INSTALLATION NOTES FOR IHS Accounts Receivable Version 1.8 Patch 19 ========================================================================= PREFIX: BAR CURRENT VERSION: 1.8 Patch: 19 ========================================================================= ****** 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 A. NOTE: Beginning with Patch 7, the Accounts Receivable KIDS builds are no longer cumulative. See Patch 6 Notes file for contents of Patches 1 through 6. Patch 19 verifies that all previous non-cumulative patches have been installed before allowing the installation of this Patch. B. Accounts Receivable V1.8 Patch 19 includes: 1. BPS - Batch Posting Summary did not display BATCH and ITEM data for ERA adjustments. Resolved in this patch. 2. The lockdown date for batch posting was not working as expected for December 2009 batches. Resolved in this patch. 3. Added text of UFMS errors on Not Sent Errors report. 4. New Functionality a. Prepayment Collections New Pre-Payment functionality has been added for Tribal and Federal facilities: - Pre-payment Collections - MENU PATH: PST - PRE - Allows for entry of pre-payments such as co-pays. - Entry of payment information and selection of patient for which the payment will apply. A payment receipt is available to print. The payment data remains in the A/R Prepayment file until it is assigned to a collection batch. - Reprint Receipt - MENU PATH: PST - RECP. - Allows for reprinting a pre-payment collections receipt. - Collection Entry - MENU PATH: COL - EN - Unbatched pre-payments are displayed when opening batch for collections. - Cashier can assign unbatched pre-payments to that batch or leave them for another batch. b. Cancelled Bills Report - Routines: BARRCXL; BARRCXL1; BARRCXL2; BARRSEL; BARRSEL2 - MENU PATH: MAN - PRT - CXL - Additional Exclusion Parameters: Location; Billing Entity; Date Range; Cancelling Official; Provider; Eligibility Status; Report Type - Sort by Visit or Clinic - Output: Patient/HRN/Active Insurer/Claim #/Visit Date/Reason Subtotals and Totals c. Payment Summary Report by TDN (new report) - Routines: BARRPTD; BARRPTD2; BARRSEL; BARRSEL1; BARRSEL2 - MENU PATH: RPT - FRM - TDN - Listing by Treasury Deposit Number - Collection Batches posting against a TDN - Selection by TDN - (single or multiple entries) or Date Range - Output to screen (132 width selection) or written to file. - Output: TDN / COL BATCH / BATCHED AMT / POSTED AMT / TRUE UNALL / REFUND AMT / TRANSFER AMT / UNPOSTED AMT Subtotals and Totals. d. Top Payer Report (new report) - Routines: BARRPAY; BARRPAY1; BARRSEL; BARRSEL1; BARRSEL2 - MENU PATH: RPT - FRM - PAY - Selection of Reports w/ multiple Exclusion Parameters - Sort selections: PROVIDER / CLINIC / APPROV'G OFFICIAL / PRIMARY DIAGNOSIS / ADJUSTMENT TYPE / ALLOWANCE CATEGORY - Output to screen. - Output: (with Various sorts and Selection parameters) e. Transaction Statistical Report - MENU PATH: RPT - FRM - TSR - added NONE sort - sort by adjustment type - text delimited option - Issue resolution: No adjustments printed when Adjustment Type was selected - New selectable Transaction Type 'STATUS CHANGE' in addition to PAYMENT and ADJUSTMENT. f. Adjustment & Refund Report - MENU PATH: RPT - FRM - ADJ - Corrected Date range bug: will not add an extra day to range - If A/R account missing from bill, will print No A/R Account - Added Adj Type IEN to reports (summary and detail) - Removed "T"- 3rd Party Billing when Private Insurance is selected as the Allowance Category. "T" is now part of "Other". g. Treasury Deposit/Batch Statistical Report MENU PATH: RPT - BRM - TBSL - Option to select on transaction date - Added sorts 3 & 4 to allow for sorting by both TDN and then by Allowance Category, or by Allowance Category and then by TDN h. Create an A/R message transaction at export and re-export of a 3P Bill - Export status messages are defined as follows: - Original: indicates the first time a bill was exported from 3PB - Refile: bill was refiled using the REEX option