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Kareo User Manual - Kareo Help Center

1. 160 Table of Contents 2014 Kareo Inc Rev December 2014 viii 8 4 Edit Claims 160 8 5 Claim Transactions 161 8 6 Print Paper Claims 166 8 7 Submit Electronic Claims 169 9 CLAIM REJECTIONS 170 9 1 Claim Rejections 170 9 2 Internal Validation Report
2. 125 6 6 Appointment Tasks 125 6 6 1 New Appointment 125 6 6 2 Find Appointment 127 6 6 3 Batch Eligibility Check 127 6 6 4 Patient Payments 128 6 6 5 Edit Appointment 128 6 6 6 Copy Appointment
3. 51 3 6 1 Employers 51 3 6 1 1 New Employer 51 3 6 1 2 Find Employer 51 3 6 1 3 Edit Employer 52 3 6 1 4 Delete Employer 52 3 6 2 Payer Scenarios 52 3 6 2 1 New Payer Scenario
4. 61 4 8 Providers 61 4 8 1 Provider Audit Log 61 4 8 2 New Provider 62 4 8 3 Claim Settings 65 4 8 3 1 Override Claim Settings 67 4 8 4 Find Provider 70 4 8 5 Edit Provider
5. 181 12 PAYMENT POSTING 182 12 1 Find Payment 182 12 2 Print Payment Receipt 183 12 3 Edit Payment 183 12 4 Delete Payment 184 12 5 Manual Payment Posting 184 12 5 1 Enter Payment
6. 8 2 3 Menu Bar 9 2 4 Toolbar Shortcuts 10 2 5 Workflow Shortcuts 12 2 6 Keyboard Shortcuts 13 2 7 Record Search 15 2 8 To Do List 16 2 9 Dashboard Charts
7. 44 3 5 1 5 Delete Procedure Code 44 3 5 2 Procedure Modifier Codes 44 3 5 2 1 New Procedure Modifier Code 44 3 5 2 2 Find Procedure Modifier Code 45 3 5 2 3 Edit Procedure Modifier Code 45 3 5 2 4 Delete Procedure Modifier Code 45 3 5 3 Procedure Categories 45 3 5 3 1 New Procedure Category
8. 209 16 1 New Task 209 16 2 Attach Tasks 209 16 3 Find Task 210 16 4 Edit Task 210 16 5 Delete Task 210 17 REPORTS 211 17 1 1 Reporting Dashboard
9. 257 19 1 Change Subscription Level 257 20 LEGAL NOTICES 258 20 1 Copyright Information 258 20 2 Use of Fictitious Names 258 2014 Kareo Inc Rev December 2014 1 1 Get Started Welcome to Kareo Kareo is a web based billing software that provides medical practices and billing companies with an easy to use system for patient registration and scheduling encounter and claim submission payment processing document management and real time reporting In addition built in features have been specifically designed to reduce claim rejections and improve your billing process For billing office administrators Kareo offers tools to import fee schedules and contracts as well as set up and manage codes insu
10. 248 17 1 25 Settings Reports 248 17 1 26 Company Reports 248 17 2 Reports Management 249 17 2 1 Edit Date Range 249 17 2 2 Refresh Reports 249 17 2 3 Customize Reports 250 17 2 4 Search Reports
11. 77 4 11 2 Add Contract Rates 79 4 11 3 Settings for Contracts and Fees 82 4 11 4 View or Edit Fee Schedules 82 4 11 5 Print Fee Schedule 82 4 12 Encounter Forms 83 4 12 1 New Encounter Form 83 4 12 2 Find Encounter Form
12. 155 7 9 Find Encounter 156 7 10 Edit Encounter 156 7 11 Export Encounter as EDI 837 File 157 7 12 Delete Encounter 157 8 CLAIM PROCESSING 158 8 1 Claim Audit Log 158 8 2 Track Claims 159 8 3 Find Claims
13. 38 3 4 5 4 Delete Insurance Plan 38 3 4 6 Merge Insurance Plans 39 3 5 Codes 40 3 5 1 Procedure Codes 41 3 5 1 1 New Procedure Code 41 3 5 1 2 Find Procedure Code 43 3 5 1 3 Edit Procedure Code 43 3 5 1 4 Deactivate Procedure Code
14. 45 Table of Contents 2014 Kareo Inc Rev December 2014 iii 3 5 3 2 Find Procedure Category 46 3 5 3 3 Edit Procedure Category 46 3 5 3 4 Delete Procedure Category 46 3 5 4 Diagnosis Codes 47 3 5 4 1 New Diagnosis Code 47 3 5 4 2 ICD 10 Diagnosis Crosswalk 47 3 5 4 3 Find Diagnosis Code 48 3 5 4 4 Edit Diagnosis Cod
15. 120 5 7 1 Reactivate Patient 121 5 8 Delete Patient 121 6 APPOINTMENT SCHEDULER 122 6 1 Calendar Views 122 6 2 Daily Calendar 123 6 3 Workweek Calendar 124 6 4 Weekly Calendar 124 6 5 Monthly Calendar
16. 24 3 1 5 User Password Reset 24 3 2 User Roles 25 3 2 1 New User Role 25 3 2 2 Find User Role 26 Table of Contents 2014 Kareo Inc Rev December 2014 ii 3 2 3 Edit User Role 26 3 2 4 Delete User Role 26 3 3 Security Policy Options
17. 32 3 4 3 5 Find Insurance Company 34 3 4 3 6 Edit Insurance Company 34 3 4 3 7 Delete Insurance Company 34 3 4 4 Merge Insurance Companies 35 3 4 5 Insurance Plans 36 3 4 5 1 New Insurance Plan 36 3 4 5 2 Find Insurance Plan 38 3 4 5 3 Edit Insurance Plan
18. 205 15 5 Add Document to a Record 205 15 6 Show All Documents for a Patient 206 15 7 Find Document 206 15 8 Edit Document 207 15 9 Copy Document 207 15 10 Print Document 207 15 11 Delete Document 208 16 TASKS
19. 105 5 2 1 New Patient Case 105 5 2 2 Add Self Pay Case 108 5 2 3 Edit Patient Case 108 5 2 4 Patient Condition 109 5 2 5 Authorizations 110 5 2 6 Attorneys 111 5 2 7 Workers Compensation
20. 26 3 4 Insurance Lists 27 3 4 1 About Insurance Companies and Plans 27 3 4 2 Insurance List Management 27 3 4 3 Insurance Companies 28 3 4 3 1 New Insurance Company 28 3 4 3 2 Paper Claim Settings 30 3 4 3 3 Electronic Claim Settings 31 3 4 3 4 Practice Specific Settings
21. 172 9 3 Clearinghouse Report 174 9 4 Payer Report 175 10 CLEARINGHOUSE REPORTS 176 10 1 Print Clearinghouse Report 177 10 2 Save ERA Report to File 178 11 PATIENT STATEMENTS 179 11 1 Print Patient Statement 180 11 2 Patient Billing
22. 70 4 8 6 Delete Provider 71 4 8 7 Deactivate Provider 71 4 8 8 Reactivate Provider 72 4 9 Service Locations 72 4 9 1 New Service Location 72 4 9 2 Find a Service Location 74 4 9 3 Edit Service Location 74
23. 93 4 15 1 New Category 93 4 15 2 Find Category 93 4 15 3 Edit Category 93 4 15 4 Delete Category 94 4 16 Practice Options 94 4 16 1 Closing the Books 94 4 16 2 Encounter Options
24. 200 14 2 Find Refund 201 14 3 Edit Refund 201 14 4 Delete Refund 201 15 DOCUMENTS 202 15 1 Document Viewer 202 15 2 Add Document from File 203 15 3 Add Document from Scanner 203 15 4 Add Faxed Document to a Record
25. 128 6 6 7 Delete Appointment 128 6 6 8 Enter Payment and Print Receipt 128 6 6 9 Create Encounter 129 6 6 10 Print Appointment Schedule 129 6 6 11 Print Encounter Forms 130 Table of Contents 2014 Kareo Inc Rev December 2014 vii 6 7 Timeblock Calendar 130 6 7 1 Copy Timeblock
26. 135 6 8 2 2 Edit Appointment Reason 135 6 8 2 3 Delete Appointment Reason 135 6 8 3 Appointment Options 136 7 ENCOUNTERS 137 7 1 Encounter Audit Log 137 7 2 New Encounter CMS 1500 138 7 3 New Encounter UB 04 143 7 4 Billing CMS 1500 and UB 04 on Same Encounter
27. 212 17 1 2 Key Indicators Summary Report Beta 214 17 1 3 Accounts Receivable Reports 220 17 1 4 Daily Report 228 17 1 5 Company Wide Clearinghouse Reports 228 17 1 6 Master Audit Log 229 17 1 7 Most Commonly Used Diagnosis Codes Report 230 17 1 8 Custom Reports 231 Table of Contents 2014 Kareo Inc Rev December 2014 x 17 1 9 Account Activity Repor
28. 252 17 2 5 Page Navigation 252 17 2 6 Print Reports 253 17 2 7 Save Reports Microsoft Excel Format 253 17 2 8 Save Reports Adobe PDF Format 253 18 TRAINING amp SUPPORT 254 18 1 Training 254 18 2 Customer Support 256 19 MANAGE YOUR ACCOUNT
29. 150 7 5 Anesthesia Services 150 7 6 Ambulance Services 152 7 7 Copy an Encounter 153 7 8 Manage Encounters 154 7 8 1 Track Encounters 154 7 8 2 Approve Encounter 155 7 8 3 Reject Encounter 155 7 8 4 Unpayable Encounter
30. 112 Table of Contents 2014 Kareo Inc Rev December 2014 vi 5 3 Patient Eligibility 112 5 3 1 Patient Eligibility Setup 112 5 3 2 Patient Eligibility 114 5 4 Patient Record Tasks 115 5 4 1 Notes to a Patient Record 115 5 4 2 Patient Alerts 116 5 4 3 Patient Collection Category
31. 241 17 1 17 Unpaid Insurance Claim Report 243 17 1 18 Productivity amp Analysis Reports 244 17 1 19 Patients Reports 245 17 1 20 Appointments Report 245 17 1 21 Encounters Reports 245 17 1 22 Payments Reports 246 17 1 23 Provider Performance Report 246 17 1 24 Refunds Reports
32. 52 3 6 2 2 Find Payer Scenario 53 3 6 2 3 Edit Payer Scenario 53 3 6 2 4 Delete Payer Scenario 54 3 6 3 Collection Categories 54 3 6 3 1 New Collection Category 54 3 6 3 2 Find Collection Category 55 3 6 3 3 Edit Collection Category Record 55 3 6 3 4 Delete Collection Category
33. 133 6 7 2 Delete Timeblock 133 6 8 Customize Appointment Scheduler 134 6 8 1 Resources Setup 134 6 8 1 1 Add Resource 134 6 8 1 2 Edit Resource 134 6 8 1 3 Delete Resource 134 6 8 2 Appointment Reasons 135 6 8 2 1 Add Appointment Reason
34. Kareo User Manual 2014 Kareo Inc Rev December 2014 i Table Of Contents 1 GET STARTED 1 1 1 Installation 1 1 1 1 System Requirements 1 1 1 2 Download and Install Kareo 2 1 1 3 Software Updates 2 1 2 User Login 3 1 2 1 Kareo Login with User ID Password
35. Adjustments Summary This report shows a summary of adjustments over a period of time Adjustments Detail This report shows a list of adjustments over a period of time Denials Summary This report shows a summary of denials over a period of time Denials Detail This report shows a list of denials over a period of time Payer Mix Summary This report shows the payer mix over a period of time Contract Management Summary This report shows an analysis of average and expected allowed and payment amounts by primary insurance Contract Management Detail This report shows a list of allowed and payment amounts by primary insurance Payment by Procedure This report shows the average reimbursement by procedure code over a period of time Missed Copays This report shows a list of encounters for which the patient did not pay the copay required by the primary insurance Payments Application This report shows detail information about how an individual payment from an insurance company patient or other payer has been applied to charges Payment Receipt This report provides receipt for payment made 17 1 23 Provider Performance Report Provider Performance reports keep physicians up to date on their practice performance You can set these reports to be delivered automatically by email on a daily weekly or monthly basis These reports provide both practice and or provider
36. 185 12 5 1 1 Enter a Copay 185 12 5 1 2 Enter Payments from Patient or Explanation of Benefits EOB 187 12 5 1 3 Enter Payments from Credit Card 189 12 6 Reverse Payment 190 12 6 1 Post Denial 191 12 6 2 Apply Payments from Explanation of Benefits EOBs 192 12 6 3 Apply Payments from Patient or Other Payers 194 12 7 Automatic Payment Posting 195 12 7 1 Apply Payments from Elect
37. 3 1 2 2 Password Change 3 1 3 Data Entry Tips amp Shortcuts 4 1 3 1 Data Entry Tips 4 1 3 2 Search Tips 4 1 3 3 Shortcuts 5 2 DASHBOARD 7 2 1 Dashboard Navigation 7 2 2 Kareo Workspace
38. 5 2 3 Edit Patient Case To edit a patient case 1 Click Patients gt Find Patients 2 Once you find the patient record double click to open it 3 Click the Cases tab 4 Click once on the case you want to edit and click Edit See section New Patient Case for more information 5 Make your changes and click Save on each window until you are back at the Find Patient window Patient Records 2014 Kareo Inc Rev December 2014 109 5 2 4 Patient Condition The Condition tab on a patient case is used to enter information for claims about the cause that prompted treatment this type of information is sometimes necessary for certain types of claims To enter patient condition information 1 On the New Case or Edit Case window click the Condition tab 2 On the Condition tab enter the information See below 3 When finished do one of the following Click Save to save the information and return to the main Cases window Click the Authorizations tab to enter authorization numbers See section Authorizations 4 When finished entering all information for the case always click Save on each window until you are back at the Find Patient window Condition Tab a Condition related to Check one or more boxes as applicable Note EPSDT stands for Early Periodic Screening Diagnosis and Treatment b Dates In the Date Type drop down menu select a date description Choose a Start Dat
39. 56 4 THE PRACTICE 57 4 1 Practice Setup Wizard 57 4 2 Practice Information 57 4 3 Find Practice 59 Table of Contents 2014 Kareo Inc Rev December 2014 iv 4 4 Edit Practice 59 4 5 kFax Number 59 4 6 Deactivate Practice 60 4 7 Reactivate Practice
40. Priority Select a priority 1 10 with 1 being the highest priority and 10 being the lowest Tasks 2014 Kareo Inc Rev December 2014 210 Status Select the current status of the task from the drop down menu Related To If you want to associate the task with a specific record select the type of record from the drop down menu A related button will appear select the record to which you want to attach the task Or select None Type Select the type of work required to complete this ask from the drop down menu Comment Add any notes if desired 5 Click Save 16 3 Find Task To find a task 1 Click Tasks gt Find Tasks in the top menu 2 In the Look For search bar enter all or part of a keyword of the document You can choose to filter by Record type Type of task Assigned To or Due Date 3 Click Find Now 4 Once you find the task double click to open it 16 4 Edit Task To edit a task 1 Click Tasks gt Find Tasks in the top menu 2 Once you find the task double click to open it 3 Make the changes and click Save 16 5 Delete Task To delete a task 1 Click Tasks gt Find Tasks in the top menu 2 Once you find the task click once on it to highlight 3 Click Delete 2014 Kareo Inc Rev December 2014 211 17 Reports Kareo includes a real time reporting engine that provides a clear picture of your practice s performance at the
41. 94 4 16 3 Reporting Options 96 4 16 4 Electronic Claims Options 96 4 16 5 Patient Statement Options 97 5 PATIENT RECORDS 100 5 1 New Patient Setup 100 5 1 1 Add Insurance Policy 102 5 1 2 Appointment New Patient 104 5 2 Patient Cases
42. 2014 Kareo Inc Rev December 2014 219 Known issues with the current version It fails to display the data for deactivated providers even if they had activity in the reporting period We also received requests to exclude active providers who had no activity in the reporting period For example if you added two new providers this month and attempted to generate this report for the previous month it would display empty rows for the two new providers since they are active when the report was generated but had no activity prior to joining the practice Kareo addressed these two issues in this new version by including only providers with activity during the reporting period regardless of the status of the provider active or deactivated The totals for the column when adding the individual line items does not always match the total displayed on the bottom of the column Please note that the bottom row on this report is not labeled as a total row since not all columns are totaled i e Days in A R Days Rev O S and Days to Bill Since the results of this row are calculated independently from the values on the above rows the bottom row values displayed are correct Part of the issue of the mismatch is related to the deactivated provider issue above where part of the data for the deactivated providers are not included in the line items The Receipts not totaling is related to the data included in the Change in Unapplied where refunds were issued
43. 85 4 12 3 Edit Encounter Form 85 4 12 4 Delete Encounter Form 85 Table of Contents 2014 Kareo Inc Rev December 2014 v 4 12 5 Patient Portal 86 4 12 6 Patient Payments 86 4 13 Procedure Macros 87 4 13 1 New Procedure Macro 87 4 13 2 Find Procedure Macro 88 4 13 3 Edit
44. Click the field under a column to enter data Hover over a procedure or procedure modifier code to see the full description Note Descriptions may not be visible if your Kareo application administrator has configured the system to not show code descriptions See Encounter Options Enter in the procedure or procedure modifier fields to launch a searchable list of codes To remove a line item right click on the procedure line and select Remove Procedure Columns can be customized Right click on the column header and select Customize to view add move fields To add double click on an item To move click and drag column to desired location To remove click and drag the column header back to the Customize box Column Header Description From Beginning service date Procedure Procedure Code See also New Procedure Macro Mod X Procedure Modifier If applicable enter a procedure modifier code Rev Code Code associated with the Procedure Code that identifies the specific accommodation ancillary service or unique billing calculations or arrangements Units The default unit number is defined in the procedure code settings for certain types of procedures you can change it if necessary See also Anesthesia Services Unit Charge Charge associated with the procedure The charge amount may automatically default to the charge associated with the contract that governs the procedure you can change it i
45. a Name The practice name cannot exceed 35 characters and will populate Box 33 of the claim form b Group NPI The Group NPI will populate Box 33a of the claim form c EIN The EIN will populate Box 25 of the claim form d Contact Information The address and phone number will populate Box 33 of the claim form The address entered must be a physical location not a PO Box and must include a 9 digit zip code Click Address and enter the information in the pop up window this will ensure that the practice address is formatted correctly within the Kareo Other fields in this section are optional and are for internal use e Administrator Optional Can be used for the Return Address or Remit Address for patient statements for example if you prefer your patient statement remittances to go to a PO Box or to an address other than the one entered under Contact Information f Billing Contact Contact information applies to all electronic claim submissions to ensure your payers have the correct point of contact including phone number Can be used for the Return Address or Remit Address for patient statements for example if you The Practice 2014 Kareo Inc Rev December 2014 59 prefer your patient statement remittances to go to a PO Box or to an address other than the one entered under Contact Information g Notes Optional h kFax Get or release a kFax number See section kFax Number 4 3
46. Entering the keyboard shortcut Ctrl F or selecting Print paper claim from the Action menu opens the standard Windows Print dialog Click OK to print the claim For more information on printing a single claim or printing a group of claims see Print Paper Claims To rebill a claim Entering the keyboard shortcut Ctrl R or selecting Rebill from the Action menu opens the Transaction panel specific to rebilling claims Memo Enter any notes you wish to store with the transaction record Apply Click the Apply button on the right of the transaction panel to apply the transaction If more than one claim is associated with an encounter record the system will display a message asking if you wish to rebill all claims associated with the encounter Clicking Yes will reset all claims associated with the encounter to Ready status Note that this function is typically used when a claim has been previously rejected After the appropriate edits have been made you would use this function to rebill the claim See Edit Claims for more information To transfer the balance on a claim Entering the keyboard shortcut Ctrl T or selecting Transfer from the Action menu opens the Transaction panel specific to transferring a balance Memo Enter any notes you wish to store with the transaction record Change Status Select the status change Apply Click the Apply button on the right of the transaction panel to
47. To delete a procedure from the encounter form select the item with your right mouse button and click Delete from the pop up menu Repeat these steps to add additional categories and procedures The Practice 2014 Kareo Inc Rev December 2014 85 Diagnosis codes section Enter a category and code then click Add Diagnosis codes will populate the right column Category Enter the name for the first diagnosis category shown on the paper encounter form Code Enter the code number then click Add This creates the first category and displays the diagnosis code that you entered for that category To add a second diagnosis to the same category group enter the diagnosis code number in the Code box and click Add again If you need to add diagnosis codes not shown on your paper encounter form and don t know the number you can search the master list of diagnosis codes Select the category under which the diagnosis code should be listed Leave the Code box blank and click Add This opens the Select Diagnosis window Once you locate the diagnosis double click on it to add it To delete a diagnosis from the encounter form select the item with your right mouse button and click Delete from the pop up menu Repeat these steps to add additional categories and diagnoses 4 12 2 Find Encounter Form To find encounter form 1 Click Settings gt Encounter Forms 2 In the Look For search bar enter
48. 4 Once you find the code double click to open it 3 5 1 3 Edit Procedure Code To edit a procedure code 1 Click Settings gt Codes gt Find Procedures 2 Once you find the code double click to open it 3 Make your changes and click Save The Company 2014 Kareo Inc Rev December 2014 44 3 5 1 4 Deactivate Procedure Code You can deactivate a procedure code so that the code cannot be used when entering new encounters you must have the appropriate permission level from your Kareo application administrator to do this When rendering a procedure code inactive the code will still remain within the database but will not be accessible when entering charges To deactivate a procedure code 1 Click Settings gt Codes gt Find Procedures 2 Once you find the code double click to open it 3 Uncheck the Procedure is currently used box 4 Click Save 3 5 1 5 Delete Procedure Code To delete a procedure code 1 Click Settings gt Codes gt Find Procedures 2 Once you find the code click once to highlight it 3 Click Delete 3 5 2 Procedure Modifier Codes 3 5 2 1 New Procedure Modifier Code Procedure Modifier Codes are used within the healthcare industry to identify specific modifiers to medical procedures or other services rendered to patients These codes correspond with the HPCPS Healthcare Common Procedure Coding System and CPT Current Procedural Terminology code d
49. 4 Once you find the procedure category double click to open it 3 5 3 3 Edit Procedure Category To edit a procedure category 1 Click Settings gt Codes gt Find Procedure Categories 2 Once you find the procedure category double click to open it 3 Make your changes and click Save 3 5 3 4 Delete Procedure Category To delete a procedure category 1 Click Settings gt Codes gt Find Procedure Categories 2 Once you find the procedure category click once to highlight it The Company 2014 Kareo Inc Rev December 2014 47 3 Click Delete 3 5 4 Diagnosis Codes 3 5 4 1 New Diagnosis Code Diagnosis Codes are used within the healthcare industry to identify specific medical diagnoses of patients receiving treatment These codes correspond with the code list published quarterly by the Centers for Medicaid and Medicare Services branch of the U S Department of Health and Human Services The Kareo application includes this database of standard codes which is updated every year However you can add your own diagnosis codes To add a new diagnosis code 1 Click Settings gt Codes gt Find Diagnoses on the top menu Note To avoid duplication a best practice is to first search the database to see if the diagnosis code already exists in the system 2 If the diagnosis code is not in the system click New at the bottom 3 In the Code field enter a code numbers and or letters 4 I
50. 5 4 8 Print Patient Reports The patient record offers quick links to several patient specific reports Patient Transactions Detail Displays detailed transaction information for a specified date range Patient Balance Detail Displays specific charges that make up a patient s open balance Patient Statement Displays the current patient statement Patient Financial History Displays patient s financial history Patient Records 2014 Kareo Inc Rev December 2014 120 Patient Detail Displays patient s details such as demographics notes physician and insurance information Itemization of Charges Displays a summary of charges for a specific date range To generate a report from the patient record 1 On the patient record click Reports at the bottom and select the report you want to generate 2 Once the report loads you can customize it by selecting a date range or by clicking Customize and making further specifications 3 Other options on the bottom menu Click Print to print the report or Click Excel or PDF to save it as a file Click Find to search for a keyword within the report 5 5 Find Patient To find a patient record 1 Click Patients gt Find Patients 2 In the Look For search bar enter all or part of a keyword for the patient and click Find Now 3 Once you find the patient double click to open it 5 6 Edit Patient To edit a
51. Enter payment details See below 4 Once payment details have been entered click Save as Draft or Save for Review Payment Posting 2014 Kareo Inc Rev December 2014 187 a Copay Due If a copay amount has been pre set for the patient it will display here See section Patient Cases b Payment Amount Enter the amount paid c Method Select the method of payment d Category Optional These categories are specific to your practice and must be set up in the Kareo system by your administrator See section New Category e Batch Optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specific users who manage payment posting in your office f Reference If applicable enter the reference number of the check g Procedures Enter procedure information see section New Encounter If the Apply Payment column is left blank or as 0 00 when the encounter is approved the payment will be created but not applied Note that if you choose to apply the copay amount to the line of service and the insurance covers the copay you may need to reverse the payment and issue a refund once you receive benefit information 12 5 1 2 Enter Payments from Patient or Explanation of Benefits EOB Payments received in person or by mail from insurance companies EOB s pati
52. 116 5 4 4 Patient Account Information 117 5 4 5 Patient Record Audit Log 118 5 4 6 Encounter for a Patient 119 5 4 7 Patient Payments 119 5 4 8 Print Patient Reports 119 5 5 Find Patient 120 5 6 Edit Patient 120 5 7 Deactivate Patient
53. 18 2 10 Payment Velocity 19 2 11 Key Performance Indicators 20 3 THE COMPANY 21 3 1 User Accounts 21 3 1 1 New User Account 22 3 1 2 Find User Account 24 3 1 3 Edit User Account 24 3 1 4 Deactivate User Account
54. An insurance company available to one or all practices 3 Click Find Now 4 Once you find the insurance company double click to open it 3 4 3 6 Edit Insurance Company To edit an insurance company 1 Click Settings gt Insurance gt Find Insurance Company 2 In the Look For search bar enter all or part of the name of an insurance company and click Find Now 3 Once you find the insurance company double click to open it 4 Make your changes and click Save 3 4 3 7 Delete Insurance Company To delete an insurance company 1 Click Settings gt Insurance gt Find Insurance Company 2 In the Look For search bar enter all or part of the name of an insurance company and click Find Now 3 Once you find the insurance company click once to highlight it 4 Click Delete Note You can only delete an insurance company record if there are no previous activities associated with the insurance company The Company 2014 Kareo Inc Rev December 2014 35 3 4 4 Merge Insurance Companies If you have multiple entries of the same insurance company you can easily merge them using this feature To merge insurance companies 1 Click Settings gt Insurance gt Merge Insurance Company 2 Locate the insurance companies to be merged and review the information for each See below 3 Click OK to merge a In the Look For search bar enter all or part of the name of an insurance company Sear
55. Apply the appropriate amounts of the payment to the lines of service within the Kareo system You can cancel out of a transaction at any time At the end of processing a credit card payment you will receive an authorization number You can print the details of the transaction or save and print a receipt Note To process credit card payments by swiping a credit card a credit card reader attached to your computer is required To enter and process a credit card 1 Click Encounters gt Receive Payment in the top menu 2 In the New Payment window enter payment details See below 3 Once payment details have been entered do one of the following Click Apply Now to go to the Apply tab and apply payment to the service lines See section Apply Payments from Patient and Other Payers Click Save to save the payment record and apply payments at a later time Click Save amp New to save the payment record and enter a new payment Note To speed data entry clicking Save amp New copies the batch number post date and payer type to the next payment being entered Payment Posting 2014 Kareo Inc Rev December 2014 190 a General Click to enter information about the payment b Batch Optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specif
56. December 2014 159 8 2 Track Claims You can track and manage claims directly through the Find Claims window To track and manage claims 1 Click Encounters gt Track Claim Status in the top menu The Find Claim window will open a Sort and search claims by their status All claims Ready to Print Paper Claims Claims ready to be printed and sent on paper Electronic Claims to Submit Claims ready to submit electronically Ready for Patient Statements Patient statements ready to send Rejections Claims that have not been either delivered or accepted by the payer Denials Claims that have been delivered but which have been denied by the payer No Response Claims for which no response was received by the payer within the contractual time frame Pending Insurance Claims pending a response from insurance Pending Patient Claims pending a response from the patient Claim Processing 2014 Kareo Inc Rev December 2014 160 Completed Claims that have been paid settled or voided b Click on a column header to sort by that header c Double click on a claim to open it Or select multiple claims and choose an action to apply to all To highlight multiple claims listed in succession click the first one then hold the Shift key and click the last one To highlight multiple claims in random order select the first one then hold the Ctrl key whil
57. Designed to complement the rejection and denial rates click on a tab to view an aggregate of the most common rejections and denials received in your practice These messages enable your practice to spot claim rejection denial trends thereby giving you important information to determine fixes or implement new processes For example if you often receive rejection messages indicating incorrect patient insurance information your practice may want to reevaluate how you obtain and confirm that information e Claim Categories Updated in real time This section gives you a clear view of the claims that require attention from the staff who perform these tasks Clicking on a category will direct you to the claim window filtered to that category A practice should set a goal to keep these numbers low If they are too high Ready to Bill Determine what is stopping your staff from billing claims on a daily basis No Response Determine which payers often take longer to provide you a response call them to understand what you can do to accelerate the process Rejections Make edits to claims and re bill Use the Claim Accuracy metric and Top Rejections messages to help you monitor your overall trend Denials Investigate why claims are being denied and determine if you should appeal Reports 2014 Kareo Inc Rev December 2014 214 17 1 2 Key Indicators Summary Report Beta In order to assist y
58. Entering a patient payment and printing a receipt can be done directly from the Appointment Scheduler Appointment Scheduler 2014 Kareo Inc Rev December 2014 129 To enter a payment and print a receipt 1 Open the calendar and navigate to the patient appointment 2 Right click on the appointment and select Create Payment 3 Enter payment details See section Enter Payments from Patient or EOB 4 Once payment details have been entered click Save amp Print Receipt 6 6 9 Create Encounter To create an encounter from the Appointment Scheduler 1 Open the calendar and navigate to the patient appointment 2 Right click on the appointment and select Create Encounter This opens the New Encounter window 3 Complete the encounter information See section New Encounter for details 6 6 10 Print Appointment Schedule To print an appointment schedule 1 Open the calendar 2 Click Actions at the bottom of the window and select Print Appointments 3 Select a date range or click Customize to select additional details Resource Provider Status Patient Service Location Appointment Reason Appointment Type Schedule Style 4 Click Refresh to view your selection 5 Click Print or PDF at the bottom of the window Print is for paper printing PDF is for saving as a file on your computer Appointment Scheduler 2014 Kareo
59. For Anesthesia services if provider is overseeing more than one patient at a time Enter the number of patients the provider is overseeing in addition to the patient on current encounter Note Kareo does not send this information electronically Start Time Beginning service time End Time Ending service time Assessment Date Used to capture the assessment date by Inpatient Rehabilitation Facilities Skilled Nursing Facilities and Swing Bed Providers Note that Kareo does not currently support these specialties If the payer does require this data to be submitted contact the payer for instructions on how to properly submit this data using Occurrence Codes Minutes If applicable enter the minutes used for anesthesia services The system defaults to the time increment defined in the contract record you can change it if necessary For anesthesia settings within Kareo see Anesthesia Services Provider Drop down list of providers Encounters 2014 Kareo Inc Rev December 2014 148 h Miscellaneous UB 04 Click arrows to expand this section E Claim Note Type If applicable select a note type from the drop down menu and add a note in the text box to be sent to the payer as part of the ANSI 837 electronic claim message format Contact your payer to verify requirements for submitting notes as part of your claim i Diagnosis Principal Diagnosis Diagnosis code that describes the principal diagnosis
60. Group by The posting date column provides a link to the Payment Details Report to see a complete breakdown of the payment posted on the posting date To access and customize the Payments Summary Report 1 Click Reports gt Payments gt Payment Summary 2 Select filters a Batch Select a specific batch number or leave blank to include all batches b Payment Method Select a specific payment method or leave blank to include all payment methods c Payer Type Select a specific payer type or choose All to include all payer types d Group by Group the report results by designating a group value Reports 2014 Kareo Inc Rev December 2014 241 17 1 16 Payments Application Report Report Purpose This report provides a breakdown of payments received and allocated by a practice Value Presents different methods of analyzing payments allocated within the reporting period Common Use Generated as a period report day week or month end to show payment allocations per rendering provider for the reporting period Kareo Recommendation Leverage two key features of this report Trending Generate the report by month to month choose Columns and pick Month to compare payment allocations by payment type from month to month Grouping and Subgrouping Use the Group by Rendering Provider filter and Subgroup by Service Location filter as well as month to month trending to display
