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PTOS 6.0 User Guide

1. Account Payment Print Receipt Clear Payment a Patient Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Amt Ins Type Insurance Payment v Edit Filter 7 lo Service Date CPT Code Descriptio ay alance Total Chg Allow Allowed Exp Ins A Adj Details CoPay InsPd PatPd Status Adjustment TOTALS 100 00 20 00 100 00 25 00 75 00 Distributed Undstrbuted 0 00 Overpayment of 20 00 will be saved as unapplied Example A full insurance payment has been made on a claim where the patient has already made a 20 00 payment In this case the 20 00 patient payment is moved to unapplied so that the entire 100 00 insurance payment can be distributed to the claim HIPAA ASC X12 Version 5010 Standard The HIPPA 5010 standard for electronic claims and ERA is an industry mandate with a deadline of January 1 2012 This standard is utilized when processing both eClaims and ERA Only the Professional Claims 837 P and Remittance 835 are included Institutional 837 is not included If you are using PTOS eServices the transition to 5010 will be seamless If you are using another clearinghouse for electronic claims please visit www ptos com 5010 for instructions on downloading a 5010 test file to be sent to your clearinghouse for approval User Guide Patterson PTOS 6 0 Billing e 130 NOTE This only applies to electronic
2. v p Header Social History History of Injury lliness Current Medications Patient Past Medical History Acct Edit Paragraph Phone Fax i Family History DOB i ede SSN Details i Pain Assessment Area2 i Pain Assessment Area3 Phone Functional Activity Index Insurance Init Eval Date i Patient Goals Authorization Claim Total Visits CXL NS i Others User Guide Patterson PTOS 6 0 Documentation e 75 The last changes made to the Paragraph Details will become the default User Guide Patterson PTOS 6 0 In Template Admin select one of the editable Note Types from drop down list The editable Note Types are e Patient Questionnaire e Initial Evaluation e Re Evaluation e Progress Daily Notes e Cancel No Show e Discharge Summary e Discharge Summary Brief e Flow Sheet e Physician Letter e PTPN Initial Evaluation Report e PTPN Initial Evaluation Letter e PTPN Progress Daily Notes In the Paragraph Description list select the desired description Select the Edit F3 icon to place the template in Edit mode Next select the Edit Paragraph Details button The following window appears Edit Paragraph Details Details 1 Optic IIT Oculomotor IV Trochlear Y TrigerniM Al YI Abducens IL Facial II Vestibulocachl lx Glossopharyng meus N aL Accessory In the Edit Paragraph Details window select
3. Assigned Therapist Privacy Notification Date Scheduling Pref G PTOS 6 0 Emergency Information First Visit irs Injured Date 06 2014 Admit Condition Contact Name Relationship Personal Information Diagnosis MAR Primary ICD9 1CD9 2 1CD9 3 1CD9 4 Default Diagnosis 24E Print Appointment Card This option can be used to print a full page appointment card for your patient The Appointment Card includes the Appointment Date Facility ID Start Time Appointment Type as well as the Therapist he or she will be seeing Print Superbill This option allows your office to print off a checklist including all the charges that may be billed to a patient This can be filled out Scheduling e 65 and then that information can be used to assist in filling out a Charge Ticket for your patient s appointment Schedule Calendar View Schedule Views There are different schedule views that can be used for the schedule The Daily View shows all appointments at your facility for the selected day Daily Schedule for 11 12 2013 PT Location 2 Name Search Conditions Calendar View EEES View Dady Facility Further filter the view by Facility
4. No Show Appointments If a patient does not show up for their appointment you can mark the appointment as a No Show This can be done by right clicking on the appointment then selecting No Show from the menu Calendar View Appontments 10 10 New Appointment New Block Hold Check in Cancel Reschedule 110 Like cancelled appointments when No Show is chosen you will have the option to make a comment about the No Show appointment and view the waitlist if necessary Reschedule Reschedule an appointment select the existing appointment From the right click menu select Reschedule Select the desired appointment time and date Appointments and Blocks can also be rescheduled by dragging or cutting and pasting Voiding an Appointment If an appointment is created for the wrong patient it can be voided from the schedule This can be done by right clicking on the appointment then selecting Appointment Void from the menu User Guide Patterson PTOS 6 0 Scheduling e 61 calendar ven MEE New Appointment New Block Hold Check in Cancel 11 ra 10 No Show 20 Reschedule Appointment Void The Appointment Status window appears Enter a Comment to this appointment void if applicable ptos Appointment Status Comment Select the View Waitlist checkbox to launch the Waitlist after voiding This will allow you to see if
5. Patient Editor 5 Payments Adjustme Ola pr pes Last Name CEES Review Vl Select All Print E 09 01 2011 Progress Daily Notes Op Y 08 30 2011 Progress Daily Notes Op 08 30 2011 Progress Daily Notes Op lt All Paragraphs gt The paragraphs will then be compared on a single printable page Facility Logo Under Special Tasks Add Update Client Logo you can customize notes by adding your facility s logo In this screen you can Add Update or remove a logo from your notes Select the Add Update Client Logo button to browse to the desired image pros Add Update Client L J A Note Logo size must be 120 x 120 pixels f A il Paragraph Description Paragraph Status Copy from Note Header include by Default y Edit Paragraph Details x User Guide Patterson PTOS 6 0 Documentation e 81 Billing Transactions Enter Charges See the Glossary of Terms located at the back of this manual for more information on terminology NOTE If you are still using PTOS Billing 3 5 please refer to your PTOS 3 5 manual for information pertaining to the Billing module and its functions PTOS 6 0 Billing handles all transactions for patients such as charges payments adjustments outstanding balances and other important financial information Transactions entries affect an account balance 1 Select Billing Enter Charges in the PTO
6. Closed Note Options FaxlEmail This option can be used if you are set up with an electronic fax company or are using a MAPI Messaging Application Programming Interface compliant email program User Guide Patterson PTOS 6 0 Documentation e 79 fax email Note Re Open This option allows the note to be opened and edited It is only available until midnight of the day the note was signed Add Addendum If a note is closed and it can no longer be reopened information can be added to the note using the Add Addendum feature It opens a free form text field where additional notes can be entered Addendum Text Add Addendum Here Link Note to Appointment If you have purchased both the Scheduling and Documentation modules you have the ability to link notes to appointments Once an appointment is on the schedule you have the ability to link a note from the Patient Chart to that appointment Link to Appointment Select the appointment with which the note is linked User Guide Patterson PTOS 6 0 Documentation e 80 Review This area allows you to compare paragraphs from multiple notes For example if there are three Daily Progress Notes for a patient you can select which paragraph from those notes you would like to compare Choose which notes you would like to compare by checking the box on the left then choose the paragraph you would like to compare at the bottom Patients Scheduling Documentation
7. Enter the address of the referral office City State Enter the city and state of the referral office Zip Enter the zip code of the referral office Contact Enter the main contact person s name Office Phone 1 Enter the main phone number for the referral office Office Phone 2 Enter the secondary phone number for the referral office Fax Enter the fax number associated with the referral office Email Enter the email associated with the referral office Referral Type Select the referral type from the drop down menu NPI National Provider Identification This number is obtained from the physician s office and prints in Box 17B on the HCFA and Box 76 on the UB04 forms UPIN Universal Provider Identification Number This number is assigned by Medicare Services and may or may not be required to print on the claim forms This six digit alohanumeric code prints in Box 17A on the HCFA and in Box 76 on the UB04 forms Using PTOS e 35 Specialty Enter a specialty for report tracking purposes WebSite Enter the website information associated with the referral office Inactive Select this checkbox to designate this referral source as Inactive Note referrals cannot be deleted only inactivated Notes This area is used for additional reference information This field will not print anywhere Communication Preference Select efax or email as the preferred mode of communi
8. Note Complete The Note Complete feature allows for the Scheduling and Documentation modules to communicate To link an existing note to a new appointment right click on the appointment and Scheduling e 64 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 select Note Complete This will associate the note with the appointment in the Worklist Copy Use this option to copy the selected appointment Cut Use this option to cut the selected appointment Paste Use this option to paste the selected appointment onto the schedule Patient Editor The Patient Editor feature allows access to the patient information without ever leaving the schedule E Edit Patient Abbott Charles Active De Last Name rl Case Active y Patient Case Patient Information Patient 1D Primary Facility gt Name Nickname Gender DOB SSN A s X _Referral Employer Bill HCFA UB04 Insurance Notes Case Information Case H Case Status Fee Schedule v Dropout Date Injury Area Discharge Date v y hrs Account Type Discharge Info
9. Patients By Referral This report lists Referring Doctor Primary Doctor Attorneys or Case Managers with a listing of the respective patients that have been assigned to each Auth Alert Remaining This report lists cases that are within a certain of visits of the Auth Visit Limit User Guide Patterson PTOS 6 0 Reports e 141 Visits and or cases where the Auth Exp Date falls within the date range specified Patient Therapist This report shows a listing of patients and Listing their Assigned Therapist Payment Plan This report lists patients who have a payment plan amount set in Patient Editor Deductible This report shows patients with a deductible set in Patient Editor No Activity A listing of patients who have had no activity prior to a certain date Financial Lists Under Reports select Financial List Reports to create a report with the following options Case Balance Report This report shows all patients who have a balance within the range specified including credit balances Ex Credit Balance 150 00 to 01 Small Balance 01 to 25 Charge Limit This report will show patients who have met or exceeded their charge limit Insurance Listing This report lists all patients by either Primary Secondary Third or Other Insurance within a specified date range Responsible Party List This report shows patients by Responsible Party Case Overview This report shows patient cases and specific detai
10. comments O oo Audit Check can be set to run automatically in Config Parameters Associated account types CCI Datasets are set up to prevent you from using conflicting C P T codes that should not be billed together To setup your CCI datasets go to System Tasks Update Lists CCI Dataset In the CCI screen select Add to setup a new list Enter the Name of the dataset and any comments required Select Save Import CCI Data CCI data is made available to your office by the Centers for Medicare and Medicaid Services A free excel file is available for download and can be imported into PTOS The www ntis gov is a government approved website that also offers these edits for download To add a CCI data file select the Import CCI Dataset File button Use the Browse window to locate the CCI file that you have received from the www cms gov website Locate the file and save User Guide Patterson PTOS 6 0 Using PTOS e 49 The Modifier options are 1 Allowed 0 Not Allowed for codes to be billed together User Guide Patterson PTOS 6 0 Manually Enter CCI Data D CPT Code 1 CPT Code 2 Effective Date v Modifier tad O Not allowed 1 Allowed CPT Code 1 CPT Code 2 Effective Date Modifier To add CCI codes individually select the CCI Data button In the CCI Data window select Add to enter C P T Codes C P T Code 2 Effective Date and Modifier Select Save Using PTOS e
11. vesnazz A 24 25 26 27 28 29 30 The system date will default to today s date however the option to return to a previous system date is available Enter a username and password to log into PTOS To exit PTOS select Exit on the toolbar e Are vou sure you want to exit the application Yes Mo Select Yes to exit Select No to continue Main Screen Logo Graphics To access the PTOS Background Image preference go to Special Tasks Show PTOS Background Image and check this feature to have the main screen appear upon opening the software Uncheck if the main screen is not wanted upon startup User Guide Patterson PTOS 6 0 PTOS e 2 Patients Scheduling Documentation Billing Reports System Tasks Special Tasks Tools Window Help Exit Y Patient Editor Payments Adjustments WorkList B Scheduler Patient Chart ptos oftware Connect to Patterson Medical using the HELP menu above Order your supplies online today www pattersonmedical com Logged in as ADMIN 11 06 2013 User Guide Patterson PTOS 6 0 PTOS e 3 Using PTOS Setting Up PTOS Before you can realize the full potential of PTOS you must set up the basic information This chapter will walk you through the basic setting up of PTOS for your office needs Setting Up Your Facility Information ES Facility List HEO Facility ID 2 The Tax ID number E oain 206 cannot be edited
12. Charge Limit The authorized charge amount per visit Charge per Day The amount of charge authorized per day Primary DX DX 2 DX 3 DX4 Diagnosis codes applicable Charges are entered in this order Date The Date automatically defaults to the login date but the user can edit the date Once the date is edited subsequent lines default to the new date A date in the future can also be entered This field is required Patient Name When accessed from Patient Editor or Scheduler the current patient appears automatically If accessed anywhere else in the system the field is blank and Patient information must be entered manually This field is required In the posting line enter the first few letters of the patient s last name or in the Patient Name field and select the Enter or Tab key to enter the Patient Search window to select a patient Select the X and proceed as above to display the Patient Search window A Grand Total of All Charges for all patients in this charge window appears at the top of the window Billing e 83 If no Therapist is set up choose a therapist by selecting the drop down arrow User Guide Patterson PTOS 6 0 Previous Patient Balance Patient Case Information Today s Charges Case Balance Ins Balance PatientBalance Last Visit Last Code Fee Schedule Max Units per Day Total Patient Portion Total Charges this Pa
13. Drop down lists of attachments that relate to claims can be located in the Patient Editor HCFA tab Locate the button in the top section Additional CMS 1500 HCFA Boxes Claims Attach Info Additional CMS 1500 HCFA Boxes rag a a O aar aens oue iet aatejis a ae m State b Dates patient unable to work in current occupation 16 y ee Hospitalization dates related to current services 18 y Claim Codes 10d For Local Use Box 19 l sete 12 UB04 Y Print Signature Date Zj Services performed by Outside Lab 20 Laboratory amount sid Authorize Payment to Office HCFA Box 13 UB04 Box 53 7 Resubmission Code 22 1 E o Authorization Number 23 Auth Numbers Place of Service 24b 11 Alternate Place of Service Address Attachment Info From To Using PTOS e 24 Remove these settings after sending the requested attachment to avoid resending the attachment information on subsequent claims User Guide Patterson PTOS 6 0 Attachment Report Type Code ptos Attachment Information khi Attachment Report Type Code Attachment Transmission Code Attachment Control Number Remember to remove this information after processing the claims that require attachment information in order to avoid having these details sent on all future claims generated In the Attachment Report Type Code drop down list the following
14. Payment Date 11 12 2013 v Fadlity PT Main Facilit v Account Type Balance 30 00 Pat Bal 0 00 Fy Payment Type ZZ z Bank Amount Comments 0 00 InsBal 30 00 Unapplied Bal 20 00 Automatic Distribution Manual Distribution o Final Payment Print Receipt xxx Open Claims Ls Service Date CPT Code Description Pay Amt Balance Total Chg Allow Allowed Exp Ins Adj Amt Adj Details CoPay InsPd PatPd Status TOTALS Distributed Undistributed Select the Insurance Payment tab to make Insurance payments In the Payment Information area use the drop down list to select the Payment Date Select the desired Facility Review the Account Type and select the Payment Type Enter the Amount of the payment and make any necessary comments Mark Final Payment if applicable Select the Print Payment Receipt to create a receipt Select Automatic Distribution or Manual Distribution to disperse payment Manual Distribution allows you to enter the payments and amounts as you like In the Open Claims area sort by the following columns Patients Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Ins Type Adj Amt Adj Details Select the Edit Filter hyperlink to filter and narrow the payment history by a specific date range Use the drop down arrows to select the filter dates and select Apply Filter To return the view to show all transactions select Reset
15. Q Aged Accounts Receivable Customized Date Range A R Report Facility v Account Type Days Range 1 2 E sl S Customized Date Range A R Report Days Range 2 59 Days Range 3 a9 File Facility All Account Type All Days Range 1 29 Days Range 2 99 Days Range 3 39 Days Range 4 119 Days Range 4 119 s e Palmera amp Patent Name AT Omni Date Burgo Dat Range 2 Dat Bro Y Date Range 4 Balance Last Paid Date GridView Select this option to view the information in a data format Use column headings to sort the data ReportView Select this option to view the information ina standard report format Export Options Select the Export icon to select a format in which to save the report to a location outside of PTOS Main hi Select Text Excel CSV XML or HTML NOTE Other software programs may be required for viewing reports in other formats User Guide Patterson PTOS 6 0 Reports e 136 Favorites To add a report to Favorites select the Favorites icon which appears as a yellow star When a report has been added to Favorites the yellow star appears white and the report name appears in the Favorites heading from the Reports drop down menu ad Patients Scheduling Documentation Billimg Patient Editor Payments Adjustme avorites 3 Patient Employer cy fed view Gridview E Analysis Reports Treatment Lists Financial L
16. Signature on File in Box 31 Select this box to print the phrase Signature on File in Box 31 of the HCFA claim form as required by some insurance payers Fee Schedule Enter the Fee Schedule to be associated with this Insurance Company Four Digit Date Select this checkbox to use the four digit year date Insurance Claim Form Select the desired default claim form to be associated to this insurance company Max Units per Day Enter the maximum number of units per day for the Insurance Company Email ID Enter the email address for the Insurance Company WebSite Enter the website associated with the Insurance Company Notes Enter any notes applicable Inactive select the Inactive checkbox to remove active status Payer Info EClaims Payer ID Enter the eClaims payer id if applicable Payment Source Enter the Payment Source for Payer Use the ellipses button to launch the Electronic Payer Matching screen From here you can match names and sources manually DO NOT AUTO ASSIGN PAYER ID When selected this option allows for payer IDs to be assigned automatically Enroll Provider Before Send eClaims This option alerts you that the Provider has not yet been enrolled in eClaims Referrals select System Tasks Update Lists Referrals Use the Search field to locate the desired referral Select an existing code to edit or select Add to create a new referral code User
17. The patient is responsible for a co insurance amount which is a calculation based on patient insurance benefits ex 20 of allowed amount on an 80 20 Co insurance plan The dollar amount set in the Patient Editor that the patient is responsible to pay Co pay i e 10 co pay per visit A C P T code system describes medical and surgical procedures and services performed by physicians and other health providers The system was developed by the American Medical Association AMA and serves a number of purposes It is essential to billing for patient care services The 5 digit C P T code is defined by the AMA for all types of medical procedures In PTOS 6 0 as in most medical billing software systems the C P T code is an important parameter to keep track of because this code appears in the billing form whether submitted electronically or on paper in order to receive reimbursement However as strictly defined here a C P T Code is only one type of procedure code A yearly revision is made to the C P T CODE by the AMA PTOS 6 0 currently does not have functionality to automatically update these codes Customers can manually update their codes C P T code using the latest revision provided from the AMA website and or handbook Current Procedure However PTOS 6 0 allows the user to set up any combination of numbers and Terminology letters as a C P T procedure code A collection of frequently used codes together under a different desig
18. csc Parameter CC TES of columns delay in the daly sede view Print co pay receipt 1 Co pay receipt will print after payment is collected 0 Co pay rece NO of schedule columns Designate the number of columns to display in the daily schedule view Print co pay receipt 1 Co pay receipt will print after payment is collected 0 Co pay receipt will NOT print after payment is collected lai Parameter Notes gt User Defined Field Specify the label of the user defined field that appears in Patient Editor System C PTOS the path to a folder where the data backups will be stored System Assign Patient ID Yes Yes System automatically increments and assigns patient ID s for new System Shared Data Folder C PTOS Browse to a shared network location that will be used for strorage of doc User Defined Field Specify the label of the user defined field that appears in Patient Editor Dbbackup Designate the path to a folder where the data backups will be stored Assign Patient ID Yes System automatically increments and assigns patient IDs for new patients No User is responsible for manually entering unique patient IDs for new patients Shared Data Folder Designate the path to a folder where shared data will be stored User Guide Patterson PTOS 6 0 Using PTOS e 12 Patients Enter the Patient Case Referral Employer Bill information and more Patient information
19. 02 09 2 97003 OTEYALUATION Lineltem 150 00 0 00 150 00 0 00 120 00 120 00 Modify Transaction Payments Adjustments El o2jiej2o10 Primary Cli closed for TEST INS Bled Bek ee E Seo Se BL estes eS al SS Ss a 2ni ee a 4 Enter Charges Patient Billing Under the Billing menu select Patient Billing to create an individual or batch of billing statements User Guide Patterson PTOS 6 0 Billing e 110 User Guide Patterson PTOS 6 0 A Statements MEA dea Bill by Patient Name e 7 Patient 2 E Patient 3 Patient C7 Patent EE Patient 6 E Bill Account Type Auto Accident Bill Range Range A H O 1 Q R Z C Select Range From To Process Now Send to Queue In the Bill by Patient Number section enter individual patient numbers to generate up to six individual statements for patients In the Bill Account Type section select the Account Type checkbox In the Bill Range section select the alphabetic range for patients or manually enter an alphabetic range for selecting patients Select Process Now to begin processing Statements Select Send to Queue to send the statements to the Statement Queue Billing e 111 Standard Options E Patient Billing ENEE Standard options
20. 2 Closing Insurance Claim Patient Estimated Total Less Total Paid Amount Unpaid By Insurance BILL TO OPr Process ee Ok Cancel Option 3 Create Additional Claim ES Create Additional Claim For Insurance IN gt gt Een HCFA Box 11A C Secondary Claim PTOS allows several options for how to populate HCFA boxes 9 and 11A C There is also the option that allows the user to print Send to Queue premia Process Mow User Guide Patterson PTOS 6 0 Billing 109 primary insurance information in boxes 11A C on secondary claims and also provides the option to leave box 9 blank To set this option go to System Tasks Update Lists Account Types ros Account Type H A Type Code z Account Type Code Name AA Auto Accident Place of Service 11 Co Pay Amount 20 00 Charge per day 100 00 Ins Cap Amount Accept Assignment Yes Inactive v Print Subtotal on Each Page Posting Note Patient Statement Notes CC Dataset LCD Dataset The Following Boxes are Filled Out On the HCFA Forms Primary Insurance Secondary Other Insurapes Box 9 Fill out with other insurance infor v Box 11 11C Fill out with primary information v Box11D Y v Print Primary Care Physician in Box 17 Leave box 24 WHITE Blank HCFA Box 17A UB04 Box 76 Qualifier Use Provider SSN HCFA 25 UB04 5 Print UPIN in
21. Charge Limit Warning Charge limits will automatically reset according to the effective date entered for the period To access Charge Limit go to Patient Editor Bill tab It is located in the upper right hand of the screen ES edit Patient Abbott Charles Active e De Last Name y Case Active y gt User Guide Patterson PTOS 6 0 Billing e 88 Payments Adjustments ce ACCOUNT PAYMENT FOR Abbott Charles 10000001 Active a e Last Name X ia Payment Information Account Balance Summary PaymentDate 11 12 2013 y Facility PT Main Facility j Account Type Balance 30 00 Pat Bal 0 00 E Payment Type Bank Ins Bal 30 00 Unapplied Bal 20 00 oo i Pant E 19 Automatic Distribution Manual Distribution Unapplied Account payments o El Keyboard Shortcuts y retrete a Service Date CPT Code Description Pay Amt Balance Total Chg Allow Allowed Exp Ins Adj Amt Adj Type Co Pay Ins Pd Pat Pd Juanes EOI ES ION MAINE IET 0 00 soo 20 00 00 E F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options TOTAL 0 00 50 00 50 00 0 00 50 00 30 00 0 00 Edit Filter Distributed JUndstributed Accoun
22. In the yellow highlighted areas it is nota requirement to use the pick lists the option to free form type is available 03 00PM 03 45PM O Mi User Guide Patterson PTOS 6 0 Documentation e 73 Patient Chart The first step to creating notes is to open up a patient s chart You can access patients charts by selecting Patient Chart at the top of your screen or by going to Documentation Patient Chart Connect to Patterson Medical using the HELP menu above Order your supplies online today www pattersonmedical com Select the desired patient from the Patient Search window Creating a New Note To create a new note select the Add Note icon tos New Note us New Note ENEA tos New Note MAS Attachments File Name Note Type Copy from existing note TA Don Date 11 20 2013 y 11 20 2013 y Date of Service 11 20 2013 y Choose the Note Type you To create a new note based Add attachments to a note by wish to create from the upon existing information selecting the Attachments tab dropdown menu Verify that select Copy from existing Select the Browse button to the Date of Service is correct note Use the drop down to locate the file Enter a and select OK to create the select the desired note Description and date if note For this example
23. a al E Include Billed Lines Include Balance Forward Show Expected Insurance Balance Billing e 113 Select the Finance Charges button Include Finance Charges Account Type To Charge Ml AUTO ACCIDENT F Auto Accident Ins F Cash F Collection Fi Courtesy SENT TO COLLECTION ST Fi CIGNA Description Percent To Charge 0 00 4 Minimum Finance Charge Amount 0 00 Charge Accounts Over v Charge Patients v Select the Include Finance Charges checkbox to add a finance charge to statements In the Account Type to Charge area select the Account Type checkbox to which you wish to apply finance charges or leave blank for all In the Description field enter the name you wish to use for the finance charges Enter the Percentage to Charge and the Minimum Finance Charge Amount Use the drop down list to select the Aging Category for Charge Accounts Over and select All or Discharged in the Charge Patients area In the Notes section enter the Note information to be applied to the current batch of statements Select Include Notes on Statements to enter a statement note to be applied on all statements Include Notes on Statement Loo ER eT Pd Under Footer Options select the checkboxes for Include Aging and or Include forms of payment accepted Select the Add Remittance Override checkbox to allow the patient payments to go to an address other than the
24. the appointment It will then open up the appointment screen Checking In an Appointment When a patient arrives for his or her appointment you have the option to check that patient in on the schedule This can be done by right clicking on the appointment then selecting Check In from the menu Calendar View ETE New Appointment New Block Hold 11 Cancel When this option is chosen the display color of the appointment will indicate the patient has arrived at the office and is ready for the appointment The Check In feature also allows you to collect the patient s co pay if applicable Cancelling an Appointment Once an appointment has been scheduled you have the option of cancelling the appointment This can be done by right clicking on the appointment then selecting cancel from the menu Calendar view A New Appointment New Block Hold Check in Cancel sid After selecting cancel you will have the option to make a comment on why the appointment was cancelled On the bottom of this screen there will be a list of the patient s upcoming User Guide Patterson PTOS 6 0 Scheduling e 60 appointments so you can remind the patient of his or her next appointment The option to view the waitlist is also here This will allow you to see if there are any appointments in the waitlist that you can call on to fill your schedule ptos Appointment Status Comment
