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INSTCOL2.EXE
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COLLECT.TX3
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1993-08-05
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ACCOUNTS RECEIVABLES AGING
There are two types of Accounts Receivable Aging produced
by this function: 1) Master Aging, and 2) Selective
Aging. Your 'Master Aging' should always be ran at the
end of an accounting period and prior to any 'Selective
Aging', statements, and collection letters. The 'Master
Aging' acts as an accounting period closing cycle.
During this process each account/patient has an updated
ledger record generated. This ledger (or balance record)
is used to control all selective reports generated by
this 'COLLECT' system. Failure to run a 'Master Aging'
at the end of an accounting cycle will result in the
selective reports being generated based upon the last
'Master Aging' cycle and the accounts/patients on file at
that time.
(M)aster aged accounts receivables. Upon selecting this
function you will be required to enter those parameters
that control the way you are controlling your open
receivables. (Note - COLLECT will default to the
parameters you set in MED#1 or DENTAL#1. Any change made
to the 'default' settings will result in a change being
made to the MED#1 or DENTAL#1 settings. If you exit
COLLECT and then change these settings again in MED#1 or
DENTAL#1 and then return to COLLECT you will be notified
of this change and required to either exit COLLECT or
allow COLLECT to reset these values to what COLLECT last
used.)
By (A)ccount or (P)atient: - This selection controls how
much information is processed for each ledger record
generated.
(A)ccount - If you select this option only one ledger
(balance) record will be created for each account no
matter how many patients make up this account. When you
select this option you will not be allowed to produce
selective aging reports by code group, billing cycle,
table, doctor, insurance companies, or employer. When
you process by account individual patients are ignored
and all patients transactions for that account are
treated as if only one patient existed.
(P)atient - This is the preferred method of processing.
When you select this option you are able to create ledger
(balance) records that can be used for selective
reporting.
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By (D)ate or (I)nvoice: - This selection controls how
aging will be performed, the sequence transactions are
displayed or listed, and the general format of the
statements you will be printing.
(D)ate - If you select this option aging of your
receivables is performed by applying receipts against the
oldest open balance. While this is adequate for patients
that have no insurance it will not allow you to properly
monitor outstanding insurance charges. Statements
printed when using this option will list all prior open
charges (prior to last statement date) as a single
balance forward entry and then list all current
transactions following last statement date in detail.
(I)nvoice - This is the preferred method of processing.
When you select this option you will be processing your
receivables in invoice sequence. This method does
require more attention from the operator but it in turn
provides the ability to identify open insurance charges.
Statements printed when using this option will not have a
beginning balance but will list all open invoices.
(S)elective aged A/R recaps: (Note - All selective
reporting is based upon the ledger (balance) records
created by the 'Master Aging' cycle. Be sure that you
have run a current 'Master Aging' prior to running any
selective report.)
The ability to print selective aged A/R recaps allows you
to exercise better control over your open receivables.
When you request these reports you have the ability to
limit the selection to a single aged category or combine
as many as you wish into one. In addition to this
selective request feature you can also either include, or
exclude, insurance liability in the total amount due.
Using this option you are able to identify how much of
your receivables is patient liability only.
Selective A/R reports consist of the following:
If 'Master Aging' was by either 'Account and Date' or
'Account and Invoice':
Sequence by: (I)d. number
(L)ast name
If 'Master Aging' was by either 'Patient and Date' or
'Patient and Invoice':
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Sequence by: (I)d. number
(L)ast name
(C)ode patient grouping
(B)illing cycle
(D)octor
(T)able
(P)rimary insurance
(S)econdary insurance
(E)mployer
(I)d. number - This report will be by account/patient
number sequence for the aging categories you wish to
list.
(L)ast name - This report will be by account/patient
last/first name for the aging categories you wish to
list.
(C)ode patient grouping - This report will be by - Code,
patient/account number. Separate Accounts Receivable
totals will be printed for each CODE group of patients.
(B)illing cycle - When you setup a patient master you
have the ability to assign that patient to a specific
billing cycle. If you are assigning patients to various
billing cycles you should use this report sequence to
list the patients within each billing cycle. This report
will be by - Billing cycle code and patient/account
number. Separate Accounts Receivable totals will be
printed for each BILLING CYCLE group of patients.
(D)octor - This report will be sequenced by
account/patient within assigned doctor/dentist
identification number for the aging categories you wish
to list. Totals will be printed for each change in
doctor/dentist ID.
