SERVICE CENTER USER MANUAL
Contents
1. 5 Scroll to the bottom of the displayed HCFA and choose one of your options VI ACCEPT ASSIGI ves wo b Fac ty ID Note Print Claim Image This will allow you to print just the information from the HCFA without the lines Use this option if you are able to get the image output on your printer to properly match up with your HCFA form Print To PDF File This will allow you to print the entire claim on blank paper It will make a PDF form of your document that is printable EQ Oe rm am p i HEALTH INSURANCE CLAIM FORM APPROVED BY NATIONAL UMIPORM CLAM COMMITTEE 06 05 KEES 1 MEARE MEDICAD TRIGARE CHAMEYA GROUP ag EEDA yg OTHER 18 INSURED S D NUMBER menares aeae EEN Lnesee pel T er Gu KZ dag 2 FAT ENTS MAME Last Mare First Name Middie infant A Weld elt SR 4 INSUREC S HAME Last Hams First Name Midi Ins La ER E FAT ENTS ADDRESS No Sret 7 DNELUBEZR ADDRESS No Sreet FA STATE L CA US induce Area Gode ey IRMATION _ CARRER rennet oT ee Td Please note this assumes you have Adobe Acrobat Reader installed on your system and that you are using the latest version of Internet Explorer This printing feature does not work on a MAC Operating System 6 Choose the print symbol highlighted in red to print the entire HCFA Please note this will print the entire HCFA so please DO NOT use pre printed forms when prin2. BLORS 3 4 517 00 3711111 CIGNA Healthcare C CIGNA 3 L 151 00 4711111 Meridian WHOM 3 Z 1 162 00 37112711 Preferred IPA C PFIPA 3 3 Goro Oo 3711111 UNITED Healthcare UHE 4 1 191 00 3711111 Universal Care UNVCR gt t 76 00 Multiple Payer Upload File Summary File Name 3700000_ALLYOLG12 TXT xxx Date Uploaded 03 01 2006 Type of File HCFA Date Processed 03 01 2005 amp F of Claim Initially Accepted 6 F of Claim that will be automatically reprocessed in 7 days Patient Not Found Not Covered 4 of Claire Rejected 4 1 F errors RC23 24 AJC DATE S OF SERVICE From Invalid Type Missing Value gt 1 F errors LCL246 OT code on line 4 is invalid gt 1 errors LCL249 GT code on Vine 05 is invalid 4 gt 1 F errors LCU696 Diagnosis code 3 is not billable Gurther specification required gt 1 errors FPOL Future Dates are not allowed ERROR CLAIM DETAIL CANF OA CLAINID PATIENT ID LAST FIRST DOB Tops TAX ID PHYS DD PAYER ERRORS 1 3711191 3711111 John Smith Oo 27 2002 12 28 06 12 28 06 99213 5569 DON GO A0 BLORS RC23 FPOL 2 3711041 3711111 John Smith 06 29 2001 03 01 06 03 01 06 99392 van BONN GON AODODDO WHOM LCL248 3 3711111 37 John Smith 10 20 2005 O3 01 06 03 01 06 99391 Vzw SONN ON AQDOODD PFIPA LCi249 4 3711141 3711111 John Smith OL 31 2004 02 27 06 02 28 06 99215 83300 900MM oi AODODOO UHC LELE96 PENDING CLAIM DETAIL CANF OA CAND PATIENT ID
3. Mammography Certificate a NPI b Facility Update 6 All claims you have updated are listed under Claim Fix Claims Awaiting Batch You DO NOT need to do anything else These claims are AUTOMATICALLY re uploaded to Office Ally every night Once they are uploaded to Office Ally the next day they will no longer be listed in Claim Fix Claims Awaiting Batch and you will receive a new file summary report for the claims that you updated Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 DOWNLOAD SECTION FFICE DF DOWNLOADING FILE SUMMARIES Once Office Ally has processed your claims within 72 hours for the first upload within 24 hours after that you will receive an email notice that your FILE SUMMARY is ready Follow the steps below to view your FILE SUMMARY 1 When you are logged in to the Office Ally website click on DOWNLOAD FILE SUMMARY link on the menu on the left Download Download File Summary H Download EOB ERA 835 2 You will see a calendar Click on one of the PINK dates which indicate a report waiting to be looked at 0 Downloads pending in prior month Calendar Legend S M T W T FIS ActveDate a 2 3 4 reports To Be Viewed Y S ller ing Report s Viewed 1 12 13 14 15 16 17 13 Notes This Download File Summary page has been changed to display only 19 20 21 22 23 24 25 File Summary and P
4. Claim Status CLAIM PROCESSED SynermedPaper 2 16 2007 9 49 05 AM 2 16 2007 9 49 06 AM 6 3 File Processed CH SYMED 1 29 2007 1 29 2007 Claim Status CLAIM PROCESSED 00601 RESUB 20070220 2 20 2007 8 13 34 4M 2 20 2007 8 13 35 4M a 8 File Processed CH BCSGA 42 00 1 29 2007 1 29 2007 DUPLICATE CLAIM WITHIN 90 DAYS CH BCSGA 42 00 1 31 2007 1 31 2007 Claim Status DUPLICATE CLAIM WITHIN 90 DAYS Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 INVENTORY REPORTING The Inventory Reporting Tool is very similar to the View Claim History Tool except there are more criteria available to you to search by 1 Click on Inventory Reporting Inventory Reporting Detailed Search Options Select Payer OC AllPayers e Form Type HCFA uss ADA From Date Ha To Date mmiddiyyyy Ea Date Type pos Upload C Processed Status ai Error Code Gi Select Type Of Error 7 Desoiptions longer than 40 have been truncated Exclude Error Po Master Vendor f fs State License ID O PatientLastName PatientFirstName Patient Account No ss Insured Dt nef omg CS CPT Code iagnosisCode Sort By Select One Please enter the search criteria then click Search Export To Excel 2 You can specify e Payer e DOS Upload Data Processed Dat