25. which you wish to distribute payment 1 Enter the Amount paid per claim In the above example 200 2 Select the desired claim in the Claim level window 3 Manually enter the payment amount on the claim PTOS will then auto distribute the amounts to the services in the lower services portion Reset Warning Changing the check amount after you have begun entering information will launch a warning message This warning is to inform you that making the change will result in all entries being reset to 0 00 User Guide Patterson PTOS 6 0 Billing 129 Overpayments Bulk Payment Windows Payments with an amount greater than the balance can now be made in both the bulk and regular insurance payment windows Visual indicators have been added to warn you when an overpayment is applied In the top grid the Ins Pd Amt field turns orange with a tooltip to indicate any previous overpayments already saved for that claim In the bottom grid the Pay Amt field turns orange with a tooltip indicating the overpayment amount for that particular charge In addition orange text detailing the overpayment amount appears at the bottom of the window near the distribution fields me INSURANCE PAYMENT EC R Dercon as Y 3 YA Payment Information Payment Date 03 09 2012 Facility FACILITY Account Type Payment Type Insurance C m O Bank 100 00 AARP PD 100 00 Insurance Check for 03 09 2012 03 09 2012
26. 0 00 payment to be applied the item must be marked as final See Config Parameters for Automatic distribution options In the Bulk Payment window select the Payment Date and Payment Type Enter the Bank and Amount if necessary Select an Open Claim and view the Claim details in the lower panel Select Automatic or Manual Distribution NOTE The check amount and the amounts distributed to claims must match User Guide Patterson PTOS 6 0 Billing e 127 Date of Service Filter Emdeon payment Ins Company Group Example ba information will default O service Dates From 08 02 2010 lro 08 18 2010 y Other clearinghouse information will not Filter claims by Date of Service using a single date or a date range The filter defaults to empty to allow you to see all claims prior to filtering For example A claim with the service dates ranging from 6 1 6 5 and 6 10 would display when filtered for date of service range 6 1 6 6 despite having the 6 10 dated entry Other Clearinghouses Use the Browse button to locate an ERA associated with a Clearinghouse other than Emdeon We do not guarantee that all clearinghouse information will be compatible with PTOS Claim Level Adjustments There are three ways to handle claim level adjustments in PTOS 6 0 e Automatic Distribution If you have your payments set to automatic distribution PTOS will distribute the adjustment to the default adjustment type associa
27. 0 Glossary of Terms e 162 The CMS developed the National Correct Coding Initiative NCCI to promote national correct coding methodologies and to control improper coding leading to inappropriate payment in Part B claims Go to http www cms hhs gov NationalCorrectCodInitEd NCCIEP list asp listpage 2 Find Code Ranges 90000 99999 for physical medicine or physical therapy The CCI Audit prevents using conflicting C P T codes depicting when a modifier should be used or two codes should be billed together CMS updates these rules every three months PTOS 6 0 users receive special instructions on how to manually update their system with these codes LCD Audits can be run simultaneously with the CCI Audit The LCD Local Coverage Determinations Audit is a check to ensure that C P T Codes and DX Codes are payable when billed together The rules for LCD are determined by local financial intermediaries http www medicare gov basics lcds asp If there is a conflict the audit will warn you that the C P T Code will not be paid with that DX code You can modify the CCI LCD Audit transaction at that time and run the audit again to make sure it passes CMS 1500 HCFA form An insurance form used by most health professionals and insurance companies Appears in the upper right hand corner of various screens throughout PTOS 6 0 If the cogwheel icon option is chosen a drop down menu appears with different Cogwheel icon functions that can be chosen
28. 1 and Period 2 Use the drop down to select a date for Charge Limit warning based on Under Deductible select the Period 1 and Period 2 Effective Dates Enter the Amount and Remaining Deductible Amount for the available periods HCFA UB04 In the HCFA UB04 tab enter insurance information for the selected patient Additional CMS 1500 HCFA Boxes Patient Status 8 v Tf patient has had same or E similar illness give first date 15 From To dr 10 State b Dates patient unable to work in current occupation 16 v Hospitalization dates related to current services 18 Local Use or Claim Codes 10d For Local Use Box 19 HCFA Box 12 UB04 print Signature Date y Services performed by Outside Lab 20 Laboratory amount Authorize Payment to Office HCFA Box 13 UB04 Box 53 Resubmission Code 22 Authorization Number 23 jAuth Numbers Place of Service 24b 11 In the Additional CMS 1500 HCFA Boxes section enter the Patient Status Patient Condition State and Reserved for Local Use For use in Box 12 enter the Date and check the Print Signature checkbox To receive HCFA payments select the checkbox Authorize Payment to Office User Guide Patterson PTOS 6 0 Using PTOS e 19 When sending claims the PWK section is included with applicable claims In the Additional CMS 1500 HCFA Boxes section select the Claims Attach Info
29. 10 AM Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource No Resource Enter the Appt Duration time and select the Time of Day to further narrow the search for an available appointment time Select the Show Block Holds checkbox to include that information in the Appointment Search Transfer Appointment Under Scheduling Transfer Appointment move appointments between rooms Source Therapist Start Date End Date Destination Therapist George Young y 10 29 2013 g 11 15 2013 Refresh Admin Admin z Transfer 4 F Select All Facility Appt Date Start Time End Time Therapist Patient Name Appt Type Appt Status Case Description Sr area tt Cony 11 13 2013 10 00 AM 11 13 2013 10 20 AM 11 14 2013 10 00 AM 2 F 2 10 20AM George Young Abbott Charles Daily Visit Medicare Active 11 00AM George Young Abbott Charles Aquatics Appointment Scheduled Active 10 30 AM George Young Abbott Charles Daily Visit Scheduled Active Select the
30. A opcode O Enter the ICD9 Code Name and Injury Area Select the Inactive checkbox to disable the selected ICD9 code ICD9 codes are pre installed NOTE Asterisks denote required fields Update C P T Codes Select System Tasks Update Lists C P T Codes and use the Search field to locate an existing code or select the Add icon to enter a new code Selecting F2 will also add a code 2 Fee History Copy Cost MINS Modifier Inactive Display on Charge Ticket Display on Additional Codes Tab Bill To Patient Display on Superbill Taxable Service Count As Visit Enter the required fields for C P T Code up to ten digits C P T Name and Charge Per Unit Additional information fields are available for e Cost e Time e Allowed Amount e Modifier e Rev Code e Units To inactivate an existing code select the Inactive checkbox Select the checkboxes to apply the following options Using PTOS e 43 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 e Display on Charge Ticket e Display on Additional Code Tab e Bill To Patient e Display on Superbill e Taxable Service
31. Additional Discipline er f Effective From y CPT Code Charge Per Unit Allowed Amount Modifier Sub Code Rev Code E E O O E A DOZKX Effective From O16KX OZ6KX D2KX5 1100F 11011 11018 1101F 14059 24059 34059 53059 92506 92507 97001 97002 Save As New Select the Save as New button to create a new Fee Schedule based upon an existing Fee Schedule To use the Save as New feature 1 Select the Fee Schedule Names button to name the new Fee Schedule 2 Save the new Fee Schedule Name 3 Inthe Fee Schedule window select the existing Fee Schedule you wish to copy 4 Select the Save as New button 5 Using the drop down list select the Name Discipline and Effective From date Wi Fee Schedule AAA Discipline Code y Effective From 01 01 1900 v 6 Select Update al icon 7 Select OK Edit an Existing Fee Schedule To edit an existing Fee Schedule use the drop down menu to select the desired Fee Schedule Discipline and Effective From date Once the Fee Schedule has been selected make the necessary changes and save Show the Fee Schedule History Select the Show Fee Schedule History checkbox to display the history of changes to a selected Fee Schedule NOTE Each C P T Code s information is displayed including effective dates User Guide Patterson PTOS 6 0 Using PTOS e 46 Show All Select the Show All checkbox to display all active C P T Codes even if they ar
32. Box 17A y Print One Date Per Page Include Taxonomy for eClaims The Following Boxes are Filled Out On the UB04 Forms UB04 Print Entire Date Range in Box 6 Print Rev Code in Box 44 of UB04 Summary v Add Leading 0 to Rev Codes Print Modifier on HCFA UBO4 For UBO4 use only UB04 VISIT Rev Code Y Modifier prints in BOX 42 N Default code prints in BOX 42 Print NPI in Box 56 y Blank Default code prints in BOX 42 Modifier prints in BOX 44 Recreate a Secondary Claim without having to Recreate the Primary Claim Offices may have the need to recreate or reprocess a secondary or additional claim without having the need to first recreate the primary claim PTOS 6 0 allows users to skip the step of recreating the primary From the Recreate Claims window users can highlight the secondary or additional claim and choose to recreate it This occurs under Billing Patient Transactions then access the Cogwheel to Recreate a Claim This can also be opened from Patient Editor Cogwheel Recreate Claims Last Name y J Case 1081 Case Description 02 10 2010 P1 Left Knee Active x Location MAIN FE j Patient Editor ERA History F Show Void Transactions Transaction Audit Trail Legends Bill Patient Now Bill Insurance Nou Recreate Claims 3 q a Void Transaction Date Code Description TranType Amount Diff Betw Chg Al Allowed Amt Co pay Exp Ins Insurance Pd p gt
33. Box 30 Reserved Box 39 41 Box 4 Type of Bill Box 14 Type of Visit IE Occurrence 31B 35B a 32 Value Codes Primary A 34 Value Codes Secondary x a To soa _ so 50C Procedures 748 i LEAVE BOX 45 EMPTY FOR SECONDARY BILLING k J 74C l F LEAVE BOX 45 EMPTY FOR PRIMARY BILLING F LEAVE BOX 66 EMPTY y 74 PRINT PRIMARY ICD9 CODE IN BOX 69 In the Additional UB04 boxes section enter any necessary insurance and condition codes for use by the Insurance The following information will assist you in properly filling out insurance forms for HCFA and UB04 standards HCFA 1 2 3 Box 8 Specify the patient s marital and employment status Box 10 Specify what the patient condition is related to Box 10 Box 10b Is used to specify the state where the auto accident took place dependent upon Auto Accident being selected in Box 10 Box 10d Used as a remarks field if insurance carrier requests specific information that is not specified elsewhere on the HCFA claim form Box 12 Indicates whether the patient has given consent to authorize the release of medical or other information necessary to process the claim If the date field is left empty then the patient s first visit date sh
34. Editor Payments Adjustments WorkList 8 Scheduler Pati Sas TS cen Que EW Claims Select Al Facility ID Al Facites Ot Creat Patent Name Un Submitted Claims that have not been printed Un Submitted Electronic Claims that have not been electronically submitted InProcess Claims that have been submitted but submission reports have not yet been downloaded Open Claims that have been submitted and submission reports have been downloaded and are awaiting payment Rejected Claims that have been rejected by the insurance company want 520 U ce lt Special Tasks Tools Window Help Ext jent Chart Man z Patient Name ots Or use the Select All checkbox at the top of the window Once you have selected the desired claim status select from the following options Facility Filter Select the drop down menu to select a facility Print Image File Select this option to create a print image file that can be sent to clearinghouse as an electronic claim option Process Select this option to submit claims to insurance companies Claim Notes Select this option to view notes associated with the selected claim Preview Select this option to preview the selected claim prior to submitting Close Claim Select this option to close the selected claim Create Additional Claim Select this option to create a new claim for additional insurance companies for
35. Filter Payment information appears at the bottom of this screen Posting Payments Multiple Users Multi User functionality provided for users posting payments simultaneously in various payment windows Multiple users can post payments at the same time The user may get a warning if trying to post something at the exact same time as another user The system will stop one of them Billing e 90 User Guide Patterson PTOS 6 0 Adjustments To make Adjustments select Billing Payments Adjustments Toggle between those options using the tabs on the side of the window pe ADJUSTMENT FOR Abbott Charles 10000001 Active a i2 Last Name z EEN Adjustment Information Account Balance Summary Adjustment Date 11 12 2013 7 Acct Type PP Balance 30 00 Pat Bal 0 00 f Adjustment Type Miscellaneous Adjustment x Facility PT Main Facility gt Ins Bal 30 00 Unapplied Bal 20 00 Credit Adjustment Decrease Balance Debit Adjustment Increase Balance Automatic Distribution Manual Distribution 0 00 Choose a Merchant gt Service Date CPT Code Description Adj Amt Balance Total Chg Allow Allowed Exp Ins Co Pay Ins Pd Pat Pd 50 00 50 00 Edit Filter Distributed 0 00 undistributed 0 00 Select the Adjustment Tab to make adjustments to a patient s account In the Adjustment Information area use the drop down list to select the Adj Date Select t
36. Guide Patterson PTOS 6 0 Using PTOS e 34 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options For assistance with adding or removing Referral Types please contact the PTOS Support team at 800 824 4305 User Guide Patterson PTOS 6 0 pos Referrals j D 9 testname A Referral No Title or Referral Type Doctor Print Name George foung j NPI 999999999999 FirstName George UPIN 99999999999999999999 LastName young Specialty a Address 231 5 Website j Inactive ca Notes Contact Office Phone 1 299 099 9999 Office Phone 2 999 999 9999 Fax 999 999 9999 efax email Email ptos ptos l Referral sources can be doctors attorneys case managers or nurse practitioners Referral number is a one to five character code that is assigned by the PTOS system Title Select the preferred salutation Print Name This is the referral source s name as required in Box 17 on the HCFA and Box 76 on UB04 forms This also prints on the Referral report to identify the referral source First Name Enter the first name of the referral Last Name Enter the last name of the referral Address
37. Mail Enter the subject line for appointment reminder emails sent to patients eMail Fax mailport 25 Specify the port number to connect to on the outgoing email SMTP eMail Fax faxEmailServices Specify the email address extension such as efax com or myfax com eMail Fax fromemail Specify the email address PTOS will be using while sending email e fax eMail Fax fromname PTOS Solutions Specify the name the email sent from PTOS appears to be from Example eMail Fax Use SSL Yes Yes The email account in use supports SSL Secure Socket Layer encry Mail Host Enter the Simple Mail Transfer Protocol SMTP server for outgoing messages or the email provider s SMTP outgoing address This information can be provided from your Internet Service Provider ISP or network administrator Required for email and fax capabilities Mailuser Enter the email address used to send emails from PTOS Required for email and fax capabilities Mailpwd Specify the password provided by the Internet Service Provider Required for email and fax capabilities MailSubject Enter the subject line for appointment reminder emails sent to patients Mailport Specify the port number to connect to on the outgoing email SMTP Required for email and fax capabilities faxEmailServices Specify the email address extension such as efax com or myfax com used by the email fax service PTOS links the recipient s fax number an
38. Remaining Visits and Charge Limits Under Balance review the Current 30 59 60 89 90 119 and 120 balances Expected Primary Ins Bal Expected 2 Tertiary Ins Bal and Patient Balance Under Unapplied review the Unapplied Balance Use the Cogwheel to access an additional menu Cogwheel Patient Editor Bill Patient Now Bill Insurance Now Recreate Claims Void Transaction Modify Transaction Payments Adjustments Enter Charges Select the Cogwheel icon in the upper right corner to access an additional menu Through Cogwheel you can access Patient Editor Open the Patient Editor for the selected patient Bill Patient Now Generate a patient statement Bill Insurance Now Generate a patient claim Recreate Claims Recreate a closed claim for the selected patient Void Transaction Nullify the selected transaction Modify Transaction Edit the selected transaction Payments Adjustments Access the Payments Adjustments window Enter Charges Enter charges to the patient s account Billing e 96 User Guide Patterson PTOS 6 0 Overpayments Patient Transactions An icon displays gt in the transaction history screen next to any charge that has an overpayment A tooltip on the icon also displays the overpayment amount when you hover your computer mouse over the icon When a charge with an overpayment is highlighted in the top grid the detail grid at the bottom of the wind
39. Select Allowed Amount or Charged Amount Include Zero Select the checkbox to include zero on the report totals Credit Balances Select the checkbox to include credit balances on the report totals Break down Balance Select the checkbox to display patient into Patient and and insurance balances separately Insurance Include Charge per day Select the checkbox to include charge per day Group Results By options Account Type Select this option to group the report User Guide Patterson PTOS 6 0 Reports e 138 results by Account Type Case Status Select this option to group the report results by Case Status Facility Select this option to group the report results by Facility Primary Insurance Select this option to group the report results by Primary Insurance company Therapist Select this option to group the report results by therapist Customized Date Range A R Report Y E View GridView Aged Accounts Receivable Customized Date Range A R Report Facility Account Type A Days Range 1 29 Days Range 2 59 Days Range 3 sa Days Range 4 119 ho Refresh lt a Select the Facility and Account Type from the available options Enter the Days Range amounts Select Refresh to reflect the changes in the data Analysis Reports Under Reports select Analysis Reports to create a report with the following options Account Type Summary This report show
40. Visits CXL NS Additional Options Select the Link to Appointment checkbox to tie the selected template to patient appointments Documentation e 71 Select the Close Note Charge Ticket to display the Charge Ticket when the selected note is closed Select the Inactive checkbox to inactivate the selected note Comments are not required for a printout Edit Template To edit an existing template select the Edit icon This will allow you to make the following changes Paragraph Status Paragraph Status Indude by Default yw Hide Paragraph Show Paragraph _ Indude by Default Required to dose Note Use the drop down menu to select the Paragraph Status e Hide Paragraph Select this option to hide the selected paragraph e Show Paragraph Select this option to show the selected paragraph e Include by Default Select this option to include the selected paragraph by default e Required to close Note Use this option to require paragraph completion prior to closing Show Hide Detail To remove or display individual lines from paragraph information select the Show Hide Detail button Show Hide Paragraph Details Details gt Onset Date Mechanism of injury illness Current symptoms previously treated by Additional tests completed Personal rating of overall health User Guide Patterson PTOS 6 0 Documentation e 72 Inthe Show Hide Paragraph Detail
41. add delete or edit Payment Types go to System Tasks Update Lists Payment Types User Guide Patterson PTOS 6 0 Using PTOS e 40 ES Payment Types Description Cash Payment Prompt numbers Payment Prompt refer to check numbers or Currency Type Cash credit card numbers Y Display on Statements F inact Payment Prompt Currency Type Default On Statement Inactive gt a E CS IT Insurance Check Check Credit Card OC Select the Add icon or F2 to add a new Payment Type Select the Edit icon to edit an existing Payment Type Select the Delete icon to delete an existing Payment Type To enter a new Payment Type enter a Description Payment Prompt and select the Currency Type Select the checkbox Display on Statement to include this information on the patient statement Select the Inactive checkbox to render the selected currency type inactive Adjustment Type Select System Tasks Update Lists Adjustment Types E Adjustment Type De Code Default Type for Insurance payments v Description Miscella neous Adjustment Adjustment Impact Adjustments Inactive Adjustments set to impact adjustments will be reflected in adjustment totals both in Patient Transactions as well as on various reports Code Description Impact rF gt Miscellaneous Adjustment Adjustments User Guide Patterson PTOS 6 0 Using PTOS e 41 To enter a new Adjustment
42. allows you to see the available time for your therapists Further filter this view by Facility Therapist and Resource User Guide Patterson PTOS 6 0 Scheduling e 67 Search Conditions View Calendar View Appointments Appt Search e A Facility PT Location 2 Name Y Therapist George Young E Resource Any Resource Date pa TEEN l Today Appt Duration 10 Mins Time Of Day Any Time z Show Block Holds 4 November gt 4 2013 SM TWTF S5 1 2 17 18 19 20 21 22 23 8 24 25 26 27 28 29 30 gt Date 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 07 30 AM 07 40 AM George Young 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 11 10 2013 Start Time 05 00 AM 05 15 AM 05 30 AM 05 45 AM 06 00 AM 06 15 AM 06 30 AM 06 45 AM 07 00 AM 07 15 AM 07 45 AM 08 00 AM 08 15 AM 08 30 AM 08 45 AM 09 00 AM 09 15 AM 09 30 AM 09 45 AM 10 00 AM 10 15 AM 10 30 AM 10 45 AM 11 00 AM End Time 05 10 AM 05 25 AM 05 40 AM 05 55 AM 06 10 AM 06 25 AM 06 40 AM 06 55 AM 07 10 AM 07 25 AM 07 55 AM 08 10 AM 08 25 AM 08 40 AM 08 55 AM 09 10 AM 09 25 AM 09 40 AM 09 55 AM 10 10 AM 10 25 AM 10 40 AM 10 55 AM 11
43. button HCFA Box 32A Enter an Alternate Place of Service POS Enter an alternate address for Box 32 on the HCFA form This area allows for entry of place of service name address and Box 32A 32B identifiers To enter an alternate POS go to Patient Editor HCFA UB04 tab In the top section for Additional CMS 1500 HCFA Boxes there is a new button next to Place of Service 24b Alternate Place of Service Address If the default POS of 11 is used the information in box 32 will print as it currently does using the treating facility information found under System Tasks Supervisor Facility If any other POS code is used Ex 12 Home 13 Assisted Living 14 Group Home 21 Inpatient Hospital the new button Alternate Place of Service Address will be enabled Location Address and identifiers can be entered for services performed outside of the office Complete the information for the Alternate Place of Service POS and click OK Alternate Place of Service Location Name Address City State Zip O Box 324 Box 32B User Guide Patterson PTOS 6 0 Using PTOS e 20 User Guide Patterson PTOS 6 0 Additional UB04 Boxes Additional UBO4 Boxes Condition codes 18 23 Occurrence 31A 35A 31 33 35 Payer Name Box Box Box Principal 74 Other 74A E 74 7 74D v Box 15 Source of Referral Physician Referral
44. company To search for a company select the search icon pros Insurance Companies Pin Group Payment Group Percent Paid 1100 Max Units Per Day Insurance Claim Form ELECTRONIC SUBMIT Practice Identification Box 9D 11C line 1 Box 9D 11C line 2 Print Signature on File in Box 31 Fee Schedule DO NOT AUTO ASSIGN PAYER ID Enroll Provider before Send eClaims Insurance ID Enter the 6 character alphanumeric Insurance ID Name Enter the name of the Insurance Company Address Enter the Address of the Insurance Company City State Zip Enter the City State and Zip code for the Insurance Company Phone Enter the phone number for the Insurance Company Fax Enter the fax number for the Insurance Company Pin Enter the PIN for the Insurance Company Group Enter the Group number for members of an Insurance group Payment Group Enter the name of the Payment Group if applicable Percent Paid Enter the percentage to be paid Practice Identification Enter the Practice Identification information This number corresponds with the Facility setup ID number Box 9D lic line 1 Information entered here will appear in box 9D and 11C of the HCFA insurance form Using PTOS e 33 Box 9D lic line 2 Information entered here will appear in box 9D and 11C of the HCFA insurance form Print
45. e Count As Visit e Select the Fee History button to view the history of changes to the selected C P T code including the date changed and the User ID of the person who made the changes e Select the Copy button to copy the exact contents of another CPT that already exists o Select the CPT Code you wish to duplicate Hit the Copy button to enter a unique CPT Code for the duplicate CPT Name Charge Per Unit etc This provides a shortcut for offices selling supplies etc where they may want to have a similar description for a set of codes ex 90111 Bandage 90111 2 Bandage Small 90111 3 Bandage Medium 90111 4 Bandage Large etc C P T Group A C P T Group is a collection of C P T Codes that are often used in conjunction C P T Groups are used to create cascading charges or exploding codes To use C P T Group codes enter the codes in the order of highest to lowest fee amount Select System Tasks Update Lists C P T Groups use the Search field to select an existing code to edit or select the Add icon to enter a new group pee CPT Groups H CPT Group 4 CPT Group gt E Inactive Bill To Patient Display on Superbill Display on Charge Ticket Display on Additional Codes Tat Remove CPT Code Description Charge Amount Units gt A A A EA wots Record f gt gt SS Enter a C P T Group name and Description Select from the available checkbox options Using PTOS e 44 Keyboard
46. en di 39 Look p Tale ass 39 Payment pes us acotados 40 Adjustment PE oo dias 41 Transaction History Legends A a 42 ICDC Odo eoa a arr a ean THe mann hee Marron eter ere me Mage ere memre re penne erry ere er 43 Wpdate CRT EA a ease A ee ae oa ses 43 User Guide Patterson PTOS 6 0 Contents e ii A A O A tecuareron R 44 Res enculada 45 Attaching Fee Schedules to Patents suresinin a i 47 Attaching Fee Schedules to Insurance Companies ccccccccccceeeeeeeeeeeeeeeeeeeeees 47 LE DDIN E Sea E E teteaanchit 48 CCED I ON 49 Scheduling 51 Scheduler A O 51 ROUE ONO 51 SA A IN 52 Appomntment Block Hold DE da ilids 52 Appointment Reminder Email Template ccccccccccceeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeees 53 SCHEGUIUN OA APPO is dic 54 Scheduling a Single Appointment ccccccccccceccceccceeccececeecceeeceecccecceeccececeeceeeeees 54 Scheduling Multiple AppolntmentS occcccccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnininoss 55 Additional NADIA tia 56 Additional RESOULCES ascesa diia 56 New Appointment from Waitlist ccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 57 DCN GUIS LOCKS verge dada aba tos is de 57 Crean a SiG le Block dd ide 57 Create Multiple Blocks di 58 Additional TASAS OS 59 Additional RESCUE CSS parada 59 Delete Block Hold rs di tas 59 GIANG AP POULIN IS ieee te otic cee shinies tt eres A te on tres A 60 Checking In an AppoOmumne
47. facility address When you have finished setting up your options select Process Now to begin processing this batch of statements Select Send to Queue to send this batch of statements to the Statement Queue Select Save Current Settings as Default to make the selected options the default settings for statements The Statement Queue In the Statement Queue review statements remove statements and make changes to statements prior to printing User Guide Patterson PTOS 6 0 Billing e 114 E Patient Billing nes Statements SAA Statement Queue Select All 4 Print Audit Trail Report Print Image File Preview y Process Now Cancel Select the Select All checkbox to mark all statements to be processed Otherwise select each checkbox individually Select the Print Audit Trail Report checkbox to create a list of all statements being processed Select the Preview button to view statements prior to printing Select Process Now to begin processing statements Select Cancel to exit the Statement Queue without processing Select the Print Image File checkbox to create an image file to store Insurance Billing Under the Billing menu select Insurance Billing to create patient insurance claims User Guide Patterson PTOS 6 0 Billing e 115 User Guide Patterson PTOS 6 0 Insurance Billing Sort Tab Insurance Billing o J 5 e Insurance Biling Sort EAST Bill By Account Type Bill by Date Range
48. for this case prior to inactivating the insurance Selecting No will continue the insurance inactivation process for this case but leave oustanding claims in the claims queue Selecting Cancel will abort the insurance inactivation process User Guide Patterson PTOS 6 0 Billing e 107 User Guide Patterson PTOS 6 0 Recreate a Claim without having to Submit it for Processing Electronic or Print When the user chooses to recreate a claim he she now has the option to Send to Queue Open This option is available from the Recreate Claims window To get to the Recreate Claims window go to Patient Editor Cogwheel Recreate Claims i A Last Name v Po A Case Thoracic Spine Active v Patient Case A A A es E Patient Information Case Information Copy Case 5 Discharge Cas Patient ID Case 1 1045 First Visit a ee Inactivate Case Primary Facility Case Status Active Injured Date Reactivate Case Title First Name bital Last Nam Fee Schedule w Dropout Date Name Archive Patient Injury Are Discharge Date Nickname Gender Account Type Discharge Info Enter Charges A Assigned Therapist Assigned Facility O Privacy Privacy Notification Admit Condition Disci fo Bib Insurance Now ipline Notification Dat Exp Date Payments Adjustments Scheduling Pref Discharge Conditio PTPN ae Delinquency Report proce iii note receto ame Y Case Note j Emergency Information Responsible Party Contact Name Add New Appointme