(T)able - This report will be sequenced by
account/patient within assigned charge table code for the
aging categories you wish to list. Totals will be printed
for each change in table code.
(P)rimary insurance - This report will be sequenced by
account/patient within assigned primary insurance code
sequence. In addition to this you are able to limit the
selection to only a specific insurance code. Totals will
be printed for each change in insurance code.
(S)econdary insurance - This report will be sequenced by
account/patient within assigned secondary insurance code
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sequence. In addition to this you are able to limit the
selection to only a specific insurance code. Totals will
be printed for each change in insurance code.
(E)mployer - This report will be sequenced by
account/patient within employer name sequence. Totals
will be printed for each change in employer name.
List receivables for: The following list of aging
categories can be individually processed for receivables.
If you answer a specific category with a 'N' then that
aging category will not receive be listed in the A/R. If
you answer with a 'Y' then all accounts/patients in that
category will be listed in the A/R. (Note - This category
classification is assigned to your accounts/patients by
the 'Master Aging' cycle. Be sure you have ran a 'Master
Aging' prior to any selective print request.)
Current Statement Date: Enter the date you are closing
this statement cycle on. This date is captured when you
run a 'Master Aging' and will be provided to you for
possible change. No transactions on file will be
processed that have a transaction date more current than
the 'Current Statement Date'.
Prior Statement Date: Enter the date you last ran
statements. This date is captured when you ran a 'Master
Aging' and will be provided to you for possible change.
If you are processing your receivable by 'Date' all
transactions prior to this date will be totaled into a
'Balance Forward' amount and this amount will be printed
at the top of each statement if its value is not zero.
This date is used by Selective Aging to identify all
transactions that should be included in the 'Prior
Accounts Receivable' total listed at the bottom of your
aging reports. All transactions having a date greater
than the 'Prior Statement Date' will be totaled as
'Current Months Activity' totals for charges, receipts,
and adjustments and printed at the bottom of your aging
reports.
Include insurance liability in patient total liability
(Y/N): By entering a 'N' to this request you will print
selective A/R that request payment only for the patient
liability. This is a valuable feature that will allow
you to inform the patient of total charges pending while
only billing them for their current - non insurance -
liability.
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STATEMENTS
The statements printed by 'COLLECT' have an improved
format over statements printed by either MED#1 or
DENTAL#1. This improvement consists of:
A) Three columns of dollar values -
column 1 = insurance liability
column 2 = patient liability
column 3 = total liability requested to pay
Total liability can be printed to either include, or
exclude, insurance liability.
B) An EOB code associated with the insurance liability that is
used to communicate to the patient the reason for reduced
insurance liability coverage. The associated description
for these codes is printed at the bottom of last page of
the statement for this account/patient.
(Note - you can print statements for patients excluding
the insurance liability. The insurance dollar amount is
still printed on the statement but the total amount the
patient is requested to pay will not include any
insurance liability. The statement can then function as
a communications document between you and the patient.)
C) Each statement can have a different message printed at
the bottom of the statement depending upon the status
assigned to the account/patient balance record created by
the 'Master Aging'.
(V)iew statement selection
With this feature you are able to display on the screen a
listing of all accounts/patients processed by the last
'Master Aging', the balance (including insurance) owed,
and related category of aging.
You can request this display in sequence by either
account/patient account number or last name. You can also
indicate the account/patient you wish to start this
display with.
Displayed information displayed consists of:
Account - Account/patient account number.
CD - This is the code you assigned to the account/patient
at time of account/patient setup. This code is located
between the account/patient account number and name
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prefix.
Responsible party - This is the account/patient name.
ST - (Statement print (Y/N)) - This flag is set in the
patient maintenance. If 'Y' then this account/patient
can receive a statement. If 'N' then this
account/patient cannot receive a statement and no
statement will be printed.
BC - (Billing cycle) - This code is set in the patient
maintenance. Use of this code field allows you to setup
a special billing cycle for specific accounts/patients.
Statements will only be printed if the billing cycle code
at time of statement request matches the billing cycle
code in the account/patient master. (Note - A 'blank'
billing cycle code is a valid code.)
BALANCE - This is the account/patient balance as
calculated at time of the last 'Master Aging'. (Note -
This may not be the current account/patient balance due
to more current charges and receipts.)
STATUS - This is the current category status assigned to
this account/patient as per the last 'Master Aging' and
'Bad Debt Assignment's.
