INSTALLATION NOTES FOR IHS Accounts Receivable Version 1.8 Patch 01 ========================================================================= PREFIX: BAR CURRENT VERSION: 1.8 Patch: 01 ========================================================================= ****** NOTE ***** NOTE ***** NOTE ***** NOTE ***** NOTE ***** NOTE ****** * * * READ THE ENTIRE NOTES FILE PRIOR TO ATTEMPTING ANY INSTALLATION !!! * * * ****** NOTE ***** NOTE ***** NOTE ***** NOTE ***** NOTE ***** NOTE ****** 1. GENERAL INFORMATION a) Make a copy of this distribution for off-line storage. b) Print all notes/readme files. c) Create a SUCCESSFUL backup of the RPMS database. d) It is recommended that the terminal output during the installation be captured using an auxport printer attached to the terminal where the installation is being performed OR that it be captured using a host file. This will ensure a printed audit trail if any problems should arise. 2. CONTENTS OF DISTRIBUTION This patch is the first modification to version (1.8) of Accounts Receivable. Accounts Receivable V1.8 Patch 1 includes: 1. Service Center call resolutions including the following: a. IM17926 - ERA Review postable claims erring out when no bills are on file b. IM17362 - TAR report erring out - missing collection batch c. IM17271,16735,20102 - Duplicate Bills in lookup list d. IM17021 - Can't view check detail in ERA claim report e. IM16588 - The letter "m" not displaying correctly in front of bill numbers f. IM15887 - General Information category affecting balance. g. IM15268 - ERA check matching - don't allow cancelled/rolled up to display h. IM15027 - EN+5^VALM2 Error when reviewing checks and there are none to review. i. IM14472 - Lengthen host file name field. j. IM14057 - Resolve undefined when no AR account on bill during flat rate post. k. IM13630 - Negative balance bills still posting l. IM13589 - ERA file listing not working correctly m. IM13518 - "+" standard code before lookup in table in case leading zero sent n. IM13516 - Can't review ERA files o. IM18713 - Error on old A/R v1.0 check removed p. IM15742 - Fix for BILLS+3^BARNCPDP error q. IM19058 - REVIEW+7^BAREDP00 error r. IM20678 - DETAIL+5^BARRASM ASM and PSRA reports erred out because a VP INSURER TYPE (c): THIRD PARTY LIABILITY was not accounted for. A modification was made to resolve the error. s. IM21585 DETAIL+6^BARRASM Similar to item 's' above. The VP INSURER TYPE was not accounting for GUARANTOR nor MEDICARE HMO type of insurer. t. IM14262,IM22087 - At certain prompts (e.g. Posting Adjustment option, 'Select Command (Line # 1)' ) if the user entered a string greater than 255 characters the application would error. If the user does this now it will present the help screen and allow the user to try again. u. IM21683,IM23712 - An entry in the A/R EDI STND CLAIM ADJ REASONS file was found to have a corrupt entry in the RPMS ADJUSTMENT CATEGORY field (14;27) It should have been 14. The .04 field was not populated and should have been 27. This is corrected as part of the post install process. v. IM23858 - Auto Sync Report errored when the user entered a Visit Location and the A/R SITE PARAMETER field for "Location Type for Reports' was set to "BILLING" w. IM19044 - IDENT+13^BAREDP01 Error caused by payer sending more than one ISA/IEA pair in one 835 file. This is not HIPAA compliant. During Stage 1 of loading the file a message will display informing the user to request a new file from the payer that is HIPAA compliant. x. IM24235 - EN+7^DIC Error resulted from a user trying to post adjustments to a site that was not set up as an A/R site. All warning messages were ignored. The user was allowed to continue through the system until finally the error occurred because there were no bills for the site. Now a message will appear and the user will be exited out. ADDITIONS/MODIFICATIONS TO