49. is Case specific in all areas except for Patient Information Emergency Information and Personal Information Patient Case Tab To search for existing Patients enter a patient name in the Search field Once the correct patient has been selected use the Case drop down menu to select a different case if desired Patient Information Patient Information Keyboard Shortcuts y o F2 Use this key to Add First Name Initial LastName a new item in a list Nane or lores Ja eoe F3 Use this key to Edit mekname Sender fro an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options To enter a new patient select the Patients menu New Patient or select the New Patient icon In the Patient Information section enter the following information e Patient ID NOTE based upon Config Parameters this field may have a default entry e Primary Facility e Name e Nickname Gender e DOB SSN e Privacy Notification Date e Privacy Notification Expiration Date e Scheduling Pref User Guide Patterson PTOS 6 0 Using PTOS e 13 Emergency Information Emergency Information Contact Name le Abbott Relationship Phone 999 999 9999 In the Emergency Information section enter the Contact Name Relationship and Phone number for the patient s emergency contact Personal Information Personal Inform
50. nl esms cre ads 60 Cancelling anrAppo e eb O Sete 60 No Show APP OMIM E E 61 FRSC hodule ta A ts 61 Vointa n Ap PO MMC ii etadiodd 61 Additional Right Click OPA So eae 63 Collect CO A A e RR 63 Enter Charola onto dlciale laa 64 Note Complete italia detalles 64 COPY llar EA 65 MA E AS SS AS SN AR 65 PASS sisas dnchact setedtatecn assess antich arama aetiaat Saaeetcnanacligas an tetete aa Anonca sds auteanactont ontendumoaaotontanieeseeanagec 65 Paon Edo add sulielssuceas nalbnat Aalesdetean A A 65 Print Appomtment C a0 ondaa 65 PU SUP SHON ate tetas te in la Seats 65 Senedule Calendar VIS WR SS A A a 66 SEKE VIS Wis aeaa laasecatseataatetaadaat a a a 66 Show CXL NS Appomumnents as 66 SAA O A A tad aeematoeon 67 A E saeco unset aaancinees ee 67 Sehedule Ap pO mMtments VIS Wi ais 67 TransiorAppomtMot aiii 68 A A a hinchoediataoncadoe 68 Appolntment Block NO ii 69 NV ETI Blocks add radio laa 70 Documentation 71 Template CMMI sorted ride 71 User Guide Patterson PTOS 6 0 Contents e iii An 71 RS A T tee ease eee Rec ce ae Aa aoe See Tog eee ge eC a Parasti PI SUS cs ostince naa EAA 72 SHOW AA a S 12 NN E A ede a aeeme moat eke neserts 73 P EEDE ua oo S 18 Parente pre y POPE PO ETE a a oat ioaatlciunn S 74 Ss a a a ceneedoatectmusembameseets 74 A AER aS Comparing Initial Evaluation with Re Evaluation oooononnnnnnoooononooonnnnnnnnnnnnnnnnnnnnnos 77 IN Ole Hit idad 77 Open Note ODIONS aiii 78 Closed Note OPHON
51. open claim simply highlight the claim in the Claims Queue and process it again e To re create a closed claim after making a change to the PATIENT or INSURANCE demographic setup information e g ID address HCFA setup etc use the Recreate Claim from cogwheel in Patient Editor or Patient Transactions To re process an open claim simply highlight the claim in the Claims Queue and process it again e To re create a closed and processed claim after making a change to the TRANSACTION you will need to re bill using the Insurance Billing window eClaims Setup Tab Y Patient Editor H Payments Adjustments WorkList 28 Scheduler Patient Chart Man ETE TERM EEC Clams Setup Clearinghouse Settings eClaims Provider Emdeon X Setup Login Credentials lt No Defaults gt m lt No Defadts gt Send Unpaid Balance Details to Additional Insurance eClaims Clearinghouse Fie Path Browse Print Image File Name CLAIMS TXT Ex Claims txt printimage doc Default Reports to be Printed Y Acknowledgement of Receipt Y Accepted Oams RPTO4 Y Rejected Claims APTOS v Pended Clams RPT 12 Reports Settings Auto Assign Payer ID s Purge Reports after 30 gt Days Auto Assign Payer iD PTOS Logged in as ADMIN 11 13 2013 For assistance please contact an eServices representative to help set up your eClaims In the eClaims tab under Clearinghouse Settings enter the following information e eClaims Provider Us
52. or F3 to edit the selected parameter Specify the password provided by the Internet Service Provider Required for email and fax capabilities Edit the Value to suit your office s needs Select the Save icon to save your changes Config Groups Config Groups are parameters that affect the same area of the software The following Config Groups are available Sing Parameter ome Chee whether to see the Charge Tiket Ener Charges seen whe Billing Yes Prompt will appear during charge entry to audit codes using CCI L Billing Filter Charge Ticket Su 4 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT Billing Tax Percentage 0 Set up the sales tax percentage to be used on taxable services This will Billing System Lock Enter a dosing date to create a lock disabling modification of transactions Billing Auto Adjust Yes Yes write off amounts will automatically default when posting insuranc Billing AJR Details On Daily Tr Yes Yes A R totals will be printed on bottom of report No Totals will not b Billing Charge Limit Warning T 100 00 User can specify to be warned within XXX XX of the patient s charge limit Billing ERA Group Codes Tol PR If using Electronic Remittance Advice specify the group code Charge Ticket Choose whether to see the Charge Ticket or Enter Charges screen when entering charges from Scheduling and or Documentation This DOES N
53. pay payment from the Schedule right click and select Collect Co Pay ig Co Pay Abbott Charles Active Merchant Payment Choose a Merchant Appt Date Start Time End Time Balance Co Pay 11 12 2013 06 00 4M 06 15 4M 20 00 11 12 2013 06 00 AM 06 15 AM 20 00 11 13 2013 10 00 AM 10 20 4M 20 00 11 14 2013 10 50 AM 11 00 AM 20 00 ooo In the Co Pay window select the payment type and Merchant Payment information Use your card reader as directed and follow the prompts Select the Collect Co Pay button to complete the transaction User Guide Patterson PTOS 6 0 Billing e 94 System Voids on Overpayments In order to make automatic entries easier to locate on reports these overpayments will now display with the same date as the original transaction Note Any transactions that you void from the cogwheel will still post on the date in which the void was made based For example Patient A comes in for treatment on 8 01 12 That treatment adds up to 100 The patient pays 50 on 8 01 12 toward that treatment Insurance then sends a check on 8 15 12 for the full 100 The system will post the 100 insurance check to the services The 50 patient payment will get moved to unapplied The 50 unapplied patient payment AND the system Void will be posted on 8 01 12 Note We also recommend that you do NOT backdate PTOS from the login screen to make it easier to find any voids or re entries that you made in your syste
54. populate the discharge date Inactivate Case Select this option to designate a zero balance case as inactive Reactivate Case Select this option to restore an inactive or discharged case to active status Archive Patient Select this option to mark a patient as ready for archiving Enter Charges Select this option to enter new charges for the selected case Bill Patient Now Select this option to open the Patient Billing window for the selected case Bill Insurance Now Select this option to open the Insurance Billing window for the selected case User Guide Patterson PTOS 6 0 Using PTOS e 30 eClaims Setup User Guide Patterson PTOS 6 0 Payments Adjustments Select this option to open the Payment Adjustments window for the selected case Patient Transactions Select this option to open the Patient Transactions window for the selected case Recreate Claims Select this option to recreate a claim Print Cover Sheet Select this option to print a cover sheet for the selected case Add New Appointment Select this option to open the New Appointment window for the selected case Add Patient to Waitlist Select this option to include the selected patient to the Waitlist Appointment Summary Select this option to print a summary report of appointments for the selected patient Co Pay History Select this option to print a summary of past co payments Print Blank
55. select the delete icon or select the Clear All Locks button to unlock all files listed User Guide Patterson PTOS 6 0 System Tasks e 153 Export Application Errors Use this option to save application errors to an external file These files may be useful for working with Support to diagnose errors 5 Export Application Errors Go to System Tasks Export Application Errors Use the drop down list to select the file type Select the Export button Browse to the desired location to which you wish to save the file The following window appears r i Select OK to save the file and return to PTOS Technical Support Utility The System Copy and System Restore options are utilities to be used by the Technical Support team when performing certain tasks and maintenance These copies should not be used in place of an external system backup User Guide Patterson PTOS 6 0 System Tasks e 154 System Copy For more information on backing up your database securely contact your local Hardware provider NOTE Performing a copy using this utility will make a copy to the hard drive location specified in Config Parameters Please select the datasource for your copy operation E Archive WARNING The documentation system copy process uses the Windows default zip program Please ensure the sizes of your documentation folders do not exceed the limits of the default zip program Once the system copy is complete we stro
56. teeth cece ee es Raia te Saas eer se Ue Mi ies se sea a De karte Se ai li la oe cides 132 NO Ste cds 132 Interfaces 133 Usmo Inercia dla dlls dorsal dsd 133 Conte Parametcrsuadaadidad dada lia dd isla 133 Exported 6 oss ae nee a mee Pen Pe eee ec nee on Rte eeu ate Rene ete ae On Rie Te ee er eee 133 O rem crer Reece er ane cned Creat ee er ceed Cee eee cee cent ee ear etry eet 134 IMPOR o a E E a at E cenit actus 134 Reports 136 Report Opos a tel Ate hid 136 REDOT VIE Wy S occas ssc seo ids 136 TEX POLE CO CLO S ss sates ne en ates ae outa E ta sels ns eee le 136 PIOLO Ste alo liada identico 157 Vold F ikterson Reposo ee tek eter ceeds 137 Aged Accounts Receivable Reports ie 138 Customized Date Range A R Report ooooooonnnnoncncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 139 Analys S REPONS A A A A A 139 Treatment LISIS da 141 Financial ISS dida 142 Demosrapiie EIS iue ii A 142 COJE LS O cia TE EE N E AA EE 143 Transaction EISS a AT A A elie ted Diener 143 Documentation REPOSO heats E eae E 144 ii AAA ce Ml Te O eo EE 145 System Tasks 147 SUPE hig eee ate eee Pe eee ees 147 COR Parameters LaS ade 147 A s cece see catered eo eect cae cma eran cae deena ene en aoeenan eeaee 148 User Guide Patterson PTOS 6 0 Contents e v A A A era Mee eRe oe 148 Merchant Services SetiD isi c212 45 5 2 naaayebeaeascvanci a eet nanan chancuesent aca i 149 Wer ACCESS Sa dto cases 151 DS ON 151 Check TOR Updates ooo 152 A O ca
57. the Auto Assign Payer ID button in the eClaims Setup tab To designate an insurance company for auto assign select System Tasks Update Lists Insurance Companies Payer Info eClaims Payer ID 99989 O DO NOT AUTO ASSIGN PAYER ID Payment Source WORKERS COMPENSATION j Enroll Provider before Send eClaims Select the button to open the Electronic Payer Name Matching screen In this window select the PTOS payer and match them to the Electronic Payer Select OK User Guide Patterson PTOS 6 0 Billing e 121 User Guide Patterson PTOS 6 0 os Electronic Payer Name Matching Payer Matching PTOS Payers without an Electronic Payer ID Address 123 Main St Anytown CA 55555 A Red text denotes additional enrollment requirements for payer p Cancel This will default the Auto Assign Payer ID checkbox in the Insurance Company screen Ok Auto Assign Payer IDs in the eClaims Setup Tab Select the Auto Assign Payer ID button to update and assign any new payer identification numbers O Your Insurance Company Payer ID s will be updated automatically if you Y process the Auto Assign Payer ID Are you sure that you want the Auto Assign Payer ID to update the matching payers Select Yes to continue Select No to close without updating Setting up Unpaid Balances os Patients Scheduling Documentation Billing Reports System Tasks Special Tasks Tools Window Help Exit Y Pat
58. the Name Review the following information Address Specialty UPIN NPI code Phone Fax and Email information Make any Notes necessary User Guide Patterson PTOS 6 0 Using PTOS e 17 Employer Details Employer Details Employer Address foment cty statejzp rom A Phone ratientoccupation Use the Search area to locate an existing Employer Details Review the Employer ID and Name Address and Phone Enter the Patient occupation information Bill Tab In the Bill Tab enter billing information pertaining to the patient Visit Limitations Don t Print Patient Statement Do Not Apply Finance Charge In the first section enter the following information Authorization Expiration Date Authorized Visits the number of visits recorded Remaining Visits the number of visits allowed minus the authorized visits Maximum units per Day Charges per Day Co Pay Amount User Guide Patterson PTOS 6 0 Using PTOS e 18 e Payment Plan Amount and Frequency e Posting Note Select the Don t Print Patient Statement checkbox to withhold printing of statements for this case Select the Do Not Apply Finance Charge checkbox to withhold finance charges Charge Limit Period 1 Period 2 amount Charge Limit warning based on Deductible Period 1 Period 2 eecienate el Amount eer eee Deductible Amount In the Charge Limit section enter the Effective Date and Amount for Period
59. to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 Patient Name area you can type in the patient s last name or you can enter to open up a list of all of your patients The Appt Type and Treating Therapist must be filled out in the top portion of this screen ptos New Appointment HX Patient Name Patient Acct Assigned Therapist Home phone Work phone Age Case Referring Physician Primary Care Physician Auth Date Auth Visits Cxl NS Visits Patient Balance Scheduling Preferences Appt Type Appt Status Facility Scheduled PT Main Facility Treating Therapist Main Resource Notes George Young me Single Appointment A ETA Appointment Appt Date 11 06 2013 x Start Time 06 30AM End Time 06 45AM Duration 15 Mins The bottom half of the screen allows you to set the Appt Date Start Time and End Time The Duration will adjust depending on the Start and End Time of the appointment Once all the information is entered click on the Save icon in the upper left hand corner to save the appointment and add it to the schedule Scheduling Multiple Appointments To schedule multiple appointments open the sche
60. used by more than one patient at a time the Allow Multiple Bookings option can be checked and then the Max Allowed area can be set Enter the numerical value for the Sort Order If it is a resource you are not going to use the Inactive checkbox can be checked resulting in the resource being removed from the schedule Appointment Status In Scheduling Scheduling Admin Appointment Status you can customize the colors for various appointments and block hold statuses pros Appointment Status Appointment Block Hold Type In Scheduling Scheduling Admin Appointment Block Hold Type you can create and customize the various types of appointment and block hold types for your facility User Guide Patterson PTOS 6 0 Scheduling e 52 Appointment Block Hold Type 08 Aquatics Appointment Description 3 Aquatics Appointment InActive Type 2 Aquatics Appointment BraceOrthotic Fitting Consultation Daily Visit Daily Visit Medicare Discharge Independent Medical Ev No image data Initial Evaluation Trial Cush im ham Caches No image data Alen ira ma re de Category Type You can create new or edit the existing Appointment and Block Hold Types The option to assign icons to these different types is also available Select the Browse Icon button if you wish to see the icons that come installed If you wish to use additional icons the ability to import more icons is available They must be the ico form
61. 0 September 2009 SMTMW TES 2234 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 July 2009 SMTWTES 123 4 5 6 7 8 9 10 il 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 October 2009 SM TW TF S 1 2 3 4567 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 3456789 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 August 2009 SM TW TF S 1 2345678 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 November 2009 SM TW TFS 12345067 8 910 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 3 Click the Save icon in the upper left hand corner to save the appointments and add them to the schedule Additional Therapists To schedule additional therapists to an appointment select the Additional Therapists tab Single Appointment Multiple Appointment Additional Therapists EEES Therapist Name Select the Add Therapist button to schedule an additional therapist to this appointment Select the Delete Therapist button to remove an added therapist from the existing appointment Additional Resources To schedule additional resources to an appointment select the Additional Resources tab User Guide Patterson PTOS 6 0 Scheduling e 56 Era ECC Ta Addtional Resources Reso
62. 12 04 2009 CLOCTROAEC SAMIT 2 a per q IE M y tA Quewe 1330442009 DICC SAME pog per s 120647000 Toa o HAMAS 1 3000 per 4 LAA DIACIACIO Barat 11 30 a per 4 In the Claims status view drop down menu select from the following options e Un Submitted e Un Submitted Electronic e InProcess User Guide Patterson PTOS 6 0 Billing e 105 Note Claim Notes can only be added to one claim at a time User Guide Patterson PTOS 6 0 e Open e Rejected Once you have selected the claim status mark the desired claims and select from the following options Print Image File Select this option to capture a copy of the electronic claim Process Select this option to submit claims to insurance companies Claim Notes Select this option to add and view notes associated with the selected claim Preview Select this option to preview the selected claim prior to submitting Close Claim Select this option to close the highlighted and selected claims Create Additional Claim Select this option to create another claim based off of the selected claim eClaims Reports Select this option to manually retrieve eclaims reports from the clearinghouse Sort columns by selecting the column heading Use the quick navigate buttons to launch the following windows e Patient e Transactions e Insurance e ERA Queue Select Close to exit the Claim window Multiple Open Claims When submitting multip
63. 3 MONG A Ransa UOko a iETOS 104 APPS COPAN a otashGuencadaeeeiote cata i eeeneeetael 104 Auto calculating Accounts Recetvable ccccccccccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 105 PC COMING ASIN eae ta aces ances a E xelandncasedeataencscs 105 INE AA e A henossred nse euadeat 105 Date Range tora il 105 A II IS eee 105 a ae serece veut acces stant rete EAE EE ences 110 Sandar ONO A ate 112 The Statement OVCU secina ld dos 114 lpsorance BIOG arinaman ce etn octave eeeeet nctentuenteueet acct ene taeetnctenduemiseteet acm bec veces aces 115 User Guide Patterson PTOS 6 0 Contents e iv sa A ve eventos napsa cea sowlemenc non setea ences eases 116 Standard Opnons Tao dais 117 Claims WSUS Tabs dodo 117 IN AAA A ea seu cu 119 A ee ae tc nee even ee eo 120 AULAS en Pay et bi 121 Setna up Unpard Balances od 122 UsmelUapatd Balcon a A 123 Clas cauca esa tdani 124 Clams Quero Mule Sele curia initial 125 A O 126 MEW ERA Is droit 126 The ERA Wee sii ad ie 126 Overpayments RAY Ba vine Si nels atattece acetate cauens 127 Balk Payme MS ees atau en o r E 127 Date On Service ile a E R 128 Flexible Bulk Payment DISTIDUOA aa 128 Overpayments Bulk Payment WiINdOWS ooooooonnooooooooonnnnnnnnnnnnnnononnnnnnnnnnnnnnnnnnnoss 130 HIPAA ASC X12 Version 5010 Standard ooooccnnnnnnnccnnononooonnnanonnonon noo no nono corno nn nn non nn nn nnnnnnnnos 130 Worklist 132 Usine the Words ido 132 a ES 530 cote
64. 38 Therapist 33B Identificati User Access Rights To establish administration rights for users select System Tasks Supervisor User Access Rights User Access Rights EL User Group Scheduling Admin Patients Scheduling Documentation Billing Reports System Tasks Special Tasks Tools Under User Groups select the group name The areas associated with this User Group appear below Select or deselect the checkboxes that allow group members to View or Modify the selected areas of PTOS Items with a single level of access will have View and Modify linked automatically User Guide Patterson PTOS 6 0 Using PTOS e 7 User Groups are assigned to employees in the Employee screen Another way to assign employees to User Groups is under System Tasks Supervisor User Groups pros User Groups D A x User Group Billing Admin X oupa 377 User Group Biling Admin Inactive Add Employees to User Group 0 Employee s belong to the group BILLING ADMIN Remove User Name First Name Last Name Title Status pasao Record 0 of hh MS Select the User Group drop down arrow to select a User Group Select Add Employees to User Group to add employees Use the red X to remove an employee ptos Employees Please choose the employee from the list Select the checkbox associated with the desired employee Select OK To create a new User Group select the
65. 50 Scheduling Scheduler Setup Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 The Scheduling Admin area allows you to customize the setup and appearance of the schedule Scheduler New Appointment Appointment Block Void New Block Hold Transfer Appointment WaitList item Appointment Status Appointment Block Hold Type Appt Reminder Email Template Resources In Scheduling Scheduling Admin Resources you can create additional pieces of equipment or rooms in which to schedule your patients These items will appear on the schedule in addition to your facility s therapists pros Resources DE S freno Ja Resource Details Resource ID Aquatics Resource Group Resource Poo Facility PT Location 2 Name J p aaa v Allow Multiple Bookings Max Allowed 2 Location 4 Inactive Sort Order Facility Resource Description Inactive MAIN Gym Gym F MAIN Room 1 Room 1 F MAIN Room 2 Room2 r MAIN Whirlpool Large Whirlpool ce Scheduling e 51 You can add to the list of available resources or you can edit the existing resources in the list Another option available is the multiple bookings option If the resource can be
66. 500 08 05 367 00 Abbott Charles 01829801 04 24 2011 O3 24 2011 543 HICFAJCMS 1500 08 05 157 00 Abbott Charles 0324 3011 01 2402011 03 24 3011 543 HICFAJCMS 1500 08 05 200 00 Abbott Charles 034298011 04 24 2011 O3 24 2011 543 HICFAJCMS 1500 08 05 200 00 Abbott Charles 032952011 031242011 03 24 2011 343 HICFAJEMS 1500 08 05 Abbott Charles 03892011 09 24 2011 03 24 2011 HICFAJCMS 1500 08 05 03 24 2011 Abbott Angela 03 24 2011 09 08 2011 Oy 943 Abbott Angela 04 08 2011 09 31 2011 04 08 2011 928 Abbott Angela 04 08 2011 09 29 2011 04 08 2011 928 ILLINOIS MEDICAID Abbott 04 08 2011 03 91 2011 ooaj sam MEW YORK WORKERS COMP 1 11 de gt NEW YORK WORKERS COMP 8 09 Abbott Angela 04 08 2011 04 07 2011 04 08 2011 928 Abbott Angela OF 28 2011 0725 2011 07 23 3011 Bi7 Ek A 0732011 0727 2011 072 3011 Select multiple claims using the Select checkbox in the Claims Queue and change the form name or move InProcess claims to Open or Un submitted Electronic status Change Claim Form 1 To change the form select multiple claims using the Select checkbox 2 Select the form name field A drop menu will appear with other claim form options 3 Select the desired claim form from the menu The following message appears L Li Select Yes to continue Select No to exit without making the change Change Claim Status 1 To change the status of In Process claims use the Select checkbox to choose th
67. 7 Reports Age Accounts Receivable 138 Analysis Reports 139 Code List 143 Demographic Lists 142 Documentation 144 Financial Lists 142 Scheduling 145 Transaction Lists 143 S Schedule Appointment Block Void 69 Appointment Views 67 Calendar View 66 Edit Appointment 60 Transfer Appointment 68 Scheduling 51 Appointment 54 Appointment Block Hold Status 52 Appointment Card 65 Blocks 57 Cancelling Appointment 60 Checking In 60 Co Pay 63 Enter Charges 64 Multiple Appointments 55 User Guide Patterson PTOS 6 0 No Show 61 Note Complete 64 Print Superbill 65 Reminder Email Template 53 Resources 51 Right click 63 Show CXL NS Appointments 66 Voiding Appointment 61 Waitlist 68 Setting Up eClaims 31 Employees 5 Employers 38 Payment Types 40 User Access 7 Zip Codes 39 Statement Queue 114 System Requirements 1 System Tasks 147 T Tools 159 Transaction History 42 U Update Code 33 Account Type Codes 36 CPT Codes 43 ICD9 Codes 43 Insurance Codes 33 Referral Codes 34 W Worklist 132 Index e 168
68. Add icon or F2 Enter the description information and save To delete an existing User Group select the desired group and select the Delete icon Config Parameters Configure your preferred settings using Config Parameters Select System Tasks Supervisor Config Parameters User Guide Patterson PTOS 6 0 Using PTOS e 8 Parameter User Defined Field ax Interface Value C PTOS 6 0 Scheduling Notes Specify the label of the user defined field that appears in Patient Editor Parameter Notes gt TOEA ChargeTicket Choose whether to see the Charge Ticket or Enter Charges screen when ore MailHost Enter the Simple Mail Transfer Protocol SMTP server for outgoing messa eMail Fax mailuser Enter the email address used to send emails from PTOS Required for e eMail Fax mailpwd Specify the password provided by the Internet Service Provider Require eMail Fax MailSubject PTOS Mail Enter the subject line for appointment reminder emails sent to patients eMail Fax mailport 25 Specify the port number to connect to on the outgoing email SMTP eMail Fax faxEmailServices Specify the email address extension such as efax com or myfax com dbbackup C PTOS 6 0 Designate the path to a folder where the data backups will be stored v Use the drop down list to select a Config Group or leave this area blank to view all available options Select the Edit icon
69. Association A common abbreviation representing accounts receivable which is the total dollar amount owed to the facility by insurance and patients for services rendered This is the provider who is established at the time of patient intake as the one most likely to perform the patients care However depending on the particular patient visit other providers may treat the patient i e the assigned therapist may be busy on vacation or have other reasons to delegate care to others Such other provider is called the treating therapist for a particular patient visit A two character code that classifies different accounting and insurance criteria so that certain groups of people with a particular account type all have the same criteria applied to them A code defined for a specific insurance company within the code set up for system administration It is becoming more common for the patients primary insurance to use one type of coding system and the secondary carrier to use something different Billing Code Translation automatically converts to the appropriate code A type of PTOS customer who performs medical billing services for multiple usually unrelated medical offices Billing services present several special needs that are taken into account within PTOS 6 0 Billing services typically only use the Billing module not Scheduling or Documentation Special licensure should be obtained for billing services User Guide Patterson PTOS 6
70. Details window review the unpaid balance Unpaid Details convey information to additional payers and will not impact the case balance Select the Balance button to assign portions of the Unpaid Balance to different code groups Select OK to create the Secondary or Additional Claim with Unpaid Balance information Claims The claims queue can also be accessed by selecting Billing Claims en y Ta n es 2 t 1 eeee s amp 111111115 13111438 S a es PR ERRESSIERE TE JE j DI aert c Sa gen Ga onal Upa SGT MAT ateg ama ae Sa HAT See eeeneeeaeeesteee 8e 111111111111414 Navigate in the Claims Queue using the navigation buttons e Patient Select the Patient button to open the Patient Editor for the selected transaction e Transactions Select the Transactions button to open the Transactions Summary and History window e Insurance Select the Insurance button to open the Insurance information window for the selected claim e ERA Queue Select the ERA Queue button to open the ERA window See Below User Guide Patterson PTOS 6 0 Billing e 124 User Guide Patterson PTOS 6 0 Claims Queue Multi Select ETA Cam Queue ESTE Select AN Facility ID Al Facilites Patient Name Pabent Hame DtCreated Date OF Service Dt Sub Days Out Form Hame Amount Submitted Abbott Charles 0162952011 041222011 03240011 543 HEFAJCMS 1
71. E EE EREET E EENES Period Date gt 11 12 2013 x Start Time 06 00AM End Time 06 15AM Duration 15 Mins The bottom half of the screen allows you to set the Date Start Time and End Time The Duration will adjust depending on the Start and End Time of the block Once all the information is entered click on the Save icon in the upper left hand corner to save the block and add it to the schedule Creating Multiple Blocks To create multiple blocks open the schedule and right click on the area in which you wish to schedule the initial block Repeat the steps above to fill out the top portion of this screen and select New Block Hold E New Block Hold ax El Multiple Block Hold Wi ta Period Appt Date From Date To Date 11 12 2013 M gt 11 12 2013 11 19 2013 11 26 2013 Start Time End Time 06 00AM 06 15AM Duration Total Appts 15 Mins E ro 12 10 2013 12 17 2013 12 24 2013 Sun Mon Tue i 12 31 2013 t v l i s r 01 07 2014 Frequency D Daily Weekly Selected Select the Multiple Block Holds tab enter the From Date To Date and Start Time End Time The Duration will adjust depending on the Start and End Time of the block In the Frequency area there are three options Scheduling e 58 e Daily If the Blocks are every day of the week select Daily e Weekly If the Blocks are on certain days of the w
72. ESSET Billing Options Statement Format Graphical Detailed z Amount Due Description Amount Due Send To Patient Y Indude Patient Billed Notes in Account Print Bills in Alphabetical 4 Onis Y Print header and footer on every page Limit Billing to F Bill Only charges on which Insurance Payments have been made Patients who have not been billed since y F Do Not Indude any Charges on an Open Claim No Patient Payments Received Since X 7 Exdude Inactive case Bill Cases with OLDEST Balance in Range v Patients with Balance Greater than or Equal to 1 00 Fadility ID All Facilities v Bill by Date Ranges J Indude Activity from past 30 days Indude Activity from vw To v F Bill only if Patient has Charges in the Date Range Specified Header Options Body Options Y Indude Client Logo 7 Indude Facility Phone Y Indude eMail Address Y Indude Billed Lines 7 Indude Facility Name 7 Indude Facility Fax 7 Indude Referring Physician F Indude Balance Forward Y Indude Facility Address Y Indude Office Hours Indude Date of injury Y Show Expected Insurance Balance Y Indude Tax ID Y Indude Employer Primary Insurance Web Address Diagnosis Code Neither Finance Charges F Indude Notes on Statement EOS 7 Indude Aging Y Remittance Override V Indude forms of payment accepted Process Now Send to Queue Save Curre