(Note - This listing of accounts/patients will not
include any new accounts/patients added to your MED#1 or
DENTAL#1 system after the last 'Master Aging'. Only
those accounts/patients in this listing will be processed
by any selective reporting by this COLLECT system.)
(P)rint statements
Printing statements consists of identifying the date
range, forms type, aging category, and account/patient
number range.
Operator questions/response
List transactions from/to: Enter the from/to date range
you wish to print transaction detail for on your
statements. If you are processing by 'INVOICE' all
transactions, up to and including the 'to' date, for all
invoices that meet your request parameters will be
printed on the statement. When processing by 'INVOICE'
the 'from' date is not used. When you are processing by
'DATE' all transactions prior to and including the 'from'
date will be totaled into a 'BALANCE FORWARD' total and
only this total is printed at the top of each statement
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if the total is not zero.
From date: This is the starting transaction date range to
be printed. This date is only used if you are processing
by 'DATE'. For 'DATE' processing any outstanding
transactions will be summarized and listed only as a
'Balance forward' value at the top of the first page of
each account/patient statement. If you are processing by
'INVOICE' all transactions for each open invoice are
printed up to and including those for the 'to' date
range.
To date: This is the ending transaction date range to be
printed. All transactions after this date are ignored.
Custom forms (Y/N): - Enter a 'Y' if you are using the
custom statement forms supplied by MEDshare. You will
find that accounts/patients are more willing to pay
statements printed on this type of form. The professional
appearance encourages payment. If you are using plane
paper enter a 'N'.
Print Practice Name on Forms (Y/N): - If you are using
plane paper forms you can either enter a 'Y' or 'N'.
Plane paper forms printed on continuous personalized
stationary have the same affect as custom forms. If you
are not using preprinted stationary enter a 'Y' in order
to print your practice name. The custom forms supplied by
MEDshare require the need to answer with a 'Y' to this
question.
Print statements for: The following list of aging
categories can be individually processed for statements.
If you answer a specific category with a 'N' then that
aging category will not receive a statement. If you
answer with a 'Y' then all accounts/patients in that
category will receive a statement. (Note - This category
classification is assigned to your accounts/patients by
the 'Master Aging' cycle. Be sure you have ran a 'Master
Aging' prior to any statement print request.)
BAD DEBT
COLLECTIONS
PENDING COLLECTIONS
INSURANCE HOLD
BUDGET PAY
OVER 120
OVER 90
OVER 60
OVER 30
CURRENT
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ZERO
CREDIT
Account select range: - All statements are printed only
in account number sequence. You can further limit the
accounts/patients selected for statements by entering a
specific starting - ending account number range. Using
this feature you can print a single statement.
Billing cycle - Again you can limit the
accounts/patients selected for statements to those of a
specific billing cycle. (Keep in mind that a 'blank'
billing cycle code will only allow statements for
accounts/patients having the same 'blank' code.) With
this feature you can sub-divide your receivables to the
point where multiple billings can be performed each month
- each for a different billing cycle.
Print DX codes (Y/N): - (MED#1 only) - If you need to
have the diagnostic codes printed for the transactions
listed on your statements enter a 'Y' otherwise enter a
'N'.
Information Correct (Y/N): Enter a 'Y' if the displayed
information is correct otherwise enter a 'N'.
Include insurance liability in patient total liability
(Y/N): By entering a 'N' to this request you will print
statements that request payment only for the patient
liability. This is a valuable feature that will allow you
to inform the patient of total charges pending while only
billing them for their current - non insurance -
liability.
Statement messages: - At the bottom of each statement
there is space for a four line message. COLLECT provides
you with the ability to setup a different message for
each aging category. You will be asked to review and
either accept or modify each message currently on file
for the selected statements you are printing. The
'Master Aging' assigns each account/patient a status
depending upon the age of the oldest receivables and
other special conditions you have set for that
account/patient.
(Note - Statements can be printed at any time. Only those
accounts/patients processed by the last 'Master Aging'
will be considered for statements.)
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COLLECTION LETTERS
You will find the ability to selectively print collection
letters is a vary valuable feature of COLLECT. With this
ability you can quickly print any number of previously
composed letters to selected aging account/patient
groups, or even a single patient.
(Note - All letter formats must first be setup using the
'LETTER' maintenance function in MED#1 or DENTAL#1.)
