73
2.9       Process Customer Defined Screen (CDS) Transactions..................79

3      Batch Reports and Master Logs: An Overview.............................83
3.1        List Batches (Extended Format)......................................85
3.2        List Batches (Extended Format)......................................88
3.3        Print Journal Summary...............................................89
3.4        Print Charge Exception Report.......................................91
3.5        Print Late Chg Report (By Patient)..................................93
3.6        Print Late Chg Report (By Procedure)................................95
3.7        Print Refund Report.................................................96
3.8        Remittance Code Summary.............................................97
3.9        Compile Inactive Insurance Balances Report..........................99
3.10       Master Logs: An Overview..........................................102
3.10.1       Print Master log (By Account Name)...............................104
3.10.2       Print Master Log (By Account Number).............................106
3.10.3       Print Master Log (By Acct Procedure).............................108
3.10.4       Print Master Log (By Client).....................................111
3.10.5       Print Master Log (By Department).................................113
3.10.6       Print Master Log (By GL Number)..................................116

4     Introduction to Automated Batches......................................120
4.1       Create a Batch from Tape Input.....................................123
4.2       Create a Batch from a Clinical Module..............................125
4.3       Create a Remittance Batch From Managed Care........................128
4.4       Process a Rejection Batch..........................................129
4.4.1       Edit Rejected Transactions.......................................132
4.4.2       Delete a Rejection Batch.........................................138
4.4.3       List All Rejected Transactions...................................140
4.5       List Rejection Batches.............................................142
4.6       Print Rejection Batch Summary......................................146
4.7       Purge Rejection Batches............................................147
4.8       Re-Open an 'IN USE' Rejection Batch................................148
4.9       List a Batch's Doctors Who Need Transactions.......................151

5     Introduction to Cashiering.............................................153
5.1       Cashiering Routines: An Overview..................................154
5.1.1       Change Drawer Status.............................................155
5.1.2       Enter Patient Cash...............................................158
5.1.3       Print/Reprint Receipt............................................160
5.1.4       Void Receipt/Transaction.........................................162
5.1.5       Process a Batch (Mail Payments)..................................164
5.1.5.1       Enter/Edit a Batch (Mail Payments).............................167
5.1.5.2       List Batches (Mail Payments)...................................176
5.1.5.3       Post a Batch (Mail Payments)...................................178
5.1.5.4         Delete a Batch (Mail Payments).................................180
5.1.5.5         Edit Comments and Control Totals (Mail Payments)...............182
5.1.5.6         Re-Open an 'IN USE' Batch (Mail Payments)......................184
5.1.6         Cashier Reports: An Overview....................................186
5.1.6.1         Drawer Summary.................................................187
5.1.6.2         List Drawer Detail.............................................189
5.1.6.3         Printed Receipt Log............................................190
5.1.6.4         List Voided Receipts...........................................191
5.1.6.5         List OPEN/IN USE Batches (Mail Payments).......................192
5.1.7         Receipt Routines (Cashiering)....................................193
5.1.7.1         Receipts To Be Printed.........................................194
5.1.7.2         Print Receipts.................................................195
5.1.7.3         Restart Receipt Printing.......................................196

6     Introduction to Formatted Data Entry...................................197
6.1       Process a Batch (FDE)..............................................198
6.1.1       Enter Transactions (FDE).........................................205
6.1.2       Verify Transactions (FDE)........................................209
6.1.3       List Batches (FDE)...............................................212
6.1.4       Move a Batch (FDE)...............................................215
6.1.5       Edit Transactions (FDE)..........................................217
6.2       Re-Open an 'IN USE' Batch (FDE)....................................221
6.3       Postpone a Batch (FDE).............................................223
6.4       Delete a Batch (FDE)...............................................225
6.5       Edit a Batch (FDE).................................................227
6.6       List Un-Moved Batches (FDE)........................................228
6.7       Print Batch Summary (FDE)..........................................229

7       System Maintenance: An Overview.......................................230
7.1         Close Day..........................................................233

      INDEX....................................................................239
An Introduction to Batches and Cashiering (1)                           Page 1


Chapter 1:   An Introduction to Batches and Cashiering


Batches

All charge, receipt, adjustment, refund transactions are recorded in MEDITECH's
B/AR application in groups known as batches. Batch processing provides an
efficient means of entering a large number of transactions and then processing
them as a group (or batch). Batch processing also allows users to review and
edit transactions before they are finalized (that is, posted).

Within the Batch Processing Feature, a variety of batch processing methods
create different types of batches. These batch processing methods are listed
below.

*   Manual Batch Entry

*   Retrieved Clinical Batch Entry

*   Formatted Data Entry

In addition, the system generates some transactions automatically and assigns
them to a System Journal Batch (for example, running bills). However, these
system batches do not appear on the Process Batches Screen.



Cashiering

The BAR Cashiering feature helps you process:

*   Payments received through the mail or a lock box (via the Process Batches
    Routine)

*   Payments made to a window cashier (via Cashier Drawer Routines)

Related routines let you:

*   Process receipts (previewing, printing)

*   Run reports (for payments and receipts)
Standard Batch Routines:   An Overview (2)                              Page 2



Chapter 2:   Standard Batch Routines:   An Overview


Standard Batch Entry is a process in which a user creates a batch and then
enters transaction information (for example, patient account, procedure,
service date). The routines used in Standard Batch Entry are found on the
standard B/AR Process Batches Screen and in the Process a Batch Routine.

After you identify a batch on the Select Batches screen, you can enter
transactions. From this point on, the transactions are associated with that
batch.



Processing Transactions for Client Accounts
-------------------------------------------
Although client bills are generated via special client routines found on the
standard Client Menu, transactions for clients are processed via the standard
batch routines. After the transactions are posted via the Post a Batch Routine,
you can view them in the Process Client Routine on the standard Client Menu.



Identifying a Batch

Batches are identified by a date, journal, and number. Batches may also contain
additional information such as a comment, control totals and a default service
date. The system automatically notes the:

*   mnemonic of the user (open user) who created the batch

*   mnemonic of the last user to edit the batch

*   open date and time (when the batch was created)

*   close date and time (when the batch was posted)

The user information is displayed throughout all related batch transaction
routines and reports for audit trail purposes.


The following table explains which routines may be used for certain functions.


To:                                     Use this routine (in Process Batches):
---                                     --------------------------------------

Create a new batch                      Process a Batch

Enter or edit batch information         Enter/Edit Batch Transactions
                                        (Process a Batch)
Standard Batch Routines:   An Overview (2)                                Page 3



Enter or edit batch transactions,      Enter/Edit Collection Transactions
receipts & adjustments

Print a list of the batches            List Batches
displayed on the Process Batches
screen

Edit batch comment or control totals   Edit Comments and Control Totals

Post transactions                      Post a Batch

Delete all batch transactions          Delete a Batch

Freeze transactions that should not    Freeze a Batch
be edited

Set a batch back to OPEN after a       Re-Open an IN USE Batch
system crash

Reverse multiple transactions and      Reverse and Re-Batch Transactions
assign them to a different batch       (on the Batches Menu)

To post a single correcting            Reverse and Flag a Transaction
transaction to an account

Copy batch transactions                Copy a Batch Routine



Batch Statuses
--------------

Each batch has a status that is automatically assigned and maintained by the
system. These batch statuses are listed below.

  OPEN

  FROZEN

  IN USE

  DELETED

  CLOSED

  POSTED

  POSTING

  POST Q

Throughout processing, the status of a batch changes and some functions are
only allowed for certain batch statuses (for example, a FROZEN batch cannot be
Standard Batch Routines:   An Overview (2)                             Page 4



edited).


OPEN vs. IN USE Batch Statuses
-------------------------------

When a user identifies an OPEN batch to enter/edit, delete, freeze, or post it,
that batch's status appears as IN USE to any other user who attempts to work on
the batch. The IN USE status prevents other users from gaining access to the
batch, thus protecting integrity of the data. As soon as you file the batch or
leave the routine without filing, the batch's status is again OPEN to all
users.
Process a Batch (2.1)                                                    Page 5



2.1:    Process a Batch


This routine offers several batch processing functions on one screen. After
you identify a date, journal and number, you can efficiently process the batch
(that is, you are not required to select a routine, identify the batch, select
another routine, identify the same batch again, etc.).


When to Use This Routine

The Process a Batch Routine is helpful when, for example, one user performs
several batch functions in a series. That person may create a batch, enter
transactions, list and review the batch and then post it.

On the other hand, the individual routines found on the standard Batch Menu
allow you to limit user access to some of the routines. For example, you may
want only non-supervisory personnel to enter information, while supervisors can
list, delete, freeze and post batch information.

This routine allows you to perform the following functions:

    *       enter a new batch

    *       edit an existing batch

    *       freeze a batch

    *       delete a batch

    *       list batch transactions

    *       post a batch



Other Routines for Processing Batches

You can also perform each function listed above via a separate routine on the
standard Batch Menu. The following table lists the functions on the
Process Routine and the corresponding single function routines. For an
overview of these functions, see the section of this manual titled "Batch
Processing: An Overview."

_______________________________________________________________________________

        How Process a Batch Corresponds to Single Batch Routines
_______________________________________________________________________________

       On the Process Routine:           On the Batch Menu:

       1.     ENTER/EDIT                 Enter/Edit Batch Transactions
Process a Batch (2.1)                                                  Page 6




     2.   LIST                           List Batches

     3.   DELETE                         Delete a Batch

     4.   FREEZE                         Freeze a Batch

     5. POST                             Post a Batch
_______________________________________________________________________________


For documentation of each function, see the section of the corresponding
routine in this manual. For example, see the Enter/Edit Transactions
Routine for more information on the Enter/Edit function in the Process a Batch
Routine.



Selecting a Function

When you enter this routine, the Process a Batch screen appears. The upper
part of this screen is identical to the Enter/Edit Batch Transactions screen.
The only difference is that this screen has the processing functions listed at
the bottom. Use this screen to identify an existing batch or to create a new
one.

After you enter the batch date, journal and number, enter the number of the
function you wish to perform at the SELECT prompt. When you select a
function, the associated second screen or prompt appears. For example, to
edit a batch, enter 1; the Enter/Edit Batch Transaction screen appears.



Batch Statuses within the Process a Batch Routine

When you create a new batch via the Enter/Edit selection in this routine, it is
automatically assigned an OPEN status. While you are entering information,
the batch's status is IN USE to any other user who attempts to gain access
to the batch. The IN USE status prevents other users from editing,
freezing, deleting or posting the batch while you are working in it, thus
protecting the integrity of the data. After you file the batch, the status is
OPEN to any user.
Process a Batch (2.1)                                                        Page 7

+--------------------------------------------------------------------------------------------+
|                                      Process A Batch                                       |
|============================================================================================|
|Date:                      Status:                              Control      Actual         |
|Journal:                                           Amount:                                  |
|Number:           Dflt Serv Date:                  Quantity:                                |
|                                                   Txn Count:                               |
|User:                   Opened:                                                             |
|                        Closed:                                                             |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                    Normal               Reverse             Ctrl Total                     |
|                Qnty       Amount    Qnty       Amount     Qnty      Amount                 |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
|                                                                                            |
|Record Performing Physician?               Record Ordering Physician?                       |
|------------------------------------------------------------------------------------        |
|Select?                                                                                     |
|                                                                                            |
|1. Enter/Edit   2. List    3. Delete  4. Freeze    5. Post                                  |
+--------------------------------------------------------------------------------------------+

Use this screen to identify the batch you want to process. For more
information on entering batch information, see the Enter/Edit Batch
Transactions Routine. After you identify the batch, the cursor moves to the
bottom of the screen, where you can choose the function you wish to perform.


SELECT?                 If you are entering a new batch, 1 appears here.
                        To enter the batch, press <Enter>. The cursor moves to
                        the COMMENT prompt, where you can continue entering
                        information for this batch.

                        If you are processing an existing batch, no default
                        appears. Select the function you wish to perform:

                        1. ENTER/EDIT   2. LIST   3. DELETE    4. FREEZE   5. POST

                        Your choices are limited by the batch status. The table
                        below lists your choices for each batch status:


                             Batch Status          Choices

                             OPEN (new)            1

                             OPEN (existing)       1,2,3,4,5
Process a Batch (2.1)                                                    Page 8




                                DELETED            2

                                POSTED             2

                                IN USE             none - batch is currently
                                                   being processed by another user
                                                   (that is, it is being entered,
                                                   edited, deleted, posted or
                                                   frozen).


                        NOTE:    If you try to access a batch that is listed
                                 as IN USE, and you know another user is
                                 not working on it, the batch may have been
                                 left IN USE during a system crash. If this
                                 is the case, the batch can be re-opened using the
                                 Re-Open an 'IN USE' Batch Routine. Typically,
                                 re-opening batches is handled by your hospital's
                                 Data Processing Department.
Enter/Edit Batch Transactions (2.1.1)                                   Page 9



2.1.1:   Enter/Edit Batch Transactions


The Enter/Edit a Batch Transactions Routine allows you to enter a new batch or
edit an existing batch of charge, receipt, adjustment or refund transactions.
Typically, you use this routine to enter transactions on a daily basis.

You can also enter and edit batch transactions using the Process a Batch
Routine's Enter/Edit selection. The Process a Batch screens are identical to
the screens in this routine.

All batches, with the exception of the SYSTEM batches, track the batch user,
the open date and time of the batch, and the close date and time of the batch.
None of this information needs to be entered by the batch user. They appear on
several batch reports - List batches, List extended batches, List format, etc.

The Two Screens

When you choose this routine, a screen appears that prompts you to identify the
batch by entering its date, journal and number. If you are creating a new
batch, you can also enter a comment, control totals, and a default service
date.

After you enter the appropriate information on the first screen, the OK?
prompt appears. When you enter Y, a second screen appears, on which you
can enter or edit batch transactions (i.e., procedures).

Samples of the Enter/Edit Batch Transactions screens are shown below:
Enter/Edit Batch Transactions (2.1.1)                                  Page 10

+--------------------------------------------------------------------------------------------+
|                                 Enter/Edit Batch Transactions                              |
|============================================================================================|
|Date:                          Status:                             Control     Actual       |
|Journal:                                               Amount:                              |
|Number:               Dflt Serv Date:                  Quantity:                            |
|                                                       Txn Count:                           |
|User:                       Opened:                                                         |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse            Ctrl Total                   |
|                Qnty        Amount     Qnty       Amount     Qnty      Amount               |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
|                                                                                            |
|Record Performing Physician?             ord Ordering Physician?                            |
+--------------------------------------------------------------------------------------------+
           Sample Enter/Edit Batch Transactions - First Screen


+--------------------------------------------------------------------------------------------+
|                               Enter/Edit Batch Transactions                                |
|============================================================================================|
|                                                                                            |
|Batch Date:             Journal:              Number:                                       |
|--------------------------------------------------------------------------------------------|
|Entry #                 Account:                                                            |
|Ser Date:                                                                                   |
|Performing Physician:            Ordering Physician:                                        |
|                                                                                            |
|Txn Procedure Corp Qty     Unit Amt Tot Amt    Comment / Procedure Description              |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+
        Sample Enter/Edit Batch Transactions - Second Screen


This section provides a general description of the Enter/Edit Batch
Transactions screens and prompts. For a detailed description of batch and
transaction elements, see the section of this manual titled "Batch Processing:
Enter/Edit Batch Transactions (2.1.1)                                  Page 11



An Overview."



The First Enter/Edit Batch Transactions Screen

Information Displayed by the System

The first Enter/Edit Batch Transactions screen allows you to enter a new batch
or identify an existing batch. For your information, the screen displays the
batch's status (automatically assigned OPEN to you while you are working on
it, IN USE to any other user) and its totals - normal, reversing and
control.

The batch totals reflect the number and dollar amount of the transactions as
you enter them; in other words, the running totals for the batch.



Information You Can Enter

Default Service Date

To speed data entry, you can enter a service date to appear as a default
on the second screen for each batch entry.

Typically you enter a batch of transactions for the same service date.
Accepting the default service date increases efficiency. When necessary, you
can delete this date for a given entry and enter a different date.

Control Totals

The control totals are a system check to ensure data integrity. They consist
of the total dollar amount, quantity of procedures, and transaction counts
within a batch. If you use control totals, the system compares the control
totals to the actual totals. If there is a discrepancy between them, you cannot
post the batch.

The Journal Dictionary allows you to require users to enter control totals for
all batches in a journal, if desired.

Consequently, depending on the batch's journal, you may be required to enter
control totals in order to file the batch. If control totals are not required,
you can still enter them; however, you do have the option of by-passing them,
if desired. Whether or not control totals are used is left to the discretion
of the health care organization.

Comment

Some organizations use the COMMENT section for a general description of the
batch, followed by the initials of the person entering the transactions.

For example, if Paul Lewis Smith entered a routine batch, he might enter the
Enter/Edit Batch Transactions (2.1.1)                                      Page 12



COMMENT:   Daily transactions - PLS.    The batch COMMENT appears on the

     *   Lookup at the batch NUMBER prompt

     *   Batch List

     *   Batch (Extended Format) List

     *   Journal Summary Report


To edit comments, use the Edit Comment and Control Totals Routine.



Tracking Performing and Ordering Physicians

Physicians are usually recorded for procedures via a user in a clinical
application (e.g., the Radiology Module). That user identifies the performing
and/or ordering physician when entering the procedure on the patient
account. The information is then transferred to BAR via the Create a Batch
from Clinical Module Routine.

If, however, you need to enter a charge transaction manually (i.e., using the
Enter/Edit Batch Transactions Routine), you can record the performing and/or
ordering physicians with the transaction. Typically you only do this on an
exception basis.

You determine whether to record physicians on the first Enter/Edit Batch
Transactions screen at the RECORD PERFORMING PHYSICIAN? and RECORD
ORDERING PHYSICIAN? prompts. If you choose to record physicians (i.e., you
answer Y to these prompts), you can then enter the physician(s) you wish to
associate with the batch entries on the second screen.

If you do not want to record physicians for batch transactions, you can
answer N to the RECORD PERFORMING PHYSICIAN? and RECORD ORDERING
PHYSICIAN? prompts. In this case, the cursor does not stop at the ordering
and performing physician prompts on the second Enter/Edit Batch Transactions
screen.


When to Record Physicians on Batch Transactions

Whether or not you record the physician(s) on batch transactions depends on the
type of procedures that you are entering. For example, you would not
record physicians for receipts, adjustments or non-medical charges. You might,
however, record the performing and ordering physicians for laboratory charges.

Government requirements and your organization's procedures also determine
whether a given procedure must be associated with a physician. For more
information, see the Procedure Dictionary in the B/AR Dictionary Guide.
Enter/Edit Batch Transactions (2.1.1)                                      Page 13



How Physicians Are Recorded on Batch Transactions

When you post transactions, the system checks the B/AR Procedure Dictionary to
determine if the performing and/or ordering physicians should be recorded for
that batch entry on the transaction in the patient file. If the procedure is
defined in the Procedure Dictionary as requiring a performing and/or ordering
physician, the physicians are recorded on the transaction.

Normally, the performing physician also prints on the 1500 claim form and
for some provincial providers in Canada (in addition to being recorded in the
patient file). In contrast, the ordering physician is recorded only in the
patient file.



Proceeding to the Second Screen

After you have entered the batch information, the OK? prompt appears.
Answering Y here brings you to the second Enter/Edit Batch Transactions
screen.

To return to the first screen to edit the batch information, you can enter N
 at the OK? prompt.



The Second Enter/Edit Batch Transactions Screen

This screen allows you to enter new transactions or to edit existing
transactions. The following information appears:

    *   batch date and batch number

    *   journal

    *   entry number


The cursor appears at the ENTRY # prompt. The system automatically assigns
the next available number. If you are editing existing transactions, delete
this number and enter the number of the entry with the transactions that you
want to edit.

NOTE:   To leave this screen, delete the entry number and press <Enter>.



Transaction Information

You must identify an entry number, an account and a service date for each
batch entry. If you defined a default service on the first screen, that date
appears after you identify the patient's account. You may also be required to
enter the performing and/or ordering physician if you answered Y at the
Enter/Edit Batch Transactions (2.1.1)                                   Page 14



RECORD PERFORMING PHYSICIAN? and RECORD ORDERING PHYSICIAN? prompts on
the first screen. All of this information is then associated with each
transaction in this batch entry.

You can identify an unlimited number of procedures for the identified account.
Charge procedures have prices defined in the Procedure Dictionary. The charge
procedure's price appears on this screen at the UNIT AMOUNT prompt. If the
procedure is charge editable, you can edit this amount. The description
defined for a procedure in the Procedure Dictionary also appears on this screen
for your information. You cannot edit it.



Procedures that Use Customer-Defined Screens

You can designate some charge procedures to collect extra information, such as
charge-specific diagnoses codes or prescription numbers. To do this,

1) Enter a customer-defined screen (CDS) in MIS containing the appropriate
   query or queries. The CDS's type must be BAR TXNS.

2) Enter that CDS in the Charge Category (if most procedures in the category
   require a CDS) or the Procedure Dictionary (if only a few procedures in the
   category require a CDS).

Then, when you enter the procedure into the batch, the procedure's CDS appears
in the lower portion of the Enter/Edit Batch Transactions (second screen). The
CDS defined in the Procedure Dictionary overrides any CDS defined for the
procedure's Charge Category Dictionary.

You can then respond to the query or queries (e.g., enter the diagnosis or
prescription number).



Transaction Comments

If desired, you can also enter a free text comment for a transaction.    This
comment then appears everywhere the transaction appears (e.g., bills,
statements and patient detail reports).


First Screen
Enter/Edit Batch Transactions (2.1.1)                                   Page 15

+--------------------------------------------------------------------------------------------+
|                                 Enter/Edit Batch Transactions                              |
|============================================================================================|
|Date:                          Status:                             Control     Actual       |
|Journal:                                               Amount:                              |
|Number:               Dflt Serv Date:                  Quantity:                            |
|                                                       Txn Count:                           |
|User:                       Opened:                                                         |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse            Ctrl Total                   |
|                Qnty        Amount     Qnty       Amount     Qnty      Amount               |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
|                                                                                            |
|Record Performing Physician?             ord Ordering Physician?                            |
+--------------------------------------------------------------------------------------------+


DATE                  If you are creating a new batch, enter the date to
                      associate with this batch. If you are editing a batch,
                      enter the date associated with that batch.

                      NOTE:   You cannot enter a closed date.


JOURNAL               Enter the journal associated with these
                      transactions.

                      Lookup:   Journal Dictionary



NUMBER                To enter a new batch, enter N for next. The
                      system then assigns the next sequential number.

                      To edit a batch, enter its number.   It must be an
                      OPEN batch.

                      Lookup:   all batches on file for the identified date and
                                journal (including the number, status, comment
                                and last user for each batch)
Enter/Edit Batch Transactions (2.1.1)                                  Page 16



COMMENT                If desired, enter a free text comment for this
                       batch. The comment you enter here appears on standard
                       batch lists and reports.

                       For example:   "DAILY TRANSACTIONS - VJP"


DEFAULT SERVICE DATE   If desired, enter a default service date for the
                       transactions in this batch.

                       The date you enter automatically appears at the
                       SERVICE DATE prompt on the next screen when you
                       enter transactions. You can override this date if it
                       does not apply to a transaction.


Entering Control Totals

Use the following three fields to enter control totals. Control totals ensure
that you have entered accurate dollar amounts, quantities (the number of times
procedures are done), and the correct number of procedures in a batch.

Control totals must equal the actual amounts entered as a requirement for
posting the batch. You may enter one, two, or three control totals for each
batch.

Entering control totals is optional unless the batch is associated with a
journal that requires control totals (as defined in the Journal Dictionary).


AMOUNT                 Enter the sum of all dollar amounts entered
                       for all transactions in this batch. When you post
                       the batch, this sum is compared to the actual total,
                       which is the sum of all dollar amounts actually
                       entered in the batch. These totals should be equal.

                       If you want the system to verify that you have entered
                       the correct dollar amounts for transactions in this
                       batch, enter a control total dollar amount here.

                       By comparing the actual and control totals, the system
                       verifies that the transaction dollar amounts for the
                       batch have been accurately entered. If a discrepancy
                       occurs, you cannot post the batch.


QUANTITY               Enter the sum of all quantities (i.e., number of
                       times a procedure is done) entered for all
                       transactions in this batch.
Enter/Edit Batch Transactions (2.1.1)                                 Page 17



                           Assume, for example, that a batch has two entries.
                           One entry (Entry #1) has two transactions. The
                           second entry (Entry #2) has one transaction.

                           One of Entry #1's transactions consists of one
                           procedure performed five times (i.e., its QTY is 5).
                           The second transaction consists of one procedure
                           performed three times (i.e., its QTY is 3).

                           The transaction for Entry #2 consists of a procedure
                           that was performed once (i.e., its QTY is 1).

                           Therefore, the total quantity for the batch is 9
                           (i.e., 5 + 3 + 1 = 9).

                      If you want the system to verify that you have entered
                      correct quantities, enter a control quantity here. If
                      you enter a control quantity here, it must match the
                      actual quantity in order for the batch to be posted.


TXN COUNT             If desired, enter the sum of all transactions
                      (i.e., procedures) entered in this batch. Since you can
                      enter transactions with quantities greater than one, the
                      transaction count may differ from the quantity.

                           Assume, for example, that a batch has two entries.
                           One entry (Entry #1) has two transactions entered.
                           The second entry (Entry #2) has one transaction
                           entered.

                           Therefore, the transaction count for the batch is 3
                           (i.e., 2 + 1 = 3).

                      If you want the system to verify that you have
                      entered the correct number of transactions (i.e.,
                      procedures) in this batch, enter a control transaction
                      count here.

                      If you do enter a transaction count here, it must match
                      the actual number of transactions entered for you to
                      post the batch. The control transaction count prevents
                      users from posting batches with extra or missing data.


RECORD PERFORMING PHYSICIAN?

                      To record the physicians who performed the procedures
                      for entries in this batch, enter Y. Then, on the
                      following screen, you enter the physician for each
Enter/Edit Batch Transactions (2.1.1)                                 Page 18



                      transaction. The system records this physician for
                      those procedures which require a performing physician
                      (as defined in the Procedure Dictionary).

                      If you do not want to record the performing physician
                      for any transactions in this batch, enter N. The
                      cursor then skips the PERFORMING PHYSICIAN prompt on
                      the following screen.


RECORD ORDERING PHYSICIAN?

                      To record the physicians who ordered the procedures for
                      entries in this batch, enter Y. Then, on the
                      following screen, you enter the physician for each
                      transaction. The system records this physician for
                      those procedures which require an ordering physician
                      (as defined in the Procedure Dictionary).

                      If you do not want to record the ordering physician,
                      enter N. The cursor then skips the ORDERING
                      PHYSICIAN prompt on the following screen.
Enter/Edit Batch Transactions (2.1.1)                                   Page 19



Second Screen:

+--------------------------------------------------------------------------------------------+
|                               Enter/Edit Batch Transactions                                |
|============================================================================================|
|                                                                                            |
|Batch Date:             Journal:              Number:                                       |
|--------------------------------------------------------------------------------------------|
|Entry #                 Account:                                                            |
|Ser Date:                                                                                   |
|Performing Physician:            Ordering Physician:                                        |
|                                                                                            |
|Txn Procedure Corp Qty     Unit Amt Tot Amt    Comment / Procedure Description              |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


ENTRY #               If no entries exist in this batch, 1 appears
                      here. If there are existing entries for this batch, the
                      next sequential entry number appears as the default. To
                      begin a new entry, press <RETURN>.

                      If you want to edit an existing entry's transactions,
                      delete the default value and enter the number of that
                      entry.

                      To leave this screen, delete the entry number and press
                      <RETURN>.

                      For a detailed explanation of the relationship between
                      batches, entries and transactions, see the section of
                      this manual titled "Batch Processing Overview."


ACCOUNT               Enter the patient account or client account for
                      which you wish to enter or edit transactions.
Enter/Edit Batch Transactions (2.1.1)                                   Page 20



                      Patient Accounts

                           To identify a patient account, enter one of the
                           following:

                                *   The account number.

                                *   The patient's unit number, preceded by U#
                                    (e.g., U#1234567). If the patient has more
                                    than one account, a list of his/her
                                    accounts then appears on the screen.

                                *   The patient's name or partial name. When
                                    you select the patient from the LOOKUP and
                                    the patient has more than one account, a
                                    list of his/her accounts then appears on
                                    the screen.

                                *   The guarantor number preceded by G#
                                    (e.g., G#052-40-0266). If your system is
                                    set up for guarantor statements, press
                                    <LOOKUP> and select the guarantor. A list
                                    of accounts associated with this guarantor
                                    then appears, arranged in numerical order
                                    by account number.

                      Client Accounts

                      In order to identify a client account, you must precede
                      the client number or name with the ampersand (&).

                      If you do not know the client account, you can use the
                      special client account LOOKUP, which you also access
                      using the ampersand (&). Although you access this
                      LOOKUP differently, it functions in the same way as a
                      standard LOOKUP.

                           To identify a client account, enter one of the
                           following:

                                *   The client number preceded by the
                                    ampersand (&); press <RETURN>.

                                *   The client name or partial name preceded by
                                    the ampersand (&); press <LOOKUP>. A list
                                    of client accounts on file appears, sorted
                                    by client name.
Enter/Edit Batch Transactions (2.1.1)                                 Page 21



                      For more information on processing transactions for
                      client accounts, see the section titled "Batch
                      Processing: An Overview."

                      For more information on identifying accounts and using
                      the LOOKUP feature, see the section of this manual
                      titled "Identifying B/AR Accounts."


SER DATE              Enter the service date that applies to this entry.
                      If you have entered a default service date on the
                      previous screen, that date appears here. You may change
                      it, if necessary.


PERFORMING            Enter the mnemonic of the physician who performed
PHYSICIAN             the procedure(s) in this batch entry. This
                      physician is associated with those procedures in the
                      entry that require a performing physician (as defined in
                      the Procedure Dictionary).

                      LOOKUP: MIS Doctor Dictionary

                      When the transaction is posted, the performing physician
                      for that batch entry is recorded in the patient file.
                      Normally, the performing physician also prints on
                      the 1500 claim form.

                      NOTE:   If you do not know the performing physician
                              at this time, you can add it after the
                              transaction is posted. To enter or edit the
                              performing physician for a posted transaction,
                              use the Enter/Edit Performing Physician Routine
                              (on the standard Additional Routines Menu).


ORDERING PHYSICIAN    Enter the mnemonic of the physician who ordered
                      the procedure(s) in this batch entry. This physician is
                      associated with those procedures in the entry that
                      require an ordering physician (as defined in the
                      Procedure Dictionary).

                      LOOKUP:   MIS Doctor Dictionary

                      When the transaction is posted, the ordering physician
                      for that batch entry is recorded on the transaction in
                      the patient file.
Enter/Edit Batch Transactions (2.1.1)                                   Page 22



                      NOTE:   Once the transaction is posted, you cannot
                              edit the ordering physician. To change the
                              ordering physician, you must reverse and flag the
                              transaction, then post a new one with the correct
                              physician.


PROCEDURE             Identify the procedure that you want to enter into
                      this batch for the identified account and service date.

                      Lookup:   Procedure Dictionary

                      If this is a receipt, refund, or adjustment it must be
                      associated in the Procedure Dictionary with one of the
                      guarantor's insurers.

                      If you enter a procedure that is not associated with an
                      appropriate insurer, the transaction is rejected, and a
                      message appears explaining why.

                      After you enter the procedure, the description defined
                      for the procedure in the Procedure Dictionary appears in
                      the PROCEDURE DESCRIPTION field.


The corporation for this procedure defaults. You can edit this field if
the revenue should be associated with a different corporation.


QUANTITY              Enter the number of times that this procedure
                      was provided to the patient on the identified service
                      date.

                      If this is a reversal, enter a negative number.


UNIT AMOUNT           If an amount is defined in the Procedure Dictionary
                      for this procedure, it appears here. Of the procedures
                      that are associated with amounts, some can be edited by
                      users and others cannot.

                      If this procedure does not have a charge associated
                      with it, enter the desired amount.

                      If this procedure is charge editable, the cursor
                      stops at this prompt. You can then delete the displayed
                      amount and enter a new amount, if appropriate.

                      If this procedure is not charge editable, the cursor
                      does not stop at this prompt.
Enter/Edit Batch Transactions (2.1.1)                                 Page 23




                      After the procedure's quantity and amount have been
                      established, the system multiplies the quantity by the
                      amount and displays the total at the TOT AMT prompt.


COMMENT               If desired, you can enter a free text comment to
                      document this transaction. You can use any combination
                      of letters and numbers up to 35 characters.

                      This comment appears everywhere the transaction appears
                      (bills, statements and patient detail reports).


PROCEDURE             The description from the Procedure Dictionary for
DESCRIPTION           the identified procedure appears below the
                      transaction comment. You cannot edit this
                      description.
List Batches (2.1.2)                                                      Page 24



2.1.2:    List Batches


This routine lists batch and transaction data for selected batches.      You
determine which batches appear on the list by defining:

    *    the batch date

    *    a range of journals

    *    a range of batch numbers


You can use this routine to review transactions in OPEN batches before
posting them. The report provides all the information you need to identify the
batch and transactions if you discover errors. (If you discover errors, you
can use the Enter/Edit Batch Transactions Routine to correct them.)



Information on the Report

Batch Information

Each report includes the following information about each batch:

     *   date

     *   journal in which batch was entered

     *   batch number

     *   status

     *   batch comment

     *   control amount, quantity, and transaction count

     *   actual amount, quantity, and transaction count

     *   default service date

     *   number of the last entry


Transaction Information:

Then, for each transaction, the following information prints.

     *   summary of batch transactions, divided into three categories:

         -   normal (all transactions entered with a positive amount)
List Batches (2.1.2)                                                        Page 25




         -   reverse (all transactions entered with a negative amount)

         -   control (the difference between the normal and reverse amounts)

     *   for each entry:

         -   entry number

         -   service date

         -   account number, patient name and account type

         -   insurance

         -   bill number, if applicable

    *    for each transaction:

         -   procedure quantity, type, mnemonic, and amount

         -   transaction comment

         -   totals of procedure quantity and amount



Related Routine

To print a more detailed report, use the Extended Batch List, which includes
information such as whether the batch has been posted, current account staus,
and account balance.


+-------------------------------------------------------------------------------+
|                                 List Batches                                  |
|===============================================================================|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|From Journal:                                                                  |
|Thru Journal:                                                                  |
|                                                                               |
|From Number:                                                                   |
|Thru Number:                                                                   |
+-------------------------------------------------------------------------------+


BATCH DATE                  Enter the date for which you want to list batches.
List Batches (2.1.2)                                                     Page 26



FROM JOURNAL           Enter the mnemonic of the first journal (sorted
                       alphabetically) you want to include.

                       Lookup:   Journal Dictionary


THRU JOURNAL           The journal entered at the previous prompt appears
                       here. To list batches for only that journal, press
                       <Enter>.