73. ICD9 Codes Diagnosis Additional ICD9 Codes In the Diagnosis section enter the Primary ICD9 and any subsequent codes Enter the Default Diagnosis number User Guide Patterson PTOS 6 0 Using PTOS e 15 Diagnosis Additional ICD9 Codes Under the Additional ICD9 Codes enter any additional ICD9 codes Referral Employer Tab Enter any necessary referral or patient employer information in this tab Referring Physician tame Address iment Sd cty state zmo om CA O e m Phone Fax emai Use the Search area to locate an existing Physician Enter the name of the referring physician Review the Address Specialty UPIN NPI code phone fax and email information Enter any Notes that apply Use the drop down menu to select the Referral Date and Next Physician Appointment User Guide Patterson PTOS 6 0 Using PTOS e 16 Attorney Case Manager Attorney Case Manager name Address amns O cty state 2 55555 a O aee E AAA Use the Search area to locate an existing Attorney Case Manager Enter the Name of the Attorney Case Manager Review the information Address Phone Fax and Specialty pertaining to this case Enter any applicable Notes Primary Care Physician Primary Care Physician tame Address cty State 2 a Specialty UPIN NPT Phone Fax os Oo tos com Use the Search area to locate an existing Primary Care Physician Enter
74. Inactive C INSI GOO ET FT Check Check Y F Insurance Check Check F F Credit Card cc a a Inthe Payment Types window new payment types are available for Electronic Check and ATM Debit Card A Reports System asks Spe Enter Charges Payments Adjustments Patient Transactions Daily Transactions Claims Patient Billing Insurance Billing Bulk Payments Electronic Remittance Advice To collect an X Charge payment select Billing Payment Adjustments User Guide Patterson PTOS 6 0 System Tasks e 150 Payment Information Account Balance Summary PaymentDate 11 12 2013 gt Facility PT Main Facility AccountType eT Pat Bal 0 00 PaymentType nd Bank Is 30 00 UnappledBal 20 00 Amount Comments 0 00 Who Paid Patient Automatic Distribution Manual Distribution Account Payment Unapplied Account payments erchant Payme Print Payment Receipt F Choose a Merchant Service Date CPT Code Description Pay Amt Balance Total Chg Allow Allowed Exp Ins Adj Amt Adj Type Co Pay s Pd Pat Pd AA EEES Insurance Payment TOTAL 0 00 50 00 50 00 0 00 50 00 30 00 0 00 Distributed In the Account Payment window select the desired transaction Use your card reader and follow the prompts User Access Rights For information on setting
75. OS 6 0 Billing e 126 Explanation of Benefits for the selected claim Select the Claim hyperlink to view the claim ERAs with Provider level Adjustments will receive multiple warnings The following is an example of the provider level adjustment warning This ERA contains provider level adjustments which will need to be reconciled manually Select the Show Completed ERA checkbox to display closed claim information View the Legend to distinguish the meanings of labels Overpayments ERA Payments When an ERA is received that causes an overpayment you are warned when you attempt to save the ERA payment and are given a chance to review the payment details before processing Bulk Payments Select the Bulk Payment button to make an insurance payment on a range of claims associated with the same Payer y 5 Show open daims for Payment Group Payment Date 11 13 2013 Payment Type v Service Date From w To Bank Amount 0 00 Open Claims Patient Create Date Claim Notes Ins Name Claim Amt Exp Ins Ins Pd Amt Ins Type New Pymt Adj Amt Adj Details Status Facility Undistributed TOTALS 9 Automatic Distribution Manual Distribution f Service Date CPT Code Description Pay Amt Balance Total Chg Allow Allowed Exp Ins Adj Amt Adj Details CoPay Ins Pd PatPd Status TOTALS For a
76. OT impact entering charges from Patient Editor or the Billing menu Value 1 Charge Ticket 2 Enter Charges 0 Neither User Guide Patterson PTOS 6 0 Using PTOS e 9 AuditCheck Value Yes Prompt will appear during charge entry to audit codes using CCI LCD edits No Prompt will not appear during charge entry Filter Charge Ticket Superbill 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT but do not automatically filter codes 4 Using 4 5 Fee Schedule but do not automatically filter codes Tax Percentage Value Set up the sales tax percentage to be used on taxable services This will be used on codes marked as a Taxable Services in C P T Code setup System Lock Enter a closing date to create a lock disabling modification of transactions dated prior to that date To disable the temporary lock remove the date or enter a new date Auto Adjust Value Yes write off amounts will automatically default when posting insurance payments No write off amounts will not default when posting insurance payments AIR Details on Daily Transaction Report Yes A R totals will be printed at the bottom of report No Totals will not print at bottom of report Charge Limit Warning Threshold User can specify to be warned within x amount of patient s charge limit ERA Group Codes To Ignore If using Electronic Remittance Advice specify the group code Use Partial Automa
77. Patient Questionnaire Select this option to print a blank patient registration questionnaire Print Blank Flow Sheet Select this option to print a blank flow sheet Patient Chart Select this option to open the Chart for the selected case Patient Charge History Select this option to print a summary of past charges for the selected case Displays up to 12 past charges To setup your eClaims information go to Billing Insurance Billing eClaims Setup Using PTOS e 31 Reports can be manually purged from the Claims Queue User Guide Patterson PTOS 6 0 pros Insurance Billing Insurance Biling sort EEE TN Bill By Account Type F Bill only PTPN Patients Le JLo fees Bill by Date Ranges From Date a To Date Bill For Therapist Facility Therapist v O Treating Assigned Facility All Facilities z Bill by Discipline Discipline Bill by Case Patient Bill Which Charges V All Unbilled Charges T All Unpaid Charges T All Appealed Send to Queue ae AS J Process now Under Clearinghouse Settings select the eClaims Provider and select the ellipsis button to enter the eServices User and Password information Select the Browse button to locate a different path for Other Clearinghouse Image Files Enter the Image File Name Under Default Reports to be Prin
78. Patterson PTOS 6 0 User Guide PTOS Volume lll 2014 Patterson Medical Supply Inc All rights reserved Microsoft and Windows Explorer are trademarks of Microsoft Corporation All other trademarks which appear in these pages are the property of their respective owners COPYRIGHT NOTICE This software and operations manual are both protected by U S Copyright Law that Title 17 United States Code This software and publication have been provided subject to a license agreement which restricts their use No part of this software or user manual may be copied or distributed disclosed transmitted or reduced to any electronic medium without the express written permission of PTOS Software A Patterson Medical Company Infringement of copyright can result in criminal prosecution fines and imprisonment in addition to civil damages DISCLAIMER This software and manual are provided on an as is basis Except for the warranty described in the PTOS software license agreement there are no warranties expressed or implied including but not limited to implied warranties of merchantability or fitness for a particular purpose and all such warranties are expressly and specifically disclaimed In no event shall PTOS Software A Patterson Medical Company be responsible for any indirect or consequential damages or lost profits even if PTOS Software A Patterson Medical Company had been advised of the possibility of such damage TOS sof
79. Process Now to immediately process the claims Billing e 116 Standard Options Tab E PTOS for windows Ghent Billing Version sid EJI Ss Patients Scheduling Documentation Billing fleports System asks Special Tasks Tools Window Help Exit Y Patient Editor Payments Adjustments WorkList 54 Scheduler lt Patient Chart Main Code Summary Include Adjustments Logged in as ADMIN 11 13 2013 In the Standard Options select the desired claim form to be made available to you throughout PTOS In the UB04 Form box select from the available options e Line Item e Summary e Code Summary e Date Summary e Group Rev Codes In the UB04 Box 39 41 Default drop down select the desired default numbers to appear on insurance claims Select from the following additional options for all claims e Include Payments e Include Adjustments e Include Insurance billed notes in Account e Print Mailing Labels o Insurance Labels per Line 1 3 e Automatically run Pre billing Alert Select the Set as Default Standard Options button to set the selected options to default Claims Queue Tab In the Claims Queue review claims remove claims and make changes to claims prior to printing Select from the following status view options User Guide Patterson PTOS 6 0 Billing e 117 User Guide Patterson PTOS 6 0 ES PTOS for windows i iling Version 1 did a Patient s Scheduling Documentation Billing Reports System Tasks Patient
80. S 6 0 Billing e 101 After selecting the Transaction Type UnApproved Charges select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh Use the Select All checkbox to select all available transactions To approve a charge select the Approve button Use the Cogwheel to access an additional menu of options See Approved Charges for more information on the Cogwheel options Payment E Daily Transactions Transaction Type PE Facility Entry User Patient Name Status Therapist Date of Service y y y y T From 11 12 2013 y To 11 12 2013 y Refresh PaymentDate Patient Case Patient Name Payment Type Paid Amount UnApplied Amount Check Bank Auth Comments gt E 10000001 1003 abbott cheres O E 2000 E CAT 30 00 11 12 2013 10000001 1003 Abbott Charles Cash 50 00 Patient PD 50 00 unapplied 30 0 _ lt Payment Details Total Paid Amount 70 00 Service Date Code Charge Applied Amount Charge After selecting the Transaction Type Payments select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh to update the transaction screen In the Payment Details area enter Charge and Pay Adjusts desired for the selected transaction Use the Cogwheel to access an additional menu of options See Approved Charges for more i
81. S Menu Bar amp Enter Charges Previous Patient Balance Patient Case Information Today s Charges Case Balance Ins Balance PatientBalance Last Visit Last Code Fee Schedule Max Units per Day Total Patient Portion Total Charges this Patient Date Patient Name CPT Code Units Chg Amt Allow Amt Modifier Description PT DX CoPay Visit Bill To Fadility PO The boxes at the top of the case display read only information that defaults from Patient Editor for the Patient name displayed in the posting line The upper portion of the window contains numerous fields User Guide Patterson PTOS 6 0 Billing e 82 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 Patient The Patient ID number Name Patient Name Case Case Number Authorized date Authorized dates for service Visits Number of visits completed Allowed Number of visits authorized Remaining The difference between Visits and Allowed Discipline The required discipline Acct Type The patient account type Post Note Any available notes
82. S salada inn 79 A A O ee 81 Billing 82 O set oss Pacesetter Ra taenewes Aen teeiceattitel aay Ag casa ae Rant ai eas teael each cases ate eee eeta unnanes 82 Fater CAL OCS ores tas ec rcon E A E te oe aoe hte ince alae act tok oe eee Da hte ince eae 82 Pnterine Billing information DA A eee 84 Group 1 Previous Patient Balance excludes current charges 000seeeeeee 86 Group 2 Case Information includes current Charges ooonnnnnnnnnnnooooooononnnnnnnnnoss 86 Group 3 Today s Charges includes current Charges oooonnnnnnnnonoooononononnnononnnos 86 CAE A Neale tol che ened ccna ated coe Otel ke Dae enlace oe ace Dc 87 Appointment Warning WMeSSA CCS cei eit hci ie Busse 88 Payments Adus enS RA Esas 89 ACCOUN PayMe dd iia 89 Insurance Paymo MS ir TSE AAA A TAE AD 89 AS A A A O Dd 91 Insiirance Payinent WIR WS A A ee ica wee 93 X Charee Electronic Payment Processido tibias 93 System Voids on OVerpa y Me MS onia A A tates Sees 95 Patent ras CUASI IA AA AA TEE 95 A E E anteeeceancee 95 CO OW ING Cie sitet Sacto aut tetea don jee ae cieee eae aa an be eae aoeat dade mae anean iceree ent caemenac 96 Overpayments Patient Transactions ao dol oleo 97 O Ai ceca cae O telat coet 98 Daily Transactions Charges le dl 100 AUD PLO VEG CHAPA 100 RO AWW ING Sie Rates Sa ee ae etchant esc ance A 101 UNA PTO VEG 5 2ndclet tastiest a tec lo 101 PAV INCI stated ARA 102 AUS ICO a tad a 103 CEEC DATI ti iaa 10
83. Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 e Inactive e Bill To Patient e Display on Superbill e Display on Charge Ticket e Display on Additional Codes Tab Select the x in the remove column to subtract a code from an existing code group Fee Schedule NOTE Fee Schedules are optional Select System Tasks Update Lists Fee Schedule Select the Fee Schedule Names button to create a new Fee Schedule ES Fee Schedule Ea Wx 9 a Fee Schedule z Discipline Effective From v lave as New CPT Code Charge Per Unit Allowed Amount Modifier Sub Code Rev Code Effective From EEE Fee Schedule Code D Fee Schedule Code Fee Schedule Description Fee Schedule Code Fee Schedule Description Show Fee Schedule History Show All Select the Add icon 1 to create a new fee schedule Enter the Fee Schedule Code and Fee Schedule Description Select the Save icon Select the x to close the window In the Fee Schedule window use the Fee Schedule drop down menu to select the desired Fee Schedule Select the Discipline Enter the amounts of the Insurance Reimbursement Contract Pay Schedule Select Save Using PTOS e 45 Bx 0 Fee Schedule Alternate
84. Source Therapist Start Date End Date and Destination Therapist Select the Refresh button Select an appointment using the checkbox Select or select the Select All checkbox Select the Transfer button to move appointments Waitlist To schedule an appointment using the Waitlist select Scheduling Waitlist User Guide Patterson PTOS 6 0 i Scheduling e 68 Waitlist Date 11 09 2013 x 11 15 2013 z No Record s Found In the Waitlist narrow your list by selecting the Facility Time of Day Therapist Resource Appt Type and Waitlist Dates To schedule a Waitlist patient check the Select checkbox and select Add Appointment To remove a patient from the Waitlist check the select box and select Remove from Waitlist Select Close to exit Appointment Block Void To use the Appointment Block Void select Scheduling Appointment Block Void Enter a patient and select Enter Select the desired appointment and select Void In the Multiple Status Comment enter a comment if desired Select OK to void the appointment Patient Name Patient Acct 10000001 Abbott Charles Select All Void Select Appt Date gt i 11 12 2013 11 12 2013 11 13 2013 11 13 2013 v 11 14 2013 11 12 2013 11 12 2013 11 14 2013 Start Time 10 00AM 10 30AM 10 00AM 10 20AM 10 00AM 06 00AM 06 00AM 10 50AM Pat
85. Therapist Group and Resource Group The Weekly View allows you to see the weekly schedule for a single therapist or resource at your facility Weekly Schedule for George Young PT Location 2 Name Search Conditions Calendar view ES View Weekly Facility PT Location 2 Name Therapist George Young Resource None SM TWTFS El 345678 9 17 18 19 20 21 22 23 8 24 25 26 27 28 29 30 3 Tei E Show CXL NS appts Show CXL NS Appointments This checkbox allows you to control whether you would like to see appointments that have been marked as cancelled or no show appointments This option can be toggled on off at any time User Guide Patterson PTOS 6 0 Scheduling e 66 Send Email Reminder This option allows you to send appointment reminders via email If this option is selected an email information box will appear showing the Total Appointments how many have email addresses set up and the amount of emails to be sent now You will then have an option to send out the reminders Print Preview This option allows you to preview the schedule prior to printing If you need a hard copy of the schedule you can print it from this area This option is only available in Calendar view To access print preview go to Scheduler and click the Print Preview button in the upper right of the screen Select the printer to be used Click Ok O
86. Worklist section of this document Login as Different User In the Tools menu select Login as different user to switch accounts without exiting PTOS Select the date using the calendar or select the Today button The calendar will default to today s date Enter the User Name and Password and Login User Guide Patterson PTOS 6 0 Tools e 159 Help PTOS Help Menu Select Help PTOS Help to access a searchable help menu designed to explain and inform Online Center The Online Center is a hub of web based information that is available for PTOS users Access these websites outside of PTOS software Contact Support Select Help Online Center Contact Support The following appears ptos MAXIMIZE WITH PTOS INTEGRATED SOLUTIONS p gt 3l48fs s Sw Products amp Services Training amp Seminars Video Presentations Sales Inquiries Enhancement Requests Support PTOS Products and Services What s New p gt Biting E 5 6 PTOS 5 6 mone meo PTOS version 5 6 is now available PTOS Integrated Credit Card Processing SST O hensive bill e Has biit Process credit card payments directly from AE OOT EEE eel ace nah aa ae your PTOS practice management software in checks and alerts to ensure every charge ij is captured errors are reduced and PattLock Security collections are improved Protect your data with PattLock Secure MORE INFO Online Backup More info New Change
87. action History for Voiding or Modifying Transactions Account Aging Accounts age daily from the Date of Service date in the patient s account Inactive Accounts When entering transactions for an Inactive patient a prompt appears allowing you to reactive the selected patient Date Range Information Date range information has been added to the statement billed line in the Transaction History window for each individual statement Claims View Claim status in the Claims window Select Billing Claims to view Select the Facility Select AR Facility 1D Patient Name v Uranie Y Ur Sbewted Dectrora Eee tested De Form dere kast abede Radus ras Sex gt mee ia V v vecoss Y Open 12J06 2009 DECIROS DMT 136 00 per x 100 DLLCTROSOL SATT pia per o a ES 12706 2009 ELECTRON SOTT 1 0 wer o Pore ne Fie 125062000 CLOCTROROC SAME 107 a per k Process 12706 2009 CLECTROREC SOMET RNA per o 12 06 2009 DLECTRCIAL LAME 1 00 1 per o Clam Notes 1230442009 DLCIACIOS DAME 31 06 per o hee RA A a a 1206 2009 ELECTROROC DAME 122 00 per v ia 15 04 2000 NECTROAOC AMS m a qe a Crete IRSA Oam 12 06 2000 DECIROS SAME i a per o 12J062000 DLECTRCIOL SAME pog ye e Ars Ds 12008 CLecTRcee APT soa per alaaa Navigate to n 12 06 2009 CLECTROREC SUENE 77 per 122008 nicat LAME poa qer 12 06 2009 Dicot SET 057 0 qe i Terestore 12 06 2000 DECIRCIOL DIME sa ye e 12J0642000 Dicat LAME 190 0 qe D S
88. al Patient Portion Co pay Co Insurance Deductible Total Charges This Patient Total of all charges posted for this patient User Guide Patterson PTOS 6 0 Billing e 86 Today s Charges 7 Total Patient Portion Total ee this Patient s Other Enter Charges Features Cogwheel icon If charges are already entered these options are immediately available Patient Editor Charge Ticket and Last Visit Patient Editor The main location in PTOS 6 0 where you can Add Edit and or View patient data in the system Charge Ticket Select this option to take you directly to the Charge Ticket to enter charges Last Visit A quick way to post recurrent charges to patient cases s If the patient has been treated previously at this facility the information from the last visit defaults This feature is disabled on new patients Charge Ticket A Charge Ticket can be accessed from Scheduling and or Documentation with the same functionality in all areas In Scheduling right click on an appointment and select Enter Charges y Charge Ticket for Abbott Charles 10000001 Filter CPT Codes Date of Service 11 12 2013 n Audit Charges d l Select CPT Code Name of Code fier Default DX Order By PT gt RENEDO NON PE NE CELA RIE o Charges The Charge Ticket allows you to e Select charges for a specific Date of Service e Audit Charges e Filter Procedure C
89. arch an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 Zip Codes Under System Tasks Update Lists Zip Codes create and or edit the city state and zip information To search enter and select the search icon ES Zip Code List ole Js Ja p Anytown so 7 City State Zip Code de Anytown CA 55555 gt ETNIA C To enter a new zip code select the Add icon or select F2 Enter the City State and Zip Select the Save icon to save To delete a zip code select the desired entry and select the Delete icon Zip Codes are preloaded with versions 4 5 and 6 0 See eClaims 5010 Zip Code Requirement Lookup Table The Lookup Table is located under System Tasks Update Lists Lookup Tables It is a database of all abbreviations used in PTOS Select the Add icon to add an additional code Select the Edit icon to edit an existing code Select the Inactive checkbox to inactivate an existing code Using PTOS e 39 Sap Tables HOHO Lookup pe Gnca Decpine The Lookup Table contains all of the abbreviation codes and their descriptions for the following areas Clinical Discipline Injury Area Note Type Referral Specialty Revenue Code Scheduling Resource Group Scheduling Therapist Group Signature Qualifier Use the Inactive checkbox to render the selection unavailable Lookup options cannot be deleted Payment Types To
90. at If there are any types you will not be using the option to inactivate is available ES Appointment Block Hold Type dy Category Type Apptilorma Type Description ee ic Type Icon Inactive Aquatics Appointment Brace Orthotic Fitting Consultation Daily Visit lt Daily Visit Medicare Discharge Independent Medical Ev gt Initial Evaluation Trial Dial har Cutan No image data No image data Ma iman Abs Organize Y New folder A E Recent Places Libraries Documents A Music E Pictures Videos Ml Computer amp Local Disk C de bike ico gt dot_blue ico dot_green ico dot_pink ico gt dot_red ico dot_yellow ico S exercise ico amp holiday ico marketing ico 4 meeting_handshake i Ta staff meeting ico A Treadmill ico A vacation ico Appointment Reminder Email Template In Scheduling Scheduling Admin Appointment Reminder Email Template you can customize an email message that can be sent to your patients to remind them of upcoming appointments User Guide Patterson PTOS 6 0 Scheduling e 53 E email_template txt Notepad File Edit Format View Help Dear lt Name gt This is to remind you of your upcoming appointment on lt sdate gt at lt stime gt we look forward to seeing you If you have any questions please call us Thank You This template is complete
91. ation Address Honte 555 555 5555 Work 555 555 5555 Cell 555 555 5555 In the Personal Information section enter the patient s address email and contact number information Select the OK to Contact checkboxes corresponding to the patient s desired phone number Case Information Case Information Case t First vist mhs Case Status Injured Date y enschede root ate al injury area TE pescargenate Account Type z Decharge Assigned Therapist z Assigned city FTvenFesity z Admit Condition O osae o Discharge Condition PTPN E In the Case Information section enter the following information e First Visit Date and Hour e Fee Schedule e Injury Area User Guide Patterson PTOS 6 0 Using PTOS e 14 e Injured Date e Account Type e Dropout Date e Assigned Therapist e Discharge Date and Hour e Assigned Facility e Discharge Info e Admit Condition e Discharge Condition e Discipline e Delinquency Report Note e Case Note Select the PTPN checkbox if the patient is a PTPN member Responsible Party Responsible Party Relation to Patient Name 123 Main St Relation to Patient Use the drop down menu to select the relationship information Name Enter the name of the Responsible Party Address Enter the address of the Responsible Party City State Zip Enter the city state and zip code for the Responsible Party Diagnosis Additional
92. ayments Print one account type or sort by patient number or by account type Insurance Tracer This report shows all open claims Claims that have been marked final will not display Medicare Log This option is designed as a summary of activity for Rehab Agencies Total insurance and patient payments and credits for these charges are included Monthly Collections This report shows the aging of charges paid for the date range selected Outcome Edit List Report This is a listing of discharged patients that will be referenced in the 43 92 Outcome Summary Report Outcome Reports provide important management data When you select this option the following menu appears You must first select Prepare Outcome Reports option This compiles outcome data for all discharged patients It is similar to Prepare Aged Accounts Outcome Summary This is a list of important management Report data for all discharged patients C P T Code Summary The C P T Code SUMMARY will then total the number of times each procedure was used during the period the charges billed for each procedure code and I individual codes You also have the option of choosing to include I codes ONLY If you choose I codes only all I codes individually entered charges are sorted and subtotaled by DESCRIPTION User Guide Patterson PTOS 6 0 Reports e 140 The report can be grouped by THERAPIST ACCOUNT TYPE
93. cation with the current Referral Update Account Type Codes Select System Tasks Update Lists Account Type Select an existing code to edit or select Add to create a new Account Type code The purpose for Account Type Codes is to allow your office to bill different insurance criteria required by your carriers on the HCFA or UB04 forms and or for grouping your carriers for Statistical reports Account Type Code Name Enter a two to five alphanumeric character Account Type code Enter the name of the account type as you would like it to display on PTOS reports Place of Service POS This field appears in Box 24B on the HCFA form This is a required field Co Pay Amount Enter the amount of the co pay attached to this Account Type Charge per day Enter the maximum charge per day amount Ins Cap Amount Enter the limit for those insurance carriers who have specific limits or CAP This field can be tracked in the transaction screen and will warn you when the patient has reached their CAP Accept Assignment Use the drop down menu to accept the assignment Posting Note Enter an account note that will display in the patient s transaction screen Patient Statement Notes Enter a note that will display on the patient s statement CCI Dataset Select the checkbox to use CCI dataset LCD Dataset Select the checkbox to use LCD dataset The Following Boxes Are Filled Out On The HCFA Form The
94. cd User Guide Patterson PTOS 6 0 LCD Datasets ea LCD Datasets DMX 9 pame o Ja oatasetame O Import Date Time Audit Check can be set to run automatically in Config Parameters Associated account types Use your Local Coverage Determinations LCD Datasets to ensure that C P T Codes and Diagnosis codes are payable by insurance when billed together A warning will appear when the conflicts are present To setup your LCD datasets go to System Tasks Update Lists LCD Dataset In the LCD screen select Add to setup a new list Enter the Name of the dataset and any comments required Select Save Using LCD data files LCD data is frequently updated and made available to you by the Center for Medicare and Medicaid Services Creating a file to use with PTOS is a manual process and will require you to create a spreadsheet using this information and keeping it updated To add a LCD data file that you have created select the Import LCD Dataset File button Use the Browse window to locate your LCD data file Locate the file and save Manually Enter LCD Data ES LCD Data D CPT Code ICD9 CPTCode Using PTOS e 48 To manually enter conflicting codes into the LCD dataset select the LCD Data button In the LCD Data window select Add to enter the allowed LCD and Diagnostic codes Select Save to save them CCI Datasets ES CCI Datasets DEX 9 paar A pstasetname Import Date Time
95. claims If you are using print image output files or paper claims you will not be impacted To inquire further about PTOS eServices call 800 824 4305 User Guide Patterson PTOS 6 0 Billing e 131 Worklist Using the Worklist The Worklist is a handy way of keeping appointments and notes organized by Treating Therapist and Date Appointments In the Appointments tab use the drop down lists to select a Therapist and Date In the Appt Filter select Show All Show Incomplete and Show Complete Use the Refresh button to apply changes to the current view Use the Patient Chart button to open the Patient Chart window Notes In the Notes tab use the drop down lists to select a Therapist and Date Range In the Status Filter select Open Notes Closed Notes and Void Notes Use the Refresh button to apply changes to the current view Select Patient Chart to view chart information in the Worklist User Guide Patterson PTOS 6 0 Worklist e 132 Interfaces Using Interfaces Interfaces allow you to seamlessly share data with third party software programs Config Parameters To set up your Import and Export folders select System Tasks Supervisor Config Parameters Use the drop down list in Config Group to select Interface tos Config Parameters ese Config Group interface Group Interface ning a Document Parameter PTPN Account Output Folder Path eMail Fax Value Schedul
96. code select the Add icon or select F2 Enter the Code and Description and select the Adjustment Impact Select the checkbox Default Type for Insurance payments to automatically default the adjustment type when making an insurance payment Select the Inactive checkbox to disable a selected adjustment Transaction History Legends In System Tasks Update Lists select Transaction History Legends to view and assign color coding for the transactions To assign a color select the color box associated with the transaction Select a Custom Web or System to access a broader spectrum of colors Select OK to save changes al Voided Transaction Default colors by type e Blue Charges e Green Open Claims e Pink Payments Light Blue Adjustment Lavender Billed Red Unapplied Orange Finance Charges Turquoise Modified User Guide Patterson PTOS 6 0 Using PTOS e 42 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 e Gray Voided Transaction ICD9 Codes Select System Tasks Update Lists CD9 Codes Use the Search field to locate the desired code or select the Add con to enter a new code Few ICD9 Codes DES leone