(V)iew letter selection
With this feature you are able to display on the screen a
listing of all accounts/patients processed by the last
'Master Aging', the balance (including insurance) owed,
and related category of aging.
You can request this display in sequence by either
account/patient account number or last name. You can also
indicate the account/patient you wish to start this
display with.
Displayed information displayed consists of:
Account - Account/patient account number.
CD - This is the code you assigned to the account/patient
at time of account/patient setup. This code is located
between the account/patient account number and name
prefix.
Responsible party - This is the account/patient name.
ST - (Statement print (Y/N)) - This flag is set in the
patient maintenance. If 'Y' then this account/patient
can receive a statement. If 'N' then this
account/patient cannot receive a statement and no
statement will be printed.
BC - (Billing cycle) - This code is set in the patient
maintenance. Use of this code field allows you to setup
a special billing cycle for specific accounts/patients.
Statements will only be printed if the billing cycle code
at time of statement request matches the billing cycle
code in the account/patient master.
BALANCE - This is the account/patient balance as
calculated at time of the last 'Master Aging'. (Note -
This may not be the current account/patient balance due
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to more current charges and receipts.)
STATUS - This is the current category status assigned to
this account/patient as per the last 'Master Aging' and
'Bad Debt Assignment's.
(Note - This listing of accounts/patients will not
include any new accounts/patients added to your
MED#1 or DENTAL#1 system after the last 'Master Aging'.
Only those accounts/patients in this listing will be
processed by any selective reporting by this COLLECT
system.)
(P)rint letters
Printing letters consists of identifying the aging
category and account/patient number range. After you
have identified the accounts/patients to receive letters
you are then identify the letters to be printed for each
selected group.
Operator questions/response
Print letters for: The following list of aging categories
can be individually processed for letters. If you answer
a specific category with a 'N' then that aging category
will not receive a letter. If you answer with a 'Y' then
all accounts/patients in that category will receive a
letter. (Note - This category classification is assigned
to your accounts/patients by the 'Master Aging' cycle. Be
sure you have ran a 'Master Aging' prior to any letter
print request.)
BAD DEBT
COLLECTIONS
PENDING COLLECTIONS
INSURANCE HOLD
BUDGET PAY
OVER 120
OVER 90
OVER 60
OVER 30
CURRENT
ZERO
CREDIT
Account select range: - All letters are printed only in
account number sequence. You can further limit the
accounts/patients selected for letters by entering a
specific starting - ending account number range. Using
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this feature you can print a single letter.
Billing cycle - Again you can limit the accounts/patients
selected for letters to those of a specific billing
cycle. (Keep in mind that a 'blank' billing cycle code
is a valid code and will only allow letters for
accounts/patients having the same 'blank' billing cycle
code.)
Information Correct (Y/N): Enter a 'Y' if the displayed
information is correct otherwise enter a 'N'.
(Note - Letters can be printed at any time. Only those
accounts/patients processed by the last 'Master Aging'
will be considered for statements.)
Letters to be printed: After you have identified the
accounts/patients to receive letters you are displayed
the letter formats currently identified to be used for
each account/patient status group. If you need to make
changes or additions to this letters selection you can do
it at this time. (Note - All letter formats are created
and maintained in your MED#1 or DENTAL#1 systems. )
Pause between pages (Y/N): If you are using a printer
that does not have the ability to print on continuous
forms enter a 'Y'. With this response the printer will
pause after each page so you can load a new form. If you
enter a 'N' then continuous feed without a pause between
forms will be used to print all letters.
Enter left margin: Enter the number of print positions to
be reserved for the left margin of all letters. Each
print position normally requires 1/10 of an inch.
Enter right margin: Enter the number of print positions
from position '0' to be used to establish the right
margin. (Right margin - left margin = letter body
width.)
** Letters will now be printed. **
Page 35
BAD DEBT ASSIGNMENT
Within the COLLECT system you have the ability to assign
specific accounts/patients to one of four special
categories. Once assigned to one of these categories they
will stay in that category until you specifically remove
them. These categories cannot be set/reset by the
'Master Aging' cycle. You should use these categories for
those accounts/patients that require special handling.
(A)ssign to: With this function you assign specific
accounts/patients to one of four special categories, or
remove them from this status.
Entries required by operator:
Account - Enter the account number for the
account/patient you wish to assign to a special handling
category.
Assigned - Enter the date that this account/patient was
placed into this category. If the account/patient has
already been setup for special handling you will be
displayed that patient and its current assignment status
will be highlighted.