                       Or, to list batches in a range of journals, delete the
                       default value and enter the mnemonic of the journal with
                       which you wish to end the range.


FROM NUMBER            Enter the number of the first batch you want on the
                       list. It must be for the date specified and within the
                       selected range of journals.


THRU NUMBER            Enter the number of the last batch you want on the
                       list. It must be for the date specified and within
                       the selected range of journals. If you are unsure of
                       the highest number, enter a number you know is higher
                       than the highest number in the range.
Post a Batch (2.1.3)                                                     Page 27



2.1.3:    Post a Batch


After you have entered all transactions for a batch, use this routine to
post, or finalize it. Posting a batch records the transactions in the
appropriate patient and client accounts. The posted transactions appear on
account Inquiries, and are included in the statistics for the date of the
batch.

NOTE:    For client accounts, use the Account Inquiry Routine, found on the
         standard Client Menu, to view posted transactions.



When to Use This Routine

Typically, you post batches on a daily basis. In order to close a day, all
batches for that date must be POSTED (or DELETED). Use the List
Unposted Batches Report to identify batches which have not been posted.

NOTE:    After you post a batch, you cannot edit it.




Requirements for Posting a Batch

To post a batch, the following conditions must be met.

    *    The batch's status must be OPEN or FROZEN.

    *    If control totals were entered, they must equal the actual totals.

         If a discrepancy exists between the control and actual totals, MEDITECH
         recommends printing a Batch List. This list includes all transaction
         information entered in a batch, and can help you identify errors. If
         you locate an incorrect transaction, use the Enter/Edit Batch
         Transactions Routine to make the correction.

         Or, you may find that the actual total is correct, and the error lies in
         the control total. In that case, adjust the control total using the
         Edit Comment and Control Totals Routine.


    *    The last date of the accounting period prior to the batch date must
         be closed.

         If the GL accounting period prior to the batch date is not closed, you
         can freeze the batch, using the Freeze Batch Routine, to ensure that
         other users do not edit it. You can then post the batch when that GL
         accounting period is closed.
Post a Batch (2.1.3)                                                    Page 28




If any of these conditions are not met, you cannot post the batch.



Effects of Posting a Batch

The primary effects of posting a batch are:

    *   batch status becomes POSTED

    *   transactions are recorded in patient accounts

    *   new cumulative aging balances are reflected in B/AR daily and monthly
        reports

    *   contract paid amount is updated for patients or guarantors on contract

    *   for receipt transactions, last payment date is updated

    *   posted insurance receipts may trigger a balance transfer

    *   if an account is scheduled to be purged, posting an amount to it removes
        the account from the purge list, and it becomes active



How Using the Post Routine Affects a Batch's Status

After you identify the batch to be posted, its status appears as IN USE to
any other user who attempts to work on the batch. The IN USE status
prevents other users from gaining access this batch while you are working on
it, thus protecting data integrity. The identified batch remains IN USE to
other users until you respond to the Post this batch? prompt.

If you post the batch, the status changes to POSTED. If you do not post
the batch, the original status of either OPEN or FROZEN is restored.



Posting Amounts to Accounts

After you post a batch, the system updates the appropriate accounts with the
amount of the transactions. The account balance reflects the transaction amount
(e.g., a charge transaction increases the balance, a reversal or a receipt
decreases the balance).


Zero Balance Accounts

Posting a transaction may bring an account balance to zero ($0.00). If so,
the account is added to the zero balance index, which means that the
account will be included on the purge list the next time it is compiled.
Post a Batch (2.1.3)                                                   Page 29




Or, posting a transaction may increase the balance of a zero balance account.
If so, the account is automatically removed from the zero balance index,
meaning that the account is no longer eligible to be purged.


Small Balance Accounts

Posting transactions may also cause an account to be eligible to be written
off, according to the small balance parameter set by your health care
organization. If a transaction decreases the account balance to an amount
under the small balance amount, the account is added to the small balance
index. Then, the next time a user executes the Write Off Small Balances
Routine (without using a selection to choose accounts), the account is included
in the write off batch.

Similarly, if posting a transaction raises an account's balance above the
small balance amount, the account is removed from the small balance index. In
addition, if posting a transaction decreases an account balance to zero, it is
removed from the small balance index and added to the zero balance index.



Effects of Posting Charges

When you post a batch containing charges, the system checks the Procedure
Dictionary to determine if the performing and/or ordering physicians for that
batch entry should be recorded with the transaction in the patient file. In
most cases, the system finds and records the required physicians for charge
transactions.

In cases where the system does not find the required physician, you can edit
the transaction or post a new transaction, depending on the type of physician
required.

Performing Physician

If the performing physician is missing for a procedure which requires one,
you can add the doctor to the posted transaction with the Enter/Edit Physicians
on Transactions Routine.

Ordering Physician

If, however, the ordering physician is missing on a procedure which
requires one, you cannot add the physician after the transaction is posted.
To enter or edit the ordering physician, you must reverse and flag the
transaction, then post a new one with the correct physician.




Effects of Posting Receipts/Adjustments
Post a Batch (2.1.3)                                                   Page 30



Posting Collection Transactions to a Specific Bill

The system posts transactions in collection batches (as entered via the
Enter/Edit Collection Batch Routine) to the bill specified for each account.


Balance Transfers (Insurance Receipts)

Posting insurance receipts may cause an account balance transfer to a
subsequent insurance. If the transaction meets or exceeds the estimated amount
or payment number for the insurance, the account balance may be
transferred. This depends on what your organization defines in the B/AR
parameters. For more information, see the Proration Dictionary in the B/AR
Dictionary Guide.


Distribution of Self Pay Receipts

If an account has several bills, a Self Pay payment is distributed to the
oldest bill first. See the section titled "Introduction to Batches" for more
information.


Posting a Remittance Batch

A collection batch from an insurance company can contain any combination of
payments, remittance advice (communication from an insurance company that
indicates partial payment, denial, or requests further information about a
claim), or both.

If a batch contains only remittance codes, with no payments, it can resemble an
empty batch (i.e., a batch containing no transactions). The LAST ENTRY #
field displays the number of the last entry to help you distinguish between an
empty batch and one that contains remittance information.

If you have a batch with no totals, and the value in the LAST ENTRY # field
is greater than zero, the batch likely contains remittance information.
However, if the LAST ENTRY # is zero, the batch may be empty. Check the
batch (via the List Batches Routine) and either delete it, or edit and post it
before closing the day.



How to Reverse a Posted Batch

If you find that all information entered in a POSTED batch is incorrect,
you can create a reversing batch using the Copy a Batch Routine.   After you
post the reversing batch, all effects of the incorrect batch are negated (i.e.,
reversed). You can then enter a correct batch.

All transactions from both batches still affect the accounts, i.e., they remain
part of the accounts' transaction history.
Post a Batch (2.1.3)                                                          Page 31



NOTE:   If you post an incorrect batch, close the accounting period, and
        then create the reversing batch, the reversing figures are reflected in
        the next period.



The Post a Batch Screen

The screen used for posting a batch is very similar to the one used to create
the batch. If the requirements for posting a batch, described earlier in this
section, are met, the prompt Post this Batch? appears on the screen. To
post the batch, enter Y.



If You are Prevented from Posting a Batch

If the requirements are not met, you are prevented from posting the batch and a
message appears on the screen explaining why. These error messages are listed
below.


__________________________________________________________________________

                           Posting Error Messages
__________________________________________________________________________

        Batch status isn't OPEN or FROZEN.   Can't post.

        Batch missing control amount required by journal.     Can't post.

        Batch missing control quantity required by journal.     Can't post.

        Batch missing control txn count required by journal.     Can't post.

        Control amounts do not agree.   Can't post.

        Control quantities do not agree.   Can't post.

        Control transaction counts do not agree.   Can't post.

        The previous accounting period isn't closed.     Can't post.

      This batch has been (partially) posted before. Can't post. *
__________________________________________________________________________



  * The message stating that the batch has been partially posted means
    that a system crash occurred while the batch was in the posting process.
    This is an extremely rare occurrence.

    In the unlikely event that you receive this message, contact your
Post a Batch (2.1.3)                                                     Page 32



   MEDITECH Applications Consultant for assistance.


+--------------------------------------------------------------------------------------------+
|                                          Post A Batch                                      |
|============================================================================================|
|Date:                          Status:                                Control     Actual    |
|Journal:                                                 Amount:                            |
|Number:               Dflt Serv Date:                    Quantity:                          |
|(N for next)                                             Txn Count:                         |
|                         Opened:                                                            |
|User:                    Closed:                                    Last Entry #:           |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse             Ctrl Total                  |
|                Qnty        Amount     Qnty       Amount      Qnty      Amount              |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


DATE                   Enter the date of the batch that you want to post.


JOURNAL                Enter the journal which is associated with this
                       batch.

                       Lookup:   Journal Dictionary


NUMBER                 Enter the number of the batch to post. The batch
                       you enter must be either OPEN or FROZEN.

                       Lookup:   All batches on file for this date and journal
                                 (including the the number, status, comment and
                                 last user for each batch)

                       To post the next unposted batch for this journal and
                       date, enter N.
Delete a Batch (2.1.4)                                                 Page 33



2.1.4:    Delete a Batch


Use this routine to delete a batch if you decide that the batch should not be
posted.

NOTE:    To delete a batch, its status must be OPEN.

_______________________________________________________________________________

IMPORTANT

After you delete a batch, you cannot edit or post any of its transactions.
If any transactions in the DELETED batch are valid, you must enter them
into a new batch.
_______________________________________________________________________________


When to Use the Routine

Typically you delete a batch when you discover that all transactions in the
batch are incorrect (e.g., if the same batch was mistakenly entered twice).

However, if only one transaction in an OPEN batch is incorrect, use the
Enter/Edit Batch Transactions Routine to delete that transaction. Then, you
can post the batch.

In another example, a user creates a batch but never actually enters any
transactions. You must delete any such empty batches before you can close
the day.



Identifying an Empty Batch

If a batch contains only remittance codes, with no payments, it can resemble an
empty batch, since quantity and amount totals are zero. Check the LAST ENTRY
# field. If it is zero, the batch is empty and must be deleted before
closing the day.

However, if the value in the LAST ENTRY # field is greater than zero, check
if the batch contains remittance information and should be posted.



Viewing a DELETED Batch

If you need a record of the transactions entered in a DELETED batch,
you can print the Batch List or the Journal Summary Report.

Note that deleting a batch does not actually remove it from the system.   Along
with batches in other statuses, DELETED batches remain until batch file
Delete a Batch (2.1.4)                                                    Page 34



maintenance removes them permanently.


+--------------------------------------------------------------------------------------------+
|                                         Delete A Batch                                     |
|============================================================================================|
|Date:                          Status:                               Control     Actual     |
|Journal:                                              Amount:                               |
|Number:               Dflt Serv Date:                 Quantity:                             |
|                                                      Txn Count:                            |
|User:                     Opened:                                                           |
|                                                                   Last Entry #:            |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse             Ctrl Total                  |
|                Qnty        Amount     Qnty       Amount      Qnty       Amount             |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


DATE                     Enter the date of the batch that you want to delete.


JOURNAL                  Enter the journal associated with this batch.

                         Lookup:   Journal Dictionary


NUMBER                   Enter the number of the batch that you want to
                         delete.   The batch you enter must be OPEN.

                         Lookup:   All batches on file for the identified date and
                                   journal (including the number, status, comment
                                   and last user for each batch)
Freeze a Batch (2.1.5)                                                 Page 35



2.1.5:    Freeze a Batch



Use this routine if you enter and verify transactions and you plan to post
them at a later time.

NOTE:    To freeze a batch, its status must be OPEN.

_______________________________________________________________________________

IMPORTANT

When you freeze a batch, the only subsequent processing you can do is to post
the batch. You cannot edit or delete a FROZEN batch.
_______________________________________________________________________________



When to Use this Routine

You may want to freeze a batch when, for example, the prior accounting period
is still open. Since you can only post a batch when the prior accounting
period has been closed, you can enter transactions for the current date and
then freeze the batch until the accounting period is closed. The batch is then
finalized (i.e., no further edits can be made) and can be posted at a later
time.

Freezing batches is also useful at year end, when you want to enter
transactions for the new year before the previous year is closed.
Freeze a Batch (2.1.5)                                                    Page 36

+--------------------------------------------------------------------------------------------+
|                                         Freeze A Batch                                     |
|============================================================================================|
|Date:                          Status:                               Control     Actual     |
|Journal:                                              Amount:                               |
|Number:               Dflt Serv Date:                 Quantity:                             |
|                                                      Txn Count:                            |
|User:                       Opened:                                                         |
|                                                                   Last Entry #:            |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse             Ctrl Total                  |
|                Qnty        Amount     Qnty       Amount      Qnty       Amount             |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


DATE                     Enter the date of the batch that you want to freeze.


JOURNAL                  Enter the journal that is associated with this
                         batch.

                         Lookup:   Journal Dictionary


NUMBER                   Enter the number of the batch that you want to
                         freeze. You can only enter an OPEN batch.

                         Lookup:    All batches on file for the identified date
                                    and journal (including the number, status,
                                    comment and last user for each batch)
Copy a Batch (2.2)                                                     Page 37



2.2:   Copy a Batch


This routine allows you to create new batches by copying an existing batch. You
can make an identical (that is, a normal) copy of the batch or a reverse
copy, with offsetting amounts.

NOTE: This routine will warn you that the batch you are copying contains
cancelled accounts (if the account was cancelled in ADM) before creating the
new batch. The new batch, however, can be edited.

When to Use This Routine

Normal Batch

Make a normal copy of an OPEN batch to help solve problems (e.g., a batch
was entered using the wrong date or journal). Or, if you expect resolution of a
question concerning batch's transactions, but you are otherwise ready to close
the day, you can copy the batch to a later date and delete today's batch.



Offsetting or Reverse Batches

Reverse a batch to resolve a problem with a POSTED batch. If, for example,
a batch was posted to an incorrect journal, the reverse copy offsets the
incorrect batch.



Multiple Copies of a Batch

This routine also allows you to make several copies of a batch efficiently for
different dates. You may want to do this for charges that repeat for the same
patients over a period of time, such as physical therapy or chronic copayment
charges.

You can enter an OVERRIDE SERVICE DATE if you want to assign a new date of
service to all the transactions in the new batch. If you do not enter an
override, the system uses the service date from the original batch.



How the Routine Works

All information from the original batch is copied to the new batch, including
any transactions' responses to queries in customer-defined screens. The only
exceptions are described in the following sections.



Batch Status
Copy a Batch (2.2)                                                       Page 38




You can copy OPEN, FROZEN, DELETED or POSTED batches.

The copied (i.e., new) batch's status is OPEN,   so that you can make any
necessary edits before posting.

If no transactions are copied (e.g., the procedure was inactive), the new batch
is assigned a status of DELETED.



Prices Used - Current or Original

If you make a normal copy of a batch, the dollar amounts from the original
batch are used for editable charges and non-charge procedures. For
non-editable charges, the current dictionary prices are used.

If you make a reverse copy, the dollar amounts from the original batch are
always used. However, positive amounts from the original batch become negative
in the new copy, and vice versa.



Conditions for Copying

Before copying each transaction, the system verifies that

    *   the associated procedure is active

    *   the new batch's journal allows the procedure's charge category

    *   the account still has the insurance associated with the receipt or
        adjustment procedure, if applicable


Transactions that do not meet these criteria are not copied; a message explains
why.   Furthermore, if an account in the original batch is CANCELLED, a warning
appears, although the transaction is copied anyway.

All non-SYSTEM batches track three new things: the batch user, the open date
and time, and the close date and time of the batch. None of these fields need
to be entered by the user, however,


* The batch user is the signed on user

* The system automatically notes the open date and time when you create a new
  batch.

* The close date and time for, automated, and cashiering batches is when it is
  posted. For formatted batches, it is when the batch is moved.

All of the new fields can be seen on the appropriate batch lists:   List, List
Copy a Batch (2.2)                                                      Page 39



extended, List format, etc.   The user field on the List Unposted Batches report
displays the batch user.


Cancelled Accounts

When an account is cancelled in ADM, it's B/AR account lookup now contains the
word <CANCELLED> where the Admit/Service and Discharge dates normally appear.
In addition, a warning message appears whenever you identify the account.

Confidential/VIP Accounts

If an account is flagged as "confidential" in ADM, the word <CONFIDENTIAL> will
appear on the Process an Account screen on the same line as the account number.
In addition, a "c" precedes the patient's name on the account lookup.

If an account is flagged as "VIP" in ADM, the <VIP> appears on the Process an
Account screen in the same place as the <CONFIDENTIAL> indicator described
above. In addition, an asterisk (*) precedes the patient's name on the account
lookup.

+--------------------------------------------------------------------------------------------+
|                                         Copy A Batch                                       |
|============================================================================================|
|Copy From Batch                                                                             |
|                                                            Control         Actual          |
|Date:                Status:                   Amount:                                      |
|Journal:             Default                   Quantity:                                    |
|Number:              Service Date:             Txn Count:                                   |
|Comment:                                                                                    |
|                                                                                            |
|                     Normal                Reverse              Ctrl Total                  |
|                Qnty        Amount    Qnty       Amount      Qnty       Amount              |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
|-------------------------------------------------------------------------------             |
|Copy (N)ormal Or (R)everse:                                                                 |
|                                                                                            |
|Date:                Override Service Date:             Number:                             |
|Journal:                                                                                    |
|Comment:                                                                                    |
+--------------------------------------------------------------------------------------------+


DATE                   Enter the date of the original batch to copy.
Copy a Batch (2.2)                                                      Page 40



JOURNAL                 Enter the journal associated with the batch that you
                        want to copy.

                        Lookup:   Journal Dictionary


NUMBER                  Enter the number of the batch that you want to copy.

                        Lookup:   All batches on file for the identified date and
                                  journal.


COPY (N)ORMAL OR (R)EVERSE

                        If you want to make a normal copy of this batch, enter
                        N. In a normal copy, the new batch contains dollar
                        amounts from the original batch for editable charges and
                        non-charge procedures. For non-editable charges, the
                        new batch contains current dictionary prices.

                        To create a reversing copy of the batch, enter R.
                        In a reverse copy, positive amounts in the original
                        batch become negative in the new batch, and vice versa.

                        For detailed information regarding reversing and copying
                        batches, see the introduction to this routine.


DATE                    Enter the date of the new batch.


JOURNAL                 Enter the journal you wish to associate with the
                        new batch.

                        Lookup:   Journal Dictionary


COMMENT                 If desired, enter a comment for the new batch.   Any
                        comment that you enter here appears on standard batch
                        reports and Lookups.


OVERRIDE SERVICE DATE
                        Enter the service date you want to associate with each
                        transaction in the new batch, if desired. If you do not
                        enter an override, the service date from the original
                        batch is used.
Edit Comment and Control Totals (2.3)                                   Page 41



2.3:    Edit Comment and Control Totals


Use this routine to edit the following batch information:

    *    comment

    *    default service date

    *    control amount

    *    control quantity

    *    control transaction count


NOTES:   To edit transaction amounts, use the Enter/Edit Batch Transactions
         Routine.

         To edit batch information, its status must be OPEN.



When to Use This Routine

During batch processing, you may want to edit the batch comment. For example,
you might want to note the reasons for a status change, or comment on other
unique circumstances that affect the batch.

Or, when researching a discrepancy between the actual and control totals, you
may find that the control total is in error. In that case, you can use this
routine to make the appropriate edit.

NOTE: All batches, with the exception of SYSTEM batches, track three new
things: the bathc user, the open date and time, and the close date and time of
the batch. None of these fields need to be entered by the user. These fields
can be seen on several batch reports, such as List Batches, List Extended
Batches, List format, etc.
Edit Comment and Control Totals (2.3)                                  Page 42

+--------------------------------------------------------------------------------------------+
|                                Edit Comments And Control Totals                            |
|============================================================================================|
|Date:                          Status:                              Control     Actual      |
|Journal:                                               Amount:                              |
|Number:               Dflt Serv Date:                  Quantity:                            |
|                                                       Txn Count:                           |
|User:                        Opened:                                                        |
|                                                                  Last Entry #:             |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|                     Normal                 Reverse            Ctrl Total                   |
|                Qnty        Amount     Qnty       Amount     Qnty      Amount               |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


DATE                   Enter the date of the batch whose comment or
                       control totals to edit.


JOURNAL                Enter the journal associated with the batch that you
                       want to edit.

                       Lookup:   Journal Dictionary


NUMBER                 Enter the number of the batch that you want to edit.
                       The batch must be OPEN.

                       Lookup:   Batches on file for the identified date and
                                 journal (including status, comment and last
                                 user for each batch)



COMMENT                Add or edit the comment for this batch, as desired.
                       The comment that you enter here appears on standard
                       batch lists and reports.


DEFAULT SERVICE DATE   If desired, add or edit the default service date for
                       the transactions in this batch. If you enter a date
                       here, this date automatically appears at the SERVICE
Edit Comment and Control Totals (2.3)                                  Page 43



                      DATE prompt on the second Enter/Edit Batch
                      Transactions screen when you enter transactions. You
                      may override this date if it does not apply to a given
                      transaction.

                      Note that entering or editing a date here does not
                      change the service date on previously existing batch
                      transactions.



Control Totals

For detailed information on the control totals for amount, quantity and
transaction count, see the section of this manual titled "Enter/Edit Batch
Transactions Routine."


AMOUNT                If desired, add or edit the control dollar amount
                      total for this batch. If you enter a control amount
                      here, it must match the actual amount before the batch
                      can be posted.


QUANTITY              If desired, add or edit the control quantity
                      amount. If you enter a control quantity here, it must
                      match the actual quantity before the batch can be
                      posted.


TXN COUNT             If desired, add or edit a control for the total
                      number of transactions in this batch. If you enter a
                      control total here, it must match the actual total
                      before the batch can be posted.
Re-Open an 'IN USE' Batch (2.4)                                        Page 44



2.4:   Re-Open an 'IN USE' Batch


Use this routine to re-open a batch that is IN USE (i.e., transactions
were being entered) because of a system crash.
_______________________________________________________________________________

IMPORTANT

The routine is designed to be used only for batches left IN USE after a
system failure. MEDITECH recommends limiting users who have access to this
routine. Typically, it is only the Information Systems or Data Processing
Department.
_______________________________________________________________________________



Before You Use the Routine

Before you re-open a batch, verify that no one is actually using the batch. If
you re-open a batch that a user is processing, you risk other users' gaining
access to the same batch, which jeopardizes the integrity of the batch data.

The Re-Open an 'IN USE' Batch screen displays the last user and device for the
identified batch. You can then check with that user or go to that device to
verify that no one is using that batch.



How the Routine Works

When you re-open an IN USE batch, any transactions in that batch which have
not been filed are eliminated from the batch. The quantity and amount summary
totals for the batch are adjusted to reflect only those transactions which were
filed before the system crashed. The screen displays the adjusted summary
amounts. You must re-enter any eliminated transactions.

After you re-open a batch, you can return to the Enter/Edit Batch Transactions
screen and continue entering transactions into the batch.
Re-Open an 'IN USE' Batch (2.4)                                          Page 45

+--------------------------------------------------------------------------------------------+
|                                  Re-Open An 'IN Use' Batch                                 |
|============================================================================================|
|This routine allows you to identify a batch with an IN USE status and set the status to     |
|OPEN. This should only be used when the machine has crashed leaving the batch IN USE        |
|and no user actually using the batch!                                                       |
|                                                                                            |
|Date:                         Status:                              Control      Actual      |
|Journal:                                              Amount:                               |
|Number:              Dflt Serv Date:                  Quantity:                             |
|                                                      Txn Count:                            |
|User:                       Opened:                                                         |
|                                                                 Last Entry #:              |
|                                                                                            |
|Comment:                                                                                    |
|Last User:                            Last Device:                                          |
|                                                                                            |
|                    Normal                 Reverse            Ctrl Total                    |
|                Qnty       Amount      Qnty      Amount     Qnty      Amount                |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


DATE                   Enter the date of the batch you want to reopen.


JOURNAL               Enter the journal associated with the batch you want
                      to reopen.

                      Lookup:     Journal Dictionary


NUMBER                 Enter the number of the batch you want to reopen.

                      Lookup:     all batches on file for the identified date
                                  and journal



After you enter a number, the batch information appears on the screen to allow
you to verify that this is the correct batch. The Set the status to OPEN?
prompt appears at the bottom of the screen. To re-open the batch, enter Y.
If you decide not to re-open the identified batch, enter N. The cursor
then returns to the NUMBER prompt.
Enter/Edit Collection Transactions (2.5)                               Page 46



2.5:    Enter/Edit Collection Transactions


This routine allows you to efficiently enter and edit collection transactions
for receipts and adjustments. You cannot, however, enter charge transactions
with this routine.

_______________________________________________________________________________

IMPORTANT

This routine also allows you to enter refund procedures; however, MEDITECH
strongly recommends against it. Instead, you should create a separate batch
specifically for refunds via the Enter/Edit Batch Transactions Routine.
_______________________________________________________________________________


In this routine you post each collection transaction to a specific bill for
an account. If you do not know which bill to use, or if it applies to an
unbilled account you can enter N (for NEXT bill), and the transaction is
applied to the next bill generated for the account.



The Enter/Edit Collection Transaction Screens

The screens in this routine resemble the screens in the Enter/Edit Batch
Transactions Routine. On the first, you identify general batch information.
On the second screen, you enter transaction information. There are differences
in the type of information that is entered. The major differences between
the screens involve the bill, insurance and default procedure information
entered on the Enter/Edit Collection Transactions screens.


The First Enter/Edit Collection Transactions Screen

When you choose this routine, a screen appears that prompts you to identify the
batch by entering its date, journal and number. If you are creating a new
batch, you can also enter a comment, control totals, and a default service
date.


DATE

If you are creating a new batch, enter the date to associate with this batch.
If you are editing a batch, enter the batch's date.

NOTE:    You cannot enter a closed date.


JOURNAL
Enter/Edit Collection Transactions (2.5)                                 Page 47



Enter the journal associated with these transactions.

Lookup:    B/AR Journal Dictionary

NOTE:    To enter a journal, you must have access to that journal.


NUMBER

To enter a new batch, enter N for next.    The system then assigns the next
sequential number.

Lookup:   Batches on file for the specified date and journal (including the
          number, status, comment and last user for each batch)


To edit an existing batch, enter its number. It must be an OPEN
collections batch. Batches created via this routine cannot be subsequently
edited via the standard Enter/Edit Batch Transactions or Process a Batch
routines. You must use this routine to edit a collection transactions batch.

After you identify a batch, IN USE appears in the STATUS field while you
are working in that batch.


COMMENT

If desired, enter a free text comment for this batch. Any comment that you
enter here appears on standard batch lists and reports.


DEFAULT SERVICE DATE

If desired, enter a default service date for the transactions in this batch.
If you enter a date here, this date automatically appears at the SERVICE
DATE prompt on the next screen when you are entering transactions. You may
override this date if it does not apply to a given transaction.


Entering Control Totals

Use the following three fields to enter control totals. Control totals ensure
that you have entered accurate dollar amounts, quantities (the number of times
procedures are done), and the correct number of procedures in a batch. Control
totals must equal the actual amounts entered or you cannot post the batch. You
may enter one, two, or three control totals for each batch.

Entering control totals is optional unless the batch's journal requires control
values (as defined in the Journal Dictionary).


AMOUNT
Enter/Edit Collection Transactions (2.5)                               Page 48



This is the sum of all dollar amounts entered for all transactions in this
batch. When you post the batch, this sum is compared to the actual total,
which is the sum of all dollar amounts actually entered in the batch. These
totals should be equal.

If you want the system to verify that you have entered the correct dollar
amounts for transactions in this batch, enter a control total dollar amount
here.

You must enter the AMOUNT in the following format:

                                     0.00

Do not use commas or dollar signs.

By comparing the actual and control totals, the system verifies that the
transaction dollar amounts for the batch have been accurately entered. If a
discrepancy occurs, you cannot post the batch.


QUANTITY

For this routine, the quantity and transaction count totals are the same.
Unlike other batch entry routines, you do not enter a quantity with a
transaction. Instead, each transaction has a quantity of one.

Enter the control quantity for the batch.   It must match the actual quantity
before the batch can be posted.


TXN COUNT

This is the sum of all transactions (i.e., procedures) entered in this batch.
Since transactions entered with this routine always have a quantity of one, the
transaction count is equal to the quantity.

If you do enter a transaction count here, it must match the actual number of
transactions entered for you to post the batch. The control transaction count
prevents users from posting batches with extra or missing data.


LAST ENTRY #

A view-only field. The number of the last entry in the batch appears. Use this
number to identify on this screen any batch containing only remittance advice
(zero dollars and no transactions). After approval, such batches can be posted.

Or, if this number is 0 (with zero dollars and no transactions), the batch is
actually an empty batch and can be deleted.


INSURANCE
Enter/Edit Collection Transactions (2.5)                                Page 49



If desired, enter an insurance with which you wish to associate default
procedures. You can enter an unlimited number of insurances.

Lookup:   MIS Insurance Dictionary

When you identify any of these insurances on the second screen, its associated
procedure(s) also appear for the transaction.


DEFAULT PROC ONE

Enter the procedure that you will typically be entering first for this
insurance. It must be a procedure associated with the selected insurance in
the Procedure Dictionary.

Lookup:   Procedures associated with the selected insurance in the Procedure
          Dictionary

If you enter a procedure here, this procedure automatically appears at the
PROCEDURE prompt on the next screen when you identify its associated
insurance.


DEFAULT PROC TWO

Enter the procedure that you will typically enter after the default procedure
that you specified at the previous prompt.

Lookup:   Procedures associated with the identified insurance in the Procedure
          Dictionary

The secondary procedure is often an adjustment procedure used for write-offs.


If you enter a procedure here, this procedure automatically appears as the
second procedure for the specified insurance.


You may enter an unlimited number of default procedures.



NOTE:   When you go into a new batch, the system defaults values at the
"Short Form?", "Edit DRG?", "Default Ins?", "Remit Codes", and
"Print $0 Bal?" prompts unless entered or editted in the journal dictionary
you use for collection transactions.

The defaults will be saved, whether you accept the defaults or edit them, if
you file the screen and later return to edit the batch.


Short Form?
Enter/Edit Collection Transactions (2.5)                                 Page 50



To use the short form on the second screen of the routine, enter Y.
For more information about using the short form, read the section below
entitled "The Second Enter/Edit Collection Transactions Screen: Short Form".

Or, to use the Long Form, enter N.
For more information about using the long form, read the section below entitled
"The Second Enter/Edit Collection Transactions Screen: Long Form".


Edit DRG?

If you do not want to edit the DRGs for the accounts for which you enter
transactions , enter N.

Or, to be able to edit the DRG for which your organization was reimbursed,
enter Y.


Default Ins?

If, for each transaction in this batch, you wish to have a specific insurance
appear automatically at the INSURANCE prompt (on the second screen),
enter Y.

You might do this if you are processing a large receipt batch from an insurance
company.

For each transaction, the insurance you entered on the first screen appears
automatically on the second screen. After you enter the insurance for one
transaction, it appears for each subsequent transaction (as long as it is an
active insurance on the account). You may change default insurances at any
point while you process the batch.

If you prefer to enter the insurance for every transaction in this batch,
enter N.


Remittance Codes

If you will not be entering remittance codes on the next screen, enter N.

Or, to be prompted for a remittance code with each entry on the second screen,
enter Y.

A remittance code tracks how an insurance company responds to a claim (for
example, denial, rejection, or partial payment). It can accompany payment, or
be posted in a batch without dollar transactions.


Print $0 Bal?

If you do not want bills with zero dollar amounts to display, enter N.
Enter/Edit Collection Transactions (2.5)                                Page 51



If you prefer to have all bills display, regardless of dollar amount,
enter Y.




Proceeding to the Second Screen

Once you have entered the batch information, the OK? prompt appears.
Answering "Y" here brings you to the second Enter/Edit Collection
Transactions screen.

If you wish return to the first screen to edit the batch information, enter
"N" at the OK? prompt.


The Second Enter/Edit Collection Transactions Screen: Long Form


ENTRY #

If no entries exist in this batch, 1 appears here. If there are existing
entries for this batch, the next sequential entry number appears as the
default.

To begin a new entry, press <Enter>.

If you want to edit an existing entry's transactions, delete the default value
and enter the number of that entry.

To leave this screen, delete the entry number and press <Enter>.


ACCOUNT

Enter the patient account for which you wish to enter edit transactions.

Patient Accounts

To identify a patient account, enter one of the following:

      *   The account number.

      *   The patient's unit number, preceded by U# (for example, U#1234567).
          If the patient has more than one account, a list of his/her accounts
          then appears on the screen.

      *   The patient's name or partial name. When you select the patient from
          the LOOKUP and the patient has more more than one account, a list
          of his/her accounts then appears on the screen.

      *   The guarantor number preceded by G# (for example, G#052-40-0266). If
          your system is set up for guarantor statements, press <Lookup> and
Enter/Edit Collection Transactions (2.5)                                    Page 52



             select the guarantor. A list of accounts associated with this
             guarantor then appears, arranged in numerical order by account number.
             If you generate UCRNs (unique claim reference numbers) for accounts
             when claims print, you may enter the UCRN at the account prompt to
             identify the patient account to which you want to post collection
             transactions.


SER DATE

Enter the service date that applies to this entry. If you have entered a
default service date on the previous screen, that date appears here. You may
change it, if necessary.


INSURANCE

Enter the insurance for which you wish to apply a payment. If you entered a
default insurance on the previous screen and the account which you have entered
at the "Account" prompt has that insurance in their current order, that
insurance will default here.

Lookup:       Current insurances assigned to this account


After entering the insurance, the following information appears to help you
choose the correct bill to which the transaction should be posted.

        *     list of active insurances on the account

        *     number of each posted bill on the account

        *     date each bill was posted

        *     total charges on each bill

        *     amount each insurance owes per bill

        *     unapplied, or unbilled charges (for all insurances and Self Pay)


BILL #

Enter the Bill number for which you wish to apply a payment.

Lookup:       Bills associated with selected insurance

You can then enter non-charge procedures for the identified patient and
insurance. When you enter a procedure, the system checks the Non-Charge
Procedure Dictionary to verify that the procedure is associated with the
identified insurance.

NOTE:       If you defined default procedures for the insurance on the first
Enter/Edit Collection Transactions (2.5)                                 Page 53



         screen, those procedures appear on this screen.

When entering a REFUND type procedure on the second page of the Enter/Edit
Collection Transactions, another screen appears. The address where the Refund
should be sent appears, based on the following logic:

If it is an insurance refund, the system uses the Override Address from the
Non-Charge Procedure Dictionary. If there is no Override Address, and the
insurance is an "OTHER" type, the insurance address from the patient's file
appears. If there is no Override Address and the insurance is not an "OTHER"
type, the insurance address from the MIS Insurance Dictionary appears.

If it is a patient refund, the Guarantor's address appears.