61. In the Look For search bar enter all or part of a keyword to find the payment 3 Once you find the payment double click the record to open it 4 Click Refunds at the bottom of the window 5 Select Refund Unapplied Amount 6 Complete the refund details See below 7 Click Save a Recipient Type Select the recipient of the refund Patient or Insurance b Based on Recipient Type select the patient or insurance by clicking the button c Issue Date Select the date that the refund is being issued d Refund Method Select how the refund is being issued e Memo Optional Enter a note about the refund if desired f Status Select the status of the refund Draft or Issued g Ref Optional Enter a tracking number for the refund i e Check number Refunds 2014 Kareo Inc Rev December 2014 201 14 2 Find Refund To find a refund 1 Click Encounters gt Find Refunds in the top menu 2 In the Look For search bar enter all or part of a keyword and click Find Now 3 Once you find the refund record double click the record to view it 14 3 Edit Refund To edit a refund 1 Click Encounters gt Find Refunds in the top menu 2 In the Look For search bar enter all or part of a keyword and click Find Now 3 Once you find the refund record double click the record to open it This opens the Edit Refund window 4 Make the necessary changes to the refund record If
62. Most reports within the application are initially displayed using a default date range Once a report is open you can change the date range for the report by doing the following 1 Click the down arrow on the right of the Dates box and select a date range from the pre set date ranges e g Today Month to Date Quarter to Date Year to Date etc Once selected the new date range will appear in the From and To boxes to the right of the Dates box If you select Custom from the drop down list you will need to manually enter both the From and To dates for the report use the diagonal symbol to separate the month day and year In some instances a report may only show a single date rather than a date range however the same principle applies in changing a single date as in changing a date range 2 Once the date options have been changed click the Refresh button on the upper right of the task to regenerate the report Note The important thing to remember when working with reports is that any time you change the date options within a report you must click the Refresh button to regenerate the report based on the newly defined date settings 17 2 2 Refresh Reports All reports within the application are initially displayed on screen and include custom options at the top of the task just below the Task Title Bar These options include date or date range boxes and two buttons to the right of the options bar a Customize button a
63. a best practice is to first search the database to see if the employer already exists in the system 2 If the employer is not in the system click New at the bottom 3 In the Employer Name field enter the name of the employer 4 In the Address field enter the address Note For quick data entry enter the zip code on its own line then use the tab key to exit out of the address box the city and state will automatically populate 5 Click Save 3 6 1 2 Find Employer To find an employer 1 Click Settings gt Other Lists gt Find Employers 2 In the Look For search bar enter all or part of a keyword You can choose to search by ID Name or Address 3 Click Find Now 4 Once you find the employer double click to open it The Company 2014 Kareo Inc Rev December 2014 52 3 6 1 3 Edit Employer To edit an employer 1 Click Settings gt Other Lists gt Find Employers 2 Once you find the employer double click to open it 3 Make your changes and click Save 3 6 1 4 Delete Employer To delete an employer 1 Click Settings gt Other Lists gt Find Employers 2 Once you find the employer click once to highlight it 3 Click Delete 3 6 2 Payer Scenarios 3 6 2 1 New Payer Scenario Payer scenarios are used to categorize patient encounters according to their billing situation e g Medicare Commercial Workers Compensation etc Kareo includes a standard li
64. double click the record to open it 3 Click the Cases tab 4 Click Add on the right of the window 5 On the New Case window enter the general information See below 6 If applicable Click on one or more of the following tabs to enter additional information for the case Click the Condition tab to enter information about the cause that prompted treatment See section Patient Condition for more information Click the Authorizations tab to enter authorization numbers from insurance companies that document the approval for medical services See section Authorizations for more information If the Payer Scenario is related to an attorney lien click the Attorneys tab to add attorney information See section Attorneys If the Payer Scenario is related to workers compensation click the Attorneys and Workers Compensation tabs to add attorney and workers compensation information See sections Attorneys and Workers Compensation 7 When finished entering all information for the case always click Save on each window until you are back at the Find Patient window Patient Records 2014 Kareo Inc Rev December 2014 107 General Tab a Name Enter a name for the case that will help you distinguish it from other cases for this patient b Description Optional Enter a description that best describes the condition for which the patient is being seen c Referring Provider Automatically popula
65. or a submitter number on their claims Advanced Paper Claim Settings This section is used for payers that require legacy numbers on paper claims Using the drop down menu select the type of number the payer requires then enter the corresponding number on the right Advanced Electronic Claim Settings This section is used for payers that require legacy numbers on electronic claims Using the drop down menu select the type of number the payer requires then enter the corresponding number on the right Submitter Number This field is used for payers that require a submitter number in addition to the group and or provider NPI number on their electronic claims The submitter number is assigned by the payer once they receive process and approve your payer agreement once your agreement is approved by the payer an approval letter will be sent to you with the submitter number Enter that number in this field The Practice 2014 Kareo Inc Rev December 2014 70 j Advanced Eligibility Settings This section is used for payer specific eligibility settings You can modify the NPI and the Tax ID options for eligibility verification if these are different from how claims are billed For example a payer may be billed with the NPI set to Bill with Group and Individual NPI but for verifying eligibility the NPI must be set to Bill with Individual NPI Only If applicable check the box and make the appropriate selection
66. 1 Click Settings gt Options gt Closing the Books 2 Click the checkbox on the upper left This opens a hidden section and allows you to set a specific date for closing the books 3 Select the closing date from the drop down menu 4 Click Save 4 16 2 Encounter Options Selecting encounter options sets up several defaults to aid in efficiency when creating a new encounter Note that these are simply defaults and a user can override the information Also if the encounter is created from an appointment ticket number or enters a patient s name when creating a new encounter all of the pre existing defaults prevail and override these settings To set encounter options 1 Click Settings gt Options gt Encounter Options 2 Choose settings See below These settings will become the default for each encounter that is created 3 When finished click Save The Practice 2014 Kareo Inc Rev December 2014 95 a Providers Select the default scheduling rendering and supervising providers from the drop down lists b Service Location Select the default service location from the drop down list c Procedure Lists Show procedure descriptions Check this box if you want procedure descriptions to display on the procedure s grid of the encounter record Show diagnosis description Check this box if you want the diagnosis descriptions to display on the procedure s grid of the encounter record
67. 11 1 Print Patient Statement You can print a specific patient statement from the patient record To batch print patient statements see section Patient Statements To print a patient statement 1 Click Patients gt Find Patients in the top menu 2 Once you find the patient record double click to open it 3 Click Reports on the bottom of the window 4 Select Patient Statement 5 Once the patient statement loads click Print Patient Statements 2014 Kareo Inc Rev December 2014 181 11 2 Patient Billing The Patient Billing service enables you to email patient statements through InstaMed a secure third party billing service your patients can then pay their bill online Once you are enrolled in the service you must set up email billing options and patients must be opted in to receive email notifications see below Email statements provide a link to pay the bill online through InstaMed using the Patient ID Payments can then be applied to lines of service see section Apply Payments from Patients or Other Payers If you are a business office user the number of Online Payments to Apply will appear in the To Do List of the dashboard To set up email billing 1 Click Settings gt Options gt Patient Statement Options in the top menu 2 In the Edit Patient Statement Options window select billing options Email and print concurrently Both an email and a printed statement are sent to the p
68. 2014 102 h Insurance Select the default payer scenario from the drop down list i Notes Optional Enter any notes 5 1 1 Add Insurance Policy There are two scenarios where you can add one or more insurance policies to a patient record Either at the time of creating a new patient record or when adding a case to an existing patient record To add insurance policy from the New Patient window 1 On the New Patient window click Save amp Add Policy 2 On the patient s insurance card find the claim remittance address in the Select Insurance Plan window search for the insurance plan by entering the zip code or PO Box number printed on the card 3 Select an existing insurance plan ONLY if the company name plan name and address match what is on the patient s insurance card If the insurance plan is not in the list of plans click New at the bottom of the window to create a new insurance plan 4 Enter general information See below 5 Click Save when finished To add insurance policy to a case 1 In the patient record click the Cases tab 2 Select an existing case or add a new one Add to existing case You would add a policy to an existing case when the patient s personal insurance has changed Add a new case You would add a new case when the payer scenario has changed For example A patient has been treated by his her personal insurance and then comes into the office with an injury t
69. 4 9 4 Delete Service Location 74 4 10 Departments 75 4 10 1 New Department 75 4 10 2 Find Department 75 4 10 3 Edit Department 75 4 10 4 Delete Department 76 4 11 Contracts and Fees 76 4 11 1 Add Fee Schedule
70. 62 3 Click the Log tab If any changes were made to the provider record a list of changes will be shown Click on the expansion arrow by each line of action to view additional information on specifically what was changed For example if the date of birth for a provider had been updated both the old and the new date of birth would be shown so that you can easily compare the data 4 8 2 New Provider A Kareo application administrator can activate a new provider within an existing practice or when creating a new practice via the Practice Setup Wizard If you want to activate a new provider please make note of the following You will be charged a monthly subscription fee for each provider based on the subscription edition and the type of provider If there are no providers within your account then you will be charged a minimum subscription fee for one provider on the edition you selected during sign up in order to maintain your account Recurring subscription fees are due in advance each month pro rated subscription fees are due in arrears for any new providers added during the previous month If you ever decide to deactivate a provider you must do so by the last day of the month to avoid being billed a subscription fee for the provider the following month Kareo offers a non physician provider discount under the following terms a If you have two or more active providers in your account then you are
71. December 2014 166 Transfer a patient copay Entering the keyboard shortcut Ctrl Shift T or selecting Transfer from the Action menu opens the Transaction panel specific to transferring a patient copay Posting Date Leave this box set to the current date or change the date if needed Payment Click the Payment button to display the Select Payment task Once you locate the payment double click on the payment or click once on the payment and then click the OK button on the Task Button Bar Amount Enter the amount to transfer Memo Enter any notes you wish to store with the transaction record Apply Click the Apply button on the right of the transaction panel to apply the transaction Generate Proof of Timely Filing Entering the keyboard shortcut Ctrl Shift P or selecting Proof of Timely Filing Beta from the Action menu generates a Proof of Timely Filing document The system will contact the clearinghouse and generate a report that combines clearinghouse claim history and claim file name submitted to the payer by the clearinghouse with the claim information stored within Kareo Currently only claims submitted to TriZetto formerly Gateway EDI are supported See Proof of Timely Filing FAQs on the Kareo Help Center 8 6 Print Paper Claims When printing paper claims there are a few things to keep in mind When printing multiple claims for an insurance each claim status mu
72. Inc Rev December 2014 130 6 6 11 Print Encounter Forms Encounter forms can be printed directly from the Appointment Scheduler they will include the practice name physician patient information insurance policy account information and more You can print encounter forms for a selected date range or for a specific patient provider or service location To print encounter forms 1 Click Appointments gt Print Encounter Forms in the top menu 2 In the Print Encounter Forms window select the criteria of the appointments you want to print Start End Date Service Location Provider Patient Payer Scenario 3 Click Print Encounter Forms The standard Print dialogue window opens 4 Select your printer and click Print 6 7 Timeblock Calendar The Timeblock Calendar is used to set up and organize provider schedules The blocks of time you set up here will show up color coded on the Appointment Scheduler You can give each timeblock a name e g New Patient Visits Do Not Schedule and color You can also configure recurring timeblocks establish scheduling rules and define permissible scheduling reasons and service locations There are three Timeblock Calendar views Daily Workweek and Weekly Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within these h
73. Procedure Macro 88 4 13 4 Delete Procedure Macro 88 4 14 Referring Physicians 89 4 14 1 New Referring Physician 89 4 14 2 Find Referring Physician 92 4 14 3 Edit Referring Physician 92 4 14 4 Delete Referring Physician 92 4 15 Categories
74. Select a specific insurance plan or leave blank to include all insurance plans i Insurance Company Select a specific insurance company or leave blank to include all insurance companies j Payer Scenario Select a specific payer scenario or leave blank to include all payer scenarios k Payment Type Select a specific payment type or choose All to include all payment types l Patient Select a specific patient for the report m Batch Select a specific batch number or leave blank to include all batches n Procedure s Either leave blank to report on all procedures within the reporting period or enter a specific valid procedure code o Show Unapplied Selecting Yes includes Unapplied Analysis summary Beginning Unapplied Balance Ending Unapplied Balance and Change in Unapplied Balance p Group by Group the report results by designating a group value q Subgroup by Select a second level of grouping results by the designating a subgroup value r Columns Defines the output type of the report Month Quarter and Year options create a trending view of the report for performance comparisons 17 1 17 Unpaid Insurance Claim Report Report Purpose This report is a work list report of unpaid insurance claims with appropriate claim detail required to perform claim follow up with payers Value Provides the practice a work list of outstanding claims Common Use Used by the practice biller to follow
75. a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator To deactivate a practice 1 Click Settings gt Company gt Find Practice 2 Once you find the practice you want to deactivate double click to open it This opens the Edit Practice window 3 Click Deactivate Practice at the bottom of the window 4 Follow the prompts to deactivate the practice The Practice 2014 Kareo Inc Rev December 2014 61 4 7 Reactivate Practice A Kareo application administrator can reactivate a practice so that the practice is once again included in enterprise wide reports and appears in the list of practices when a user logs into the system If you want to reactivate a practice please make note of the following You may select different subscription levels for the practice being reactivated within your Kareo account You must have at least one active provider within a practice for it to be reactivated If you ever decide to deactivate a practice you must do so by the last day of the month to avoid charges for the following month Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or
76. an encounter For example if one procedure is listed within an encounter one claim is created if three procedures are listed three claims are created The topics in this section explain how to locate and manage claims once created The tasks related to claims can be accessed from the Menu Bar from the Claims shortcut on Navigation Pane from tools on the Toolbar or from the Workflow diagram on the Practice Home Dashboard For simplicity the instructions in this chapter explain how to access these tasks from the Menu Bar 8 1 Claim Audit Log To assist in staff management and patient privacy the Log tab on a claim record provides the tracking of key changes made to the record Anytime a change is made to a claim record the log will record the following Time The date and time the action was performed User The user who performed the action Description A brief description of the action To view the claim log 1 Click Encounters gt Track Claim Status in the top menu 2 Once you find the claim record double click to open it 3 Click the Log tab If any changes were made to the claim record a list of changes will be shown Click on the expansion arrow by each line of action to view additional information on specifically what was changed For example if an adjustment amount had been added the amount and any other related information would be shown Claim Processing 2014 Kareo Inc Rev
77. application administrator to do this When rendering a diagnosis code inactive the code will still remain within the database but will not be accessible when entering charges To deactivate a diagnosis code 1 Click Settings gt Codes gt Find Diagnoses 2 Once you find the code double click to open it 3 Uncheck the Diagnosis is currently used box 4 Click Save 3 5 4 6 Delete Diagnosis Code To delete a diagnosis code 1 Click Settings gt Codes gt Find Diagnoses 2 Once you find the code click once to highlight it 3 Click Delete The Company 2014 Kareo Inc Rev December 2014 50 3 5 5 Adjustment Codes 3 5 5 1 New Adjustment Code Adjustment codes can be used to identify specific types of adjustments made to payments received from insurance companies and patients You can define custom adjustment codes however you must include an industry standard adjustment reason due to the fact that secondary payers require the standardized adjustment reason and not the customized adjustment code To add a new adjustment code 1 Click Settings gt Codes gt Find Adjustment Codes on the top menu Note To avoid duplication a best practice is to first search the database to see if the adjustment code already exists in the system 2 If the adjustment code is not in the system click New at the bottom 3 In the Adjustment Code field enter a code numbers and or letters 4 In t
78. apply the transaction Claim Processing 2014 Kareo Inc Rev December 2014 164 To add a note to a claim Entering the keyboard shortcut Ctrl N or selecting Note from the Action menu opens the Transaction panel specific to adding a note Posting Date Leave this box set to the current date or change the date if needed Memo Enter any notes you wish to store with the transaction record Apply Click the Apply button on the right of the transaction panel to apply the transaction To settle a claim Entering the keyboard shortcut Ctrl S or selecting Settle from the Action menu opens the Transaction panel specific to settling a claim Posting Date Leave this box set to the current date or change the date if needed Adjustment Select the adjustment code that applies to this transaction Memo Enter any notes you wish to store with the transaction record Apply Click the Apply button on the right of the transaction panel to apply the transaction To void a transaction Entering the keyboard shortcut Ctrl O or selecting Void from the Action menu opens the Transaction panel specific to voiding a transaction Posting Date Leave this box set to the current date or change the date if needed Memo Enter any notes you wish to store with the transaction record Apply Click the Apply button on the right of the transaction panel to apply the tr
79. charges 7 6 Ambulance Services If you are billing for ambulance services scroll down to the Ambulance section of the encounter Click the arrows next to Ambulance to expand that section and complete the fields as indicated a Emergency Check if for emergency service b Patient Weight Enter the patient s weight c Transport Distance Enter the total distance traveled d Transport Code Select the transport code from the drop down list e Transport Reason Code Select the transport reason from the drop down list f Pick Up Address Enter the address from where the patient was picked up g Drop Off Location Enter the location to where the patient was transported h Drop Off Address Enter the address of the drop off location i Time of Service Enter beginning and end time of service j Ambulance Certification Select one or more certification codes that apply to the patient To add a code click once on it in the left box then click the gt button to add it to the Selected box To remove a code click once on it in the right then click the lt button k Round Trip Description If applicable enter a short description of the round trip service l Stretcher Purpose If a stretcher was used enter the purpose of the stretcher Encounters 2014 Kareo Inc Rev December 2014 153 7 7 Copy an Encounter With the SALT Same As Last Time feature you can create a new draft encounter from an exi
80. d Copay Check this box if you want to automatically bill the patient for missed copays For more information on managing copays see the Managing Copays feature guide http www kareo com documents Kareo_FeatureGuide_ManagingCopays pdf e Encounter Show all encounters upon empty search on All tab Check this box of you want all encounters to show on the All tab of the Find Encounter window Enable check codes upon approval Check this box if you want the system to automatically perform code checking upon approval of an encounter without having to manually click Check Codes The Practice 2014 Kareo Inc Rev December 2014 96 f Claim Formats Select which claim formats you want to be available for the practice Also determines which formats are available when selecting Default Encounter Format and Default Printing Format below Selecting both formats gives the option to users to change the Claim Type for a payer when creating new encounters g Default Encounter Format Select the claim format that will be the default layout and most commonly posted encounter format when creating a new encounter h Default Printing Format Select the claim format that will be the default and most commonly printed encounter form when printing paper claims Note that this setting is simply a default setting for printing the claim type is still designated by the payer See also section Print Paper Claims for information o
81. down list and enter the appropriate number in the Legacy Number field f Billing Name Address Enter the billing name to display on claims Enter the service location s address it must be a physical location not a PO Box and include a 9 digit zip code g Phone Fax Enter the phone and fax numbers of the service location h Professional Claims Only Select the Place of Service from the drop down list this list is provided by Kareo Enter the CLIA Number if you plan to bill Medicaid or Medicare for lab work j The Practice 2014 Kareo Inc Rev December 2014 74 i Institutional Claims Only Select the Type of Bill from the drop down menu Enter a Pay To Name Address and Phone Fax if different than Billing Name and Address above be sure to include a 9 digit zip code 4 9 2 Find a Service Location To find a service location 1 Click Settings gt Service Locations 2 In the Look For search bar enter all or part of a keyword You can choose to search by Name Address Phone Fax Place of Services 3 Click Find Now 4 Once you find the service location double click to open it 4 9 3 Edit Service Location To edit a service location 1 Click Settings gt Service Locations 2 In the Look For search bar enter all or part of a keyword and click Find Now 3 Once you find the service location double click to open it 4 Make your changes and click Sav
82. edit it If the document is a scanned or faxed document it will open in the document viewer and you can only edit the document information To edit a document 1 Click Documents gt Find Documents 2 Once you find the document double click to open it If the document is a digital file make your changes and close the document Click Yes when prompted to save changes If the document is a scanned or faxed document make changes to the document information and click Save 15 9 Copy Document To copy a document 1 Click Documents gt Find Documents 2 Once you find the document click on it once to highlight Note You can save multiple documents at the same time The Shift key allows you to select a consecutive list of documents The Ctrl key allows you to randomly select multiple documents 3 Click Save As This opens the Windows Save As dialog box 4 Enter a filename for the copy of the document and click Save 15 10 Print Document To print a document 1 Click Documents gt Find Documents 2 Once you find the document click once on it to highlight 3 Click Print This opens the Print Document window Step 1 Select the printing options Select what to print All to print all pages Status to print specific pages of scanned documents or Pages to print specific pages Select if you want page status and or page notes to print in the header of each page Document
83. entitled to a 50 discount off the normal subscription fee for any non physician medical provider also referred to as a mid level provider these include acupuncturists audiologists nurse practitioners massage therapists mid wives occupational therapists physician assistants physical therapists respiratory therapists registered dieticians and social workers The Practice 2014 Kareo Inc Rev December 2014 63 b If the system doesn t recognize the provider as a mid level at the time you add the provider you must email accounting kareo com by the last day of the month in which you added the provider Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator To activate a new provider 1 Click Settings gt Providers 2 To avoid duplication a best practice is to first search the database to see if the provider already exists in the practice If not click New at the bottom of the window 3 On the General tab of the New Provider record enter the information for the provider See below If this is your first time entering a provider we recommend reviewing Data Entry Tips 4 Click Continue or to adjust claim settings click the Claim Settings tab to complete claims setti
84. function described within this guide please contact the person in your office who is the Kareo application administrator To reactivate a practice 1 Click Settings gt Company gt Find Practice 2 Double click the practice you want to reactivate 3 Click Reactivate Practice at the bottom of the window 4 Follow the prompts to reactivate the practice 4 8 Providers Providers are physicians and other medical professionals within the practice who provide billable services to patients The provider record contains the provider s name NPI Social Security number specialty degree as well as other general information A Kareo application administrator can activate a new provider and add it to the practice If you want to activate a new provider please note the charges associated with this task see section New Provider 4 8 1 Provider Audit Log To assist in staff management and provider privacy the Log tab on a provider record provides the tracking of key changes made to the record Anytime a change is made to a provider record the log will record the following Time The date and time the action was performed User The user who performed the action Description A brief description of the action To view the provider log 1 Click Settings gt Providers in the top menu 2 Once you find the provider record double click to open it The Practice 2014 Kareo Inc Rev December 2014
85. i e the condition established to be chiefly responsible for the admission of the patient for care Admitting Diagnosis For inpatient visits only Diagnosis code describing the patient s diagnosis at the time of admission j Procedure Encounters 2014 Kareo Inc Rev December 2014 149 Principal Procedure For inpatient visits only Procedure code that identifies the principal procedure performed during the billing period on the claim Date The corresponding date to the Principal Procedure DRG Diagnosis Related Group a classification system that groups patients according to diagnosis type of treatment age and other relevant criteria k Health Information On each line as applicable select the code Type from the drop down menu and enter the Code To From Dates and Amount Condition Code The corresponding code s in numerical order used to describe the conditions or events that apply to the billing period on the claim Occurrence Code The code and associated date defining a significant event related to the claim that may affect payer processing Other Diagnosis The diagnosis codes corresponding to all conditions that coexist at the time of admission that develop subsequently or that affect the treatment received and or length of stay Value Code A code structure to relate amounts or values that identify data elements necessary to process the claim as qualifie
86. information on performing patient eligibility verification see section Patient Eligibility e Enrollment Status by Practice Kareo accounts that manage multiple practices can see which practices are enrolled with the clearinghouse selected 3 4 3 4 Practice Specific Settings You can select settings that are specific to the practice you are logged into This is a permission based task if you do not have access to configure settings please contact your Kareo application administrator Note Configuring the electronic enrollment status for a specific insurance company is different than configuring the enrollment status for an entire practice To learn about configuring the enrollment status for a practice see section Electronic Claims Options The Company 2014 Kareo Inc Rev December 2014 33 To configure practice specific settings 1 Click Settings gt Insurance gt Find Insurance Company 2 Once you find the insurance company double click to open it 3 Click the Practice Settings tab Select your settings See below Note that the selections you make are specific to the practice you are logged into and do not affect other practices on your Kareo account 4 Click Save Practice Settings Tab a Enrollment Status Once the practice has been approved for sending electronic claims to this insurance company select Enrolled in live mode from the drop down list b Other options Disable e
87. modify the fee amount for each procedure that you add Base on Medicare Auto calculates fees based on a percentage of Medicare rates that you select the Medicare rates are based on your service location see Tip below b If you selected to base the fees on Medicare rates enter a percentage and select the rates you want to base the fees on c Enter procedure codes separated by commas and click Add The Practice 2014 Kareo Inc Rev December 2014 79 d Base Units This option appears when adding procedures related to anesthesia and supports anesthesia billing Select the default time increment for billing To set the default time increment for the base unit complete the fee schedule and then see section Anesthesia Services e Modifier Optional Select a modifier from the drop down menu f Your Fee Manual entry of fees g Medicare Displays the Medicare rates of the procedure for easy comparison h To delete a procedure check the box and click Delete selected procedures at the bottom i Click arrows to navigate between multiple pages j Click Continue to complete the fee schedule 5 Finalize the fee schedule Enter a number in the e Claims No Response Trigger box This is the number of days after which the system will alert you when payments for electronic claims have not been received Kareo recommends 21 days Enter a number in the Paper Claims No Response Trigger box
88. one of the following Default Leave at Default unless billing for Medicare Medicare style This will prevent information from printing in Boxes 4 and 7 and will print NONE in Box 11 b CMS 1500 field 24g Select Units standard or Minutes typically only used for anesthesia related charges c CMS 1500 field 32b Some insurance companies require the facility ID associated with a service location to be included on the paper claim This box is checked by default the system will automatically pull the facility NPI from the service location record Uncheck to block this action d Primary Billing Form The form typically required by this insurance company when it is the primary payer on a claim e Secondary Billing Form The form typically required by this insurance company when it is the secondary or tertiary payer on a claim Note In most cases you can use the same form for both primary and secondary If you are not certain which form to use contact the insurance company directly for clarification f Institutional Claim Format Settings There is currently only one format leave at the default 3 4 3 3 Electronic Claim Settings In order to submit claims electronically you must first be enrolled in Electronic Claims Services See the Enrollment Guide for Electronic Services on the Kareo Support pages Once enrolled you can configure electronic claim settings for an insurance compan
89. open it 4 10 3 Edit Department To edit a department 1 Click Settings gt Departments 2 Once you find the department double click to open it 3 Make your changes and click Save The Practice 2014 Kareo Inc Rev December 2014 76 4 10 4 Delete Department To delete a department 1 Click Settings gt Departments 2 Once you find the department click once to highlight it Note You can only delete a department if there are no previous activities associated with it 3 Click Delete 4 11 Contracts and Fees Healthcare providers keep track of the procedures they perform and associated fees for those procedures through fee schedules Fee schedules can be divided into two different categories Standard Fees and Contract Rates Though most practices bill out claims utilizing a standard fee schedule Kareo also provides an option to bill by contract rates It is important to note that there are laws and terms within payer contracts that govern what practices can bill individual payers especially if billing Medicare Be sure to confirm with your payers regarding rules and restrictions before submitting by contract rates Standard Fees These are typically the default charges for the practice Many consider it a best practice to always bill out based on the practice s standard fee schedule and make adjustments after reimbursement from the payer Standard fee schedules typically contain fees that ar