5. TABLE OF CONTENTS GEERT 1 MOTTA ONE IES tec os ossesiot E AE E EA ou ca nden tide waceneeptoteaeasseasdeatiivarceans T seacatteses E E RR 2 Losine MINEO ICS AIN E 3 RE SS CUNO Mile is dessert ceteecte Src eee see ca se siacsciaie dn ace stine eee penece T eter sane sceaeeecnepestanaioens arate stegnesecnaesuondsueesaeaceuee 4 Upload Kern E 4 OME Cl ani RN nd EE 7 CFA E 8 Reie er SECON WE 10 Downloading Fil Nuel Eet 10 DOWNlOGGING EDI RE e ele GC 13 Downlod FOR E 14 Heu a E 17 ENEIDO ROU E 17 TAINAN EC 19 eieiei OI BE EN VIEN CATA e e VCO laces area E E E AE A EE E 21 AVENO SO d Let 23 OOK MB a CSS SE CUO EE 25 OES SGC WOON E 25 PCIE TOO ME EE 26 Pr gint Rn LE 27 Printing Claims Through Claims Awaiting Batch essessssesssesersssrrserrrssssrressrrrsrrerssrerssreessreressreesereessreessteessteesstrresereessteesereesereesereesrer ere 27 Printing Claims through Inventory Reporting cccccesccccsseccccsecccesseccceececceececeuseceseueceecseneceseuseceseueceseenecessueeceseueeeesenecessunecetsnteaess 29 Last Updated 2 14 2008 Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 LOGGING INTO OFFICE ALLY S a gt FF FICE WEBSITE ALLY 1 On the Internet go to www officeally com E Office Ally Windows Internet Explorer e manm E OC http officeally com v t X Google D we dr orice ally a Gy Bly e Page v G Tools
6. Info H Claim Fix 3 You will see any claims that have recently been submitted to Office Ally listed as follows 4 Click on the Printer symbol Online Entry Waiting to be Batched Form Type Processed FilelD Cam ID Patent Name Total Charges From DOS Payer Secondary Print Correct Delete HCFA 9 4 2007 ONLINE 50 00 9 2 2007 N Correct Delete Please note that claims may or may not appear here in this section depending on when the Office Ally system processed your claims If they were already processed you will not see them in Claims Awaiting Batch Please check the next section in the manual referring to Printing Claims through Inventory Reporting 5 After choosing the printer symbol a new screen will pop up showing a PDF version of the HCFA EG Oe lnm d ae 3 i HEALTH INSURANCE CLAIM FORM APPROVED BY NATIONAL UMIPORM CLAMI COMMITTEE 08 05 STATE E FAT ENT STATUS ch opel ara a ec L4 HER 15 IRGURED S 0 NUMBER Por Program im hem i KE E3 Please note this assumes you have Adobe Acrobat Reader installed on your system and that you are using the latest version of Internet Explorer This printing feature does not work on a MAC Operating System 6 Choose the print symbol highlighted in red to print the entire HCFA Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 912 9 Fax 949 376 6951 Page 27 Please note this will print the entir
7. PROCESSED 110 NO PAYER NO ADDRESS HEALTH INSURANCE CLAIM 1 MEDICARE MEDICAID CHAMPUS CHAMPVA GROUP FECA OTHER a INSURED S I D NUMBER HEALTH PLAN BLK LUNG Mtedicare Medicaid Sponsor s ss na pa ssyoriy ssw Ton 2 PATIENTS NAME Last Name First Name Middle Init D PATIENTS BIRTHDATE SEX d INSURED S NAME Last Name First Name Middle Init wl FL i PATIENTS ADDRESS No Street PATIENT RELATIONSHIP TO INSURED INSURED S ADDRESS No Street sat Spouse Chad Other Er 8 PATIENTS STATUS ITY STATE Single _ Married Other E SE CODE w E l Full Time Part Time IP CODE ELEPHONE 9 OTHER INSURED S NAME Last Name First Name Middle 10 IS PATIENTS CONDITION RELATED TO 11 INSURED S POLICY GROUP OR FECA NUMBER a EMPLOYMENT CURRENT OR PREVIOUS a OTHER INSURED S POLICY OR GROUP NUMBER 3 aaa S DATE OF BIRTH LI ve Lh Jata a b AUTO ACCIDENT ee S NAME OR SCHOOL NAME vd C ves Eh c OTHER ACCIDENTS EMPLOYER S NAME OR SCHOOL NAME INSURANCE PLAN NAME OR PROGRAM NAME O ves Ch d INSURANCE PLAN NAME OR PROGRAM NAME 10d RESERVED FOR LOCAL USE IS THERE ANOTHER HEALTH BENEFIT PLAN Yves wl If yes reium fo and complete item 9 a d 12 PATIENTS OR AUTHORIZED PERSON S SIGNATURE 13 INSURED S OR AUTHORIZED PERSON S SIGNATURE 14 DATE OF CURRENT OCCUPATION To Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 912 9 Fax 949 376 6951
8. officeally com Phone 949 464 9129 Fax 949 376 6951 PATIENT LOOK UP TOOL The Patient Look Up Tool can be used to verify Patient Eligibility 1 Click on Patient Look Up LookUp References b Patient Look Up b Code Search HERA 835 Check Look Up View Payer Lists H Pre Enrollment Forms and Info READ DISCLAIMER AND CLICK I AGREE TO GO ON Select which Payer s Patient Eligibility you would like to check Enter Date of Service Choose Name DOB MemberID or Patient SSN to indicate what you want to search by Type in necessary fields Click Look Up ON et eee Patient Look Up Search Options Payer Select Payer For Look Up required Lookup By Name DOB MemberID Patient SSH Enter Date of Service view instruction Date of Service 1 reguirea Mo Day Year Enter Name and or Date of Birth view instruction pate of Birth J 1 Mo Day Year Clear PATIENT LOOK UP IS ONLY AVAILABLE FOR PAYERS FOR WHOM WE CHECK PATIENT ELIGIBILITY Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 26 www officeally com Phone 949 464 9129 Fax 949 376 6951 PRINTING CLAIMS PRINTING CLAIMS THROUGH CLAIMS AWAITING BATCH 1 Navigate to Online Claim Entry Claims Awaiting Batch 2 Note You can also get there by going to Claim Fix Claims Awaiting Batch Claims b Upload Claims ee tat HCFA insert Claim HCFA Manage Stored Info UBS Insert Claim UBS Manage Stored