97. ct which diagnosis is appropriate for this service The default DX set in Patient Editor displays and can be edited A maximum of four 4 DXs can be displayed Billing e 84 Co pay Defaults from what was entered in the Patient Editor If Co pay was entered in Scheduler it overrides any other co pay amounts entered elsewhere in the system If co pay is not entered through Scheduler then co pay defaults from the Patient Editor Bill Tab If the Bill Tab is blank then it would default as O zero on the enter charges Co pay can be manually entered but defaults to codes that are marked to affect visits Visit The default is checked anytime there is not an existing Visit marked for each DOS for a patient unless the C P T code was not designated to count as a visit in code setup A visit is not required to post charges If you manually change the Visit box the system will not override this value unless the patient date of service is changed Bill To Designates which party you are billing for the charges about to be entered It defaults to primary insurance unless something different is specified in the C P T code which would then take precedence It can be modified If no insurance is listed for the patient it should default to Bill to Patient Responsibility Click on the drop down arrow to select who will receive the bill for services provided to the patient Facility Click on the drop down arrow to select the physical o
98. cy A 152 Ps alee ted aurea A esaedaas nese tenaescen aateaee as aeaacneses 152 Current hy Locos SUMMA eaen an aa a 153 Object Lock Detalla E ear beer eee ecience aay bere atacedsd 153 Expor Applicaton ET OLS lees 154 Technical Support UUN reissaa a AEAEE 154 SYNE OD Va T E idi cad 155 COPY E T E 156 REO OD rana atniaee cetera aacataenne canes 156 Special Tasks 157 Remove Id ccoo iii dio 157 Nactivate Cases ads 157 Ate TVS A A A 157 Add Update Wem TO 80 555 Nin 158 Tools 159 WV CULTS AE A E E AAE E AA A AA A E 159 Lopin as Ditterent ii dei ed o let 159 Help 160 PTOS Help MOD iaa 160 Online Contorno baaa 160 Contacto IPPO ias 160 A O A A 160 ADOP PO Suaa 161 Syste ni Bae kUPS ll TE EE EE TA 161 Cream Your Baca tl i as ol SES 161 Storia OUR Di aio 161 Glossary of Terms 162 PTOS Website 166 Additional SemNa CRU rn Marne casera ee 166 TO PP PO US E 5 0 A O A ET 166 Enhancement SUP CESA A A AS 166 A O A car Ula da ate eehact hese ota bameit 166 Index 167 User Guide Patterson PTOS 6 0 Contents e vi PTOS System Requirements Please see our current hardware requirements for the current System Requirements Local Area Network If you will be running PTOS on a network there are several considerations to keep in mind First you MUST have a Multi User version of PTOS Operational Considerations The Network version of PTOS allows a high degree of freedom when using various data entry and repo
99. d patient Use the Add Edit and Delete icons to alter information Insurance companies can be deactivated and reactivated using the Reactivate button Notes Tab In the Notes tab enter any notations for your personal office use User Guide Patterson PTOS 6 0 Using PTOS e 28 User Guide Patterson PTOS 6 0 Select the Add Note button to create a new note Select the Delete button to delete an existing note Select the Save icon to save this new patient information Double click on an existing note to edit Select the Report button to create a report of all notes for a particular case Cogwheel The Cogwheel provides a gateway to additional patient information Once inside Patient Editor click on the purple cogwheel icon in the upper right of the screen to access Edit Patient Abbott Charles Active De Last Name aa Case Active y DS gt Patient Case Referral Employer crA UBO4 insurance totes OS Patient Information Case Information Copy Case Patient ID 10000001 Case 1003 First Visit il Discharge Case Primary Facility PT Main Faciity Case Status Activ
100. d the faxEmailServices field to form the email address of the fax Fromemail Specify the email address PTOS will be using while sending email e fax Fromname Specify the name the email sent from PTOS appears to be from Example American Rehab Clinic This name will appear in the From box of outgoing messages Use SSL Yes the email account in use supports SSL encryption No the email account in use does not support SSL encryption Interface Group Parameter Value Notes gt E TT O EAN Interface Export DATA Folder Specify the paths to the folders where PTOS will deposit the third party s Interface Export DATA Format xml Designate a file format for exported files xml Interface Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party so Interface Import DATA Format xml Designate a file format for imported files xml User Guide Patterson PTOS 6 0 Using PTOS e 11 PTPN Account Output Folder Path Specify the path to the folder where PTOS will deposit PTPN files Export DATA folder Specify the paths to the folders where PTOS will deposit the third party software import files Export DATA Format Designate a file format for exported files xml Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party software export files Import DATA Format Designate a file format for imported files xml
101. de Patterson PTOS 6 0 14 Box 66 Leave Box 66 empty We recommend that you leave this box empty Used to indicate the diagnosis version qualifier The default value printed by PTOS is 9 to indicate ICD9 codes Several payers do not want the 9 to print in this box so checking this option will clear box 66 15 Box 69 Print Primary ICD9 Used to denote the diagnosis that describes the patient s condition or reason for admission outpatient registration By default this will be left blank If checked the patient s primary diagnosis code will print 16 Box 74 Principal Used to enter the principal diagnosis code and date It is required on inpatient claims when a procedure was performed 17 Box 74A E Other Procedures Used to enter any additional diagnosis codes and dates 18 Box 76 Qualifier Used for the referring Dr s name NPI number and a second identifier If second identifier is provided it may need to be accompanied by a 2 character qualifier code in the qual field of box 76 Default for this field is empty Generally accepted qualifiers are a OB state license b 1G UPIN c G2 Commercial 19 Box 80 Use this area for Remarks for Unusual Services 20 Box 81 A D Free form area that allows the user to enter additional taxonomy numbers and qualifiers for boxes 81A D on the UBO4 form By default this will be left blank Attachment Information Attachment Information
102. difier on HCFA UB04 v El For UBO4 use only UB04 VISIT Rev Code Y Modifier prints in BOX 42 N Default code prints in BOX 42 Print NPI in Box 56 Y Blank Default code prints in BOX 42 Modifier prints in BOX 44 Primary Insurance Box 9 Select the drop down menu to use Fill out with other insurance information or leave blank Box 11 11C Select the drop down menu to use Fill out with primary information Print None in box or leave blank Box 11D Select Y for yes or N for no Secondary Insurance Box 9 Select the drop down menu to use Fill out with other insurance information or leave blank Box 11 11C Select the drop down menu to use Fill out with Secondary other information Fill out with primary information Print None in box or leave blank Box 11D Select Y for yes or N for no Select the following checkboxes if desired Print Primary Care Physician in Box 17 HCFA Box 17A UB04 Box 76 Qualifier Enter a qualifier number for insurance carriers Print UPIN in Box 17A Use this option to print or not print UPIN Leave Box 24J White Blank Use Provider SSN HCFA 25 UB04 5 User Guide Patterson PTOS 6 0 Using PTOS e 37 Print One Date Per Page The Following Boxes Are Filled Out On The UB04 Form These fields are for additional criteria insurance carriers may require for additional information Your office will be responsible for knowing the insurance carrier s requ
103. dule and either double click or right click on the area in which you wish to schedule the initial appointment and select New Appointment Repeat the steps above to fill out the top portion of this screen PET Sean Multiple Appointment LETTERS Appt Date From Date N To Date ji 11 06 2013 11 06 2013 x gt 11 06 2013 Start Time End Time 06 30AM 06 45AM Duration Total Apptis 15 Mins 1 Frequency Daily Weekly Selected Sun Mon Tue Wed Thu Fri Sat 1 Select the Multiple Appointments tab enter the From Date To Date and Start Time End Time The Duration will adjust depending on the Start and End Time of the appointments 2 Inthe Frequency area there are three options e Daily If the patient s appointments are every day of the week select Daily Scheduling e 55 e Weekly If the patient s appointments are on certain days of the week select Weekly and then choose the appropriate days e Selected If the patient s appointments are on random days select and then click on the days the appointments need to be scheduled The dates will populate on the right side of the screen E Class Monthly schedule 4 March 4 2009 April 2009 May 2009 SMTWUTFS SM TWTF 5 SM TWTF 5 1234 1 2 1234567 8 9 10 11 12 13 14 15 46 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 June 2009 MTWTEFS 123456 7 8 910 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3
104. e lt select a date from the drop down list gt e No Patient Payments received since lt select a date from the drop down list gt e Bill Cases with the Oldest Balance in Range lt select from the drop down list gt Use the drop down list to select the Facility ID if desired In the Bill by Date Ranges section select the checkboxes 7 To x Y Include Activity from past 30 days Include Activity from Bill only if Patient has Charges in the Date Range Specified e Include Activity from past 30 days e Include Activity from lt select date range gt e Bill only if Patient has Charges in the Date Range Specified In Header options select from the available remit to options Header Options Include Client Logo 7 Include eMail Address Include Facility Mare SM Include Referring Physician Include Facility Address Y Include Date of injury V Include Tax ID 7 Include Employer web Address O Diagnosis Code O Neither Include Client Logo Include Facility Include eMail Phone Address Include Facility Include Facility Include Referring Name Fax Physician Include Facility Include Office Include Date of Address Hours Injury Include Tax ID Select the radio button to include the Web Address Diagnosis Code or Neither Include Employer In Body options select from the available options Body Options Indude Billed Lines Indude Balance Forward Show Expected Insurance Balance
105. e Injured Date AR Be E es Fee Sdicdale Dropout Date A a D E a Abbott n piecing as r a m i Archive Patient Discharge Info Enter Charges Assigned Facility PT Main Fadlity Bill Patient Now Discipline PT Bill Insurance Now PTPN Payments Adjustments Patient Transactions Recreate Claims El Print Cover Sheet Add New Appointment Add Patient To Waitlist Appointment Summary Co Pay History City State Zip Print Blank Patient Questionnaire Print Blank Flow Sheet Dagnoss Additional ICD9 Codes Patient Chart Email ptos ptos com 1CD9 5 Patient Charge History Phone numbers OK to Contact 1CD9 6 Home 555 555 5555 Y 1CD9 7 Work 555 555 5555 1CD9 8 Using PTOS e 29 Cogwheel Options Menu a Add New Case Copy Case Discharge Case Inactivate Case Reactivate Case Archive Patient Enter Charges Bill Patient Now Bill Insurance Now Payments Adjustments Patient Transactions Recreate Claims Print Cover Sheet Add New Appointment Add Patient To Waitlist Appointment Summary Co Pay History Print Blank Patient Questionnaire Print Blank Flow Sheet Patient Chart Patient Charge History Use the Cogwheel Options menu to Add New Case Select this option to create a new case for the selected patient Copy Case Select this option to copy the current case information into a new case Discharge Case Select this option to designate a case as discharged that will
106. e claims Right click on the Status of a selected claim Select Move to Open or Move to Un Submitted Elec from the menu The following message appears Billing e 125 Are you sure you wish to move the selected In Process claims to Open Select Yes to continue Select No to exit without make the change ERA ERA electronic remittance advice is an electronic file in an industry standard format called ANSI 835 The file contains a number of transactions representing the payments and or adjustments that a payer has determined to be appropriate for charges claims submitted by the provider View ERA in Claims In the Claim screen select the ERA Queue button The ERA Queue appears The ERA Queue al Process Claims and Payments Returned in Diectronic Remittance Advice From PET iP To 02 26 2010 jo Show Browse Buk Peymenty Legends e d Payer Aron Payment Method ve Compe tec gt Ba esse SO In the Electronic Remittance Advice Queue select the From and To dates to view a range of claims Select the Show button to display ERAs In the ERA area select a claim to view the basic information in the upper portion of the queue Select the View hyperlink to view the ERA Select the Completed checkbox to mark the EOB as completed In the ERA area select a claim to view the Claim detail in the lower portion of the queue Select the EOB hyperlink to view the User Guide Patterson PT
107. e not currently attached to fee schedules Attaching Fee Schedules to Patients Attach the Fee Schedule to a patient in the Patient Editor Select Patient Editor and enter the desired patient Select Edit Use the drop down arrow to select the Fee Schedule The following is an example of the Fee Schedule in Patient Editor Fee Schedule todays i iz Injury rea Additional Account Type Standard Fee Schedule The Fee Schedule amount will display on the Enter Charges screen under Allow Amt The following is an example of the Fee Schedule in the Enter Charges screen NOTE The Fee Schedule attached to an Insurance Company atient Balance Last Visit 146 00 Units Chg Amt f Allow Amt Modifier Description 40 50 PHYSICAL THE y TA gt Attaching Fee Schedules to Insurance Companies Attach the Fee Schedule to an insurance company in the Insurance Company window Select System Tasks Update Lists Insurance Company Select the Insurance Company desired Use the Fee Schedule drop down list to select a Fee Schedule from the available options User Guide Patterson PTOS 6 0 Using PTOS e 47 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options For more information on LCD data and CCI data visit www cms gov m
108. e the drop down menu to select the clearinghouse e Login Enter the User name e Password Enter the password e Other Clearinghouse File Path Use the Browse button to locate the clearinghouse file path if applicable This option is only available if you are using Other as your designated eClaim provider Billing e 120 e Print Image File Name Enter the name desired for using Print Image files for sending eClaims Reports can also be Under Default Reports to be Printed select the checkbox manually retrieved and associated with the reports that you wish to print automatically purged in the eClaims when processing claims Reports screen under the Claims Queue Acknowledgment of Amend File Detail RPTO4A Receipt 997 Batch amp Claim Rejection RPTO5 File Status RPT02 Amend Batch amp Claim Rejection RPTO5A File Summary RPTO3 Provider Claim Status RPT10 File Detail RPT04 Special Handling Unprocessed Claims RPT11 Under Report Settings select the checkbox Save Reports to save these reports to Documentation Select the number of days after which you wish to Purge reports Purged reports will be completely removed from your PTOS database Select Save to save your selected setup Select Default to restore the default settings Select the Cancel button to exit without saving Auto Assign Payer ID Any Insurance company that has been designated to Auto Assign Payer IDs can be assigned or updated using
109. eate a lock disabling modification of transactions Auto Adjust Yes write off amounts will automatically default when posting insuranc R Details On Daily Tr Yes A R totals will be printed on bottom of report No Totals will not b Charge Limit Warning T 100 00 User can specify to be warned within XXX XX of the patient s charge limit ERA Group Codes To I PR If using Electronic Remittance Advice specify the group code 2 To set the default Adjustment Group Code and Reason Code go to Billing Insurance Billing eClaims Setup tab The eClaims Provider must be set to Emdeon This feature is NOT available to those using Other clearinghouses To the right there are two drop down fields This is where the Default Adjustment Group Code and Default Adjustment Reason Code are set Click Save fos Insurance Billing Insurance Billing Sort Standard Options Claim Quel Clearinghouse Settings Default Adjustment Group Code Default Adjustment Reason Code eClaims Provider Setup Login Credentials lt No Defaults gt lt No Defaults gt Send Unpaid Balance Details to Additional Insurance F eClaims Clearinghouse File Path Print Image File Name CLAIMS TXT Ex Claims txt printimage doc Default Reports to be Printed Y Acknowledgement of Receipt v 997 Y Accepted Claims RPTO4 Y Rejected Claims RPTO5 Y Pended Claims RPT 12 Reports Settin
110. ecific date lt can be printed for a specific patient and date range This report creates individual Super Bills for patients The Super Bill will only contain C P T Codes that were marked To Include on Super Bill This report displays patient appointments for the date range specified Report Weekly Appointment This report displays the number of User Guide Patterson PTOS 6 0 Reports e 145 appointments week for a five week period for each Therapist in the facility or for all physicians referring to the facility User Guide Patterson PTOS 6 0 Reports e 146 System Tasks Supervisor In this section use System Tasks to manage a group of supervisor items Config Parameters Config Parameters Contig Group Group Biling Document Parameter eMail Fax Value Scheduling System Notes Specify the path to the folder where PTOS wil deposit PTPN files x l Group Parameter Value Notes gt TA Spec the path to the folder where PTOS wil depost PTPN fles Interface Export DATA Folder Specify the paths to the folders where PTOS will deposit the third party s Interface Export DATA Format xmi Designate a file format for exported files Ganl Interface Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party so Interface Import DATA Format xmi Designate a file format for imported files xml Use the drop down menu to select a Config Group To edit an existing e
111. ect the Charge that needs to be removed and void the entry AR totals will automatically recalculate based upon this change Charges that have payments and adjustments posted cannot be voided e Void an Adjustment Select the Adjustment that needs to be removed and void the entry AR totals will automatically recalculate e Void a Payment Select the Payment that needs to be removed and void the entry AR totals will automatically recalculate Applying Co pay Most patients must pay a Co pay upon arrival for their appointment There are two ways to post a Co pay in the system e Unapplied Amounts Select Scheduler on the PTOS Menu Bar All appointments with Co pays will be available and you can pay any amount Those amounts are considered unapplied amounts Unapplied amounts can be applied to all transactions This method is the quickest and easiest way to post the Co pay and provide the patient with a receipt showing the Co pay was posted to their account e Default to Co Pay In the Payments Adjustments tab make an account payment Payments will default to pay Co Pay first before applying payments to other services Billing e 104 Auto calculating Accounts Receivable Accounts Receivable automatically calculates after changes have been made so that all reports and account balances are correct e Patient Editor Patient Case Acct Type e Patient Editor Bill tab Co Pay e Billing Patient Transactions Trans
112. eek select Weekly and then choose the appropriate days e Selected If the Blocks are on random days select and then click on the days the blocks need to be scheduled The dates will populate on the right side of the screen Additional Therapists To add additional therapists to a Block Hold select the Additional Therapist tab AN Additional Therapists ETA AS Therapist Name gt Admin Admin mo gt Select the Add Therapist button to schedule an additional therapist to this appointment Select the Delete Therapist button to remove an added therapist from the existing appointment Additional Resources To add additional therapists to a Block Hold select the Additional Resources tab Single Block Hold Multiple Block Hold ASS Additional Resources ResourcelD Resource gt Gym Gym Select the Add Resources button to schedule an additional therapist to this appointment Select the Delete Resources button to remove an added therapist from the existing appointment Delete Block Hold To delete an existing Block Hold right click on the Block and select Delete Block Hold The following message appears User Guide Patterson PTOS 6 0 Scheduling e 59 Q Are you sure you want to delete this Block Hold Select Yes to delete the block Select No to close without deleting Editing Appointments You can edit any scheduled appointment by simply double clicking
113. entative during business hours User Guide Patterson PTOS 6 0 PTOS Website e 166 Index A Adjustment Type 41 Appointment Warning Messages 88 Archive Patients 157 B Backup Restore 156 Billing Approve Daily Transactions 100 CCI LCD Audits 103 Charge Ticket 87 Insurance Billing 115 Payments Adjustments 89 Standard Options 112 Transaction History 98 Transactions 82 Void Transaction 104 C CCI Datasets 49 Claims 105 Electronic Remittance Advice 126 Claims Queue 117 Config Parameters 8 CPT Group 44 D Documentation 71 Enter Charges 82 Note 74 Patient Chart 74 Pick Lists 73 Template Admin 71 E eClaims Setup 31 Email Reminders 67 Enhancement Suggestions 166 Exit 2 User Guide Patterson PTOS 6 0 Export Application Errors 154 F Facility Information 4 Facility Logo 81 FAQ 160 166 Fee Schedule 45 G Glossary of Terms 162 H HCFA UB04 19 Help 160 Help Menu 160 l Insurance Payments 90 Interfaces 133 L LCD Datasets 48 Local Area Network 1 Logging On 2 Login Summary 152 Lookup Table 39 M Multiple Blocks 58 N Note History 77 O Object Lock Details 153 Index e 167 pP Patients 13 Bill Tab 18 Case Information 14 Diagnosis 15 Emergency Information 14 Employer Details 18 Insurance Tab 28 Notes Tab 28 Options Menu 30 Patient Information 13 Personal Information 14 Primary Care Physician 17 Referral Employer 16 PTOS Website 166 R Remove Old Accounts 15
114. equests specific information that is not specified elsewhere on the claim form 6 Box 31A 35A Occurrence Used to enter the 2 digit code and corresponding date that identifies conditions that apply to this billing period Box 35 has space for the From and To dates 7 Box 31B 35B Occurrence Used to enter the 2 digit code and corresponding date that identifies conditions that apply to this billing period Box 35 has space for both a From and To date 8 Box 39 41 Used to indicate the value codes and amounts for primary and secondary insurance PTOS leaves this box blank by default 9 Box 45 Leave Box 45 Empty primary contains the date of service and PTOS populates it by default If this option is checked it will be left empty when billing primary 10 Box 45 Leave Box 45 Empty secondary contains the date of service and PTOS populates it by default If this option is checked it will be left empty when billing secondary 11 Box 50A C Payer Name Default the name of the primary insurance in 50A secondary in 50B and tertiary in 50C Entering any values here will overwrite these defaults Some providers may have their own custom requirements for this Dox 12 Box 63 Treatment Authorization Codes Used to enter up to 3 assigned authorization numbers if applicable 13 Box 64 Used to enter the document control number for a claim User Guide Patterson PTOS 6 0 Using PTOS e 23 User Gui
115. erate PTPN Data Balance Validation Utility View PTOS Web Notes Y Show PTOS Background Image The following window appears MES Are you sure you want to export all case details F Yes e No 4 Select Yes Select OK Exported files will now appear in the folder that was designated in Config Parameters Once files have been exported to this folder a new file will be created in the export folder whenever files have been added or edited Import Files To import XML files into PTOS select Special Tasks Data Import MESA Tools Window Help Remove Old Accounts b Add Update Client Logo Printer Administration Generate PTPN Data One Time Export Balance Validation Utility View PTOS Web Notes vw Show PTOS Background Image The following window appears User Guide Patterson PTOS 6 0 Interfaces e 134 PTOS 6 0 Do you want to import the Valid Files A Patient Details are Imported Select OK Import Summary Views Import Log Total Patients Imported 5 Total Charges Imported O Review the Import Summary Select View Import Log to preview a report of Import information Select OK User Guide Patterson PTOS 6 0 Interfaces e 135 Reports Report Options Multiple options allow you to control how you receive report data Report Views View your reports onscreen in either GridView or ReportView e EU view ET
116. ffice or treatment center where medical services were provided to the patient The default for this field is from Scheduler If nothing is set in Scheduler then use the assigned facility for the selected case in Patient Editor If the assigned Facility field is blank it should default to the Primary Facility that was assigned in Patient Editor POS Place of Service Defaults from the HCFA UB04 Tab in Patient Editor If the Patient Editor POS is blank then the POS during charge entry will default from the Account Type if there is one attached Rev Can be assigned if one applies to this charge The default is what was set in C P T Code Setup or Fee Schedule If it remains blank nothing is selected ICODE An ICODE can be used in place of a C P T code by typing an P in the C P T code field An ICODE Charges box displays ICODES are used as placeholders for codes that are not currently available in the system ICODE will default to Y Yes as a Visit Deselect if you would like to remove and count as N No ICode checkbox Box is automatically checked to designate when an ICODE is created It is defaulted to be check marked when an ICODE is used in the C P T Code box This box cannot be modified Charges entered from the Enter Charges window are automatically approved Charges entered from Documentation User Guide Patterson PTOS 6 0 Billing e 85 and or Scheduling through the Charge Ticket will remain U
117. from EE this screen This number is supplied by your otyiState 2p Anytown ca 55555 licensing information Facility ID 4 Name Location 3 Location 4 Alpha Beta Billing Test Facility 3 Billing Test Facility 2 PT Main Facility City 2 tacon 2Nane locaton 2 Contact e F Use Practice Tax ID Contact Location 3 Contact Location 4 Contact Location 4 Contact Location 4 Contact Location 4 Contact Location 4 Contact F Inactive F Main Facility pPractice Identifications F Insurance Billing Remittance Facility F Patient Billing Remittance Facility Scheduling Start End Time 05 00AM 09 00PM Time Duration 10 in minutes PTPN Information Office Phone 555 555 5555 555 555 5555 555 555 5555 555 555 5555 555 555 5555 555 555 5555 A Los Angeles Location Location Location Location Location Under System Tasks Supervisor Facility enter your facility information Enter your demographic information including Scheduling Start End time and Scheduling Time Duration In the PTPN Information section enter the Office and DBA information Select the checkboxes to designate this facility as the Insurance Billing Remittance Facility and or Patient Billing Remittance Facility User Guide Patterson PTOS 6 0 Using PTOS e 4 Select the Practice Identification button to enter additional ide
118. gnature Line Admin s Signature Line Signature File for Documentation Under System Tasks Supervisor Employee create and or edit the employees of your facility If you have purchased the Scheduling program separately you will need to create all employees both therapists and office staff While creating editing an employee all the areas indicated by a red asterisk must be filled out to save this employee Using PTOS e 5 Required for therapists Do not alter this area without the assistance of PTOS support Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 To create a new employee select the Add icon Enter the Emp ID In the next section enter the employee s name User Name Password and Nickname Gender if desired Under the Billing Provider Information enter the Employee s Name Address City State Zip and NPI Also include the Phone number s Email Birth and Hire Dates Title Terminated Date Hourly Rate Sort Order and Notes Under Force Password Change select either Next Login or an Expiration date Enter the employee s NPI if applicable Tax ID number if applicable NY state License if applicable Ohio Provider if applicable Social Security Nu
119. gs Auto Assign Payer ID s Purge Reports after 302 i Auto Assign Payer ID d 3 Now when making adjustments through the Insurance Payments and or Bulk Payment windows these codes and adjustment amounts will be defaulted The user can change the defaults if necessary or simply save the payment if all the defaults are correct User Guide Patterson PTOS 6 0 Billing e 92 Insurance Payment Windows Payments with an amount greater than the balance can now be made in both the bulk and regular insurance payment windows Visual indicators have been added to warn you when an overpayment is applied In the top grid the Ins Pd Amt field turns orange with a tooltip to indicate any previous overpayments already saved for that claim In the bottom grid the Pay Amt field turns orange with a tooltip indicating the overpayment amount for that particular charge In addition orange text detailing the overpayment amount appears at the bottom of the window near the distribution fields RA DA NT FOR Person Tesi 12335 a if Last Name a Payment Information Payment Date 03 09 2012 Facility FACILITY m AccountType Payment Type Insurance C m O Bank 100 00 AARP PD 100 00 Insurance Check for 03 09 2012 03 09 2012 Balance Account Payment Print Receipt Clear Payment a Patient Create Date Claim Notes Insurance Name Claim Amt Exp Ins In