90. or diagnosis codes enter a full or partial number to return a list of all codes that include the number sequence entered When searching a code enter a full or partial descriptive word Because some code names may be abbreviated enter the abbreviated name when possible For example entering Consult would return all procedures that have both Consult and Consultation in the name 1 3 3 Shortcuts Auto Fill Auto fill can help speed data entry Use the Tab key to navigate from one data field to the next At a drop down menu type the first letter of an item in the menu then click the Tab key to enter it and advance to the next field If two or more items listed start with the same letter use the arrow keys on your keyboard Quick Select The Quick Select feature aids in locating records and certain data fields such as Patient Physician or Employer Examples In the Search Field on the Toolbar enter a patient s first or last name and click Enter on your keyboard If the application finds a match it will open the record of that patient If there is more than one match a list of matching names is presented In a data field such as Primary Care Physician enter the first or last name of a physician and click Tab on your keyboard If the application finds a match it will auto populate the field City State Auto Complete The Kareo application has an automatic city state lookup feature In any address box simpl
91. patient record 1 Click Patients gt Find Patients 2 In the Look For search bar enter all or part of a keyword for the patient and click Find Now 3 Once you find the patient record double click to open it 4 Make your changes and click Save 5 7 Deactivate Patient You can make a patient inactive so that the patient no longer appears when looking up patients in such tasks as Appointment Details or Encounter Details In the Find Patient window inactive patients will still appear but are indicated as inactive with a No in the Active column Patient Records 2014 Kareo Inc Rev December 2014 121 To deactivate a patient record 1 Click Patients gt Find Patients 2 Once you find the patient record double click the record to open This opens the Edit Patient window 3 Uncheck the Active box located to the right of the patient s name 5 7 1 Reactivate Patient You can make a patient active again so that the patient once again appears when looking up patients in such tasks as Appointment Details or Encounter Details In the Find Patient window active patients are indicated with a Yes in the Active column To reactivate a patient record 1 Click Patients gt Find Patients 2 Once you find the patient record double click the record to open This opens the Edit Patient window 3 Check the Active box located to the right of the patient s name 5 8 Delete Patient To delete a pat
92. record Unpayable Encounters that do not get billed to an insurance company or a patient For more information on these types of encounters see Unpayable Encounters Encounters 2014 Kareo Inc Rev December 2014 155 7 8 2 Approve Encounter Once an encounter is approved the encounter is placed under the Approved tab of the Find Encounter window In addition one or more claims associated with the encounter are created and can be tracked using the Track Claim Status task Encounters gt Track Claim Status Each procedure listed in an encounter creates a separate claim For example if three procedures were entered on an encounter three separate claims will be created All three claims will appear separately on the Find Claim window To approve an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Click the Review tab to view a list of encounters ready for review and approval 3 Open an encounter by double clicking on it 4 Review the encounter for accuracy and completeness 5 Click Approve 7 8 3 Reject Encounter Once an encounter has been rejected it is placed under the Rejected tab of the Find Encounter window A best practice is for the Rejected tab to be reviewed daily and then appropriate corrections should be made in a timely manner To reject an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Click the Review tab to view a list of encounters r
93. report shows a total of all charges with an open balance for each patient Patient Balance Detail This report shows the specific charges that make up each patient s open balance Patient Statement This report provides a current patient statement for a specific patient Patient Financial History This report provides a financial history of a patient Patient Detail This report provides a patient s details including demographics and insurance information Patient Referrals Summary This report lists the referring providers the number of patients referred and the total charges generated by those patients for a period of time Patient Referrals Detail This report lists the patients referred by referring providers and the total charges generated by those patients grouped by provider then by service location then by referring provider for a period of time Patient Contact List This report shows a list of patients and their contact information Itemization of Charges This report shows a summary of charges over a period of time 17 1 20 Appointments Report Use the Appointments report to view information about appointments The following report is located in the Appointments section of the Reports menu Appointments Summary This report provides a summary of all appointments over a period of time 17 1 21 Encounters Reports Use the Encounters reports to view informatio
94. specific key indicators including patients encounters charges payments A R balance and days revenue outstanding Reports are delivered between midnight and 3am Pacific Time Reports 2014 Kareo Inc Rev December 2014 247 Note This is a permission based task If you don t have access please contact your Kareo application administrator To set Provider Performance Report settings 1 Click Settings gt Providers 2 Once you find the provider double click to open the record 3 Click the Provider Performance Report Settings tab Select your settings See below 4 Click Save 5 Once a provider record has been saved a third tab becomes available Documents allowing you to store any provider specific documents with the record See Document Management a Active Check this box to activate automatic Provider Performance Report emails The email address used is either the one entered on the provider s user account or on the General tab of the provider record b Scope From the drop down list select one of the following Practice Select if you want the reports to show metrics for the medical practice Provider Select if you want the reports to show metrics for the specific provider Both Select if you want the reports to show metrics for both the specific provider and the medical practice c Frequency From the drop down list select the frequency that reports are to be emailed to th
95. the bank d Type Select type of payment from the drop down list If Insurance Click the Insurance button The Select Insurance Plan window opens Select the insurance plan associated with the payment In the Adjudication Date field enter the adjudication date This is the date the insurance company processed the claim s and should be provided on the Explanation of Benefits EOB If Other Enter the payment source and click the Appointment button to select the patient appointment associated with the payment If Patient Click the Patient button to select the patient Click the Appointment button to select the patient appointment associated with the payment e Reference If applicable enter the reference number of the check f Method Select the method of payment g Category Optional These categories are specific to your practice and must be set up in the Kareo system by your administrator See section New Category h Amount Enter the payment amount Payment Posting 2014 Kareo Inc Rev December 2014 189 12 5 1 3 Enter Payments from Credit Card The Integrated Credit Card Processing service enables you to process patient payments made with a credit card over the phone or in person To enroll in this service please email sales kareo com There are essentially three steps to the process of applying credit card payments 1 Enter information about the payment 2 Process the credit card and 3
96. the practice you are logged into All Practices The insurance company is available to all practices associated with the Kareo account company See section Insurance List Management Note This is a permission based setting and you may not have access to this field The Company 2014 Kareo Inc Rev December 2014 30 g Paper Claims Select settings for printing paper claims See section Paper Claim Settings h Electronic Claims Select settings for transmitting electronic claims See section Electronic Claim Settings i Practice Settings Select practice specific settings as they relate to claims See section Practice Specific Settings 3 4 3 2 Paper Claim Settings If you plan to submit claims in paper form you can configure paper claim settings for an insurance company This is a permission based task if you do not have access to configure settings please contact your Kareo application administrator See also the Kareo guides to CMS 1500 forms on the Kareo Support pages To configure paper claim settings 1 Click Settings gt Insurance gt Find Insurance Company 2 Once you find the insurance company double click to open the record 3 Click the Paper Claims tab Select your settings See below 4 Click Save or the Electronic Claims tab to complete electronic claims information Paper Claims Tab The Company 2014 Kareo Inc Rev December 2014 31 a Insured Format Select
97. to further customize your reports or import reporting data in to other Microsoft Excel files you have created Follow these steps to save a report as an Excel file 1 From any opened report click the Excel button on the Task Button Bar This opens the standard Windows Save As dialog 2 Click the down arrow on the right of the Save in box to select the folder where you would like the file saved 3 In the File name box enter a name for the file You do not need to enter the file extension but do make sure that the Save as type box reads Microsoft Office Excel Files xls 4 To access this file at a later time open Microsoft Excel and navigate to the folder where your file has been saved Open the file by double clicking on the file name 17 2 8 Save Reports Adobe PDF Format You can save any report as an Adobe Postscript document Format PDF file This can be useful if you wish to email reports to coworkers or if you need a report in a portable format that can be easily accessed by other people Follow these steps to save a report as an Adobe PDF file 1 From any opened report click the PDF button on the Task Button Bar This opens the standard Windows Save As dialog 2 Click the down arrow on the right of the Save in box to select the folder where you would like the file saved 3 In the File name box enter a name for the file You do not need to enter the file extension but do make sure that the
98. to open it 3 Make your changes and click Save 4 14 4 Delete Referring Physician To delete a referring physician record 1 Click Settings gt Other Lists gt Find Referring Physicians 2 Once you find the referring physician click once to highlight it Note You can only delete a referring physician record if there are no previous activities associated with it such as a scheduled appointment or an encounter that has been submitted 3 Click Delete The Practice 2014 Kareo Inc Rev December 2014 93 4 15 Categories Creating custom categories allows for some report filtering and analysis related to payment records When you create a category it can then be attached to a payment record Certain payment reports can then be filtered and grouped by those categories 4 15 1 New Category To create a new category 1 Click Settings gt Other Lists gt New Category 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the category database to see if the category already exists in the system 3 If the category is not in the system click New at the bottom 4 Enter the information Name Enter a name for the category Description Enter a description for the category Record Type Select Payment Record from the drop down menu 5 When finished click Save 4 15 2 Find Category
99. up on outstanding insurance claims Kareo Recommendation Leverage the customization options to allow a targeted approach to the outstanding claims from the aging of the claim Date of Service Age payer Insurance and minimum balance Balance To access and customize the Unpaid Insurance Claims Report 1 Click Reports gt Accounts Receivable gt Unpaid Insurance Claims 2 Select filters Reports 2014 Kareo Inc Rev December 2014 244 a Insurance Select a specific insurance plan or leave blank to include all insurance plans b Provider Select a specific rendering provider or leave blank to include all providers c Service Location Select a specific service location or leave blank to include all service locations d Balance Select to define the minimum service line balance or leave as All to include all outstanding insurance claims e Date of Service Age Select to target a specific claim aging based on the service date f Begin Billing Date Select to narrow the report to a specific billing begin date g End Billing Date Select to restrict the report to a specific billing end date h Batch Select a specific batch number or leave blank to include all batches 17 1 18 Productivity amp Analysis Reports Use the Productivity amp Analysis reports to track the productivity of providers and to analyze reimbursement by insurance companies and patients This section also provides inf
100. view pressing the Esc key has the same effect as clicking Close X on the top right of the Task Bar You may want to print a copy of this table and keep it handy near your computer until you ve committed these keyboard shortcuts to memory Dashboard 2014 Kareo Inc Rev December 2014 15 2 7 Record Search When searching for a record within Kareo you can search by entering all or part of a keyword as well as selecting a specific search criteria The Search Bar Look For is located at the top of any list view in the Kareo workspace Examples of list views are Find Patient Find Encounter Find Document or Find Clearinghouse Report When you have located a record double click on it to open a In the Look For field type all or part of a word or number sequence b Select a specific search criteria in the Search In field drop down menu then click Find Now c Click any column header to sort the list d Click Clear to start another search e A maximum of 20 results per page is listed Click the arrows to navigate between pages Or click in the page number field type a page number and press Enter on your keyboard Tips Search In shortcut In the Search In field type the first letter of any available search criteria word then press Enter on your keyboard Your search criteria will automatically be selected Dashboard 2014 Kareo Inc Rev December 2014 16 2 8 To Do List The To Do Lis
101. where monies are being generated by providers on a month to month basis Or filter by Group By Rendering Provider and Subgroup by Insurance Plan with trending by month to month to see insurance payment trending by provider To access and customize the Payments Application Summary 1 Click Reports gt Payments gt Payments Application Summary 2 Select filters Reports 2014 Kareo Inc Rev December 2014 242 a Date Type Posting Date Includes all payments posted within the reporting period regardless of the dates of services Service Date Includes only payments posted by the generation date of this report with dates of services corresponding to the selected reporting period b Scheduling Provider Select a specific scheduling provider or leave blank to include all scheduling providers c Rendering Provider Select a specific rendering provider or leave blank to include all rendering providers d Default Rendering Provider Select a specific default rendering provider or leave blank when not designating a default rendering provider e Service Location Select a specific service location or leave blank to include all service locations f Postal State Select a specific state or leave blank to include all states g Department Select a specific department or leave blank to include all departments Reports 2014 Kareo Inc Rev December 2014 243 h Insurance Plan
102. will have the option to rebill all claims or a single claim associated with the encounter record To make corrections and rebill one or more claims 1 Click Encounters gt Clearinghouse Reports 2 Double click a report 3 View the rejection description For the most common claim rejections and corrections see the Kareo Claim Rejection Troubleshooting Guide Internal Checks for missing invalid information prior to transmitting to clearinghouse If rejected all claims associated with the encounter are rejected Clearinghouse Checks for known payer required information If rejected all claims associated with the encounter are rejected Payer Checks for missing invalid information prior to forwarding to internal adjudication system May reject a single claim or all claims associated with the encounter Claim Rejections 2014 Kareo Inc Rev December 2014 171 a Click to view all claim processing reports b Indicates if report is from Kareo Internal clearinghouse or payer c Number of claims in the report d Number of claims rejected in the report e Indicates if report has been marked Reviewed f Check to view only unreviewed reports 4 Click the Claim ID number to access the encounter record and make corrections Some corrections are done directly in the encounter record while other corrections are made to your Kareo settings please see Tips below Always s
103. 1 9 Account Activity Report Report Purpose This report provides the practice a productivity report that shows a listing of transactions for the defined reporting period Value Provides a complete listing of activity for the reporting period with options for sorting and grouping of the results Common Use Reports 2014 Kareo Inc Rev December 2014 232 Use for period reporting daily weekly and auditing of activity for the reporting period Kareo Recommendation Customization allows a practice to group the results based on common reporting requirements provider service location department insurance plan and insurance company This report also aligns with other period reports i e Key Indicators Summary Note that Key Indicators Summary includes change in unapplied and this report does not since it only accounts for activity related to individual accounts To access and customize the Account Activity Report 1 Click Reports gt Productivity amp Analysis gt Account Activity Report 2 Select filters a Date Type Posting Date Includes all activity posted within the reporting period regardless of the dates of services Service Date Includes only activity posted by the generation date of this report with dates of services corresponding to the selected reporting period b Provider Select a specific provider or leave blank to include all practice providers c Service Location
104. 13 Release Added two new drill downs to the report a A R Aging Report when clicking on the Outstanding A R Total Value b Unapplied Analysis Report when clicking on the Unapplied value under the Net A R Column June 2013 Release Only providers who have activity during the designated reporting period are displayed Procedures column added Outstanding A R column added Change in Unapplied row updated to Unapplied this allows the report to include the Ending Unapplied value under the Net A R column Added a Credits row to reflect the ending Credit Balances under the Net A R column and to allow proper calculation of the Net A R Refunds row added see more below Field Definitions Columns Name Name of each rendering provider included in the report Enc Number of approved encounters for the reporting period Proc Number of procedure units for the reporting period Charges Gross charges associated with procedures performed Adjustments Charge adjustments for the reporting period Receipts Payments received for the reporting period Refunds Refunds issued for the reporting period refunds row and totals only Outstanding A R Gross accounts receivable Net A R Net outstanding accounts receivable total only Days in AR Average number of days that charges are in accounts receivable from the date of billing until the date of receipt of payment Reports 2014 Kareo
105. 2 Apply the appropriate amounts of the payment to the service lines within the Kareo system Note that Kareo captures and tracks electronic coordination of benefits information If a secondary insurance associated with the patient and encounter is set up for electronic claim submission a claim will automatically be placed in the queue for you to submit to the secondary insurance after you manually post a payment from an EOB See section Electronic Claim Settings Payment Posting 2014 Kareo Inc Rev December 2014 185 12 5 1 Enter Payment 12 5 1 1 Enter a Copay There are various methods of entering a copay and it depends on the process outlined by your practice Two common examples are outlined below Once an encounter for the patient is created copays are tracked Kareo can be set up to automatically bill patients concurrently with the insurance billing process for any missed copays See section Encounter Options To enter a copay as a received payment 1 Click Encounters gt Receive Payment 2 Enter payment details See below 3 Once payment details have been entered do one of the following Click Save to save the payment record and apply payments at a later time A pop up window will ask if you want to continue without applying the payment Click Yes Note that if you choose this option you will need to remember to apply the payment once you receive benefit information Click Apply Now to apply pa
106. 37 Patient Balance displays the sum of the balances of the encounters reported that is currently outstanding to the patient Total Balance sum of the Insurance and Patient Balance Receipts and Adjustments that display on this report are only those that are posted against the encounters reported regardless of the actual posting date b Status Select an encounter status to either include only encounters with the corresponding status or all encounters c Service Location Select a specific service location or leave blank to include all service locations d Scheduling Provider Select a specific scheduling provider or leave blank to include all scheduling providers e Rendering Provider Select a specific rendering provider or leave blank to include all rendering providers f Default Rendering Provider Select a specific rendering provider or leave blank when not designating a default rendering provider g Payer Scenario Select a specific payer scenario or leave blank to include all payer scenarios h Department Select a specific department or leave blank to include all departments i Group by Group the report results by designating a group value j Subgroup by Select a second level of grouping results by the designating a subgroup value k Batch Select a specific batch number or leave blank to include all batches 17 1 12 Patient Transactions Detail Report Report Purpose This repo
107. 5 Double click on a time slot on the calendar A new appointment opens 6 Complete the appointment details See below 7 Click the Documents tab to attach documents if necessary See section Attach Document 8 When finished entering the appointment details click Save Appointment Scheduler 2014 Kareo Inc Rev December 2014 126 a Type Select the type of appointment b Patient Click Patient to search for an existing patient If the patient does not exist in the database click New at the bottom of the Find Patient window to create a new patient record c Reasons Optional Select the reason from the drop down list then click Add To remove a reason right click on the reason and click Delete Note A list of appointment reasons is only available if one has been set up See Add Appointment Reasons d Confirmation Status Scheduled is selected by default If you choose select another option from the drop down menu these statuses can be used to track appointment work flow e Case Click to add one or more cases if not yet recorded on the record f Authorization If an authorization number assigned by the patient s insurance company has already been entered that number will appear here If required for the visit click the Authorization button to select it double click to select g Date Time Auto populated confirm and adjust the end time if necessary h Recurrence Click to set the app
108. Click Save to File on the bottom of the window This opens the standard Windows Save As dialog box 4 To save the report to your local hard drive In the Save in box select the location on your hard drive where you wish to save the file Enter a name for the report in the File name box Leave the Save as type box set to Text Files txt Click Save 2014 Kareo Inc Rev December 2014 179 11 Patient Statements As part of monthly closing activities patient statements can be prepared and submitted through the clearinghouse for mailing or you can batch print patient statements The mailing of patient statements is handled by PSC Info Group a secure third party clearinghouse Enrollment in patient statement services is not required simply submit patient statements directly from the Patient Statements wizard see below Note that the first time you want to submit a batch of statements for a practice you must first configure the patient statement options see section Patient Statement Options This includes scenarios where the remit to address is a PO Box in this instance there are two settings you need to make to ensure that your PO Box remit to address is the one that appears on patient statements Kareo also offers online patient payment processing for more information see section Patient Billing To set patient statement options 1 See section The Practice gt Practice Options gt Patient
109. Encounters gt Find Payments 2 Enter all or part of a keyword to find the payment If applicable uncheck the Show unapplied only box to search through all records 3 Once you find the payment double click the record to open it 4 Click the Apply tab 5 Check the box of the line of service that shows the payment you want to reverse noted in the This Payment column Payment Posting 2014 Kareo Inc Rev December 2014 191 6 Click More on the lower right of the window 7 Post a reverse payment See Below 8 Once the reverse payment has been posted click Save a Select Payment from the drop down list Enter the amount you want to reverse using the minus sign Click Post b The payment will now show as reversed and remains unapplied until you refund it or apply it to a future line of service See section Issue Refunds 12 6 1 Post Denial If a payer denies a claim you can account for it by posting a denial Posting a denial will also help with reporting and audit trails To post a denial 1 Click Encounters gt Receive Payment in the top menu 2 In the New Payment window enter payment details See section Enter Payments for Patient or EOB 3 Click Apply Now 4 On the Apply tab select the encounter or the patient 5 Select the service line to which the denial applies 6 Click in the Allowed field a and enter 0 00 Tab through the Contract Adj field it will pic
110. Enter Copays f Deductible If applicable enter the patient s deductible g Effective Start and End Dates Optional Enter the effective start and end dates for the insurance policy from the patient s insurance card Although optional entering start and end dates enables the system to alert you when an insurance policy has expired h Policy through Employer Optional Checking this box will automatically enter the employer name on the patient s record Patient Records 2014 Kareo Inc Rev December 2014 104 i Patient Relationship to Insured If the insured is different than the patient select the relationship from the drop down menu and enter the information in the Insured section j Note that you must enter complete information in all the fields to avoid a possible claim rejection k Active Checked by default Unchecking will deactivate this policy for the patient l Notes Optional Enter any notes 5 1 2 Appointment New Patient For convenience a patient appointment can be set at the time of creating a new patient record To create a new patient appointment 1 On the New Patient window click Save amp Schedule This saves the new patient record and opens the Appointment Details window 2 Complete the appointment details See below 3 When finished entering the appointment details click Save General Tab a Location Select a location from the drop down list b Reasons Op
111. Find Practice To find a practice 1 Click Settings gt Company gt Find Practice 2 In the Look For search bar enter all or part of a keyword You can choose to search by Name Address Phone Subscription or Active status 3 Click Find Now 4 Once you find the practice double click to open it 4 4 Edit Practice To edit practice information 1 Click Settings gt Company gt Find Practice 2 In the Look For search bar enter all or part of a keyword 3 Click Find Now 4 Once you find the practice double click to open it 5 Make your changes and click Save 4 5 kFax Number A kFax number is a fax number to which documents can be faxed and automatically stored within Kareo It is available to Plus Max and Complete plans only A Kareo company administrator can obtain a kFax number for each practice It is permanently assigned until the administrator chooses to release the number from the practice Once assigned the kFax number will appear under the To Do list of the Kareo Dashboard after logging into a practice Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator The Practice 2014 Kareo Inc Rev December 2014 60 To get a kFax number 1 Cli
112. For search bar enter all or part of the name of the appointment reason and click Find Now Appointment Scheduler 2014 Kareo Inc Rev December 2014 136 3 Once you find the appointment reason click once to highlight it 4 Click Delete 6 8 3 Appointment Options Appointment Options enables you to configure global default appointment settings for a practice You can set up office hours configure appointment time increments and enable automatic appointment reminders color coding and timeblock rules These settings affect all locations and resources within the practice To set appointment options 1 Click Settings gt Options gt Appointment Options in the top menu The Edit Appointment Options window opens 2 Select settings Calendar Office Hours Select the Appointment Scheduler start and end times Note that any timeblocks set up in the Timeblock Calendar will override these times Daily Calendar Select options for how you want the calendar to appear Timeblock Rules Check the box to enforce timeblock rules this means that if a user attempts to save a new appointment that breaks a timeblock rule the system will display a message that a timeblock rule has been broken and will not allow the user to save the appointment Appointment Reminders Phone Max plans only Check the box to enable phone appointment reminders for one or more practices Note that patients must also be opted
113. Home Enter phone numbers in the format xxx xxx xxxx e g 714 555 1234 Work Enter the referring physician s work phone number Mobile Enter the referring physician s mobile phone number Pager Enter the referring physician s pager number Fax Enter the referring physician s fax number c Encounter Form Leave this field blank This field relates to providers within the practice only and not to outside referring physicians d User Leave this field blank This field is used for providers within the practice who use the Kareo Practitioner software for accessing Kareo from a mobile device e Notes Enter any notes to store with the referring physician record The Practice 2014 Kareo Inc Rev December 2014 92 4 14 2 Find Referring Physician To find a referring physician record 1 Click Settings gt Other Lists gt Find Referring Physicians 2 In the Look For search bar enter all or part of a keyword of the referring physician You can choose to search by Name Office Phone Mobile Phone Home Phone Email NPI Active Type 3 Click Find Now 4 Once you find the referring physician double click to open it 4 14 3 Edit Referring Physician To edit a referring physician record 1 Click Settings gt Other Lists gt Find Referring Physicians 2 Once you find the referring physician double click
114. Inc Rev December 2014 216 Days Rev OS Average number of days that charges are outstanding from the date of service until the date of receipt of payment Days to Bill Average number of days to bill an encounter Rows Rendering Provider Individual rendering provider included in the report Unapplied There are two columns where unapplied may populate Receipts This unapplied reflects the change unapplied for the reporting period the difference from beginning unapplied and ending unapplied If any refunds were issued for the reporting period for payments received from a previous reporting period then this will also be reflected on the change in unapplied Net A R This is the Ending Unapplied Payments value and is used to calculate the Net A R for the reporting period Credits This row will only populate on the Net A R column and represents the ending Credit overpayment for the reporting period This value is also used to calculate the Net A R for the reporting period Refunds There are two columns where refunds may populate Receipts When refunds appear in this field it means that the payment that was refunded was also received in the same reporting period as the issue of the refund The most common occurrence is when the patient pays their copayment and cannot stay to see the provider so the practice refunds their payment often on the same day Refund This represents ALL the refunds issued for the rep
115. New Password box re enter the new password 6 Optional Password Reminder In the Security Question box enter a question that only you would know the answer to e g Which country did my ancestors come from or What was the first car I learned to drive In the Secret Answer box enter the answer 7 Click OK Get Started 2014 Kareo Inc Rev December 2014 4 1 3 Data Entry Tips amp Shortcuts 1 3 1 Data Entry Tips To maintain consistency throughout your records and to aid in doing searches of your data the following data entry guidelines are strongly recommended Names Enter names as first name middle name initial last name e g John L Davidson and suffixes at the end e g Robert B Davis Sr Last names such as McCormack or DeLaTorres should be spelled as a single name with no spaces Mailing Address The Postal Service mailing machines read address information from the last line to the top To comply with US Mail Standards if there is insufficient room on the first address line to enter an Apt or Bldg number enter the Apt or Bldg number on the first line and street address on the second line When space allows always spell out street names It is okay to abbreviate primary street suffixes e g St Ave Rd and directional words e g N NE Enter Post Office Box as P O Box or PO Box For United States Postal Service address guidelines vi