Account/Patient status - Select one of the following four
special categories to assign this account/patient to.
Special categories
(B)ad debt - Use this assignment to identify those
accounts/patients that you have little or no hope of
receiving any payment from.
(C)ollections - Use this assignment to identify those
accounts/patients you have turned over to a collections
agency.
(P)ending collections - Use this assignment to identify
those accounts/patients that you are ready to turn over a
collection agency. This category allows you to send a
special letter to these accounts/patients prior to taking
any action that may affect their credit standing.
(I)nsurance hold - Use this assignment to identify those
accounts/patients that have a high percentage of their
charges covered by insurance that may take several months
to clear. You have then the ability to exercise special
control over the statements you can send to these
patients. Statements can be printed without including
Page 36
the insurance liability in the total requested for
patient payment. When used this way your statements act
as a communications vehicle between you and the patient
that informs them of the fact that charges exist but are
currently an insurance liability. You can also print a
special message at the bottom of these statements unique
to this handling.
(D)elete from: With this function you can remove an
account/patient from this special assignment status.
When you select this function you are presented with a
displayed listing of all current assignments. This
listing is displayed in sequence either by ACCOUNT NUMBER
or ACCOUNT/PATIENT LAST NAME. You can start this display
with a specific range request or with the first account
in this sequence.
To select the account/patient to remove assignment from
use the up/down arrow keys to highlight the specific
displayed account. Then press the <ENTER> key. Your
selection to delete this account/patient from this
special assignment status is then requested. If you
answer with a 'N' your request will be canceled. If you
enter a 'Y' the this account/patient will be removed from
this status and returned to one of the regular status
categories.
(L)ist assignments: You also have the option to list
those accounts/patients assigned to these special
handling categories to a printer. This listing can be
either in account or last name sequence.
Page 37
UTILITIES
The utilities provided with the COLLECT system are
limited to only those functions and data files unique to
the Collections system.
RE-INDEX COLLECTIONS FILES This utility will rebuild the
index files for those files created by the COLLECT
system.
ENTER REGISTRATION NUMBER In order to use the COLLECT
system past the 100 patient evaluation limits for Master
Aging, Statements, and Collection Letters you must enter
a registration number that is unique to your practice.
Your practice name and zip code used by MED#1 or DENTAL#1
is used for the generation of this unique registration
number.
USER REGISTRATION FORM In order to receive a registration
number you must submit a filled out registration form
along with the requested registration fee. This routine
will print out that form for you to finish filling out,
sign, and send in to MEDshare, 4100 West 15th, Suite
#103, Plano, Texas 75093 or to the distributor you
obtained your copy of COLLECT from. You will in turn
receive a unique registration number, printed user
manual, and a copy of the most current version of
COLLECT.
PURGE 'DELETED' RECORDS: Over time you will be adding
new records to and deleting old records in the files
maintained and used by COLLECT. These deleted records,
while no longer active in your data files, will stay in
these data files until they are purged (removed). To
remove these records use this 'PURGE' function.
PASSWORD - To access this function you must first enter a
valid 'PASSWORD'. This 'PASSWORD' is your 'USER
REGISTRATION NUMBER'. You will receive this number when
you register your usage of COLLECT.
Disk space - After you have entered a valid 'PASSWORD'
you will be presented with a screen showing the file to
be purged, the disk space that file requires, and the
total available free disk space. If you do not have
sufficient free disk space to make a copy of the old file
do not continue. In order to purge data from your old
files COLLECT must copy all active data to a new file
first then delete the old file. If you are out of disk
space for the new file it cannot be created. To obtain
additional needed disk space you will need to remove old
Page 38
files no longer needed by any system you are using on
your computer. COLLECT cannot help you in making the
decision as to what files are no longer needed and you
will probably need assistance from who ever provides
technical support for your computer.
EXIT TO DOS
Pressing the '<ESC>' while in the COLLECT Master Menu, or
selecting the last option from the COLLECT Master Menu,
will provide you with your EXIT back to DOS. As a safety
factor you will be presented with an 'EXIT' confirmation
screen. If you do not wish to 'EXIT' from COLLECT answer
'N' to this confirmation screen. If you are EXITING from
COLLECT and your initial call was from the MED#1 or
DENTAL#1 you will be returned directly back their Master
Menu, otherwise you will be returned to DOS.
Page 39