9. ves Eh c OTHER ACCIDENTS a S NAME OR SCHOOL NAME INSURANCE PLAN NAME OR PROGRAM NAME Cl ves Ch E PLAN NAME OR PROGRAM NAME 10d RESERVED FOR LOCAL USE IS THERE ANOTHER HEALTH BENEFIT PLAN ves wl If yes refum to and complete item 9 a d 12 PATIENTS OR AUTHORIZED PERSON S SIGNATURE 13 INSURED S OR AUTHORIZED PERSON S SIGNATURE 14 DATE OF CURRENT FIRST DATE O SCUPATION rom To Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 912 9 Fax 949 376 6951 LOOKUP REFERENCES SECTION RT CODE SEARCH TOOL The Code Search Tool can be used to check what codes ICD9 CPT Place of Service and Modifiers Office Ally shows as billable at the time 1 Click on Code Search LookUp References b Patient Look Up b Code Search HERA 635 Check Look Up b View Payer Lists H Pre Enrollment Forms and Info 2 Choose the TYPE of code you would like to search for 3 Choose the method of searching you would like to use 4 Type in your search Code Search Search Options ICD9 Begins With M PF Code Description ease enter the search criteria then click Search Search 5 Click on the Submit button to display your results searched for any ICD9 containing V45 0 and received these results If Is Billable is Yes or blank the code is valid If it says No it is not Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 25 www
10. 00 ADDODDO UNVR e Accepted Sent on to Payer This file summary report will list all claims that were in the file you uploaded and it lets you know which claims were OLAM GA CLAINID PATIENT ID PHYS ID EEN 3711111 3711111 John EEN 37LLLL1 3711111 John EEN 3711111 3711111 John 44 3711111 3711111 John 115 3711111 3711111 John 16 3701110 3711111 John ary 71111 3711111 John 18 37LL111 3711111 John Smith Smith Smith Smith Smith smith Smith Smith 10 04 2004 06 17 2005 06 27 2003 10 28 1991 LL 25 2005 03 05 2002 11713 27004 09 24 1997 03 01 06 02 26 06 03 01 06 02 178 Oe 02 27 06 03 01 06 03 0106 02 27 06 03 01 06 02 26 06 03 01 06 02 28 06 02 27 06 03 01 06 03 0106 02 27 06 99215 99591 99211 99275 99591 99213 99592 939213 DOKVVKKN DPD AVN DOOVKKNM Dh ANN DOVNN ONNNNNN AO SOOD0D000 ONNNNVN AC DOVVVNVNN DO ANN DON TPP ANN DINVKVVKNN hhh ADO SONN Died ANN AE TNA BLCRS ELRES BLCRS CIGHA FPF IFA FPF IPA UNWCH e Pending Rejected for Patient not Covered or Patient not Found we will hold onto these claims and reprocesses every 7 days for 3 tries in case it s just a matter of the patient eligibility file not being up to date If not found by the 3rd retry it will be rejected back to you PENDING CLAIM DETAIL CAME OA CLAINID PATIENT ID LAST FIRST DOE FROM DOS TO DOS CRT s TAX ID ACCNTE PHYS ID PAYER 5 3711111 3711111 J
11. 2007 txt o Opn My Network Files of type E Cancel Places S Open as read only Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 The file you chose should now appear in the grey box with a size greater than zero Click the UPLOAD button 7 Upload HCFA 1500 File View Instructions Files 1 Size EB Desktop 2 19 2007 tt 2 964 bytes Select File Upload 8 Always always write down your FILE ID displayed at the end of each upload for use when calling for technical support from Office Ally Every Batch When you get a page that says UPLOAD FILE STATUS that confirms the file was received Upload File Status For Security Purposes we ask that you please log outitthis was your last transaction Log Out How If you get a page that says System Message that means it may not have worked so go back to UPLOAD HCFA 1500 and try again If this continues please contact Office Ally SYSTEM MESSAGE File transfer appears to have failed Please re upload your file NOTE If this message persists and you are not refreshing this page please contact Supportmcticeslly com with this message CA 92651 OF4 97464 ule 2 EE El Office Ally 32356 S Coast Highway Laguna Beach www officeally com Phone ONLINE CLAIM ENTRY 1 When you are logged in to the Office Ally website click on Online Claim Entry HC
12. 5959 01 10 2007 08 15 2005 08 15 2005 130 00 ACCEPT Passed 95959 01 10 2007 08 16 2005 08 16 2005 255 00 ACCEPT Passed 95959 01 10 2007 08 18 2005 08 19 2005 388 00 ACCEPT 6 To see a HCFA image of what Office Ally has on file for that claim left click on the Claim ID 7 Once you have the claim image open sample below above the image any status messages for that claim will appear If rejected the reason will display as well as the date when it was rejected Claim Status CLAIM PROCESSED 110 NO PAYER NO ADDRESS HEALTH INSURANCE CLAIM 1 MEDICARE MEDICAID CHAMPUS CHAMPVA GROUP FECA OTHER ba INSURED S I D NUMBER JJ HEALTH PLAN BN LUNG Medicare Medicaid Sponsor s ss na pa ssyoriy ssw Ton e 2 PATIENTS NAME Last Name First Name Middle Init PATIENTS BIRTHDATE INSURED S NAME Last Name First Name Middle Init en Jessere ee i PATIENTS ADDRESS No Street PATIENT RELATIONSHIP TO INSURED INSURED S ADDRESS No Street eam Se eo Ome eee e m 8 PATIENTS STATUS ITY STATE Single Married C Other E Ed CODE S Z Full Time Part Time IP CODE LEPHONE 9 OTHER INSURED S NAME Last Name First Name Middle 10 IS PATIENTS CONDITION RELATED TO 11 INSURED S POLICY GROUP OR FECA NUMBER a EMPLOYMENT CURRENT OR PREVIOUS 3 aR INSURED S POLICY OR GROUP NUMBER is INSURED S DATE OF BIRTH SEX Il Yes _ No M C d Feet b AUTO ACCIDENT b EMPLOYER S NAME OR SCHOOL NAME OO C