116. Rev December 2014 157 7 11 Export Encounter as EDI 837 File To export an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Find the encounter you want to export and double click on it to open 3 At the bottom of the window click Export 837 4 Save the file to your desired location To export a batch of encounters 1 Click Encounters gt Claims 837 Export in the top menu 2 On the EDI 837 Data Export window select the billed start and end dates 3 At the Insurance field select if you want to export from all insurance companies or a specific one 4 Click Ok 5 Save the file to your desired location 7 12 Delete Encounter To delete an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Click a tab to search various stages of the encounter approval process Select the All tab if you re unsure 3 In the Look For search bar enter all or part of a keyword and click Find Now 4 Once you find the encounter click once to highlight it 5 Click Delete Note You can only delete an encounter if it s in the Draft Review or Rejected stage You should not attempt to delete an encounter once it s been approved 2014 Kareo Inc Rev December 2014 158 8 Claim Processing Once an encounter has been approved by the business office the system automatically generates one or more claims dependent on how many procedures are listed within
117. Save as type box reads Adobe PDF Files pdf 4 To access this file at a later time open the Adobe Acrobat program and navigate to the folder where the PDF file has been saved Open the file by double clicking on the file name 2014 Kareo Inc Rev December 2014 254 18 Training amp Support 18 1 Training Kareo offers a comprehensive training program in both live and video formats Participating in live training is highly encouraged as you will see firsthand Kareo functionality and best practices as well as have the opportunity to ask questions Our video library can be accessed at any time therefore if you can t make one of the training sessions or need to review information the video library is available to fit any schedule In addition the Kareo Help Center offers user guides FAQs and access to the community forum to support you in making the most out of Kareo Training Courses amp Webinars As you are getting to know Kareo we recommend attending live training which is offered several times per week Each session takes you step by step through Kareo usage and allows time for question and answer If you cannot attend live training recorded versions are available for you to view at your own pace Visit the Kareo Training Catalog to register http www kareo com help courses live webinars Kareo Help Center The Kareo Help Center houses all training support live webinar registration training co
118. Select a specific service location or leave blank to include all service locations d Department Select a specific department or leave blank to include all departments e Payer Scenario Select a specific payer scenario or leave blank to include all payer scenarios Reports 2014 Kareo Inc Rev December 2014 233 f Revenue Category Select to include all revenue category or limit the output to a specific revenue category g Rev Category Code Limits the Revenue Category filter by the code type This requires the Revenue Category to be filtered to a specific item and when set to Billing Code it will limit the results to procedures with a defined billing code CPT h Batch Select a specific batch number or leave blank to include all batches i Procedure s Select a specific procedure code or leave blank to include all procedures in the report j Transaction Type Filters the report by either all transaction types or by one designated transaction type k Optional Field Select what data is displayed on the optional column l Group By Group the report results by designating a group value m Order By Defines how the items are listed within each report grouping 17 1 10 Encounter Detail Report Report Purpose This report provides a detailed breakdown of the encounters for the designated reporting period including patient provider service date procedure modifier diagnosis code s ch
119. Statement Options To prepare patient statements 1 Click Encounters gt Send Patient Statements in the top menu 2 Follow the instructions provided through the wizard Step 1 Specify the criteria for which patients will receive a statement These options can be configured as default settings see section Patient Statement Options After selecting the criteria click Show Patients Step 2 This step generates a list of patients being prepared based on the criteria you entered in Step 1 Step 3 Review the list of patients and information such as patient or collection alerts date of last statement outstanding balances and statement delivery options if enrolled in Patient Billing To exclude a specific patient from receiving a statement clear the checkbox to the left of the patient s name Patient Statements 2014 Kareo Inc Rev December 2014 180 Send Patient Statements Click to submit for mailing The statements will be printed and mailed within 24 hours you will receive a confirmation report viewable under the Patient Statements tab of the Clearinghouse Reports Save to File To save the information to your computer before submitting click Save to File and follow the prompts Print Patient Statements Click to print statements Statements will open using Adobe Reader and are then ready to send to your printer To download Adobe Reader for free visit http get adobe com reader
120. Summary Report is one of the most commonly generated reports in the Kareo system For most Kareo users the current report meets their standard reporting needs for tracking financial activity However the current report fails to provide the breakdown needed to explain more complex transactions required by some practices Why is this report considered a Beta We want to give our clients an opportunity to review the updates made to the report and provide feedback for future versions it This enables Kareo to provide a preview of upcoming changes without affecting the current report What does this mean for the current Key Indicators Summary Report The current Key Indicators Summary Report has not changed and you can continue to utilize the current report It seems that some customization options went away will they return on the final version of this report This was done on purpose to allow a basic presentation of the new layout and opportunity for users to become familiar with the changes In upcoming revisions the majority of the customizations currently offered in the current version will also be offered in the new one Are there any plans to generate this new report by Dates of Service Yes Because the majority of the current report generation today is by Posting Date Kareo opted to release the first version by Posting Date The next revision will include the option to generate the report by Date of Service Reports
121. Tax ID field verify that Bill with EIN is selected 8 If you ve made changes click Save Tips A list of payers that provide electronic eligibility services is available on the Help Center www kareo com help Find Payers and Agreements under the Enrollment for E Claims section You can also check in Kareo if an insurance payer provides electronic eligibility services Click the Electronic Claims tab of an insurance company record If Supports patient eligibility requests is checked then the payer provides electronic eligibility verification Patient Records 2014 Kareo Inc Rev December 2014 114 5 3 2 Patient Eligibility Real time patient eligibility checks can be done directly from Kareo for hundreds of the nation s largest government and commercial insurance payers This enables you to confirm that patients have valid insurance coverage before scheduling the patient s visit reducing downstream claim denials and uncollectible accounts receivable You can also run daily batch eligibility checks see section Batch Eligibility Check If you are checking eligibility for the first time read the Patient Eligibility Setup section first Kareo submits a real time request with the payer s system and returns an eligibility report that can be printed or saved to the insurance policy record for the patient You can check patient eligibility from three workflows The patient record the patient insurance plan or
122. This is the number of days after which the system will alert you when payments for paper claims have not been received Kareo recommends 30 days Add the providers who will be using the fee schedule Add the locations that will be using the fee schedule 6 When finished click Save amp Submit Tip Medicare The Medicare rates provided are based on the most current published Medicare Physician Fee Schedule Relative Value Units They are calculated with your corresponding Geographical Practice Cost Index GPCI and then multiplied by the current conversion factor Though Medicare values are displayed for the majority of procedures not all are reimbursable under the Medicare program i e Outpatient and Inpatient Consultation Kareo has opted to include these values since commercial payers are still accepting these codes and the values displayed can serve as a reference for defining your fee schedules Please consult with your Medicare administrative contractor for confirmation on reimbursable procedures for your specialty and region 4 11 2 Add Contract Rates Adding contract rates assists in tracking the fees that have been agreed upon from specific payers It is important to note that there are laws and terms within payer contracts that govern what practices can bill individual payers especially if billing Medicare Be sure to confirm with your payers regarding rules and restrictions before submitting by contract rates Wh
123. To find a category 1 Click Settings gt Find Categories 2 In the Look For search bar enter all or part of a keyword of the department You can choose to search by Name Description or Record Type 3 Click Find Now 4 Once you find the category double click to open it 4 15 3 Edit Category To edit a category 1 Click Settings gt Other Lists gt Find Categories 2 Once you find the category double click to open it 3 Make your changes and click Save The Practice 2014 Kareo Inc Rev December 2014 94 4 15 4 Delete Category To delete a procedure macro 1 Click Settings gt Other Lists gt Find Categories 2 Once you find the category click once to highlight it 3 Click Delete 4 16 Practice Options You can configure certain options that are specific to each practice within your company such as setting the date for closing the books setting the closing date for reports configuring the electronic claim settings configuring electronic patient statements and configuring the encounter options To configure these options you must be logged into a specific practice and have the appropriate permissions to manage practice options 4 16 1 Closing the Books Setting a closing the books date prevents changes to financial transactions dated prior to the closing date Caution When you move a closing date forward you cannot move it backward To set the date for closing the books
124. a hyperlink that when clicked opens the Electronic Claims Options task where you can configure the electronic claims options Configure the Patient Statement Options for the medical practice To alert the administrator or other designated staff member that patient statement options need to be configured The text includes a hyperlink that when clicked opens the Electronic Patient Statements Options task where you can configure electronic patient statement options Dashboard 2014 Kareo Inc Rev December 2014 17 As part of your daily activities Task Description Task may display You have X Claims to send If there is at least one claim with the status of Assigned to Insurance The X is replaced with the number of encounters with a status of Assigned to Insurance The text includes a hyperlink that when clicked opens the Claims task with the Assigned to Insurance tab selected There are X Encounters to review If there is at least one encounter with a status of For Review The X is replaced with the number of encounters with a status of For Review The text includes a hyperlink that when clicked opens the Review Encounters task with the For Review tab selected You have X Draft Encounters to submit to the Business Office If there is at least one encounter with a status of Draft The X is replaced with the number of encounters with a status of D
125. a Patient You can view all documents associated with a patient that might have been attached directly to other records in the Kareo application such as appointment or encounter records To view all documents associated with a patient record 1 Open the patient record and click the Documents tab 2 In the top left of the window click the Show documents attached to all records associated with this patient box A list of the documents that have been attached to one or more records will be displayed 3 To open a document double click on it 15 7 Find Document To find a document 1 Click Documents gt Find Documents 2 In the Look For search bar enter all or part of a keyword of the document You can choose to filter by New Processed or Error and search by Document ID Name Label or File Type 3 Click Find Now 4 Once you find the document double click to open it If the document is a digital file e g Word or Excel the associated software application will open so you can view the document If the document is a previously scanned or faxed document it will open in the document viewer Note To learn more about the document viewer see section Document Viewer Documents 2014 Kareo Inc Rev December 2014 207 15 8 Edit Document If an uploaded document is a digital file e g Word or Excel the associated software application will open when you double click on it so that you can
126. a patient appointment To check patient eligibility 1 Open one of the following records A patient record A patient s insurance plan A new or existing appointment 2 Click Check Eligibility at the bottom This displays the Check Patient Eligibility window 3 Enter the information a Patient The patient s name is automatically entered from the record b Case By default the primary case is automatically entered If different select the case from the drop down menu c Policy By default the policy related to the case is automatically entered If checking for a secondary insurance policy associated with the case select the policy from the drop down menu d Provider Select the provider for whom you want to make the request e Service Type Select a service type for certain payers from the drop down menu If no service types are allowed you will only see the option 30 Health Benefit Plan Coverage which is the default for all payers Patient Records 2014 Kareo Inc Rev December 2014 115 4 Once you ve entered the information click Check Eligibility Now The system will show a working icon until the report is ready Note For many payers eligibility verification requests may be unavailable between the hours of 11 00pm and 6 00am EST on weekdays and throughout the day on Saturdays and Sundays The information contained in an eligibility report will vary depending
127. actual kFax number assigned to the practice by the billing office administrator Dashboard 2014 Kareo Inc Rev December 2014 18 As part of your monthly closing activities Task Description Task may display There are X Patient Statements to send If there is at least one patient statement to send The X is replaced with the number of patient statements waiting to be sent The text includes a hyperlink that when clicked opens the Generate Patient Statements task You should review monthly reports for omissions or errors If you have the appropriate permissions to review reports 2 9 Dashboard Charts There are two dashboard charts A R Aging and Income Analysis The A R Aging and Income Analysis charts are viewable depending on permissions set by your Kareo application administrator If your user role is set to Business Office user you may view the A R Aging Chart If your user role is set to Medical Office user you may view the Income Analysis chart To view Dashboard charts 1 On the Payment Velocity gauge click the button on the right Dashboard 2014 Kareo Inc Rev December 2014 19 A R Aging Chart This chart is available if your user role is set to Business Office user The A R Aging chart provides a visual snapshot of accounts receivable aging Dollars in A R The total dollar amount currently in accounts receivable The dollar amounts reflect what has bee
128. add one or more insurance policies that may provide reimbursement of medical services related to the case Note that there are certain payer scenarios such as Attorney Lien or Workers Compensation that will prompt the addition of the Attorneys and or Workers Compensation tabs Patient Records 2014 Kareo Inc Rev December 2014 106 To add a case from the New Patient window 1 On the New Patient window click Save amp Add Case 2 On the New Case window enter general information See below 3 If applicable Click on one or more of the following tabs to enter additional information for the case Click the Condition tab to enter information about the cause that prompted treatment See section Patient Condition for more information Click the Authorizations tab to enter authorization numbers from insurance companies that document the approval for medical services See section Authorizations for more information If the Payer Scenario is related to an attorney lien click the Attorneys tab to add attorney information See section Attorneys If the Payer Scenario is related to workers compensation click the Attorneys and Workers Compensation tabs to add attorney and workers compensation information See sections Attorneys and Workers Compensation 4 When finished click Save To add a case to an existing patient record 1 Click Patients gt Find Patients 2 Once you find the patient
129. all or part of a keyword of the encounter form You can choose to search by Name or Description 3 Click Find Now 4 Once you find the encounter form double click to open it 4 12 3 Edit Encounter Form To edit an encounter form 1 Click Settings gt Encounter Forms 2 Once you find the encounter form double click to open it 3 Make your changes and click Save 4 12 4 Delete Encounter Form To delete an encounter form 1 Click Settings gt Encounter Forms 2 Once you find the encounter form click once to highlight it The Practice 2014 Kareo Inc Rev December 2014 86 3 Click Delete 4 Edit all Provider records set to use the encounter form you just deleted and select a different form in the Encounter Form field of each provider record 4 12 5 Patient Portal The Patient Portal is a convenient and efficient way for practices to collect payments and for patients to easily pay their bills online After activating Patient Portal a practice simply collects patient email addresses within Kareo Kareo will automatically email patients when they have a bill Patients can then access their statements online and securely make a payment Through Patient Portal practices can view which emails have gone out and when payments come in To learn more visit the Patient Portal FAQs you will need to log in to Patient Portal in order to view the FAQs To set up Patient Portal 1 Click Setting
130. already linked to the payer scenario 4 Click Save The Company 2014 Kareo Inc Rev December 2014 54 3 6 2 4 Delete Payer Scenario To delete a payer scenario 1 Click Settings gt Other Lists gt Find Payer Scenarios 2 Once you find the payer scenario click once to highlight it 3 Click Delete 3 6 3 Collection Categories 3 6 3 1 New Collection Category Collection categories are used to track the status of patient accounts Creating custom collection categories allows you to Define various collection categories for use within the application Elect to send or withhold patient statements for patients that have been placed in a specific collection category Enter a dunning message that is printed on patient statements for those patients who will receive patient statements after they have been placed in a collection category Add a collection alert message that will appear at the top of various records in the application for patients who have been placed in a specific collection category Generate certain Accounts Receivable reports that are based on specific collection categories To add a new collection category 1 Click Settings gt Other Lists gt Find Collection Categories on the top menu Note To avoid duplication a best practice is to first search the database to see if the collection category already exists in the system 2 If the collection category is no
131. ample sorting by Aging will allow you to work the older items first Another typical use is sorting by Batch to work specific outstanding claims posted on the same batch Reports 2014 Kareo Inc Rev December 2014 224 Table 1 Show Hide Columns Column Header Available In Default Setting Description Comments Type A R Summary View On Insurance or Patient A R Aging Unbilled Charges A R Summary View A R by Insurance Plans A R by Patients On Approved encounters that have not been submitted for reimbursement Current A R Summary View On Claims submitted within the last 30 Days based on defined Show Aging by and the defined aging date As of 31 60 A R Summary View A R by Insurance Plans A R by Patients On Claims submitted within the last 31 60 days based on the defined filter setting on the Show Aging by and the defined aging reference date As of 61 90 A R Summary View A R by Insurance Plans A R by Patients On Claims submitted within the last 61 90 Days based on the defined filter setting on the Show Aging by and the defined aging reference date As of 91 120 A R Summary View A R by Insurance Plans A R by Patients On Claims submitted within the last 91 120 Days based on defined filter setting on the Show Aging by and the defined aging reference date As of 120 A R Summary Vie
132. an complete the task Subject Enter a descriptive subject for the task Due Date Enter the date the task is due Priority Select a priority 1 10 with 1 being the highest priority and 10 being the lowest Status Select the current status of the task from the drop down menu Related To If you want to associate the task with a specific record select the type of record from the drop down menu A related button will appear select the record to which you want to attach the task Or select None Type Select the type of work required to complete this ask from the drop down menu Comment Add any notes if desired 3 Click Save 16 2 Attach Tasks You can attach a task to several types of records in your practice Patient records appointments encounters and payments Attaching a task to one of these records indicates that the work item is related to a specific record To attach a task to a record 1 Open a record that supports task attachments such as a patient record appointment encounter or payment 2 Click the Tasks tab 3 Click Add on the right of the window This opens the New Task window 4 Enter information Assigned To Optional Click the Assigned To button to select a user to assign the task to or leave blank to indicate anyone can complete the task Subject Enter a descriptive subject for the task Due Date Enter the date the task is due
133. ank to include all batches Reports 2014 Kareo Inc Rev December 2014 235 17 1 11 Encounter Summary Report Report Purpose This report provides the practice with a snapshot of the service encounters performed within a designated reporting period Value Enables you to view a summary of the activity performed by each provider and displays the corresponding procedures charges adjustments and receipts as well as a summary of the patient insurance and total outstanding balances Common Use Generate this report as part of a period end day month quarter or year to gain a summary view of the service encounters Generating the report for past periods allows an assessment of the practice s collections success and helps determine the remaining balances for an historical period Kareo Recommendation Use this report to capture the overall period activity The biggest benefit of this report is measuring how well the practice has collected on previous service encounters by generating for periods 120 days or greater To access and customize the Encounter Summary Report 1 Click Reports gt Encounters gt Encounter Summary 2 Select filters Reports 2014 Kareo Inc Rev December 2014 236 a Date Type Posting Date Encounters reports the encounters that were posted on the reporting period regardless of the service dates Ideally this value will not change for a previous period so long a
134. ansaction To apply a payment to a claim Entering the keyboard shortcut Ctrl Shift A or selecting Apply a payment from the Action menu opens the Transaction panel specific to applying a payment Posting Date Leave this box set to the current date or change the date if needed Payment Click the Payment button to display the Select Payment task Once you locate the payment double click on the payment or click once on the payment and then click the OK button on the Task Button Bar Unapplied This box will automatically populate based on the unapplied amount shown in the Select Payment screen Post Amount Enter the amount of the payment Memo Enter any notes you wish to store with the transaction record Claim Processing 2014 Kareo Inc Rev December 2014 165 Change Status Select the status change Apply Click the Apply button on the right of the transaction panel to apply the transaction Apply an adjustment to a claim Entering the keyboard shortcut Ctrl J or selecting Adjustment from the Action menu opens the Transaction panel specific to applying an adjustment Posting Date Leave this box set to the current date or change the date if needed Adjustment Select the adjustment code Payment Click the Payment button to display the Select Payment task Once you locate the payment double click on the payment or click once on the payment a
135. arges adjustments receipts and balance Value Provides a detailed view of the activity performed by each provider for each patient and displays the corresponding procedure procedure description service date procedure modifier s diagnosis codes primary and secondary charges adjustments receipts and outstanding balance Common Use Some practices print this report as part of a period reporting often as a means to monitor or audit daily charge posting Note that this report can be lengthy when generating for multiple days or even as part of a month end reporting Kareo Recommendation Ideal for auditing daily charge posting Some practices save all of their encounters in Draft status then audit each encounter using this report before approving for submission or printing In this report editing or correcting any errors can be quickly done Built in hyperlink on the Encounter ID numbers first column gives access to each encounter To access and customize the Encounter Detail Report 1 Click Reports gt Encounters gt Encounters Detail 2 Select filters Reports 2014 Kareo Inc Rev December 2014 234 a Date Type Posting Date Includes all encounters posted within the reporting period regardless of the dates of services on the encounters Service Date Includes only encounters posted by the generation date of this report with dates of services corresponding to the selected reporting pe
136. as a result of these refunds By displaying the value on its own row it simplified the reconciliation of the receipts for each provider Reports 2014 Kareo Inc Rev December 2014 218 I have Refunds values showing under the Receipts column and on the actual Refunds column they don t match Why The refunds showing under the Receipts column are receipts or payments that were received in the reporting period and refunded within the same reporting period The difference if any between this value and the Refunds value under the Refunds column are for refunds issued within the reporting period for receipts or payments received from previous reporting period s The refunds displayed under the Refunds column is the total Refunds issued for the reporting period More about the Days in A R Days Rev O S and Days to Bill in this new version The current calculations of these values for the individual providers remain the same from the current Key Indicators Summary Report The Average for all providers is calculated differently in this version and is based on a weighted average you will notice that the average for the practice will not match the current Key Indicators Summary report values Kareo will continue to evaluate the best method to accurately report these values for your practice and will deliver the best method in the final version Why did Kareo create a new version of the Key Indicators Summary Report The Key Indicators
137. atabases the de facto standards as published once per year by the American Medical Association The Kareo application includes this database of standard codes which is updated every year However you can add your own procedure modifier codes To add a new procedure modifier code 1 Click Settings gt Codes gt Find Procedure Modifiers on the top menu Note To avoid duplication a best practice is to first search the database to see if the procedure modifier code already exists in the system 2 If the procedure modifier code is not in the system click New at the bottom 3 In the Code field enter a code numbers and or letters 4 In the Name field enter a name for the procedure modifier avoid abbreviating procedure modifier names when possible The Company 2014 Kareo Inc Rev December 2014 45 5 Click Save 3 5 2 2 Find Procedure Modifier Code To find a procedure modifier code 1 Click Settings gt Codes gt Find Procedure Modifiers 2 In the Look For search bar enter all or part of a keyword You can choose to search by Code or Name 3 Click Find Now 4 Once you find the code double click to open it 3 5 2 3 Edit Procedure Modifier Code To edit a procedure modifier code 1 Click Settings gt Codes gt Find Procedure Modifiers 2 Once you find the code double click to open it 3 Make your changes and click Save 3 5 2 4 Delete Procedure Modifier Code To dele
138. atient at the same time Print only Only printed statements are sent to patients Email only Only email statements are sent to patients 3 Click Save 4 On the patient record a patient must be opted in to receive email notifications in order to receive email statements To set patient email notifications 1 Click Patients gt Find Patient in the top menu 2 Double click on a patient record to open it 3 At the Send Email Notifications box choose one of the following To opt in Check the box and add the email address To opt out Uncheck the box 2014 Kareo Inc Rev December 2014 182 12 Payment Posting The Payments section enables you to easily post and manage payments In the Find Payments window you can view a complete log of financial transactions associated with each charge and view and re open settled charges Posting payments can be done in two ways Manual Payment Posting Payments received in person or by mail from patients insurance companies Explanation of Benefits or EOB s and other payers are applied manually Automatic Payment Posting Payments received electronically from an Electronic Remittance Advice ERA can be applied automatically 12 1 Find Payment To find a payment 1 Click Encounters gt Payments 2 Once you find the payment record double click the record to view it a If you are enrolled in the Patient Bil
139. attached to an open record e g patient or encounter record or stored in the Documents storage area To add a document from a file 1 Choose one of the following Click Documents gt Add Document from File Click the File button While in an open record with a Documents tab click the Documents tab and click Attach on the right 2 Locate the file you want to upload into Kareo Double click on it to add 3 Enter information Document Label Select from the drop down menu Name Enter a name for the document Status Select from the drop down menu Notes Enter any notes if desired 4 Click Add 15 3 Add Document from Scanner Documents can be scanned into Kareo and either attached to an open record e g patient or encounter record or stored in the Documents storage area In order to use Kareo s scanning feature your scanner device must be TWAIN Documents 2014 Kareo Inc Rev December 2014 204 compliant For more information refer to www twain org Because scanned documents can take up a large amount of storage space see Document Storage Policy amp Best Practices for more information To add a document from a scanner 1 Choose one of the following Click Documents gt Add Document from Scanner Click the Scan button If you are in an open record with a Documents tab click the Documents tab and click Scan on the right 2 On the San Document
140. ave your corrections Note The Claim ID number is composed of two sets of numbers separated by a Z In the example above 695 encounter record number 14 company ID your individual company ID will always remain the same 5 After making corrections you are now ready to rebill To rebill the entire encounter click Save and Rebill at the bottom of the window 6 To rebill only a specific claim click Show Claims at the bottom of the window this opens the Find Claims window displaying all claims associated with the encounter 7 Click Action at the bottom and select Rebill 8 Click Apply on the right of the window A message will appear asking if you would like to rebill all claims associated with the encounter Click Yes All claims are set to rebill Click No Only selected claim is set to rebill 9 Return to the report on the Clearinghouse Report window and click Mark As Reviewed 10 Once you are finished setting one or more claims to rebill you must resubmit them Click Submit E Claims Claim Rejections 2014 Kareo Inc Rev December 2014 172 Tips Kareo Internal Reports are generated within a few hours after submitting electronic claims A good practice is to check reports regularly for example if you submit claims in the afternoon check the reports as a first task the next day Clearinghouses will reject duplicate claims It is recommended to wait three 3 business days be
141. be merged and review the information for each See below 3 Click OK to merge a In the Look For search bar enter all or part of the name of an insurance plan Search by specific fields to locate duplicate entries b Once you ve located the insurance plan to be merged with another click on it to highlight and then click Add to Selection This adds the insurance plan to the lower section of the window Repeat this step for all insurance plan listings you want to merge c Once you have selected the plans that are to be merged together as one click Merge This opens the Merge Insurance Plans Detail window The Company 2014 Kareo Inc Rev December 2014 40 d The plans you selected are in the top section To remove a plan from this list click once to highlight it and click Remove at the bottom You can also click Cancel to exit the merge process e Click once on a plan to highlight it Review the information in the bottom section Click OK to merge all insurance plans in the top section 3 5 Codes Kareo shares a single database of industry code sets for your entire company and all practices associated with it Your company database will automatically contain the latest versions of procedure codes i e HCPCS and CPT procedure modifiers and diagnosis codes i e ICD 9 as published by the American Medical Association AMA and Centers for Medicare and Medicaid Services CMS Your company databas
142. ber To override claim settings 1 Open a Provider record and click the Claim Settings tab 2 Under the Override Claim Settings section click Add on the right 3 Make your override selections See below 4 When finished click Save on each window until you are back at the Find Provider window The Practice 2014 Kareo Inc Rev December 2014 68 a Insurance Company Click to select the insurance company for which you want to override general claim settings To override general claim settings for a specific location and all insurance companies leave this field blank b Location Select the location for which you would like to override general claim settings c NPI The Practice 2014 Kareo Inc Rev December 2014 69 Bill with Group and Individual NPI Select if the provider is credentialed with this payer to send claims with both a Group and Individual NPI Bill with Individual NPI Select if the provider is credentialed with this payer to send claims with only an Individual NPI d Override NPI Check this box if you need to enter a Group or Individual NPI that is different than your general claim settings Enter the override NPI in the field provided e Tax ID Bill with EIN Select if the provider is credentialed with this payer to send claims using an EIN This applies to any business entity including a Corporation LLC LLP Partnership or other taxable business en