If the Edit DRG? prompt was defined as Y on the first screen, this
screen also displays the following information:

      *    submitted DRG code

      *    expected amount

      *    cost outlier amount

      *    day outlier amount


You can use this information to verify that the DRG submitted (and the
associated costs) is the same as the DRG code and amount(s) reimbursed. If the
DRG code for which your organization was reimbursed varies from the code
submitted, the system allows you to enter the reimbursed code. This DRG
information appears on the appropriate Logs once the batch is posted.


PROCEDURE

Identify the procedure associated with this receipt. The procedure must be
associated with the insurance identified in the Procedure Dictionary.

Lookup:    Procedures associated with the identified insurance

If a default procedure was entered for this insurance on the first screen, it
appears here. You may change it, if necessary.


AMOUNT

Enter the amount of the receipt.    If this is a reversal, enter a negative
number.


COMMENT

If desired, enter a comment that applies to this transaction.    You can use any
Enter/Edit Collection Transactions (2.5)                                Page 54



combination of letters and number up to 35 characters.

This comment appears everywhere the transaction appears (bills, statements and
patient detail reports).



The Second Enter/Edit Collection Transactions Screen (SHORT FORM)

The Short Form of the Enter/Edit Collection Transactions routine allows you to
quickly and efficiently enter collection transactions.

For example, if you wish to enter a batch of transactions from one insurance
for multiple accounts, using the short form will enable you to identify the
account and enter the payment amount for the transaction.

The Short Form contains the following fields, which function the same as in the
long form, explained above.

      * Entry #

      * Account

      * Service Date

      * Insurance

      * Procedure

      * Amount


After identifying the insurance, a screen fragment appears showing the
information below, to help you choose the correct bill to which the transaction
should be posted.

     *   list of active insurances on the account

     *   number of each posted bill on the account

     *   date each bill was posted

     *   total charges on each bill

     *   amount each insurance owes per bill

     *   unapplied, or unbilled charges (for all insurances and Self Pay)

To choose a bill to which the transaction should be posted, use the down arrow
key and scroll to the correct bill, then file the screen.
Enter/Edit Collection Transactions (2.5)                               Page 55




Storing Users

All non-SYSTEM batches track three things - the batch user, the open date and
time, and the close date and time. (None of these fields need to be entered by
the user)

Definitions

* The batch user is the signed on user.

         NOTE: Because the storing of the user at the transaction level has
         the potential to take up a good amount of space, you can choose to
         the store the user by Journal. To do this, enter Y. The system
         stores the user of the batch at the transaction level until the
         account is purged.


* The open date and time are automatically noted when you create a new batch.

* The close date and time for regular, automated, and cashier batches denote
  when the batch is posted. For formatted batches,the close date and time
  denote when the batch is moved.

All of the fields can be seen on the appropriate batch lists: List, List
Extended, List Format, etc. The user field on the List Unposted Batches report
displays the batch user.



First Screen
Enter/Edit Collection Transactions (2.5)                                Page 56

+--------------------------------------------------------------------------------------------+
|                               Enter/Edit Collection Transactions                           |
|============================================================================================|
|Date:                          Status:                                 Control      Actual  |
|Journal:                                                 Amount:                            |
|Number:               Dflt Serv Date:                    Quantity:                          |
|                                                         Txn Count:                         |
|User:                       Opened:                                                         |
|                                                                     Last Entry #:          |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                     Normal                 Reverse              Ctrl Total                 |
|                Qnty        Amount     Qnty       Amount      Qnty       Amount             |
|Charges                                                                                     |
|Receipts                                                                                    |
|Adjustments                                                                                 |
|Refunds                                                                                     |
|               -----------------------------------------------------------                  |
|                                                                                            |
|                                                                                            |
|             Default      Default                                     Short Form?           |
|Insurance    Proc One     Proc Two                                    Edit Reimb?           |
|                                                                      Default Ins?          |
|                                                                      Remit Codes?          |
|                                                                      Print $0 Bal?         |
+--------------------------------------------------------------------------------------------+


DATE                  If you are creating a new batch, enter the date to
                      associate with this batch. If you are editing a batch,
                      enter the batch's date.

                      NOTE:   You cannot enter a closed date.


JOURNAL               Enter the journal associated with these
                      transactions.

                      Lookup:   MIS GL Journal Dictionary

                      NOTE: To enter a journal, you must have access to
                      that journal.


NUMBER                To enter a new batch, enter N for next. The
                      system then assigns the next sequential number.

                      Lookup:   Batches on file for the specified
                                date and journal (including the number, status,
                                comment and last user for each batch)
Enter/Edit Collection Transactions (2.5)                               Page 57




                       To edit an existing batch, enter its number.   It must be
                       an OPEN collections batch.

                       Batches created via this routine cannot be subsequently
                       edited via the standard Enter/Edit Batch Transactions or
                       Process a Batch routines. You must use this routine
                       to edit a collection transactions batch.



COMMENT                If desired, enter a free text comment for this
                       batch. Any comment that you enter here appears on
                       standard batch lists and reports.


DEFAULT SERVICE DATE   If desired, enter a default service date for the
                       transactions in this batch. If you enter a date here,
                       this date automatically appears at the SERVICE DATE
                       prompt on the next screen when you are entering
                       transactions. You may override this date if it does not
                       apply to a given transaction.


Entering Control Totals

Use the following three fields to enter control totals. Control totals ensure
that you have entered accurate dollar amounts, quantities (the number of times
procedures are done), and the correct number of procedures in a batch. Control
totals must equal the actual amounts entered or you cannot post the batch. You
may enter one, two, or three control totals for each batch.

Entering control totals is optional unless the batch's journal requires control
values (as defined in the Journal Dictionary).


AMOUNT                 This is the sum of all dollar amounts entered
                       for all transactions in this batch. When you post
                       the batch, this sum is compared to the actual total,
                       which is the sum of all dollar amounts actually
                       entered in the batch. These totals should be equal.

                       If you want the system to verify that you have entered
                       the correct dollar amounts for transactions in this
                       batch, enter a control total dollar amount here.

                       By comparing the actual and control totals, the system
                       verifies that the transaction dollar amounts for the
                       batch have been accurately entered. If a discrepancy
                       occurs, you cannot post the batch.
Enter/Edit Collection Transactions (2.5)                                  Page 58



QUANTITY              For this routine, the quantity and transaction count
                      totals are the same. Unlike other batch entry routines,
                      you do not enter a quantity with a transaction.
                      Instead, each transaction has a quantity of one.

                      Enter the control quantity for the batch. It must match
                      the actual quantity before the batch can be posted.


TXN COUNT             This is the sum of all transactions (i.e.,
                      procedures) entered in this batch. Since transactions
                      entered with this routine always have a quantity of one,
                      the transaction count is equal to the quantity.

                      If you do enter a transaction count here, it must match
                      the actual number of transactions entered for you to
                      post the batch. The control transaction count prevents
                      users from posting batches with extra or missing data.


LAST ENTRY #          The number of the last entry in the batch appears.
                      Use this number to identify on this screen any batch
                      containing only remittance advice (zero dollars and no
                      transactions). After approval, such batches can be
                      posted.

                      Or, if this number is 0 (with zero dollars and no
                      transactions), the batch is actually an empty batch and
                      can be deleted.


INSURANCE             If desired, enter an insurance with which you wish
                      to associate default procedures. You can enter an
                      unlimited number of insurances.

                      Lookup:   MIS Insurance Dictionary

                      When you identify any of these insurances on the second
                      screen, its associated procedure(s) also appear for the
                      transaction.


DEFAULT PROC ONE      Enter the procedure that you will typically be
                      entering first for this insurance. It must be
                      a procedure associated with the selected insurance in
                      the Procedure Dictionary.

                      Lookup:   Procedures associated with the selected
                                insurance in the Procedure Dictionary
Enter/Edit Collection Transactions (2.5)                                Page 59



                      If you enter a procedure here, this procedure
                      automatically appears at the PROCEDURE prompt on the
                      next screen when you identify its associated insurance.


DEFAULT PROC TWO      Enter the procedure that you will typically enter
                      after the default procedure that you specified at the
                      previous prompt.

                      Lookup:   Procedures associated with the identified
                                insurance in the Procedure Dictionary

                      The secondary procedure is often an adjustment procedure
                      used for write-offs.

                      If you enter a procedure here, this procedure
                      automatically appears as the second procedure for the
                      specified insurance.


Short Form?    To use the Short Form on the second screen, enter Y.
               To use the Long Form on the second screen, enter N.


EDIT DRG?          ~N appears. If you do not want to edit the DRGs on
                       the transaction, press <Enter>.

                      Or, to be able to edit the DRG for which your
                      organization was reimbursed, delete N and enter
                      Y.




DEFAULT INS?          Y appears. If, for each transaction in this
                      batch, you wish to have a specific insurance appear
                      automatically at the INSURANCE prompt (on the second
                      screen), press <Enter>.

                      On the second screen, after you enter the insurance for
                      one transaction, it appears for each subsequent
                      transaction (if it is an active insurance on the
                      account). If this insurance does not apply to some
                      transactions in this batch, you can delete it and enter
                      the mnemonic for a different default insurance. See the
                      introduction to this routine for more information.

                      If you prefer to enter the insurance for every
                      transaction in this batch, delete the Y and enter
                      N.
Enter/Edit Collection Transactions (2.5)                              Page 60



REMIT CODES?          N appears. If you do not intend to enter remittance
                      codes on the next screen, press <Enter>.

                      Or, to be prompted for a remittance code for each entry
                      in the batch, delete N and enter Y.


Print $0 BAL?         N appears. If you do not want bills for the
                      selected insurance with zero dollar amounts to display
                      on the next screen, press <Enter>.

                      If you prefer to have bills displayed for the selected
                      insurance with zero dollar amounts on the next screen,
                      delete the N and enter Y.



Long Form

+--------------------------------------------------------------------------------------------+
|                           Enter/Edit Batch Collection Transactions                         |
|============================================================================================|
|Batch Date:               Journal:              Number:                                     |
|--------------------------------------------------------------------------------------------|
|Entry #                            Account                                                  |
|                                                                                            |
|Ser Date:            Insurance                                                              |
|                                                                                            |
|       Bill # Date    Type         Chgs                                                     |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|------------------------------------------------------------------------------------------- |
|Bill #                                                                                      |
|            Qty    Amount                                                                   |
|Charges:                                                                                    |
|Edit:                                                                                       |
|Receipts:                    Exp Rcp:                                                       |
|Adjs:                                                                                       |
|Refunds                                                                                     |
|Ins Xfers:                                                                                  |
|Balance:                     Acct Bal:                                                      |
|                                                                                            |
|Txn Procedure    Amount        Comment                                                      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+
Enter/Edit Collection Transactions (2.5)                                 Page 61



ENTRY #               If no entries exist in this batch, 1 appears
                      here. If there are existing entries for this batch, the
                      next sequential entry number appears as the default. To
                      begin a new entry, press <Enter>.

                      If you want to edit an existing entry's transactions,
                      delete the default value and enter the number of that
                      entry.

                      To leave this screen, delete the entry number and press
                      <Enter>.


ACCOUNT               Enter the patient account for which you wish to
                      enter or edit transactions.

                      Patient Accounts

                           To identify a patient account, enter one of the
                           following:

                                *   The account number.

                                *   The patient's   unit number, preceded by U#
                                    (for example,   U#1234567). If the patient
                                    has more than   one account, a list of his/her
                                    accounts then   appears on the screen.

                                *   The patient's name or partial name. When
                                    you select the patient from the LOOKUP and
                                    the patient has more than one account, a
                                    list of his/her accounts then appears on
                                    the screen.

                                    * The guarantor number preceded by G# (for
                                    example, G#052-40-0266). If your system is
                                    set up for guarantor statements, press
                                    <Lookup> and select the guarantor. A list
                                    of accounts associated with this guarantor
                                    then appears, arranged in numerical order by
                                    account number.


SER DATE              Enter the service date that applies to this entry.
                      If you have entered a default service date on the
                      previous screen, that date appears here. You may change
                      it, if necessary.


INSURANCE              Enter the insurance for which you wish to apply a
Enter/Edit Collection Transactions (2.5)                                Page 62



                      payment.

                      Lookup:    Current insurances assigned to this account


BILL #                Enter the Bill number for which you wish to apply a
                      payment.

                      Lookup:    Bills associated with selected insurance


PROCEDURE             Identify the procedure associated with this receipt.
                      The procedure must be associated with the insurance
                      identified in the Procedure Dictionary.

                      Lookup:    Procedures associated with the identified
                                 insurance

                      If a default procedure was entered for this insurance on
                      the first screen, it appears here. You may change it,
                      if necessary.



AMOUNT                Enter the amount of the receipt. If this is a
                      reversal, enter a negative number.


COMMENT               If desired, enter a comment that applies to this
                      transaction. You can use any combination of letters and
                      number up to 35 characters.

                      This comment appears everywhere the transaction appears
                      (bills, statements and patient detail reports).



Short Form
Enter/Edit Collection Transactions (2.5)                                 Page 63

+--------------------------------------------------------------------------------------------+
|                          Enter/Edit Batch Collection Transactions                          |
|============================================================================================|
|Batch Date:              Journal:              Number:                                      |
|------------------------------------------------------------------------------------------- |
|Entry #                           Account                                                   |
|                                                                                            |
|Ser Date:            Insurance                                                              |
|                                                                                            |
|Bill #                                                                                      |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|Txn Procedure    Amount                                                                     |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


ENTRY #               If no entries exist in this batch, 1 appears
                      here. If there are existing entries for this batch, the
                      next sequential entry number appears as the default. To
                      begin a new entry, press <Enter>.

                      If you want to edit an existing entry's transactions,
                      delete the default value and enter the number of that
                      entry.

                      To leave this screen, delete the entry number and press
                      <Enter>.


ACCOUNT               Enter the patient account for which you wish to
                      enter or edit transactions.

                      Patient Accounts

                           To identify a patient account, enter one of the
                           following:

                                *   The account number.

                                *   The patient's   unit number, preceded by U#
                                    (for example,   U#1234567). If the patient
                                    has more than   one account, a list of his/her
                                    accounts then   appears on the screen.

                                *   The patient's name or partial name. When
                                    you select the patient from the LOOKUP and
                                    the patient has more than one account, a
Enter/Edit Collection Transactions (2.5)                               Page 64



                                   list of his/her accounts then appears on
                                   the screen.

                                   * The guarantor number preceded by G# (for
                                   example, G#052-40-0266). If your system is
                                   set up for guarantor statements, press
                                   <Lookup> and select the guarantor. A list
                                   of accounts associated with this guarantor
                                   then appears, arranged in numerical order by
                                   account number.


SER DATE              Enter the service date that applies to this entry.
                      If you have entered a default service date on the
                      previous screen, that date appears here. You may change
                      it, if necessary.


INSURANCE             Enter the insurance for which you wish to apply a
                      payment.

                      Lookup:   Current insurances assigned to this account


BILL #                Enter the Bill number for which you wish to apply a
                      payment.

                      Lookup:   Bills associated with selected insurance


PROCEDURE             Identify the procedure associated with this receipt.
                      The procedure must be associated with the insurance
                      identified in the Procedure Dictionary.

                      Lookup:   Procedures associated with the identified
                                insurance

                      If a default procedure was entered for this insurance on
                      the first screen, it appears here. You may change it,
                      if necessary.



AMOUNT                Enter the amount of the receipt. If this is a
                      reversal, enter a negative number.
Enter/Edit Performing Physician (2.6)                                   Page 65



2.6:    Enter/Edit Performing Physician


State regulations may require that your claim forms identify doctors performing
professional services. To help you meet this requirement, this routine (named
Enter/Edit Performing Physician on the Additional Routines Menu and E/E
Performing Doctor in the Process Account Feature) enables you to enter or edit
the physician who performed a B/AR procedure.

NOTE:   Your hospital must first define in its Procedure Dictionary whether
        a procedure requires a performing physician.


You would use this routine if

    *   Your hospital enters procedures requiring a performing physician via
        the B/AR Module, and he or she is not identified before the batch is
        posted.

    *   The performing physician is missing from a procedure transferred from
        a clinical module.



Procedures Entered via the B/AR Module

If your hospital enters procedures in the B/AR Module, the Enter/Edit Batch
Transactions Routine or the Enter/Edit function of the Process a Batch Routine
enable you to identify the performing physician for procedures that require
this doctor.

Often, the performing physician is not known at the time the batch is entered.
You may enter or edit the performing physician any time before the batch is
posted via the Enter/Edit Batch Transactions Routine or the Enter/Edit function
of the Process a Batch Routine. After the batch is posted, however, you must
use the Enter/Edit Performing Physician Routine to enter or edit the performing
physician.



Procedures Transferred from a Clinical Module

Typically, the performing physician is identified when a user of a clinical
module enters a procedure. That information is transferred to billing via the
B/AR Automated Batch Entry Feature. If the performing physician is not known
at the time a user enters the procedure, the doctor is transferred to B/AR at a
later time. At that time, the system matches him or her with the appropriate
procedure.
Enter/Edit Performing Physician (2.6)                                   Page 66



Assume, for example, that the Radiology Module captures exam charges when exams
are ordered. The Module compiles these charges for transfer to B/AR before the
radiologist interprets the film. When the radiology report is entered, a user
identifies the radiologist. That radiologist is then transferred to B/AR and
matched with the appropriate exam charges.

If the performing physician is missing from a procedure (e.g., a clinical user
entered an incorrect performing physician), you must manually record the
physician in the B/AR Module via the Enter/Edit Performing Physician Routine.



Entering/Editing the Performing Physician via this Routine

When you can properly identify the account and the physician who performed the
procedure, you can associate him or her with the appropriate transaction via
this routine.

When you select this routine, you simply identify the account and a list of
procedures appears. These are all the procedures posted to the account which
require a performing physician (as defined in your Procedure Dictionary). The
list provides the following data enabling you to verify that you have the
correct procedure:

    *   service date                    *   procedure description

    *   quantity                        *   charge category

    *   procedure code                  *   performing physician (if previously
                                            entered)

To help you identify the physician, you should print a list of the physicians
who were not matched with procedures on a specific day. For more information
on this list, see the List a Batch's Doctors Who Need Transactions Routine (on
the standard Automated Batch Entry Menu).
Enter/Edit Performing Physician (2.6)                                  Page 67

+--------------------------------------------------------------------------------------------+
|                              Enter/Edit Performing Physicians                              |
|============================================================================================|
|                                                                                            |
|Patient ID:                                                                                 |
|                                                                                            |
|     Ser Date Qty   Proc       Description                     Chg Cat Physician            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
|                                                                                            |
+--------------------------------------------------------------------------------------------+


PATIENT ID            To identify the account for which you wish to
                      enter/edit the performing physician, enter one of the
                      following:

                           *   The account number.

                           *   The patient's unit number, preceded by U#
                               (e.g., U#1234567). If the patient has more than
                               one account, a list of his or her accounts
                               appears on the screen.

                           *   The patient's name or partial name. When you
                               select the patient from the LOOKUP and the
                               patient has more than one account, a list of
                               his or her accounts appears on the screen.

                           *   The guarantor number preceded by G# (e.g.,
                               G#052-40-0266). If your system is set up for
                               guarantor statements, press <LOOKUP> and select
                               the guarantor. A list of accounts associated
                               with this guarantor appears, arranged in
                               numerical order by account number.


If the account has procedures requiring a performing physician, descriptive
data for each procedure appears. Use this data to verify the procedure for
Enter/Edit Performing Physician (2.6)                                   Page 68



which you want to enter or edit the performing physician. Note that you
cannot enter or edit any procedure data with this routine. Simply press
<RETURN> to advance to the PHYSICIAN prompt.

If the account has no procedures requiring a performing physician, no
procedures appear. If you wish to enter or edit the performing physician for a
different account, press <EXIT> to return to the PATIENT ID prompt.


PHYSICIAN             Enter or edit the mnemonic of the physician who
                      performed this procedure.

                      LOOKUP:   MIS Doctor Dictionary
Reverse and Flag a Transaction (2.7)                                   Page 69



2.7:    Reverse and Flag a Transaction


Use this routine (found in the standard Process Account Feature and on the
standard Batches Menu) to post a single correcting transaction to an account.
This is useful if, for example, you need to reverse a transaction that was
posted incorrectly to the account.



How Reversing a Transaction Affects Bills and Statements

When you use this routine, the system flags both the original transaction
and its correcting transaction, meaning it internally highlights these
transactions so that they do not appear on bills, statements or claims.

Note, however, that in order to prevent a transaction from appearing on bills,
statements and claims, you must reverse and flag it before the bill or
statement cutoff.

You can also use this routine to reverse and flag late charges on accounts that
have been final billed.

NOTE:   If you want reversed transactions to appear on bills and statements,
        enter the transactions into a batch via the the Enter/Edit Batch
        Transactions Routine on the standard Batches Menu.



Records of Reversed Transactions

Reversed transactions do appear on account inquiries to provide an internal
record of all transactions on a patient account. The record includes the
mnemonic of the user who performed the reversal.



Identifying the Transaction

After you identify an account, the following information appears:

    *   bill status

    *   last statement and bill dates

    *   unbilled and late charges

    *   current patient and insurance receivables


Then, identify the procedure you want to reverse and flag. As soon as you enter
the procedure, a special Lookup helps you identify the transaction, or the
Reverse and Flag a Transaction (2.7)                                      Page 70



actual instance this procedure was posted. You then select the transaction that
you want to reverse and flag.

NOTE:   You cannot reverse and flag transactions prior to the last bill or
        statement, or transactions previously reversed.

+-------------------------------------------------------------------------------+
|                     Reverse And Flag A Posted Transaction                     |
|===============================================================================|
|                                                                               |
|Account:                                                                       |
|                                                                               |
|B/AR Status:                  UR Chg:                                          |
|                              Late Chg:                                        |
|Last Bill Date:               Pat Rcvbl:                                       |
|Last Stmt Date:               Ins Rcvbl:                                       |
|                                         ---------                             |
|                                                                               |
|                                                                               |
|                                                                               |
|Fix Posted Transaction                                                         |
|                                                                               |
|Procedure:                Description:                                         |
|                                                                               |
|Ser Date:                 Quantity:                                            |
|                                                                               |
|Batch Date:               Amount:                                              |
+-------------------------------------------------------------------------------+


ACCOUNT                 Enter the patient account or client account for
                        which you wish to reverse and flag a transaction.

                        Patient Accounts

                            To identify a patient account, enter one of the
                            following:

                                 *   The account number.

                                 *   The patient's   unit number, preceded by U#
                                     (for example,   U#1234567). If the patient
                                     has more than   one account, a list of his/her
                                     accounts then   appears on the screen.

                                 *   The patient's name or partial name. When
                                     you select the patient from the Lookup and
                                     the patient has more than one account, a
                                     list of his/her accounts then appears on
                                     the screen.
Reverse and Flag a Transaction (2.7)                                     Page 71




                                 *   The guarantor number preceded by G# (for
                                     example, G#052-40-0266). If your system is
                                     set up for guarantor statements, press
                                     <Lookup> and select the guarantor. A list
                                     of accounts associated with this guarantor
                                     then appears, arranged in numerical order by
                                     account number.

                      Client Accounts

                      In order to identify a client account, you must precede
                      the client number or name with the ampersand (&).

                      If you do not know the client account, you can use the
                      special client account Lookup, which you also access
                      using the ampersand (&). Although you access this
                      Lookup differently, it functions in the same way as a
                      standard Lookup.

                           To identify a client account, enter one of the
                           following:

                                 *   The client number preceded by the
                                     ampersand (&); press <Enter>.

                                 *   The client name or partial name preceded by
                                     the ampersand (&); press <Lookup>. A list
                                     of client accounts on file appears, sorted
                                     by client name.


PROCEDURE              Enter the procedure you want to flag and reverse.


                      After you identify the procedure, a Lookup listing all
                      the account's transactions for that procedure appears,
                      including each transaction's

                           *   service date

                           *   batch date

                           *   quantity

                           *   dollar amount

                      The list does not include

                           *   transactions previously fixed
Reverse and Flag a Transaction (2.7)                                   Page 72




                           *   transactions prior to the last bill or statement

                      Enter the number associated with the desired
                      transaction.


After you enter the transaction, the OK? prompt appears at the bottom of
the screen. To reverse and flag this transaction, enter Y. If you change
your mind, and decide not to reverse this transaction, enter N. The cursor
then returns to the PROCEDURE prompt.
Reverse and Re-Batch Transactions (2.8)                               Page 73



2.8:   Reverse and Re-Batch Transactions


This routine allows you to create reversing transactions for charges or
credits, or both, for a selected date, journal and account(s).

Along with reversing the transactions for one account, you can have the system
include them in a new OPEN batch (that is, re-batch the transactions)
for another account, if desired.



When to Use This Routine

Use this routine to reverse erroneous transactions (that should not have been
posted to an account). The account must be UB, or its bill status must be
REVERSED.

For example, if some valid receipts and adjustments were incorrectly posted to
account A instead of account B, use this routine to reverse the credit
transactions from account A and create a batch assigning those transactions to
account B.

You might also use this routine if some accounts' charges were posted with the
wrong fee schedule, and now that fee schedule has been corrected. When you
reverse and re-batch for these accounts, the system creates a batch of charges
at the correct price for the same accounts.

You may need to reverse transactions with a particular service date, so you can
use the SERVICE DATE range provided in the routine. If no range of service
dates is entered then the service date of each transaction is not considered at
reversal time.

Another useful prompt is the PROCEDURE multiple which allows you to enter in
specific procedures to reverse/re-batch. Only the transactions specified would
be reverse and/or re-batch. If this prompt is left blank, then the transaction
procedure is not a factor when selecting transactions to be reversed.

Finally, you can use the SELECTION FILE prompt if by chance a large quantity of
accounts had an incorrect procedure or price posted. After setting up a DETAIL
PATIENT REPORT to capture the correct criteria, you can use the file number at
this prompt and all the accounts in the file will appear in the REVERSE FROM
ACCT and if re-batching, the RE-BATCH TO ACCT prompts. Accounts in this file
can be removed or other accounts can be added at these prompts, the program
makes sure that the accounts pass the unbilled status check and the ineligible
pre 4.4 client billing check.


How the Routine Works

Reversing Transactions
Reverse and Re-Batch Transactions (2.8)                                  Page 74



When you reverse transactions, no batch is created.    The reversing transaction
is automatically posted to the accounts.

If you want only to reverse existing transactions (without re-batching them
to another account), enter N at the RE-BATCH ALL TXNS THAT ARE REVERSED
prompt.



Re-batching Transactions

To re-batch transactions, you identify the date and journal for the new batch,
and the system generates the batch number.

Then, the system checks each transaction to verify that the procedure is
active, the account has the appropriate receipt insurance (if applicable), and
the journal allows the procedure's charge category. If any of these conditions
is not true, a message appears on the screen indicating that the transaction
has not been reversed or re-batched.

The new batch's status is automatically OPEN. You can then edit or delete
it via the Enter/Edit Batch Transactions Routine. The message Re-Batched
Transactions appears in the batch comment field for each batch created with
this routine. Post the batch to record the transactions in the new accounts.



Using Original Prices or Current Prices in New Batch

If you re-batch the reversing transactions, you can use the original price or
have the system use the current price (if the price has been updated since the
original batch was created). You would retain the original prices when the
charges were correct, but were simply posted to the wrong journal. You would
use the current price if charges were entered at the wrong price and you want
to correct them.

Enter Y or N accordingly at the RE-BATCH CHARGES USING CURRENT
PRICE? prompt.


Freeze Charge Entry on Reversed Accounts

If you want to freeze charge entry on all accounts that will be reversed by
this routine, then enter Y at this prompt. If you do not want to freeze
charge entry, then enter N at this prompt.
Reverse and Re-Batch Transactions (2.8)                               Page 75

+-------------------------------------------------------------------------------+
|                       Reverse And Re-Batch Transactions                       |
|===============================================================================|
|Reverse Charges, Credits, Or Both:                                             |
|                                                                               |
|Re-Batch All Txns That Are Reversed                                            |
|                                                                               |
|Re-Batch Charges Using Current Price?                                          |
|                                                                               |
|Freeze Charge Entry On Reversed Accounts?                                      |
|                                                                               |
|From Serv Date:                                                                |
|Thru Serv Date:                                                                |
|                                                                               |
|Procedure                                                                      |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|Date:           Journal:            Batch #:                                   |
|                                                                               |
|Selection File                                                                 |
|                                                                               |
|Reverse From Acct              Re-Batch To Acct                                |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+


REVERSE CHARGES, CREDITS, OR BOTH

                      To reverse:                                     Enter:

                      Only charge transactions                             C

                      Only credit transactions                          CR

                      Both charge and credit transactions               B


RE-BATCH ALL TXNS THAT ARE REVERSED?

                      To enter all reversed transactions into a new batch,
                      enter Y.

                      Or, to reverse transactions on the account without
                      assigning them to a new batch, enter N. In this
                      case, the cursor skips to the REVERSE FROM ACCT
Reverse and Re-Batch Transactions (2.8)                                 Page 76



                      prompt.


RE-BATCH CHGS USING CURRENT PRICE?

                      The cursor only stops here if you entered Y at the
                      RE-BATCH ALL TXNS prompt.

                      To use the current prices from the Procedure Dictionary
                      for the charges in the new batch, enter Y.

                      Or, to use the prices that were originally posted to
                      the accounts for the reversed charges, enter N.

                      NOTE:   For editable procedures, the system always
                              uses original prices, not current prices.


FREEZE CHARGE ENTRY ON REVERSED ACCOUNTS?

                      To freeze charge entry on all reversed accounts, enter
                      Y . This will also set up a Charge Entry Frozen
                      Flag all reversed accounts.

                      Or, to reverse transactions on the account without
                      freezing charge entry, enter N.


FROM DATE            Enter the beginning service date of transactions to
                     include when reversing.

                     If no FROM and THRU SERVICE DATEs are specified, all
                     transactions of each REVERSE FROM ACCOUNT, regardless of
                     the service date, will be reversed.


THRU DATE            Enter the ending service date of transactions to
                     include when reversing.

                     If no FROM and THRU SERVICE DATEs are specified, all
                     transactions of each REVERSE FROM ACCOUNT, regardless of
                     the service date, will be reversed.


PRODEDURE             Enter the procedures that should be reversed.

                     If no procedures are specified, all transactions of each
                     REVERSE FROM ACCOUNT will be reversed.
Reverse and Re-Batch Transactions (2.8)                                  Page 77



DATE                   Enter the date of the new batch of transactions.


JOURNAL                Enter the journal of the new batch of transactions.

                       Lookup:    Journal Dictionary




BATCH #                If you choose to re-batch the transactions, the
                          system assigns a number to the new batch and displays
                          that number here.


SELECTION FILE            Choose a selection file to reverse the specified
                          transactions. All accounts in the selection file
                          are displayed in the REVERSE FROM ACCT multiple.
                          If a new batch is required, all accounts in the
                          selection file default in the REBATCH TO ACCT
                          multiple.

                          All account's transactions in the selection file
                          are reviewed for reversal transactions. If a FROM
                          and THRU SERVICE DATE and PROCEDURE is specified
                          than only those transactions that pass the criteria
                          are reverse, otherwise all transactions are reversed.

                          The REVERSE FROM ACCTS and REBATCH TO ACCTS multiples
                          are editible.

                          The selection file must contain all unbilled
                          accounts.



REVERSE FROM ACCOUNT   Identify the account for which you want to reverse
                       transactions.

                       To identify the account, enter one of the following:

                           *     The account number.

                           *     The patient's unit number, preceded by U# (for
                                 example, U#1234567). If the patient has more
                                 than one account, a list of his/her accounts then
                                 appears on the screen.

                           *     The patient's name or partial name. When you
                                 select the patient from the Lookup and the
Reverse and Re-Batch Transactions (2.8)                                 Page 78



                               patient has more than one account, a list of
                               his/her accounts then appears on the screen.

                           *   The guarantor number preceded by G# (for
                               example, G#052-40-0266). If your system is set
                               up for guarantor statements, press <Lookup> and
                               select the guarantor. A list of accounts
                               associated with this guarantor then appears,
                               arranged in numerical order by account number.

                      NOTE: The account you enter can have a REVERSED bill (or
                            no bill at all), but you cannot enter an account
                            with a POSTED, PRELIMINARY, PRINTED, or PRORATED
                            bill.


RE-BATCH TO ACCOUNT        Identify the account to which you want the
                           reversed transactions re-batched.
Process Customer Defined Screen (CDS) Transactions (2.9)                  Page 79



2.9:    Process Customer Defined Screen (CDS) Transactions


Use this routine to edit, view or print any information filed with account's
transactions in Customer Defined Screens (CDS) during batch entry and posting.



Selecting Transactions To Appear

After you identify the desired account, a small screen appears to allow you to
restrict the transactions displayed in this routine by:

    *   charge category

    *   procedure

    *   service date range


You can limit the transactions displayed by any combination of these selection
criteria, or none at all.

|===============================================================================|
|Restrict To:                                                                   |
|                                                                               |
|Chg Cat   or   Procedure                                                       |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|From Service Date:                                                             |
|Thru Service Date:                                                             |
+-------------------------------------------------------------------------------+


CHARGE CATEGORY           To limit the transactions appearing on this screen
                          to procedures in a charge category (or categories),
                          enter the category's mnemonics.

                          Lookup:   Charge Category Dictionary

                          If you enter any categories, the cursor moves directly
                          to the FROM SERVICE DATE prompt.
Process Customer Defined Screen (CDS) Transactions (2.9)                  Page 80



                      Or, to limit the transactions by procedure, press
                      <Enter>. The cursor moves to the PROCEDURE prompt.


PROCEDURE             To limit the transactions appearing on this screen
                      to a procedure (or procedures), enter the procedure
                      mnemonics.

                      Or, to display transactions regardless of procedure,
                      press <Enter>.


FROM SERVICE DATE     To limit the transactions appearing on this screen
                      service date, enter the first date of the range of
                      transactions you want to include. The cursor moves to
                      the LAST SERVICE DATE prompt.

                      Or, to display transactions regardless of service date,
                      press <Enter>. The cursor skips the LAST SERVICE DATE
                      prompt.


THRU SERVICE DATE     Enter the last service date for transactions you to
                      include on this screen.


Processing the Transactions

After you define the criteria, transactions meeting the criteria appear on the
screen, with the top transaction highlighted. The cursor stops at the prompt at
the top of the screen adjacent to a horizontal list (or "strip") of verbs.
To edit, view, or print the the highlighted transaction, enter the first letter
of the appropriate command.

Or, to highlight a different transaction, use the arrow keys. To mark several
transactions (for printing), use the special function key to "check off" the
desired transactions.



ACCOUNT                Enter the patient name or account number.

                              To identify a patient account, enter one of the
                              following:

                                  *   the account number

                                  *   the patient's unit number, preceded by U#
                                      (for example, U#1234567). If the patient
                                      has more than one account, a list of his/her
Process Customer Defined Screen (CDS) Transactions (2.9)                 Page 81



                                      accounts then appears on the screen.