13. DFFICE L L Y PRACTICE MATE AN ONLINE PRACTICE MANAGEMENT SYSTEM FREE Click Here for a DEMO gt gt LOGIN Register HIPAA About Us Services Benefits FAQ Contact Privacy Help Who uses Office Ally Office Ally is a full service e Billing Companies medical claims processing Poean iene company e e TPA s IPA s e MSO e Health Plans NO RISK FREE TRIAL Find out how it works gt gt Contact us and we will demonstrate electronic claims processing with your existing software Patient Provider Eligibility Screening EDI Contact Legal Terms amp Notices Privacy 2005 OfficeAlly com Sal ka d https www officeally com secure_oa asp GOTO Login Internet Protected Mode On 100 v 2 Click LOGIN in the orange bar across the page gt gt LOGIN Register HIPAA AboutUs Services Benefits FAQ Contact Privacy Help 3 Enter USERNAME and PASSWORD all lowercase and click OK Connect to www officeally com The server www officeally com at OFFICEALLY COM requires a username and password User name f Password Remember my password Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 912 9 Fax 949 376 6951 CLAIMS SECTION FFICE DF UPLOAD CLAIMS 1 When you are logged in to the Office Ally website click on Upload Claims and Choose Upload HCFA Claims Upload Claims Upload HCFA k Online Claim Entry Up
14. FA Insert Claim Claims P Upload Claims Online Claim Entry 2 For further instructions on how to use Online Claim Entry please see our Online Entry Instructions This can be located under Pre enrollment Forms and Info LookUp References b Patient Look Up P Code Search PERA 835 Check Look Up b View Payer Lists H Pre Enrollment Forms and Info 3 On this new page select Service Center Online Entry Instructions from the manuals listed Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 CLAIM FIX Office Ally now offers the ability to correct certain errors online so that you don t have to go into you practice management software fix the claim regenerate the file and re upload Now you can do this all in one place Claim Fix 1 When you are logged in to the Office Ally website click on Claim Fix Repairable Claims link on the menu on the left Claims b Upload Claims Online Claim Entry Repairable Claims Claims Awaiting Batch 2 You will get a calendar with pink days showing where there are repairable claims available for review Active Date a Claims Failed Failed Claims For Monday February 19 2007 There is no data for the selected date 3 Now click on the claim you would like to correct an image of a HCFA form with the corresponding information for that claim will be displayed as well as the error it has
15. File Summer File Name 37LO000_ALLYOL 12 TXT xxx Date Uploaded 03 01 2006 Type of File HOFA Date Processed 03 01 2006 6 of Claim array Accepted 6 of Claims that will be automatically reprocessed in 7 days Patient Not Found Not Covered 4 of Claims Rejected 4 gt 1 F errors BC23 A 4 01 DATE S OF SERVICE From Invalid Type Missing Value gt 1 F errors LOLI OT code on Tine is invalid gt 1 errors LO1249 OT coe on line 05 is invalid gt 1 F errors L696 Diagiasis code 3 is not billable further specification required 4 gt 1 errors FPO Future Dates are not allowed 9 Once a file summary has been downloaded and viewed it will turn purple and no longer be pink indicating it has been viewed Make sure to check ALL file summaries on a regular basis There should never be any pink days left in DOWNLOAD FILE SUMMARY Claims that are rejected back to you are your responsibility to correct and resubmit if needed These reports will be available to download for one year from the date it appears on Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 DOWNLOADING EDI REPORTS filename starts with EDI_CLAIM_REPORT or NA Blue Cross Once the payer has processed your claims some payers send back a confirmation or error message depending on whether the claim passed or failed Any message we receive from the
16. Intemet can be useful some files can potentially ham your computer H you do not trust the source do not open or save this file What s the isk 7 This EDI Report will list any messages Office Ally has received from the payer for this account on whichever day it appears on 8 These EDI Reports will be available to download for one year from the date it appears on Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 Page 13 DOWNLOAD EOB ERA 835 Did you recently receive a Medicare check without a paper EOB If so Medicare is sending you an Electronic File called an ERA 835 instead of your paper EOBs This file is a non readable file You must have some kind of software to load the non readable file If you don t have any software to do this you may download Medicare s Free Easy Print Software We give you the ERA file from Medicare You load it into the software to view your EOB STEP 1 DOWNLOAD MEDICARE S FREE EASY PRINT SOFTWARE IF YOU NEED HELP DOWNLOADING OR INSTALLING MEDICARE S SOFTWARE PLEASE CALL MEDICARE AT 213 593 6950 AND THEY WILL WALK YOU THROUGH THE INSTALLATION 1 GOTO http www cms hhs gov AccesstoDataApplication O2 MedicareRemitEasyPrint aso TopOfPage 2 Scroll to the bottom of the page and under Related Links Outside CMS then click on the first link named Download Information for Net Framework This will take you to