143. by a payer to select one of the other options Document Ctrl Number Used for Medicare claims with secondaries Some payers require the Document Control Number to process a secondary claim Claim Code Box 10d and Add l Claim Info Box 19 There are fields on the CMS 1500 form used as a miscellaneous field to indicate various messages for different payers Enter text in each field as applicable and it will be included in Box 10d or Box 19 of the CMS 1500 form when claims related to this encounter are printed E Claim Note Type If applicable select a note type from the drop down menu and add a note in the text box to be sent to the payer as part of the ANSI 837 electronic claim message format These fields are used for a variety of situations as set forth by specific payers i Ambulance Click the arrows to expand this section Used only for billing ambulance services see section Ambulance Services j Medical Business Office Notes Optional Enter any notes to save with the encounter k Check Codes Click to perform code checking upon approval You can also turn on automatic code checking for your practice See section Encounter Options 7 3 New Encounter UB 04 You can create an encounter using the UB 04 claim format in several ways 1 Click Encounters gt New Encounter in the top menu 2 Open a patient record and click Create Encounter at the bottom 3 In the Appointment Scheduler right click o
144. ccurrence in yellow 4 To view the next occurrence of the keyword s that you entered click the Next button on the far right of the search bar 17 2 5 Page Navigation To speed the loading of certain long reports such as the Account Activity report the Kareo system loads only individual pages and provides a next page previous page navigation control so that you can navigate amongst the pages of the report This page control feature is located on the upper right of the report between the Customize and Refresh buttons and only appears on certain reports that tend to be larger in nature Reports 2014 Kareo Inc Rev December 2014 253 To advance to the next page of a report click the gt button or enter the page number you wish to advance to To return to a previous page click the lt button or enter the page number you wish to return to 17 2 6 Print Reports You can print any report by doing the following 1 From any opened report click the Print button on the Task Button Bar This opens the standard Windows Print dialog 2 Use the Print dialog to select your printer and change printing options Note If the report happens to be a wide report be sure to select Landscape within the Properties setting of the Windows Print dialog 3 Click OK to send the report to your printer 17 2 7 Save Reports Microsoft Excel Format You can save any report as a Microsoft Excel file This can be useful if you wish
145. ce eligibility reports are dependent on a response from each payer Running multiple batch eligibility checks for the same day results in checks only for new appointments added to the calendar since the last run Patients with a recent eligibility report run in the last 30 days are also excluded To run batch eligibility 1 Open the Daily Calendar Appointment Scheduler 2014 Kareo Inc Rev December 2014 128 2 Click Actions in the lower right corner of the window 3 Select Run Batch Eligibility Check 6 6 4 Patient Payments See section 5 12 6 6 6 5 Edit Appointment To edit an appointment 1 Open the calendar and navigate to the appointment you want to edit 2 Double click on the appointment to open it 3 Make your changes and click Save 6 6 6 Copy Appointment To copy an appointment 1 Open the calendar and navigate to the appointment you want to copy 2 Right click on the appointment and click Copy 3 Navigate to a new appointment slot right click on the slot and click Paste 4 Once pasted into the new time slot you can open the new appointment and make any additional changes you wish to make These changes will only affect the new appointment 6 6 7 Delete Appointment To delete an appointment 1 Open the calendar and navigate to the appointment you want to delete 2 Right click on the appointment and click Delete 6 6 8 Enter Payment and Print Receipt
146. ce locations entered for the practice Fee Schedule Detail This report lists the fee schedules associated with contracts Referring Physicians This report provides a list of referring physicians entered for the practice 17 1 26 Company Reports Use the Company reports to monitor the most important indicators associated with the financial performance of the medical practices you serve to review the productivity of all users across all practices and to review summary and detailed information about your Kareo account These company wide reports are located in the Company section of the Reports menu only if your user permissions allow you to view this category as well as on the Reports menu of the Company Home page that is accessible by billing office administrators and other business office staff with appropriate permissions Company Indicators Summary This report provides a summary list of the most important indicators associated with the financial performance of the practices over a period of time Company User Productivity This report shows productivity metrics by user Customer Account Summary This report shows a summary of a Kareo customer s account Reports 2014 Kareo Inc Rev December 2014 249 Customer Account Detail This report shows a detailed analysis of a Kareo customer s account 17 2 Reports Management The reports available within the application share a set of common
147. cedure codes for things like no show fees or miscellaneous fees i e collection court fees To add a new procedure code 1 Click Settings gt Codes gt Find Procedures on the top menu Note To avoid duplication a best practice is to first search the database to see if the procedure code already exists in the system 2 If the procedure code is not in the system click New at the bottom 3 Enter the information See below 4 When finished click Save The Company 2014 Kareo Inc Rev December 2014 42 a Procedure or Speed Code Enter a 5 character numbers and or letters procedure code or speed code See Tips below If applicable see also the NDC Number field b Procedure Code CPT If a speed code was entered in the field above enter the real 5 character procedure code in this field See Tips below Check the Custom Code box if applicable c Official Name Enter the official name of the procedure avoid abbreviating procedure names when possible d Local Name Optional If you want a more user friendly name to appear on the encounter form enter it in this field e TOS Select the type of service TOS from the drop down menu these are industry classifications for various types of procedures f Default Units Enter the default units for the procedure This is especially useful when entering speed codes for drugs For example if a speed code is HA60 60 milligrams o
148. cember 2014 37 a Insurance Company Click to select the insurance company associated with the plan Note If the insurance company is not included in the list of companies you can add a new insurance company before continuing see section New Insurance Company b Plan Name Enter the plan name e g PPO 140 POS Saver HMO Plan etc c Address This field is required to send electronic and paper claims It is the remit to address where claims should be sent d Contact for Questions about Claims or Coverage optional Enter the contact information for this plan if available e List Administration This feature is for companies that have one Kareo account and manage multiple practices At the Scope field select if this insurance plan applies to one or more practices Practice Specific is the default and means the insurance plan is available only to the practice you are logged into All Practices means the insurance plan is available to all practices associated with an account company See section Insurance List Management f Created By The system tracks who created the record and will display this information when this record is accessed in the future g Notes optional Enter any notes for your records regarding this insurance plan The Company 2014 Kareo Inc Rev December 2014 38 3 4 5 2 Find Insurance Plan To find an insurance plan 1 Click Settings gt Insurance gt Fin
149. cessary Note that if any changes need to be made to the patient or case record associated with the claim you can Claim Processing 2014 Kareo Inc Rev December 2014 161 double click on the hyperlink in either field to open the corresponding record Once you edit and save the record you will be automatically returned to the open claim Be sure to save the claim once all changes have been made Multiple claims from a single approved encounter not yet submitted to clearinghouse or mailed to payer The easiest and safest way to correct multiple claims generated by a single encounter is to access the original encounter record and unapprove the encounter this deletes all claims associated with it Once you make the necessary changes to the encounter or any other record associated with the encounter you will then re approve it This will create a whole new set of claims to replace the claims that were just deleted To open an encounter record from any open claim double click on the hyperlink in the Encounter field of the claim Electronically submitted claims rejected by clearinghouse payer or Kareo The best way to manage rejected claims is through the clearinghouse reports Click Encounters gt Clearinghouse Reports The Claim Processing tab lists all unreviewed daily claim reports internal validation reports and payer responses Within these reports you can easily identify the claims that have been rejected due to claim
150. ch by specific fields to locate duplicate entries b Once you ve located the insurance company to be merged with another click on it to highlight and then click Add to Selection This adds the insurance company to the lower section of the window Repeat this step for all insurance company listings you want to merge c Once you have selected the companies that are to be merged together as one click Merge This opens the Merge Insurance Companies Detail window The Company 2014 Kareo Inc Rev December 2014 36 d The companies you selected are in the top section To remove a company from this list click once to highlight it and click Remove at the bottom You can also click Cancel to exit the merge process e Click once on a company to highlight it Then click each General Paper Claims and Electronic Claims tab to review the information in the bottom section f Click OK to merge all insurance companies in the top section 3 4 5 Insurance Plans 3 4 5 1 New Insurance Plan To set up insurance plans 1 Click Settings gt Insurance gt Find Insurance Plan Note To avoid duplication a best practice is to first search the insurance database to see if the insurance plan already exists in the system 2 If the insurance plan is not in the system click New at the bottom 3 Enter the information for the insurance plan See below 4 Click Save The Company 2014 Kareo Inc Rev De
151. cians 4 14 1 New Referring Physician Referring physicians are generally third party physicians who have referred patients to various providers within a practice Maintaining a list of referring physicians is important for several reasons Many insurance companies require information about referring physicians for proper reimbursement Analysis reports can be used to track the income generated from referrals Referring physician records include information you may need in order to contact them Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within these help topics please contact the person in your office who is the Kareo application administrator To add a referring physician 1 Click Settings gt Other Lists gt Find Referring Physicians 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the referring physician database to see if the referring physician already exists in the system 3 If the referring physician is not in the system click New at the bottom 4 On the General tab enter the information for the referring physician See below 5 Click Save or the Claim Settings tab to complete claims settings information for this referring physician General Tab The Pra
152. ck Hide Note and then click Save to capture the change Hidden notes will not appear on the Patient Detail Report To view hidden notes click Show Hidden Notes To restore a hidden note Click Show Hidden Notes then Restore Note then Save Patient Records 2014 Kareo Inc Rev December 2014 116 5 4 2 Patient Alerts Patient alerts are messages that can be entered in a patient record to alert medical office and billing staff to situations related to the patient that require special attention An alert message can be set to appear at the top of various records such as when viewing claim details or scheduling an appointment Alert messages can be edited or removed at any time Note that you can also create collection alert messages see section New Collection Category To enter a patient alert 1 On the Patient record click the Alerts tab 2 Enter the message that you want to have appear on the top of certain windows to alert the staff of special situations The message should be relatively brief e g Do not schedule Patient needs physical assistance Authorization has expired etc 3 On the right select which situations you want to prompt the alert to appear 4 Click Save 5 4 3 Patient Collection Category On the Account tab of a patient record patients are placed in a Current collection category by default Collection categories are used to track the status of patient accounts and can af
153. ck Settings gt Company gt Find Practice 2 Double click a practice to open it 3 At the bottom of the window click Get kFax Number To release a kFax number 1 Click Settings gt Company gt Find Practice 2 Double click a practice to open it 3 At the bottom of the window click Release kFax Number 4 A warning message will display asking if you are sure you want to release the kFax number Click Yes to permanently release the number from the practice Click No to abort the request to release the number 4 6 Deactivate Practice A Kareo application administrator can deactivate a practice so that the practice is no longer included in any of the enterprise wide reports and no longer appears in the list of practices when a user logs into the system All of the data previously entered for a practice remains intact and can be accessed at a later time by reactivating the practice If you want to deactivate a practice please make note of the following If you d like to download a copy of the data in the practice you must do so prior to deactivation If you need to reactivate this practice within the next 30 days you will need to contact the billing department at billing kareo com to do so By deactivating a practice you will also deactivate all of the providers within it You will not be refunded a pro rated subscription fee for a partial month upon deactivation Note Kareo is
154. ck to access the encounter record b Reason for rejection c REJ claim rejected make corrections and rebill d ACK acknowledged claim forwarded to payer Claim Rejections 2014 Kareo Inc Rev December 2014 175 9 4 Payer Report Once the payer receives a batch of claims they review the claims for missing or invalid information before adjudicating them For the most common rejections and resolutions see the Kareo Claim Rejection Troubleshooting Guide however payer rejections can frequently change and you may need to contact the payer directly for clarification be prepared to provide information about the type of error message you are receiving Note Depending on the reason for rejection a payer may reject a single claim and process the remaining claims or reject all claims created from an encounter a Click to access the encounter record b Reason for rejection c Number of claims rejected in the report 2014 Kareo Inc Rev December 2014 176 10 Clearinghouse Reports Clearinghouse reports help you manage and monitor various billing workflow tasks from claim processing to posting payments These reports are generated on a daily weekly or monthly basis depending on the type of report From the Clearinghouse Reports section you can search review and print clearinghouse reports To access a clearinghouse report 1 Click Encounters gt Clearinghouse Reports 2 Click a tab to se
155. click of a button Most reports can be filtered by custom parameters and short cuts enable you to drill down into specific metrics You can download and print reports into Microsoft Excel or Adobe PDF A helpful Reports Guide provides descriptions and links to each report To access the Reports Guide 1 Click Reports gt Reports Guide To view details on reading each report see Reports gt Report Descriptions in the online Help Center For instructions on managing reports filter search print see section Reports Management Reports 2014 Kareo Inc Rev December 2014 212 17 1 1 Reporting Dashboard The Reporting Dashboard provides you with important information to assist you in evaluating the performance of your practice Displayed are key indicators for accounts receivables claim accuracy claim rejections and denials and claim processing Use these indicators to maintain a healthy practice by monitoring trends and updating your workflow processes as necessary Note In order to view the Reporting Dashboard you must have permission to view the A R Aging Summary report see section New User Account To access the reporting dashboard 1 Click Reports gt Key Indicator Reports gt Reporting Dashboard a Accounts Receivable Past 120 Days Updated daily This metric enables you to evaluate your practice s payment collection and write off process Keeping this metric low is essential for a healt
156. coded based on appointment reason c Eligibility status and note icons Appointment Scheduler 2014 Kareo Inc Rev December 2014 123 Patient is eligible Patient is ineligible Eligibility is unknown Self Pay case Note added to appointment d Legend for timeblocks e Calendar Select a month week or day f Service Location Select the location to be scheduled for an appointment g Resource List of resources for scheduling Check one or more boxes to view calendars h Actions Click for a list of appointment options 6 2 Daily Calendar The Daily Calendar displays an entire day Appointment Scheduler 2014 Kareo Inc Rev December 2014 124 6 3 Workweek Calendar The Workweek Calendar displays Monday Friday 6 4 Weekly Calendar The Weekly Calendar displays Sunday Saturday Appointment Scheduler 2014 Kareo Inc Rev December 2014 125 6 5 Monthly Calendar The Monthly Calendar displays an entire month 6 6 Appointment Tasks 6 6 1 New Appointment To schedule an appointment 1 Click Appointments on the top menu Select one of the calendar views or click the Daily or Workweek icon in the top menu 2 In the Service Location drop down menu select a location 3 In the Resource section check the box next to the resource s you want to schedule 4 Select a date on the calendar in the top right of the window
157. computer is required Firewalls If you are using firewall technology allow outbound TCP based connections over port 8026 to server kareo com This will allow the Kareo application to communicate with Kareo s online services Get Started 2014 Kareo Inc Rev December 2014 2 1 1 2 Download and Install Kareo The Kareo application can be downloaded at any time from the Kareo website We recommend reviewing our System Requirements prior to installation To install the application 1 Go to http www kareo com support download kareo 2 Review the Setup Instructions 3 In order to download the software you will need a user name and password Individual users Contact your Kareo application administrator The Kareo application administrator is the person within your business office who is responsible for setting up and managing the application for the company and all its client practices Kareo application administrators Refer to your confirmation email or contact Kareo Customer Support http www kareo com help contact 4 Click Download Kareo Now and follow the installation prompts 1 1 3 Software Updates When new updates are available you will automatically be notified as soon as you log in to the Kareo system To view a list of new features and bug fixes for each update visit http www kareo com support updates To install updates 1 At the update message window click OK to begin
158. ctice 2014 Kareo Inc Rev December 2014 90 a Referring Physician Identification Full Name Required Enter the referring physician s full name Date of Birth Enter the referring physician s date of birth using the formation MM DD YYYY e g 05 25 1960 NPI Required Enter the referring physician s individual National Provider Identifier NPI number not the group National Provider Identifier NPI number SSN If available enter the referring physician s 9 digit Social Security number not the Employer s Identification Number EIN Specialty Click the Specialty button and select the referring physician s main specialty from the list of Taxonomy Codes Note The Taxonomy Codes are defined by the American Medical Association and the Department of Health and Human Services Centers for Medicare and Medicaid Services The list of Taxonomy Codes are updated and maintained by Kareo Degree Enter the referring physician s degree e g MD DO PhD MET Type Leave this field blank This field relates to providers within the practice only and not to outside referring physicians b Referring Physician Contact Information The Practice 2014 Kareo Inc Rev December 2014 91 Address Required Enter the referring physician s complete office address including 9 digit zip code Email Address Enter the referring physician s email address if available
159. ctions As part of claim processing claims go through three separate reviews before reaching a payer s internal adjudication system You may receive electronic claim rejections from one or more of these reviewers Internal Kareo clearinghouse or the payer These reviews check for correct claim formatting rules i e patient address service location diagnosis procedure codes payer ID etc If there is missing or invalid information your claim is prevented from being forwarded on to the next reviewer When this occurs a rejection report is generated and you must review the reason for the rejection make the correction and resubmit the claim Once the claim passes through all three reviews for correct information your claim will go on to the payer s adjudication system The payer then reviews the claim based on the patient s insurance plan coverage and the contract it has with the provider any claim denials at this stage are reported to you via an Electronic Remittance Advice or Explanation of Benefits If you are looking for instructions on how to resolve claim denials please refer to the Payment Posting guide This guide covers how to review the clearinghouse report correct electronic claim rejections and rebill including a list of the most common electronic claim rejections 9 1 Claim Rejections This section is an overview of how to make corrections to rejected claims Once corrections have been made to an encounter you
160. ctly as it appears on the ERA This information will be packaged and sent electronically to any secondary payers Payment Posting 2014 Kareo Inc Rev December 2014 197 12 7 2 Move ERA ERA s can be moved to another practice within the Kareo application The ability to move an ERA is available only if a you have access to more than one practice and b the ERA has not yet been posted as a payment to the current practice To move an ERA 1 Click Encounters gt Clearinghouse Reports 2 Click the Electronic Remittance tab 3 Double click a report 4 Click Move to Practice on the bottom Task Bar 5 Select the practice to where you want to move the ERA 6 Click OK 2014 Kareo Inc Rev December 2014 198 13 Capitated Accounts Under a capitated insurance contract the provider is paid a pre established amount that is not contingent upon the type of procedures performed rather the procedure is performed on a patient who is insured under a capitated insurance plan Kareo supports billing for providers who perform procedures under capitated insurance contracts To apply a payment or a portion of a payment to a capitated account you must first create a capitated account if one has not already been set up Once the account is created or already exists in the database you then select the payment that is associated with the account and apply payment For more information on capitated accounts see the follo
161. d Shortcut Function Description Ctrl F Print paper claim Allows you to print a paper claim Ctrl R Rebill Opens the Transaction panel specific to rebilling claims Ctrl T Transfer Opens the Transaction panel specific transferring a balance Ctrl N Note Opens the Transaction panel specific to adding a note to a claim Ctrl S Settle Opens the Transaction panel specific to settling a claim Ctrl Shift R Reopen Allows you to Reopen a claim Ctrl O Void Opens the Transaction panel specific to voiding a claim Ctrl Shift A Apply Payment Opens the Transaction panel specific to applying a payment on a claim Ctrl J Adjustment Opens the Transaction panel specific to making an adjustment on a claim Ctrl Shift J Apply Payment and Adjust Opens the Transaction panel specific to applying and adjusting a claim Claim Processing 2014 Kareo Inc Rev December 2014 163 Keyboard Shortcut Function Description Ctrl Shift T Transfer Copay Opens the Transaction panel specific to transferring copays Ctrl Shift P Proof of Timely Filing Beta Generates on demand Proof of Timely Filing 3 To locate one or more claims refer to the relevant steps in Find Claims 4 Once you locate and select the claim use the Action menu or the keyboard shortcut to select the action you wish to perform The actions that can be performed are explained in more detail below To print a paper claim
162. d Insurance Plan 2 In the Look For search bar enter all or part of the name of an insurance plan You can choose to search by E Claims An electronic claim status Search In A specific field criteria Scope An insurance plan available to one or all practices 3 Click Find Now 4 Once you find the insurance plan double click to open it 3 4 5 3 Edit Insurance Plan To edit an insurance plan 1 Click Settings gt Insurance gt Find Insurance Plan 2 In the Look For search bar enter all or part of the name of an insurance plan and click Find Now 3 Once you find the insurance plan double click to open it 4 Make your changes and click Save 3 4 5 4 Delete Insurance Plan To delete an insurance plan 1 Click Settings gt Insurance gt Find Insurance Plan 2 In the Look For search bar enter all or part of the name of an insurance plan and click Find Now 3 Once you find the insurance plan click once to highlight it 4 Click Delete Note You can only delete an insurance plan record if there are no previous activities associated with the insurance plan The Company 2014 Kareo Inc Rev December 2014 39 3 4 6 Merge Insurance Plans If you have multiple entries of the same insurance plan you can easily merge them using this feature To merge insurance plans 1 Click Settings gt Insurance gt Merge Insurance Plan 2 Locate the insurance plans to
163. d by the payer Consult your payer for guidance on when it is appropriate and or necessary to submit value codes with your claim l Admission Date Start date for the episode of care for home health and hospice or date of admission for all inpatient services Hour The code referring to the hour during which the patient was admitted for inpatient care Type Required The code that indicates the priority of the admission or visit Point of Origin Required on all bill types except hospital lab services to non patients The point of origin is the location from where the patient came before being admitted to the healthcare facility Discharge Hour The code indicating the discharge hour of the patient from inpatient care Discharge Status Required The code indicating the patient s discharge status as of the To Date of the billing period on the claim m Remarks Enter any comments as applicable comments in this section will appear on the claim This field allows the practice to capture additional information necessary to adjudicate the claim Confirm with the payer if remarks are required to be submitted with your claim n Medical Business Office Notes Optional Enter any notes to save with the encounter o Check Codes Click to perform code checking upon approval You can also turn on automatic code checking for your practice See section Encounter Options Encounters 2014 Ka
164. d on this order a The provider on the appointment b the default rendering provider on the patient record c the rendering provider from the patient s previous encounter or d the default rendering provider configured by the Kareo application administrator Supervising Provider Some payers require both a rendering and supervising provider for certain medical situations Kareo defaults to a provider based on this order a The supervising provider from the patient s previous encounter or b the default supervising provider configured by the Kareo application administrator Referring Provider If one exists Kareo defaults to the referring physician entered on the patient record e Payment Enter payment if applicable Once you enter the amount additional fields become available regarding payment Copay Due Auto populated from the copay amount entered for the primary insurance policy associated with the patient and case Payment Amount Enter the payment amount Method Select the method of payment Category Optional These categories are specific to your practice and must be set up by your Kareo application administrator See section Categories Reference If applicable enter the reference number of the check Memo Optional Enter any notes regarding payment f Procedures Enter procedures diagnoses and charges Click the field under a column to enter data Hover
165. der Insurance Lists gt Insurance Companies To set electronic claims options 1 Open the practice for which you want to activate electronic claim services 2 Click Settings gt Options gt Electronic Claims Options The Practice 2014 Kareo Inc Rev December 2014 97 3 In the Enrollment status box select Enrolled in live mode from the drop down menu Do not change this setting unless directed to do so by Kareo 4 Click Save 4 16 5 Patient Statement Options Patient Statement Options set the defaults for the information that is printed on patient statements If your remit to address is a PO Box there are two settings you need to make to ensure that your PO Box remit to address is the one that appears on patient statements To set a PO Box remit to address for patient statements 1 Click Settings gt Practice Information 2 Enter the PO Box address under either the Administrator or Billing Contact section 3 Click Save 4 Click Settings gt Options gt Patient Statement Options 5 In the Remit Address field select either Administrator Address or Billing Contract Address from the drop down menu select the one for which you entered the PO Box in the step above 6 Click Save The Practice 2014 Kareo Inc Rev December 2014 98 To configure patient statement options 1 Click Settings gt Options gt Patient Statement Options in the top menu 2 Select settin
166. dual Insurance No Location where the service was rendered Batch A R by Individual Insurance A R by Individual Patient No Practice or user created batch number Proc Code A R by Individual Insurance A R by Individual Patient Yes Designated procedure code submitted on the claim Modifier A R by Individual Insurance A R by Individual Patient No Designated procedure modifier submitted with the procedure on the claim Reports 2014 Kareo Inc Rev December 2014 227 Column Header Available In Default Setting Description Comments Units A R by Individual Insurance A R by Individual Patient No Designated procedure units designated on the procedure Ins Policy A R by Individual Insurance No Patient s Insurance Policy Number Total Charges A R by Individual Patient Yes Gross Charge Copay A R by Individual Insurance A R by Individual Patient Yes Copay posted on the claim Insurance Payment A R by Individual Insurance A R by Individual Patient Yes Insurance Payments received to date on the claim Adjustments A R by Individual Insurance Yes Charge Adjustments posted on the claim Payer A R by Individual Patient No Payer associated with the claim Responsible Party A R by Individual Patient No Designated responsible party for the outstanding patient balance Referring Provider A R by Individual Patient Yes Referring Prov
167. e 49 3 5 4 5 Deactivate Diagnosis Code 49 3 5 4 6 Delete Diagnosis Code 49 3 5 5 Adjustment Codes 50 3 5 5 1 New Adjustment Code 50 3 5 5 2 Find Adjustment Code 50 3 5 5 3 Edit Adjustment Code 50 3 5 5 4 Delete Adjustment Code 51 3 6 Other Lists
168. e 4 9 4 Delete Service Location To delete a service location 1 Click Settings gt Service Locations 2 In the Look For search bar enter all or part of a keyword and click Find Now 3 Once you find the service location you want to delete click on it to highlight 4 Click Delete The Practice 2014 Kareo Inc Rev December 2014 75 4 10 Departments 4 10 1 New Department Departments are used to categorize providers to better track financial data related to the specific departments you create To create a new department 1 Click Settings gt Departments 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the department database to see if the department already exists in the system 3 If the department is not in the system click New at the bottom 4 On the New Department window enter the department name in the Name field 5 Enter a description if desired in the Description field 6 Click Save 7 Once you set up one or more departments remember to assign them to the provider records as applicable 4 10 2 Find Department To find a department 1 Click Settings gt Departments 2 In the Look For search bar enter all or part of a keyword of the department You can choose to search by Name or Description 3 Click Find Now 4 Once you find the department double click to
169. e provider d Delay Enter the number of days to delay sending the report after the reporting period ends For example you may want to wait 10 days after the end of the month before sending the monthly Reports 2014 Kareo Inc Rev December 2014 248 report to give data entry staff an opportunity to properly post all transactions associated with the month e CC Email Recipients Enter any additional recipients whom you want to receive a copy of the Provider Performance Report Up to 20 email addresses can be entered separate each address by a semicolon 17 1 24 Refunds Reports Use the Refunds reports to view information about refunds issued These reports are located in the Refunds section of the Reports menu and include Refunds Summary This report provides a summary of all refunds summed by payment type issued over a period of time Refunds Detail This report provides a detailed list of refunds grouped by payment type issued over a period of time 17 1 25 Settings Reports Use the Settings reports to view the list of providers service locations and referring physicians associated with the practice This section also includes the Fee Schedule Detail report These reports are located in the Settings section of the Reports menu and include Providers This report shows a list of providers associated with the practice Service Locations This report shows a list the servi