                                  *   the patient's name or partial name. When
                                      you select the patient from the Lookup and
                                      the patient has more than one account, a
                                      list of his/her accounts then appears on
                                      the screen.

                                  *   the guarantor number preceded by G# (for
                                      example, G#052-40-0266). If your system is
                                      set up for guarantor statements, press
                                      <Lookup> and select the guarantor. A list
                                      of accounts associated with this guarantor
                                      then appears, arranged in numerical order by
                                      account number.


                        NOTE:   If you are using this routine in the Process
                                Account Feature, the patient identification
                                appears in this field automatically.


Verb Selection Prompt

A list of verbs appears to the right. Select the verb you want to apply to the
highlighted or checkmarked transactions by entering the first letter of the
verb.


Option                  Allows you to
------                  -------------

Edit                    Edit the response to a customer defined query
                        associated with the highlighted transaction

View Addl Queries       View additional customer defined queries that do not
                        presently appear on the screen. This option applies
                        only if the customer defined screen has more than one
                        page.

Print                   Print all checked transactions. If none are checked,
                        the highlighted transaction prints.

Refresh                 Redefine the criteria used to select the transactions.
                        This option clears the screen and displays the pop-up
                        window again. Enter new selection criteria as needed.

                        For example, if too many transactions appeared the first
                        time, you might decide to limit them by charge category
                        in order to work on similar transactions. Enter R, then
Process Customer Defined Screen (CDS) Transactions (2.9)             Page 82



                      specify the desired charge category in the pop-up
                      window.
Batch Reports and Master Logs:   An Overview (3)                        Page 83



Chapter 3:   Batch Reports and Master Logs:   An Overview


Batch lists provide batch and transaction information in a variety of formats
to suit your needs. Use these reports whenever you need batch or transaction
information for a specific date.

For example, to review a day's radiology charges, use the List Batches Routine
to view the batch posted for Radiology. Or, to identify OPEN batches, which
prevent you from closing a day, use the List Unposted Batches Routine.

To print a batch list, you typically select a batch date and a range of
journals and batch numbers. The batch list you choose depends on the
information you want to collect.

Master Logs provide a complete record of all procedures entered into all
batches associated with a specific date. Master Logs must be compiled before
you print them. Compilation may take a few minutes, and you cannot use your
terminal during that time. Use Master Logs when you wnt to track procedures
entered on a selected bacth date.



Terms Used on Batch Lists
--------------------------

While batch lists contain different types of information, most lists include a
number of common terms, many of them abbreviated.

Term:                        Explanation:
-----                        -------------

Service Date                 The date on which a procedure is performed. For
                             example, if a charge is entered for lab work done on
                             January 19, January 19 is the service date.

Default Service Date         If needed, a user in the Enter/Edit Transactions
                             Routine may enter a default service date for all
                             entries in the batch.


Entry Number (ENT)           Each time a user enters a transaction into a batch
                             the system assigns a number to the entry. Each entry
                             number may have one or more transactions associated
                             with it. Each transaction in an entry must have the
                             same service date and account.


Service/Discharge Date       The service date for outpatient accounts or the
                             discharge date for inpatient accounts. Use this date
                             to gauge how late charges are.
Batch Reports and Master Logs:   An Overview (3)                           Page 84



Open User                  The signed-on user who created the batch

Last User                  The last user to edit the batch

Open Date/Time             The date and time the batch was created

Close Date/Time            The date and time the batch was posted



The below table will explain which batch list routine to use for certain
reporting purposes.

To:                                                Use this routine:
---                                                -----------------

List batch and transaction information for         List Batches
batches associated with a selected date,
range of journals, and range of batch numbers

Find an account's current status, last billing     List Batches (Extended Format
and payment dates, and total charges on record     Routine

List all batches which have not yet been           List Unposted Batches
posted (that is, status is OPEN, IN USE,
or FROZEN)

Summary of journal activity for a selected         Print Journal Summary
journal and date

List all charges that were edited (that is,        Print Charge Exception Report
their amount is different than the amount
established in the Procedure Dictionary)

List all late charges sorted by patient            Print Late Charge Report
                                                   (By Patient)

List all late charges sorted by procedure          Print Late Charge Report
                                                   (By Procedure)

List all refund transactions                       Print Refund Report

List remittance activity in collection             Remittance Code Summary Report
batches

List Master Log Information                        Master Log Reports
List Batches (Extended Format) (3.1)                                         Page 85



3.1:       List Batches (Extended Format)


This routine lists batch and transaction data for selected batches.         You
determine which batches appear on the list by defining:

    *      the batch date

    *      a range of journals

    *      a range of batch numbers


You can use this routine to review transactions in OPEN batches before
posting them. The report provides all the information you need to identify the
batch and transactions if you discover errors. (If you discover errors, you
can use the Enter/Edit Batch Transactions Routine to correct them.)



Information on the Report

Batch Information

Each report includes the following information about each batch:

       *    date

       *    journal in which batch was entered

       *    batch number

       *    status

       *    batch comment

       *    control amount, quantity, and transaction count

       *    actual amount, quantity, and transaction count

       *    default service date

       *    number of the last entry


Transaction Information:

Then, for each transaction, the following information prints.

       *    summary of batch transactions, divided into three categories:

            -   normal (all transactions entered with a positive amount)
List Batches (Extended Format) (3.1)                                        Page 86




         -   reverse (all transactions entered with a negative amount)

         -   control (the difference between the normal and reverse amounts)

     *   for each entry:

         -   entry number

         -   service date

         -   account number, patient name and account type

         -   insurance

         -   bill number, if applicable

    *    for each transaction:

         -   procedure quantity, type, mnemonic, and amount

         -   transaction comment

         -   totals of procedure quantity and amount



Related Routine

To print a more detailed report, use the Extended Batch List, which includes
information such as whether the batch has been posted, current account staus,
and account balance.


+-------------------------------------------------------------------------------+
|                                 List Batches                                  |
|===============================================================================|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|From Journal:                                                                  |
|Thru Journal:                                                                  |
|                                                                               |
|From Number:                                                                   |
|Thru Number:                                                                   |
+-------------------------------------------------------------------------------+


BATCH DATE                  Enter the date for which you want to list batches.
List Batches (Extended Format) (3.1)                                    Page 87



FROM JOURNAL          Enter the mnemonic of the first journal (sorted
                      alphabetically) you want to include.

                      Lookup:   Journal Dictionary


THRU JOURNAL          The journal entered at the previous prompt appears
                      here. To list batches for only that journal, press
                      <Enter>.

                      Or, to list batches in a range of journals, delete the
                      default value and enter the mnemonic of the journal with
                      which you wish to end the range.


FROM NUMBER           Enter the number of the first batch you want on the
                      list. It must be for the date specified and within the
                      selected range of journals.


THRU NUMBER           Enter the number of the last batch you want on the
                      list. It must be for the date specified and within
                      the selected range of journals. If you are unsure of
                      the highest number, enter a number you know is higher
                      than the highest number in the range.
List Batches (Extended Format) (3.2)                                        Page 88



3.2:       List Batches (Extended Format)


This routine lists all batches which were OPEN, IN USE or FROZEN on or
before a selected date. Use this list to identify batches that need to be
posted or deleted before you can close the day.



Information on the Report

For each batch, the report includes the following information.

       *    date

       *    journal

       *    batch number

       *    status

       *    batch comment


NOTE: If the batch was entered through Formatted Data Entry, the COMMENT
      Field indicates the format used.


If one or more FROZEN batches appear on the report, the following message
appears at the end:

*** NOTE THAT THE ONLY POSSIBLE ACTION FOR FROZEN BATCHES IS TO POST THEM ***




+-------------------------------------------------------------------------------+
|                            Unposted Batches Report                            |
|===============================================================================|
|                                                                               |
|Batch Date On/Before:                                                          |
+-------------------------------------------------------------------------------+


BATCH DATE ON/BEFORE        Enter the date for the Unposted Batches List. The
                            list includes all unposted batches whose batch dates are
                            on or before this date.
Print Journal Summary (3.3)                                             Page 89



3.3:       Print Journal Summary


This report lists all journal activity in batches associated with a selected
batch date. Batches are sorted alphabetically by journal and subtotaled for
each journal. You can use this routine to print an audit trail of batch
processing for a selected journal and date.



Information on the Report

For each batch, the report provides the following information:

       *    journal

       *    batch number

       *    batch status

       *    dollar amounts of batch, broken down by transaction type:

             -   charges

             -   receipts

             -   adjustments

             -   refunds

             -   billings (total amount of charges on posted bills)

             -   bad debt transfers

       *    total dollar amount of batch

       *    batch comment, if any


The report also supplies net totals broken down by transaction type and
journal, and grand totals for all journals and transaction types.

+-------------------------------------------------------------------------------+
|                                Journal Summary                                |
|===============================================================================|
|                                                                               |
|For Batch Date:                                                                |
+-------------------------------------------------------------------------------+
Print Journal Summary (3.3)                                             Page 90



FOR BATCH DATE       Enter the batch date for which you want to print
                     the journal summary.
Print Charge Exception Report (3.4)                                       Page 91



3.4:    Print Charge Exception Report


This routine lists procedures with edited amounts found in batches associated
with a selected date or dates. The report lists all procedures with a posted
charge that is different from the charge associated with it in the Procedure
Dictionary. Typically, this would occur if a user edited the standard charge
during batch entry.

NOTE:       Users can only change the standard charge for procedures
            which are defined as editable in the Procedure Dictionary.

First, you define a batch date or range of batch dates. Then, you indicate
whether you wish to include or exclude transactions for procedures with no
standard charge. For each batch date, the report includes the following
information:

    *   Procedure code and              *   Actual (edited) charge
        description                         entered for procedure

    *   Account name and number         *   Quantity (number of times entered)

    *   Batch date and number           *   Whether or not the transaction
                                            has been posted
    *   Entry number
                                        *   Comment
    *   Standard charge for
        procedure


+-------------------------------------------------------------------------------+
|                               Exception Report                                |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|                                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|Include Transactions For Procedures With $0.00 Standard Charge?                |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates. The system includes
batches associated with these dates which have edited charges.


FROM BATCH DATE         Enter the beginning of the range. Use the
                        standard date format or a T combination. To print
                        this report for only one date, enter that date here and
Print Charge Exception Report (3.4)                                    Page 92



                       in the next field.

                       There must be batches on file for the date you
                       enter here and at the next prompt. If there are no
                       batches on file for this date, the following message
                       appears:

                                No Batches on file for this date.

                       In that case, to continue, you must delete this date and
                       enter another.


THRU BATCH DATE        The date entered at the previous prompt appears
                       here. If you wish to print the summary for batches
                       associated with this date, press <Enter>. If you
                       prefer to end the range with a different date, delete
                       the default date and enter the desired date.


INCLUDE TRANSACTIONS   N appears. To exclude procedures with no standard
FOR PROCEDURES WITH    cost, press <Enter>. For example, your Health Care
$0.00 STANDARD         organization may have pharmacy charges with a
CHARGE?                standard charge of $0.00. To exclude transactions
                       for these procedures, press <Enter>.

                       If you want transactions for all procedures on the
                       report (including those with no standard charge), delete
                       the N and enter Y.

After you enter your response, the following message appears:

                                 Print on:

Enter the mnemonic of the device on which you wish to print.
Print Late Chg Report (By Patient) (3.5)                               Page 93



3.5:    Print Late Chg Report (By Patient)


This report lists late charges (charges posted to an account after the bill has
been cut) for all batches associated with a selected date or range of dates.


Information on the Report

The report is sorted by account number and includes the following information
for each account:

    *   account number, patient name, and account type

    *   service/discharge date

    *   primary insurance

    *   for each entry containing a late charge:

        -   service date

        -   batch date and number

        -   entry number

        -   procedure code and amount

        -   quantity (number of times entered)

        -   transaction comment

    *   total amount of late charges

    *   account balance


The report prints a grand total of the quantity and dollar amount of late
charge procedures.


Related Routine

This report lists late charges sorted by patient account. For a list of late
charges sorted by procedure, use the Print Late Charges (by Procedure) Routine.
Print Late Chg Report (By Patient) (3.5)                               Page 94

+-------------------------------------------------------------------------------+
|                            Late Charges By Patient                            |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|                                                                               |
|Thru Batch Date:                                                               |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates. The system looks for
batches associated with these dates which have late charges.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and in
                      the next field.

                      NOTE:   There must be batches on file for the date you
                              enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. If you wish to print the summary for batches
                      associated with this date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.
Print Late Chg Report (By Procedure) (3.6)                             Page 95



3.6:    Print Late Chg Report (By Procedure)


This report lists late charges (charges posted to an account after the bill has
been cut) for all batches associated with a selected date or dates.



Information on the Report

The report is sorted by procedure code and includes the following information:

    *   procedure description, quantity, and amount

    *   batch date and number

    *   entry number

    *   service/discharge date

    *   account name and number

    *   transaction comment



Related Routine

For a list of late charges sorted by account number, use the Print Late Charges
(by Patient) Routine.

+-------------------------------------------------------------------------------+
|                           Late Charges By Procedure                           |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|                                                                               |
|Thru Batch Date:                                                               |
+-------------------------------------------------------------------------------+

For information on responding to the prompts, see the documentation for the
Late Charges by Patient Report.
Print Refund Report (3.7)                                               Page 96



3.7:    Print Refund Report


This routine allows you to list all refund transactions found in batches
associated with a selected date (or dates).



Information on the Report

The report is sorted alphabetically by procedure mnemonic, and includes the
following information:

    *   procedure mnemonic and description

    *   account name and number

    *   current balance

    *   refund amount (totals by procedure and grand total)

    *   whether or not the transaction has been posted (Y if so, N if
        not)

    *   batch date and number

    *   refund transaction entry number

    *   transaction comment


+-------------------------------------------------------------------------------+
|                                 Refund Report                                 |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|                                                                               |
|Thru Batch Date:                                                               |
+-------------------------------------------------------------------------------+

For information on responding to the prompts, see the documentation for the
Late Charges by Patient Report.
Remittance Code Summary (3.8)                                           Page 97



3.8:    Remittance Code Summary


The Remittance Code Summary Report summarizes posted remittance codes for
selected ranges of

    *   batch dates

    *   insurances

    *   remittance codes


Use this routine to find out which insurances have had highest remittance
activity, or to identify the most frequent remittance codes. These findings
can help you manage billers' efforts. For example, you might reassign
billers to an insurance because of a higher number of rejected claims.



Information on the Report

For each insurance, the report includes each remittance code mnemonic and
description and the number of times it was posted during the range of batch
dates selected.


+-------------------------------------------------------------------------------+
|                            Remittance Code Summary                            |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Insurance:                                                                |
|Thru Insurance:                                                                |
|                                                                               |
|From Remit Code:                                                               |
|Thru Remit Code:                                                               |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
batches associated with these dates.

FROM BATCH DATE         Enter the first date of the range. Use the standard
                        date format or a T combination. To print the report for
                        only one date, enter that date here and in the next
                        field.
Remittance Code Summary (3.8)                                            Page 98




                     NOTE:   There must be at least one batch on file for the
                             date you enter here and at the next prompt.


THRU BATCH DATE        Enter the last batch date to print on the report.

                      To print the summary for one date, enter the same date
                      you entered at the previous prompt.


FROM INSURANCE        BEGINNING appears. To begin the report with the
                      first insurance in the batch(es), press <Enter>.     Or, to
                      begin the report with another insurance, delete
                      BEGINNING and enter the desired insurance.

                      Lookup:   MIS Insurance Dictionary

                      To print the summary for one insurance, enter that
                      insurance here and the following prompt.


THRU INSURANCE        END appears. To end the report with the last
                      insurance alphabetically, press <Enter>. Or, to end the
                      report with a different insurance, delete END and
                      enter the desired insurance.


FROM REMIT CODE       BEGINNING appears. To begin the report with the
                      first remittance code in the batch(es), press <Enter>.
                      Or, to begin the report with another remittance code,
                      delete BEGINNING and enter the desired remittance
                      code.

                      Lookup:   Remittance Code Dictionary

                      To print the summary for one remittance code, enter that
                      remittance code here and the following prompt.


THRU REMIT CODE       END appears. To end the report with the last
                      remittance code alphabetically, press <Enter>. Or, to
                      end the report with a different remittance code, delete
                      END and enter the desired remittance code.
Compile Inactive Insurance Balances Report (3.9)                           Page 99



3.9:    Compile Inactive Insurance Balances Report


This routine allows you to compile a list of all accounts that have balances
for insurances that have been made non-current, or inactive. You can then
print a special selection group report for these accounts via the Print Patient
Detail Reports Routine.


What Causes an Inactive Insurance Balance?

If an account has an insurance with a zero balance on all its bills, you can
delete the insurance from each bill and from the account's current order.
However, if a batch had already been created containing a transaction that
affects that account's insurance balance, the posting of such a batch results
in an inactive insurance balance for this account.

The transaction will not be properly displayed, nor can you enter a receipt,
adjustment or refund for this insurance, until you reactivate it via the
Insurance Data or Insurance Reorder subroutines of the Enter/Edit Patient
Routine or the Process Account Feature's Inquiry Format Menu.



Information on the Report

The report lists inactive insurance carriers in alphabetical order by mnemonic.
For each carrier, it lists those accounts with inactive insurance balances.
The account is identified by account number and patient name. For each balance
on the account that is inactive, the report lists:

    *   collector's mnemonic

    *   number and dollar amount of receipts posted

    *   number and dollar amount of receipts expected

    *   difference between expected and posted dollar amounts (net)

    *   balance

    *   if balance has been (or will be) transferred to another insurance, the
        transfer date

    *   if balance is

          -   paid by insurance:   the insurance carrier mnemonic

          -   the patient's responsibility:    the mnemonic your hospital uses for
              Self Pay

          -   a late charge:   the word LATE
Compile Inactive Insurance Balances Report (3.9)                          Page 100




The report also lists total balances by account and by insurance carrier, along
with a grand total of balances for all carriers.

Compiling the Report

Each time you use this routine, the system creates a file for all the accounts
that currently have inactive insurance balances. The file is assigned a unique
number to help you identify it when you print the report.


NOTE:   Since the Insurance Balances Report for Inactive Insurance Balances
        is actually a special Patient Detail Report, you cannot compile this
        report while another Patient Detail Report is compiling. Similarly,
        you cannot compile more reports than the MAXIMUM COMPILED REPORTS
        (as defined in your B/AR parameters).



Printing the Report

Identifying the Compilation

To print the Insurance Balances Report for Inactive Insurance Balances, follow
these steps:

     1.   Select the Print Patient Detail Reports Routine (on the B/AR Main
          Menu)

     2.   Choose SELECTION at the SELECTION/RANGE? prompt.

     3.   Enter the number of the compiled file at the SELECTION FILE #
          prompt.

          If you are unsure of the file number when you wish to print the
          report, you can press <Lookup>. The following information appears for
          each selection file:

          *   date and time the compilation began

          *   user who compiled it

          *   selection group (that is, inactive insurance)

          *   number of accounts compiled


     4.   Choose 1. Insurance Balances at the SELECT? prompt.
Compile Inactive Insurance Balances Report (3.9)                       Page 101

+-------------------------------------------------------------------------------+
|              Compile Inactive Insurances Balances Detail Reports              |
|===============================================================================|
|                                                                               |
|This routine compiles a special Patient Detail Report that includes only       |
|accounts that have an insurance balance for an insurance that is not currently |
|active for the account. The report is sorted by the inactive insurance.        |
|This routine searches the entire account database.                             |
|                                                                               |
|It will begin compiling when there is an opening in the Patient Detail         |
|Reports queue. Conversely, other Patient Detail reports will wait for this     |
|report to complete if the maximum number of reports are already compiling.     |
+-------------------------------------------------------------------------------+



When you select this routine, the above screen and the following prompt appear:

                                       OK?

To proceed, enter Y. (Otherwise, enter N.) If you proceed, the system
displays the next available file number (e.g., File # 278). If you choose
to compile (at the next prompt), this file number is assigned to the
compilation. To identify the file quickly when you print the report, make note
of the file number. A Lookup of compiled files is available.

When you enter Y at the OK? prompt, the following prompt appears:

                                  Compile?

To compile the accounts, enter Y. (Otherwise, enter N.) If you begin
the compilation, the number assigned to the background job appears (e.g.,
Background job # 159). This number helps the system track and report the
compilation status.

Once the report has finished compiling, you can print it via the Print Patient
Detail Reports Routine. If you try to print this file before the compilation
is complete, the word COMPILING appears.

If you do not compile after the system displays a file number (that is, if
you enter N at the Compile? prompt), the file number is available for
the next compilation and the following message appears:

                    Background compilation not started

Press <Enter> to return to the menu.
Master Logs:      An Overview (3.10)                                   Page 102



3.10:    Master Logs:    An Overview


Master logs provide a complete record of all procedures entered into all
batches associated with a specified date. Master logs must be compiled before
you print them. Use master logs when you want to track procedures entered on a
selected batch date.

Six different master logs are available, sorted by:

*    account name

*    account number

*    procedure code

*    client

*    department

*    GL number


Each master log includes the following information:

*    account name, number, and type

*    batch number

*    entry number

*    service date

*    whether or not the transaction is posted (Y if so, N if not)

    for each transaction:

- quantity of procedure

- procedure type and mnemonic

- dollar amount of transaction

- transaction comment

- totals of all transactions in the batches

Transaction Summary

The bottom half of each master log summarizes all batch transactions into
normal, reverse, and control total transactions.
Master Logs:   An Overview (3.10)                                       Page 103



Category:                      Includes:

NORMAL                         All transactions entered with a positive amount

REVERSE                        All transactions entered with a negative amount

CONTROL                        Sum of the normal and reverse (negative) amounts


Within each category, the Master Logs provide transaction quantities, amounts,
and totals for all four types of procedures, that is, charges, receipts,
adjustments, and refunds.

After you select the batch date for which you want to print the master log, the
Print On? prompt appears, displaying the master log status (COMPILED or NOT
COMPILED and FINAL or NOT FINAL).
Print Master log (By Account Name) (3.10.1)                              Page 104



3.10.1:    Print Master log (By Account Name)


This report lists all procedures associated with a selected batch date.    This
information is sorted alphabetically by account name.

Each master log includes the following information:

    *   account name, number, and type

    *   batch number

    *   entry number

    *   service date

    *   whether or not the transaction has been posted

    *   procedure quantity, type, mnemonic, dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.


Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE             All transactions entered for a negative amount

CONTROL             Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                        *   Adjustments

    *   Receipts                       *   Refunds
Print Master log (By Account Name) (3.10.1)                             Page 105

+-------------------------------------------------------------------------------+
|                              Master Log By Name                               |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and at
                      the next prompt.

                      NOTE:   There must be batches on file for the date you
                              enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. To end the log with batches associated with this
                      date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.

                      NOTE:    If you pick a range of dates, the report will
                              take considerably longer to compile than if you
                              pick one date.


FROM CORP             BEGINNING appears.    Press <Enter> to print
                      the Master Log from   the first available corporation.
                      To list this report   starting with a different
                      corporation, delete   BEGINNING and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary
Print Master Log (By Account Number) (3.10.2)                             Page 106



3.10.2:    Print Master Log (By Account Number)


This report lists all procedures associated with a selected batch date.    This
information is sorted by account number.


Each master log includes the following information:

    *   account name, number, and type

    *   batch number

    *   entry number

    *   service date

    *   whether or not the transaction has been posted

    *   procedure quantity, type, mnemonic, dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.

Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE             All transactions entered for a negative amount

CONTROL             Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                        *   Adjustments

    *   Receipts                       *   Refunds
Print Master Log (By Account Number) (3.10.2)                          Page 107

+-------------------------------------------------------------------------------+
|                             Master Log By Number                              |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and at
                      the next prompt.

                      NOTE:   There must be batches on file for the date you
                              enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. To end the log with batches associated with this
                      date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.

                      NOTE:   If you pick a range of dates, the report will
                              take considerably longer to compile than if you
                              pick one date.


FROM CORP             BEGINNINGappears. Press <Enter> to print
                      the Master Log from the first available corporation.
                      To list this report starting with a different
                      corporation, delete BEGINNING and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary
Print Master Log (By Acct Procedure) (3.10.3)                            Page 108



3.10.3:    Print Master Log (By Acct Procedure)


This report lists selected procedures associated with a specified batch date.
This information is sorted by procedure. You may print the report for all
procedure types or for non-charge procedures only.

Each master log includes the following information:

    *   account name, number, and type

    *   batch number

    *   entry number

    *   service date

    *   whether or not the transaction has been posted

    *   procedure quantity, type, mnemonic, dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.


Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE            All transactions entered for a negative amount

CONTROL            Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                       *   Adjustments

    *   Receipts                      *   Refunds
Print Master Log (By Acct Procedure) (3.10.3)                           Page 109

+-------------------------------------------------------------------------------+
|                        Master Log By Procedure Number                         |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
|                                                                               |
|From Procedure:                                                                |
|Thru Procedure:                                                                |
|                                                                               |
|Only Non-Charge Procedures?                                                    |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and at
                      the next prompt.

                      NOTE:   There must be batches on file for the date you
                              enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. To end the log with batches associated with this
                      date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.

                      NOTE:   If you pick a range of dates, the report will
                              take considerably longer to compile than if you
                              pick one date.


FROM CORP             BEGINNING appears.    Press <Enter> to print
                      the Master Log from   the first available corporation.
                      To list this report   starting with a different
                      corporation, delete   BEGINNING and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
Print Master Log (By Acct Procedure) (3.10.3)                          Page 110



                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


FROM PROCEDURE        BEGINNING appears. To begin the range with the
                      first procedure in the dictionary, press <Enter>. If
                      you prefer to begin the range with a different
                      procedure, delete the BEGINNING and enter the
                      desired procedure code.

                      Lookup:   Charge Procedure Dictionary


THRU PROCEDURE        END appears. To end the range with the last
                      procedure in the dictionary, press <Enter>. If you
                      prefer to end the range with a different procedure,
                      delete END and enter the desired procedure code.

                      Lookup:   Charge Procedure Dictionary


ONLY NON-CHARGE PROCEDURES

                      To include all procedures, enter N.   To include
                      only non-charge procedures (receipts, adjustments and
                      refunds), enter Y.
Print Master Log (By Client) (3.10.4)                                    Page 111



3.10.4:    Print Master Log (By Client)


This report lists all procedures associated with a selected batch date. This
information is sorted by client, and a separate page prints for each client.
Transactions for non-client accounts appear in a separate section ("Non-Client
Accounts") on the first page of the report.

Each master log includes the following information:

    *   account name, number, and type

    *   batch number

    *   entry number

    *   service date

    *   whether or not the transaction has been posted

    *   procedure quantity, type, mnemonic, dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.


Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE             All transactions entered for a negative amount

CONTROL             Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                        *   Adjustments

    *   Receipts                       *   Refunds
Print Master Log (By Client) (3.10.4)                                   Page 112

+-------------------------------------------------------------------------------+
|                             Master Log By Client                              |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and at
                      the next prompt.

                        NOTE:   There must be batches on file for the date you
                                enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. To end the log with batches associated with this
                      date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.

                      NOTE:    If you pick a range of dates, the report will
                              take considerably longer to compile than if you
                              pick one date.


FROM CORP             BEGINNING appears.    Press <Enter> to print
                      the Master Log from   the first available corporation.
                      To list this report   starting with a different
                      corporation, delete   BEGINNING and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary
Print Master Log (By Department) (3.10.5)                                Page 113



3.10.5:    Print Master Log (By Department)


This report lists all procedures associated with a selected batch date. This
information is sorted by department, and a separate page prints for each
department.

NOTE:   Only charge procedures are associated with departments. Therefore,
        you may limit the report to only charge procedures. If you do not limit
        the report to charge procedures, all non-charge procedures appear on the
        first page of the report, under an untitled department.


Each master log includes the following information:

    *   account name, number, and type

    *   batch number

    *   entry number

    *   service date

    *   whether or not the transaction has been posted

    *   procedure quantity, type, mnemonic, dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.

Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE             All transactions entered for a negative amount

CONTROL             Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                        *   Adjustments

    *   Receipts                       *   Refunds
Print Master Log (By Department) (3.10.5)                               Page 114




In addition to the information listed above, the Master Log by Department also
lists, as appropriate, the:

    *   performing physician

    *   ordering physician


+-------------------------------------------------------------------------------+
|                           Master Log By Department                            |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
|                                                                               |
|Only Charge Procedures?                                                        |
+-------------------------------------------------------------------------------+


The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE        Enter the beginning of the range. To print this
                       report for only one date, enter that date here and at
                       the next prompt.

                       NOTE:   There must be batches on file for the date you
                               enter here and at the next prompt.


THRU BATCH DATE        The date entered at the previous prompt appears
                       here. To end the log with batches associated with this
                       date, press <Enter>.

                       Or, to end the range with a different date, delete the
                       default date and enter the desired date.

                       NOTE:   If you pick a range of dates, the report will
                               take considerably longer to compile than if you
                               pick one date.


FROM CORP              BEGINNING appears. Press <Enter> to print
                       the Master Log from the first available corporation.
                       To list this report starting with a different
Print Master Log (By Department) (3.10.5)                              Page 115



                      corporation, delete BEGINNING and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:   MIS GL Component & Summary Value Dictionary


ONLY CHARGE PROCEDURES?

                      To include only charge procedures, enter Y. Or, to
                      include all procedures, enter N.

                      NOTE:   Only charge procedures are associated with
                              departments. Therefore, if you choose to include
                              all procedures, the non-charge procedures appear
                              on the first page of the report, under an
                              untitled department.
Print Master Log (By GL Number) (3.10.6)                                 Page 116



3.10.6:    Print Master Log (By GL Number)


This report lists all procedures associated with a selected batch date and GL
number (or range of GL numbers). In addition, the report lists inter-corporate
charge procedures for one corporation or a range of corporations, if the user
so specifies. The information is sorted by GL number, and a separate page
prints for each GL number.

Each master log includes the following information:

    *   account name, number, and type

    *   account corporation

    *   batch number

    *   entry number

    *   service date

    *   procedure code

    *   whether or not the transaction has been posted

    *   procedure quantity and dollar amount

    *   comment

    *   totals of all transactions in the batches


Transaction Summary

The bottom half of each master log summarizes all batch transactions into
NORMAL, REVERSE, and CONTROL TOTAL transactions.

Category           Includes
--------           ---------------------------------------------------
NORMAL             All transactions entered for a positive amount

REVERSE             All transactions entered for a negative amount

CONTROL             Sum of the normal and reverse (negative) amounts


Within each group, the report provides transaction quantities, amounts, and
totals for all four types of procedures:

    *   Charges                        *     Adjustments

    *   Receipts                       *     Refunds
Print Master Log (By GL Number) (3.10.6)                              Page 117




In addition to the information listed above, the Master Log by GL Number
includes the following information:

    *   primary insurance

    *   admission/Service date

    *   performing physician (if any)

    *   ordering physician (if any)



About the Master Log by GL Number

Because of the way in which the system determines the GL number, information on
the Master Log by GL Number may not match the monthly detail.

The GL Number displayed on the report appears as it did at compilation, while
the account type and primary insurance (which may be used to formulate GL
numbers) appear as they did at print time.

If the account type or primary insurance change, the system uses the account
type at transaction time. However, the Master Log By GL Number uses batch,
rather than transaction data, and does not know the account type and primary
insurance at transaction time.

If the "List ICT's Only?" prompt is answered "Y"es, the report lists
inter-corporate transfers only with the header INTER CORPORATION ONLY at the
top of the page.

+-------------------------------------------------------------------------------+
|                      Master Log By General Ledger Number                      |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Corporation:                                                              |
|Thru Corporation:                                                              |
|                                                                               |
|From GL Number:                                                                |
|Thru GL Number:                                                                |
|                                                                               |
|List ICT's Only:                                                               |
+-------------------------------------------------------------------------------+
Print Master Log (By GL Number) (3.10.6)                                Page 118



The following two prompts define a range of dates.   The system looks for
procedures in batches associated with these dates.

FROM BATCH DATE       Enter the beginning of the range. To print this
                      report for only one date, enter that date here and at
                      the next prompt.

                        NOTE:    There must be batches on file for the date you
                                 enter here and at the next prompt.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. To end the log with batches associated with this
                      date, press <Enter>.

                      Or, to end the range with a different date, delete the
                      default date and enter the desired date.

                      NOTE:     If you pick a range of dates, the report will
                                 take considerably longer to compile than if you
                                 pick one date.


FROM CORP             BEGINNING appears.    Press <Enter> to print
                      the Master Log from   the first available corporation.
                      To list this report   starting with a different
                      corporation, delete   BEGINNING and enter the desired
                      corporation.

                      Lookup:    MIS GL Component & Summary Value Dictionary


THRU CORP             END appears. Press <Enter> to print thru the
                      last available corporation. To list the report thru a
                      different corporation, delete END and enter the desired
                      corporation.

                      Lookup:    MIS GL Component & Summary Value Dictionary


FROM PROCEDURE        BEGINNING appears. Press <Enter> to print
                      from the first available procedure. To list the report
                      from a different procedure, delete END and enter the
                      desired one.

                      Lookup:    Charge Procedure Dictionary


THRU PROCEDURE        END appears. Press <Enter> to print thru the
                      last available procedure. To list the report thru a
Print Master Log (By GL Number) (3.10.6)                              Page 119



                      different procedure, delete END and enter the desired
                      one.

                      Lookup:   Charge Procedure Dictionary


LIST ICT'S ONLY       Answer "Y"es to list Inter-Corporate Transfer
                      Transactions Only. In addition, the header INTER
                      CORPORATION ONLY appears at the top of the report.

                      Answer "N"o to list all transactions including the
                      Inter-Corporate Transfer Transactions.
Introduction to Automated Batches (4)                                   Page 120



Chapter 4:   Introduction to Automated Batches


This menu provides a series of routines that allow you to process automated
batches. After being created, automated batches can be posted via the Post a
Batch routine on the Batch Menu. (Non-automated batch entry routines are
located on the Batch Menu.)



How the System Handles Automated Batches
----------------------------------------

Each batch captures charges from a single module on a single date.   This data
is then used to identify the batch.

A batch is made up of one or more transactions which, in turn, consists of an
account number, a procedure, a quantity and an amount. When a batch is being
read by one of the two entry routines (mentioned below), the system cross
checks all data against the Billing Module's database. If any data is invalid
(for example, an invalid account number), that transaction is rejected.


When the batch entry routine has completed its checking, all of the acceptable
transactions are consolidated into a batch, which is now ready for posting via
the Batch Menu's Post a Batch routine. All rejected transactions are
consolidated into a rejection batch and must be either corrected via the Edit
Transactions routine before they can be posted. Or, if a rejected transaction
was a mistake, it can be deleted (also via Edit Transactions).

Please note that if automatic charges are read in for an account that is
frozen, then the transactions will be REJECTED and will be placed into a
rejection batch in the same way as they would for any other type of rejection.



