INSTALLATION NOTES FOR IHS Accounts Receivable Version 1.8 Patch 21 ========================================================================= PREFIX: BAR CURRENT VERSION: 1.8 Patch: 21 ========================================================================= ****** 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 21 verifies that all previous non-cumulative patches have been installed before allowing the installation of this Patch. B. Accounts Receivable V1.8 Patch 21 includes: 1. NOHEAT - TAR Report - Changed TAR report to include PSC (Post Status Change/Sent to Collections) in the statements. ROUTINE: BARRTAR 2. NOHEAT - PAD+2^BAREDPCS. Undefined error when using TRN option. ROUTINE: BAREDPCS 3. NOHEAT - Issue with multiple NTE segments in the header. This fix ignores the NTE segments when loading ERA file. ROUTINE: BAREDP02 4. NOHEAT - Sioux Falls reported the TDN Reconciliation Report was not printing out to a file but all output was going to the screen. A missing U IO was placed after opening the device to fix the issue. ROUTINE: BARUFCNR 5. NOHEAT - PER AGREEMENT It was agreed that for programmers the VIEW option would be modified to display all segments. 6. NOHEAT - PER A/R TEAM - The NEW Load Import option steps have changed slightly per an agreement among the A/R team. The setup used to be for the file to be loaded first. If the file had already been loaded the user would be asked if they would like to replace the one already loaded. This was done only if there had been no posting against the file. If the user said YES, the file was deleted. This created an issue if the file was rejected because the wrong format was chosen. To remedy this the format checker is called before the actual load so the file entry does not inadvertently get deleted if the file is rejected because it has the wrong format. 7. NOHEAT - Internal testing showed that the supervisor was allowed to reconcile and transmit a cashier's session while the cashier was still in posting mode. 8. NOHEAT - EN+3^BAREDPCS - occurred when site wouldn't select a filename during the TRN option. 9. NOHEAT - DETAIL+85^BARRADJ2 - Occurs when running the TSR Transaction Statistical Report. Issue was with data source changes that were made. It caused an issue with the visit/clinic sorting of the report. 10. HEAT19931 - changes made to automatic write off for date range and non-bens. OIT should be contacted if the automatic write off is needed at your site. 11. HEAT20490 - Disallow posting if the user does not have a cashiering session in a status of OPEN. It was discovered that, if a supervisor has reconciled and/or transmitted a user’s cashiering session, the user was able to continue using that session for posting. In this scenario, transactions posted after the session was reconciled and/or transmitted were not being captured in a cashiering session and thus were not being transmitted to UFMS. If a user attempts to post transactions using a cashiering session that has already been reconciled and/or transmitted, a message will be displayed to the user indicating that his/her session has been closed and a new one must be opened in order to perform posting functions. ROUTINES: BARBAD1 BARBAD3 BARBAD7 BARBADU BARFPST BARFPST1 BARFPST3 BARFPST5 BARPBEN BARPNP BARPNP3 BARPRF3 BARPRMKP BARPST BARPST1 BARPST3 BARPST7 BARPSTU BARPUC BARPUC3 BARPUCU BARUFLOG BARUFUT BARUFUT1 12. HEAT20496 - Display all non-Transmitted sessions to Supervisor Modify the View Cashiering Sessions option (CSH - SUP - VON) to display all Sessions that do not have a status of TRANSMITTED and with a session ID on or after 10/1/08 (UFMS live date). This modification will ignore the value set in the UFMS Display Date Limit field in A/R Site Parameters when displaying current status to Supervisor. ROUTINE: BARUFUT1, BARUFSUP Note: This modification will have no effect on users who are reviewing their own sessions. (CSH - UVCH). I.E., users will be limited to viewing batches based on the value entered in the UFMS Display Date field in A/R Site Parameters. 13. HEAT30281 - PSR Report - Changed PSR report to include PSC (Post Status Change/Sent to Collections) in the statements. ROUTINE: BARRPSRA 14. HEAT42678, HEAT43499 - While debugging Medicaid parsing issue found a bug. Sometimes the DOS date would print as a -1 because %DT variable was set to require seconds. Also, ERA delimiter was hard coded for * in routine which disabled using other delimiters. AZ Medicaid uses {. ROUTINE: BAREDP02, BAREDP4A, BAR50P4A 15. HEAT42918 - Modification done to look at the numeric portion of the bill number and the first alpha character, if there is one. ROUTINE: BAREDP04 16. HEAT• 43451 – A correction was made so that collection batch items that are in a status of “rolled” or “cancelled” will not be used to match to ERA checks. If an ERA check is found in more than one collection batch item, a list will be displayed to the user of potential matches. The user will be able to manually match the ERA check to the correct collection batch item. 17. HEAT• 46386 – A correction was made to patient statements to prevent a blank page from printing between each patient’s statement. ROUTINES: BARMPAS, BARMPAS2, BARMPAS3, BARMPAS4 18. HEAT48289 - When the TSR report was run and the user chose Transaction Type as an exclusion then went to choose visit or clinic the Fileman screen was leftover from the screening of the A/R TABLE file which limited which visit or clinic could be chosen, for instance PODIATRY could not be chosen. 