120. he Adj Type and review the Acct Type Select the desired Facility Select either Credit Adjustment or Debit Adjustment Enter any applicable comments in the Comments field Enter the Amount of the payment Select Automatic Distribution or Manual Distribution to disperse payment Manual Distribution allows you to enter the payments and amounts as you like Unapplied Payments are payments or adjustments that have been made but not attached to transactions Default Adjustment Group and Reason Code The default Adjustment Group Code and Reason Code will now default when using the Auto Adjust feature in Config Parameters 1 To set the Auto Adjust feature go to System Tasks Supervisor Config Parameters On the upper right hand side select Billing In the lower table select Billing Auto Adjust Yes Select Edit to change the appropriate value of Yes or No Billing e 91 Yes write off amounts will automatically default when posting insurance payments No write off amounts will not default when posting insurance payents Notes Choose whether to see the Charge Ticket or Enter Charges screen when Yes Prompt will appear during charge entry to audit codes using CCI L Filter Charge Ticket Su 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT Tax Percentage Set up the sales tax percentage to be used on taxable services This will tenes Enter a closing date to cr
121. he Cogwheel to access an additional menu of options See Approved Charges for more information on the Cogwheel options For More Information on CCI LCD Audits CCI and LCD data go to During the Approve Charges process outlined above you have www cms hhs gov the option to run CCI LCD Audits The CCI Audits are updated quarterly by CMS LCD Audits are determined locally by financial intermediaries Multiple CCl or LCD Audits can be set up and User Guide Patterson PTOS 6 0 Billing e 103 User Guide Patterson PTOS 6 0 attach to the Account Type and the insurance company This allows the system to handle different allowances for states regions etc CCI Audits In the Cogwheel select Audit Codes This audit looks for conflicting C P T codes that should not be billed together and gives you the opportunity to edit the charge and or add a Modifier LCD Audit LCD Audits can be run simultaneously with the CCI Audit The LCD Audit is a check to ensure that C P T codes and DX codes are payable when billed together If there is a conflict the audit will warn you that the C P T Code will not be paid with that DX code You can modify the code from this screen and run the audit again to make sure it passes Void a Transaction Void a transaction that was entered incorrectly by removing the charge In the Daily Transactions or Patient Transactions screen select the Void Transaction from the Cogwheel menu e Void a Charge Sel
122. ient Editor Payments Adjustments 5 WorkList 2 Scheduler Patient Chart Main Benne cee En eClaims Setup Clearinghouse Settings Default Adjustment Group Code Setup Login Credentials lt No Defaults gt Default Adjustment Reason Code RA lt No Defaults gt eClaims Provider Emdeon 4 Send Unpaid Balance Details to Additional Insurance eClaims Clearinghouse File Path Browse Print Image File Name CLAIMS TXT Ex Claims txt printimage doc Default Reports to be Printed Y Acknowledgement of Receipt Y Accepted Claims RPTO4 Y Rejected Claims RPTOS V Pended Claims RPT12 Reports Settings Purge Reports after 30 Days Auto Assign Payer ID s Auto Assign Payer ID PTOS Logged in as ADMIN 11 13 2013 To setup the Unpaid Balance defaults go to Billing Insurance Billing and select the eClaims Setup tab In the eClaims Setup select the checkbox Send Unpaid Balance Details to Additional Billing e 122 Insurance Then use the drop down boxes to select the default group code and the default reason code Using Unpaid Balances Unpaid Balances are used when communicating electronically with secondary or additional providers For example if the Primary insurance paid 70 of a 100 charge the unpaid balance would be 30 Use the Unpaid Balance checkbox to submit the 30 along with the reason group codes for why it was not paid to the Secondary pa
123. ient Name Case Description Comment Status Voided Comment Y View Waitlist The following screen appears Successfully Voided Select OK User Guide Patterson PTOS 6 0 Note This Comment will apply to all of the appointment s that is being voided Ok fp Cancel Scheduling e 69 User Guide Patterson PTOS 6 0 Voiding Blocks To Void a Block leave the Patient Name and Patient Acct fields blank Select the Therapist desired or leave as Any Therapist Select the Resource Start Date and End Date desired Select Fetch to retrieve data Select the desired Block and select Void Enter a comment optional and select OK to Void Scheduling e 70 Documentation Template Admin User Guide Patterson PTOS 6 0 Use the Template Admin to create customized correspondence Go to Documentation Template Admin Select the headings on the Information tree to open additional screens The following is example of the Patient Questionnaire template Put Note Type Here Here logo Put Facility Name Functional Activity Index Patient Goals Others In the Note Type select from the available options in the drop down list Header Header information includes the following items Patient Acct DOB SSN Phone Insurance Authorization Claim Phone Fax Therapist Date of Service Referred By PCP Diagnosis Injured Date Initial Evaluation Date Total
124. information for each Employers This report generates a list of Employers Code Lists Fee Schedules This report generates a list of fees by Fee schedule ICD9 Codes This report generates a list of International Statistical Classification of Diseases and Related Health Problems diagnosis codes Insurance Companies A listing of all Insurance Carriers their codes and information as setup in the system Lookup Table This report displays all of the abbreviation codes located in the Lookup Table Employee This report is a listing of all existing Employees with their correlating information Payment Type This report is a listing of the Payment Types Adjustment Type This report is a listing of the Adjustment Types Transaction Lists Under Reports select Transactions Lists Reports to create a report with the following options User Guide Patterson PTOS 6 0 Reports e 143 Adjustments This report generates a list of adjustment types Bank Deposit Slip This report lists all information pertinent to the Bank Deposit Slip Charges This report shows all charges billed and unbilled in a specified date range Charges and This report is a list of charges and payments Payments for Primary grouped and subtotaled by the patient s Insurance primary insurance Daily Transaction This report lists entered transactions for a Report specified date range for all facilities Payments This report is a list of payments subtotaled b
125. ing z System Notes Specify the path to the folder where PTOS will deposit PTPN files Group Parameter Value Notes Sera rca ty the path to the folder where PTOS wil deposit Nes Interface Export DATA Folder Specify the paths to the folders where PTOS will deposit the third party s Interface Export DATA Format xml Designate a file format for exported files xml Interface Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party so Interface Import DATA Format xml Designate a file format for imported files xml Set your Data Export and Data Import to XML Enter the path location where you wish to store the exported data The Export folder path contains the exported patient demographics Enter the path location where manually imported XML files will be stored The Import folder contains any files that have been manually imported Exported Files PTOS 6 0 automatically exports all demographic files to the designated Export folder Once files have been exported to this folder a new file will be created in the export folder whenever files have been added or edited Allow plenty of time for the file export to complete User Guide Patterson PTOS 6 0 Interfaces e 133 One Time Export To export your patient demographics to XML select Special Tasks One Time Export eames Tools Window Help l Remove Old Accounts gt Add Update Client Logo Printer Administration Data Import Gen
126. ion EEA Hor F Show Void Transactions i Transaction Audit Trail Date Code Description TranType Amount Diff Betw alae Allowed Amt Co pay gt 03 14 2012 97001 MA amQ 1000 000 Y 03 14 2 PT CA H Patient PD 20 00 UNAPPLIED 20 00 PT CASH for 03 14 P yment 20 00 E 03 14 2012 NETA o J Charges Diff Betw Chg Alow Allowed Amt Exp Ins PatientPaid InsPaid Unapplied Bal Adjustments CoPay Exp Ins Bal PatientBal Total Bal 100 00 0 00 100 00 100 00 20 00 100 00 _ 20 00 0 00 0 00 0 00 20 00 20 00 gt Dee Unassigned Amount of 20 00 OVERPAYMENT for PT EVALUATION on 03 14 2012 03 14 2012 20 00 Example The now unapplied 20 00 patient payment shows that it was once paid on the PT EVALUATION charge History Tab Abbott Charles 1000000 Ea e Z Location HISTORY E Show Void Transactions lp Transaction Audit Trail Date Code Description TranType Amount Diff Betw Chg Allow Allowed Amt Co pay Exp Ins Insurance Pd Patient Pd 2 HA A Charges Diff Betw Chg Allow Allowed Amt Exp Ins Patient Paid Ins Paid Adjustments Co Pay Bal Patient Bal Total Bal Date Comments Charges Paid Or Adj gt BbUphi pk Unassigned Amount Select the History tab to view patient transactions by date This screen is a more detailed overview of the pa
127. ion allows for several actions to take place When selected the first screen that will appear is the Charge Ticket screen The ticket can be filled out at this time or you can use cancel if you wish to fill it out at a later time The next screen is the Sign Note screen The first step is selecting the appropriate Documentation e 78 Date of Service and Therapist Next if you wish to close the note the Primary Therapist box will need to be checked The selected therapist will then be required to type in his her password Sign Note Note Type Progress Daily Notes Date of Service 09 01 2011 X Therapist Admin Admin X Primary Therapist Closes Note Qualifier Link note to Appointment email efax Note Cancel Secondary Therapist Select OK and the note will now be signed and closed Once a note is closed it will now move into the closed category under the Note History Void If a note is mistakenly created the option to Void the note is available All voided notes stay in the patient chart but cannot be edited once they have been voided Right click on voided notes to print or preview Charge Ticket This will open the Charge Ticket screen Simply select the appropriate charges for this note and then select OK to complete the Charge Ticket Edit Using Microsoft Word Use this option to edit a note outside of PTOS Once a note has been edited in MS Word it can no longer be edited in the PTOS Chart Area
128. irements The Following Boxes are Filled Out On the UB04 Forms UBO4 Print Entire Date Range in Box 6 Print Rev Code in Box 44 of UB04 Summary 7 Add Leading 0 to Rev Codes Print Modifier on HCFA UB04 Y o For UBO4 use only UB04 VISIT Rev Code E Y Modifier prints in BOX 42 N Default code prints in BOX 42 Print NPI in Box 56 Y Blank Default code prints in BOX 42 Modifier prints in BOX 44 Select from the following checkboxes if desired UB04 Print Entire Date Range in Box 6 Add Leading 0 to Rev Codes UB04 VISIT Rev Code Enter the UB04 Visit revenue code Print NPI in Box 56 Print Rev Code in Box 44 of UB04 Summary Print Modifier on HCFA UBO4 Use the drop down list to select Y N or leave Blank Employers Under System Tasks Update Lists Employers create and or edit Employer information To search enter and select the search icon lawl Employer Ina 08 The Employer number can be up to seven characters alphanumeric To enter a new Employer select the Add icon or select F2 Enter the Employer No Employer Name Address City State Zip and Phone Select the Save icon to save Select the Inactive checkbox to render this Employer inactive Employers cannot be deleted User Guide Patterson PTOS 6 0 Using PTOS e 38 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to se
129. ists Demographie Lists ee Code Lists a Transaction Lists t e Documentation Reports e a Scheduling Reports tf Void Filters on Reports Use the Include Voids filter to include or exclude voided billing charges adjustments and payments on Transaction and Analysis reports Include voids Use the checkbox on the following reports Transactions Analysis Adjustments Collection Transaction Analysis Charges Collection Efficiency Charges and Payments for Primary Insurance Payments Transaction Audit Trail User Guide Patterson PTOS 6 0 Reports e 137 Aged Accounts Receivable Reports E View GridView Aged Accounts Receivable Account Type Report Type etal Grid View Description mt owed by patient case by sorting and grouping the data This report is cumulative and cannot be fitered by date This report should be printed as part of your end of month reports Under Reports select Aged Accounts Receivable Reports to create a report with by selecting from the following options Facility Select the desired facility from the available options Account Type Select the desired Account Type from the available options Insurance Company Enter an Insurance company to narrow results by Insurance Company only Therapist Select the desired therapist from the available options Report Type Select Summary or Detailed Case Status Select the desired case status from the available options Amount
130. le claims for a particular patient it is important to note that multiple open claims may have an effect on your patient balance totals These totals may appear artificially inflated due to the way in which claims are estimated Select and Close Multiple Claims from the Claim Queue Multiple claims may now be closed at one time in the Claim Queue through Billing Claims Check all the claims that are to be closed and click the Close Claim button The Closing Insurance Claim window will appear for each claim prompting the user on how to handle additional insurance or adjustments once the claim is closed Billing e 106 Patient Name Dt Created Dt Sub Days Outstanding Form Name Amount Submitted Status InProcess Open Y Patient 2 02 03 2010 LASER CMS 1500 HCFA 2007 275 00 Un Submitted Rejected 02 03 2010 LASER CMS 1500 HCFA 2007 458 00 Un Submitted Patient 3 02 10 2010 LASER CMS 1500 HCFA 2007 150 00 Un Submitted Claim C Print Image File Process Claim Notes Preview Close Claim Close Claim from Patient Editor When inactivating insurance if there are outstanding claims for this insurance the user will be taken to the Claim Queue to close the claims After reviewing and closing the claims the user must close the Claim Queue and then will return to the patient insurance window to complete the insurance inactivation This happens from Patient Editor Insurance Tab select insurance and choose the Inac
131. ls chosen in the filter Authorization Number A listing of patients showing their authorization number assigned within a specific date range Demographic Lists Under Reports select Demographic Lists Reports to create a report with the following options Patient Employer This report shows a listing of patients by their associated employers and or occupation Patient This report is a listing of patient addresses Address Birthdate and their birthdates Patient Additional Info This report is a listing of additional patient information including email Home Work User Guide Patterson PTOS 6 0 Reports e 142 1 visit Last Visit Referring Doctor and User Defined Field Cover Sheet This report provides a cover sheet containing the data entered on the Patient Data screens Under Reports select Code Lists Reports to create a report with the following options Account Type This report is a listing of all Account Types set in the system CCI Dataset This report is a listing of CCI Edits and the respective information attached to each LCD Dataset This report is a listing of LCD Edits and the respective information attached to each C P T Codes This report is a listing of C P T Codes and the info recorded for each in the system C P T Group This report is a listing of C P T Groups Terminology groups Referrals This report is a listing of all Doctors Attorneys or Case Managers and pertinent
132. ly customizable This message can be edited to fit the needs of your facility The only areas that should not be edited are the lt Name gt lt sdate gt and lt stime gt These are programming items that populate the patient s information into the message Scheduling an Appointment Scheduling a Single Appointment To schedule a single appointment open the schedule and either double click or right click on the area in which you wish to schedule the appointment and select New Appointment ce Patients Scheduling Documentation Billing Reports System Tasks Special Tasks Tools Window Help Exit Y Patient Editor Payments Adjustments 5 WorkList 2 Scheduler Patient Chart Daily Schedule for 11 06 2013 PT Main Facility Search Conditions lt lt lt Calendar view io Daily y Gan Facility 15 PT Main Facility Z You can also create Therapist Group an appointment using Resource Group Scheduling New n Ap pointment SMTWTFS New Appointment from waitlist New Block Hold 2 s 3 4 shall s 9 10 11 12 13 14 15 16 a 17 18 19 20 21 22 23 48 24 25 26 27 28 29 30 2 Today 7 Show CXL NS appts The New Appointment screen will open First you will need to select the patient you wish to schedule To do this in the User Guide Patterson PTOS 6 0 Scheduling e 54 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key
133. m Patient Transactions Summary Tab Select Patient Transactions under Billing Patient Transactions In the Summary tab review a quick overview of a selected account E TRANSACTION FOR Abbott Charles 10000001 Last Name 94 Case 1003 Case Description Active z Location MAIN summary Ma Activity Balance Ins Unbilled 50 00 Current 30 00 Charges 50 00 30 59 0 00 OO O Payments 20 00 o e 60 89 0 00 Adjustments 0 00 90 119 ooo Last Date Ins Billed 120 0 00 Last Date Pat Billed PAN 30 00 Last Code E Expected Primary Ins Bal 30 00 Last Code Date 11 12 2013 Expected 2nd Tertiary 5 59 Patient Balance 0 00 Visit Limitations Unapplied First Visit Date Unapplied Balance 20 00 Authorization Expiration Date 11 06 2013 Authorized Visits un Actual Visits Remaining Visits Fa Charge Limit 10 00 User Guide Patterson PTOS 6 0 Billing e 95 User Guide Patterson PTOS 6 0 Select a patient by using the patient search Under Case Description select the desired case from the drop down list Review the Location Under Activity review Ins Unbilled Charges Payments Adjustments Last Date Ins Billed Last Date Pat Billed Last Code and Last Code Date Under Visit Limitations review First Visit Date Authorization Expiration Date Authorized Visits Actual Visits
134. mber Taxonomy code and Statement Header Select Employee type and Provider on Insurance physician Select the Default Facility and any additional Facilities for this employee User Group ID This area allows you to set up the different access levels for your employees Therapist Group All employees must be assigned a Therapist Group If the employee is not a therapist it will not have any effect on the schedule Signature Line This area must be filled out by all Therapists The information in this area is how the employee s electronic signature will look Signature File for Documentation Browse to the location in which you wish to save the signature file Site ID ES SitelD For Admin Admin III Billing Provider Number gt 0555 555555555555555555 Select the Site ID button to select the Site ID from the available options Using PTOS e 6 DO NOT proceed without the assistance of eServices Support Doing so may result in an interruption in your e Claim processing Please contact eServices Support at 800 475 5036 Therapist Info Select Therapist Info to assign the required numbers for Insurance Claims by Account Type tos Therapist Info for Admin Admin Box 241 Pink Box33A Box 24 Pink Box33B Therapist eClaims 24 ID Type x eClaims 33B ID Type v Account Type Box241 Pink Box24J Pink 24J Identification Type Box33A Box3
135. n Summary Select the Login Summary to view the login users for a user defined date range Login Summary Login Summary Currently Logged Summary Date Range 11 15 2013 g 11 15 2013 User Name Refresh Export 4 Remove log Data f Employee Name Machine Name Login Date Login Time Logout Date Logout Time User Guide Patterson PTOS 6 0 System Tasks e 152 Use the drop down list to select a From and To date from the calendar The current date defaults in the From and To fields Use the drop down list to select a User Name Select Refresh to update the list Select Export to save this file in another format elsewhere on your computer Select Remove log Data to delete the log file of login information Currently Logged Summary pee Login Summary Login Summary _ Currently Logged Summary T Select All Currently Logged In Users 2 Remove Export Select Employee Name Machine Name Login Date Login Time Admin Admin Admin Admin Nov 15 2013 10 38 AM In the Currently Logged Summary tab view a list of users that are logged into PTOS Select Remove to remove a user from the system Select Export to save this file in another format elsewhere on your computer Object Lock Details In the Systems Tasks select Object Lock Details to locate and release any locked files Clear All Locks Table Name Key Value Lock User Lock Time Select the specific file from the list and
136. napproved User can edit and then Approve these charges Boxes across mid section of page are separated into three groups that define the following information for the chosen patient Group 1 Previous Patient Balance excludes current charges Case Balance Same as Balance on Transaction Summary Case Balance is the total balance per case Current charge entry is not included in this total Ins Balance Total of Primary Secondary and Tertiary balances from Transaction Summary screen or calculated as the Charge Amount Deductible Co pay Co Insurance Patient Balance Should correlate with Patient Balance on Transaction Summary screen calculated as the Co pay Co Insurance minus current charge entry Deductible Previous Patient Balance Case Balance Ins Balance Patient Balance ooo jam ooo Group 2 Case Information includes current charges Last Visit Date of last charge on Transaction Hx screen Last Code last procedure from the last date of charge posted in Transaction Hx screen Fee Schedule Pulls first from Patient Editor Patient Case and then from Insurance Company setup This will also reflect any changes made manually on the current charge Max Units per Day Data obtained from Patient Editor Billing tab Previous Case Information Last Visit Last Code Fee Schedule M x Units per Day osjosiznss i Group 3 Today s Charges includes current charges Tot
137. nated code C P T group code to make posting easier when repetitive procedures are performed The entity that licenses PTOS 6 0 It is typically a medical practice but may also be a billing service A customer may consist of one or more facilities and one or Customer more users within a facility DOS Date of Service DX The medical abbreviation for Diagnosis Insurance expected amount The amount the insurance is expected to pay based on calculations A calculation derived from the actual amount of the charge multiplied by the Extended amount number of units User Guide Patterson PTOS 6 0 Glossary of Terms e 163 Facility ICD9 code International Statistical Classification of Diseases and Related Health Problems ICODE Modifier OT POS Provider PT PTOS 6 0 PTPN REV code ST Treating therapist or PT UB04 CMS 1450 form User Guide Patterson PTOS 6 0 A physical office or treatment center where medical services are provided to patients For example if a single corporate entity i e a partnership or corporation has three separate addresses where patients are seen then this counts as three facilities If there is one physical address where patients are seen or billing is performed as in the case of a billing service but three different entities usually evidenced by different Tax Identification Numbers then this also counts as three facilities The ICD9 coding system is an international disease cla
138. nce the printer is chosen the preview is created Weekly Schedule for George Young PT Location 2 Name Search Conditions Calendar View Appointments View Sunday November 10 Print in Color Selecting the Print in color button in the upper right of the screen will preview and print the schedule in color otherwise it will preview and print in gray scale The box is defaulted as unchecked Once the box is selected the system will retain the selection going forward Schedule Appointments View Select the Appointments tab to view the schedule by appointment 63 Match s found Search Conditions Calendar View Appointments View Date Start Time End Time Resource Therapist gt ER E ETT ET George Youn Facility 11 10 2013 05 15 AM 05 25 AM No Resource George Young PT Location 2 Name Zz 11 10 2013 05 30 AM 05 40 AM No Resource George Young E 11 10 2013 05 45 AM 05 55 AM No Resource George Y tt t 10 ge Young 11 10 2013 06 00 AM 06 10 AM No Resource George Young 11 10 2013 06 15 AM 06 25 AM No Resource George Young 11 10 2013 06 30 AM 06 40 AM No Resource George Young 11 10 2013 06 45 AM 06 55 AM No Resource George Young Geor ge Your 1G Y Resource Any Resource z In the Appointments view select to view appointments Appointment Search The Appointment Search View
139. nformation on the Cogwheel options User Guide Patterson PTOS 6 0 Billing e 102 Adjustment ES Daily Transactions Transaction Type REE amp Facility Entry User Patient Name Ss api Date of Service y zi x From 11 12 2013 To 11 12 2013 Refresh Adj Date Patient Case Adj Amount Comments Facility EntryUser Entry Dz Total Adjusted Amount 0 00 Applied Amount After selecting the Transaction Type Adjustments select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh to update the transaction screen In the Adjustment Details area enter Charge and Pay Adjusts desired for the selected transaction In the Date of Service area today s date defaults as the Entry From and To dates You can leave all filters blank with only a date range specified and Refresh Double click on a charge to edit it A message will be included to run CCI LCD AUDITS if this option has been setup in Config Parameters Charges are now ready for Insurance and or Patient Billing Accounts Receivable is automatically updated A different Cogwheel icon Menu is available from this window Daily Transaction Report Audit Codes Void Transaction Modify transactions Patient Editor Bill Patient Now Bill Insurance Now Enter Charges and Payments Adjustments Charges created from the Enter Charges screen will be automatically approved Use t
140. ngly recommend that the PTOS directory folder and the PTOS backup folder get backed up to an external backup media device Failure to properly backup your PTOS system could result in the loss of data E OK y Cancel 4 a Under System Tasks select Technical Support Utility System Copy Select the data source to be copied Main and or Archive Select OK to continue Select Cancel to exit without copying your database User Guide Patterson PTOS 6 0 Select OK System Tasks e 155 Copy Size It is important to get a good backup of your PTOS data If you save documents larger than 4GB the System Copy may not be able to accommodate your entire backup If you have a larger than normal database or save large documents use an additional backup system to ensure that you are backing up all of your data Restore Copy E Restore Copy Select the datasource for your restore operation ne Specify the source location of the copy to restore C PTOS6 PTOSbackup Billing PTOS 110413 0903 bak Under System Tasks select Technical Support Utility Restore Copy Use the drop down list to select Main or Archive for your data source Select the Browse button to locate your copy file for restoration Select Continue to begin restoring a copy Select Cancel to exit without restoring Select Yes to continue e Is everyone off the system Select OK to continue Restart the application prior to co
141. nline today www pattersonmedical com gt A N After completing your enrollment with eServices set up your X Charge by selecting System Tasks Supervisor Merchant Services Setup ptos Merchant Services Setup X Charge Username Hidden Y Process Debit Cards X Charge Password eeeeee Y Process Electronic Checks Merchant Setup 7 a Id Description Default A In Merchant Services Setup under X Charge Transactions select the checkboxes for Process Credit Cards Process Debit Cards and Process Electronic Checks Enter your X Charge Username and Password and Merchant ID numbers for all locations Select Save to save User Guide Patterson PTOS 6 0 System Tasks e 149 Special Tasks Tools Window Help Exit Supervisor gt y Update Lists gt Insurance Companies Object Lock Details Referrals Login Summary Account Types Export Application Errors Employers Technical Support Utility gt Zip Codes Lookup Tables 4 Payment Types Adjustment Types Transaction History Legend ICD9 Codes CPT Codes CPT Groups Fee Schedules LCD Datasets CCI Datasets To setup payment information select System Tasks Update Lists Payment Types w Payment Types PX Bo gt espro metros SS Currency Type V Display on Statements Fl Inacti F m 3 Description Payment Prompt Currency Type Default On Statement
142. nt Pho Se ee Add Patient To Watlist ine ent 10 Waris Relationship a Appointment Summary Personal Information Address E Co Pay History Address Print Blank Patient Questionnaire City State Zip Print Blank Flow Sheet City State Zip Diagnosis Peri Patton Chart Email nats Patient Charge History This option is for all types of claims Primary Secondary etc and will be sent directly to the Claims Queue as Open status Patient Name Date Created Date Submitted Amount Submitted Recreate 150 00 Insurance Process Status Y Send to Queue Unsubmitted Send to Queue Open Preview Create a New Claim without having to Submit it for Processing Electronic or Print When the user chooses to create a new claim there is now the option to Send to Queue Open This option is available from three locations the Insurance Billing Sort Tab Option 1 below from the Close Claim window Option 2 below and from the Create Additional Claims window Option 3 below Billing e 108 Option 1 Y Patient Editor Payments Adpastmorts S Worktist QF Scheduler D Patinnt Chat y 00 OXFORD CUT OF NETWOR OX OXFORD IN NETWORK PA PAPER CLAIM Bill by Cases PH PHCS QQ HOLD FOR DEDUCTIBLE Patient Ez SE SELF PAY UH UNITED HEALTHCARE In Network Bill only PTPN Patients GN Send to Queue Send to Queue mel rsubmared i fl Open PO Process now Option