Routines on the Automated Batch Menu
-------------------------------------

Batches are entered by two of the menu's routines:

      *   Create a Batch from Tape Input, which reads billing data that was
          sent to mag tape from an ancillary system (for example, Admissions,
          Radiology)

      *   Create a Batch from a Clinical Module, which captures charges
          from any ancillary module with which the Billing Module shares an
          interface


The Process a Rejection Batch routine is a multifunction routine that allows
you to list, and then edit or delete the transactions in a rejected batch, as
Introduction to Automated Batches (4)                                     Page 121



well as delete an entire batch.   Note that if you delete a batch, the data
for that date must be captured again before the day can be closed.

Other routines allow you to perform these functions separately, such as Edit
Rejected Transaction and Delete a Rejection Batch. Two more routines simply
list all rejected transactions and all rejection batches. Finally, a purge
routine lets you permanently remove deleted batches from the system, and
Reopen an In-Use Batch lets you change a batch's status from In Use to Open
in the event that the system crashes while a batch is being created.


                   AUTOMATED BATCH MENU ROUTINES


Routine:                          Function:
--------                          ---------

CREATE A BATCH FROM TAPE INPUT    Transfer all charges from a mag tape into a
                                  Billing batch. One batch is created for
                                  each date.

CREATE A BATCH FROM A             Compile all charges from an ancillary
CLINICAL MODULE                   module for a single date into a batch

PROCESS A REJECTION BATCH         A multifunction routine which permits the
                                  listing and correction and of any trans-
                                  actions in a rejected batch, or the dele-
                                  tion of an entire batch. (The next three
                                  routines are nested within this routine,
                                  and also appear individually on the menu.)

EDIT REJECTED TRANSACTIONS        Correct a rejected transaction.

DELETE A REJECTION BATCH          Delete all transactions as well as the
                                  record of a batch. Deleted batches are
                                  typically purged at a later time via the
                                  Purge Rejected Batches routine. A day
                                  cannot be closed until the batch is
                                  re-entered.

LIST REJECTION BATCHES            Provides detailed information about each
                                  rejected batch within a user-defined range
                                  of dates, journals and batch numbers. You
                                  can choose to include or exclude posted and
                                  deleted transactions.

LIST ALL REJECTED TRANSACTIONS    A master list of every transaction with a
                                  status of rejected. Includes the date,
                                  batch number and journal of each trans-
                                  action.

PRINT REJECTION BATCH SUMMARY     A summary of all rejected batches, listing
Introduction to Automated Batches (4)                                 Page 122



                                  each batch's date, journal, batch number,
                                  status, number of total transactions, and
                                  unresolved transactions and comments.

PURGE REJECTION BATCHES           Pemanently deletes all batches with a
                                  status of REJECTED.

RE-OPEN AN "IN-USE" REJECTION    Specifically designed to handle the
BATCH                            situation in which the system crashes while
                                 a batch is being created. Allows you to
                                 change the status of a batch from IN USE
                                 to OPEN.


+-------------------------------------------------------------------------------+
|                        B/AR Automated Batch Entry Menu [ ]                    |
+-------------------------------------------------------------------------------+
|                                                                               |
|                                                                               |
| 1. Create A Batch From Tape Input                                             |
| 2. Create A Batch From Clinical Module                                        |
| 3. Create A Remittance Batch From Managed Care                                |
|                                                                               |
|11. Process A Rejection Batch                                                  |
|12. Edit Rejected Transactions                                                 |
|13. Delete A Rejection Batch                                                   |
|14. List Rejection Batches                                                     |
|15. List All Rejected Transactions                                             |
|16. Print Rejection Batch Summary                                              |
|17. Purge Rejection Batches                                                    |
|                                                                               |
|21. Re-Open An 'IN USE' Rejection Batch                                        |
|                                                                               |
|31. List A Batch's Doctors Who Need Transactions                               |
+-------------------------------------------------------------------------------+
Create a Batch from Tape Input (4.1)                                    Page 123



4.1:   Create a Batch from Tape Input


This routine allows you to enter billing transactions into the B/AR Module via
magnetic tape. You might use this routine when, for example, your hospital has
clinical modules which were not purchased from MEDITECH. With this routine,
you can read transactions from those modules into your B/AR Module for
processing.

Creating batches from magnetic tape is generally performed on a nightly basis
(i.e., when business activity for the day is done) by a hospital's Data
Processing Department.



Creating a Batch

To create a batch from magnetic tape, you must assign a batch date and the
journal to which the transactions are being posted.

After it creates the B/AR batch, the system assigns it a batch number and
displays the number of transactions that were accepted and rejected.

All rejected transactions are placed in a separate rejection batch. This
allows you to immediately post the good batch, and then later resolve any
rejected transactions. For more information on rejected transactions, see the
section of this manual titled "Automated Batch Entry: An Overview."

If there are rejected transactions, you can use the Process a Rejection Batch
Routine to make the necessary corrections and/or deletions. Once resolved, you
individually post transactions with the Edit selection in the Process a
Rejection Batch Routine or the Edit Rejected Transactions Routine.

Note that, depending on how your B/AR parameters are defined, you may be
required to transfer charges from all ancillary modules before a day can be
closed.

+-------------------------------------------------------------------------------+
|                        Create A Batch From Tape Input                         |
|===============================================================================|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|Journal:                                                                       |
+-------------------------------------------------------------------------------+


BATCH DATE             Enter the date that you want to assign to this
                       batch, using the standard date format or a T
Create a Batch from Tape Input (4.1)                                  Page 124



                      combination.


JOURNAL               Enter the mnemonic of the journal to which you want
                      to post the transactions in this batch.

                      Lookup:   Journal Dictionary


Once you enter a journal, the following system prompt appears:

                                Mag Tape Unit:

Enter the mnemonic of your magnetic tape drive.
Create a Batch from a Clinical Module (4.2)                            Page 125



4.2:    Create a Batch from a Clinical Module


This routine allows you to create a batch of billing transactions from any
ancillary module that has an interface for sending charges to to the BAR
module, including:

    *   Admissions

    *   Laboratory

    *   Materials Management

    *   Nursing

    *   Order Entry

    *   Pharmacy

    *   Radiology



Creating Batches

To create a batch, you must first identify the database (since modules can be
multi-database), batch date and journal. (Note: If data for the specified
date has not been compiled, the following error message appears: The data
for this date has not been compiled. Please verify that the data has been
compiled in <autobatch source> before attempting to read in again.)


The system then captures all unbilled charges and any comments associated
with the transactions from the identified database and creates a batch.

The following information then appears on the screen:

    *   batch date

    *   batch number

    *   number of transactions accepted

    *   number of transactions rejected


Note that, although there is also a field on the screen to display the number
of warnings, it does not apply to this routine at this time.
Create a Batch from a Clinical Module (4.2)                              Page 126




Accepted Transactions

At the end of the process, the system creates a batch of accepted
transactions and assigns it OPEN status. You can post the batch of accepted
transactions at any time via the Post a Batch Routine, located on the
standard Batches Menu.



Rejected Transactions

Any rejected transactions are placed in a separate rejection batch. The
rejection batch has the same batch date, journal and number as the associated
batch of accepted transactions.

To resolve rejected transactions, use the Process a Rejection Batch Routine to
list, edit and/or delete rejected transactions. After you correct the rejected
transactions, you individually post them with the Process a Rejection Batch
Routine.


+-------------------------------------------------------------------------------+
|                      Create A Batch From Clinical Module                      |
|===============================================================================|
|                                                                               |
|Clinical Database:                                                             |
|                                                                               |
|For Date:                                                                      |
|                                                                               |
|Journal:                                                                       |
|                                                                               |
|-------------------------------------------------------------------------------|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|Batch Number:                                                                  |
|                                                                               |
|# Txns Accepted:                                                               |
|                                                                               |
|# Txns Rejected:                                                               |
|                                                                               |
|# Warnings:                                                                    |
+-------------------------------------------------------------------------------+


CLINICAL DATABASE       Enter the mnemonic of the clinical module/database
                        from which charges will be entered into a batch.

                        Lookup:   MIS Application Database Dictionary in MIS
                                  Toolbox
Create a Batch from a Clinical Module (4.2)                           Page 127




FOR DATE              The earliest date for which charges have not yet
                      been transferred from the identified database appears.
                      To create a batch for this date, press <Enter>.

                      To create a batch for different date, delete the default
                      date and enter the desired date.


JOURNAL               Enter the mnemonic of the journal associated with
                      these transactions.

                      Lookup:   Journal Dictionary
Create a Remittance Batch From Managed Care (4.3)                      Page 128



4.3:    Create a Remittance Batch From Managed Care


This routine allows you to create a batch of billing transactions from Managed
Care.


Creating Batches

To create a batch, you must first identify the Managed Care database (a lookup
is available), batch date and journal. The system then captures the remittance
batch for a given date and reads information provided by Managed Care to create
a collection batch on the B/AR side.

The following information then appears on the screen:

    *   batch date

    *   batch number

    *   number of transactions accepted

    *   number of transactions rejected

Note that, although there is also a field on the screen to display the number
of warnings, it does not apply to this routine at this time.


Accepted Transactions

At the end of the process, the system creates a batch of accepted
transactions and assigns it OPEN status. You can post the batch of accepted
transactions at any time via the Post a Batch Routine, located on the
standard Batches Menu.



Rejected Transactions

Any rejected transactions are placed in a separate rejection batch. The
rejection batch has the same batch date, journal and number as the associated
batch of accepted transactions.

To resolve rejected transactions, use the Process a Rejection Batch Routine to
list, edit and/or delete rejected transactions. After you correct the rejected
transactions, you individually post them with the Process a Rejection Batch
Routine.
Process a Rejection Batch (4.4)                                        Page 129



4.4:    Process a Rejection Batch


This routine allows you to perform all of the following functions for a
rejection batch:

    *    Edit transactions

    *    List transactions

    *    Delete the batch


Once you identify a rejection batch (by entering the date, journal and number)
you can efficiently process the batch (i.e., you are not required to select a
routine, identify the batch, select another routine, identify the same batch
again, etc.). This routine is particularly useful when one person performs
these rejection batch functions in a series.

After you correct a rejected transaction, the OK to post this transaction?
prompt appears on the screen. At this point you can either post the
transaction or, leave it as CORRECTED and post it at a later time.

NOTE: For automated batches, transactions for cancelled accounts are rejected.
When you edit the rejection, a warning appears notifying you that the account
is cancelled.

Each function listed above can also be accessed via a separate routine on the
Automated Batch Entry Menu. The table on the next page lists the functions on
the Process Routine and the corresponding single function routines. For an
overview of these functions, see the section of this manual titled "Automated
Batch Entry: An Overview."

For documentation of each function, see the section on the corresponding
routine. For example, see the Edit Rejected Transactions Routine for more
information on the edit function in the Process a Rejection Batch Routine.

The individual routines found on the Automated Batch Entry Menu allow you to
limit user access to some of the routines. For example, you may want only
non-supervisory personnel to edit information, while supervisors can edit, list
and delete rejection batch information.

When you enter this routine, the Process a Rejection Batch screen appears. The
upper part of this screen is similar to the standard Process a Batch screen.
The only difference is, this screen applies specifically to a rejection
batch. Included on this screen are the total number of transactions in the
batch (i.e., resolved + unresolved transactions) and the number of remaining
rejected transactions. Use this screen to identify the rejection batch which
you wish to process.


Selecting a Function
Process a Rejection Batch (4.4)                                        Page 130




Once you enter the rejection batch date, journal and number, you enter the
number of the function you wish to perform at the SELECT prompt. After you
select a function, the associated second screen or prompt then appears.

For example, to edit a batch, enter 1. The Edit Rejection Transactions screen
then appears. (The Edit Rejected Transactions Routine is documented in the
section of this manual titled "Edit Rejected Transactions.")

The functions available from the Process Routine and the routines on the
Automated Batch Entry Menu to which they correspond are listed in the table
below.

     ______________________________________________________________

             Table 4.2 Automated Batch Processing Routines
     ______________________________________________________________

     On the Process Routine:             On the Batch Menu:

     1.   EDIT                           Edit Rejected Transactions

     2.   LIST                           List Rejection Batches

     3. DELETE                           Delete a Rejection Batch
     _______________________________________________________________


+-------------------------------------------------------------------------------+
|                            Process A Rejection Batch                          |
|===============================================================================|
|                                                                               |
|Rej. Batch Date:                         Rej. Batch Status:                    |
|                                                                               |
|Rej. Batch Journal:                      Orig. Batch Status:                   |
|                                                                               |
|Rej. Batch Number:                                                             |
|                                                                               |
|Rej. Batch Comment:                                                            |
|                                                                               |
|                                                                               |
|         sactions                                                              |
|         solved Transactions                                                   |
|                                                                               |
|-------------------------------------------------------------------------------|
|                                                                               |
|Select?           Edit Txns   2. List   3. Delete                              |
+-------------------------------------------------------------------------------+


Use this screen to identify the rejection batch you want to process.
Process a Rejection Batch (4.4)                                          Page 131




When you identify the batch, the cursor moves to the bottom of the screen,
where you can choose the function you wish to perform.


SELECT?                Select the function you wish to perform:

                      1. EDIT     2. LIST   3. DELETE

                      Each function is documented separately in this manual.

                      NOTE:   If you try    to access a batch that is listed
                              as IN USE,    and you know another user is not
                              working on    it, the batch may have been left IN
                              USE during    a system crash.

                                If this is the case, the batch can be re-opened
                                using the Re-Open an 'IN USE' Rejection Batch
                                Routine. Re-opening batches is typically handled
                                by your hospital's Data Processing Department.
Edit Rejected Transactions (4.4.1)                                      Page 132



4.4.1:    Edit Rejected Transactions


This routine allows you to resolve an automated batch's rejected transactions
by correcting erroneous account numbers, procedure mnemonics, quantities,
or dollar amounts.


Editing Rejected Transactions

After you identify the batch by entering its date, journal, and number,
the system displays the following information:

    *    any comment associated with the batch

    *    original batch's status

    *    rejection batch's status

    *    total number of transactions

    *    total number of unresolved transactions


After you confirm that this is the batch you want to edit, a second screen
displays, one by one, each unresolved (i.e., rejected) transaction in the
batch. The screen also includes a running tally of unresolved transactions.
You can then correct the data associated with a rejected transaction (or delete
the transaction from the batch). As you correct and file each transaction, you
can choose to post it right away, or leave it in CORRECTED status for later
posting.

A new display field has been added to the processing screen. It appears next
to the CORRECTED TXN field. If the rejected account has it's charge freeze
entry flag set to Y, then FROZEN will display in this field. Otherwise, it
will be blank. This will help to easily identify that a rejection was due to a
charge entry freeze. Please note that if a transaction is rejected due to a
frozen account and then the account is unfrozen, a reprocessing of the
transaction will cause it's status to become CORRECTED and the FROZEN
message will disappear. Likewise, if the frozen account on the rejection
transaction is edited to another unfrozen account, then the transaction will
become CORRECTED and the FROZEN flag will disappear.


NOTE:    A CORRECTED transaction is still considered unresolved until
         you post it.


Closing the Batch

After all of the transactions have been resolved (i.e., POSTED or
DELETED), the rejection batch's status changes from OPEN to CLOSED.
Edit Rejected Transactions (4.4.1)                                       Page 133



A CLOSED batch needs no further processing and remains on file until it is
purged.

First Screen
+-------------------------------------------------------------------------------+
|                          Edit Rejected Transactions                           |
|===============================================================================|
|                                                                               |
|Rej. Batch Date:                        Rej. Batch Status:                     |
|                                                                               |
|Rej. Batch Journal:                     Orig. Batch Status:                    |
|                                                                               |
|Rej. Batch Number:                                                             |
|                                                                               |
|Rej. Batch Comment:                                                            |
|                                                                               |
|                                                                               |
|         sactions                                                              |
|         solved Transactions                                                   |
+-------------------------------------------------------------------------------+


REJ. BATCH DATE       Enter the date of the batch whose rejected
                      transactions you want to delete.


REJ. BATCH JOURNAL    Enter the mnemonic of the journal whose rejected
                      transactions you want to edit.

                      Lookup:   Journal Dictionary


REJ. BATCH NUMBER     Enter the number of the batch whose rejected
                      transactions you want to edit.

                      Lookup:   Rejection batches on file for selected date and
                                journal

Second Screen
Edit Rejected Transactions (4.4.1)                                     Page 134

+-------------------------------------------------------------------------------+
|                          Edit Rejected Transactions                           |
|===============================================================================|
|                                                                               |
|Batch Date:                                                sactions            |
|Batch Journal:                                             solved Transactions |
|Batch Number:                                                                  |
|                                                                               |
|-------------------------------------------------------------------------------|
|                                                                               |
|Txn Number:           atus:                                                    |
|                                                                               |
|Original Txn:                                                                  |
| Ser Date Account #       Bill   Procedure   Corp Qnty    Amount     Reverse   |
|                                   3                                           |
|                                                                               |
|            Comment:                                                           |
|                                                                               |
|Corrected Txn:                                                                 |
| Ser Date Account #       Bill   Procedure   Corp Qnty    Amount     Reverse   |
|                                   3                                           |
|                                                                               |
|            Comment:                                                           |
|                                                                               |
|Rejection Reasons:                                                             |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+

This screen allows you to edit the REJECTED transactions in the identified
batch. The system displays, one by one, each transaction that needs to be
either corrected or deleted.



Working On Rejected Transactions

If you want to delete a transaction, change its status from REJECTED
to DELETED. If, on the other hand, you want to correct the transaction,
move the cursor to the fields with the invalid information and make the
necessary changes.

After you resolve a rejected transaction by correcting it, the Post this
transaction? prompt appears. You can either post the CORRECTED
transaction at this time or wait until a later time to post it.

NOTE: If you do notchoose to post a transaction (i.e., by entering N
      at the Post this transaction? prompt), the system still considers it
      unresolved.
Edit Rejected Transactions (4.4.1)                                       Page 135



Unresolved Transactions

You can continue to edit unresolved transactions via this routine until they
are posted. A total of unresolved transactions appears at the top of the
screen. The system continually updates this number. After all of the
transactions have been resolved, the batch's status changes from OPEN to
CLOSED.



TXN NUMBER            The system displays the next transaction in this
                      batch that needs to be corrected, posted or deleted.     To
                      edit this transaction, press <Enter>.

                      Lookup:   Transactions in the identified batch

                      To edit a different transaction, delete the number
                      displayed and enter the desired number.


STATUS                 The transaction's current status appears.

                      If the transaction is currently REJECTED or
                      CORRECTED, you can delete this transaction by
                      deleting the current status and entering D for
                      DELETED.

                      When you file a CORRECTED transaction, the system
                      then displays the message:

                           Post this transaction?

                           To post the transaction, enter Y (the number of
                           unresolved transactions will decrease by one). To
                           keep the transaction on file for this batch in
                           CORRECTED status, enter N.


CORRECTED TXN

This area of the screen displays the transaction's current information and
allows you to edit any incorrect data.

SER DATE               The transaction's current service date appears.

                      If the service date is wrong, enter the correct service
                      date here. If the service date is correct, press
                      <Enter>.


ACCOUNT #              If the account number displayed in the original
Edit Rejected Transactions (4.4.1)                                    Page 136



                      transaction line is correct, press <Enter>.

                      If the account number is incorrect, enter the correct
                      patient or client account number here.

                      If you identify a CANCELLED account, a warning appears.
                      You can still file and post the transaction, if desired.

                      For more information on identifying accounts and using
                      the Lookup feature, see the section titled "Identifying
                      B/AR Accounts" in Volume 1 of the B/AR User Manual.


PROCEDURE             If the procedure code is incorrect, enter the
                      correct procedure code here.

                      If the procedure is correct, press <Enter> to leave it
                      unchanged and proceed to the next prompt.


                      NOTE: If this procedure is a payment, adjustment, or
                            refund procedure, its insurance must match the
                            account's current order or the insurance order on
                            one of the account's bills.


QNTY                  If the quantity is incorrect, enter the correct
                      quantity here. If the quantity is correct, press
                      <Enter>.


AMOUNT                If the amount is incorrect, enter the correct
                      amount here. Note that if the quantity is greater than
                      one, enter the total amount, not the unit amount.

                      If the amount is correct, press <Enter>.


REVERSE               The system displays Y if the original transaction
                      reversed a previous transaction, or N if it did not.     If
                      this information is correct, press <Enter>.

                      If the default value is not correct, delete it and enter
                      Y if the transaction reverses a previous transaction;
                      otherwise, enter N.


COMMENT               If desired, enter or edit a batch comment. Any
                      comment that you enter here appears on batch lists and
                      reports.
Edit Rejected Transactions (4.4.1)                                    Page 137




When you press <Enter> at this prompt, the File? prompt appears. To save
the changes made to this transaction, enter Y. If you do not want to save
your changes, enter N.

If the transaction's status is CORRECTED, the Post this transaction?
prompt appears. If you enter Y, the transaction is automatically posted and
the number of unresolved transactions is decreased by one. If you enter N, the
number of unresolved transactions remains unchanged. A batch's status remains
OPEN until all of its transactions have been resolved.
Delete a Rejection Batch (4.4.2)                                       Page 138



4.4.2:    Delete a Rejection Batch


_______________________________________________________________________________

Important

When you delete a rejection batch, you can no longer edit any information in
that rejection batch (that is, you cannot correct and post the transactions in
that rejection batch).

Any transactions whose status may have been changed (via the Edit Rejected
Transactions Routine) from REJECTED to CORRECTED are also deleted.
_______________________________________________________________________________


Typically, you delete a rejection batch when you discover that it would be more
time consuming to make all the necessary edits to the unresolved transactions
than to recreate the batch.

If you want to edit a transaction in a rejected batch, use the Edit Rejected
Transactions Routine to delete that transaction.

After you delete a batch there is still a record of the batch kept on file.
You can print the Rejection Batches List or the Rejection Batch Summary Report
to list DELETED batches.

NOTE:    To delete a batch, its status must be OPEN.



The Delete Batch Screen

The Delete Batch screen is similar to the first Enter/Edit Batch Transations
screen. To delete a batch, you first identify the following information:

    *    Batch date

    *    Journal

    *    Batch number


The batch summary information then appears on the screen to allow you to verify
that this is the correct batch. The Delete this batch? prompt appears at
the bottom of the screen. At this point, you can either delete the batch or
return to this screen without deleting it.

If you delete the batch, you must then read the batch again from the original
database to capture charges for that date.
Delete a Rejection Batch (4.4.2)                                       Page 139

+-------------------------------------------------------------------------------+
|                             Delete Rejection Batch                            |
|===============================================================================|
|                                                                               |
|Rej. Batch Date:                         Rej. Batch Status:                    |
|                                                                               |
|Rej. Batch Journal:                      Orig. Batch Status:                   |
|                                                                               |
|Rej. Batch Number:                                                             |
|                                                                               |
|Rej. Batch Comment:                                                            |
|                                                                               |
|                                                                               |
|         sactions                                                              |
|         solved Transactions                                                   |
+-------------------------------------------------------------------------------+


REJ. BATCH DATE       Enter the date of the rejection batch that you want
                      to delete. Use the standard date format or a T
                      combination.


REJ. BATCH JOURNAL    Enter the mnemonic of the journal whose rejection
                      batches you want to delete.

                      Lookup:   Journal Dictionary


REJ. BATCH NUMBER     Enter the number of the rejected batch that you want
                      to delete.

                      Lookup:   all batches that were rejected for selected
                                date and journal


Once you enter a batch number, the batch information appears on the screen to
allow you to verify that this is the correct batch. The Delete this Batch?
prompt appears at the bottom of the screen.

To delete the batch, enter Y. If you change your mind and do not want to
delete the identified batch, enter N. The cursor then returns to the
REJ. BATCH NUMBER prompt.
List All Rejected Transactions (4.4.3)                                   Page 140



4.4.3:    List All Rejected Transactions


Use this routine to list all transactions on file which have not been
either deleted or posted. You can use this list to review all of the
outstanding transactions that need to be resolved before they can be posted.

For each transaction, the report lists the following information:

    *    batch date                          *   name

    *    journal                             *   procedure mnemonic

    *    batch number                        *   quantity

    *    transaction number                  *   amount

    *    transaction status                  *   reversed (Yes or No)

    *    service date                        *   transaction comment

    *    frozen accounts                     *   rejection reasons

    *    account number



NOTE:    If you want a list of selected rejected transactions, use the
         List Rejection Batches Routine.



The Rejection File Master List Screen

A new prompt now appears when running this report which says LIST REJECTIONS
FOR FROZEN ACCOUNTS ONLY?. If Y is answered, then a special version of the
Rejection Master File List will print which will only include rejected
transactions for frozen accounts. If N is anwered, then all rejected
transactions will print, including those for frozen accounts. As with LIST
REJECTED BATCHES, the text FROZEN will print next to any transaction that is
associated with a frozen account.

When you choose this routine, the screen shown below appears along with a
message stating the date and time that this list was last compiled.

To compile a new list, enter Y.    To print the existing information, enter
N.
List All Rejected Transactions (4.4.3)                                  Page 141

+-------------------------------------------------------------------------------+
|                          Rejection File Master List                           |
|===============================================================================|
|                                                                               |
|This routine prints all the transactions in the rejection files which have not |
|been either Deleted or Posted.                                                 |
|                                                                               |
|List Rejections For Frozen Accounts Only?                                      |
+-------------------------------------------------------------------------------+


INCLUDE POSTED AND      Enter Y if you want the list to include transactions
DELETED TRANSACTIONS?   that have already been posted or deleted. To
                        exclude posted and deleted transactions, enter N.

           Master list compiled on xx/xx/xx at xxxx.   Re-compile?
List Rejection Batches (4.5)                                               Page 142



4.5:    List Rejection Batches


This routine lists batch and transaction information for selected rejection
batches. You determine which batches appear on the list by defining ranges of:

    *   Batch dates

    *   Journals

    *   Batch numbers


You can also determine the transactions that are included on the report by
including or excluding POSTED and DELETED (i.e., resolved) transactions.

You can use this report to review unresolved transactions that need to be
edited. (To edit a rejected transaction, use the Edit a Rejected Transaction
Routine.)

Each report includes the following information:

    Batch Information:

         *   Date            *   Original batch status

         *   Journal         *   Total number of transactions

         *   Number          *   Total number of unresolved transactions

         *   Comment         *   Rejection batch status


    Transaction Information:

         *   Number          *   Rejection reasons

         *   Status          *   Procedure

         *   Service date    *   Quantity

         *   Account         *   Amount charged

         *   Name            *   Whether or not the transaction was reversed

         *   Comment




NOTE:   To list all rejected transactions on file, use the List All
        Rejected Transactions Routine.
List Rejection Batches (4.5)                                          Page 143




      For a summary of the all rejected batches on file, use the the Print
      Rejection Batch Summary Routine.


A new field has been added to this report. It appears as the first field on
the line which displays the corrected transaction. This field will display
FROZEN, if the account is FROZEN. Otherwise, nothing will print.


+-------------------------------------------------------------------------------+
|                            List Rejection Batches                             |
|===============================================================================|
|                                                                               |
|From Batch Date:                                                               |
|Thru Batch Date:                                                               |
|                                                                               |
|From Journal:                                                                  |
|Thru Journal:                                                                  |
|                                                                               |
|From Number:                                                                   |
|Thru Number:                                                                   |
|                                                                               |
|Include 'Posted' And 'Deleted' Transactions?                                   |
+-------------------------------------------------------------------------------+


FROM BATCH DATE       Enter the first date in the date range. Use the
                      standard date format or a T combination. To print
                      this report for only one date, enter that date here and
                      in the next field.


THRU BATCH DATE       The date entered at the previous prompt appears
                      here. If you wish to print the list for batches
                      associated with this date only, press <RETURN>. If you
                      prefer to end the range with a different date, delete
                      the default date and enter the desired date.


FROM JOURNAL          Enter the mnemonic of the first journal (sorted
                      alphabetically) that you want included on the list.

                      Lookup:   Journal Dictionary


THRU JOURNAL          The journal entered at the previous prompt appears
                      here. Press <Enter> to list batches for that journal,
                      or delete the default journal and enter a different
                      mnemonic.
List Rejection Batches (4.5)                                          Page 144




                      Lookup:   Journal Dictionary


FROM NUMBER           Enter the number of the first batch you want on the
                      list.
List Rejection Batches (4.5)                                            Page 145



THRU NUMBER             Enter the number of the last batch you want on the
                        list. If you are listing batches for several journals,
                        enter the highest batch number. If you are unsure of
                        the highest number and you want ot be sure you are
                        including all batches, enter a very large number (e.g.,
                        999).


INCLUDE POSTED AND      If you want this list to include transactions that
DELETED TRANSACTIONS?   have been posted or deleted, enter Y. To
                        exclude posted and deleted transactions, enter N.
Print Rejection Batch Summary (4.6)                                       Page 146



4.6:    Print Rejection Batch Summary


Use this routine to print a summary of all rejection batches on file. You
can use this as a quick reference tool to review the number of batches that
need to be resolved before they can be posted.

For each rejection batch, the report lists the following information:

    *   date                *   total number of transactions

    *   journal             *   total number of unresolved transactions

    *   number              *   comment

    *   batch status


NOTE:   For a detailed list of rejected batches, including transaction
        information, use the List Rejection Batches Routine.



The Print Rejection Batch Summary Screen

When you choose this routine, the screen shown below appears, along with the
Print on: prompt. To print this report, enter your printer's mnemonic.
Purge Rejection Batches (4.7)                                          Page 147



4.7:   Purge Rejection Batches


This routine allows you to erase from the system all rejection batches with
a status of DELETED or CLOSED. Deleted batches have been deleted via
the Delete a Rejection Batch Routine. Closed batches have had all transactions
either deleted or corrected.

Since these batches do not require any further processing, it is helpful to
purge them so that they do not take up computer storage space. How often a
purge is performed is left to the discretion of the hospital.

Once rejection batches are purged, they cannot be restored to the system.

Note that this routine applies only to rejection batches. Regular batches
are purged based on the BATCH PURGE DELAY prompt defined in the B/AR
Parameters.



The Purge Rejection Batches Screen

When you choose this routine, the screen shown below appears, along with the
OK? prompt.



+-------------------------------------------------------------------------------+
|                            Purge Rejection Batches                            |
|===============================================================================|
|                                                                               |
|This routine purges all rejection batches which are either Closed or Deleted. |
+-------------------------------------------------------------------------------+

                                      OK?

To purge all rejection batches on file that have a status of DELETED or CLOSED,
enter Y. If you change your mind and decide not want to purge batches at
this time, enter N.
Re-Open an 'IN USE' Rejection Batch (4.8)                              Page 148



4.8:   Re-Open an 'IN USE' Rejection Batch


Use this routine to set a batch's status back to OPEN if it is IN USE
because of a system crash. Typically, if users were entering corrections to
rejection batches at the time of a system problem, the batch's status remains
IN USE .

_______________________________________________________________________________

Important

This routine is designed to be used only for batches left IN USE
after a system failure. MEDITECH recommends limiting users who have access to
this routine. Typically, it is only used by the Information Systems or Data
Processing Department.
_______________________________________________________________________________



Before You Use the Routine

Before you re-open a batch, verify that no one else is actually using the
batch. If you re-open a batch that a user is processing, you risk other users'
gaining access to the same batch, which jeopardizes the integrity of the batch
data.

The Re-Open an 'IN USE' Rejection Batch screen displays the last user and
device for the identified batch. You can then check with that user or go to
that device to verify that no one is working on that batch.



How the Routine Works

When you re-open an IN USE rejection batch, any changes which were not
filed when the system crashed cannot be recorded. The Transactions and
Unresolved Transactions totals for the batch are adjusted to reflect only those
changes (that is, corrections and/or deletions) which were filed before the
system crashed. The screen displays the adjusted amounts. You must re-enter
any other changes.

After you re-open a rejection batch, you can return to the Edit Rejected
Transactions screen and continue resolving the rejected transactions.
Re-Open an 'IN USE' Rejection Batch (4.8)                              Page 149

+-------------------------------------------------------------------------------+
|                      Re-Open An 'IN Use' Rejection Batch                      |
|===============================================================================|
|                                                                               |
|This routine allows you to identify a batch with an IN USE status and set the |
|status to OPEN. This should only be used when the machine has crashed leaving |
|the batch IN USE and no user actually using the batch!                         |
|                                                                               |
|Rej. Batch Date:                        Rej. Batch Status:                     |
|                                                                               |
|Rej. Batch Journal:                     Orig. Batch Status:                    |
|                                                                               |
|Rej. Batch Number:                                                             |
|                                                                               |
|Rej. Batch Comment:                                                            |
|                                                                               |
|                                                                               |
|Last User:                                                                     |
|Last Device:                                                                   |
|                                                                               |
|                                                                               |
|         nsactions                                                             |
|         esolved Transactions                                                  |
+-------------------------------------------------------------------------------+


REJ. BATCH DATE       Enter the date of the IN USE batch that you want
                      to re-open.


REJ. BATCH JOURNAL    Enter the journal associated with the batch that you
                      want to re-open.

                      Lookup:   Journal Dictionary


REJ. BATCH NUMBER     Enter the number of the batch that you want to
                      set back to OPEN status.

                      Lookup:   Rejection batches on file for the selected date
                                and journal



After you enter a number, the batch information appears on the screen to allow
you to verify that this is the correct batch. The Set the status to OPEN?
prompt appears at the bottom of the screen.

To re-open the batch, enter Y. If you change your mind and decide not to
re-open the identified batch, enter N. The cursor then returns to the
NUMBER prompt.

After you identify the batch, summary information then appears on the screen to
Re-Open an 'IN USE' Rejection Batch (4.8)                             Page 150



allow you to verify that this is the correct batch. The last user and device
also appear, allowing you to check with that user or go to that device to
verify that no one is actually using the batch.

The Set the status to OPEN? prompt appears at the bottom of the screen. At
this point, you can either reset the batch status to OPEN or return to the
screen without resetting the status.
List a Batch's Doctors Who Need Transactions (4.9)                      Page 151



4.9:    List a Batch's Doctors Who Need Transactions


This routine allows you to list, for a specific automated batch, any performing
physicians (transferred from clinical applications) who have not been
associated with a transaction.

If a procedure requires a performing physician, that physician may be entered
when a clinical application (for example, the Radiology Module) enters its
charges. This information is transferred to a B/AR batch via the Create a Batch
from Clinical Module Routine.

If the performing physician is not known at the time a charge is entered, the
transaction can be transferred to B/AR without identifying him or her. When
the performing physician and the charge are entered into the clinical
application separately, the system must match the physician to the
procedure he or she performed.

Normally, the physician is soon entered into the clinical application, this
information is transferred to B/AR, and the physician is automatically
associated with the appropriate transaction in the patient's file.

There may be times, however, when the system cannot find that transaction.
This happens when

    *   You use the Reverse and Re-batch Transactions Routine to combine charges
        into one account, at least one of the transactions moved requires a
        performing physician, and the account you remove does not yet have
        the performing physician information.