17. LAST FIRST FROM DOS TO DOS CPT Tops TAX ID ACENTE PHYS ID PAYER 5 3711111 3711111 John Smith 05 21 2003 02 28 06 02 26 06 99213 2609 DON OO ADDOODD MHO Si 3711111 37L John Smith 12 29 2005 02 28 06 02 28 06 99391 V201 SOND OO ADDDOOO MHO 3711111 3711111 John Smith 09 23 2004 O3 01 06 03 01 06 99213 4660 SONN OTOIO ADDODDO WHOM E 3711111 3711111 John Smith 05 16 2005 03 01 06 03 01 06 99214 mW BONN ON ADDOODD MHEN a 3711111 3711111 John Smith 11 26 2003 03 01 06 03 01 06 99213 4659 DON GON AODODDO MHO 10 Am1111 21111 John Smith 10 26 2004 02 27 06 02 27 06 99213 3624 BONN ON ADDODDD MHO ACCEPTED CLAIM DETAIL CLAIMF OA CLAINID PATIENT ID LAST FIRST DOE FROM DOS TO DOS CPT Tops TAX ID ACENTE PHYS ID PAYER 3711111 3711111 John Smith 10 04 2004 03 01 06 03 01 06 99213 486 SORDO0D00 GON ADDODDO AETNA 12 37111 711111 John Smith OS 17 2005 02 28 06 02 28 06 99391 V201 BOOM ODDD000 AO ELCH 13 IZAL 21111 John Smith 06 27 2003 03 01 06 07 00 06 99211 Vv202 BON DO ADDODDO BLORS 14 IAU s3711111 John Smith 10 28 1991 02 26 06 02 28 06 99215 462 SON DOC ADDODDO ELOS 15 3711422 43711111 John Smith 11 25 2005 02 27 06 02 27 06 99391 V200 BONN GON AO CIGNA 16 3711012 3711111 John smith 03 05 2002 03 0 06 03 01 06 99213 5589 BONN ON ADDODDD PFIPA 17 371111 3711111 John smith 11 13 2004 03 01 06 03 01 06 99392 V202 SON OO AO PFIPA 18 3701092 869711111 John Smith 09 24 1997 02 27 06 02 27 06 99213 4660 DOMM
18. a All Dates select none for all dates e Fill in Dates you wish to search if you chose none you don t need to fill in dates e Status All statuses Accepted Pending Rejected If you choose to search only rejected status you can also choose to only search for a specific rejection e Master Vendor Tax ID e State License ID ID on claim e Patient Name e Patient Account Number e Office Ally s File ID e Office Ally s Claim ID A date type MUST be specified choose None if you do not wish to search by date Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 3 You can also choose what you want the results to be sorted by choosing claimed here should order the results by when they came to Office Ally Once you ve entered all you criteria click Search 5 All claims that match your criteria will display they will look similar to this Status File ID dain fp Y Bayer Patent mere Coe ome resent Accom DOS ToDOS Master Vendor 7 State License ID Insured ID Total Charge Print Code s Passed 95959 01 10 2007 07 07 2005 07 07 2005 209 00 ACCEPT Passed 95959 01 10 2007 ZE 07 28 2005 07 29 2005 553 00 ACCEPT Passed 1 95959 01 10 2007 08 01 2005 08 04 2005 1 153 00 ACCEPT Passed 95959 01 10 2007 08 05 2005 08 10 2005 988 00 ACCEPT Passed e 9
19. a Microsoft page you will then want to click on download in the blue area that appears on this page This NET is required before you download the Remit Easy Print 3 Next go back to Medicare screen where you downloaded the Net and scroll up till you see DOWNLOADS and under DOWNLOADS you will find Medicare Remit Easy Print Version 2 3 Double click the Medicare Easy Print Icon and follow the prompts to install this 5 Make sure you make a note of where you are installing this software so you can access it later STEP 2 ACCESS THE ERA 835 FILE FROM OFFICE ALLY 1 Log in to www officeally com 2 Onthe left side click DOWNLOAD EOB ERA 835 you should now see a calendar at the top of the page we receive ERA s from Medicare daily Download b Download File Summary b Download EOB ERA 835 NOTE If you cannot find any ERA_STATUS reports in your Download EOB ERA 835 section please call Office Ally 949 464 9129 option 1 Have your Medicare Provider Number with you when you call and let us know that you cannot find your ERA_STATUS reports Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 14 www officeally com Phone 949 464 9129 Fax 949 376 6951 3 Change the Report Mode to MONTHLY then choose the month you would like to search for ERAs in Change the Report Type to ERA 835 multiple payers and click GO September 2007 Report Type ERAS 835 multiple payers Please use the cal
20. ayer Response reports To view EOB and ERA 635 reports 26 27 28 29 30 please use page Download EOB ERA 35 3 Below that the reports available for that day will be listed In the filename column if you see the name of the file that you uploaded to OA e g Claims010103 these are FILE SUMMARIES 5 Below DOWNLOAD VIEW you can click the VIEW link to download and view the file Payer Form Type Y Fie D Fie Name BAccepied ePending VsFaied Total Download View Reeg 6 Choose to OPEN SAVE the file whichever you choose and then you can view it and or print it Do you want to open or save this file Name FS HCFA IN Cbt Type Text Document From www officeally com While files from the Intemet can be useful some files can potentially ham your computer f you do not trust the source do not open or save this file What s the isk Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 10 www officeally com Phone 949 464 9129 Fax 949 376 6951 7 This file summary will appear and look similar to below Dear Dr John Smith Your claim file has now been processed by Office Ally and has been forwarded to the appropriate payers Tor final processing Processing results Tor your claim Tile are as follws The Tile 3772111_ALLYOL 12 TXT xxx was split into 7 Tiles for processing These Tiles are File D Provider Claim Totals 711111 Aetna Healthcare AETHA 3 L Kap 00 3711111 Eiue Cross CA