FILES - The new DNS for the Transworld Debt Collection module will be placed into the DCM entries in the ZISH SEND PARAMETER file. - Change AWO EXPIRATION DATE to allow UFMS write-off - Add new write off entry in the A/R TABEL ENTRY file for the UFMS write- off 2. UFMS WRITE-OFF ******************************************************************************** AVAILABILITY OF Automatic Write Off (AWO) option until April 30, 2007. In preparation for Conversion to the UFMS (Unified Financial Management System), the sites should follow these steps before running the AWO option. STEP 1 Preparing to run the Automatic Write Off (AWO) option. 1. First, complete the following requirements in preparation for the AWO: Rollback (ROL) the A/R bills to Third Party. Use this feature if you are not using the option to rollback immediately after hitting (P) for post on the account. Most sites are rolling back as soon as they post the individual account. 2. a) Bill File Error Scan (BES) this option scans the A/R bill file for problems BY A DATE OF SERVICE DATE RANGE (there is no report printout) and it will show you the date of the last time the BES was run. In RPMS, run the BES date that displays on your system. (Reminder: the (BES) has to be run first before any of the following reports can be generated) b) Generate the Aged Summary (ASM) Report c) Generate the Negative Balance (NEG) Report d) Generate the Small Balance (SB) Report e) Generate the Ages Open Items (AOI) Report f) Review the AOI for patient accounts that have a date of service (DOS) up to and including 9/30/05. *REMEMBER, BILLS WITH A NEGATIVE BALANCE WILL NOT BE WRITTEN OFF BY THE AWO. - Correct ALL negative balances in these patient accounts - If you have fractional amounts, refer to your Site Manager for assistance on these accounts. They may need to contact the OIT Help Desk for assistance. STEP 2. Once you are sure that the patient accounts up to and including 9/30/05 are corrected, then prepare to run the AWO option. ***REMINDER! IT IS IMPORTANT NOT TO DO ANY BILLING OR POSTING WHILE THE AWO OPTION IS RUNNING*** STEP 3. RUNNING THE AWO OPTION With this option, you will write off bills with dates of service up to and including 9/30/05. All Bills found within the specified DOS are written off to code 916 Write Off 2007. STEP 4. POST AWO option steps: a. Run the BES again (back to 10/1/2001) this is to ensure that the system will identify any problems that may have occurred during the AWO process. b. Generate the AOI report for comparison purposes to the previously run reports c. Generate the ASM report and submit to your Finance Office. d. Use the Fileman report attached that can be used to list the accounts that were posted with the AWO 916 Write Off 2007 adjustment code. e. For patient accounts with open balances and with DOS after September 30, 2005 must be researched and posted according to the Remittance Advice documents received on site. REMEMBER: The AWO option is only available in RPMS until April 30, 2007. The outstanding receivables that will be booked into CORE must be reasonable amounts and must be supported in case of a financial audit. ******************************************************************************** All sites will have to run the "AWO Automatic Write-off" option as part of the preparation for the installation of the UFMS in October 2007. This option is located in the “Manager menu” The deadline for completion of this task is April 30, 2007 and the option will no longer be available after that time. The following are the Menu Options as referenced above for display purposes and guidance. +-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+ | ACCOUNTS RECEIVABLE SYSTEM - VER 1.8 | + Automatic Write-off + | NOT-A-REAL FACILITY | +-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+-+ User: FRAZIER,TIM 13-MAR-2007 7:51 AM This menu is meant to be used as a tool for meeting the UFMS clean-up deadline. The user is asked for a list of visit locations (or all), and list of A/R Accounts (or all). The account balance of each bill found with a DOS up to and including 9/30/2005 written off to code 916 Auto Write-off 2007 if the following conditions are met: 1. The DOS on the bill is prior to 10/1/2005 2. The amount billed is less than 20,000.00 3. The A/R Account tied to the bill is in the list specified and not NON-BENEFICIARY. 