    *   The information on the performing physician has been transferred to
        B/AR, as has the charge, but the charge has not yet been posted to the
        account.

    *   The information on the performing physician has been transferred to
        B/AR, but the charge itself has not.


This routine allows you to list physicians who, for some reason, have not yet
been matched up with the procedure they performed. You specify the clinical
database in which you are interested and the date of the batch. The report
lists:

    *   account number

    *   transfer identifier (described below)

    *   performing physician's mnemonic


The transfer identifier is a number assigned by the clinical application
when the transaction is put into a batch (before being transferred to B/AR).
List a Batch's Doctors Who Need Transactions (4.9)                     Page 152



Each clinical application generates these numbers according to its own set of
rules. It may be possible to use this number to help you resolve which
physicians belong on which transactions. Consult your Data Processing
Department for more information.

+-------------------------------------------------------------------------------+
|                 List Performing Doctors Who Need Transactions                 |
|===============================================================================|
|                                                                               |
|Clinical Database:                                                             |
|                                                                               |
|For Date:                                                                      |
+-------------------------------------------------------------------------------+


CLINICAL DATABASE     Enter the mnemonic of the clinical module from which
                      the performing physician information you wish to list
                      was transferred.

                      Lookup:   MIS Application Database Dictionary in the MIS
                                Toolbox


FOR DATE              Enter the date in which you are interested, using
                      the standard date format or a T combination. The
                      list includes all performing physicians sent to B/AR
                      on that date who have not been associated with their
                      corresponding transaction in the patient's file.

                      Note that the batch for the identified date and clinical
                      database must already have been transferred.
Introduction to Cashiering (5)                                         Page 153



Chapter 5:   Introduction to Cashiering


The Cashiering feature helps you process payments received through the mail or
made to a window cashier. The feature allows Health Care organizations to post
receipts more easily and issue receipts to patients and guarantors.

There are two methods for entering cash and printing receipts:

1) The Mail/Lock Box Payment solution is intended for clerks who handle stacks
of checks received in the mail and would have normally entered the checks via
the standard batch routines.

2) The Window Payment solution is intended for a cashier in a window accepting
payments, placing them into a cash drawer, and eventually totalling and
balancing the drawer.

Related routines allow you to process, preview, and print receipts. There are
also routines that allow you to run reports for these payments and receipts.


+-------------------------------------------------------------------------------+
|                              B/AR Cashiers Menu [ ]                           |
+-------------------------------------------------------------------------------+
|                                                                               |
|----Window Payments----          ----Mail Payments----                         |
|10. Change Drawer Status         40. Process A Batch                           |
|12. Enter Patient Cash           41. Enter/Edit A Batch                        |
|14. Print/Reprint Receipt        42. List Batches                              |
|                                 43. Post A Batch                              |
|----Reports-----                 44. Delete A Batch                            |
|20. Drawer Summary               45. Edit Comments And Control Totals          |
|22. List Drawer Detail           46. Reopen An 'IN USE' Batch                  |
|24. Printed Receipt Log          47. List OPEN/IN USE Batches                  |
|                                                                               |
|----Receipt Voiding----          ----Queued Receipts----                       |
|30. Void Receipt/Transaction     55. Receipts To Be Printed                    |
|32. List Voided Receipts         56. Print Receipts                            |
|                                 57. Restart Receipt Printing                  |
+-------------------------------------------------------------------------------+
Cashiering Routines:   An Overview (5.1)                                Page 154



5.1:   Cashiering Routines:   An Overview


Use the following table to assist you in utilizing the correct cashiering
routine.

To do this:                                            Use this routine:
-----------                                            -----------------

Enter/edit several entries of mail payments in         Enter/Edit Transactions
an existing batch

Create a new batch of mail cashier payments            Create a New Batch

Post a cashier batch from OPEN to POSTED status.       Post a Batch
All associated transactions in the batch are updated
to their respective accounts.

Edit comments and control totals related to an         Edit a Batch
individual cashier batch

Reopen (process) a cashier batch with the status       Process an In-Use Batch
of IN USE (due to a system crash, etc.)

Delete an existing cashier batch                       Delete a Batch
Change Drawer Status (5.1.1)                                             Page 155



5.1.1:   Change Drawer Status


This routine is used by cashiers when accepting payments. Prior to the cashier
placing cash into a drawer, the drawer must be in an "OPEN" status. After the
drawer is OPEN, the cashier is able to enter the payment received (via the
Enter Patient Cash routine).

Also, this routine has been modified to prompt for a Batch Date when a drawer
is OPENed. A new display field, Drawer Date, which is the date the drawer is
opened, has been added.

When a Drawer is OPENed, the Drawer Date is set to TODAY and the user is
allowed to enter the Batch Date. The Batch Date defaults to TODAY. This
default can be editted and changed to any valid batch date.

A Drawer file is then created with a date of TODAY, and a Batch file is created
with a date as selected by the user.

The following reports have been modified to include the Batch Date and the
Batch Number for easier identification of the associated batch file for the
drawer:

  *   Drawer Summary

  *   List Drawer Detail

  *   List Batches

+-------------------------------------------------------------------------------+
|                        Change Cashier's Drawer Status                         |
|===============================================================================|
|Drawer                                                                         |
|                                                                               |
|Drawer Date                                                                    |
|                                                                               |
|Drawer Status Is Currently:                                                    |
|                                                                               |
|Open, Close Or Suspend                                                         |
|                                                                               |
|         Balance                                                               |
|                                                                               |
|Batch Date                                                                     |
|                                                                               |
|Batch Comment                                                                  |
+-------------------------------------------------------------------------------+


DRAWER                  Enter the drawer mnemonic in which you want to
Change Drawer Status (5.1.1)                                            Page 156



                      place the payment received.

                      Lookup: Journal Dictionary (restricted to those
                      entries which have the FOR CASHIERING prompt set
                      to Y)




OPEN,CLOSE,SUSPEND    Enter the status which you would like to assign
                      to this to assign to this drawer.

                      OPEN status allows you to enter payment transactions
                      into this drawer.

                      CLOSE status automatically sets the related batch to
                      POSTED status. Once the drawer is closed, you cannot
                      enter additional payments to it.

                      SUSPEND status ensures that no one else will have
                      access to a drawer. This is particularly useful, for
                      example, when a cashier is at lunch, etc. The drawer
                      must be set to OPEN status in order to resume posting
                      payments.

                      NOTE: If a drawer status is IN USE, you cannot close
                      or suspend it. IN USE status indicates that another
                      user is currently using the drawer. Only one user can
                      use a drawer at a time.

                      Use the Re-open routine in cases when the system fails
                      and leaves the drawer IN USE but not active.


BALANCE               Enter the opening and closing amount (physical
                      amount) of the batch.

                      When opening or closing a cashier drawer, the opening or
                      closing balance is a required entry. This allows the
                      system to report the opening and closing cashier drawer
                      balances on summary and detail reports.


Batch Date:   The user is prompted for a Batch Date when a Drawer is OPENed.
The Batch Date defaults to TODAY. This default can be editted and changed to
any valid batch date. A batch file is then created with a date as selected by
the user.


COMMENT               Enter a free text comment associated with this
Change Drawer Status (5.1.1)                                      Page 157



                      batch.   You may use up to 60 characters.
Enter Patient Cash (5.1.2)                                              Page 158



5.1.2:    Enter Patient Cash


Use this routine to enter cash, received for payment, into a drawer.

+-------------------------------------------------------------------------------+
|                              Enter Patient Cash                               |
|===============================================================================|
|Account:                                                                       |
|-------------------------------------------------------                        |
|Drawer:                                                                        |
|Ser Date:                                                                      |
|                                                                               |
|Procedure:                                                                     |
|Bill No:                                                                       |
|Amount:                                                                        |
|Comment:                                                                       |
+-------------------------------------------------------------------------------+


ACCOUNT                 Identify the account for which you are entering or
                        editing a payment transaction.

                        To identify the account you wish to process, enter
                        one of the following:

                        *   The account number

                        *   The patient's unit number, preceded by U# (for
                            example, U#1234567). If the patient has more than
                            one account, a list of his or her accounts then
                            appears on the screen. Select the account you wish
                            to process from this list.

                        *   The patient's name or partial name. Use the
                            <Lookup> if you enter a partial name. If the patient
                            has more than one account, a list of his or her
                            accounts then appears on the screen. Select the
                            account you wish to process from this list.

                        *   The guarantor number preceded by G# (for example,
                            G#052-40-0266), if your system is set up for
                            guarantor statements. Press <Loookup> and select the
                            guarantor. A list of accounts associated with this
                            guarantor then appears, arranged in numerical order
                            by account number. Select the account from this list.


SER DATE               Enter the service date for the payment being applied.
Enter Patient Cash (5.1.2)                                              Page 159



PROCEDURE             Enter the appropriate Self Pay procedure for the
                      payment (for example, CASH, CHECK, AMEX etc.).

                      Lookup: Non-Charge Procedure Dictionary (limited to
                      Self Pay Receipt procedures)


BILL NO               Enter the bill number to apply this payment to.

                      "D" appears in this field. To distribute the
                      payment across existing bills on the account, press
                      <Enter>. To choose a different bill, enter the bill
                      number. A Lookup of the account's existing bills is
                      available.

                      Lookup:   Bills for the selected account




AMOUNT                Enter the amount of the payment using the format,
                      0.00.


COMMENT               If desired, enter a comment to associate with this
                      transaction. Any comment that you enter here appears in
                      the patient's file, as well as on batch lists and
                      reports.
Print/Reprint Receipt (5.1.3)                                          Page 160



5.1.3:   Print/Reprint Receipt


This routine prints all queued receipts. You can print all queued receipts, or
restrict the list to only those queued receipts within a specific date range.

When you enter "Y" at the Receipt Needed? prompt on the Enter/Edit Cash
Transactions screen, the system queues the receipt for printing. After you are
finished processing batches, use this routine to print all requested receipts.

+--------------------------------------------------------------------------------------------+
|                                  Print/Reprint A Receipt                                   |
|============================================================================================|
|Patient ID:                                                                                 |
|                                                                                            |
|Payment     Date      Bill      Amount   Comment                                            |
|                                                                                            |
|                                                                                            |
|----Printed Receipt----                                                                     |
|Number:              on                                                                     |
+--------------------------------------------------------------------------------------------+


PATIENT ID             Identify the account for which you would like to
                       print a receipt.

                       To identify the account you wish to process, enter
                       one of the following:

                       *   The account number.

                       *   The patient's unit number, preceded by U# (for
                           example, U#1234567). If the patient has more than
                           one account, a list of his or her accounts then
                           appears on the screen. Select the account you wish
                           to process from this list.

                       *   The patient's name or partial name. Use the
                           <Lookup> if you enter a partial name. If the patient
                           has more than one account, a list of his or her
                           accounts then appears on the screen. Select the
                           account you wish to process from this list.

                       *   The guarantor number preceded by G# (for example,
                           G#052-40-0266), if your system is set up for
                           guarantor statements. Press <Lookup> and select the
                           guarantor. A list of accounts associated with this
                           guarantor then appears, arranged in numerical order
                           by account number. Select the account from this list.
Print/Reprint Receipt (5.1.3)                                         Page 161



PAYMENT               Select the payment for which you want to print a
                      receipt.

                      A Lookup of Self Pay payments posted to the patient's
                      account, including the procedure, service date, amount,
                      and original receipt number (if applicable), is
                      displayed in reverse posting order.

                      If you do not find the correct transaction in the
                      initial lookup of posted transactions, you can search
                      all OPEN drawers by entering "Y" at the Search Open
                      Drawers? box.


DIS=N
Void Receipt/Transaction (5.1.4)                                         Page 162



5.1.4:    Void Receipt/Transaction


Use the Void Receipt/Transaction routine if the drawer has not been closed and
has posted to the patient account, you can delete the transaction. In this
routine a user can also void a transaction from an open batch even when a
receipt has never been produced.

When a cashier payment with no receipt is voided, a system generated comment is
immediately posted to the account, like the following:


    BCH DATE   BCH SER DATE   USER       PROCEDURE BL#   DESCRIPTION
                                                         BALANCE FORWARD
    11/02/98                  MEDITECH   C-15            Cashier Pymt (No Receipt)
                                                         Voided for 5.00

The routine deletes the receipt date and number from the posted transaction
and tracks the voided transaction for the Voided Receipts Log. The output is
similar to the Receipt Log.

Also note that a transaction is put into the receipt log that the original
receipt has been voided. It lists the user and date of the void.

+--------------------------------------------------------------------------------------------+
|                                 Void A Receipt/Transaction                                 |
|============================================================================================|
|Patient ID:                                                                                 |
|                                                                                            |
|Payment     Date      Bill      Amount   Comment                                            |
|                                                                                            |
|                                                                                            |
|----Printed Receipt----                                                                     |
|Number:              on                                                                     |
|                                                                                            |
|Note: This routine will not reverse a posted payment txn.                                   |
+--------------------------------------------------------------------------------------------+


ACCOUNT                 Identify the account for which you are entering or
                        editing a payment transaction.

                        To identify the account you wish to process, enter
                        one of the following:

                        *   The account number.

                        *   The patient's unit number, preceded by U# (for
                            example. U#1234567). If the patient has more than
Void Receipt/Transaction (5.1.4)                                        Page 163



                          one account, a list of his or her accounts then
                          appears on the screen. Select the account you wish
                          to process from this list.

                      *   The patient's name or partial name. Use the
                          <Lookup> if you enter a partial name. If the patient
                          has more than one account, a list of his or her
                          accounts then appears on the screen. Select the
                          account you wish to process from this list.

                      *   The guarantor number preceded by G# (for example,
                          G#052-40-0266), if your system is set up for
                          guarantor statements. Press <Lookup> and select the
                          guarantor. A list of accounts associated with this
                          guarantor then appears, arranged in numerical order
                          by account number. Select the account from this list.


PAYMENT               Select the payment for which you want to void a
                      receipt.

                      Lookup:   Self Pay payments posted to the patient's
                                account (including the procedure, service date,
                                amount, and original receipt number, if
                                applicable, displayed in reverse posting order)

                      If you do not find the correct transaction in the
                      initial lookup of posted transactions, you can search
                      all OPEN drawers by entering "Y" at the Search Open
                      Drawers? box.


DIS=N
Process a Batch (Mail Payments) (5.1.5)                                Page 164



5.1.5:    Process a Batch (Mail Payments)


This routine offers multiple cash batch processing functions on one screen for
use in processing mailed payments. Once you identify a date and number, you can
efficiently process the batch (that is, you are not required to select a
routine, identify the batch, select another routine, identify the same batch
again, etc.).

This routine allows you to perform the following functions:

    *    Enter a new batch                    *   Delete a batch

    *    Edit an existing batch               *   Move a batch

    *    List batch transactions


Each function listed above can also be accessed via a separate routine on the
standard Cashiers Menu.

For documentation of each function, see the section of the corresponding
routine in this manual. For example, see the Enter/Edit Transactions Routine
for more information on the enter/edit function in the Process a Batch Routine.

The Process a Batch Routine is helpful when, for example, one person performs
several batch functions in a series. That person may create a batch, enter
transactions, list and review the batch and then post it.

The individual routines found on the standard Cashiers Menu allow you to limit
user access to some of the routines. For example, you may want only
non-supervisory personnel to enter information, while supervisors can list,
delete and move batch information.



Selecting a Function

When you enter this routine, the Process a Batch screen appears. The upper
part of this screen is identical to the Enter/Edit Batch Transactions screen.
The only difference is this screen has the processing functions listed at the
bottom. Use this screen to identify an existing batch or to create a new one.

Once you enter the batch date and number, you enter the number of the
function you wish to perform at the SELECT prompt. After you select a
function, the associated second screen or prompt then appears. For example, to
edit a batch, enter 1 and the Enter/Edit Batch Transaction screen appears.
Process a Batch (Mail Payments) (5.1.5)                                   Page 165

+--------------------------------------------------------------------------------------------+
|                                  Process A Cashier Batch                                   |
|============================================================================================|
|                                                                                            |
|Date:                       Status:                               Control       Actual      |
|Journal:                                             Amount:                                |
|Number:             Dflt Serv Date:                  Txn Count:                             |
|                                                                                            |
|User:                    Opened:                                                            |
|                         Closed:                                                            |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|-------------------------------------------------------------------------------             |
|                                                                                            |
|Select?                                                                                     |
|                                                                                            |
|1. Enter/Edit   2. List   3. Delete   4. Post                                               |
+--------------------------------------------------------------------------------------------+


Use this screen to identify the Cashier batch you want to process.     For new
batches, you can also use this screen to enter batch information.

When you identify the batch, the cursor moves to the bottom of the screen,
where you can choose the function you wish to perform.


SELECT?               If you are entering a new batch, 1 appears here.
                      To enter the batch, press <Enter>. The cursor moves to
                      the COMMENT prompt, where you can continue entering
                      information for this batch.

                      If you are processing an existing batch, no default
                      appears. Select the function you wish to perform:

                      1. ENTER/EDIT    2. LIST   3. DELETE   4. POST

                      Your choices are limited by the batch status. The table
                      below lists your choices for each batch status:


                              Batch Status        Choices

                              OPEN (new)          1
                              OPEN (existing)     1,2,3,4
                              IN USE              none (batch is being edited)
                              DELETED             2
                              MOVED               2

                      NOTE:    If you try to access a batch that is listed
                               as IN USE, and you know another user is
                               not working on it, the batch may have been
Process a Batch (Mail Payments) (5.1.5)                               Page 166



                              left IN USE during a system crash.

                              If this is the case, the batch can be re-opened
                              using the Re-Open an 'IN USE' Batch Routine.
                              Typically, re-opening batches is handled by your
                              hospital's Data Processing Department.
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                           Page 167



5.1.5.1:   Enter/Edit a Batch (Mail Payments)


This routine allows you to enter a new batch or edit an existing batch of cash
receipts. Hospitals generally use this routine to enter miscellaneous payments
from "walk-ins".

When you choose this routine, a screen appears that prompts you to identify the
batch by entering its date and number. All cash application batches have a
journal and procedure automatically assigned by the system. The journal and
procedure for cash application batches are defined in your hospital's B/AR
Parameters. Hospitals typically define cash receipts for the procedure and the
Cash Journal for the journal.

NOTE:   You can also enter and edit cash receipts using the Process a
        Cash Application Batch Routine's Enter/Edit selections. The Process a
        Batch screens are identical to the screens in this routine.

This routine has two screens which are similar to other batch entry screens.
These screens are described below.



The First Screen

The first screen is similar to the standard Enter/Edit Batch screen. You can
enter a comment and default service date if desired. Control totals for the
batch dollar amount and transaction count are also optional unless the cash
application batch journal requires control totals (as defined in the Journal
Dictionary).

To proceed to the second screen, press <OK>. When you enter Y at the
OK? prompt, the second screen appears, on which you can enter or edit batch
transactions (i.e., batch entries).


The Second Screen

This screen allows you to make new batch entries or to edit existing entries.
The batch date and number appear at the top of the screen and the cursor goes
to the ENTRY # prompt. You then identify the following for your entry:

    *   Service date

    *   Database to which this transaction applies

    *   Patient account

    *   Transaction amount

    *   Transaction comment
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                           Page 168



Once you identify the patient account, the patient balance automatically
appears below it. (Note that this balance cannot be edited here.)

Once a transaction amount is entered, you can enter a transaction comment,
if desired. When the payment is by check, you may wish to use this comment
field to record the number of the check.

You can enter only one transaction for each cash application batch entry. For
example, assume you are entering a $20.00 payment from Joe Smith and a $50.00
payment from Jane Brown. Entry #1 consists of Joe Smith's $20.00 payment and
Entry #2 consists of Jane Brown's $50.00 payment.



toring Users:

As with regular batches, all batches with the exception of SYSTEM batches,
store three fields: the batch user, the open date and time, and the close date
and time of the batch. None of these fields need to be entered by the batch
user. They appear of several batch reports, for example, List batches, list
extended batches, and List formats.


~Cash Entry:


Window Payments:

The first step in utilizing window payments is to change the status of the
Drawer to OPEN via a new routine called Change Drawer Status. The <lookup> is
restricted to Journals defined as Cashiering journals. You must also identify
the amount of money in the drawer at the beginning, or OPENING BALANCE OF THE
DRAWER. A comment is available which is used as the batch comment header.
This process internally opens up a cashier's batch for every user listed in the
journal entry, since more than one user can share the same drawer.

To enter cash in the drawer, you will use the routine, ENTER PATIENT CASH.
After choosing the correct patient in the Enter Patient Cash routine, you
identify the drawer. Next, enter the service date, procedure, bill number, the
amount, and a comment (if necessary). NOTE: Procedures are restricted to Self
Pay Payments.

After you confirm your entries, you can print a receipt (via a prompt, PRINT A
RECEIPT?. The format on the receipt is based upon a new parameter called
RECEIPT PROGRAM.

After the receipt is printed, the routine posts a comment to the patient
account. It is a system generated comment that cannot be edited. For example:

         Receipt printed for $1100.00
         Number: 000001835-9

It should be noted that the comment will always appear before the posting of
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                           Page 169



the payment. This is because the payment will not post to the patient account
until the drawer is closed.

A new report on the Cashier's menu is available called PRINTED RECEIPT LOG.
This will list out, by day, in receipt order number, all relevant receipt
information.

To ensure that no one who has access to the drawer enters money into it
during a particular time (i.e., lunch), the drawer may be put into a Suspended
status using the CHANGE DRAWER STATUS routine.

Prior to closing the drawer, the user will most likely balance the drawer.    To
help ensure that the system and physical drawer are in balance with one
another, use the report called DRAWER SUMMARY REPORT.

A new report is available to list the detail of all batches linked to a drawer
for a specific day. It is the LIST DRAWER DETAIL REPORT.


Printing Receipts:
-------------------

To print a receipt for a payment already posted to an account, use the routine
called PRINT/REPRINT RECEIPT.

To reprint a receipt from the cash drawer without reposting the money, use the
PRINT/REPRINT RECEIPT routine. If you do not find the correct transaction in
the initial lookup of posted transactions, you can search open drawers. If you
enter "Y' at the "Search Open Drawers" prompt, the system loops through all
OPEN drawers looking for transactions for that account.

Mail/Lockbox Payments:
-----------------------

For payments that come via mail, the cashier knows in advance the total of the
receipts to be posted. Therefore, control totals are needed to help in
balancing.

NOTE: An OPEN drawer does not prevent the user from cresting a new batch using
the MAIL PAYMENTS routine. Once the Mail batch is posted, the system posts
every transaction into a 'Receipts to be printed' index. It now goes straight
to a posted status.

Three new routines have been created to accommodate the queueing of receipts.
The first is a list of Receipts to be Printed. The second is the actual Print
routine and the third is the Restart routine, to be used for printer jams or
other reprint issues.

Receipt Voiding:
----------------

The accommodate user or other errors, a Void Receipt routine is available. If
the drawer has not been closed and has posted to the patient account, you can
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                             Page 170



delete the transaction. In the case of a transaction already being posted to
an account, you cannot offset the originally posted transaction via this Void
Receipt routine. In this case, you would need to Reverse and Flag a
transaction or Enter/Edit a Batch routine. In either case, a non-editable
system-generated comment is posted to the account indicating the receipt number
and amount voided.

The new routine deleted the receipt date and number from the posted
transaction and tracks the void transaction for the Voided Receipts Log. The
output is quite similar to the receipt log. Also, a note is put into the
receipt log that the original receipt has been voided. It lists the user and
date of the void.

Deleting a Transaction

Note that there is no separate routine for deleting a transaction.
To delete a transaction, erase the patient account on this screen and press
<Enter>.

First Screen
+--------------------------------------------------------------------------------------------+
|                                  Enter/Edit Mail Payments                                  |
|============================================================================================|
|                                                                                            |
|Date:                       Status:                              Control       Actual       |
|Journal:                                            Amount:                                 |
|Number:             Dflt Serv Date:                 Txn Count:                              |
|                                                                                            |
|User:                    Opened:                                                            |
|                                                                                            |
|Comment:                                                                                    |
+--------------------------------------------------------------------------------------------+


DATE                     If you are creating a new batch, enter the date that
                         you wish to associate with this batch. If you are
                         editing a batch, enter the date associated with that
                         batch. Use the standard date format or a T
                         combination.

                         NOTE:   You cannot enter a closed date.


JOURNAL                  Enter the journal associated with this batch.

                         Lookup:   Journal Dictionary


NUMBER                   To enter a new batch, enter N (for next). The
                         system then assigns the batch the next sequential
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                           Page 171



                       number.

                       To edit a batch, enter its number.

                       LOOKUP:   previously entered batches


COMMENT                If desired, enter a free text comment for this
                       batch. Any comment that you enter here appears on Cash
                       Application and standard batch lists and reports.

                       NOTE:   Once you move a batch, the system
                               automatically attaches "CA #" to this comment to
                               record the number of the original cash
                               application batch.


DEFAULT SERVICE DATE   If desired, enter a default service date for the
                       transactions in this batch. If you enter a date here,
                       this date automatically appears at the SERVICE DATE
                       prompt on the next screen when you are entering
                       transactions. At that time, you may override this date
                       if it does not apply to a given transaction.
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                          Page 172



Entering Control Totals

Use the following two fields to enter control totals. Control totals ensure
that you have entered the correct dollar amounts and number of procedures in a
batch. Control totals must equal the actual amounts entered or you cannot post
the batch. You may enter one or two control totals for each batch.

Control totals are optional unless the batch is associated with a journal that
requires control values (determined in the Journal Dictionary).


CONTROL AMOUNT        This is the sum of all dollar amounts for all
                      transactions in this batch. When you go to move the
                      batch, this sum is compared to the actual total, which
                      is the sum of all dollar amounts actually entered in
                      the batch. These totals should be equal.

                      The system compares the actual and control totals, to
                      verify that the transaction dollar amounts for the batch
                      have been accurately entered. If a discrepancy occurs,
                      you cannot move the batch.

                      If you want the system to verify that you have entered
                      the correct dollar amounts for transactions in this
                      batch, enter a control total dollar amount here.


CONTROL TXN COUNT     This is the sum of all transactions (i.e.,
                      entries) in this batch.

                      If you want the system to verify that you have
                      entered the correct number of transactions (i.e.,
                      entries), enter a control transaction count here.

                      If you do enter a transaction count here, this number
                      must match the actual number of transactions entered for
                      you to move the batch. The control transaction count
                      prevents users from moving batches with extra or
                      missing data.

Second Screen
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                           Page 173

+-------------------------------------------------------------------------------+
|                          Enter/Edit A Cashier Batch                           |
|===============================================================================|
|                                                                               |
|Batch Date:             Number:                                                |
|-------------------------------------------------------------------------------|
|                                                                               |
|Entry #                                                                        |
|                                                                               |
|Ser Date:                                                                      |
|                                                                               |
|Account:                                                                       |
|                                                                               |
|Procedure:                                                                     |
|Bill No:                                                                       |
|Amount:                                                                        |
|Comment:                                                                       |
|                                                                               |
|Receipt Needed:                                                                |
+-------------------------------------------------------------------------------+


ENTRY #               If there are no entries yet in this batch, 1
                      appears here. If there are existing entries, the next
                      sequential entry number appears as the default. To
                      begin a new entry, press <RETURN>.

                      If you want to edit an existing entry's transactions,
                      delete the default value (if necessary) and enter the
                      number of that entry.

                      NOTE:   To leave this screen, simply delete the entry
                              number and press <RETURN>.
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                             Page 174



SER DATE              Enter the service date that applies to this entry.
                      If you have entered a default service date on the
                      previous screen, that date appears here. You may change
                      it, if necessary.


ACCT                  Enter the patient account to which this transaction
                      applies. To identify the account you wish to process,
                      enter one of the following:

                           *   The account number.

                           *   The patient's unit number, preceded by U#
                               (e.g., U#1234567). If the patient has more than
                               one account, a list of his/her accounts then
                               appears on the screen.

                           *   The patient's name or partial name. When you
                               select the patient from the LOOKUP and the
                               patient has more than one account, a list of
                               his/her accounts then appears on the screen.

                           *   The guarantor number preceded by G#
                               (e.g., G#052-40-0266). If your system is set up
                               for guarantor statements, press <LOOKUP> and
                               select the guarantor. A list of accounts
                               associated with this guarantor then appears,
                               arranged in numerical order by account number.

                      A LOOKUP is available. This LOOKUP only lists accounts
                      associated with the identified database. For more
                      information on identifying accounts, see the section
                      titled "Identifying B/AR Accounts."

                      Once you identify an account, the account number and
                      name appear. The patient's balance appears in the PT
                      BAL field below. Note that you cannot edit the
                      balance. The cursor moves directly to the AMOUNT
                      prompt.


PROCEDURE             Enter the appropriate Self Pay procedure for the
                      payment (for example, CASH, CHECK, AMEX etc.).

                      A Lookup of the Self Pay Receipt procedures, as defined
                      in the Non-Charge Procedure Dictionary, are available.


BILL NO               Enter the bill number to apply this payment to.
Enter/Edit a Batch (Mail Payments) (5.1.5.1)                         Page 175



                      "D" defaults into this field. To distribute the
                      payment across existing bills on the account, hit
                      <enter>. To choose a different bill, enter the bill
                      number. A Lookup of the account's existing bills is
                      available.


AMOUNT                Enter the amount of the payment using the format,
                      0.00.


COMMENT               If desired, enter a comment to associate with this
                      transaction. Any comment that you enter here appears in
                      the patient's file, as well as on batch lists and
                      reports.


RECEIPT NEEDED?       N appears. To indicate that a receipt will NOT
                      need to be printed for this account, press <Enter>. If
                      you would like a receipt to be printed via the Print
                      Receipt routine, delete the "N", and enter a "Y".

                      When you enter "Y" at the Receipt Needed? prompt, the
                      system automatically queues the receipt for printing.
List Batches (Mail Payments) (5.1.5.2)                                    Page 176



5.1.5.2:     List Batches (Mail Payments)


This routine allows you to list all batches for a user-specified batch
date and range of batch numbers. You can use this list to review batch entries
before moving batches.

NOTE:   This batch list is different from the List function in the Process a
        Cash Application Batch Routine. If you choose List in the Process a
        Batch Routine, the list only includes entries for the identified batch
        (i.e., one batch is listed). This routine lists all batches for a
        specified date and range of batch numbers.

The report lists the following batch summary information for each batch:

         *   Number                  *   Comment

         *   Date                    *   Default service date

         *   Batch Date              *   Control totals

         *   Status

The following batch transaction information is also listed for each transaction
in a batch.

         *   Entry number            *   Service date

         *   Database                *   Amount

         *   Patient account         *   Transaction comment



+-------------------------------------------------------------------------------+
|                         List Cash Application Batches                         |
|===============================================================================|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|From Number:                                                                   |
|Thru Number:                                                                   |
+-------------------------------------------------------------------------------+


BATCH DATE                Enter the date of the batch that you want to list.
                          Use the standard date format or a T combination.
List Batches (Mail Payments) (5.1.5.2)                                Page 177



FROM NUMBER           Enter the number of the first batch that you want to
                      include on this list.


THRU NUMBER           Enter the number of the last batch that you want to
                      include on this list.

                      NOTE:   If you want to include all batches for the
                              specified date, but you do not know how many
                              batches exist for that date, enter a large number
                              (e.g., 999). There does not have to be an
                              existing batch with this number.
Post a Batch (Mail Payments) (5.1.5.3)                                   Page 178



5.1.5.3:    Post a Batch (Mail Payments)


This routine allows you to move completed Cash Application batches to the
databases specified in each of the batch transactions. Typically, you move
Cash Application batches on a daily basis.

When a Cash Application batch is moved, it is divided into multiple batches
and sent to the databases specified in the batch transactions. These Cash
Application batches are assigned a FROZEN status. You can then post the
cash application batches along with your standard batches.

Once batches are moved, you can list the batches using the List Unposted
Batches Routine on the standard Batch Menu in the appropriate database.

NOTE:    FROZEN batches can only be posted.

+--------------------------------------------------------------------------------------------+
|                                    Post A Cashier Batch                                    |
|============================================================================================|
|                                                                                            |
|Date:                       Status:                              Control       Actual       |
|Journal:                                            Amount:                                 |
|Number:             Dflt Serv Date:                 Txn Count:                              |
|(N for Next)                                                                                |
|                         Opened:                                                            |
|User:                    Closed:                                                            |
|                                                                                            |
|Comment:                                                                                    |
+--------------------------------------------------------------------------------------------+


DATE                    Enter the date of the batch you want to move, using
                        the standard format or a T combination.


JOURNAL                  Enter the journal associated with this batch.

                        Lookup:   Journal Dictionary


NUMBER                  Enter the number of the batch that you want to
                        move.

                        Lookup:   all batches on file for this date

                        If you simply want to move the next unmoved batch for
                        this date, enter N.
Post a Batch (Mail Payments) (5.1.5.3)                                Page 179




Once you enter a batch number, the Post this Batch? prompt appears at the
bottom of the screen. To post this batch, enter Y. If you change your
mind and decide not to move the identified batch, enter N. The cursor then
returns to the NUMBER prompt, where you can identify a different batch.
Delete a Batch (Mail Payments) (5.1.5.4)                              Page 180



5.1.5.4:    Delete a Batch (Mail Payments)


_______________________________________________________________________________

Important

When you delete a batch, you can no longer edit any information in
that batch (i.e., you cannot edit, move or post the transactions in
that batch).
_______________________________________________________________________________

This routine allows you to delete any UN-MOVED batches that have a status
of OPEN. You may want to use this routine to delete incorrect or
unnecessary batches.

You typically delete a batch when you discover that all transactions in
the batch are incorrect (e.g., when the same batch is mistakenly entered
twice).

If only one transaction in batch is incorrect, use the Enter/Edit Batch
Transactions Routine to delete that transaction.

If you need a record of the transactions entered in a DELETED batch,
you can print the Cash Application Batch List or the Journal Summary Report.



The Delete Batch Screen

The Delete Batch screen is similar to the first Enter/Edit Batch Transations
screen. To delete a batch, you must first identify the following information:

   *    Batch date

   *    Journal

   *    Batch number

The batch summary information then appears on the screen to allow you to verify
that this is the correct batch. The Delete this batch? prompt then appears
at the bottom of the screen. At this point, you can either delete the batch or
return to the screen without deleting it.

NOTE:    You cannot delete a batch once it has been moved.
Delete a Batch (Mail Payments) (5.1.5.4)                               Page 181

+--------------------------------------------------------------------------------------------+
|                                    Delete A Cashier Batch                                  |
|============================================================================================|
|                                                                                            |
|Date:                       Status:                             Control        Actual       |
|Journal:                                             Amount:                                |
|Number:             Dflt Serv Date:                  Txn Count:                             |
|                                                                                            |
|User:                    Opened:                                                            |
|                         Closed:                                                            |
|                                                                                            |
|Comment                                                                                     |
+--------------------------------------------------------------------------------------------+


DATE                  Enter the date of the batch that you want to delete,
                      using the standard format or a T combination.