21. been rejected for on the top Check Ciarai Print Remove _HCFA Failed Claims click to collapse or expand this section Export To Excel ree e camo r maen ener Bi coe soea a E ee E Error s 1 Claim DOS Beyond two year timely filing period 01 12 2007 EEN Error s 1 Claim contains invalid UNIT value s 2 Claim DOS Beyond two year timely filing period Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 4 Make the necessary correction depending on the error and make sure to also update any information that is related to that field FOR EXAMPLE IF YOU DELETE A DIAGNOSIS CODE MAKE SURE TO DELETE ANY REFERENCES IN BOX 24E DIAGNOSIS CODE POINTERS THAT POINT TO THAT CODE OTHERWISE AFTER YOU RESUBMIT YOU WILL GET ANOTHER REJECTION FOR INVALID DIAGNOSIS CODE REFERENCE Error Code Error Description e Payer Name FE97 Claim DOS Beyond two year timely filing period Address Payer ID 20d Address bei lh ZS City State Zip y This Is a SECONDARY Claim HEALTH INSURANCE CLAIM FORM MEDICAID Medicaid 2 PATIENTS NAME Last Name First Name Middle Init Last First 6 PATIENT RELATIONSHIP TO INSURED 7 INSURED S ADDRESS No Street Self Spouse Chid Other 5 Once you ve made all corrections click on the Update button at the bottom left of the HCFA image CLIA Accident Date D ti
22. e HCFA so please DO NOT use pre printed forms when printing Instead use plain blank paper and the system will print the HCFA and the information for you Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 28 www officeally com Phone 949 464 9129 Fax 949 376 6951 PRINTING CLAIMS THROUGH INVENTORY REPORTING Printing claims through Inventory Reporting will allow you to print any claims that have been processed through Office Ally back seven years 1 Click on the Inventory Reporting link Reports View Claim History H Inventory Reporting 2 Search for your claims normally using the inventory reporting screen For further details please see section Inventory Reporting here in the User Manual 3 You will see your search results listed below Click on a claim ID of your choosing Sa a lB ar eB cr Passed 95959 01 10 2007 07 07 2005 07 07 2005 209 00 ACCEPT Passed 95959 01 10 2007 EE 07 28 2005 07 29 2005 __ 553 00 ACCEPT Passed 95959 01 10 2007 08 01 2005 08 04 2005 1 153 00 ACCEPT Passed 95959 01 10 2007 08 05 2005 08 10 2005 988 00 ACCEPT Passed 95959 01 10 2007 08 15 2005 08 15 2005 130 00 ACCEPT Passed 95959 01 10 2007 08 16 2005 08 16 2005 255 00 ACCEPT Passed 95959 01 10 2007 08 18 2005 08 19 2005 388 00 ACCEPT d After clicking on the Claim ID the claim will appear in a new window You will see the entire HCFA Claim Status CLAIM
23. endar left to view daily report or for advanced report options select criteria above then click Go Report Mode 4 Any ERAs linked to your account for the month chosen will be displayed Report Mode Daily 3 13 2007 E mmiddiyyyy SSES Reporte a salar ea ist Please use the calendar left to view daily report or for advanced report options select criteria above then click Go 5 Click VIEW scroll to the right if you don t see View Daily EDB ERA 635 Reports for 3132007 Report Type All Bate Jesper rie eiename rz Ye Gains Downond Viw SEs _FRA_STATUS_20070313 zip a NOTE If you get an error here that your computer is not able to open the zip file it is because you need to install WinZip on your computer You can get this program by going to www winzip com Click on the red TRY NOW button on the right side of the page Then click on the red Try WinZip button on the next page Go through the installation process until it is installed on your computer Once completed you will need to close out of all of your Internet Explorer screens to enable the WinZip program e Then go back to 1 above and repeat the process of accessing the ERA 835 file from Office Ally Click OPEN You will see a WinZip Box on your screen you may need to click Use Evaluation Version You will see two files on your screen one says ERA_STATUS one says ERA_835 Drag the