170. e and End Date if applicable and click Add This will add the information to the box below To remove click on a line item right click and select Remove Patient Records 2014 Kareo Inc Rev December 2014 110 5 2 5 Authorizations The Authorizations tab on a patient case is used to add one or more authorization numbers that document the approval by an insurance company for medical services rendered to the patient To enter authorization information 1 On the New Case or Edit Case window click the Authorizations tab 2 Click Add on the right of the window 3 On the New Authorization window enter the information See below 4 When finished do one of the following Click Save to save the information and return to the main Cases window If applicable click the Attorneys tab to enter attorney information See section Attorneys 5 When finished entering all information for the case always click Save on each window until you are back at the Find Patient window Authorizations Tab a Policy Select the insurance policy from the drop down menu for which the authorization was given b Auth Enter the authorization number provided by the insurance company c of Visits If the insurance company authorized a specific number of visits enter the total number of visits authorized If unlimited enter any large number d Effective Start and End Dates If the insurance company authoriz
171. e higher than the contract rates for the same procedures Contract Rates Used to track a pre negotiated fee schedule associated with a contract between a health care provider and a government payer or an insurance company It s important for the practice to import contract rate schedules so they can be referenced when receiving reimbursement from a payer Capitated Accounts When creating new contract rates with a payer you will have the option to mark it as capitated all procedures by default will then be treated as covered by the capitated insurance plan This means that the system will automatically adjust the balance on capitated charges to 0 00 upon approving an encounter where the primary insurance policy is governed by a capitated payer However you can also carve out specific procedures as fee for service exceptions to the capitated insurance plan by adding the procedures and charge amount to the corresponding capitated contract fee schedule You can also set up capitated accounts in the system and apply portions of a payment to a capitated account see About Capitated Accounts The Practice 2014 Kareo Inc Rev December 2014 77 a Select to add standard fees or contract rates b Configure settings for how your practice will bill including provider type for Medicare rates c Click to add a new fee schedule d Click to view edit or print a fee schedule e Indicates the source of the fee schedule f I
172. e menu bar and toolbar at the top of the screen and a link that allows you to create a new practice record Once you create one or more practice records the names of the newly created practices will be displayed and you will have automatic access to these practices To open the Practice Home dashboard for any newly created practice simply click on the name of the practice 3 1 User Accounts Kareo uses a role based security model The Kareo application is pre configured with a default set of user roles which can be customized or you can create your own When you create a new user account you will have the option to set permissions and add the practice s to which the user is allowed access If you need to lock out a user you can deactivate that person s account See also Best Practices in User Account Management Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator The Company 2014 Kareo Inc Rev December 2014 22 3 1 1 New User Account Creating a new user account allows a Kareo application administrator to set roles and permissions for each user When you create a new user account you will assign the user a role the Kareo application is pre configured with a default set of user ro
173. e of service until the date of receipt of payment Days to Bill Average number of days to bill an encounter Last Updated Date To improve performance the Key Performance Indicators are automatically calculated by the system on a periodic basis The Last Updated date at the bottom of the table shows the exact date and time of the calculation of the Key Performance Indicators 2014 Kareo Inc Rev December 2014 21 3 The Company Kareo shares certain settings across all of the practices associated with your company For application administrators and for other designated users who have appropriate permission to access more than one practice Kareo provides an interface to the application that opens each time you log into the system This interface is known as the Company Home dashboard On the Company Home dashboard you will see a list of the practices to which you have access as well as a menu bar and icon tools that allow you to perform certain functions related to company wide settings An application administrator or designated staff member will typically use the Company Home dashboard to set up practice records configure users and security and manage other company wide lists and will use the Practice Home dashboard to set up and manage the individual practices Note to Application Administrators If you are setting up your company within Kareo for the first time the Company Home dashboard will appear blank except for th
174. e selecting multiple claims d Click Action to select and perform various claim transactions see section Claim Transactions If an action is grayed out it is not applicable due to either the claim status or because you can only apply the action to one selected claim at a time You can also use keyboard shortcuts to initiate claim transactions for one or more claims See section Claim Transactions e Other actions Print Claims for mailing Submit E Claims for electronic submission or Send Statements to patients See sections Print Paper Claims Submit Electronic Claims and Patient Statements 8 3 Find Claims To find a claim 1 Click Encounters gt Track Claim Status in the top menu 2 You can search for claims in various stages of the claims process select from the top left drop down menu or leave at All claims if you re unsure 3 In the Look For search bar enter all or part of a keyword You can choose to search by Encounter ID Claim ID Patient Name Patient ID Billed to Clearinghouse Tracking Payer Tracking 4 Click Find Now 5 Once you find the claim double click to open it 8 4 Edit Claims Editing a claim depends on where the claim is in the claims process Single claim from approved encounter not yet submitted to clearinghouse or mailed to payer Click Encounters gt Track Claim Status Locate and open the claim Make changes to the claim as ne
175. e the Add Notes section under View Patient Account It is recommended that you avoid entering message text in all caps text in all caps can sometimes cause overlapping characters 2014 Kareo Inc Rev December 2014 100 5 Patient Records 5 1 New Patient Setup Patient records are used to manage patient information Demographics insurance policies case details account information alerts guarantors documents etc From the patient record you can also perform real time eligibility checks on one or more insurance policies see section Patient Eligibility Once general patient information has been entered and saved click the tabs at the top of the record to enter cases and patient alerts view account information and attach documents To add a new patient 1 Click Patients gt Find Patients in the top menu Note To avoid duplication a best practice is to first search the patient database to see if the patient already exists in the system 2 If the patient is not in the system click New at the bottom 3 Enter general patient information See below 4 Once general information has been entered do one of the following Click Save to save the record and exit from the New Patient window Click Save amp Add Policy to save the record and add one or more insurance policies to it Note After setting up a patient record and adding insurance policy information the system automatically creates a defau
176. e will also contain a default set of adjustment codes You can add modify or delete codes in your database Please note that any additions or modifications to these master lists will affect your entire company and all practices associated with it Codes are used to report medical procedures and services under public and private health insurance programs Procedure Codes Used to identify services rendered to patients on encounters and claims Procedure Modifier Codes Used to identify specific modifiers to medical procedures rendered to patients The Company 2014 Kareo Inc Rev December 2014 41 Procedure Categories Used to track procedures for reporting purposes Diagnosis Codes Used to identify services rendered to patients on encounters and claims Adjustment Codes Used to identify specific types of adjustments made to payments received from payers and patients 3 5 1 Procedure Codes 3 5 1 1 New Procedure Code Procedure codes are used within the healthcare industry to identify specific medical procedures or other services rendered to patients These codes correspond with the HPCPS Healthcare Common Procedure Coding System and CPT Current Procedural Terminology code databases the de facto standards as published once per year by the American Medical Association The Kareo application includes this database of standard codes which is updated every year However you can add your own pro
177. eady for review and approval 3 Open an encounter by double clicking on it 4 Review the encounter for accuracy and completeness 5 If you need corrections to be made add specific notes in the Business Office Notes section 6 Click Reject 7 8 4 Unpayable Encounter You can enter unpayable encounters that do not get billed to an insurance company or a patient To do this your Kareo application administrator or other user with permissions must first set up a custom payer scenario unpayable within Kareo see section New Payer Scenario Once an unpayable scenario has been configured you can create an encounter for a patient with a case that has been defined as unpayable When the encounter is approved it will be under the Unpayable tab of the Find Encounter window No claims will be created for the encounter but you will be able to track unpayable encounters when generating certain reports Encounters 2014 Kareo Inc Rev December 2014 156 7 9 Find Encounter To find an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Click a tab to search various stages of the encounter approval process Select the All tab if you re unsure 3 In the Look For search bar enter all or part of a keyword You can choose to search by Encounter ID Date Provider Patient Name Patient ID Patient SSN Batch ID 4 Click Find Now 5 Once you find
178. eate templates for common types of appointments within the practice Appointment reasons can be configured with default options such as color coding one or more providers one or more resources and appointment durations When a new appointment is scheduled simply select an appointment reason and the configured template will apply To add an appointment reason 1 Click Appointments gt Appointment Reasons in the top menu 2 Click New at the bottom of the window 3 Select reason options and resources Name Enter the name for the appointment reason Description Enter a description that would clarify the reason for anyone scheduling appointments Color Code Click Colors to select a color Color coding will appear on the sidebar of each appointment on the calendar Select a Resource Select a resource from the drop down list and click Add Repeat to add additional resources 4 Click Save 6 8 2 2 Edit Appointment Reason To edit an appointment reason 1 Click Appointments gt Appointment Reasons in the top menu 2 In the Look For search bar enter all or part of the name of the appointment reason and click Find Now 3 Once you find the appointment reason you want to edit double click to open it 4 Make your changes and click Save 6 8 2 3 Delete Appointment Reason To delete an appointment reason 1 Click Appointments gt Appointment Reasons in the top menu 2 In the Look
179. ed medical services for a specific period of time enter the Effective Start and Effective End dates for the authorization period e Authorization Contact Enter the name and phone number of the authorization contact Patient Records 2014 Kareo Inc Rev December 2014 111 f Notes Optional Enter any notes 5 2 6 Attorneys The Attorneys tab on a patient case is used to add attorney information The Attorneys tab appears when certain payer scenarios for the case are selected for example Attorney Lien or Workers Compensation To enter attorney information 1 On the New Case or Edit Case window click the Attorney tab 2 Click Add on the right of the window 3 On the New Attorney window enter the information See below 4 When finished do one of the following Click Save to save the information and return to the main Cases window If applicable click the Workers Compensation tab to enter workers compensation information See section Workers Compensation 5 When finished entering all information for the case always click Save on each window until you are back at the Find Patient window Attorneys Tab a Type Select Applicant or Defense from the drop down menu If Defense is selected the Insurance field appears requiring you to select the insurance company plan that the attorney represents c b Attorney Click the Attorney button to select from the master list of atto
180. elp topics please contact the person in your office who is the Kareo application administrator To configure a timeblock 1 Click Appointments on the top menu Select one of the timeblock calendar views 2 In the Resource section check the box next to the resource s for which you want to set a timeblock 3 Select a date on the calendar in the top right of the window 4 Double click on a time slot on the calendar A new timeblock opens 5 Complete the timeblock details See below 6 Optional Add the Recurrence Permitted Locations and Permitted Reasons See below 7 When finished selecting the timeblock details click Save Appointment Scheduler 2014 Kareo Inc Rev December 2014 131 General Tab a Name on Legend Enter the name as you would like it to appear on the legend of the scheduler or select a name from the drop down list of previously entered timeblocks b Description Optional A description entered here will appear as a tool tip when a person hovers his or her mouse over the timeblock reason in the calendar legend c Date Time For a single occurrence enter a start end date and time or check the All day timeblock box For multiple occurrences click Recurrence to set the pattern Check Do not schedule if no appointments are to be scheduled during this timeblock Checking this box disables the Permitted Locations Permitted Reasons tabs and the Timeblock Rules options d Timeblock R
181. en adding a new contract you can easily select how you want to add the procedures and fees Either manually or by importing or copying an existing schedule Once added your Contract Rates list will include all payer specific contracts the effective dates of the contracts the basis or source of the fee and the status The Practice 2014 Kareo Inc Rev December 2014 80 To add contract rates 1 Click Settings gt Contracts amp Fees 2 Click the Contract Rates tab 3 Click Add New Contract Rates 4 Select an insurance company 5 Select an option to add the procedures and fees Import from file This option provides an Excel template to help you enter your fee schedule in the correct format Once you have done this choose the file for import Once the file is imported you can make edits to the schedule see below Add Procedures and Rates Manually Enables you to manually enter each procedure and fee see below Copy from existing Contract Allows you to copy a fee schedule that was already created or that is from another practice on your account After selecting the file to copy you can make edits to the schedule see below Add Procedures amp Fees Window The Practice 2014 Kareo Inc Rev December 2014 81 a Select how you will add fees Add fees manually Allows you to enter or modify the fee amount for each procedure that you add Base on Medicare A
182. ent s outstanding balances Common Use Auditing of individual patient balances Kareo Recommendation This report provides the ability to take a deep dive into individual patient balances Built in hyperlink gives access to the Edit Claim window for the selected item To access and customize the Patient Balance Detail Report 1 Click Reports gt Patients gt Patient Balance Detail 2 Select filters a Patient Either leave blank to report on all patients with financial activity within the reporting period Or click the Patient box to select a specific patient in the Find Patient window Reports 2014 Kareo Inc Rev December 2014 239 b Balances to show Select to show patients open items only Open Only or include the satisfied items zero balance All c Procedure Either leave blank to show all procedures within the reporting period or enter a valid procedure code to limit the report to a specific code 17 1 14 Patient Financial History Report Report Purpose This report provides a basic history of the patient s financial activity Value An ideal financial ledger that a practice can provide patients requesting an accounting of their financials with the practice Common Use Commonly used as patient financial ledger for a requested time period Kareo Recommendation This report along with the Patient Transactions Detail Report is commonly used to explain a patient s financial hi
183. entered for a provider remains intact and can be accessed at a later time by reactivating the provider If you want to deactivate a provider please make note of the following You must have at least one active provider within a practice for it to remain active If this is the last provider in the practice then the practice will also be deactivated By deactivating this provider you will not be able to enter any new encounters or submit new claims If the practice is on the Plus or Complete subscription level the provider s appointments will no longer appear on the appointment calendars and you will not be able to run reports on the deactivated provider You will not be refunded a pro rated subscription fee for a partial month Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator To deactivate a provider 1 Click Settings gt Providers 2 Once you find the provider you want to deactivate double click to open it This opens the Edit Provider window 3 Click Deactivate Provider at the bottom of the window 4 Follow the prompts to deactivate the provider The Practice 2014 Kareo Inc Rev December 2014 72 4 8 8 Reactivate Provider A Kareo application administ
184. ents and other payers are applied manually There are essentially two steps to the process 1 Enter information about the payment and 2 Apply the appropriate amounts of the payment to the lines of service within the Kareo system To enter payment information 1 Click Encounters gt Payments 2 Click New at the bottom of the window 3 Enter payment details See below 4 Once payment details have been entered do one of the following Click Apply Now to go to the Apply tab and apply payment to the service lines See section Apply Payments from Patient or Other Payers or Apply Payments from EOBs Click Save to save the payment record and apply payments at a later time Click Save amp New to save the payment record and enter a new payment Note To speed data entry clicking Save amp New copies the batch number post date and payer type to the next payment being entered Payment Posting 2014 Kareo Inc Rev December 2014 188 a General Click to enter information about the payment b Batch Optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specific users who manage payment posting in your office c Post Date Defaults to current date You can override with the date of your choice for example the date the money was deposited in
185. eports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specific users who manage payment posting in your office 8 Once you finish reviewing the report click Save Note Once you open an ERA report click Post Payment and save the new payment Kareo will automatically mark your ERA report as Reviewed To adjust ERA payments split between other billing systems 1 Click Encounters gt Clearinghouse Reports 6 Click the Electronic Remittance tab 7 Double click a report 8 Review the ERA report 9 Click Post Payment on the bottom of the window This displays the New Payment window On the Apply tab payments and adjustments are automatically populated in the corresponding fields 10 Make any necessary changes See Tips 11 Optional Click the General tab to enter a batch number Batch numbers are helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specific users who manage payment posting in your office 12 In the Notes section enter a note that the unapplied amount goes to another system 13 In the Amount field change the amount to reflect the Payment Applied to Charges 14 Click Save Tips When applying payments from an ERA leave the payment and adjustment information exa
186. errors Each rejected claim provides an explanation for the rejection and a link to the original encounter record For more information on correcting rejected claims see section Claim Rejections 8 5 Claim Transactions Most claim transactions are entered using the Payments and Refunds tasks however transactions can also be entered directly from the Find Claim task or browser This topic explains how to use the new Action menu or keyboard shortcuts to perform various transactions within claims browser Claim Processing 2014 Kareo Inc Rev December 2014 162 To perform actions within the claims browser 1 Click Encounters gt Track Claim Status in the top menu 2 Select the search criteria from the top left drop down menu and click Find Now Note that there is an Action button on the Task Button Bar at the bottom of the claims browser When clicked this button displays a list of actions that can be performed on a selected claim You can also right click in the list area of the screen to display the Action menu And lastly once you become familiar with the new keyboard shortcuts specific to the claims browser you can select an item and then use the keyboard shortcut corresponding to that action In most cases selecting an item within the Action memo or using the keyboard shortcut opens the Transaction panel for a specific action The new keyboard shortcuts specific to the claims browser include the following Keyboar
187. es tab Roles are listed in alphabetical order 3 Once you find the user role click once on the record to open it 4 Make changes and click Save 3 2 3 Edit User Role To edit a user role 1 Click Settings gt User Accounts 2 Click the Manage Roles tab 3 Once you find the user role click once on it to open 4 Make changes and click Save 3 2 4 Delete User Role To delete a user role You can only delete roles that are not applied to any active user accounts 1 Click Settings gt User Accounts 2 Once you find the user role you want to delete check the box on the right 3 Click Delete 3 3 Security Policy Options The Security Policy applies to your company and all practices associated with it This is important for proper compliance with the patient privacy regulations of the Health Insurance Portability and Accountability Act of 1996 HIPAA The Security Policy allows you to Define password requirements Set account lockout policies after failed login attempts Configure application lockout after inactivity Set contact information for lockout or password problems See also Best Practices in User Account Management Note Kareo has set up a basic set of defaults that meet the needs of most companies however application administrators have the option of changing any of these default settings The Company 2014 Kareo Inc Rev December 2014 27 To configu
188. es you to assess the financial state of the practice including the ability to drill all the way down to individual outstanding claims Utilizing the detail drill down Show Hide Report Columns feature multiple filter options and column sorting gives collectors the ability to customize the ideal view to target outstanding items as well as pinpoint claims at risk of passing filing limits Common Use It is common for practices to generate this report as part of a period end day month quarter or year to gain a perspective on the aging of the outstanding balances Kareo Recommendation Leverage the built in tools within the report to generate a flexible outstanding claims work list Create filters drill down to the A R Aging by Insurance target the desired payer and then drill down to the individual claims Once you have your target list you can now show or hide columns and prioritize them accordingly by column header See the Usage Tips below To access and customize the A R Aging Report 1 Click Reports gt Accounts Receivable gt A R Aging 2 Select filters Reports 2014 Kareo Inc Rev December 2014 221 Summary View Filter a Show Aging By Select to designate the bucket aging of the outstanding receivables In most cases the default setting of First Billed Date will meet the majority of aged receivables reporting In cases where the practice wants to focus on working claims nearing timely filing limits sett
189. esult to outstanding accounts categorized to a specific aging bucket Unbilled Charges are approved encounters that have not yet been submitted electronically or printed paper for submission to the payer 3 Sort the information by using the Show Hide Report Columns button Check the boxes next to the columns you want in the report see Table 1 Show Hide Columns below for column descriptions Note that various columns are available for sorting depending on the output view Summary Patient Insurance etc Reports 2014 Kareo Inc Rev December 2014 223 Usage Tips Working Outstanding Insurance Claims or Patient Balances a Click the report names to navigate to previous windows b General information on the insurance plan A R Aging by Insurance view or patient A R Aging by Patient view c Click to access the specific claim in the Edit Claim window d Click to access the specific patient account in the Edit Patient window A R Aging by Insurance view e Show Hide Report Columns Add or remove columns as needed to work the account Note that if you want to sort the list by one of the column headers be sure to include it in your view For example if you want to work a specific batch be sure to add the Batch column f Sort by column header Click on a column header to sort the information Click again to reverse the sorting Based on the practice s priorities you can sort the list as needed For ex
190. f a certain drug and the fee schedule for the HA60 code is priced per milligram then the default units would be 60 g Procedure Category Optional Allows certain reports to be generated based on procedure categories To link a procedure code to a procedure category click Procedure Code Category and select the category from the list See section New Procedure Category h Default Revenue Code For UB 04 forms select a code from the drop down menu i Procedure is currently used Checked by default Uncheck only if you want to render a procedure code inactive Note Once a procedure code has been marked inactive the code cannot be used when entering new charges j Drug Information Drug Name If this procedure is related to a specific drug enter the drug name NDC Number If applicable enter the National Drug Code NDC See Tips below Tips Speed Code In some cases there are drugs that do not have their own procedure code but use a single generic code instead for example 99070 which means SUPPLIES PROVIDED BY PHYSICIAN OVER amp ABOVE THOSE INCLUDED IN THE SERVICE This is usually the case for drugs that have not had a J code assigned to them To distinguish generic procedure code records within Kareo a speed code is used This The Company 2014 Kareo Inc Rev December 2014 43 is an internal code that you would use to identify a particular drug Some examples are HA60 o
191. f necessary Total Charge Automatically calculated by Kareo and is the total amount of units multiplied by the unit charge Encounters 2014 Kareo Inc Rev December 2014 147 Column Header Description Non Cov Chrgs Charges that are not covered by the payer as pertaining to the revenue code Apply Payment If a payment was entered on the encounter enter the amount in the Apply Payment field If there are multiple procedure lines enter the amount of the payment to apply to each line Note You cannot apply an amount that is greater than the total payment This means the sum of the Apply Payment column on all procedures must be less than or equal to the total payment amount entered under the Payments section of the encounter Patient Resp Patient Responsibility An amount is automatically entered here if 1 Kareo settings have been configured to automatically bill missed copays 2 Patient only has ONE insurance policy that covers the case being treated 3 A copay due was entered on the patient s insurance policy record If a copay was missed Kareo will automatically bill the patient concurrently with the insurance billing process You can also manually enter an amount to transfer a portion of the charges to the patient Note This column is hidden if the practice has opted not to bill patients for missed copays concurrently with the insurance billing process See also Enter Copays Concurrent Procedures
192. features All reports are initially displayed on screen and most are filtered by a default date range You can override the default behavior for most reports by customizing the date range and filtering by custom parameters You can jump from summary reports to detail reports or to individual patients encounters payment records etc using embedded hyperlinks similar to the hyperlinks you might find on a web page You can also page through long reports using the new page control feature you can search for specific information within any of the reports by using the report search feature and finally you can print reports or save them to disk in Microsoft Excel or Adobe Postscript Document Format PDF Reports can be accessed from the Reports menu from the Reports shortcut on the Navigation Pane or from the Workflow diagram on the Practice Home Dashboard However if you wish to view a short summary of a report before opening it you might want to experiment with using the Reports shortcut on the Navigation Pane or the Generate Reports shortcut on the Workflow diagram of the Dashboard Clicking either of these shortcuts will open the Reports Home page which displays a list of the main categories of reports Clicking any of the main categories will display the reports available within the category selected along with a short description of each report To open a specific report click on the report you wish to view 17 2 1 Edit Date Range
193. fect such tasks as patient statements and alert messages You can create custom collection categories see section New Collection Category If you place a patient record into a specific collection category note that all settings related to that collection category will apply To change the collection category on a patient record 1 Open the patient record on which you want to change the collection category Patient Records 2014 Kareo Inc Rev December 2014 117 2 Click the Account tab 3 On the Account window click Change Collection Category on the bottom of the window 4 Select a category from the New Collection Category drop down menu 5 Click Save 5 4 4 Patient Account Information On the Account tab of a patient record you can view patient charges transactions payments statements appointments and encounters You can add notes and attach them to individual charges the patient journal or to patient statements In addition from this window you can change the collection category for a patient See also section Print Patient Reports To view account information 1 On the patient record click the Account tab a Case The default case is displayed If there is more than one case select the case you want to view b Show Select the activity you want to view Charges Summary Transactions Detail Recent Payments Recent Statements Recent Appointments or Recent Encounters c From To Defau
194. fined aging date As of Patient ID A R by Patients No Refers to system generated Patient ID If you have patients with similar or identical names utilizing Patient ID helps you identify the correct patient Home Phone A R by Patients Yes Patient s Phone Number Email Address A R by Patients No Patient s E mail Address DOB A R by Patients A R by Individual Insurance No Patient s Date of Birth Total Balance A R by Patients Yes Gross Outstanding A R Reports 2014 Kareo Inc Rev December 2014 226 Column Header Available In Default Setting Description Comments Claim ID A R by Individual Insurance A R by Individual Patient Yes Unique ID assigned to the claim when generated Provides an alternative method to identify a specific claim Patient Name A R by Individual Insurance Yes Patient s Name Rendering Provider A R by Individual Insurance A R by Individual Patient No Provider designated as rendering the service Service Date A R by Individual Insurance A R by Individual Patient Yes Date the service was rendered Post Date A R by Individual Insurance A R by Individual Patient No Date the encounter is posted in the system Aging A R by Individual Insurance A R by Individual Patient Yes Aged value of each listed item based on defined setting on the Show Aging by filter Service Location A R by Indivi
195. first search the insurance database to see if the insurance company already exists in the system 2 If the insurance company is not in the system click New at the bottom 3 On the General tab enter the information for the insurance company See below 4 Click Save or the Paper Claims tab to complete paper claims information The Company 2014 Kareo Inc Rev December 2014 29 General Tab a Name Enter insurance company b Address optional Enter insurance company address Note This address will not appear anywhere on a claim c Claim Processing Select the insurance program the most common insurance programs are Blue Cross Blue Shield Medicare Medicaid and Commercial Insurance Co The Default Adjustment field is for reporting purposes the adjustment code selected here will be used to auto populate the Contractual Adjustment field when manually posting your payments If you are not sure what to select leave the selection at Default If applicable check the Automatically bills secondary insurance box d Notes optional Enter any notes for your records regarding this insurance company e Contact optional Enter the insurance company contact information f List Administration This feature is for companies that have one Kareo account and manage multiple practices At the Scope field select the appropriate field Practice Specific The insurance company is available only to
196. fore resubmitting corrected claims Many corrections can be made directly in the encounter record by clicking active buttons clicking in the information fields or clicking underlined information which hyperlinks to where you can make changes Certain rejections will require changes to your Kareo settings such as service locations click Settings in the top menu to make these kinds of corrections 9 2 Internal Validation Report Prior to submitting claims to the clearinghouse the Kareo system does an internal check for missing information or discrepancies When detected the claim will be rejected so that you can make the necessary corrections Because Kareo s report is generated within a few hours after claim submission corrections can be made in a timely manner For the most common rejections and resolutions see the Kareo Claim Rejection Troubleshooting Guide Note If a claim is rejected from Kareo all claims associated with the encounter are rejected Claim Rejections 2014 Kareo Inc Rev December 2014 173 Example of Kareo Checks Patient s full name date of birth gender address and phone number Guarantor name and address when guarantor other than patient is checked under the General tab If insured is other than patient insured s full name address ID date of birth and gender Policy number for both primary and secondary insurance When billing secondary payers adj
