INSTALLATION NOTES FOR IHS Accounts Receivable Version 1.8 Patch 22 ========================================================================= PREFIX: BAR CURRENT VERSION: 1.8 Patch: 22 ========================================================================= ****** 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 22 verifies that all previous non-cumulative patches have been installed before allowing the installation of this Patch. B. Debt Management - Accounts Receivable V1.8 Patch 22 creates a new Debt Management function for printing letters in 4 cycles for overdue bills. The Debt Management option is located under the Account Management Menu. A routine is called from the reports and print letters option to test for unpaid overdue bills. These Bills populate the A/R Debt Management Bill file and queue the first cycle of letters to be printed. Each time a letter is printed, the cycle is incremented until the 4th cycle is reached. The day the letters are printed is dependent on the cycle length entered into the parameters. Menu option. New Options: DMPS Debt Management Parameters This option allows setting of the parameters that are specific to running the Debt Management functions. Parameters include: Start date to begin printing letters for bills (REQ'D), Maximum number of letters to print for each batch (REQ'D), Write Off amount, options to print NPI and DOB on letters, the letters to print (REQ'D), the length of the cycles (REQ'D), and top and left margins. DLPA Debt Letter Insurer Type/Accounts This option allows the selection of Bills to be searched for overdue payment based on the Insurer type or by the A/R Accounts. It also allows the option to deselect an Account, for instance if the Insurer type of Private is selected, but you do not want to include Mailhandlers then you would select Insurer: Private Account: Mailhandlers, Send Debt Letter: No DMPL Debt Letter Signature/Address parameters This option allows editing of the signature lines, phone number and address that is printed on the letter. Some of these parameters are required before a letter can be printed. DMEL Edit Letters This option allows editing of the letters being printed for the overdue bills. Some portions of the letters should not be edited otherwise they will not work properly with the parameters, these include: TODAY, BARINS, BARFAC, BARSTF, BARPH and BARSIG DMPI Inquire to Debt Management Parameters This option allows printing of the parameters and lists the Insurer and Accounts selected for printing letters. DMVQ Letters in the Queue This report provides a list of Insurers that letters are queued to be printed. It is not based on the maximum letter batch print parameter. There are options to view by cycle, Insurer type, Account type and detail. The detail provides information on the Bill, patient, service date, billed date and amount billed. DMER Letters that Contain Errors This report is based on Letters that are Queued. The report should be ran prior to printing the letters and errors corrected. The list of Errors include: Policy Name, Policy Number, Policy DOB, Member number, 3P Pointer (Bill number from A/R Bill does not match the bill number in the 3P Bill file), Bill Insurer Detail Account/Ins Mismatch and the Insurer Tax ID. DMTP Print Test Letter for Alignment Option prints a test letter for checking letter format prior to printing batches. DMLP Print Letter Option prints the letters for Insurers that are listed in the the report-Listing Insurers Ready to Print. A prompt to allow a test print prior to printing is displayed. The option tests for bills with errors prior to printing, the errors are displayed and a prompt to provide the option of printing bills with errors or skip the bills with errors and continue printing. When the letters are printed they are logged into the A/R Debt Management Print Log file and the next cycle is queued to print. DMLR Reprint Letter or Batch This option allows reprinting batches by date printed and cycle or all cycles. The option also allows the selection of reprinting individual letters or multiple cycle letters for a Bill. DMED Edit the Debt Management Bill Status With this option the Bill can be placed in Active, Paid or Suspended status. Paid or Suspended status will remove it from the printing cycle. If placed in suspended status a comment is required. The change in status is date and user stamped. DMCP Print the Debt Management Bill Status Comments This option prints the logged status changes for the bill, with the comments date and who changed the status. C. Addition of Standard Adjustment Reason codes (SARs) New Adjustment Reasons to A/R Table Entry file 966 Proc/mod not comp, othr, NCCI 975 Legislative/Regulatory Penalty 967 Clm spans elig/inelg cov-PT 968 Clm spans elig/inelg cov-OTH 969 Clm spans elig/inelg cov-rebi New Standard Adjustment Reasons in A/R EDI STND CLAIM ADJ REASONS file 236 Proc/proc+mod comb not compat w/oth proc/proc+mod, same day per NCCI 237 Legislated/Regulatory Penalty. Check Remark Codes 238 Clm spans eligible, inelig periods of coverage, may be the patient's resp 239 Clm spans eligible, inelig periods of coverage. Rebill separate clms D. Heat tickets 1. NOHEAT - Modified ADJ report so Adjustment IEN and adjustment type would be two separate columns, not one column with them separated by a space. BARTRNS1 2. NOHEAT - Correction to Cashiering Session messages regarding when a session is open, and when a new session is needed. Also corrected banner at top to reflect the current status (wrong if the user switches locations). BARUFUT, BARBAN 3. NOHEAT - Correction to Automatic Writeoff. 4. NOHEAT - Expanded field on Report ERA Claims Report to hold a 20-digit check number. BAREDP10, BAR50P10 NOHEAT - Made change to check for PROBLEM WITH A NONPAYMENT BATCH FOR ERA CHECK message. Was checking all checks in the ERA file, not just the one check that was selected so the message was deceiving. BAREDEP1, BAR50EP1 5. HEAT46421 - Added COMMENTS back into Collections Entry option. BARCLU01 6. HEAT51432 - Made change to Grand Total Report to stop Delayed Send column from doubling. BARUFRP3 7. HEAT56117 - Routine for requeueing. 8. HEAT56444 - Modified ERA matching. When checking the lockdown timeframe, the user was getting a message the file was outside the acceptable date range. What was really happening was the filename wasn't being found in the "C" cross reference of the A/R EDI IMPORT file. Made a change so it will first check for the full filename, and then for the first 30 characters of the filename for a match. Added a message so the user will know the filename wasn't found. BARPST 9. HEAT58513 - Made change to ERA bill matching for POS bills. They weren't matching due to an error in the code. Also made change for the RX number being in the file multiples times and matched to multiple bills based on the DOS, it would separate the entries on the screen instead of combining all the transactions for all the bills. BAR50P04, BAREDP04, BAREDEB, BAR50EB 10. HEAT62479 - Made a change to ERA error checking, if the TDN is NONPAYMENT but there aren't any payments or payment credits in the file it will still be postable. BAREDEP1, BAR50EP1 E. Routines modified in this patch: Debt Mgmt: BARDMBS BARDMDP BARDMLP BARDMLP1 BARDMLPR BARDMR1 BARDMRE BARDMRQ BARDMRQC BARDMRQN BARDMRS BARDMRU BARDMST BARDMU BARDMV BARDMXX BAREV822 Heat tickets: BAR50EB BAR50EP1 BAR50P04 BAR50P10 BARBAN BARCLU01 BAREDEB BAREDEP1 BAREDP04 BAREDP10 BARMAWO6 BARPST BARRQ BARRQ1 BARRQ2 BARTRNS1 BARUFUT F. Files included in this patch: A/R ACCOUNTS/IHS A/R LETTERS & TEXT A/R SITE PARAMETER/IHS A/R INSURER TYPE A/R DEBT MANAGEMENT BILLS A/R DEBT MANAGEMENT PRINT LOG G. Patch #22 Files: bar_0180.22k KIDS file bar_0180.22n Installation notes (this file) bar_0180.22o.pdf Patch 22 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 21 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_0180.22k 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*22 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