24. file ERA_835 to your desktop OO ND Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 15 www officeally com Phone 949 464 9129 Fax 949 376 6951 STEP 3 LOAD THE ERA_835 INTO YOU EASY PRINT SOFTWARE Open Medicare s Easy Print Software Click Import Click Desktop on the left Within the white window open double click the 835 file You will now see a list of patients with check boxes by their names Check some or all of the boxes ee a ee mm Click claim detail You will see your EOB Feel Free to Call Office Ally at 949 464 9129 with any questions you may have Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 16 www officeally com Phone 949 464 9129 Fax 949 376 6951 DFFICE REQUESTS SECTION 7 LLY ELIGIBILITY REQUEST To check the status of a patient for Eligibility click on Eligibility Request Add Eligibility Request 1 Requests Bed Bien Ge Add Eligibility Request P Claim Status Reques View Eligibility Requests Responses 2 Fill out the form and select the Payer from the list of available Payers Once you have completed the form click on the Add Request box Add Eligibility Request vi Add Eligibility Request Patient Information required fields Subscriber If Relation to Subscriber Self e LastName FirstName Midden Gender Mm F Birth Date mmiddiyyyy 1 Fa Address SSCs om
25. i mm s dd www Payer Select One K Provider Name Tax Id O Add Eligibility Request View Eligibility Requests Responses Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 18 www officeally com Phone 949 464 912 9 Fax 949 376 6951 CLAIM STATUS 1 To check the status of your claims from Payers that support this feature click on Claim Status Request Add Status Request from the Available Services menu on your left Requests W Eligibility Request eed Add Status Requests View Status Reguestw Responses 2 Select the Payer that you want to check the Claim Status on Complete the rest of the form and click on Search Add Status Requests View Status Requests Responses Add Status Requests Search Claims To Request Status Select Payer Select Payer w Date Type Ze pos Upload Processed None From Date mmiddiyyyy E ToDate Master Vendor State License Patient LastName Firstname Patient Account Nos sid caim O Sort By Select One e Notes Please enter search criteria then select claims to request status Payers with XT indicator will provide immediate RealTime responses all others will be requested by batch and typically will recetve responses within a few hours Please Be Advised Most Real Time payers only take Claim Status inquiries one at a time If you select many claims from below expect the page not to return u
26. load UBS H Claim Fix 2 If this is the first time sending you will need to install an ACTIVE X control IF YOU DO NOT SEE THE BELOW MESSAGE SKIP TO STEP 4 Upload HCFA 1500 File view Instructions Click here to install the following Actives control Upload Upload Control from Persits Software Inc 3 Click on the text in the box and choose Install Active X Control Upload HCFA 1500 File view Instructions load U Install Active Control CG Click here to install the following Activex control al load Control from Persits Software Jr What s the Risk Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 4 Click the SELECT FILE button 5 Change the LOOK IN to Desktop then choose the Office Ally folder NOTE THIS ASSUMES THE FILE YOU CREATED FROM YOUR SOFTWARE IS ON YOUR DESKTOP UNDER THE OFFICE ALLY FOLDER IF THIS IS DIFFERENT IN YOUR SITUATION PLEASE ADJUST ACCORDINGLY Select Files for Uploading Look in B Desktop my Documents SS F My Computer My Recent My Network Places __Pocuments office Ally 2 Desktop Mu Documents Mu Computer File name Si Mu DESEN Files of type ce Cancel Places 3 7 6 Select Files for Uploading Look in gt Office Ally Fe 2 14 2007 txt Mu Recent Documents Desktop Mu Documents Mu Computer File name 2 14
27. me Select One v Zip Other Information Payer Select One wee Val Provider Name Tax Notes Please enter in all required fields to request eligbility Payers with CY indicator will provide immediate RealTime responses all others will be requested by batch and typically Submit Request will receive responses within a few hours Add Eligibility Request View Eligibility Requests Responses 3 Payers with a to the right of the name will provide immediately responses If not it can take up to 24 hours to check the status To check the status of your request click on Eligibility Request View Eligibility Request Responses from the Available Services menu on your left Requests Eligibility Request b Claim Status Regues Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone Page 17 OF4 97464 ule 2 EE El 5 You will then see the screenshot below Below the View Requests you want to click on Processed Requests if the value is greater then 0 This means the Payer s have responded On the next screen you will then have the option to view the response from the Payer Add Eligibility Request View Eligibility Requests Responses View Eligibility Requests Response View Requests Requests Awaiting Response Requests Awaiting Batch Name EI ti Name Type Subscriber g Patient Both Subscriber 1 O Date Of Service l