197. ful in the transition to ICD 10 CM To access and customize the Most Commonly Used Diagnosis Codes Report 1 Click Reports gt Productivity amp Analysis gt Most Commonly Used Diagnosis Codes 2 The top 100 diagnosis codes are displayed Note that only the first diagnosis code on an encounter is counted 3 If desired click Edit Filters to filter the reporting period by last three months or last year Reports 2014 Kareo Inc Rev December 2014 231 4 If desired click Show Hide Report Columns to further customize the output Rank Ranking by the most frequent codes of Times Used Frequency of occurrence Diagnosis Code ICD 9 CM Code Official name ICD 9 CM Code description 17 1 8 Custom Reports Kareo offers a self service Microsoft Excel Add In to create customized reports To use this add in proficiency in Microsoft Excel s use of filters formulas pivot tables and graphs is required Click the link below to view system requirements and instructions on downloading the add in to begin building your custom reports Kareo Microsoft Excel Add In Looking for More The Kareo Product Development team is collecting information on the needs for custom reporting Take a brief survey and tell us what you would like to see on your custom report Your feedback is very valuable in helping us determine the features and functionality of future reports Custom Reports Survey 17
198. future enhancements are planned for this beta report As Kareo continues to improve this beta version there are additional items currently in consideration including Providing Additional Data Analysis We value your suggestions click the Give Us Feedback link on the report Additional Reporting Types based on user feedback List of changes in this report since the June release August 2013 Release A new option of generating the report by month has been added Customize gt Report Type gt Monthly The new Monthly Report Type can be generated either by Posting Date or Date of Service Customize gt Monthly Report Type gt Date Type The new Monthly Report Type Date of Service version output will also include an Analysis Section at the bottom of the report Reports 2014 Kareo Inc Rev December 2014 215 Collections Percentage Total Receipts Total Charges Adjustments Percentage Total Adjustments Total Charges Adjusted Collections Percentage Total Receipts Total Charges Total Adjustments Outstanding Balance Percentage Total Balance Total Charges Note that the new Monthly Report Type Post Date does not include the Analysis section since the activity reported includes collections for previous reporting periods Corrected the issue when generating the report with the customization of Scheduling Provider under Group By July 20
199. gs See below 3 When finished click Save a Mailing House The default is set to PSC Info Group b Formatting Options Electronic Format The default is set to Standard Format Practice Name Select how you want your practice name to appear on the patient statement To use your current practice name select Default Practice Name Recommended To use a different name select Custom Practice Name and enter a name in the Custom Name field Practice Address Select which practice address you want to appear on patient statements this is pulled from the Practice Information therefore check the addresses you entered in that section and select the one that applies Contact Information Administrator Billing Contact Remit Address Select which remit to address you want to appear on patient statements this is pulled from the Practice Information therefore check the addresses you entered in that section and select the one that applies Contact The Practice 2014 Kareo Inc Rev December 2014 99 Information Administrator Billing Contact What you select here is especially important for PO Box addresses see above for instructions on PO Box remit to addresses Office Hours Optional Enter office hours if desired for example 8 00AM 5 00PM Mon Fri Credit Cards Accepted Select the types of credit cards the practice will accept for payment Global Message 1 Enter an
200. hat is related to workers compensation or an auto accident 3 On the New Case or Edit Case window click Add on the right of the window 4 On the patient s insurance card find the claim remittance address in the Select Insurance Plan window search for the insurance plan by entering the zip code or PO Box number printed on the card 5 Select an existing insurance plan ONLY if the company name plan name and address match what is on the patient s insurance card If the insurance plan is not in the list of plans click New at the bottom of the window to create a new insurance plan 6 Enter general information See below 7 Click Save or the Eligibility tab to check patient eligibility 8 If a new case enter a name for the case and select the payer scenario See also section New Patient Case 9 Click Save on each window until you are back on the Find Patient window Patient Records 2014 Kareo Inc Rev December 2014 103 General Tab a Insurance Automatically entered when you select the insurance plan from the Insurance Plan list b Adjuster Optional Enter the name and contact information of the insurance adjuster associated with the policy c Policy Type Medicare only Select the policy type from the drop down list d Enter all applicable policy group numbers and group name printed on the patient s insurance card e Copay If applicable enter the patient s copay amount See also
201. he Description field enter a description for this code 5 In the HIPAA Adjustment Reason field select the industry standard reason from the drop down list 6 Click Save 3 5 5 2 Find Adjustment Code To find an adjustment code 1 Click Settings gt Codes gt Find Adjustment Codes 2 In the Look For search bar enter all or part of a keyword You can choose to search by Code or Description 3 Click Find Now 4 Once you find the code double click to open it 3 5 5 3 Edit Adjustment Code To edit an adjustment code 1 Click Settings gt Codes gt Find Adjustment Codes 2 Once you find the code double click to open it 3 Make your changes and click Save The Company 2014 Kareo Inc Rev December 2014 51 3 5 5 4 Delete Adjustment Code To delete an adjustment code 1 Click Settings gt Codes gt Find Adjustment Codes 2 Once you find the code click once to highlight it 3 Click Delete 3 6 Other Lists 3 6 1 Employers 3 6 1 1 New Employer The employer list stores a list of employers that are associated with the patients within the medical practices you serve This list is a master list available to your entire company and all practices associated with it If you have the appropriate permissions you can add edit or delete employers To add a new employer 1 Click Settings gt Other Lists gt Find Employers on the top menu Note To avoid duplication
202. he GEM Crosswalk b If a code is not applicable to your practice hover under it and click Hide c If any codes were marked as hidden the Show hidden ICD 10 Codes option appears click to show hidden codes To un hide the code hover under it and click Un hide d d To delete any ICD 9 codes from the list hover under the code and click Delete e Click to add more codes f Click Save to commit any changes you ve made while working with the information g From the Export Mapping drop down list you can select to print save as a PDF or export as an XMLS or CSV file h Click to provide any feedback to Kareo on the ICD 10 Diagnosis Crosswalk 3 5 4 3 Find Diagnosis Code To find a diagnosis code 1 Click Settings gt Codes gt Find Diagnoses 2 In the Look For search bar enter all or part of a keyword You can choose to search by Code Official Name or Local Name The Company 2014 Kareo Inc Rev December 2014 49 3 Click Find Now 4 Once you find the code double click to open it 3 5 4 4 Edit Diagnosis Code To edit a diagnosis code 1 Click Settings gt Codes gt Find Diagnoses 2 Once you find the code double click to open it 3 Make your changes and click Save 3 5 4 5 Deactivate Diagnosis Code You can deactivate a diagnosis code so that the code cannot be used when entering new encounters you must have the appropriate permission level from your Kareo
203. he provider records and select the default encounter form to be used by each provider The Practice 2014 Kareo Inc Rev December 2014 84 a Name Enter the name for the new encounter form b Description Enter a short description that best describes the encounter form c Print Format Select the format you want to use for printing These formats are built into Kareo view samples in the Encounter Forms Library Once you determine which format you wish to use select that format from the drop down menu d User your provider s paper encounter form as a guide Enter the following Procedure codes section Enter a category and code then click Add Procedure codes will populate the left column Category Enter the name for the first procedure category shown on the paper encounter form Code Enter the code number then click Add This creates the first category and displays the procedure code that you entered for that category To add a second procedure to the same category group enter the procedure code number in the Code box and click Add again If you need to add procedure codes not shown on your paper encounter form and don t know the number you can search the master list of procedure codes Select the category under which the procedure code should be listed Leave the Code box blank and click Add This opens the Select Procedure window Once you locate the procedure double click on it to add it
204. hich the setup was not completed To add a practice 1 Click Settings gt Company gt New Practice 2 The Practice Setup Wizard will launch 3 The setup wizard takes you through the following steps Note If you need to exit out of the setup wizard at any time the information you entered will be saved Start Guides you identifying what information you will need to have on hand in order to complete the setup Practice Guides you in entering general information about the practice Locations Guides you in entering information about one or more service locations places where healthcare providers render services Providers Guides you in entering information about one or more providers who provide billable services Insurance Guides you in adding and enrolling with government and commercial payers for electronic claims services 4 2 Practice Information Practice information is entered during the Practice Setup Wizard However you can review and edit the information at any time To edit practice information 1 Open the practice you want to edit 2 Click Settings gt Practice Information 3 On the Practice Information window enter the practice details See below Note If any of field is disabled grayed out you will need to contact your Kareo company administrator 4 When finished click Save The Practice 2014 Kareo Inc Rev December 2014 58
205. horization is required click to select the authorization number b Primary and Secondary Insurance Select Professional CMS 1500 from the drop down menu for the primary insurance and secondary insurance if applicable Click the insurance link to edit insurance If you don t want to send the claim electronically check the Don not send claim electronically box If the patient does not have secondary insurance the options will not be visible c Dates Enter service dates posting date and batch number if applicable Note Batch is optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting example 021411CB you can easily run reports for specific users who manage payment posting in your office Encounters 2014 Kareo Inc Rev December 2014 140 d Provider Enter providers and location of service Scheduling Provider The provider who provided services to the patient Kareo defaults to a provider based on this order a The provider on the appointment b the default rendering provider on the patient record c the scheduling provider from the patient s previous encounter or d the default scheduling provider configured by the Kareo application administrator Rendering Provider The provider used to bill out claims and appears on paper and electronic claims Kareo defaults to a provider base
206. hy practice therefore a practice should set a goal to maintain this number at a certain percentage of its total accounts receivables the industry best practice suggests a percentage in the 10 15 range While it is common for payments to take more than a couple of months watch for factors that can contribute to delays in payment e g incorrect patient insurance information irregular claim submission and payers needing time to review claims Note that the receivables do not include refunds and capitated amounts Reports 2014 Kareo Inc Rev December 2014 213 b Accounts Receivables Chart Updated daily This chart provides a visual presentation of your accounts receivables At a glance you can easily review the distribution of your accounts receivables in a dollar amount by patient insurance and aging Note that the receivables do not include refunds and capitated amounts c Claim Accuracy Updated daily and includes information for the past 30 days This displays the total number of claims billed in the last 30 days also shown is the percentage of those claims that have been rejected or denied enabling you to evaluate the accuracy of your claims Rejections include those from the clearinghouse and payer Denials count the number of payment posts that are associated with zero dollar payments and denial codes d Top Rejections and Denials Updated daily and includes information for the past 30 days
207. ic users who manage payment posting in your office c Post Date Defaults to current date You can override with the date of your choice for example the date the money was deposited in the bank d Type Select Patient from the drop down list Click the Patient button to select the patient Click the Appointment button to select the patient appointment associated with the payment e Category Optional These categories are specific to your practice and must be set up in the Kareo system by your administrator See section New Category f Method Select Credit Card from the drop down list Click Process Credit Card Payment The Process Credit Card Payment window opens to process the credit card transaction Select Swipe Card to process a credit card through a credit card reader attached to your computer select Enter information to manually type in the credit card information When finished click Process Payment g Reference Optional Enter a reference for your records h Amount Amount you entered for the credit card or electronic check transaction 12 6 Reverse Payment Some situations require you to reverse a payment For example if a patient makes a copay at the time of service and then later finds out the insurance will cover it you may need to reverse the payment You can then either refund the payment to the patient or apply it later to another line of service To reverse a payment 1 Click
208. icators Reports Table of Indicators The Key Performance Indicators are organized in to a small table that is comprised of three pieces of information Indicator The name of the Key Performance Indicator Amount The metric associated with the Key Performance Indicator of Last The percentage ch5ange between the last accounting period and the current accounting period Period of Activity Below the Table of Indicators there are subtitles corresponding to three accounting periods including Month Clicking this hyperlink displays month to date metrics in the Table of Indicators Quarter Clicking this hyperlink displays quarter to date metrics in the Table of Indicators Year Clicking this hyperlink displays year to date metrics in the Table of Indicators Explanation of Key Performance Indicators Procedures Total procedures rendered to patients Charges Total charges billed to insurance and patients Adjustments Total adjustments made to charges Receipts Total amount collected Refunds Total amount of refunds issued A R Balance Total amount in accounts receivable waiting for payment Days in A R Average number of days that charges are in accounts receivable from the date of billing until the date of receipt of payment Days Revenue Outstanding Average number of days that charges are outstanding from the dat
209. ider designated on the claim Charges A R by Individual Patient Yes Gross Charge Patient Payment A R by Individual Patient Yes Patient Payments received to date on the claim Adj Amount A R by Individual Patient Yes Charge Adjustments posted on the claim Outstanding Balance A R by Individual Patient Yes Gross Outstanding A R Reports 2014 Kareo Inc Rev December 2014 228 17 1 4 Daily Report Report Purpose This report provides a summary of the daily financial activity for a practice on the designated reporting day Value Compilation of all financial activity including encounters posted procedures charges receipts adjustments and a payment register to validate daily deposits Common Use Use as an end of day report to capture all activity for the day Includes a Payment Register that a practice can use to validate all receipts received for the day Kareo Recommendation This report should be a standard report for all practices to reconcile their daily financial activity To access and customize the Daily Report 1 Click Reports gt Productivity amp Analysis gt Daily Report 2 Select filters a Date Type Posting Date Includes all activity posted within the reporting period regardless of the dates of services Service Date Includes activity posted by the generation date of this report with dates of services corresponding to the selected reporting pe
210. ider is enrolled with the payer as a group practice or as an individual provider Patient Records 2014 Kareo Inc Rev December 2014 113 If the provider is enrolled to perform eligibility checks as a group 1 Click Settings gt Company gt Find Practice If you only have one practice click Settings gt Practice Information 2 Once you find the practice double click on it to open 3 In the EIN field verify that the practice s EIN has been entered 4 In the Group NPI field verify that the practice s Group NPI has been entered 5 If you ve made changes click Save 6 Repeat for all practices through which you want to check eligibility 7 Next click Settings gt Providers 8 Once you find the provider record double click on it to open 9 Click the Claim Settings tab 10 In the NPI field verify that Bill with Group and Individual NPI is selected 11 In the Tax ID field verify that Bill with EIN is selected 12 If you ve made changes click Save If the provider is enrolled to perform eligibility checks as an individual 1 Click Settings gt Providers 2 Once you find the provider record double click on it to open 3 On the General tab verify that the provider s Individual NPI has been entered 4 If you ve made changes click Save 5 Click the Claim Settings tab 6 In the NPI field verify that Bill with Individual NPI Only is selected 7 In the
211. ient record 1 Click Patients gt Find Patients 2 In the Look For search bar enter all or part of a keyword for the provider and click Find Now 3 Once you find the patient click once to highlight it 4 Click Delete Note You can only delete a patient if there are no previous activities associated with the patient such as encounters claims appointment schedules etc 2014 Kareo Inc Rev December 2014 122 6 Appointment Scheduler The Appointment Scheduler is available to Complete and Max subscription levels It is used to manage appointments with providers and other types of resources in the medical practice An office manager with full appointment permissions can set up Calendar views with color coded appointments organized by provider resource and service location Appointment reasons to pre configure the providers resources and durations of appointment types Office hours service locations and custom scheduling resources Blocks of time for certain types of appointments or when a provider or other resources is not available for scheduling 6 1 Calendar Views There are four Calendar views Daily Workweek Weekly and Monthly To view the calendar 1 Click Appointments on the top menu Select one of the calendar views or click the Daily or Workweek icon in the top menu a Timeblock Color coded customized by office manager with permissions b Appointment Color
212. in on their patient record to receive a call reminder and must have a 10 digit home or cell phone number entered on their record See section Patient Records gt New Patient gt General Patient Information Email Check the box to enable email appointment reminders for one or more practices Note that patients must also be opted in on their patient record to receive an email reminder and must have a valid email address entered on their record See section Patient Records gt New Patient gt General Patient Information CC Email Recipients If you want to send copies of appointment reminders to other recipients enter the email addresses in the box separated by semicolons 3 Click Save 2014 Kareo Inc Rev December 2014 137 7 Encounters Encounters are used to capture information and charges for a patient visit with a healthcare provider in the medical practice The encounter record can be thought of as a digital version of a Superbill The encounter record includes general information about the visit the patient s condition the parties responsible for payment and the treatment rendered by the provider To track the flow of encounters through each stage of the billing process Kareo features a unique encounter workflow process This enables the medical office staff to capture encounters at the point of service and route them to the business office or third party medical billing company for billing and claims proces
213. in the reporting period separate issue discussed in the next item The A R Balance line items not adding up to match the column total is due to the fact that the report does not currently display the ending unapplied value even though it is accounted for when calculating the A R Balance for the practice Change in Unapplied does not always match the Change in Unapplied in the Unapplied Payment Analysis report Most Kareo practices typically do not experience this mismatch In cases where there is a deactivated provider noted above the receipts for this provider is included in the Change in Unapplied If the practice issues refunds it also impacts the Change in Unapplied value Why did Kareo opt to create a new report instead of just updating the current one Minimize the impact for practices where the current Key Indicator Summary Report does meet their current reporting needs and allows the practice to dictate when to transition to the new version Allow Kareo to expand the details in the report for clarity in each of the values presented in the report and allow the user to validate the reported values with related reports Reports 2014 Kareo Inc Rev December 2014 220 17 1 3 Accounts Receivable Reports Report Purpose The Accounts Receivable or A R represents the outstanding amounts owed to your practice by insurance plans patients guarantor employer groups and other entities Value Enabl
214. ing applied d Add Encounter Allows you to pull up the service lines you want to work with In the blank field enter the full or partial encounter number printed on the EOB e Payer The Payer field is auto populated with what you entered under the General tab f Allowed Enter the allowed amount as reported on the EOB If a claim has been denied leave the allowed field at 0 00 g Contract Adj Auto calculated after you entered the Allowed amount Optional Select an adjustment code from the drop down list on the right These codes are set up in the Kareo system by your administrator See New Insurance Company h Second Adj If applicable enter a second adjustment reported on the EOB Optional Select an adjustment code from the drop down list on the right These codes are set up in the Kareo system by your administrator See New Insurance Company i Paid Enter the portion of the payment that is to be applied to this claim j Deductible If applicable enter the deductible amount reported on the EOB k Coinsurance If applicable enter the coinsurance amount reported on the EOB l Copay If applicable enter the copay amount reported on the EOB Payment Posting 2014 Kareo Inc Rev December 2014 194 m Status How any remaining balance will be handled after the payment and adjustments have been applied You can override Default by selecting an action from the drop down list Optional Select a Stat
215. ing the aging by Date of Service will allow you to easily identify the at risk claims b As of Select to designate the date aging basis for the report For example if you want to know the actual state of the accounts receivable from the previous month enter the last day of the previous month in this field c Location Select to filter for a specific service location or choose the default setting to include all service locations d Provider Select to filter for a specific provider or choose the default setting to include all providers e Payer Scenario Select to filter for a specific payer scenario or choose the default setting to include all payer scenarios f Batch Select to filter for a specific batch number or leave blank to include all batches A R by Insurance Plans Filter On the A R Aging Summary window click the Insurance link Then click Edit Filters Enter up to five insurance plans to filter the report to only include the targeted plans Reports 2014 Kareo Inc Rev December 2014 222 A R by Patients Filter On the A R Aging Summary window click the Patient link Then click Edit Filters Enter up to five patients to filter the report to only include the targeted patients A R Aging Bucket Filter On the A R Aging Summary window click the Patient or Insurance link Click on a specific patient name or insurance name Then click Edit Filters Select a timeframe to target or limit the r
216. k up the charge amount Payment Posting 2014 Kareo Inc Rev December 2014 192 7 Tab through to the Paid field b and enter 0 00 this will post the denial and trigger the Denials Detail Report 8 Click Save The denial displays in the transaction history c when you re open the payment Hover over the denial to view the reason code description and any remarks 9 You can generate a Denials Detail Report Click Reports gt Payments gt Denials Detail 12 6 2 Apply Payments from Explanation of Benefits EOBs After a payment has been entered see section Enter Payments from Patient or EOB the appropriate amounts of the payment are applied to the service lines within the Kareo system To apply payments 1 After payment information has been entered on the General tab click Apply Now 2 On the Apply tab select a service line and enter payment amount See below 3 Once payments have been applied do one of the following Click Next Line to move to the next service line Click Add Encounter to select another encounter Click Save amp New to save the payment record and enter a new payment Click Save to save the payment record Payment Posting 2014 Kareo Inc Rev December 2014 193 You can use your Tab key to navigate to each field a Claim ID encounter number b Lines of service associated with an encounter c List of transactions as payment is be
217. l appear at the top of various records in the system for all patients within the collection category the Show Automatic Alert checkbox must also be checked See also sections New Collection Category and Patient Collection Category The Company 2014 Kareo Inc Rev December 2014 56 Changing the Default Collection Category If you want to make this collection category the default category click Set As Default on the bottom of the window Caution Be very careful about setting a new category as the default Once a new category has been selected as the default all new patients added to Kareo will automatically be placed in this category so be sure this is what you really want 4 Click Save 3 6 3 4 Delete Collection Category To delete a collection category 1 Click Settings gt Other Lists gt Find Collection Categories 2 Once you find the collection category click once to highlight it 3 Click Delete 2014 Kareo Inc Rev December 2014 57 4 The Practice 4 1 Practice Setup Wizard With the Practice Setup Wizard setting up a practice takes about 30 minutes or less This wizard will guide you in completing all necessary data fields for setting up a practice so that you can quickly begin the billing process The setup wizard will launch if You sign in to Kareo and have no practices set up You want to add a practice to your company You select an existing practice for w
218. lable within the application Settings Manage practice and company settings such as providers contracts encounter forms procedure macros insurance companies and plans security settings user groups procedure and diagnosis codes lists and other options Window Manage the window Adjust the toolbar size show hide the Navigation pane and Status Bar switch to Full Screen and toggle between open windows Help Access online help and Kareo Support change your password get a customer key manage your Kareo account and view Kareo application version information 2 4 Toolbar Shortcuts Use the Toolbar shortcuts to access the most frequently used tasks in the Kareo application The Toolbar is located just below the Menu Bar Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator Shortcuts Open Practice Click to switch between practices available when you have access to more than one practice New Patient Click to create a new patient record Find Patients Click to search for an existing patient record New Appointment Click to create a new patient or non patient appointment Find Appointment Click to search for an appointment Daily Calendar Click to open the daily calendar
219. le at your credit card company or bank To avoid an interruption in your service please enter this information carefully Cancel My Account Cancels your account and all users will no longer have access to your practice and company information 19 1 Change Subscription Level You can change your Kareo subscription level at any time For more information on subscription plans visit https www kareo com pricing To change the subscription level 1 Click Settings gt Company gt Find Practice 2 Once you find the practice double click to open it This opens the Edit Practice window 3 Select the desired Subscription Edition from the drop down menu 2014 Kareo Inc Rev December 2014 258 20 Legal Notices 20 1 Copyright Information Kareo Online Help amp Kareo User Manual Copyright 2004 2014 Kareo Incorporated All rights reserved Warning The Kareo software application and related documentation is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program and related documentation or any portion thereof may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under the law 20 2 Use of Fictitious Names The example patients providers referring physicians medical practices and organizations depicted within this Help system or printed documentation are fictitious No association with any patients p
220. lect UB 04 from the drop down menu for the primary insurance and secondary if applicable Click the insurance link to edit insurance For the primary insurance if you don t want to send the claim electronically check the Do not send claim electronically box UB 04 secondary insurance claims cannot be sent electronically therefore this box is disabled If the patient does not have secondary insurance the options will not be visible Encounters 2014 Kareo Inc Rev December 2014 145 c Dates Enter service dates posting date and batch number if applicable Note Batch is optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting example 021411CB you can easily run reports for specific users who manage payment posting in your office d Provider Enter providers and location of service Scheduling Provider The provider who provided services to the patient Kareo defaults to a provider based on this order a The provider on the appointment b the default rendering provider on the patient record c the scheduling provider from the patient s previous encounter or d the default scheduling provider configured by the Kareo application administrator Attending Provider The provider used to bill out claims and appears on paper and electronic claims Kareo defaults to a provider based on this orde
221. lect the type of report you want to view 3 Double click a report See Tips below a Click to view a list of all clearinghouse reports b Click to view a list of daily claims reports verification reports from the clearinghouse indicating receipt of claims internal validation reports and payer responses acknowledgment acceptance notifications from insurance companies from Kareo Internal clearinghouse and payer c Click to view a list of Electronic Remittance Advice ERA notifications and Electronic Funds Transfer EFT Check reports d Click to view patient statement batch reports e Click to view a list of payer provided EOBs Explanation of Benefits f To search for a specific report type all or part of a word date or ID number then click Find Now g To search in a specific field select from the drop down list then click Find Now h Check to view unreviewed reports only i Click to view the next page Tips Clearinghouse Reports 2014 Kareo Inc Rev December 2014 177 It is recommended that someone in your business office is assigned the responsibility to monitor clearinghouse reports and take action on a daily basis You can access the original encounter record on most clearinghouse and payer reports by clicking the Claim ID number listed on the report You can post a payment directly from an ERA by clicking Post Payment at the bottom of the report See Po
222. lectronic claims for this payer Check this box to disable electronic claims for this insurance company Use electronic billing when this payer is secondary Check this box to use electronic billing when this insurance company is the secondary payer Send Coordination of Benefits COB information Check this box to send coordination of benefit information Provider accepts assignment of benefits This box is checked by default This information will populate the appropriate field on the CMS 1500 form box 27 and or on the electronic claim message Uncheck this box only if the provider or group of providers within the practice does not accept assignments Exclude patient payments from claims sent to insurance If this box is checked the Amount Paid field on the CMS 1500 form is displayed as 0 00 and any patient payments are excluded from the Balance Due field This accommodates The Company 2014 Kareo Inc Rev December 2014 34 printing claims and excluding patient payments that were applied to the charges from the balance that is sent to an insurance company 3 4 3 5 Find Insurance Company To find an insurance company 1 Click Settings gt Insurance gt Find Insurance Company 2 In the Look For search bar enter all or part of the name of an insurance company You can choose to search by E Claims An electronic claim status Search In A specific field criteria Scope
223. les which can be customized or you can create your own See also Best Practices in User Account Management To create a new user account 1 Click Settings gt User Accounts 2 Click New User Account 3 Enter information select user role and customize any permissions if desired See below 4 When finished click Save New User a Login email Enter a valid email address for the user b Full name Enter the user s name c Phone Enter the user s phone number The Company 2014 Kareo Inc Rev December 2014 23 d Set Password Enter a password and verify it by entering it again e Practice s Assign a practice to the user Note that this option becomes available only for companies with multiple practices Check the box next to the practice s you want the user to have access to To remove a practice uncheck it f Link this user to a provider If the user is also a provider select the provider from the drop down menu g Permissions Select a permission set Administrator User has access to everything Custom Customize permissions see below h Preset Permissions Optional Select a pre defined permission set that you can further customize See also section New User Role i Account Permissions Applies to all practices on the account Select permissions for each category j Practice Permissions Applies to all practices the user has access to Select