in 3PB - Recreated: bill was re-exported using the RCEM option in 3PB NOTE: abm v2.6 patch 4 is required for this functionality to work in A/R i. Patient Account Statement MENU PATH: PAS - Modified to display only bills - Allow a message for all bills in a run. - Show prepayments (separate section; does not affect totals). - Pull Provider from 3PB or display RX POS if Provider missing. - Added sorts on: by Visit Location, then Date of Service. - Totals for each of the columns j. Post Status Change - MENU PATH: ACM - PSC - Capability to indicate all or a portion of a bill's current amount "SENT TO COLLECTIONS". - Transaction included in file to UFMS. k. A/R Statistical Report - MENU PATH: RPT - FRM - STA - New Sort: (Employer) Group Plans - Output: Printer or delimited text file. - Selection: SPECIFIC A/R ACCOUNT (or All) l. Transactions Missing UFMS TX Date (new report) - MENU PATH: CSH - SUP - RPT - UTLT - This report searches the A/R transactions for a specified date range and reports transactions missing the UFMS transmission date. - Output: delimited file 5. HEAT Tickets a. 21798 - Added Date of Service and Billed Amount to "A/R BILL/IHS BILL NUMBER:" display when a bill number is entered that has more than one date of service associated with it. b. 25691 - A correction was made in ^BARRSEL to prevent an error from occurring in the AOI report. 6. New & Changed Files a. Added a new cross-reference "C" to the - A/R STND ADJ REASON CODES file, file # 90056.06. This cross reference was added in response to the 3PB message: ERROR: STANDARD ADJUSTMENT CODE NOT ENTERED FOR ADJUSTMENT. NOTE: abm v2.6 patch 4 is required for this functionality to work in A/R b. A/R Prepayments New field to the A/R COLLECTION file (file #90051.01), sub-file ITEM(S) (file #90051.1101. Field #23 - PREPAYMENT RECEIPT. POINTER TO A/R PREPAYMENT FILE (#90050.06) c. New File: A/R PREPAYMENT file, file #90050.06. Stores prepayment records. d. A/R BILL/IHS (90050.01) - Added Collection Status multiple. e. A/R UFMS ERRORS FILE (90057.1) - changed text on select records. f. A/R TABLE TYPE/IHS Added 2 entries: ^BAR(90052.01,24,0)=BAD DEBT^XXX ^BAR(90052.01,25,0)=SENT TO COLLECTIONS^STC If there are errors listed when loading the KIDS, check to make the entries that display an error have the same meaning as the codes in the build. For instance: ** ERROR IN DATA FOR FILE # 90052.01 ** Record with .01 value WRITEOFF and internal entry #3 could not be added to file 90052.01. If your file has WRITE OFF instead of WRITEOFF, there is not a problem. 7. Routines (64) +1 BARBAD BARBAD1 BARBAD2 BARBAD3 BARBAD3A BARBAD4 BARBAD5 BARBAD6 BARBAD7 BARBADU BARBADX BARBLLK BARCLU BARCLU0 BARCLU01 BARCLU1 BARCLU3 BARCLU4 BARDBQ01 BARDBQ02 BARDBQUE BARDRST BARDRST1 BAREDP08 BARMPAS BARMPAS2 BARMPAS3 BARMPAS4 BARPPY01 BARPPY02 BARPPY1A BARPST BARPST1 BARPUCU BARPUTL BARRADJ BARRADJ2 BARRATS BARRCHK BARRCHK1 BARRCXL BARRCXL1 BARRCXL2 BARRHD BARRPAY BARRPAY2 BARRPTD BARRPTD2 BARRSEL BARRSL1 BARRSL2 BARRSL3 BARRTBS1 BARRTBSL BARRUTL BARTRANS BARTRNS1 BARUFEX1 BARUP BARUP1 BARUTL BARUTLST BAREV819 BARBLSUM +1 - BAREV189 - environment checker* 8. Options BAR ACM - PSC - SENT TO COL BAR RPT TDN/BATCH STAT REPORT BAR PST PRE-PAYMENTS BAR PST REPRINT RECEIPT BAR RPT FRM PAY BAR RPT FRM TDN BAR UFMS TRANSMIT CHECK REPORT C. Patch #19 Files: bar_0180.19k KIDS file bar_0180.19n Installation notes (this file) 3. REQUIREMENTS a) VA Kernel V 8.0 or later b) VA FileMan V 22.0 or later c) Third Party Billing V2.6 Patch 4 or later d) Accounts Receivable V1.8 Patch 18 4. INSTALLATION INSTRUCTIONS In all UCI's running IHS Accounts Receivable: a) Disable BARMENU b) 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_0180.19k 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*19 entry. c) Enable logins and/or BARMENU 5. SPECIAL NOTE: None for Patch 19. 6. POINT OF CONTACT OIT Help Desk Phone: (505) 248-4371 (888) 830-7280 Fax: (505) 248-4363 Web: http://www.ihs.gov/GeneralWeb/HelpCenter/Helpdesk/index.cfm Email: support@ihs.gov