28. nt 1 Click on View Claim History Reports View Claim History k Inventory Reporting 2 Enter information in fields that you want to search e g if you want to pull up ALL claims submitted for a specific patient type in their Patient Account or their name Claim Search Claim Processed j Claim Pending First Name Begins With oo pees a El claim Failed Pat Account Number Begins With View Claim History Insured ID Number Begins With From Date of Service Ur Ode To Date of Service mmiddiyyyy Submit 3 Click Submit File Name Date Received Date Processed Total Failed Status Description SynermedPaper 2 7 2007 2 47 27 PM 2 7 2007 2 47 28 PM A 1 File Processed 150 00 1 29 2007 1 29 2007 SynermedPaper 2 16 2007 9 49 05 AM 2 16 2007 9 49 06 AM 6 3 File Processed 1 29 2007 1 29 2007 00601_RESUB 20070220 2 20 2007 8 13 34 AM 2 20 2007 8 13 35 AM 8 8 File Processed CH BCSGA 42 00 1 29 2007 1 29 2007 CH BESGA 42 00 1 31 2007 1 31 2007 4 It will pull up all claims that match the criteria you specified in step 2 Office Ally 32356 S Coast Highway Laguna Beach CA 92651 Page 21 www officeally com Phone 949 464 912 9 Fax 949 376 6951 5 Click on CH to view the detail claim history File Name Date Received Date Processed Total Failed Status Description SynermedPaper 2 7 2007 2 47 27 PM 2 7 2007 2 47 28 PM 3 1 File Processed CH SYMED 150 00 1 29 2007 1 29 2007
29. ntil each claim selected is processed about 3 seconds for each Add Status Requests View Status Requests Responses Ux 3 Payers witha to the right of the name will provide immediately responses If not it can take up to 24 hours to check the status 4 To check the status of your request click on Claim Status Request View Eligibility Request Responses from the Available Services menu on your left Requests b Eligibility Request Soe Add Status Requests View Status Requests Responses Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 5 You will then see the screenshot below Below the View Requests you want to click on Processed Requests if the value is greater then 0 This means the Payer s have responded On the next screen you will then have the option to view the response from the Payer Add Status Requests View Status Requests Responses View Status Requests Responses Processed Requests Finalized Processed Requests Not Finalized Failed Requests Requests Awaiting Response Requests Awaiting Batch Add Status Requests View Status Regquests Responses Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951 REPORTS SECTION VIEW CLAIM HISTORY TOOL The View Claim History Tool can be used to look up claim for a Specific Patie
30. ohn Smith 05 21 2003 02 28 06 02 26 06 99213 2609 BONN GON ANN WHOM Si 21111 37L John Smith 12 29 2005 02 28 06 02 26 06 99391 W201 BONN OTOOTO ADDOODD WHOM 7 3711111 3711111 John Smith 09 23 2006 03 01 06 03 01 06 99213 4660 S000000 ON ADDOODD WHCM E 21111 7L John Smith 05 15 2005 O3 0L 05 03 01 06 99214 7806 SONN 0000000 ADDDDD0 MHH 9 27111 21111 John Smith 11 26 2003 03 0 06 03 01 06 99213 4659 SODDDD0OD0 2000000 ANN WHOM 10 3711111 3711111 John Smith 10 28 2004 02 27 06 02 27 06 99213 1624 SONN GON ANN MHO Office Ally 32356 S www officeally com Phone Coast Highway Laguna Beach 949 464 9129 Fax CA 92651 949773 76 6951 e Rejected Rejected for specific reason noted on the report so that you can correct and resubmit CLAIMF OA LANDO PATIENT ID LAST FIRST DO FROM DOS TO DOS CPT ps TAX ID SCCNTE PHYS ID PAYER ERRORS o an mum JohnSmith 08 27 2002 12 28 06 12 26 06 99213 reen 900000000 ooooo0 wmooon pos RC23 FPOL 23 21111 371111 John Smith 06 29 2000 03 0 06 03 0 06 99392 VIM SOOO NNN ADDO HHCH LEL EN 3711111 3711111 John Smith 10 20 2005 03 01 06 03 01 05 99391 V20 SOO 0000C ADDO PFIFA LEL249 4 3711111 3711111 John smith WIL 20 02 27 06 02 28 06 99215 83300 DDOE O ADOD UHE LELGSE e Note the error code column on the right of the Error Claim Detail section RC23 FPOL LL24 LL49 Long e These codes are explained above the Error Claim Detail section Multiple Payer Upload
31. payers will be passed onto you in the form of an EDI Report Follow the steps below to view your EDI Report 1 When you are logged in to the Office Ally website click on DOWNLOAD FILE SUMMARY link on the menu on the left Download t Download File Summary H Download EOB ERA 835 2 You will see a calendar Click on one of the PINK dates which indicate a report waiting to be looked at 3 Below that the reports available for that day will be listed 0 Downloads pending in prior month Calendar Legend sjm T wjT F s ActveDate 1 LI afe a 4 E fRepone To Be Viewed Y Sle elei Reports viewed 1 12 13 14 15 16 17 18 Notes This Download File Summary page has been changed to display only 19 20 21 22 23 24 25 File Summary and Payer Response reports To view EOB and ERA 635 reports 25 27 28 29 30 please use page Download EOB ERA 835 4 Inthe filename column if you see any that start with EDI CLAIM REPORT these are EDI Reports 5 Below DOWNLOAD VIEW you can click the VIEW link to download and view the file Payer FormType Fen Fiene YeAccepted egent sFaied frota Download View MULTI Payer Response EDLSTATUS_20061107 td 8436 d 331 8767 VIEW 6 Choose to OPEN SAVE the file whichever you choose and then you can view it and or print it Do you want to open or save this file Name EDI STATUS 20061107 be Type Text Document From www officeally com While files from the
32. ting Instead use plain blank paper and the system will print the HCFA and the information for you IF YOU HAVE ANY QUESTIONS THAT THIS MANUAL DOES NOT ANSWER FEEL FREE TO CALL US AT 949 464 9129 AND ONE OF Page 30 OUR CUSTOMER SERVICE REPRESENTATIVES WILL ASSIST YOU Office Ally 32356 S Coast Highway Laguna Beach CA 92651 www officeally com Phone 949 464 9129 Fax 949 376 6951
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