INSTALLATION NOTES FOR IHS Accounts Receivable Version 1.8 Patch 20 ========================================================================= PREFIX: BAR CURRENT VERSION: 1.8 Patch: 20 ========================================================================= ****** 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 20 verifies that all previous non-cumulative patches have been installed before allowing the installation of this Patch. B. NOTE: Part of the pre-install of patch 20 is checking for partially- posted ERA files. If any are found, the list of them will be displayed (see below for example). The list should be reviewed by someone in the Business Office prior to completing the patch 20 install. If patch 20 is installed without complete posting, you must contact OIT for assistance. Checking for ERAs uploaded after 05/20/2010 that aren't completely posted... LOCATION ERA FILE HOSTFILE NOT-A-REAL FAC 2201_ERA_05/17/2011 nar.m.mcarea.2011136.153113 NOT-A-REAL FAC 2195_ERA_05/12/2011 nar.m.mcareb.2011131.083050 NOT-A-REAL FAC 2193_ERA_05/12/2011 nar.m.mcareb.2011129.083035 NOT-A-REAL FAC 2186_ERA_05/10/2011 nar.m.mcareb.2011122.083855 The above list indicates files that may contain one or more checks that are not posted to completion. Please post all possible ERAs prior to installing patch 20. Any incomplete ERAs will need OIT assistance in posting once patch 20 is installed. C. Accounts Receivable V1.8 Patch 20 includes: 1. Changes to ERA: a. Modified TSR report to include an additional data sort for DATA SOURCE. Will print "e" for ELECTRONIC or "m" for MANUAL on each line of report. Prompt added to the report will default to BOTH. b. Changed ERA NEW option so it will separate out each check contained within the ERA file. Will also print the TRN report (see "d") in the middle of loading. c. Modified NEW option so if a file is being reloaded and the original file hasn't been posted to, it will delete the original file and load the file again in its place. If the file has already been posted to it will not allow the user to load it again. d. A new option, TRN, was added that will display all the checks in an ERA file including their ST number, Payer, Code, and Payment. e. Removed the bill matching from the NEW option and make it a separate option called BLMT (see "g"). f. Created a new option BPR to do collection batch/item matching. This report will also notify the user if a PLB segment is present in the file. g. New BLMT option does all the bill matching now. It will mark ERA bills Matched but with Not To Post reasons to account for PLB segments if they decrease the check amount, payment reversals, and negative payments. This option has also been modified that if there is more than one bill that's a potential match, it will now give the user the options Bill Inquire and History so they can view each potential match in its entirety. They can view the detail for each bill and then select Matched and pick the appropriate bill, or Not Matched (the bill will still be flagged as matched but will have a reason Not To Post of DUPB DUPLICATE BILLS FOUND IN RPMS. They can also Quit out at this point, which will quit all the way out of the bill matching option with a message of "Matching NOT complete." h. Bills will no longer be marked as Not To Post. They will be marked as matched or unmatched accordingly, but will still have Not To Post reasons that will prohibit them from posting. i. Changed the posting option so it posted adjustments first, then payments. Payments will be posted from smallest amount to largest to ensure the maximum number of payments is posted. j. Added new claim status of EXCEPTION. This will be a user-set status in the REV option. Only a user can set this status. It will stop any bill from posting. k. Status CLAIM & REASON UNMATCHED, REASON UNMATCHED, and NOT TO POST will no longer be used. Bills will now either be BUILT (when the file is loaded but the BLMT option has not been run), CLAIM UNMATCHED (default), MATCHED (with or without a reason not to post), POSTED, or EXCEPTION (which won't post). l. Modified PST option to check the collection item amount. If the payment being posted will put the item into a negative balance, a message will display to the user and the posting will stop. All bills that are matched but haven't been posted will remain matched, but will get a REASON NOT TO POST of COLLECTION BATCH/ITEM BALANCE EXCEEDED. m. Added same error checks that are done during bill matching to the posting option. This will catch any errors that may be created between the time the bills were matched and when they are actually posted. NOTE: Now when in the posting option and the Run Review is done, the user will see the same messages to the screen as the Bill Matching option. n. Added check to see if any transaction has already been posted to bill for the collection batch/item selected. If so, it will mark the bill with REASON NOT TO POST of ALREADY HAS TRANSACTION POSTED FOR THIS COLLECTION BATCH/ITEM. o. The REV option has been modified to allow the following status changes: Matched to Exception Exception to Matched Unmatched to Matched Unmatched to Exception For any of these status changes the user will be prompted for a comment that will be stored in the ERA file and viewable in using a new menu option in REV called View Comments. If a comment resides on the claim an "*" will be placed before the claim number. If the user is changing the status to Matched, the user will be prompted for a bill number/patient/DOS to match to. NOTE: just because a bill is matched