143. nt Settings as Default Settings in this Window Apply to Current Batch Only Unless Saved as Default In the Standard Options tab select your statement options Under Billing Options select Statement Format Graphical Detailed Detail with Co pay or Graphical Summary Use the drop down menu to select from the available Send To options Patient or Responsible Party Use the drop down menu to select the Print Bills In either Alphabetical or Numeric order Enter the Amount Due Description if desired This is a free form entry field Anything entered into this field will be printed on statements Select the checkbox Include Patient Billed Notes in Account to add the billed notes to the current batch of statements Select the checkbox Print header and foother on every page if desired Leaving this option deselected will print the header on the first page only and the footer on the last page only Under Limit Billing to select from the available options e Bill only Charges on which Insurance Payments have been made e Do Not Include any Charges on an Open Claim e Exclude Inactive case Enter the following information for statements if desired e Patients with Balance Greater than or Equal to lt enter amount gt User Guide Patterson PTOS 6 0 Billing e 112 Select Include Balance Forward to include balance information from previous months User Guide Patterson PTOS 6 0 e Patients who have not been billed sinc
144. ntation e 77 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User Guide Patterson PTOS 6 0 Patients Scheduling Documentation Y Patient Editor E Payments Adjustme Note History MA Current Note Sign 4 Find Print Open Notes 09 01 2011 Progress Daily Notes 08 30 2011 Progress Daily Notes 08 30 2011 Progress Daily Notes Open Note Options Right clicking on a note in the Note History area opens up a menu of options pertaining to the individual note Patients Scheduling Documentation Billing Reports Syst Y Patient Editor Payments Adjustments o WorkList S f x lt lt pS Last Name ote story EM pr Sign ql Find W Print Open Notes 09 01 2011 4 08 30 2011 Preview 08 30 2011 Print Edit using PTOS Editor Sign Void Charge Ticket Enter Charges Edit using Microsoft Word Preview This option opens up a print preview of the selected note This allows you to see what the note will look like when printed Print This option prints the selected note Editing Using PTOS Editor This option opens the selected note so additions changes can be made You can also double click the note in the Note History to open it in the PTOS Editor Sign This opt
145. ntification numbers such as License UPIN and insurance group numbers Practice Identification Blue Cross Blue Shield Medicare LIPTF Champus Commercial Number Location Mumber Network Number Setting Up Your Employees Required fields are denoted with asterisks User Guide Patterson PTOS 6 0 Clinical Lab Taxonomy State Industrial Accident Number ther WEBO4 Box 56 1D ee OK Select OK to save ptos TA DA 9 LastName 7 44 E Sten i j Therapist Info y Emp ID adm Force Password Change FirstName Initial Admin Next Login Expiry Days Last Name Admin Rendering Provider NPI pa SE admin Tax ID Password NY State License Nickname Gender Ohio Provider Fast Name Last Org Name eClaims IL Medicaid Name Taxonomy Code Address Employee type Y Therapist Provider on Insurance v City State Zip Default Facility A PT Main Facility gt NPI Facilities PT Location 2 Name z Location 3 Taxonomy Code TERA Phonei Alpha Beta A Y PT Main Facility User Group ID Billing Admin Email Billing User Birth amp Hire Date si v Clinician Admin Terminated Date Sort Order Therapist Group z V Physical Therapists Hourly Rate 0 00 V Occupational Therapists Si
146. ntinuing to work in PTOS am Please make sure everyone is logged off the system Changes do not update while restoring Select OK User Guide Patterson PTOS 6 0 System Tasks e 156 Special Tasks Remove Old Accounts Archived cases cannot be retrieved without restoring a backup of your database Do not archive cases unless you are completely finished with them User Guide Patterson PTOS 6 0 Under Special Tasks inactivate and archive your data Inactivate Cases To remove discharged or otherwise completed cases from menus use the Inactivate Cases option pros Inactivate Cases Discharged prior to 11 15 2013 Dropped out prior to 11 11 2013 x Case Status Show All Last Visit prior to 11 14 2013 3 Last Payment made prior to 11 12 2013 x t Refresh Accounts with balance cannot be inactivated No records exist for the given criteria Prior to Inactivating cases you must set the case to inactive using the Cogwheel menu in Patient Case To inactivate cases select Special Tasks Remove Old Accounts Inactivate Cases Select the Discharged prior to date the Last Visit prior to date Dropped out prior to date and Last Payment made prior to Under Case Status select Active Cases Discharged Cases or Show All Select the desired patient to be inactivated or use the Select All checkbox Choose Inactivate Archive to inactivate the selected patient s and archive
147. ntry select the entry and select the Edit icon See the Using PTOS chapter for more information in setting up Config Parameters User Guide Patterson PTOS 6 0 System Tasks e 147 Data Sources Multiple Data Sources can be set up but at least one oo data source must be aes AA active to prevent loss of data ee DB Name Data Source Name Server Database Name User Name gt ET EI Archive PTOS EFFIPTOS PTOS_Archive PTOSApp Setup your data source information to designate the location of your database information e Data Source Name Enter the Data Source Name e DB Server Enter your Database server location e DB Name Enter your Database Name e DB User Name Enter your Database user s name e DB Password Enter your Database password e Test Connection Select the Test Connection button to check the connection to your database server NOTE Asterisk denotes required field Facility For information on setting up facilities see the Using PTOS chapter of this document Employee For information on setting up employees see the Using PTOS chapter of this document User Guide Patterson PTOS 6 0 System Tasks e 148 Merchant Services Setup Jatients cheduling Documentation Billing Reports By gen cial T Y Patient Editor Payments Adjustments WorkLis Supervisor Connect to Patterson Medical using the HELP menu above Order your supplies o
148. odes for Fee Schedule Once you select charges from the Charge Ticket and click Ok the charges are held as Unapproved When a Charge Ticket or Superbill is displayed for a particular patient it is more efficient to show only the Fee Schedule codes User Guide Patterson PTOS 6 0 Billing e 87 that apply to that payer lf there are Fee Schedule codes the default will be marked to filter otherwise all codes will show At the top of the Charge Ticket a non editable date field displays today s date A separate area on the Charge Ticket includes all codes marked specifically to include in this additional area per C P T CODE setup Codes displaying on the main area of the Charge Ticket will be those marked to display on the main area of the Charge Ticket per C P T CODE setup Appointment Warning Messages You should get Warning Messages in Enter Charges and Charge Ticket under the following circumstances e The date of the proposed service is after the Authorized Expiration Date for the Patient Case s e Ifthe number of charges entered and marked as visits for the Patient Case s exceeds the authorized Visit limit for the Patient Case s e Max number of Units is exceeded e Charge per day is exceeded e Charge Limit is exceeded Additional warnings that can be set include e Charge limit warning based on Charged amount or Allowed e Config Parameter to be warned when you are within a XXX XX specified amount of the limit
149. onal therapist Place of Service The individual person who provides a medical procedure In the context of this specification this usually means a physical therapist PT occupational therapist OT or speech therapist ST but could also mean a Chiropractor or MD Physical therapist A modular practice management software system written primarily in C and running on a SQL Server database Physical Therapy Provider Network A revenue code is a three digit number that rehabilitation agencies use in conjunction with a C P T code to designate the type of discipline used to treat the patient Once set up the REV code will print in its special space box 42 of the UBO4 CMS 1450 form Speech therapist The actual provider i e physical therapist who performed the procedure on a patient An insurance form used by certain types of providers States of Florida and Michigan Rehabilitation and Comprehensive Rehabilitation Facilities CORP Requirements vary between states and or agencies Glossary of Terms e 164 Payments posted to accounts that are not attached to any specific line item The money shows as unapplied monies or unapplied bal throughout PTOS 6 0 Unapplied monies screens A medical billing term used in the industry that means a Unit of medical care The exact definition varies by the type of procedure There are timed and untimed procedures For an untimed procedure it is considered to be one unit regardless of the amo
150. or LOCATION Referral Analysis This report is valuable in analyzing which doctors are sending profitable referrals Running the report on a monthly basis provides an accurate gauge of increasing or decreasing activity of various physicians Treating Therapist Activity This report is useful in measuring the productivity of treating therapists The statistics can be used to assign patient loads calculate bonuses and analyze treatment trends Assigned Therapist This report is useful in measuring the Activity productivity of assigned therapists The statistics can be used to assign patient loads calculate bonuses and analyze treatment trends Treatment Lists Under Reports select Treatment Lists Reports to create a report with the following options Privacy HIPAA This report shows patients and their HIPAA Notification Authorization and Privacy Notification dates Discharge Inactive This report shows patient cases by Discharge Date Condition and or Inactive Patients with their first and last visit dates Dropout This report shows the patients considered as dropouts Notes This report shows Case Notes and or Additional Notes on patient cases First Last Return Visits This report shows patients by their first last and return visit dates Diagnosis List This report shows patients by their Primary Diagnosis and other relevant details Injury Area Date This report shows patients by their injury area and date
151. orts to create a report with the following options Appointment List Appointment Reconciliation Report Cancel No Show Co Payment Reconciliation Report C P T Utilization Report Daily Schedule Patient Appointment Reminder Patient Sign in Sheet Next Physician Appointment Report Superbill List Superbill Print Therapist Schedule This report is used to print a list of patient appointments by Facility Date and or Appointment Status This report is used to identify appointments that have not been completed by the Therapist or front desk This report shows the number of scheduled cancelled and no show appointments in a user specified time period for each therapist in a facility or for all physicians referring to the facility This report is used to reconcile the co payments collected cash check credit card other with the payments listed on the bank deposit slip This report displays the average and total of units for each unique C P T charge code billed with the start end period This report is a listing of patients scheduled for a Facility and or Therapist by appointment date The report is a list of patients with upcoming appointments for confirmation The report creates a form for collecting patient signatures upon arrival The report displays active patient cases that are within a selected time frame This report displays a list of patients who have a scheduled appointment by sp
152. ory you will need to backup create a bak file of your main database Use Microsoft SQL Server Management Studio to turn the mdf and ldf database files into a bak file For more information on how to create a bak file in Microsoft SQL Server Management Studio please visit FAQ Your bak file as well as the files and folders listed under Creating Your Backup should be backed up nightly monthly and annually using an external backup media Storing Your Backup Once you ve completed your database backup it is important that you store your data on an external media preferably one that can be stored off site Please contact your local hardware provider for more information on secure external backup systems for your office User Guide Patterson PTOS 6 0 Help e 161 Glossary of Terms Allowed Amount AMA AIR Assigned Therapist AT account type FEE SCHEDULE Code Billing Code Translation Billing Service The percent sign is used throughout PTOS 6 0 like a Macro key lt replaces the F2 key used in PTOS 3 5 Various boxes throughout PTOS 6 0 that ask you to enter a code will allow you to type and then press lt Enter gt A box will appear listing available codes up to the first 500 for the specific field you are in Double click to make a selection from the box Set in FEE SCHEDULE code and or C P T code setup this is the payment amount the insurance allows for a specific C P T code American Medical
153. otals 50 00 1 visits Voided Totals 0 00 0 visits Calculated Totals 50 00 1 visits After selecting the Transaction Type Approved Charges select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh Use the Cogwheel to access an additional menu of options Billing e 100 Cogwheel Daily Transaction Report Audit Codes Void Transaction Modify Transaction Patient Editor Bill Patient Mow Bill Insurance Mow Enter Charges Payments Adjustrnients Daily Transactions Report Select this option to generate the Daily Transactions report Void Transaction Nullify the selected transaction Modify Transaction Edit the selected transaction Patient Editor Open the Patient Editor for the selected patient Bill Patient Now Generate a patient statement Bill Insurance Now Generate a patient claim Enter Charges Enter charges to the patient s account Payments Adjustments Access the Payments Adjustments window UnApproved Date of Service From 11 12 2013 To 11 12 2013 y F Select All Approve Approve DateofService Patient Case Patient Name CPT Group CPT Code Chg Amt Units Allow Amt Modifier Description Actual Range Totals 0 00 0 visits Voided Totals 0 00 0 visits Calculated Totals 0 00 0 visits User Guide Patterson PTO
154. ould be used on the claim form Box 13 Indicates whether the patient has given authorization for the insurance payment to be received by the office This authorization works in conjunction with the account type setting to Accept Assignment Box 15 Indicates if the patient has had the same or similar illness specify the date UBO5 form only Box 16 Indicates the dates that the patient is was unable to work in his or her current occupation Box 18 Enter the admission and discharged date for any hospitalization related to the current services If the patient is still in the hospital leave the To section blank 10 Box 19 Use as a remarks field if an insurance carrier requests specific information that is not specified elsewhere on the HCFA claim form UBO5 form only Using PTOS e 21 11 Box 20 Use to indicate whether this claim includes charges for lab work performed by a licensed laboratory A field to specify the amount of the lab work is also available 12 Box 22 Medicaid resubmission claims only Enter the resubmission code in this box 13 Box 23 Used to specify the prior authorization number s and associated date range s 14 Box 24b Used to indicate the place of service such as a UB04 sa 7 OM A290 9 03 School 11 Office 12 Home 13 Assisted Living Facility 14 Group Home 15 Mobile Unit 20 Urgent Care Facility 21 Inpatient Hospital 22 Outpatient Hospi
155. ove this information after processing the claims that require attachment information in order to avoid having these details sent on all future claims generated In the Attachment Control Number section enter the Document Control Number DCN provided by the Payer This number identifies the claim and the attachment for the payer An Attachment Control Number is not required when using the Available on Request at Provider Site option in the Attachment Transmission Code section User Guide Patterson PTOS 6 0 Using PTOS e 27 Insurance Tab To access patient insurance information select Patient Editor Insurance tab This screen displays all insurance for this case active or inactive Select the Add Insurance button to add an Insurance Company to a selected patient Insurance Priority Acct Type Insurer Code Insurer Address City Multiple insurance companies can be added for a patient Enter the Primary insurance first and then follow in descending order for any additional insurance carriers tos Insurance For Patient Abbott Charles Ww 99999 Anytown Insurance Phone 555 555 5555 123 Main St Fee Schedule Pt s Reltn to Insured j Insured Name Address In the Insurance tab view Insurance information for a selecte
156. ow shows any overpaid amounts with the text OVERPAYMENT in front of the description These OVERPAYMENT amounts are no longer applied to the charge E TRANSACTION FOR Person Test 1122335 Last Name v Case A vasto Location P h A F Show Void Transactions Transaction Audit Trail Legends Insurance Pd 100 00 TranType Amount Diff Betw Chg Al LineItem 100 00 Allowed Amt Co pay 75 00 0 00 Exp Ins 75 00 M lt _ wa Charges Diff Betw Chg Allow Allowed Amt Exp Ins Patient Paid Ins Paid Unapplied Bal Adjustments Co Pay Exp Ins Bal Patient Bal Total Bal Patient Pd 1100 00 25 00 100 00 20 00 0 00 0 00 0 00 20 00 20 00 Date Charges Paid Or Adj oras 20 00 03 09 2012 AARP piled lv 03 09 2012 anually 100 00 for 03 09 2012 03 09 2012 Primary Claim dosed for AARP on 03 09 2012 03 09 2012 Example The unapplied 20 00 patient payment becomes an unapplied overpayment amount When a credit that was fully or partially moved to an unapplied overpayment is highlighted in the top grid the detail grid at the bottom of the window shows the service code and the date of service the credit was removed from Billing e 97 is TRANSACTION FOR Person Test 123 XX Last Name IA Case 5833 Case Description Active M Locat
157. possibilities are available to describe the type of attachment Admission Summary AS Allergies Sensitivities Document A3 Ambulance Certification AM Autopsy Report A4 Baseline BS Benchmark Testing Results BR Blanket Test Results BT Certification CT Certified Test Report 13 Chemical Analysis 11 Chiropractic Justification CB Consent Form s CK Continued Treatment 10 Death Notification V5 Dental Models DA Diagnostic Report DG Discharge Monitoring Report DJ Discharge Summary DS Drug Profile Document D2 Drugs Administered 04 Durable Medical Equipment Prescription DB Explanation of Benefits Coordination of Benefits or Medicare Secondary Payer EB Functional Goals 07 Health Certificate HC Using PTOS e 25 User Guide Patterson PTOS 6 0 Health Clinic Records HR Immunization Record 15 Initial Assessment 06 Justification for Admission 15 Laboratory Results LA Medical Record Attachment M1 Models MT Nursing Notes NM Objective Physical Examination including vital signs Document OE Operative Notes OB Orders and Treatments Document OD Oxygen Content Averaging Report OC Oxygen Therapy Certification OX Paramedical Results PQ Parenteral or Enteral Certification PE Pathology Report P4 Patient Medical History Document P5 Photographs XP Physical The
158. r Guide Patterson PTOS 6 0 Select Collect Co Pay to complete the transaction Select Cancel to exit without collecting Select the Co Pay History button to view a list of past co pay payments for the selected patient Enter Charges The Enter Charges feature allows you to complete a charge ticket for this appointment To access the Enter Charges feature right click on the appointment and choose Enter Charges from the menu This will open the Charge Ticket area Simply select the appropriate charges for this appointment and then click OK to complete the Charge Ticket r Charge Ticket for Abbott Charles 10000001 DateofService 11 12 2013 oAuditCharges Filter CPT Codes Default DX Order By PT Name of Code Units Modifier 5 Select CPT Code a Ul gt Vv 2 yr Ok k Cancel 4 Select Cancel to exit without applying a Charge Select the Audit Charges button to check for warnings that have been attached to the selected C P T code Select the checkbox Filter C P T Codes to filter out any addition codes from the list To sort this list by column headings select the name of the column All columns can be sorted Select the Filter C P T Codes checkbox to remove the C P T Codes from the list Select the Additional Codes tab to access your office s additional non billable codes To enter a charge select the corresponding checkbox in the Select column Select OK
159. rapy Notes PN Physical Therapy Certification PZ Physician Order B3 Physician s Report PY Plan of Treatment 08 Prescription B2 Progress Report 09 Prosthetics or Orthotic Certification PO Radiology Films RB Radiology Reports RR Recovery Plan 21 Referral Form B4 Renewable Oxygen Content Averaging Report RX Report Justifying Treatment Beyond Utilization Guidelines 03 Using PTOS e 26 e Report of Tests and Analysis Report RT e State School Immunization Records IR e Support Data for Claim OZ e Symptoms Document SG e Treatment Diagnosis 05 Attachment Transmission Code Attachment Information iW Attachment Report Type Code Attachment Transmission Code Attachment Control Number Remember to remove this information after processing the claims that require attachment information in order to avoid having these details sent on all future claims generated In the Attachments Transmission Code section use the drop down list to select the desired delivery method for sending the requested documentation to the payer These options include e Available on Request at Provider Site AA e By Fax FX e By Mail BM e By eMail EM e Electronically EL e File Transfer FT Attachment Control Number ptos Attachment Information HD Attachment Report Type Code Attachment Transmission Code o Remember to rem
160. rting routines As with any multi station data entry system however certain precautions should be taken into consideration These considerations can be summed up in one statement No data can be entered that will affect the results of another operation taking place at that same time Specific considerations are listed below e PTOS requires Administration Rights to the PTOS folder and all of its sub folders and files In addition all workstations must have Administration Rights to their local temp folder and its files e You can direct printing to any printer on the network by selecting Special Tasks Print Administrator Printing can also be redirected at the time sending output to a printer is selected If you use print spooling it is up to your hardware consultant to set the spooler correctly If this is not set correctly documents can be lost Keyboard Shortcut Keys The following is a list of function keys that can be used in PTOS F2 Use this key to Add a new item in a list User Guide Patterson PTOS 6 0 PTOS e 1 F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Logging On Double click the PTOS icon or select PTOS from the Program list The PTOS Login Menu TOS 6 ae software 6 0 4 November F 4 2013 F 5 M TW sT F S 1 2 304 sea 783 Username 10 11 12 13 14 15 16
161. rvices This will Billimg System Lock Enter a closing date to create a lock disabling modification of transactions Billing Auto Adjust Yes Yes write off amounts will automatically default when posting insuranc Billing A R Details On Daily Tr Yes Yes A R totals will be printed on bottom of report No Totals will not b Billing Charge Limit Warning T 100 00 User can specify to be warned within XXX XX of the patient s charge limit Billimg ERA Group Codes To I PR If using Electronic Remittance Advice specify the group code Billing Bulk Payment Facility D 1 1 Patient s Assigned Facility 2 Treating Facility for the Claim Flexible Bulk Payment Entry 3ank Amour 200 Enter the payment amount Select the claim based on Config Parameter TT me o e e rate settings Patient Create Date Claim Notes Ins Name Claim Amt Exp Ins Ins Pd Amt Ins H 07 29 2010 BLUE BLUE 809 00 607 20 0 00 PRIN Automatically distribute to services 1 084 00 607 20 Automatic Distribution Manual Distribution Service Date CPT Code Description Pay Amt Balance Total Cha Allow AE E E gt 2 03 2010 PT EVALUA 100 00 150 00 as0 00 ooo 150 00 EE 02 03 2010 97 WHIRLPOOL 100 00 125 00 125 00 0 00 125 00 Our new distribution method allows you to select which claim on
162. s E AA Auto Accident From Date Z To Date Bill For Therapist Facility Therapist Treating Assigned Facility All Facilities Bill by Discipline Discipline Bill by Case i Patient Bill Which Charges V All Unbilled Charges All Unpaid Charges All Appealed Bill only PTPN Patients Send to Queue Send to Queue _ Unsubmitted Open h p In the Bill By Account Type section select the checkbox associated with the type of insurance claim you are billing Select the Bill only PTPN Accounts checkbox to only bill PTPN cases In the Bill by Date Ranges section use the drop down arrows to select the From and To dates or leave blank for all dates In the Bill For Therapist section use the drop down menu to select a therapist Select Assigned or Treating Use the drop down menu to select the Facility ID or leave blank for all facilities In the Bill by Discipline section use the drop down arrow to select the desired Discipline or leave blank for all disciplines In the Bill by Case section enter the patient name In the Bill Which Charges section select from the following checkboxes e All Unbilled Charges e All Unpaid Charges e All Appealed Select the Pre billing Alert button to apply an alert to the selected Account Type Select Send to Queue to batch the selected claims for later submission Select
163. s Pd Amt Ins Type Adj Amt Adj Details gt ST ooo alt Insurance Payment v Edit Filter E Service Date CPT Code Descriptio ay alance Total aa Allowed Exp Ins t 7 CoPay InsPd PatPd Status Adjustment TOTALS 100 00 20 00 100 00 25 00 75 00 Distributed Undstrbuted 0 00 Overpayment of 20 00 will be saved as unapplied Example A full insurance payment has been made on a claim where the patient has already made a 20 00 payment In this case the 20 00 patient payment is moved to unapplied so that the entire 100 00 insurance payment can be distributed to the claim X Charge Electronic Payment Processing To sign up for X Charge Electronic Payment Processing services contact our eServices team at 800 824 4305 to enroll Introducing X Charge a complete electronic payment processing system that is now fully integrated with PTOS 5 6 To create a patient refund or other debit adjustment selec the Adjustments tab Under Merchant Payment select the drop down arrow to use either the Credit Debit or E Check radio button User Guide Patterson PTOS 6 0 Billing e 93 New Appointment New Appointment from waitlist New Block Hold Check in Cancel Delete Block Hold No Show Reschedule Appointment Void Cut Copy Paste Collect Co Pay Charge Ticket Enter Charges Note Complete Patient Editor Print Appointment Card Print Superbill To collect an X Charge Co
164. s how many new discharged treated and patient marked active for each Account Type They are grouped by the Account Type It is only considered a new patient if their first visit date falls within the date range of the report Billing Efficiency This will show every claim or statement that was sent during the period you specify Also shown are the total number of bills sent the total amount billed and the smallest largest and average size bill Collection Transaction This report shows all charges insurance Analysis and patient payments debit and credit adjustments visits and units for each day of the month or other time periods you ve selected with totals for each category If User Guide Patterson PTOS 6 0 Reports e 139 you wish you can include a second line for each day which will show the expected amount and total payments received Diagnostic Statistics This report prints in two different formats depending on whether you select all patients of DISCHARGED PATIENTS ONLY Collections Efficiency This report shows the total of charges within the specified date range along with the total insurance payments patient payments adjustments and the average number of days it takes to collect the first payment Delinquency Report This is a list of all accounts that have notes entered in Patient Editor field Delinquent Report Note Select accounts with balances over 30 60 90 or 120 days or no recent p
165. s required to the HIPAA HIPAA Business Associate Agreement MORE INFO Please read more p Scheduling p Documentation EMR PTOS Practice Management Software FAQ FAQ is our searchable only database To access FAQ select Help Online Center FAQ Use FAQ to ask questions retrieve answers or learn more about PTOS Use the drop down arrow to select a Patterson Product Enter keywords or phrases into the Search by Keyword field and select Search User Guide Patterson PTOS 6 0 Help e 160 About PTOS Select Help About PTOS to review your individual license information System Backups Having a secure external backup is vital to protect your office data As of PTOS 4 5 it was be required that you use an external backup system to obtain your nightly monthly and yearly database backups As a result the backup option in PTOS will no longer be available as it is not sufficient to fully protect your valuable data Creating Your Backup Locate the following files and folders in your PTOS directory PatientStatements RtfDocuments ScanDocument folder folder folder SignedRtfdocuments Images folder email_template txt folder file SignedPdfdocuments ClaimlmageFiles folder folder the xmlvalues xml file within the CaseResultDocuments folder These files contain your office s important data and should be backed up nightly In addition to the above files folders from your PTOS direct
166. s window deselect the Show checkbox to hide the line item from the paragraph Select OK to save Copy from Note To include information from other Notes select Copy from Note and select the note from which to pull the information Pick Lists To access Pick Lists select Documentation Change Pick List The other is to right click in the yellow areas of patient chart Use Pick Lists to enter pre created information throughout the note 1 Right click on the yellow field and a Pick List appears This example is a single select pick list indicating that only one of the items can be selected from the list 2 Once an item is selected it will be entered into the note DOB 11 15 1973 PCP SSN eccccccceece Diagnosis Phone 999 999 9999 Insurance Authorization Claim Injured Date Single Select Primary Language Social Histo Primary Language English Occupation Work Status Spanish Social Activities f Support System French History of Injury Tliness Vietnamese Onset Date Mechanism of injury illness Hindi Current symptoms previously treated by ES Mandarin Additional tests completed Personal rating of overall health O O O O O O t Other Comment SocialHistory_PrimaryLanguage Current Medications In addition to single select pick lists there are multiple select pick lists which allow you to choose one or more items to be entered into the note