19. HEAT48986 SUBDSRC+3^BARRADJ2 - Error when using TSR report. 20. 5010 835 CHANGES Loop 1000A A. A new A/R EDI TRANSPORT was added to import the 5010 files. It is called HIPAA 835 v5010. Only 5010 files should be imported with this format. B. Added field PAYER COUNTRY #.27 to A/R EDI CHECK file to hold value from N404 element being captured in segment N4. C. Added field PAYER COUNTRY SUBDIVISION #.28 to A/R EDI CHECK file to hold value captured from element N407 being captured in segment N4. D. Added new field in EDI CHECK file multiple PAYER CONTACT INFO. New field CONTACT FUNCTION CODE #.04 This was added to handle new set of codes identifying contact information in segment PER01. The new codes are: CX = PAYERS CLAIM OFFICE BL = TECHNICAL DEPARTMENT IC = INFORMATION CONTACT E. For the PER segment element PER01, added new codes to 'Contact Function Code' entry in A/R EDI TABLES file. F. The PER segment data should populate the .3 multiple in the A/R EDI CHECKS file. G. Codes used to indicate “Electronic Mail”, “Telephone Extension”, “Facsimile”, “Telephone”, or “Uniform Resource Locator” have been added to the #.02 TYPE OF COMMUNICATION field of the .3 multiple in A/R EDI CHECKS file. LOOP 1000B A. For N1 segment element N104 added XV to set of codes in field .08 IDENTIFICATION CODE QUALIFIER. XV = CMS PLAN ID in EDI CHECK. Added CMS PLAN D field #101 to file EDI CHECKS Edited XV code to Identification Code Qualifier entry in A/R EDI TABLES file. Changed Description from ‘HCFA National Plan ID’ to 'CMS Plan ID' B. For N4 segment added all elements since we were not collecting any PAYEE segment information. Added the following fields to the A/R EDI CHECKS file to store these elements: (#1201) PAYEE ADDR 1 (#1202) PAYEE ADDR 2 (#1203) PAYEE CITY (#1204) PAYEE STATE (#1205) PAYEE ZIP (#1206) PAYEE COUNTRY (#1207) PAYEE CT SUBDIVISION C. Added segment RDM and its elements. No data is being stored except in the VALUE subfile of the A/R EDI IMPORTS file. LOOP 2100 A. CLP SEGMENT element CLP06 has added codes in 5010 17 and ZZ These new codes were added to the ‘Claim Filing Indicator Codes’ entry in the A/R EDI TABLES file. B. Added NM1 segment 'other subscriber' and its elements. C. New codes 28 and 6P added to REF01 in segment REF and were added to the ‘Reference Identification Qualifier’ entry in the A/R EDI TABLES file. 28 = Employee Identification Number 6P = Group Number D. DTM segment was split out into four segments in the A/R EDI TRANSPORT file. Added field #901 COVERAGE EXPIRATION DATE to CLAIMS subfile for new DTM segment. Added field #902 CLAIM RECEIVED DATE to CLAIMS subfile for new DTM segment. LOOP 2110 A. Added new segment REF - Line Item Control Number. These element values are not stored anywhere but the VALUE multiple of the A/R EDI IMPORT file. B. Added new segment REF - Health Policy Id Added OK qualifier to 'Reference Identification' entry in A/R EDI TABLES file. 21. Modified the BPR to allow the user to view in greater detail the PLB segment data and the amounts sent by the payer. This new PLB DETAIL REPORT report lists right after the CHECK MATCHING REPORT 22. Added field #1001 LINE ITEM CONTROL NUMBER to top level of A/R BILL file. This field is populated by a claim from TPB with flat rate billing. 23. Added field #12 LINE ITEM CONTROL NUMBER to ITEM multiple of A/R BILL file. The field is populated by TPB claim with line item billing. 24. Added code to accept LICN data from TPB and add data to new LICN fields in A/R BILL file. C. Routines modified in this patch: BAR50BPR BAR50EB BAR50EP BAR50EP1 BAR50I00 BAR50I01 BAR50ICN BAR50IT BAR50IT2 BAR50IT3 BAR50IT4 BAR50IUT BAR50L01 BAR50L02 BAR50L03 BAR50LA1 BAR50LM1 BAR50MCH BAR50P BAR50P00 BAR50P01 BAR50P02 BAR50P03 BAR50P04 BAR50P05 BAR50P06 BAR50P07 BAR50P08 BAR50P09 BAR50P0A BAR50P0Z BAR50P10 BAR50P11 BAR50P12 BAR50P4A BAR50P8A BAR50PA1 BAR50PCS BAR50PZ1 BARBAD1 BARBAD3 BARBAD7 BARBADU BAREDBPR BAREDIUT BAREDP00 BAREDP02 BAREDP04 BAREDP09 BAREDP4A BAREDPCS BARFPST BARFPST1 BARFPST3 BARFPST5 BARMPAS BARMPAS2 BARMPAS3 BARMPAS4 BARPBEN BARPNP BARPNP3 BARPRF3 BARPRMKP BARPST BARPST1 BARPST3 BARPST7 BARPSTU BARPUC BARPUC3 BARPUCU BARRADJ2 BARRPSRA BARRSEL1 BARRTAR BARUFCNR BARUFLOG BARUFSUP BARUFUT BARUFUT1 BARUP1 BARUTL BAR500Z D. Files included in this patch: A/R EDI TRANSPORT - WITH NEW 5010 TRANSPORT FORMAT A/R EDI CHECKS A/R BILL A/R EDI IMPORT E. Patch #21 Files: bar_0180.21k KIDS file bar_0180.21n Installation notes (this file) bar_0180.21o.pdf Patch 21 User Addendum 3. REQUIREMENTS a) VA Kernel (XU) V 8.0 patch 1011 or later b) VA FileMan (DI) V 20.0 or later c) Third Party Billing (ABM) V2.6 patch 4 or later d) Accounts Receivable (BAR) V1.8 Patches 6,7,9,10,12,13,14,15,16,17,18,19,20 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_0180.21k 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*21 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