JOURNAL                Enter the journal associated with this batch.

                      Lookup:   Journal Dictionary


NUMBER                Enter the number of the batch that you want to
                      delete.

                      Lookup:   all batches on file for this date

Once you enter a batch number, the Delete this batch? prompt appears at the
bottom of the screen. To delete this batch, enter Y. If you change your
mind and do not want to delete the identified batch, enter N. The cursor
then returns to the NUMBER prompt to allow you to identify a different
batch.
Edit Comments and Control Totals (Mail Payments) (5.1.5.5)                 Page 182



5.1.5.5:    Edit Comments and Control Totals (Mail Payments)


Use this routine to edit the following batch information:

    *    Comment

    *    Default service date

    *    Control amount

    *    Control transaction count


For example, during batch processing, you may use this routine to edit the
batch comment to note the reasons for a status change, or to comment on other
unique circumstances that affect the batch.

When reconciling a discrepancy between the actual and control totals, you may
find that the control total is in error. In that case, you can use this
routine to make the appropriate edit.

NOTE:    To edit a batch, its status must be OPEN.



The Edit a Batch Screen

The Edit a Batch screen is similar to the first Enter/Edit Batch Transations
screen. To edit a batch, you must first identify the following information:

   *    Batch date

   *    Batch number

The batch summary information then appears on the screen.      At this point, you
can add, delete or change the batch information.

NOTE:   If you want to edit transaction amounts, use the Enter/Edit
        Transactions Routine.
Edit Comments and Control Totals (Mail Payments) (5.1.5.5)               Page 183

+--------------------------------------------------------------------------------------------+
|                              Edit Comments And Control Totals                              |
|============================================================================================|
|                                                                                            |
|Date:                      Status:                               Control       Actual       |
|Journal:                                            Amount:                                 |
|Number:                                             Txn Count:                              |
|                                                                                            |
|User:                   Opened:                                                             |
|                                                                                            |
|Comment:                                                                                    |
+--------------------------------------------------------------------------------------------+


DATE                  Enter the date of the batch you want to edit, using
                      the standard date format or a T combination.


JOURNAL                Enter the journal associated with this batch.

                      Lookup:   Journal Dictionary


NUMBER                 Enter the number of the batch you want to edit.

                      LOOKUP:   all batches on file for this date


COMMENT               If desired, add or edit the comment for this batch.
                      Any comment that you enter here appears on cash
                      application as well as standard batch lists and reports.


Control Totals

For detailed information on the control totals for amount and transaction
count, see the section of this manual titled "Batch Processing Overview".


CONTROL AMOUNT        If desired, add or edit the control dollar amount
                      total for this batch. If you enter a control amount
                      here, it must match the actual amount before the batch
                      can be moved.


CONTROL TXN COUNT     If desired, add or edit the control for the total
                      number of transactions for this batch. If you enter a
                      control total here, it must match the actual total
                      before the batch can be moved.
Re-Open an 'IN USE' Batch (Mail Payments) (5.1.5.6)                     Page 184



5.1.5.6:    Re-Open an 'IN USE' Batch (Mail Payments)


_______________________________________________________________________________

Important

This routine is only used to re-open a batch which was IN-USE (i.e.,
transactions were being entered) during a system crash.

MEDITECH recommends limiting users who have access to this routine. Typically,
it is only the Data Processing Department.
_______________________________________________________________________________


Batches are typically assigned an IN USE status to prevent more than one
user from accessing the batch at any given time. However, in the rare event of
a system crash, a batch in which transactions were being entered or edited is
assigned an IN USE status. This routine is used exclusively for those
batches.

When you re-open an IN USE batch, any transactions in that batch which have
not been filed are eliminated from the batch. The quantity and amount summary
totals for the batch are adjusted to reflect only those transactions which were
filed before the system crashed. The screen displays the adjusted summary
amounts. You must re-enter any eliminated transactions.

Once you re-open a batch, you can return to the Enter/Edit Transactions screen
and continue entering transactions into the batch.

NOTE:   Before you re-open a batch, you should first make sure that no one
        is actually using the batch. The Re-Open an 'IN USE' Cash Application
        Batch screen displays the last user and device for the identified batch.
        You can then check with that user or go to that device to verify that no
        one is actually using that batch.



The Re-Open an 'IN-USE' Batch Screen


The Re-Open a Batch screen is similar to the first Enter/Edit Batch Transations
screen. To re-open a batch, you must first identify the following information:

   *    Batch date

   *    Batch number

The batch summary information then appears on the screen to allow you to verify
that this is the correct batch. The last user and device also appear so that
you can go to that user or device to verify that no one is actually using the
batch.
Re-Open an 'IN USE' Batch (Mail Payments) (5.1.5.6)                     Page 185




+--------------------------------------------------------------------------------------------+
|                             Re-Open An 'IN Use' Cashier Batch                              |
|============================================================================================|
|This routine allows you to identify a batch with an IN USE status and set the status        |
|to OPEN. This should only be used when the machine has crashed leaving the batch            |
|IN USE and no user actually using the batch!                                                |
|                                                                                            |
|Date:                      Status:                                Control       Actual      |
|Journal:                                             Amount:                                |
|Number:            Dflt Serv Date:                   Txn Count:                             |
|                                                                                            |
|User:                   Opened:                                                             |
|                                                                                            |
|Comment:                                                                                    |
|Last User:                                                                                  |
|Last Device:                                                                                |
+--------------------------------------------------------------------------------------------+


DATE                  Enter the date of the IN USE batch you want
                      to re-open, use the standard date format or a T
                      combination.


JOURNAL                Enter the journal associated with this batch.

                      Lookup:   Journal Dictionary


NUMBER                 Enter the number of the batch you want to re-open.

                      LOOKUP:   all batches on file for this date


Once you enter a number, the batch information appears on the screen to allow
you to verify that this is the correct batch. The Set the status to OPEN?
prompt appears at the bottom of the screen. To re-open the batch, enter Y.
If you change your mind and do not want to re-open the identified batch, enter
N. The cursor then returns to the NUMBER prompt.
Cashier Reports:   An Overview (5.1.6)                                 Page 186



5.1.6:   Cashier Reports:   An Overview


Four routines within BAR Cashiering report on the activity of the cashier
drawer as well as printed receipts.

To:                                           Use this routine:
---                                           -----------------

Summarize activity for a particular cashier   Drawer Summary
drawer to ensure the system and physical
drawer are in balance

List the detail of all batches linked to a    List Drawer Detail
drawer for a specific day

List all relevant receipt information for     Print Receipt Log
printed receipts in a specific date range

List all voided receipts for a specific       List Voided Receipts
date range
Drawer Summary (5.1.6.1)                                                Page 187



5.1.6.1:    Drawer Summary


Use this routine to summarize cash drawer activity for selected ranges of
CLOSED drawers and dates. Check this report prior to closing a BAR cashier
drawer to help verify that the system and physical drawers are in balance.

This report lists, for each date, the following information:

*   drawer and the user who opened the drawer

*   batch number, batch date, date and status

*   opening and closing balance

*   net amount

*   cash amount

*   check amount

*   other amount (credit card etc.)

+-------------------------------------------------------------------------------+
|                              Cash Drawer Report                               |
|===============================================================================|
|From Date:                                                                     |
|Thru Date:                                                                     |
|                                                                               |
|From Drawer:                                                                   |
|Thru Drawer:                                                                   |
+-------------------------------------------------------------------------------+


FROM DATE               Enter the first date for which you wish to print the
                        Drawer Summary.


THRU DATE               Enter the last date for which you wish to print the
                        Drawer Summary.


FROM DRAWER             Enter the mnemonic of the drawer for which you wish
                        to print a Drawer Summary.

                        BEGINNING appears. To start the list with the first
                        drawer in the Journal Dictionary, press <Enter>.

                        To start the list with a different drawer, delete
Drawer Summary (5.1.6.1)                                                 Page 188



                      BEGINNING and enter the mnemonic of that drawer.

                      Lookup: Journal Dictionary    (limited to the journals
                      restricted for Cashiering).


THRU DRAWER           Enter the mnemonic of the drawer for which you wish
                      to print a Drawer Summary.

                      END appears. To end the list with the first
                      drawer in the Journal Dictionary, press <Enter>.

                      To end the list with a different drawer, delete
                      END and enter the mnemonic of that drawer.

                      Lookup: Journal Dictionary    (limited to the journals
                      restricted for Cashiering).
List Drawer Detail (5.1.6.2)                                           Page 189



5.1.6.2:    List Drawer Detail


This routine allows you to list all batches for a user-specified batch
date and range of batch numbers. You can use this list to review batch entries
before moving batches.

NOTE:   This batch list is different from the List function in the Process a
        Cash Application Batch Routine. If you choose List in the Process a
        Batch Routine, the list only includes entries for the identified batch
        (i.e., one batch is listed). This routine lists all batches for a
        specified date and range of batch numbers.

The report lists the following batch summary information for each batch:

        *   Number                 *   Comment

        *   Date                   *   Default service date

        *   Batch Date             *   Control totals

        *   Status

The following batch transaction information is also listed for each transaction
in a batch.

        *   Entry number           *   Service date

        *   Database               *   Amount

        *   Patient account        *   Transaction comment


When a cashier payment with no receipt is voided, the DRAWER DETAIL Report
includes the following in the COMMENT column:

   NO RCPT $5.00 PYMT VOIDED: IA00005496 SMITH,MICHAEL

In addition, if a receipt did get printed and the cashier payment is voided,
then the DRAWER DETAIL Report includes a COMMENT as follows:

   000000003-3 $10.00 PYMT VOIDED: IA00003145 JONES,PATTY
Printed Receipt Log (5.1.6.3)                                           Page 190



5.1.6.3:    Printed Receipt Log


This report lists all receipt activity for a range of dates. The information
appears by day, in receipt number order. It includes all relevant receipt
information for auditing purposes. The report lists:

*   receipt number and date

*   mnemonic of the user who printed the receipt

*   account number and patient name

*   receipt procedure mnemonic (self pay, client payment, etc.)

*   amount of payment

*   comment (if any)

+-------------------------------------------------------------------------------+
|                                  Receipt Log                                  |
|===============================================================================|
|From Date:                                                                     |
|Thru Date:                                                                     |
+-------------------------------------------------------------------------------+


FROM DATE               Enter the first date for which you wish to print the
                        Receipt Log.


THRU DATE               Enter the last date for which you wish to print the
                        Receipt Log.
List Voided Receipts (5.1.6.4)                                          Page 191



5.1.6.4:    List Voided Receipts


When you void a transaction using the Void Receipt Routine, the system deletes
the receipt date and number from the posted transaction and makes it available
to the Voided Receipts List.

Use this routine to view all voided receipts and related information, such as:

*   user mnemonic who voided the receipt

*   date the receipt was voided

*   original receipt date and number

This list is similar to the Printed Receipts Log report.

+-------------------------------------------------------------------------------+
|                              Voided Receipt List                              |
|===============================================================================|
|From Date:                                                                     |
|Thru Date:                                                                     |
+-------------------------------------------------------------------------------+


FROM DATE               Enter the first date for which you wish to print the
                        voided receipts.


THRU DATE               Enter the last date for which you wish to print the
                        voided receipts.
List OPEN/IN USE Batches (Mail Payments) (5.1.6.5)                      Page 192



5.1.6.5:   List OPEN/IN USE Batches (Mail Payments)


Use this routine to list all cash application batches which have not been moved
as of a user-specified date. You can use this report to identify which batches
need to be moved.

Note that this report only lists OPEN unmoved batches. It does not
include deleted batches. To list deleted batches, use the List Batches (Cash
Application) Routine or the Summarize Batches Routine.

For each batch, the list includes:

      *    Batch date                *   Status of the batch

      *    Number of the batch       *   Batch comment


+-------------------------------------------------------------------------------+
|                             Open Cashier Batches                              |
|===============================================================================|
|                                                                               |
|Batch Date On/Before:                                                          |
+-------------------------------------------------------------------------------+


BATCH DATE ON/BEFORE    Enter the date as of which you want to list unmoved
                        batches. Use the standard date format or a T
                        combination.

                        Any unmoved batches up to this date are included on the
                        list.
Receipt Routines (Cashiering) (5.1.7)                                   Page 193



5.1.7:   Receipt Routines (Cashiering)


The following routines within the BAR Cashiering Feature allow you to manage
and print receipts:

To:                                                 Use this Routine:
---                                                 -----------------

List all receipts that are queued and ready to      Preview Receipts
print, or just those receipts within a specific
date range

Print all queued receipts, or just those receipts   Print Receipts
within a specific date range

Restart printing due to a printer jam or other      Restart Receipt Printing
reprint issue
Receipts To Be Printed (5.1.7.1)                                       Page 194



5.1.7.1:   Receipts To Be Printed


This routine allows you to preview all unprinted receipts that have been queued
for printing as a result of processing multiple payment transactions through
the Process a Batch routine. You can preview all queued receipts, or restrict
your list to only those queued receipts within a specific date range.

When you enter "Y" at the Receipt Needed? prompt on the Enter/Edit Cash
Transactions screen, the system queues the receipt for printing. Therefore,
after you are finished processing all batch transactions and post the batch,
you can preview all transactions that need a receipt. This list is very similar
to the Receipt Log and includes the following information:

*   receipt number

*   date

*   user mnemonic

*   account number and patient name

*   receipt type (self pay, client payment, etc.)

*   amount of payment

*   comment

@Screen.sample.fields(view)
Print Receipts (5.1.7.2)                                               Page 195



5.1.7.2:   Print Receipts


This routine prints all queued receipts. You can print all queued receipts, or
restrict the list to only those queued receipts within a specific date range.

When you enter Y at the Receipt Needed prompt on the Enter/Edit Cash
Transactions screen, the system queues the receipt for printing. After you are
finished processing batches, use this routine to print all requested receipts.
Restart Receipt Printing (5.1.7.3)                                     Page 196



5.1.7.3:   Restart Receipt Printing


Use this routine to restart printing receipts, in case the printer jams or you
experience other reprint problems. Enter the original file number, receipt date
and receipt number at which to start printing.
Introduction to Formatted Data Entry (6)                              Page 197



Chapter 6:   Introduction to Formatted Data Entry


The routines on the standard Formatted Data Entry Menu allow users to enter,
edit, list, delete, verify and move formatted data entry (FDE) batches. FDE
provides users with a third method (after manual and automatic entry) for
entering data into batches.
Process a Batch (FDE) (6.1)                                             Page 198



6.1:    Process a Batch (FDE)


This routine allows you to perform all the functions associated with processing
Formatted Data Entry batches. After you identify a date and choose a format
for the batch, you can:

    *   Create a batch                    *   List a batch

    *   Enter transactions                *   Verify transactions

    *   Edit transactions                 *   Delete a batch

    *   Move a batch

Each function listed above can also be accessed via a separate routine. See
the introduction to this chapter for an overview of these functions, and how
they are typically used together. The following sections of this chapter
document each function.

You can access each function in one of two ways:

    *   Via the Process a Batch Routine

    *   Via the individual routines, found on the standard Formatted Data Entry
        Menu

The Process a Batch Routine and many other routines on the Formatted Data Entry
Menu have two screens. You create or identify the batch on the first screen,
and perform the desired function (enter, edit, or verify transactions), on the
second. See the introduction to this chapter for examples of when you might
use each function.

The Process a Batch Routine allows you to enter and edit information for each
batch, such as a comment describing the batch and control values to ensure
that users enter the proper quantity, amount, and transaction count for each
batch. You can also enter/edit the data types allowed for each screen and the
default and constant responses, where applicable. Note that once you file this
information, you must use the Edit a Batch (FDE) Routine to edit it.

You can then use the Process a Batch Routine to perform all functions required
before posting. For example, assume that you want to enter vouchers. First,
you identify the batch. You then select 1. ENTER, to enter transactions. When
you finish, you return to the first screen, where you select 5. VERIFY. After
you verify the transactions, you return to the first screen to move the batch,
using selection 6. MOVE.

NOTE:   If you only want to perform a specific function, such as verifying
        transactions, you might find it easier to use the Verify Transactions
        Routine on the Formatted Data Entry Menu.
Process a Batch (FDE) (6.1)                                                Page 199



You can create a batch using one of two routines:

    *    Process a Batch (described here)

    *    Enter/Edit Transactions (described in the section titled "Enter/Edit
         Transactions (FDE)")

To create a new FDE batch, enter its date and format. The system displays the
journal and screen type established for that format in the Format Dictionary.

You then assign the batch a number by entering N. The system assigns
the next available number. For new batches, N is the only choice. If
desired, you can then enter batch information such as a comment describing the
batch, and control values to check that the correct number of transactions are
entered. You can also edit the field types and values associated with the
batch's format. For information on entering batch information, see the section
titled "Entering Batch Information."


Selecting a Function

If you are entering a new batch, the Enter/Edit Transaction screen appears
automatically after you enter the batch information; otherwise, enter the
number of the function you wish to perform at the SELECT prompt. For
example, to delete a batch, enter 4. (The Delete a Batch Routine is documented
in the section titled "Delete a Batch.")

If you are entering a new batch, the Enter/Edit Transaction screen appears
automatically after you enter the batch information; otherwise, enter the
number of the function you wish to perform at the SELECT prompt. For
example, to delete a batch, enter 4. (The Delete a Batch Routine is documented
in the section titled "Delete a Batch.")

The functions available from the Process Routine and the routines on the
Formatted Data Entry Menu to which they correspond are listed below:

    On the Process Routine:                 On the Formatted Data Entry Menu:

    1.    ENTER                             Enter/Edit Transactions

    2.    EDIT                              Edit Transactions

    3.    LIST                              (see note below)

    4.    DELETE                            Delete a Batch

    5.    VERIFY                            Verify Transactions

    6.    MOVE                              Move a Batch


NOTE:    The LIST function on the Process Routine lists batch information for
         the selected batch, while the List Batches (FDE) Routine on the
Process a Batch (FDE) (6.1)                                             Page 200



         Formatted Data Entry Menu provides the same information for a range
         of batches.

First Screen
+-------------------------------------------------------------------------------+
|                        Process A Formatted Data Batch                          |
|===============================================================================|
|Date:                    Journal:                Control Amount:                |
|Format:                  Type:                   Control Quantity:              |
|Number:                  Status:                 Control Txn Count:             |
|                                                                                |
|User:                  Opened:                                                  |
|                       Closed:                                                  |
|                                                                                |
|Comment:                                                                        |
|-------------------------------------------------------------------------------|
|Type #1: Date      Account       Procedure Amount     Qty     Comment           |
|    Type                                                                        |
|    Value                                                                       |
|-------------------------------------------------------------------------------|
|Type #2: Date      Account       Procedure Procedure Procedure Procedure        |
|    Type                                                                        |
|    Value                                                                       |
|-------------------------------------------------------------------------------|
|Type #3: Date      Account       Dept    Code    Code     Code     Code    Code |
|    Type                                  53               55               57  |
|    Value                                 63               65               67  |
|-------------------------------------------------------------------------------|
|Select?          Enter   2. Edit    3. List   4. Delete    5. Verify    6. Move |
+-------------------------------------------------------------------------------+


DATE                    Enter the date of the batch you want to process,
                        using the standard date format or a T combination.


FORMAT                  Enter the mnemonic of the batch you want to process.

                          Lookup:   Format Dictionary


NUMBER                  Enter the number of the batch you want to process.
                        To enter a new batch, enter N for next. The system
                        assigns the next available number for the day. Note
                        that the list includes regular batches, even though they
                        do not appear on the LOOKUP at the NUMBER prompt.

                        To edit an existing batch for the format identified at
                        the FORMAT prompt, enter the batch's number. A
                        LOOKUP displays all batches in the selected format.
Process a Batch (FDE) (6.1)                                           Page 201




                      After you enter the batch number, the system displays
                      the status of the batch and the field types and values
                      established for the screen in the Format Dictionary.
                      For new batches, the status is OPEN.

                      Field types (NOR, CON, DEF, DUP) indicate the kind of
                      information users should enter in each field. Field
                      values are entered by the user, based on the field
                      type. For more information, see the overview to this
                      section.
Process a Batch (FDE) (6.1)                                                 Page 202



SELECT?               1 appears if you are entering a new batch. To enter
                      the batch, press <RETURN>. The cursor moves to the
                      COMMENT prompt, where you can continue entering
                      information for this batch.

                      If you are processing an existing batch, no default
                      appears. Select the function you wish to perform based
                      on the choices below:

                      1.ENTER    2.EDIT   3.LIST   4.DELETE   5.VERIFY   6.MOVE

                      Your choices are limited by the batch status. The chart
                      below lists your choices for each batch status:


                              Batch Status         Choices

                              OPEN (new)           1
                              OPEN (existing)      1,2,3,4,5,6
                              IN USE               none (batch is being edited)
                              DELETED              3
                              MOVED                3
                              POSTED               3


                      NOTE:      If you try to access a batch that is
                                 listed as IN USE, and you know another
                                 user is not working on it, the batch may
                                 have been left IN USE during a system
                                 crash. If this is the case, you may re-open the
                                 batch using the Re-Open an In Use Batch
                                 Routine.

                      Continue reading only if the batch is new. Otherwise,
                      skip to the section of the B/AR User Manual titled,
                      "Enter/Edit Transactions".
Process a Batch (FDE) (6.1)   Page 203
Process a Batch (FDE) (6.1)   Page 204
Enter Transactions (FDE) (6.1.1)                                        Page 205



6.1.1:   Enter Transactions (FDE)


Use this routine to enter a batch and the transactions associated with it, or
to edit transactions for an OPEN batch. You can only edit OPEN
batches. The Enter/Edit Transactions Routine is also available through the
Process a Batch (FDE) Routine.

This routine has two screens.   You enter batch information on the first, and
transactions on the second.



Entering Batch Information (First Screen)

For new batches, enter a date, a format (from the Format Dictionary) and a
batch number. If desired, you can also enter a comment and control values.
Note that if the format is linked to a journal that requires control values,
you must enter them.

Once you enter this batch information for a new batch, you cannot edit it via
this routine. Use the Edit a Batch (FDE) Routine if you need to edit batch
information.


Storing Users:

All batches, with the exception of the SYSTEM batches, store the batch user,
the open date and time and the close date and time of the batch. None of these
fields need to be entered by the user. They can be also be viewed on several
reports, for example, List batches, List batches in extended format, List
format.


First Screen
Enter Transactions (FDE) (6.1.1)                                        Page 206

+--------------------------------------------------------------------------------------------+
|                            Enter/Edit Formatted Data Transactions                          |
|============================================================================================|
|Date:                      Journal:               Control Amount:                           |
|Format:                    Type:                  Control Quantity:                         |
|Number:                    Status:                Control Txn Count:                        |
|                                                                                            |
|User:                 Opened:                                                               |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount     Qty     Comment                       |
|    type                                                                                    |
|    value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    type                                                                                    |
|    value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept    Code    Code     Code     Code Code                |
|    type                                  53               55            57                 |
|    value                                 63               65            67                 |
+--------------------------------------------------------------------------------------------+



Entering Transaction Information (Second Screen)

When you finish entering the batch information, a second screen appears. This
is where you enter and edit transactions. The screen you see depends on format
selected when the batch was entered.

Each screen type collects information in a different way. Following the data
type at the top of the column, enter transactions for each field.

NOTE:   Transaction data is not checked until you attempt to move the batch
        using the Move a Batch Routine. You may, however, verify the
        information by having a user re-enter it using the Verify Routine.

The following screen is an example of a type # 1 screen.

Second Screen
Enter Transactions (FDE) (6.1.1)                                       Page 207

+-------------------------------------------------------------------------------+
|                    Enter/Edit Formatted Data Transactions                     |
|===============================================================================|
|Date:             Format:               Number:                                |
|-------------------------------------------------------------------------------|
|      Date      Account       Procedure   Amount     Qty   Comment             |
|Type                                                                           |
|Value                                                                          |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+

Filing Transactions and Exiting the Screen

When you finish entering and editing transactions, press <OK> to save the
current information and return to the first screen. You can then continue to
process the batch (e.g., verify transactions or move the batch) or enter a new
batch.


Entering and Editing Transactions

Following the format established for this screen, enter your transactions. The
table on the following page describes the appropriate responses for each of the
data types (NOR, CON, DEF, and DUP).

  ___________________________________________________________________________

  COLUMN DATA TYPE            RESPONSE
  ___________________________________________________________________________

  NOR (Normal)                Enter the required value (e.g., if the column
                              collects charges, enter a dollar amount).

  CON (Constant)              No response is possible. The system displays
                              the value defined in the Format Dictionary or
                              the value entered when the batch was created.

  DEF (Default)               The system displays the default value entered
Enter Transactions (FDE) (6.1.1)                                      Page 208



                              in the Format Dicitonary or when the batch
                              was created. Press <Enter> to accept the
                              value or delete it and enter another one.

 DUP (Duplicate)             Press <Enter> to automatically enter the
                             value from the previously entered record
                             or enter a new value.
 ___________________________________________________________________________
Verify Transactions (FDE) (6.1.2)                                      Page 209



6.1.2:   Verify Transactions (FDE)


Use this routine to ensure that transaction information was entered into a
batch correctly. To verify an FDE batch, you must re-enter the data which was
entered in either the Enter/Edit Transaction or Process a Batch Routine. If
there are no discrepancies between the original and verification entries, the
data is ready to be moved.

This routine is required only if your hospital has indicated (in the B/AR
parameters) that FDE batches must be verified before they can be moved. (If
verification is not required, you may still use this routine if you choose.)

Like the other batch routines described in this section, this routine has two
screens. To use the routine, identify the batch by entering its date, format
and number on the first screen. The system then displays the control values,
data types, field values and comment defined for the batch. You can then
choose to verify transactions for this batch, or choose a different batch to
verify.

Once you have entered the batch information, a second screen appears. This
screen allows you to re-enter the transactions originally entered for the
batch. As you enter each response, the system compares it to the entry in the
original batch. If there is a discrepancy, your terminal beeps.

When this happens, you must determine if the original entry or the current
entry is correct. If the original entry is correct, delete the current entry
and re-enter it correctly. If the current entry is correct, and you want to
replace the original entry, press <RETURN>. The terminal beeps again. Press
<RETURN> a third time. The cursor moves to the next field, and the system
overwrites the original value with the new one.

After the batch has been verified, it can be moved by the Move A Batch (FDE)
Routine.


First Screen
Verify Transactions (FDE) (6.1.2)                                     Page 210

+--------------------------------------------------------------------------------------------+
|                           Verify Formatted Data Entry Transactions                         |
|============================================================================================|
|Date:                      Journal:               Control Amount:                           |
|Format:                    Type:                  Control Quantity:                         |
|Number:                    Status:                Control Txn Count:                        |
|                                                                                            |
|User:                  Opened:                                                              |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount     Qty     Comment                       |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept    Code    Code     Code     Code Code                |
|    Type                                  53               55            57                 |
|    Value                                 63               65            67                 |
+--------------------------------------------------------------------------------------------+

Use this screen to identify the batch for which you want to verify
transactions. (See the section titled "Entering Batch Information" for more
information.)

Once you identify the batch, the second screen appears.


Second Screen

This screen allows users to verify transactions for the batch. Which screen
you see depends on the screen format chosen when entering the batch. The
screen below is an example of a type # 1 screen.

Type #1 Screen
Verify Transactions (FDE) (6.1.2)                                     Page 211

+-------------------------------------------------------------------------------+
|                      Verify Formatted Data Transactions                       |
|===============================================================================|
|Date:             Format:               Number:                                |
|-------------------------------------------------------------------------------|
|      Date      Account       Procedure   Amount     Qty   Comment             |
|Type                                                                           |
|Value                                                                          |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
+-------------------------------------------------------------------------------+




Re-entering Transactions

Following the format established for this screen, re-enter your transactions in
exactly the same order they were entered the first time.
List Batches (FDE) (6.1.3)                                               Page 212



6.1.3:    List Batches (FDE)


Two FDE routines allow you to list batch and transaction data of OPEN and
DELETED FDE batches (i.e., batches that have not been moved) for which
transactions were entered on a specified date. The list does not include
batches without transactions. These routines are LIST (on the Process
Routine) and List Batches (on the Formatted Data Entry Menu).

You can use this batch list to check data for batches which cannot be verified
(i.e., a discrepancy is found during the Verify Batch Routine).

For each batch, the list includes:

    *    batch status           *    fields as they appear in the first screen
                                     of this routine (they appear as headings
    *    the comment, if any         on this list)

    *    control values         *    field types (NOR,CON,DEF, DUP)

    *    transactions           *     line number and status (e.g., 1 E = line 1,
                                      ERROR; 2 C = line 2, CHECKED)

Data fields, types, and line statuses are explained in the section titled
"Processing Formatted Data Entry Batches."


The Process Routine List Function

In the Process a Batch (FDE) Routine, LIST allows you to list batch and
transaction information for the batch you identify when you select the Process
Routine. You may want to use this function to list the batch and transaction
information for a batch for which you just entered transactions, or a batch
which couldn't be moved because it contained errors.

Once you identify the batch you want to list and enter 3 at the SELECT
prompt, the following prompt appears:

                                    Print on:

To list this batch, enter the mnemonic of the device on which you wish to
print.

To return to the SELECT prompt to choose another function, press <RETURN>.

Note that you can only list batch and transaction information for one open FDE
batch via the Process Routine. To list a range of batches, use the List
Batches Routine.


The List Batches Routine
List Batches (FDE) (6.1.3)                                               Page 213



The List Batches Routine on the Formatted Data Entry Menu lists batch and
transaction information for a selected:

    *   batch date

    *   range of formats

    *   range of batch numbers


Use this routine to list batch information for a range of batch formats and
numbers, or if you do not have access to the Process Routine.

+-------------------------------------------------------------------------------+
|                          List Formatted Data Batches                          |
|===============================================================================|
|                                                                               |
|Batch Date:                                                                    |
|                                                                               |
|From Format:                                                                   |
|Thru Format:                                                                   |
|                                                                               |
|From Number:                                                                   |
|Thru Number:                                                                   |
+-------------------------------------------------------------------------------+


DATE                   Enter the date of the batch you want to verify,
                       using the standard format or a T combination.


FROM FORMAT            Enter the mnemonic of the first format you want to
                       list.

                       Lookup:   Format Dictionary


THRU FORMAT            The mnemonic entered at the previous prompt
                       appears here. To print the list for this format only,
                       press <Enter>. To print the list for a range of
                       formats, delete this mnemonic and enter the
                       mnemonic with which you wish to end the range.
List Batches (FDE) (6.1.3)                                            Page 214



FROM NUMBER           Enter the number of the first batch you want on the
                      list.


THRU NUMBER           Enter the number of last batch you want on the
                      list. To list a single batch, enter that batch's number
                      at both the FROM NUMBER and THRU NUMBER prompts.
Move a Batch (FDE) (6.1.4)                                             Page 215



6.1.4:    Move a Batch (FDE)


Use this routine to prepare an FDE batch for posting. The routine checks all
data in the batch against actual data in the billing system to ensure that all
accounts, procedures, charge amounts, etc., are valid.

If the system finds an error, (e.g., an invalid procedure code) a message
appears, telling you that the batch cannot be moved and listing the number of
errors found. To correct errors, use the Edit Transactions (FDE) Routine. You
can then return to the Move a Batch (FDE) Routine to move the batch.

When you move a batch, its FDE status changes from OPEN to MOVED. (The
FDE status remains MOVED until the batch is file maintained.) Its standard
batch status changes from IN USE to FROZEN. You can then post the
batch via the standard batch processing routines.

NOTE:    You cannot list, edit, verify or delete a MOVED batch.

+--------------------------------------------------------------------------------------------+
|                                   Move Formatted Data Batch                                |
|============================================================================================|
|Date:                         Journal:              Control Amount:                         |
|Format:                       Type:                 Control Quantity:                       |
|Number:           or next)    Status:               Control Txn Count:                      |
|                                                                                            |
|User:                      Opened:                                                          |
|                           Closed:                                                          |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount      Qty     Comment                      |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept     Code    Code     Code     Code Code               |
|    Type                                   53               55            57                |
|    Value                                  63               65            67                |
+--------------------------------------------------------------------------------------------+

Use this screen to identify the batch you want to move. For information on
entering batch information, see the section of this manual titled "Entering
Batch Information."

After you identify the batch, the following message appears,

                                Move this batch?
Move a Batch (FDE) (6.1.4)                                             Page 216




If you wish to move the batch, enter Y; if not, enter N to return to
the NUMBER prompt to identify a different batch.

NOTE: When you move a formatted batch for the first time, cancelled accounts
are flagged as errors. When you try to move the batch again, the following
prompt appears:
          Accept cancelled accounts?

To move the batch including the transactions for the cancelled accounts, enter
Y. To treat those transactions as errors, enter N, which will prohibit the
batch from being moved.
Edit Transactions (FDE) (6.1.5)                                         Page 217



6.1.5:   Edit Transactions (FDE)


Use this routine to correct errors detected when you attempted to move an FDE
batch. For example, if an invalid account number or procedure code was entered
into a batch, the system prevents you from moving the batch until the error is
corrected. You can use the List Batches (FDE) Routine to list any batches you
couldn't move. The list displays all transactions in each un-moved batch,
denoting error lines with an E.

The standard batch routines check each entry as it is entered, and reject
invalid entries, such as non-existent account numbers. FDE routines, however,
are structured so users can enter data as quickly as possible. Therefore, they
do not check for invalid entries until you try to move the batch.



Identifying and Correcting Errors

The first screen of this routine allows you to identify the batch you want to
correct by entering its date, format and number. Once you identify the batch,
a second screen appears. Use this screen to identify and correct any errors in
the batch. You can do this in two ways:


If you listed the batch:

    1)   Enter the line number with the error.   (The line number is listed on
         the FDE Batch List.)

    2)   The system displays the line and the current data, with question
         marks (???) below any transaction with an error. (Not all data on
         the line may be invalid.)

    3)   Enter the correct data.

    4)   Press <RETURN> to move through the line and back to the LINE NUMBER
         prompt, where you can enter the next line number to be corrected.


If you did not list the batch:

    1)   Enter E.

    2)   The system displays the first line with an error and the current data,
         with question marks (???) below any transaction with an error.

    3)   Enter the correct data.

    4)   Press <RETURN> to move through the line and back to the LINE NUMBER
         prompt, where you can enter E to get the next line with an error.
Edit Transactions (FDE) (6.1.5)                                        Page 218




First Screen

+--------------------------------------------------------------------------------------------+
|                               Edit Formatted Data Transactions                             |
|============================================================================================|
|Date:                      Journal:               Control Amount:                           |
|Format:                    Type:                  Control Quantity:                         |
|Number:                    Status:                Control Txn Count:                        |
|                                                                                            |
|User:                 Opened:                                                               |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount     Qty     Comment                       |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept    Code    Code     Code     Code Code                |
|    Type                                  53               55            57                 |
|    Value                                 63               65            67                 |
+--------------------------------------------------------------------------------------------+

Use this screen to identify the batch for which you want to edit transactions.