167. se fields are for additional criteria insurance carriers may User Guide Patterson PTOS 6 0 Using PTOS e 36 require for additional information Your office will be responsible for knowing the insurance carrier s requirements The user can print primary insurance information in boxes 11A C on secondary claims and box 9 has the option to be left blank ES Account Type Es i Type Code Account Type Code Name AA Auto Accident Place of Service 11 Co Pay Amount 20 00 Charge per day 100 00 Ins Cap Amount 5000 00 Accept Assignment Yes y F Inactive Y Print Subtotal on Each Page Posting Note j Patient Statement Notes CCI Dataset EA LCD Dataset z The Following Boxes are Filled Out On the HCFA Forms Primary Insurance Secondary Other Insurance Box 9 Fill out with other insurance infor E Box 9 IFill out with other insurance infor E Box 11 11C Fl out with primary information v Box 11 11C Fl out with Secondary other info y Box11D ly xl Box11D Y y Print Primary Care Physician in Box 17 Leave box 24 WHITE Blank HCFA Box 17A UB04 Box 76 Qualifier Use Provider SSN HCFA 25 UB04 5 Print UPIN in Box 17A y Print One Date Per Page Include Taxonomy for eClaims y The Following Boxes are Filled Out On the UBO4 Forms UB04 Print Entire Date Range in Box 6 Print Rev Code in Box 44 of UB04 Summary y Add Leading 0 to Rev Codes r Print Mo
168. ssification system that groups related disease entities and conditions for the purpose of reporting statistical information The National Center for Health Statistics NCHS and Center for Medicare and Medicaid Services CMS publish annual revisions of these codes PTOS 6 0 currently does not have functionality to automatically update these codes Sometimes a procedure code doesn t describe a specific treatment An ICODE can be entered for the charge and PTOS 6 0 will then allow a unique description units amount and the allowed amount This is a way to designate when extra time or work was done on a patient i e special splint record copies It is a one time use code not a permanent code This is a type of code typically two numbers or letters that conveys special information about the charge being billed to an insurance carrier For example if two charges are being billed that are generally considered by the insurer to be medically inappropriate and therefore not reimbursed the use of a particular modifier may signal special patient circumstances that enable the charge to be paid Or as another example providers may under special medical circumstances receive reimbursement for patient care above the annual Medicare reimbursement cap The use of the modifier signals to the insurer that these conditions have been met The customer may be in violation of the law and suffer penalties if modifiers are inappropriately used Occupati
169. t Payment To make Account Payments select Billing Payments Adjustments Toggle between Account Payments Insurance Payments and Adjustments using the tabs on the left side of the window In the Payment Information section select the Payment Date if not already apparent Select the Facility Use the Payment Type drop down list to select the type of payment being made Enter the Check Bank Authorization number pertaining to the payment type Enter the Amount of the payment The Account Type appears by default To apply the payment to Unapplied Payments select the Unapplied Payments drop arrow and select the transaction Enter a Comment if desired Select the checkbox Print Payment Receipt to create a receipt for this payment Select Automatic Distribution or Manual Distribution to distribute payment Selecting Manual Distribution allows you to enter the amounts to the desired transactions Automatic Distribution pays to charges with co pay owed first and then to the oldest Patient balance Insurance Payments To make Insurance Payments select Billing Payment Adjustments Toggle between Account Payments Insurance User Guide Patterson PTOS 6 0 Billing e 89 User Guide Patterson PTOS 6 0 Payments and Adjustments using the tabs on the left side of the window INSURANCE PAYMENT FOR Abbott Charles 10000001 Active A e Last Name z Payment Information Account Balance Summary
170. tal 99 Other Place of Service 1 Box 4 Type of Bill Enter the code to identify the type of billing being submitted The default codes are 0741 0744 which designate treatment at an Outpatient Rehabilitation Facility The exact code is determined by whether this is the original billing run or a re bill and whether primary or secondary insurance Enter any value in this box to overwrite the PTOS default 2 Box 14 Type of Visit Used to enter the code indicating the priority of this patient admission such as a b C d e f 1 Emergency 2 Urgent 3 Elective 4 Newborn 5 Trauma 9 Information not available By default PTOS should leave this field blank Using this option will leave box 14 blank 3 Box 15 Source of Referral Used to choose the appropriate referral source of this patient admission such as User Guide Patterson PTOS 6 0 Using PTOS e 22 1 Physician Referral By 2 Clinic Referral 3 HMO Referral 4 Transfer from Hospital 5 Transfer from Skilled Nursing Facility 6 Transfer from Another Health Care Facility 7 Emergency Room TO 7 O82 29 DF D 8 Court Law Enforcement 9 Information Not Available 4 Box 18 23 Condition codes Used to enter up to 6 condition codes 3 characters each for the patient These codes identify conditions that may affect the processing of the claim 5 Box 30 Reserved Used as a remarks field if an insurance carrier r
171. ted select the checkbox associated with the report that you would like to print every time claims are processed The available reports include Acknowledgement of Receipt 997 File Status RPT02 File Summary RPTO3 File Detail RPT04 Amended File Detail RPTO4A Batch amp Claim Rejection RPTO5 Amended Batch amp Claim Rejection RP TO5A Provider Claim Status RPT10 Special Handling Unprocessed claims RPT11 Under Reports Settings enter a Purge Reports after number to designate a number of days to keep reports prior to purging Select the Save button to save information Select Close to exist the screen To assign Payer ID information automatically use the Auto Assign Payer ID Using PTOS e 32 Update Lists Information Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options The asterisk denotes fields that are required User Guide Patterson PTOS 6 0 To begin entering and updating system codes select System Tasks Update Lists From this menu select the specific code list that you wish to update Insurance Companies Select System Tasks Update Lists Insurance Companies Select an existing Insurance company from the search menu to edit or select Add to create a new insurance
172. ted with the claim e Manual Distribution If you have your payments set to manual distribution PTOS will prompt you to distribute the adjustment amount e Unapplied When using manual distribution you will have the option to not distribute the adjustment amount thus leaving it unapplied in the account Flexible Bulk Payment Distribution Flexible Bulk Payment Distribution allows you to select the desired claim and then automatically distribute the amount you entered among the services on the selected claim This gives you the convenience of automatic distribution and the flexibility of manual distribution Setting Up In Config Parameters Billing select Use Partial Automatic Distribution in Bulk Select the Edit icon and change the Value to Yes User Guide Patterson PTOS 6 0 Billing e 128 E Config Parameters mm Config Group Billing X Group Billing Parameter Use Partial Automatic Distribution in Bulk Value No Notes Controls Automatic not Manual distribution setting in Bulk Payments Yes USER a manually distributes payment amount per claim amp SYSTEM automatically distributes y to services on each claim No SYSTEM automatically distributes ALL payment _ Group Parameter Value Notes Billing Filter Charge Ticket Su 4 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT Billing Tax Percentage 0 Set up the sales tax percentage to be used on taxable se
173. the information Choose Inactivate to inactivate the patient without archiving Select Close to exit Archive Patients To archive patients select Special Tasks Remove Old Cases Archive Patients Special Tasks e 157 Archived cases cannot be retrieved without restoring a backup of your database Do not archive cases unless you are completely finished with them i Before Archiving Backup your files WARNING ARCHIVING PATIENTS FROM PTOS WILL DELETE THEM FROM THE DATABASE YOU WILL NOT BE ALLOWED TO IMPORT THEM BACK INTO THE CURRENT DATABASE Select OK to continue Archive Patients Database Name i Choose Patient ID Patient Marne SelectAll Archive Data Select the name of the database that you wish to access Select the Choose checkbox for the desired patient or select the Select All checkbox Select the Archive Data button Add Update Client Logo Note Your image should be no larger than 120 x 120 pixels User Guide Patterson PTOS 6 0 Add your logo to be used on documents and reports To add or update your logo select Special Tasks Add Update Client Logo Select the Add Update Client Logo to upload a new logo image The image must be a JPEG Select Remove Client Logo to remove the logo without replacing the image This logo will be added to various reports and documents throughout PTOS Special Tasks e 158 Tools Worklist For information on Worklist see the
174. the name of the detail that you wish to edit Select the Show checkbox to display the detail on your template Deselect the Show checkbox to hide the detail Ten additional blank lines are also available at the bottom of each narrative In the Edit Paragraph Details select the Show checkbox next to the blank lines to add them to the templates Select OK to save your changes Documentation e 76 Comparing Initial Evaluation with Re Evaluation PTOS Documentation has the ability to compare Initial Evaluations and Re Evaluation on a single note You have the ability to compare up to three notes on a single page i e Initial Evaluation and two Re Evaluations Once the Initial Evaluation has been created a new note needs to be created Choose Re Evaluation as the Note Type for the new note After clicking OK the option to compare the note to an existing note becomes available Note to compare to Note Type Re Evaluation 04 22 2000 Re Evaluation 05 06 2000 Cancel Choose the note s that you wish to compare and then click OK The new document comparing the notes will now populate your screen Fill in the appropriate information in the Re Evaluation column and save the document Re Evaluation Note History The Note History allows you to view all existing notes for this patient This includes all open closed and voided notes and attachments for the individual patient User Guide Patterson PTOS 6 0 Docume
175. the same services without closing the primary claim Billing e 118 e Sort Queue To sort items in the Queue select the heading name e ERA Queue button Select the ERA Queue button to open the ERA queue see below e eClaims Reports Select this button to open purge print or generate reports on the status of eclaims The following is an example of the eClaims Reports screen r os eClaims Reports Report Files Get Report Delete Checked Reports Purge All Reports gt PrintChecked Reports Close In the eClaims Reports window select from the follow options e Get Report Select this button to download outstanding eClaim reports from the clearinghouse e Purge Reports Select this button to manually delete existing claims reports e Print Report Select this button to print all available reports e Close Select this button to close the eClaims Reports screen Navigate To Use the quick navigate buttons to launch the following windows e Patient e Transaction e Insurance e ERA Queue Select Close to exit the Claims Queue Re creating a Claim There are many options when re creating a claim in PTOS User Guide Patterson PTOS 6 0 Billing e 119 User Guide Patterson PTOS 6 0 e To re create a closed claim WITHOUT making any changes use the Recreate Claim option in cogwheel in Patient Editor or Patient Transactions To re process an
176. there are any appointments in the waitlist that you can call on to fill your schedule Select Ok to void this appointment Select Cancel to exit without voiding User Guide Patterson PTOS 6 0 Scheduling e 62 Additional Right Click Options New Appointment Mew Appointment from waitlist New Block Hold Check in Cancel Delete Block Hold No Show Reschedule Appointment Void Cut Copy Paste Collect Co Pay Charge TicketEnter Charges Note Complete Patient Editor Print Appointment Card Print Superbill Collect Co Pay If the patient s co pay was not collected at the time of Check In it can be collected at a later time using the Collect Co Pay To access the Collect Co Pay option right click on the appointment and choose Collect Co Pay option from the menu The following window appears EES Co Pay Abbott Charles Active Payment Date Payment Type Facility ID Comments Choose a Merchant Select All Select Appt Date Start Time Balance CoPay gt 0 ECC 11 12 2013 10 30 AM 10 40 AM In the Co Pay window select the applicable co pay Use the drop down menu to select the Payment Type and Facility ID User Guide Patterson PTOS 6 0 Scheduling e 63 Based upon your individual config settings the Enter Charges window may appear Use
177. tic not Manual distribution setting in Bulk Payments Yes USER manually distributes payment amount per claim amp SYSTEM automatically distributes to services on each claim No SYSTEM automatically distributes ALL payment amount per claim amp services Bulk Payment Facility Default 1 Patient s Assigned Facility 2 Treating Facility for the Claim Document Group Parameter Value VOTES omnes pe texto appear as a agonal atemark on dosed nates x Con Document Print Flow sheet in Lan yes Yes Flow Sheet prints in landscape format No Flow Sheet prints in Document Prompt to save patient yes Yes User prompted in Documentation to Save when exiting a note N Set Watermark Type text to appear as a diagonal watermark on closed notes Ex Confidential Closed etc Print Flow sheet in Landscape Yes Flow Sheet prints in landscape format No Flow Sheet prints in portrait format User Guide Patterson PTOS 6 0 Using PTOS e 10 Prompt to save patient notes Yes User prompted in Documentation to Save when exiting a note No the System will automatically Save everything without prompting eMaillFax f Group Parameter Value Notes gt ET CS E TENA eMail Fax mailuser Enter the email address used to send emails from PTOS Required for e eMail Fax mailpwd Specify the password provided by the Internet Service Provider Require eMail Fax MailSubject PTOS
178. tient l Ld atient CPT Code Units Chg Amt Allow Amt Modifier Description PT DX CoPay Visit Bill To Facility Entering Billing information C P T Code Enter a C P T code into the patient s record by any of these three ways 1 Type the C P T code into the C P T code field 2 To find the closest match to the code you want activate the C P T Code Search window by typing the first few characters into the field and pressing Enter 3 Type the percent sign into the field to bring up the C P T Code Search window Units Enter the number of units Units will default to this window from C P T Code setup This field is editable Chg Amt This number is generated from the C P T code or Fee Schedule and cannot be edited Allow Amt This number is generated from the C P T code or Fee Schedule and cannot be edited Modifier The default for this field is from C P T Code Setup It can also default from Fee Schedule which would override what was entered during C P T Code Setup The limit is 4 modifiers Modifiers can be edited from the Billing window Description Defaulted from C P T Code Setup or from the ICODE entry PT Click on the drop down arrow to select the PT who provided the service If the patient has an Assigned Therapist that name will default into this field A Therapist set in an Appointment has precedence over an assigned therapist DX Sele
179. tient account including e Date The date of the transaction e Code The code billed on the transaction date e Description The description of the code e TranType The transaction type e Amount The price attached to the code User Guide Patterson PTOS 6 0 Billing e 98 e Allow Amount The amount expected to be paid by the insurance company attached e Diff Between Chg Allowed Amt The difference between the amount charged and the amount allowed by insurance e Co pay The patient s co pay amount e Expected Ins The patient s expected insurance amount e Insurance Paid The amount paid by the insurance company e Patient Paid The amount paid by the patient e Adjustments Any adjustments that have been applied e Balance The current balance of the case e AT Account Type e PT Therapist e Visit Identifies appointments that qualify as visits e Unit The number of units e DX Diagnosis e Facility The name of the treating facility e POS Place of Service e Status The current account condition e Modifier Modifier e Claim The number associated with the claim e User The person responsible for making entries e Edit date The date that edits were made to the transaction Select the checkbox Show Void Transactions to include voided information in the transaction history Select the PTOS 3 6 Transactions button to view an overview of
180. tivate button Insurer IN123 New Insurance Phone Address 123 Main Street Fee Schedule My Town Us 99999 Priority Tertiary v Pt s Reltn to Insured Patient v Account Type y First Name Initial Last Org Name Adjuster Name Insured Name Group Address ID HCFA Box 1 City State Zip Accept Assignment Percent Paid 100 Phone Comment Employer Insured Gender z DOB Show Inactive Change the Patient s Insurance but Leave Current Claims Open If Inactivate is selected and there are open claims or unprocessed charges for this insurance a new warning will appear e Yes will take you to the claims queue where you can review and close any outstanding claims for this case prior to inactivating the insurance e No will continue the insurance inactivation process for this case but will leave outstanding claims in the claims queue e Cancel will abort the insurance inactivation process inactivating insurance WEST INSURANCE GO for case number 1031 There are processed or unprocessed charges for this insurance priority Would you like to review outstanding claims for this case now Selecting Yes will take you to the claims queue where you can review and close any outstanding claims
181. tory Family History Family History Pain Assessment Area 1 am Pain Assessment Area 1 Pain Assessment Area2 la Pain Assessment Area2 E Pain Assessment Area3 E Functional Activity Index Patient Goals Social History History of Injury Tllness Current Medications i Past Medical History Family History i Pain Assessment Area 1 Pain Assessment Area3 Functional Activity Index Functional Activity Maex Patient Goals E Patient Goals The Header of the note will be populated with the patient s information already entered into the system This information can be edited here if needed Physical Therapy Phone Fax Therapist Admin Admin Patient Date of Service Acct Referred By DOB PCP SSN Diagnosis Phone Injured Date Insurance Init Eval Oate Authonzation Claim Total Vists CXL NS Saving a Note Notes may be automatically saved as you add to or make changes to a note Edit and or enhance the pre written narratives in PTOS notes In Documentation Template Admin select the Note Type from the drop down menu The following paragraph templates can be modified e Short Long Term Goals e Special Tests e Problem Lists e Treatment Plan Note Type El i Paragraph Description Paragraph Status Patient Questionnaire X Header mark bria Y Link to Appointment 7 Close Note Charge Ticket logo Put Note Type Here Put Facility Name Here
182. transactions from the previous version of PTOS Select the Transaction Audit Trail button to view a report of transactions for the selected account Use the Legends drop down arrow to identify the color code for each transaction type Selecting a transaction from the upper pane displays details in the lower pane To edit a line item double click and modify the information on the right Use the Cogwheel to access a menu of options See the above section for more information on the cogwheel menu User Guide Patterson PTOS 6 0 Billing e 99 Daily Transactions Charges User Guide Patterson PTOS 6 0 A window will be available where you can approve charges entered in Charge Ticket within the system to post entered charges to patients accounts Once the charges are approved they are ready for insurance and or patient billing Also when accessed from Billing Daily Transactions you can see different Transaction Types Approved Charges UnApproved Charges Payments and Adjustments Approved Charges ES Daily Transactions Transaction Te ia Ss Facility Entry User Patient Name Status Therapist Date of Service y z y From 11 12 2013 y To 11 12 2013 Refresh Date ofService Patient Case Patient Name CPT Code Amount Units Ext Amount Modifier Description J 11722013 10000001 sos abiot crates 2 ooo a o I u oo charges D visto Fd Actual Range T
183. tware a Patterson Technology 2 6 Le Patterson PTOS 1201 Althoff Dr Effingham IL 62401 Technical Support 800 824 4305 Technical Support Fax 217 342 4571 LS PATTERSON COMPANIES INC User Guide Patterson PTOS 6 0 Contents e i Contents PTOS 1 Sy short Requirements ardid ida 1 LOCARE NCI Or oaia N NEE icosa coil 1 Keybord Shore U Keys poran R N E E N 1 E AP II II TO E ETOO 2 line PTOS LOSA MENi ri ii tt 2 Main SCreei Loco Grap DIC Seieren e tt 2 Using PTOS 4 S TOS a a 4 Setting Up Your Paciity iO A A 4 Selling Up Your A Miacadaclenland E 5 User Access RO MSs esr aa cece A ee haem dacs 7 Conlie Parameters tdt cid 8 E A eens edna a enna dcoan 9 A O O O anata ece 13 Pate nt Case La lid dales 13 Reterral Employer Tarola rola 16 A 18 HCEVUBO tte e caian 19 HE FA A A III AE A n N 21 MEM OA api a E A E e E n 22 Attachment Monna i eenen ak 24 Insurance Lada omita a a diss Oaadiahiewawtanctasehs 28 Enter the Primary insurance first and then follow in descending order for any additonal Insurance CaraElS ti a 28 Notes Tauro ai it cota oie 28 A SP sees ie rcrnstaace atin nnd aca aaateate a teen coraatagtnete a ceracnaatecotu eek nestce 29 Cogwheel Options Menta dados 30 am S SUN da 31 Update Lists IntormalOn said d ira 33 Insurance Companie S slds dinos 33 RoT o T aeeat adn mee aesagetre yet eattnadcns 34 Update Account ype COdeS tddi 36 Employee ee eee 38 Zip COG CS eas 5 eset cates sea E acetate es ee a
184. unt of time it took to perform For a timed procedure the number of units depends on the amount of time to perform the procedure Fifteen minutes is typically considered a unit but can range between 8 and 22 minutes A patient Unit visit can have one or more units depending on the procedure UPIN Unique Physician Identification Number User Guide Patterson PTOS 6 0 Glossary of Terms e 165 PTOS Website Visit the PTOS website www ptos com to keep your business up to date The PTOS website has several features available for your use Additional Seminars A list of PTOS seminars is listed on the website From the main page select the Seminars tab to view the list Registration for these seminars is required and seating is limited so be sure to call and reserve your seat FAQ Also available on our website is FAQ our online frequently asked question database Click the Support tab from the main page and then choose PTOS FAQs FAQ is available to all PTOS users to assist with any questions you may have Not enough time to call support Use FAQ to help answer your questions Enhancement Suggestions Do you have ideas on how to improve PTOS Visit our website and click the Enhancement Suggestions button on the main menu Enter your name email address and ideas and send them directly to us Support Select the Support button to access Live Chat Live Chat allows you to open a text dialogue with a Patterson technology repres
185. up User Access Rights see the Using PTOS chapter of this document User Groups User Groups are assigned to employees in the Employee screen Another way to assign employees to User Groups is under System Tasks Supervisor User Groups E User Groups DEX User Group Biling Admin Y courts E User Group Biling Admin Notes Billing Admin Inactive Add Employees to User Group 0 Employee s belong to the group BILLING ADMIN x Remove User Name First Name Last Name Tite Status tot Record fo gt gt SE Select the User Group drop down arrow to select a User Group Select Add Employees to User Group to add employees User Guide Patterson PTOS 6 0 System Tasks e 151 Please choose the employee from the list Select User Name First Name Last Name Title Status gt admin A A ESO F George Young Active Dr Young Select the checkbox associated with the desired employee Select OK To create a new User Group select the Add icon or F2 Enter the description information and save To delete an existing User Group select the desired group and select the Delete icon Check for Updates For information on checking for updates see the PTOS chapter of this document Update Lists The Update Lists menu allows you to make modifications to your lists For more information on updating lists see the Using Update Lists section of the PTOS chapter of this document Logi
186. urcelD Resource gt Room Room Delete Resource Select the Add Resources button to schedule an additional resource to this appointment Select the Delete Resources button to remove an added resource from the existing appointment New Appointment from Waitlist In the Schedule use the right click menu to schedule a new appointment from the Waitlist The Waitlist appears Select the checkbox associated with the desired appointment and select the Add New Appointment button Scheduling Blocks Creating a Single Block To create a single block select Scheduling New Block Hold or open the schedule and right click on the area you wish to place the block and select new Block Hold New Appointment New Appointmentt from waitlist New Block Hold The New Block Hold screen will open The Block Hold Type Facility and Resource areas must be filled in You can also add a note to the block User Guide Patterson PTOS 6 0 Scheduling e 57 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Field must be completed User Guide Patterson PTOS 6 0 Block Hold Type Jind reat E Facility PT Main Facility Therapist Resource Notes Single Block Hold WAI
187. we Select the Date of Service necessary Select OK to will use the Progress Daily and select OK to continue attach the file to the current Notes note The Initial Evaluation note will now populate the screen Along You can also double the left side of your screen is a display of the different paragraphs click on a paragraph to that can be included in the Initial Evaluation note The paragraphs remove it displayed in purple are the ones that are included in the Initial Evaluation note by default The option to include the gray paragraphs is available by right clicking on the paragraph and selecting Add Paragraph or double clicking the paragraph In addition any paragraph that is included by default can be User Guide Patterson PTOS 6 0 Documentation e 74 removed by right clicking on the paragraph and select Remove Paragraph Chart Abbott Charles Active pros Chart Abbott Charles Active DE Xl no DIE Kiesler y ME coren nor EEN MES orent rore EE Sign Find Print Form Sign T Find Print Form mal Chart Abbott Charles Active l Xh lt lt Last Name MEA current note ETE Sign Find Print Form E 11 20 2013 Patient Questionnaire Average Social History Social History Visual An History of Injury Iliness History of Injury Iliness Visual An Current Medications Current Medications Past Medical History Past Medical His
188. y date Unapplied Monies This report is a listing of all unapplied payments and adjustments Unpaid Charges This report is a listing of charges and their remaining balances Voided Transactions The report is a list of any voided transactions within a specific date range Transaction Audit Trail This report shows all Transactions for patients within a specified date range Documentation Reports Under Reports select Documentation Reports to create a report with the following options Document Listing This report shows any documents that are closed open or all for a specific time period and or Therapist The report is broken down by Facility with totals per Facility and Grand Totals for Patients Case Open Notes Report Displays active patient cases that have one or more open notes broken down by Therapist Deferred Note Closing This report shows the number and Report percentage of notes that are closed between DOS 3 days and those closed after 3 days Charge Time Audit This report compares the documented time Report in a note to the number of units for that same visit The note must be linked to the appointment for the results to display Charge Ticket Claim This report compares the charges entered by the Therapist to the charges included on User Guide Patterson PTOS 6 0 Reports e 144 Form comparison the claim form for that same visit Report Scheduling Reports Under Reports select Scheduling Rep
189. yer Unpaid Balances are only necessary when using electronic claims to Secondary or additional providers Giosing Insurance Gaim Patient Estimated Total Less Total Paid Amount Unpaid By Insurance 2 Unpaid Balance Details 1 Unpaid Details convey information to additional payers and will notimpact the case balance Unpaid Details are a sum of the Amount Unpaid by Insurance and any patient responsiblity amount Amount Unpaid Details are based upon eClaims Setup defaults Select the Unpaid Balance Details button to modify the current claim BILL TO MA MEDICAID Secondary O Process Now O Send To Queue O Close The Claim When closing a Primary claim with unpaid balance totals verify the defaulted Unpaid Balance amount Select the Unpaid Balance Details button to view service level details Otherwise select OK Clam Level Unpaid Balance Claim Create Date Claim Notes Unpaid Bal Bal Detads gt ee HEALTH PLAN Bled 58 00 f Service Level Unpaid Balance f Service Date CPT Code Description i k Det gt 0909 2009 97001 ATI 50 00 Bsince 09 09 2009 97010 HOT OR COLD PACK 09 09 2009 97014 ELECTRICAL STIM UN ATTEND TOTALS 0 00 53 00 Distributed 58 00 Total Unpaid Balance to Distribute 0 00 h amp a re Cancel ng Unpaid Details convey information to additional payers and will not impact the case balance User Guide Patterson PTOS 6 0 Billing e 123 In the Unpaid Balance

PTOS 6.0 User Guide

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