4. There is a positive balance left on the bill 5. The Visit Location tied to the bill is in the list specified This menu option expires on APR 30, 2007. NOTE: If the business office is way behind this could take a lot of disk space. Each bill written off writes two records. Plus, more space will be used if ^BARTR is journaled. 3. NPI MODIFICATIONS 1. This patch contains additional functionality for NPI. Changes to the ERA download were made so NPI data will be imported during the ERA file download process and placed into the A/R EDI CHECK and A/R TRANSACTION files. ADDITIONS/MODIFICATIONS TO FILES This patch contains modifications and additional functionality as requested in "IHS Accounts Receivable Software Requirements Specification (SRS) For Version 1.8 patch 1 Addendum" and as further articulated in IHS Accounts Receivable Version 1.8 Patch 1 SRS Addendum (BAR) Design Document. In general they are, 1) changes related to the importing of the HIPAA 835 v4010 A/R EDI TRANSPORT file as well as, 2) changes specific to the data structure of the A/R EDI STND CLAIM ADJ REASONS file as requested by Third Party Billing package. A cross reference was added to the A/R EDI STND CLAIM ADJ REASONS file was added to assist in lookup. This was requested by the Third Party Developer. Patch #1 Files: bar_0180.01k KIDS file bar_0180.01n Installation notes (this file) 3. REQUIREMENTS a) VA Kernel V 8.0 or later b) VA FileMan V 21.0 or later c) Third Party Billing V2.5 Patch 1 or later d) Accounts Receivable V1.8 4. INSTALLATION INSTRUCTIONS In all UCI's running IHS Accounts Receivable: a) Disable BARMENU and ABMMENU. b) IMPORTANT NOTE: Use %RO (for Cache) or %RS ( for MSM) to make backup copies of all BAR* routines to the server’s hard drive. c) This is a KIDS distribution. Use the Installation options on the KIDS menu: 1) Load the distribution into KIDS using option 1 on the KIDS Installation menu. The distribution was released in a file named bar_0180.01k 2) Verify the load using option 2 on the KIDS Installation Menu 3) Consider using the options 3 and 4 on the KIDS Installation Menu to print and compare the transport. 4) Install the distribution using option 6 on the KIDS Installation Menu. 5) For results, use the KIDS "Install File Print" option to view/print the "BAR*1.8*1" entry. d) Enable logins and/or BARMENU and ABMMENU. 6. POINT OF CONTACT Division of Information Resources Software Support Desk Phone: (505) 248-4371 (888) 830-7280 Fax: (505) 248-4199 Web: http://www.rpms.ihs.gov/TechSupp.asp Email: ITSCHelp@mail.ihs.gov Checksum Routine Old New Patch List BARDUPBL n/a 4716541 **1** BAREDIUT n/a 4536027 **1** BAREDP00 n/a 14437607 **1** BAREDP01 n/a 5520786 **1** BAREDP02 n/a 4377832 **1** BAREDP03 n/a 2506821 **1** BAREDP05 n/a 3709598 **1** BAREDP06 n/a 3825786 **1** BAREDP08 n/a 16066593 **1** BAREDP09 n/a 12190378 **1** BAREDP10 n/a 10630795 **1** BAREDPA1 n/a 6543475 **1** BAREV181 n/a 8836170 **1** BARFPST3 n/a 11922037 **1** BARMAWO n/a 8869385 **1** BARMAWO1 n/a 5461863 **1** BARNCPDP n/a 7260886 **1** BARPST5 n/a 5771364 **1** BARPUTL n/a 1353045 **1** BARRASM n/a 15961471 **1** BARRHD n/a 7123082 **1** BARRPSRA n/a 15078750 **1** BARRSYNC n/a 8948197 **1** BARRTAR2 n/a 10565669 **1** BARRTAR3 n/a 8738960 **1** BARUP1 n/a 8671651 **1** Run routine BARNTEG after installation to verify checksums.