When you finish entering batch information, the second screen appears, where
you can edit transactions.


Second Screen

Use this screen to identify and correct transaction errors. Once you correct
all transaction errors, you can move the batch. The second screen's appearance
depends on the screen format chosen when the batch was entered.

The following is an example of a type #1 screen.


Type #1 Screen
Edit Transactions (FDE) (6.1.5)                                        Page 219

+-------------------------------------------------------------------------------+
|                        Edit Formatted Data Transactions                       |
|===============================================================================|
|                                                                               |
|Date:             Format:                Number:                               |
|-------------------------------------------------------------------------------|
|                                                                               |
|Line Number:          or next Error line)                                      |
|                                                                               |
|Line Status:                                                                   |
|                                                                               |
|                                                                               |
|      Date      Account        Procedure   Amount     Qty  Comment             |
|                                                                               |
|Old                                                                            |
|                                                                               |
|                                                                               |
|                                                                               |
|New                                                                            |
+-------------------------------------------------------------------------------+


LINE NUMBER           Enter the number of the line you want to correct,
                      or enter E to view the first line which contains
                      an error.


LINE STATUS           The system displays the status of the identified
                      line (NEW, VERIFIED, CHECKED, ERROR, or DELETED).     These
                      statuses are described below.

                           *      NEW     Assigned when a line is created
                                          or edited.

                           *   VERIFIED   If the hospital uses verification
                                          this status is assigned when a
                                          duplicate of the line is entered via
                                          the Verify routine.
Edit Transactions (FDE) (6.1.5)                                           Page 220



                           *   CHECKED      A user tried to move the batch,
                                            the system checked the line, and it
                                            did not have any errors.

                           *      ERROR     A user tried   to move the batch
                                            and the line   contained errors. The
                                            batch cannot   be moved until the error
                                            is corrected   via this routine.

                           *      DELETED   A user has manually deleted the
                                            line in the Enter/Edit Transactions,
                                            Process a Batch, or Edit
                                            Transactions routines. The system
                                            ignores deleted lines.

                      If a user does something that changes the line status,
                      such as correct an error, the system automatically
                      updates the status from ERROR to NEW.
Re-Open an 'IN USE' Batch (FDE) (6.2)                                    Page 221



6.2:    Re-Open an 'IN USE' Batch (FDE)


If the system crashes while an FDE batch has a status of IN USE (i.e., a
user is editing it), this routine allows you to change its status back to
OPEN so a user can access it again.

NOTE:    Before you re-open a batch, you should first make sure that no one
         is actually using the batch. The Re-Open 'IN USE' Formatted Data Batch
         screen displays the last user and device for the identified batch. You
         can then check with that user or go to that device to verify that no one
         is actually using that batch.

+--------------------------------------------------------------------------------------------+
|                           Re-Open 'IN Use' Formatted Data Batch                            |
|============================================================================================|
|This routine allows you to identify a batch with an IN USE status and set the               |
|status to OPEN. This should only be used when the machine has crashed leaving               |
|the batch IN USE and no user actually using the batch.                                      |
|                                                                                            |
|Date:                     Journal:               Control Amount:                            |
|Format:                   Type:                  Control Quantity:                          |
|Number:                   Status:                Control Txn Count:                         |
|                                                                                            |
|User:                 Opened:                                                               |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|                                                                                            |
|Last User:                                                                                  |
|Last Device:                                                                                |
+--------------------------------------------------------------------------------------------+


DATE                     Enter the date of the batch you want to re-open,
                         using the standard format or a T combination.


FORMAT                   Enter the format of the batch you want to re-open.

                         LOOKUP:   Format Dictionary
Re-Open an 'IN USE' Batch (FDE) (6.2)                                   Page 222



NUMBER                Enter the number of the batch you want to re-open.
                      When you enter the batch number, the system displays the
                      batch's journal and type, and the last user and terminal
                      from which the batch was accessed.

                      NOTE:   To ensure that you do not open a batch that
                              is being edited by another user, check with the
                              user and device listed at the LAST USER and
                              LAST DEVICE prompts. See your system manager
                              if you need help in locating the user and device.

                      The following message appears:

                           Set the status to OPEN?

                      To change the batch status from IN USE to OPEN,
                      enter Y.

                      To return to the NUMBER prompt without changing the
                      status, enter N.
Postpone a Batch (FDE) (6.3)                                           Page 223



6.3:   Postpone a Batch (FDE)


This routine allows you to change the date of an incomplete batch. It is
useful when you want to close a day in B/AR but you have an incomplete FDE
batch for that day. For example, if you have entered some transactions into an
FDE batch but are not finished by the end of the day, you can postpone the
batch to another day. You can thus save these transactions without interfering
with closing the day.

When you enter the new date, the system automatically assigns the next
available batch number for that date. Therefore, you should make a note of the
new date and number. You will not be able to identify the batch by its
old date and number. The old batch is assigned a status of DELETED.

+--------------------------------------------------------------------------------------------+
|                                 Postpone Formatted Data Batch                              |
|============================================================================================|
|Date:                      Journal:                Control Amount:                          |
|Format:                    Type:                   Control Quantity:                        |
|Number:                    Status:                 Control Txn Count:                       |
|                                                                                            |
|User:                  Opened:                                                              |
|                                                                                            |
|Comment:                                                                                    |
|                                                                                            |
|Postpone To Date:                                                                           |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account        Procedure Amount     Qty     Comment                      |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account        Procedure Procedure Procedure Procedure                   |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account        Dept    Code    Code     Code     Code Code               |
|    Type                                   53               55            57                |
|    Value                                  63               65            67                |
+--------------------------------------------------------------------------------------------+


DATE                   Enter the date of the batch you want to postpone,
                       using the standard date format or a T combination.


FORMAT                 Enter the mnemonic of the batch you want to
                       postpone.
Postpone a Batch (FDE) (6.3)                                          Page 224



                      Lookup:     Format Dictionary


NUMBER                Enter the number of the batch you want to postpone.

                      lookup:     batches for the selected format

                      (Note that you cannot enter N for "next" here.)
                      After you enter the batch number, the system displays
                      the field types and values associated with the screen
                      format and the cursor moves to the POSTPONE TO DATE


POSTPONE TO DATE      Using the standard format, enter the date to which
                      you want to postpone the batch. The following message
                      appears:

                               Postpone this batch?

                      To postpone the batch to this date, enter Y. The
                      system assigns the batch the new date. Make a note of
                      this new date, as you will no longer be able to identify
                      the batch by the old date.

                      If you identified the wrong batch number, or change your
                      mind about postponing the batch, enter N.
Delete a Batch (FDE) (6.4)                                             Page 225



6.4:    Delete a Batch (FDE)


_______________________________________________________________________________

Important

When you delete a batch, you can no longer edit any information in that batch
(i.e., once you delete a batch, you cannot edit or move the transactions).
_______________________________________________________________________________

Because FDE routines provide quick batch entry without error checking, you may
find a batch with many errors. Rather than correct each transaction, you may
prefer to delete the entire batch and re-enter it at another time.

NOTE:    You can only delete OPEN batches.


+--------------------------------------------------------------------------------------------+
|                                 Delete Formatted Data Batch                                |
|============================================================================================|
|Date:                      Journal:               Control Amount:                           |
|Format:                    Type:                  Control Quantity:                         |
|Number:                    Status:                Control Txn Count:                        |
|                                                                                            |
|User:                  Opened:                                                              |
|                       Closed:                                                              |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount     Qty     Comment                       |
|    type                                                                                    |
|    value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    type                                                                                    |
|    value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept    Code    Code     Code     Code Code                |
|    type                                  53               55            57                 |
|    value                                 63               65            67                 |
+--------------------------------------------------------------------------------------------+

Use this screen to identify the batch you want to delete.


After you identify the batch, the following prompt appears:

                                Delete this batch?

To delete the batch, enter Y.
Delete a Batch (FDE) (6.4)                                            Page 226




To return to the NUMBER prompt without deleting the batch, enter N.
Edit a Batch (FDE) (6.5)                                                 Page 227



6.5:    Edit a Batch (FDE)


Once a batch is created, use this routine to edit the following batch
information:

    *   comment

    *   control amount

    *   control quantity

    *   control transaction count

    *   field types and values (associated with its screen type in the
        Format Dictionary)

For example, you could use this routine to adjust the control amounts required
for a batch, or to change the field values for default and constant data types.

NOTE:   To edit the transactions for an OPEN batch, (e.g., to add
        transactions or to correct errors) use the Process A Batch,
        Enter/Edit Transactions, or Edit Transactions routines.

+--------------------------------------------------------------------------------------------+
|                                   Edit Formatted Data Batch                                |
|============================================================================================|
|Date:                      Journal:                Control Amount:                          |
|Format:                    Type:                   Control Quantity:                        |
|Number:                    Status:                 Control Txn Count:                       |
|                                                                                            |
|User:                  Opened:                                                              |
|                                                                                            |
|Comment:                                                                                    |
|-------------------------------------------------------------------------------             |
|Type #1: Date      Account       Procedure Amount      Qty     Comment                      |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #2: Date      Account       Procedure Procedure Procedure Procedure                    |
|    Type                                                                                    |
|    Value                                                                                   |
|-------------------------------------------------------------------------------             |
|Type #3: Date      Account       Dept     Code    Code     Code     Code Code               |
|    Type                                   53               55            57                |
|    Value                                  63               65            67                |
+--------------------------------------------------------------------------------------------+
List Un-Moved Batches (FDE) (6.6)                                      Page 228



6.6:    List Un-Moved Batches (FDE)


Use this routine to list all un-moved batches (i.e., batches with OPEN or
IN USE status) entered on or before a selected date. You can use this list
to make sure that all OPEN batches are moved at the appropriate time.

For each open batch, the list displays:

    *    date                    *    status

    *    format                  *    number of transactions

    *    batch number            *    comment



+-------------------------------------------------------------------------------+
|                            Un-Moved Batches Report                            |
|===============================================================================|
|                                                                               |
|Batch Date On/Before:                                                          |
+-------------------------------------------------------------------------------+


BATCH DATE ON/BEFORE    To list all un-moved batches entered on or before a
                        selected date, enter that date, using the standard
                        format or a T combination.
Print Batch Summary (FDE) (6.7)                                            Page 229



6.7:       Print Batch Summary (FDE)


Use this routine to list all batch activity for a selected date.

The summary lists the following information for each batch with the specified
date:

       *    batch number          *    number of transactions

       *    format                *    comment

       *    status


+-------------------------------------------------------------------------------+
|                         Formatted Data Batch Summary                          |
|===============================================================================|
|                                                                               |
|For Batch Date:                                                                |
+-------------------------------------------------------------------------------+


FOR BATCH DATE             To print a summary of all FDE batches entered on a
                           given date, enter that date using the standard date
                           format or a T combination.
System Maintenance:   An Overview (7)                                   Page 230



Chapter 7:   System Maintenance:   An Overview


To organize all B/AR activity, such as batches, bills and statements, on a
day-to-day basis, you use the Close Day Routine, which ends processing for a
particular date and compiles statistics and creates batches to send to GL and
AP.

Automating Daily Processes
--------------------------

Many of the daily steps involved in the smooth functioning of your system
(retrieving batches from other modules, managing bills, printing statements,
claims, and letters) can be designated to run automatically.

Checking the Current Status of the System
------------------------------------------

To help maintain the smooth functioning of your B/AR system, you can view the
last date closed, the current status of all the processes: processing and the
transfer of data from ADM, as well as the most recent dates that bills were
cutoff and statements printed. Use the View System Status Routine.


General B/AR System Information

Field:                     Description:
------                     ------------

Closed Date And Status     The last date for which the Close Day Routine was
                           run. To the right of this date, the routine displays
                           the status of the system when the day was closed.

Current Open Date          Usually the current calendar date. If the day is in
                           the process of being closed when you call the View
                           System Status Routine, Closing appears to the right
                           of the date. Otherwise, this field is blank.


Current Period Ending      The Last date in the period represented by the
Date                       Current Open Date.   For example. assume that each
                           month represents a period. If the Current Open Date
                           is 2/3/98, the current period ending date is 2/28/98
                           (the last date in the period). Periods are defined
                           in the MIS GL Accounting Periods Dictionary.


Current Billing Cutoff     The last date on which the Cutoff Bills Routine was
Date                       run.

Client Bills Last          The last date on which client bills were printed via
Printed On                 the Print Client Bills Routine.
System Maintenance:   An Overview (7)                                       Page 231




Batch Status                The current status of batch posting activity.


Overview of the Close Day Routine

When all activity for a day is complete, the Close Day Routine is used to close
the day. When you close a day, you cannot create any more batches for that
date. In other words, closing a day ends processing for that date.

Role in File Maintenance
-------------------------

In addition to creating daily and period GL batches, the Close Day Routine also
initiates the purging of data. In the B/AR parameters, your health care
organization defines the length of time the following information should be
kept on file:

*   Forms, bills, statements and compiled reports

*   Batches (system and user defined journal batches)

*   Zero balance patient accounts

When the information has been on file for the specified period of time, for
example 60 days, it is automatically purged when the day is closed. Assume, for
example, that the claim tape purge delay is 60 days. If you create a claim tape
on April 1, that information will be purged when you close May 30.

Note that patient accounts are not automatically purged via the Close Day
Routine. The Close Day Routine simply determines which patient accounts are
eligible to be purged (that is, zero balance accounts for the specified purge
delay). You must then purge the patient information with the purging routines.


Conditions for Closing a Day
-----------------------------

Use the Close Day Routine to close a day when all the activity for the day is
complete.

In order to close a day, the following conditions must be met:

*   All batches for the day must be POSTED or DELETED.

*   Charges from the other clinical modules must be transferred (if your health
    care organization has specified this in the B/AR parameters).

*   The previous closed day must be in balance.

* Periods subsequent to the one you are closing must be defined in the MIS GL
Accounting Period Dictionary .
System Maintenance:   An Overview (7)                                  Page 232




Results of Closing a Day
-------------------------

When you close a day, you cannot create any more batches for that date. In
other words, closing a day ends processing for that date (for example, you can
no longer demand a bill for that date).

In addition, the following batches are created when you close a day:

*   GL summary and/or detail batches

*   Refund batch for transfer to the Accounts Payable Module

*   Charges for transfer to the Case/Mix Abstracting Module

After you close a day, all the batch statistics for the day are consolidated
and the Daily Operations Summary can be run.


Closing the Last Day of the Period
-----------------------------------

When you close the last day of the period, the Close Day Routine also initiates
the compilation of the period end statistics, including GL data. Once compiled,
this General Ledger information can be transferred via the Read Batches from
Other Applications in the GL Module.

The period being compiled is automatically closed, and the next period
automatically becomes the current period. Note that the GL period following the
one being closed must be defined in the MIS GL Accounting Periods Dictionary.

You cannot close the last day of a period if the previous period is out of
balance. You can instruct your MEDITECH applications consultant to set a
parameter to display a warning message when the period end compilation is out
of balance.
Close Day (7.1)                                                             Page 233



7.1:       Close Day


Use this routine to close a day when all the activity for the day is complete.
In order to close a day, the following conditions must be met:

       *    All batches for the day must be posted or deleted.

       *    Charges from the other clinical modules must be transferred (if your
            hospital has specified this in the B/AR parameters).

       *    The previous closed day must be in balance.

       *    Periods subsequent to the one you are closing must be defined
            in the MIS GL Accounting Period Dictionary.



Results of Closing a Day

When you close a day, you cannot create any more batches for that date. In
other words, closing a day ends processing for that date (for example, you can
no longer demand a bill for that date).

In addition, the following batches are created when you close a day:

       *    GL summary and/or detail batches

       *    refund batch for transfer to Accounts Payable

       *    charges for transfer to the Case/Mix Abstracting Module


Once you close a day, all the batch statistics for the day are consolidated
and the Daily Operations Summary can be run.



Posting Batches for the Day

Before you can close a day, all batches for that day must be either posted or
deleted. If there are any outstanding batches, you are prevented from closing
the day.

Use the List Unposted Batches Routine to list all batches which are OPEN,
IN USE or FROZEN. For each batch, the list provides the batch date,
journal, number, status and comment. This information enables you to
investigate the outstanding batches and then take the appropriate action (that
is, post or delete them).
Close Day (7.1)                                                          Page 234



Reading Charges from Ancillary Modules

Whether or not you can close a day when charges have not been transferred from
the ancillary modules depends on what your hospital has defined in the B/AR
parameters at the CLOSE DAY IF ANY AUTO BATCH TRANSFERS NOT DONE? prompt.
If N is entered, then you are prevented from closing a day for which
charges have not been read over to B/AR. If Y is entered, a warning
message appears; however, you can override this warning to close the day.

Some examples of messages you could receive are listed below.

     Sample Message #1:

         [CLINICAL DATABASE] charges not transferred for mm/dd/yy

                             Close mm/dd/yy anyway?


     Sample Message #2:

         [NEXT CLINICAL DATABASE] charges not transferred for mm/dd/yy

                             Close mm/dd/yy anyway?

To check when charges from ancillary modules were last transferred, use the
View System Status Routine. This routine displays all ancillary modules and
the last date on which their charges were transferred to B/AR.

Note that the modules which feed charges to B/AR (that is, the feeder
systems) are defined for you by MEDITECH.



Verifying the Last Day Closed is in Balance

The status of the last closed date also appears in the View System Status
Routine. The status typcially will be IN BALANCE; however, in some rare cases
it could be OUT OF BALANCE (for example, a system crash during the Post a Batch
Routine posted a partial batch).

If the last day closed is out of balance, the system will not allow you to
close any subsequent days. Instead, when you sign on to the system, you
receive the following message:

                  Warning:    Daily Statistics Out of Balance

You should call your MEDITECH Applications Consultant during normal business
hours to correct the situation.


Closing the Last Day of the Period

When you close the last day of the period, the Close Day Routine also initiates
Close Day (7.1)                                                        Page 235



the compilation of the monthly GL data. Once compiled, this General Ledger
information can be transferred via the Read Batches from Other Applications in
the GL Module. That period is automatically closed, and the next period
automatically becomes the current period.

Note that the GL period following the one being closed must be defined in the
MIS GL Components and Summary Values Dictionary.



Daily GL Batches Created by this Routine

The B/AR Module creates daily GL information with the posted batch transations
for that date.

GL entries are created using the GL account numbers and/or formulas defined in
the B/AR parameters and/or the Procedure Dictionary. When you close the day,
the system takes each transaction and evaluates the information in the patient
account to determine the GL account number to which amounts should be posted.
Whether or not daily detail or summary batches are created depends on what your
hospital defines in the B/AR parameters.

During the Close Day Routine, you can choose to transfer GL data through the
date which you are closing. Whether or not GL data is transferred daily
or for a range of dates depends on your hospital's established procedure.



Daily Detail Batches

Full daily detail allows your hospital to see posted amounts for any day of the
period (for example, $40.00 received for lab charges on May 3).

When full daily detail is sent to the General Ledger, the following batches are
created at period end:

     *   Daily detail batch for the last day of the period

     *   Period end detail batch

Note that the system does not create a reversal batch for the daily detail
amounts. In the General Ledger Module, the Create Summary Batch for Journal
Routine must be performed to summarize the daily detail. This batch must then
be reversed using the Copy a Batch Routine.


Daily Summary Batches

This method sends the net activity each day to the General Ledger. In
contrast to daily detail, summary amounts posted to the General Ledger do not
reflect amounts from individual departments.

When a daily summary is sent to the General Ledger, the following batches are
Close Day (7.1)                                                          Page 236



created at period end:

     *   Daily summary batch for last day of the period

     *   Period end detail batch

     *   Reverse batch which reverses all daily batches created during the
         period

For more information about summary and detail batches, see Appendix E.



Batches for Transfer to AP and ABS

A special batch is created for patient refund transactions for transfer to the
Accounts Payable Module. These transactions are transferred to Accounts
Payable via the Create Billing Refund Batch Routine (in the Accounts Payable
Module).

The Close Day Routine also compiles and automatically sends charges to the Case
Mix/Abstracting Module.



Audit Trail for Daily Batches

The Master Log by GL Number maintains an audit trail for the daily GL batch
created with this routine. For this audit trail to be effective, however, you
should compile the report immediately after closing the day. You can print
the report at a later time if desired; however, it should not be re-compiled at
that time.



Close Day Role in File Maintenance

In addition to creating daily and period GL batches, the Close Day Routine
also initiates the purging of data. In the B/AR parameters, your hospital
defines how long the following information should be kept on file:

     *   Claim tapes                          *   Forms, bills, statements
                                                  and compiled reports
     *   Batches (system and user
         defined journal batches)            *    Zero balance patient accounts


When the information has been on file for the specified period of time, for
example 60 days, it is automatically purged when the day is closed. Assume,
for example, that the claim tape purge delay is 60 days. If you create a claim
tape on April 1, that information will be purged when you close May 30.

Note that patient accounts are not automatically purged via the Close Day
Close Day (7.1)                                                          Page 237



Routine. The Close Day Routine simply determines which patient accounts are
eligible to be purged (that is, zero balance accounts for the specified purge
delay). You must then purge the patient information with the routines found on
the standard B/AR Purge Menu.



The Close Day Screen

When you select this routine, the current open date appears on the screen.
This is the next date to be closed. You cannot edit it. The remaining fields
on the screen are also "view only" fields. The only entries you make on this
screen are responses to a series of system generated messages.



Responding to Messages

If the requirements for closing a day are not met, an explanatory message
appears and you are prevented from closing the day (for example, Unposted
batches exist. Print Unposted Batch List.)

When the requirements are met, you can exit this routine without closing the
day by answering N anytime the Close (date)? prompt appears.

Assume, for example, you want to close the day for April 4, 1991 and transfer
GL data through this date. If all of the closed day requirements are met, you
would receive the series of messages listed below.

    1)    Close 4/4/91?

         You would enter Y to continue.


    2)    GL detail last transferred thru [04/03/91]

         Press <RETURN>.


    3)    Transfer GL data thru [04/04/91]?

         Enter Y.

    4)    [04/04/91] put in closing queue

         04/04/91 appears in the LAST DATE IN CLOSING QUEUE field on
         the screen.


NOTE:    While the system is actually closing the day, CLOSING appears in
         the field to the right of the current open date.

Once a date is placed in the closing queue, the system finds the next available
Close Day (7.1)                                                       Page 238



open date. The series of messages is repeated to close the next date. You can
close days up until, but not including, the current date. In other words, you
cannot close today until tomorrow.



+-------------------------------------------------------------------------------+
|                                   Close Day                                   |
|===============================================================================|
|                                                                               |
|Current Open Date:                                                             |
|                                                                               |
|Last Date In Closing Queue:                                                    |
+-------------------------------------------------------------------------------+
Batch Processing & Cashiering Options INDEX                          Page 239

                                         Cash Application, move 178
                                         Cash Application, re-open an 'IN
 DELETED batches                               USE' 184
  list 89                                comment, edit 41
                                         controls, edit 41
                                         copy 37
A                                        create from managed care 128
                                         delete 5
accounts                                 deleting 33
  posting transactions to 28             enter/edit 5,11
adjustments                              enter/edit transactions 9,13
  enter/edit 46                          entry by magtape 123
Admissions Module                        FDE, list 212
  create billing transactions from       freeze 5,35
         125                             IN USE, re-open 44
ancillary modules                        IN USE, re-open rejection 148
  create an automated batch from         list transactions 5
        125                              list unposted 88
Automated Batch Entry                    list, standard format 24,85
  create batch from ancillary            managed care 128
        module 125                       multiple function routine 5
  create batch from tape 123             ordering physician, recording 12
  delete a rejection batch 138           performing physician, recording
  edit rejected transactions 132               12
  list a batch's doctors who need        posting 5,27
        transations 151                  posting, results of 28
  list all rejected transactions         process routine 5
        140                              Rejection, Creating
  list rejection batches 142             rejection, delete 138
  process a rejection batch 129          rejection, list 142
  purge rejection batches 147            rejection, process 129
  re-open an IN USE batch 148            rejection, purge 147
  rejection batch summary, print         rejection, summary, print 146
        146                              reverse 30
Automated Batch Entry Menu               reverse and re-batch
Automated Batch Menu routines                  transactions 73
  chart of                               reverse through copying 37
Automated Batch Processing Routines      summary, print (Formatted Data)
  Table 4.2 130                                229
                                       batch list
                                         standard format, information
B                                              included 24,85
                                       batch lists
batch                                    standard format 24,85
  Automated, create from an              unposted 88
        ancillary module 125           batch status
  Automated, create from Materials       in copying a batch 37
        Management module 125          Billing
  Automated, Entry Menu                  transaction entry by magtape 123
  Automated, processing routines
        130
  Cash Application, delete 180          C
  Cash Application, edit 182
  Cash Application, list 176,189       cahiering
  Cash Application, list un-moved        menu
        192                            cash 158
                                       Cash Application Feature
Batch Processing & Cashiering Options INDEX                            Page 240

Cash Application Feature                D
        (continued)
  batch list 176,189                    delete
  delete batch 180                        batch 33
  edit batch 182                          batch (FDE) 225
  enter/edit transactions 167             rejected transactions 129,132
  listing un-moved batches 192            rejection batch 138
  move a batch 178                      Delete a Batch (Cash Application)
  process a batch 164                           Routine 180
  re-open an 'IN USE' batch 184         Delete a Batch Routine 33
cashiering                              deleting a rejected transaction
  drawers 187                                   134
  feature                               Drawer Summary 187
  routines                              drawers 155
Cashiering Menu
Change Drawer Status 155
Charge Exception Report                 E
  information included on 91
  selection criteria 91                edit
charges                                  batch comment 41
  late, listing by patient 93            batch control totals 41
  late, listing by procedure 95          Cash Application batch 182
  listing edited 91                      FDE batch 227
clinical modules                         FDE transactions 217
  create an automated batch from         rejected transactions 129
        125                            Edit a Batch (Cash Application)
Close Day Routine 233                          Routine 182
  file maintenance 236                 Edit Comment & Control Totals 41
  purge 236                            Edit Rejected Transactions Routine
collection transactions                         132
  enter/edit 46                        Edited charges
conditions for copying a batch 38        listing 91
Control amount                         Enter Patient Cash 158
  edit (Formatted Data Entry) 227      enter/edit
control totals                           batch transactions 13
  edit 41                                batches 11
Copy a Batch Routine 30,37               Cash Application transactions
copy batch                                     167
  status 37                              FDE transactions 205
copying a batch                        Enter/Edit Batch Transactions
  conditions for 38                            Routine 9
correcting a rejected transaction      Enter/Edit Collection Transactions
        134                                    Routine 46
Create a Batch from Clinical           Enter/Edit Transactions (Cash
        Module Routine 125                     Application) Routine 167
Create a Batch from Tape Input         error messages
        Routine 123                      when posting a batch 31
Create A Remittance Batch From
        Managed Care 128
customer-defined screens               F
  in copying a batch 37
                                        FDE
Batch Processing & Cashiering Options INDEX                           Page 241

FDE (continued)                         late charges
  enter/edit transactions 205             list by procedure 95
  multifunction routine 198             list
FDE batch                                 all rejection transactions 140
  delete 225                              FDE batches 212
  edit 227                                rejection batches 142
  edit transactions 217                   un-moved batches (FDE) 228
  list 212                              List All Rejected Transactions
  list un-moved 228                             Routine 140
  move a 215                            List Batches (Cash Application)
  postpone 223                                  Routine 176,189
  print summary 229                     List Batches Routine 24,85
  re-open an 'IN USE' batch 221         List Un-Moved Batches (Cash
  verify transactions 209                       Application) Routine 192
FDE transactions                        List Unposted Batches Routine 88
  edit 217                              List Voided Receipts 191
  enter/edit 205                        logs
  verify 209                              master, by account name 104
File maintenance                          master, by client 111
  via Close Day Routine 236               master, by department 113
flag and reverse a posted                 master, by GL number 116
        transaction 69                    master, by number 106
Format type                               master, by procedure 108
  edit (FDE) 227
Freeze a Batch Routine 35
                                        M

I                                      Magtape
                                         batch entry by 123
IN USE                                 manual batch
  Cash Application batch, re-open        enter/edit 9
        184                            Master List
  FDE batch, re-open 221                 Rejection File 140
  rejection batch, re-open 148         Master Log
  standard batch, re-open 44             by account name 104
Insurance balances                       by client 111
  inactive, compile 99                   by department 113
interface                                by GL number 116
  ADM, creating automated batch          by number 106
        via 125                          by procedure 108
                                       Materials Managment Module
                                         create billing transactions from
J                                                125
                                       messages
Journal Summary Report   89              system, batch posting errors 31
                                       Move a Batch (Cash Application)
                                                Routine 178
L                                      Move a Formatted Data Entry Batch
                                                215
Laboratory Module
  create billing transactions from
         125                           N
Late Charge Report (by Patient)
  information included on 93            Nursing Module
Late Charge Report (by Procedure)         create billing transactions from
  information included on 95                     125
Batch Processing & Cashiering Options INDEX                           Page 242

O                                      Print Master Log (by Client)
                                               Routine 111
offsetting batch data 37               Print Master Log (by Department)
Order Entry Module                             Routine 113
  create billing transactions from     Print Master Log (by GL Number)
         125                                   Routine 116
ordering physician                     Print Master Log (by Procedure)
  batch posting 29                             Routine 108
  recording in batch transaction       print receipt 160,190
        12                             print receipts 194
                                       Print Refund Report Routine 96
                                       Print/Reprint Receipt 160
P                                      Printed Receipt Log 190
                                       procedures
patient cash 158                         account name sort for master log
payments                                        104
  enter/edit 46                          account number sort for master
performing physician                           log 106
  batch posting 29                       client sort for master log 111
  enter/edit 65                          department sort for master log
  recording in batch transaction               113
        12                               GL number sort for master log
Pharmacy Module                                116
  create billing transactions from       sort for master log 108
         125                           Process a Batch
Physician                                Cash Application 164
  performing, enter/edit 65            Process a Batch (Cash Application)
  recording on batch transaction               Routine 164
        12                             Process a Batch (Formatted Data
Post a Batch Routine 27                        Entry) Routine 198
post batch                             Process a Batch Routine 5
  error messages 31                    Process a Rejection Batch
  reversing effects 30                 Process a Rejection Batch Routine
posted transaction                             129
  reverse and flag a 69                Professional fee
posting a batch                          enter/edit physician 65
  requirements for 27                  Purge
  results of 28                          rejection batches 147
  status changes 28                      via Close Day Routine 236
Posting Error Messages
  table 31
Postpone a Batch (FDE) Routine 223      R
Print
  FDE batch summary 229                Radiology Module
Print Charge Exception Report            create billing transactions from
        Routine 91                              125
Print Journal Summary Routine 89       re-batch and reverse transactions
Print Late Charge Report (by                   73
        Patient) Routine 93            Re-Open an 'IN USE' Batch (Cash
Print Late Charge Report (by                   Application) Routine 184
        Procedure) Routine 95          Re-Open an 'IN USE' Batch (FDE)
Print Master Log (by Account Name)             Routine 221
        Routine 104                    Re-Open an 'IN USE' Batch Routine
Print Master Log (by Account                   44
        Number) Routine 106            Re-Open an 'IN USE' Rejection
                                               Batch Routine 148
Batch Processing & Cashiering Options INDEX                           Page 243

receipt 160                             reversing a posted batch 30
receipt logs 190                        Routine
receipts 162,190,194                      Close Day 233
  enter/edit 46                           Create a Batch from Tape Input
Receipts To Be Printed 194                      123
Refund Report                             Delete a Batch (Cash
  information included on 96                    Application) 180
  selection criteria 96                   Delete a Rejection Batch 138
refunds                                   Edit a Batch (Cash Application)
  how to enter 46                               182
  listing 96                              Edit a Batch (FDE) 217
rejected transaction                      Enter/Edit Transactions (Cash
  correcting 134                                Application) 167
  deleting 134                            Enter/Edit Transactions
Rejected transactions                           (Formatted Data Entry) 205
  automated batch entry 123               List a Batch's Doctors Who Need
  correct or delete 129                         Transactions 151
  edit 132                                List Batches (Cash Application)
  list all 140                                  176,189
Rejection batch                           List Batches (Formatted Data
  delete 138                                    Entry) 212
  list 142                                List Rejection Batches 142
  process 129                             List Un-Moved Batches (Cash
  Process a                                     Application) 192
  purge 147                               List Un-Moved Batches (Formatted
  summary, print 146                            Data Entry) 228
Rejection Batches                         Move a Batch (Cash Application)
  creating                                      178
report                                    Move a Batch (Formatted Data
  Batch List 24,85                              Entry) 215
  Cash Application Batch List 176,        Print Batch Summary 229
        189                               Print Charge Exception Report 91
  Exception Report 91                     Print Rejection Batch Summary
  Formatted Data Batch Summary 229              146
  Formatted Data Entry Batch List         Process a Batch (Cash
        212                                     Application) 164
  Journal Summary 89                      Process a Batch (Formatted Data
  Late Charges by Patient 93                    Entry) 198
  Late Charges by Procedure 95            Process a Rejection Batch 129
  Master Log by Client 111                Purge Rejection Batches 147
  Master Log by Department 113            Re-Open an 'IN USE' Batch (Cash
  Master Log by GL Number 116                   Application) 184
  Master Log by Name 104                  Verify Transactions (FDE) 209
  Master Log by Number 106
  Master Log by Procedure 108
  Refund Report 96                      S
  Rejection Batch List 142
  Rejection Master List 140            Sample
  Un-Moved Batches Report 228            Enter/Edit Batch Transactions -
  Unmoved Cash Application Batches             First Screen 10
         192                             Enter/Edit Batch Transactions -
Reverse and Flag a Transaction                 Second Screen 10
        Routine 69                     standard batch
Reverse and Rebatch Transactions         enter/edit 9
        Routine 73                     summary
                                         rejection batch, 146
Batch Processing & Cashiering Options INDEX                              Page 244

T                                       Z

Table                                   zero balance accounts
  4.2  Automated Batch Processing         effect of batch posting   28
        Routines 130
  Posting Error Messages 31
transactions
  collection, enter/edit 46
  copying 37
  deleting batch 33
  enter/edit 9
  enter/edit screen 13
  FDE, verify 209
  freeze batch 35
  information defined for 13
  ordering physician for,
        recording 12
  performing physician for,
        recording 12
  posted, reverse and flag 69
  posting 27
  rejected, correct or delete 129
  rejected, editing of 132
  rejected, list all 140
  rejeted, list of 142
  reverse and flag 69
  reverse and re-batch 73


U

uinposted batches
  list of 88
Un-moved batches
  Cash Application, list of   192
  FDE, list of 228
Unposted Batches Report 88


V

Verify FDE Transactions Routine
        209
Void Receipt/Transactions 162
void receipts 162
void transactions 162
voided receipts 191


W

when to copy a batch   37

				
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