doesn't mean it will post. There could still be reasons found Not To Post that will stop it. p. Removed 2nd "CD" entry with description "DATE OF SERVICE OR BILL AMOUNT DOESN'T MATCH RPMS" from A/R EDI EDI CLAIM ERROR CODES file. The 2nd entry was causing the error not to show up at all. q. If the claim has a Reason Not To Post of RA CLAIM DOESN'T MATCH RPMS none of the other error checks will be done. r. Added new option NFND ERA Check Not Batched Report. This report will prompt the user for a filename and list all checks that haven't been matched to a collection batch/item for that file. s. Made changes to RPT Report ERA Claims option to separate out the ERA claims that are Matched with a Reason Not To Post. 2. Heat tickets changes: a. NOHEAT - Changes to the batch finalization process to record the date/time finalized and the user who finalized it. b. NOHEAT - Changed the Adjustment and Refund Report: 1. Modified to prompt user for adjustment types with default to ALL. 2. Added prompt to ask user if they want the bill amount and the payment amount to print on every adjustment line. If you say yes it will print all the bill information for all records (inflating the totals). 3. Include all transactions for End Date entered (wasn’t taking time of date/time into account). c. NOHEAT - Changed the List Transactions by File Name to include a check so only transactions sent in that file will display (delayed or not sent transactions that are sent at a later date were being included when they shouldn't be). d. NOHEAT - Made change to resolve error when running the ADJ Adjustment and Refund Report and there is no A/R Account on the bill. Occurred when running either the Summary or the Detail option. e. NOHEAT - Modified BPS display so transaction dollar amounts would line up. Was wrapping when adjustment type descriptions were too long. f. NOHEAT - Modified History display in PSC option so status change amounts would show up correctly. Also shortened adjustment type description so line wouldn't wrap and amounts would line up. g. NOHEAT - Export File Name will now be stored in the session for each transaction sent in a separate file. Previously, Not Sent transactions and Retransmitted transactions did not set the file name in the Session and did not get counted in VSF reports. h. NOHEAT - Modified ETDN Edit Treasury Deposit/IPAC Number option to add the ability to edit the check deposit date. i. HEAT12990,HEAT13313,HEAT15567,HEAT24212,HEAT28427 - Changed View Session File option to include: 1. Added check to see when transaction was actually sent and only report those within the date range. 2. Checks the transmission date of the Session. Doesn’t count on report if date is outside of selected range or if filename is missing. 3. BAR – CSH – SUP – RPT – VSF - F FILE DATE & FILE NAMES Corrected the report to list the Session ID rather than Export Date/Time. j. HEAT24305 - Correction made to prevent negative batch balances from being created when posting manually to multiple bills. k. HEAT25436 - Correction made for error TRANS+16^BARRCHK1. Occurs when the TSR report is run without a data range and there are transactions without a transaction type. l. HEAT27205 - Changed Post Unallocated so locked will display but with '' so user will know it is locked/unselectable. m. HEAT27283 - When Sells was running the A/R Statistical Report it wasn't reporting any data because of how the counts were being done using an array called BAR. Changed so it wouldn't "kill" the data necessary for the report. n. HEAT29046 - Patient Statements 1. Capture the run date so it will be available if statements are queued. 2. Also fix to paging issue for multi-page statements (extra pages won't print between statements). 3. Adjustment and Payment columns will now be correct as well. o. HEAT30281 - PSC Reversals. Corrected to store Reversal amount as a simple Debit, not a negative debit. Also changed BPS report to include PSC (Post Status Change/Sent to Collections) in the Adjustments, and the ATS report - Include PSC adjustment amounts in the totals. p. HEAT32686 - ATS Report - Modified to include PSC transactions. q. HEAT32723 - Patient Statement - correction to site header so it will print consistently on statement. r. HEAT34235 – Correction made for error BLDA2+20^BARMPAS2. Occurs when a bill is manually entered in 3PB and there is no corresponding 3P bill and no provider. D. Routines modified in this patch: BARADJR3 BARADJR4 BARADJR5 BARADJR6 BARBADU BARCLRG BARDRST1 BAREDBPR BAREDEB BAREDEP BAREDMCH BAREDP00 BAREDP02 BAREDP03 BAREDP04 BAREDP05 BAREDP08 BAREDP09 BAREDP0A BAREDP0Z BAREDP10 BAREDP12 BAREDP4A BAREDP8A BAREDPA1 BAREDPCS BAREV820 BARMPAS BARMPAS2 BARMPAS3 BARPST4 BARPST5 BARPTR BARPUC BARRADJ BARRADJ2 BARRATS BARRCHK1 BARROLL BARRSEL BARRSEL1 BARRSL1 BARRSL3 BARTRANS BARTRNS1 BARUFEX1 BARUFFN BARUFRP1 BARUFRP3 BARUFRPT BARUFUT0 BARUTLST E. Files included in this patch: A/R TABLE ENTRY/IHS (data comes with file) A/R EDI IMPORT (data dictionary only) A/R EDI EDI CLAIM ERROR CODES (data comes with file) F. Patch #20 Files: bar_0180.20k KIDS file bar_0180.20n Installation notes (this file) bar_0180.20o.pdf Patch 20 User Addendum 3. REQUIREMENTS a) VA Kernel V 8.0 or later b) VA FileMan V 22.0 or later c) Third Party Billing V2.6 or later d) Accounts Receivable V1.8 Patch 6,7,9,10,12,13,14,15,16,17,18,19 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_0180.20k 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*20 entry. c) Enable logins and/or BARMENU 5. 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