224. ling service you can search payments made online b To search for a specific payment type all or part of a word or number sequence then click Find Now c To search in a specific field select from the drop down list then click Find Now d Check to view unapplied payments only Payment Posting 2014 Kareo Inc Rev December 2014 183 12 2 Print Payment Receipt To print a receipt 1 Click Encounters gt Payments 2 Once you find the payment record double click the record to open it 3 Click Save amp Print Receipt The print window opens 4 Select the printer and click Print 12 3 Edit Payment To edit a payment 1 Click Encounters gt Payments 2 Once you find the payment record double click the record to open it This opens the Edit Payment window 3 Make the necessary changes to the payment record 4 Click Save at the bottom of the window Payment Posting 2014 Kareo Inc Rev December 2014 184 12 4 Delete Payment To delete a payment 1 Click Encounters gt Payments 2 Once you find the payment record click on the record to highlight it 3 Click Delete at the bottom of the window 12 5 Manual Payment Posting Payments received in person or by mail from patients insurance companies Explanation of Benefits or EOB s and other payers are applied manually There are essentially two steps to the process 1 Enter information about the payment
225. ls outpatient clinics rehabilitation centers pharmacies etc You must set up one or more service locations before you can begin scheduling appointments entering encounters or sending claims 4 9 1 New Service Location To add a service location 1 Click Settings gt Service Locations 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the service location database to see if the service location already exists in the system 3 If the service location is not in the system click New at the bottom 4 In the New Service Location window enter the location details See below 5 Click Save The Practice 2014 Kareo Inc Rev December 2014 73 a Internal Name The name you enter here will only appear in the Kareo system when entering encounters b NPI If applicable enter the National Provider Identifier NPI number associated with this service location c Override EIN Check this box if you need to send claims for this service location with a different EIN than what was entered for the practice Enter the alternate EIN in the EIN field d Time Zone Select the service location s time zone from the drop down list e Legacy Number Type LU Location Number is selected by default and is appropriate for most cases leave the Legacy Number field blank If you want to change this choose from the drop
226. lt case for patient treatment Click Save amp Add Case to save the record and add one or more cases to it Click Save amp Schedule to immediately schedule a patient appointment Patient Records 2014 Kareo Inc Rev December 2014 101 General Information a Enter the patient s general information b Medical Record Number Optional Enter a medical record number for the patient c Contact Information Enter the patient s address and 10 digit phone number s d Send Email Notifications To opt the patient into email notifications i e appointment reminders and email statements check this box and enter the patient s email address e Enable Auto Phone Call Reminders Max plans only To opt the patient into receiving an automated phone call reminder check this box and enter a 10 digit home or mobile phone number When an appointment is made in the Appointment Scheduler the patient will receive one appointment reminder phone call Note The automated reminder will search first for a mobile number if one is not entered it will search for the home number f Providers Enter provider names as applicable If a provider is not in the provider list create a new provider See section New Provider g Guarantor If the person financially responsible is someone other than the patient check the box and enter the guarantor s information Patient Records 2014 Kareo Inc Rev December
227. lt is None and shows all dates Or filter by selecting specific dates Patient Records 2014 Kareo Inc Rev December 2014 118 d Provider Select the provider related to the activity you want to view e Status Transactions When viewing the Charges Summary you can filter activity by status When viewing the Transactions Detail you can filter by specific transactions f Notes On the Charges Summary items checked indicate a note has been attached g Bottom menu bar Open To open an item click once on it and click Open or double click on the item Add Note Click to add a note Click once on a line item to highlight it type note select options click OK Options appear depending on the activity you are viewing 1 Add note to charge Appears on the transactions detail 2 Add note to patient journal Appears on both the transactions detail and Notes section of the General tab on patient record 3 Add note to next patient statement Appears on all future statements until removed Message should not exceed 250 characters Change Collection Category Click and select from the drop down menu then click OK New collection category will display on top right of the window Note Collection categories are predefined See section Collection Categories Setup Print Report Appears when viewing Charges Summary or Transactions Detail Prints a report based on your filtering selections Re
228. m i e Outpatient and Inpatient Consultation Kareo has opted to include these values since commercial payers are still accepting these codes and the values displayed can serve as a reference for defining your fee schedules Please consult with your Medicare administrative contractor for confirmation on reimbursable procedures for your specialty and region 4 11 3 Settings for Contracts and Fees Use the Settings feature to configure how you want your practice to bill out To configure contracts and fees settings 1 Click Settings gt Contracts amp Fees 2 Click the Settings tab 3 Select the options that will apply to your practice 4 Click Save Settings 4 11 4 View or Edit Fee Schedules To view or edit a fee schedule 1 Click Settings gt Contracts amp Fees 2 Click the Standard Fees tab or Contract Rates tab to see a list of schedules for your practice 3 Use the Status Filter if necessary to sort the list 4 Once you find the schedule click on the name to open it 5 Make your changes and click Save amp Submit 4 11 5 Print Fee Schedule To print a fee schedule 1 Click Settings gt Contracts amp Fees 2 Click the Standard Fees tab or Contract Rates tab to see a list of schedules for your practice The Practice 2014 Kareo Inc Rev December 2014 83 3 Use the Status Filter if necessary to sort the list 4 Once you find the schedule you want to print click o
229. ment Scheduler 2014 Kareo Inc Rev December 2014 134 6 8 Customize Appointment Scheduler 6 8 1 Resources Setup 6 8 1 1 Add Resource If have resources other than providers that you schedule i e exam rooms x ray equipment or non clinical staff you can add them to the appointment scheduler Once added the resource will be listed under the Resource section of the calendar To add a resource 1 Click Appointments gt Scheduling Resources 2 Click New at the bottom of the window 3 Enter a resource type and give it a name 4 Click Save 6 8 1 2 Edit Resource To edit a resource 1 Click Appointments gt Scheduling Resources 2 In the Look For search bar enter all or part of a keyword for the resource and click Find Now 3 Once you find the resource double click to open it 4 Make your changes and click Save 6 8 1 3 Delete Resource To delete a resource 1 Click Appointments gt Scheduling Resources 2 In the Look For search bar enter all or part of a keyword for the resource and click Find Now 3 Once you find the resource click once to highlight it 4 Click Delete Note You can only delete a resource if there are no previous activities associated with the resource such as an appointment Appointment Scheduler 2014 Kareo Inc Rev December 2014 135 6 8 2 Appointment Reasons 6 8 2 1 Add Appointment Reason Appointment Reasons enables you to cr
230. n a patient s name and select Create Encounter To learn more about encounter defaults see Encounter Options If you are billing for anesthesia services there are specific settings that must first be configured within Kareo see section Anesthesia Services To complete a new encounter using UB 04 format 1 On the General tab of a new encounter enter the general information See below 2 When finished choose one of the following Click Save as Draft Places the encounter in Draft status Click Save for Review Places the encounter in Review status Click Approve Places the encounter in Approved status Encounters 2014 Kareo Inc Rev December 2014 144 General Tab a Patient Enter patient information Some fields may be auto populated If not click the buttons to locate the information Appointment Optional Click to search for the patient appointment Once you find it double click to select Patient Click to search for the patient record Once you find it double click to select Note Verify all information from the patient is accurate before proceeding Case Auto populated if there is only one case on the patient record Click the button to select from multiple cases once you find the case double click to select Prior Authorization If prior authorization is required click to select the authorization number b Primary and Secondary Insurance Se
231. n about encounters that have been entered into the system This section also includes a Missed Encounters report These reports are located in the Encounters section of the Reports menu and include Encounters Summary This report shows a summary of encounters over a period of time Encounters Detail This report shows a detailed list of encounters over a period of time Charges Summary This report shows a summary of charges over a period of time Charges Detail This report shows a list of charges over a period of time Reports 2014 Kareo Inc Rev December 2014 246 Missed Encounters This report shows a summary of appointments with no matching encounter over a period of time 17 1 22 Payments Reports Use the Payments reports to view information about payments received and posted as well as information about missed copays adjustments and denials These reports are located in the Payments section of the Reports menu and include Payments Summary This report provides a summary of all payments summed by payment type received over a period of time Payments Detail This report provides a detailed list of payments grouped by payment type received over a period of time Payments Application Summary This report shows a summary of payment applications over a period of time Unapplied Analysis This report shows an analysis of the unapplied balance on payments
232. n batch printing for multiple claim types i Default Revenue Code For UB 04 claims only Select a default revenue code Note that the revenue code may change depending on the service provided 4 16 3 Reporting Options The Report Options task enables you to set the closing date on all reports generated within Kareo The purpose of this would be to manage what certain staff are able to view within the reports at any given time For example if there is a delay in processing claims payments or refunds a billing specialist could opt to adjust the closing date to an earlier date to give additional time to catch up with the workload To set reporting options 1 Click Settings gt Options gt Reporting Options 2 Select a date from the drop down menu 3 Click Save 4 16 4 Electronic Claims Options The Electronic Claims Options task enables a practice to engage in electronic claim services Prior to activating a practice for electronic claim services you must first have completed the Kareo enrollment process for e claims this is a step done during the practice setup Once you have been notified by Kareo that the process is complete a Kareo company administrator or other person with appropriate permissions will need to access this task and set the practice to live mode Note that you can also configure the enrollment status for a specific insurance company used by one or more practices See section Electronic Claim Settings un
233. n billed and are awaiting payment Days in A R The average days in accounts receivable for amounts not yet received Income Analysis Chart This chart is available if your user role is set to Medical Office user The Income Analysis chart provides a visual snapshot of the income collected for several key periods of accounting activity including Month To Date The total income collected for the current month to date Last Month The total income collected for the last calendar month Quarter To Date The total income collected for the quarter to date Year To Date The total income collected for the year to date 2 10 Payment Velocity The Payment Velocity gauge is located on your Kareo Dashboard Payment Velocity is a number that measures how quickly your practice is paid by insurance companies and patients it is the average number of days from the date of service to the date payments are posted Click What is Payment Velocity to get more information on how you can use this feature to measure and improve the health of your practice Dashboard 2014 Kareo Inc Rev December 2014 20 Click Full Report to view a Days Revenue Outstanding Analysis report 2 11 Key Performance Indicators The Key Performance Indicators enable you to monitor the key metrics that impact the financial and operational health of the medical practice To understand how Key Indicators are calculated please see Key Ind
234. n scanned a final screen will appear showing the total number of pages scanned Select one of four options Yes all of my pages were scanned correctly Yes all my pages were scanned correctly and I would like to scan some additional pages No some pages didn t scan correctly and I would like to rescan all pages No some pages didn t scan correctly and I would like to cancel this scan job 6 Click OK Documents 2014 Kareo Inc Rev December 2014 205 15 4 Add Faxed Document to a Record Kareo offers a kFax service to Plus Max and Complete plans Using kFax faxes received are converted into scanned documents and then automatically added to the Kareo document storage area You can open a faxed document and attach it to a record using the Documents task To add a faxed document to a record see section Add Document to a Record 15 5 Add Document to a Record Several records in the Kareo application such as provider patient appointment or encounter records allow you to attach digital files i e Word Excel and scanned or faxed documents To attach a digital file to a record 1 Open a record that supports document attachments such as a patient provider or encounter record 2 Click the Documents tab 3 Click Attach on the right of the window This opens the Upload Document window 4 Click the File button 5 Locate the file you want to attach Double click on it to add 6 En
235. n the Official Name field enter a name for the diagnosis code avoid abbreviating diagnosis code names when possible 5 In the Local Name field if you want a more user friendly name to appear on the encounter form enter it in this field 6 The Diagnosis is currently used box is checked by default Uncheck only if you want to render a diagnosis code inactive 7 Click Save 3 5 4 2 ICD 10 Diagnosis Crosswalk The ICD 10 Diagnosis Crosswalk tool assists practices in transitioning to ICD 10 Using the ICD 10 Diagnosis Crosswalk you can easily identify your top 100 most commonly used ICD 9 diagnosis codes or enter them manually and then map them to ICD 10 codes using GEM Crosswalk Mapping Additionally you can export the list for review and printing To add a new diagnosis code 1 Click Settings gt Codes gt Diagnosis Crosswalk on the top menu The mapping wizard begins 2 Start Your ICD 9 Mapping Select an option Add a specific ICD 9 code Manual Enter each ICD 9 code and click Add To Mapping When finished adding codes click the X to view the mapping Reload the top 100 ICD 9 codes Automatic Uses your top 100 most commonly used diagnosis codes Select from the past year or from the last 3 months Click Create Mapping The Company 2014 Kareo Inc Rev December 2014 48 a The list groups ICD 9 codes based on the ICD 9 grouping category ICD 10 codes are mapped on the right using t
236. n the name to open it 5 Click Save to Excel The schedule will export into an Excel spreadsheet and you can make any necessary edits before printing 4 12 Encounter Forms Encounter forms are similar to the preprinted superbills or fee tickets used by providers they are templates for the diagnoses and procedure codes typically used during encounters with patients You can create multiple custom encounter forms for use within the medical practice Complete and Max plans only This is helpful when you have multiple providers in a practice who use different forms and it can significantly cut down on the data entry time for staff members who enter encounters into the system Once set up the encounter forms can be printed directly from the Daily Calendar view or Encounter Forms menu with the practice name provider s name patient s demographic information and date of the encounter 4 12 1 New Encounter Form To create a new encounter form 1 Click Settings gt Encounter Forms 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the encounter forms database to see if the encounter form already exists in the system 3 If the encounter form is not in the system click New at the bottom 4 Enter information See below 5 When finished click Save 6 Once one or more encounter forms have been set up be sure to return to each of t
237. nd a Refresh button Reports 2014 Kareo Inc Rev December 2014 250 When first opening a report the default date range is typically set for the current month to date although in some instances there may only be a single date which is typically set to Today You have the option to change the date options at any time while within a report However once the date options have been changed you must remember to click the Refresh button in order to regenerate the report based on the newly defined date settings 17 2 3 Customize Reports All reports are initially displayed on screen and are filtered by default options In addition to having the ability to view these reports for a different date or date range you can also customize most reports by one or more custom filters to display reports for specific providers patients service location payer type payer scenarios etc Follow these steps to customize a report 1 Select the report from the Reports menu 2 To select a different date range for the report click the down arrow on the right of the Date box to make a selection from the pre set date ranges e g Today Month to Date Quarter to Date etc If you select Custom you can manually enter a specific date range that better meets your needs use the diagonal symbol to separate the month day and year Click the Refresh button to view the report based on new date settings Note In some instances a report ma
238. nd then click the OK button on the Task Button Bar Amount Enter the amount of the adjustment Reason Select the reason for the adjustment Memo Enter any notes you wish to store with the transaction record Change Status Select the status change Apply Click the Apply button on the right of the transaction panel to apply the transaction Apply and adjust a payment on a claim Entering the keyboard shortcut Ctrl Shift J or selecting Apply And Adjust from the Action menu opens the Transaction panel specific to applying and adjusting a payment Posting Date Leave this box set to the current date or change the date if needed Payment Click the Payment button to display the Select Payment task Once you locate the payment double click on the payment or click once on the payment and then click the OK button on the Task Button Bar Memo Enter any notes you wish to store with the transaction record Unapplied This box will automatically populate based on the payment selected from the list of payments Pay Enter the payment amount Adjust Enter the adjustment amount Adjustment Select the adjustment code Reason Select the reason for the adjustment Change Status Select the status change Apply Click the Apply button on the right of the transaction panel to apply the transaction Claim Processing 2014 Kareo Inc Rev
239. ndicates if the fee schedule is active scheduled unused or expired 4 11 1 Add Fee Schedule When creating a new fee schedule you can easily select how you want to add the procedures and fees Either manually or by importing or copying an existing schedule Once added your Standard Fees list will include all fee schedules the effective dates of the schedules the basis or source of the fee and the status To add a fee schedule 1 Click Settings gt Contracts amp Fees 2 On the Standard Fees tab click Add New Standard Fee Schedule 3 Enter a name for the fee schedule you are creating 4 Select an option to add the procedures and fees Import from file This option provides an Excel template to help you enter your fee schedule in the correct format Once you have done this choose the file for import Once the file is imported you can make edits to the schedule see below The Practice 2014 Kareo Inc Rev December 2014 78 Add Procedures and Fees Manually Enables you to manually enter each procedure and fee see below Copy from existing Standard Fee Schedule Allows you to copy a fee schedule that was already created or that is from another practice on your account After selecting the file to copy you can make edits to the schedule see below Add Procedures amp Fees Window a Select how you will add fees Add fees manually Allows you to enter or
240. nds row under the Receipts column Refunds issued for payments received from a prior reporting period will continue to be reflected under the Change in Unapplied Previously it was difficult to determine the refunded amounts since they were all bundled in to the Change in Unapplied Now you can easily determine if the refunds issued in the reporting period are from payments collected in the same period or from prior periods In cases where there practice has both types of refunds the user can easily determine what portion amount of the total refunds is from current reporting period versus prior periods Why are the Unapplied and Credits values under the Net A R column negative These negative values represent the reduction to the Outstanding Accounts Receivable Total in order to arrive at the Net Accounts Receivable value What does it mean when the Unapplied value under the Receipts column is negative Though this is often a positive value it is not unusual to see this value as a negative This means that the beginning Unapplied was greater than the ending Unapplied so the net result is a reduction of the Unapplied values or a negative Change in Unapplied Why are refunds showing in my Receipts column The refunds displayed in the Receipts column are receipts or payments that were received in the reporting period and refunded within the same reporting Some Kareo practices had difficulty reconciling the total receipts for the period
241. ngs information for this provider General Tab a Provider Identification Full Name Enter the provider s full name The Practice 2014 Kareo Inc Rev December 2014 64 Individual NPI Enter the provider s individual National Provider Identifier NPI number not the group National Provider Identifier NPI number SSN Enter the provider s 9 digit Social Security number not the Employer s Identification Number EIN Specialty Click the Specialty button and select the provider s main specialty from the list of Provider Taxonomy Codes Note The Taxonomy Codes are defined by the American Medical Association and the Department of Health and Human Services Centers for Medicare and Medicaid Services The list of Taxonomy Codes are updated and maintained by Kareo Degree Enter the provider s degree e g MD DO PhD MET Type The information in this field will be set by Kareo and indicates the status of the provider as it relates to the contractual agreement with Kareo When creating a new provider record this field will be blank but will be completed by a Kareo staff member once the provider is set up in the practice and verified by Kareo Date of Birth Enter the provider s date of birth using the formation MM DD YYYY e g 05 25 1960 b User Required A provider must be associated with a user account select from the list of existing users If the pr
242. nt statements checkbox Check this box to enable the sending of patient statements for this payer scenario Uncheck this box to disable the sending of patient statements for this payer scenario Note that any charges associated with a payer scenario or case record that are set to not send patient statements will be excluded from the Patient Statements wizard and the charges with open balances will not be considered in the patient balance insurance balance total balance or the aging on patient statements 6 In the Description field if desired enter a brief description of the purpose of the payer scenario 7 Click Save 3 6 2 2 Find Payer Scenario To find a payer scenario 1 Click Settings gt Other Lists gt Find Payer Scenarios 2 In the Look For search bar enter all or part of a keyword You can choose to search by Name or Description 3 Click Find Now 4 Once you find the payer scenario double click to open it 3 6 2 3 Edit Payer Scenario To edit an employer 1 Click Settings gt Other Lists gt Find Payer Scenarios 2 Once you find the payer scenario double click to open it 3 Make your changes Note that you can change the name of an existing payer scenario as long as the payer scenario Type Attorney Lien Normal Unpayable or Workers Comp remains unchanged You should not attempt to change the Type of an existing payer scenario if there are any current case records
243. nts Note that you must collect a patient agreement before checking this box You must have Payments permission to use this option contact your Kareo application administrator if you do not see it 5 Enter payment information and click Submit Payment 6 You can now print a receipt or enter the patient s email address to send the receipt through email 7 The payment is then reflected as an unapplied payment within Kareo 4 13 Procedure Macros 4 13 1 New Procedure Macro A procedure macro sometimes referred to as an explosion code is a special code you create that when entered on an encounter loads multiple procedures modifiers and diagnoses codes into a procedure line item Since many patient visits are nearly identical these procedure macros provide a convenient shortcut that can dramatically save time when entering procedures performed on an encounter To create a new procedure macro 1 Click Settings gt Procedure Macros 2 In the Look For search bar enter all or part of a keyword and click Find Now Note To avoid duplication a best practice is to first search the procedure macro database to see if the procedure macro already exists in the system 3 If the procedure macro is not in the system click New at the bottom 4 Enter the information Name Enter a unique name for the new procedure macro Limit the name to a single word if possible Description Enter a short description that best desc
244. o allow scheduling during a timeblock only for specific reasons c Allowed Reasons When Allow Only Specific Reasons is checked select reasons in the drop down menu and click Add To remove it from the list right click on the reason in the box and click Delete Appointment Scheduler 2014 Kareo Inc Rev December 2014 133 Note Reasons must be set up in order to appear in the drop down menu See Add Appointment Reason d Deny Only Specific Reasons Select to deny scheduling during a timeblock for specific reasons e Denied Reasons When Deny Only Specific Reasons is checked select reasons in the drop down menu and click Add To remove it from the list right click on the reason in the box and click Delete Note Reasons must be set up in order to appear in the drop down menu See Add Appointment Reason 6 7 1 Copy Timeblock To copy a timeblock 1 Open the timeblock calendar and navigate to the timeblock you want to copy 2 Right click on the timeblock and click Copy 3 Navigate to a new time slot right click on the slot and click Paste 4 Once pasted into the new time slot you can open the new timeblock and make any additional changes you wish to make These changes will only affect the new timeblock 6 7 2 Delete Timeblock To delete an appointment 1 Open the timeblock calendar and navigate to the timeblock you want to delete 2 Right click on the timeblock and click Delete Appoint
245. ointment to recurring i Notes Optional When notes are entered a symbol will appear on the calendar to alert staff to check the appointment notes Appointment Scheduler 2014 Kareo Inc Rev December 2014 127 j Check Eligibility Click to check patient eligibility see section Patient Eligibility After checking eligibility one of three statuses is displayed Patient is eligible Patient is ineligible Eligibility is unknown 6 6 2 Find Appointment To find an appointment 1 Click Appointments gt Find Appointment 2 In the Look For search bar enter all or part of a keyword You can choose to search by Patient Subject Location Notes Resources Reason Status Ticket Number 3 Select the date range of the appointment you are looking for 4 Click Find Now 5 Once you find the appointment double click to open it 6 6 3 Batch Eligibility Check With Batch Eligibility Check you can open the Daily Calendar and run insurance eligibility for all patients scheduled that day Some notes about Batch Eligibility Check Batch eligibility checks are based on the following appointment details Patient primary insurance associated to the appointment case and the provider In the case of multiple providers associated to an appointment Kareo attempts to use the most appropriate provider Eligibility status may be delayed in displaying sin
246. on the insurance payer Some insurance payers provide detailed information such as the status of the insurance policy active or inactive the type of coverage the patient has any patient copays or deductibles due etc Other insurance payers simply report if a patient s insurance status is active or inactive If the verification request is rejected it will be noted in red It may simply be that certain information provided to the insurance payer related to the patient or the patient s insurance policy did not match up to the insurance payer s system Review the patient record and policy information make changes and resubmit or call the insurance payer for verification 5 When finished select one of the following options Click Print to print the report Click Save to save the report Click Save amp New to save the report and perform another verification Click Cancel to exit out of the window 5 4 Patient Record Tasks 5 4 1 Notes to a Patient Record The Notes section on the General tab of a patient record enables you to include any special information for a patient and tracks who entered the note and when it was added Each note is captured as a separate entry To enter a note type in the space under the Notes section and click Save If you have been granted permission by your Kareo application administrator you will have the option to hide and restore a note To hide a note Cli
247. or the NPI field check this box if you need to send claims for this provider with a different Group NPI than was entered for the practice Enter the alternate Group NPI in the Override Group NPI field c Tax ID Select one of the following in the drop down menu Bill with EIN Select if the provider is credentialed with payers to send claims using an Employer Identification Number EIN assigned by the IRS to the practice This applies to any business entity including a Corporation LLC LLP Partnership or other taxable business entity Enter the EIN in the field provided Bill with SSN Select if the provider is credentialed with payers to send claims using the provider s Social Security Number SSN This might be the case if your practice is a sole proprietorship and has not been assigned an EIN from the IRS Enter the SSN in the field provided d Override EIN If Bill with EIN was selected in the Tax ID field check this box if you need to send claims for this provider with a different EIN than what was entered for the practice Enter the alternate EIN in the Override EIN field e Enable Pay To Address If the pay to address is a PO Box or Lockbox check this box and enter the name and address in the fields provided Checking this box enables the pay to address you enter for all payers To add a pay to address for specific payers only see next section f Override Claim Settings Add edit or remove any insu
248. ormation about the productivity of users within the practice These reports are located in the Productivity amp Analysis section of the Reports menu and include Provider Productivity This report provides summary totals for all procedures rendered by a provider grouped by provider and sub grouped by location over a period of time Daily Report This report provides an analysis of daily transaction activity including charges adjustments and payments Account Activity Report This is a productivity report that shows a list of transactions for a period of time Procedure Payments Summary This report provides an analysis of the average insurance payments and patient payments by procedure code User Productivity This report shows productivity metrics by user Reports 2014 Kareo Inc Rev December 2014 245 17 1 19 Patients Reports Use the Patients reports to access information about patients associated with the practice These reports are located in the Patients section of the Reports menu and include Patients Summary This report shows a summary of patients over a period of time Patient Transactions Summary This report shows a list of patients with summary transaction information for a period of time Patient Transactions Detail This report shows a list of patients with detailed transaction information for a period of time Patient Balance Summary This
249. orting period regardless of when the payment was originally received Total Total or average value of each column Enc Total encounters Proc Total procedure units Charges Total charges Adjustments Total adjustments Receipts Total receipts reported Refunds Total refunds issued Outstanding A R Total Outstanding Accounts Receivable Net A R Total Outstanding Accounts Receivable less the Ending Unapplied and Ending Credits Days in A R Average days in accounts receivable Days Rev OS Average days in revenue outstanding Days to Bill Average days to bill What other reports can I use to validate each value See Key Indicator Summary Beta Data Validation Reports 2014 Kareo Inc Rev December 2014 217 What is the formula for the calculating the Net A R Total Net Accounts Receivable Total Total Outstanding Accounts Receivable less the Ending Unapplied and Ending Credits Why is a Net A R for each provider not displayed For a single provider practice this value will obviously be the same but for multiple provider practice the Net A R is not feasible to calculate since the Unapplied Payments are not segregated by individual providers How are refunds reflected in this report To reduce the confusion with all refunds being reflected in the Change in Unapplied Kareo opted to segregate refunds Refunds issued for payments received in the same reporting period are now displayed in the Refu
250. ou can complete that task g Dashboard Charts Depending on your user role you can switch between the Payment Velocity A R Aging and Income Analysis charts h Key Performance Indicators Help you to monitor key metrics that impact the financial and operational health of a medical practice Dashboard 2014 Kareo Inc Rev December 2014 8 2 2 Kareo Workspace The Kareo workspace is the window within the application where all tasks are performed The Kareo workspace is where you perform such tasks as searching for records scheduling appointments on the calendar creating and managing encounters or generating and viewing reports For example the workspace on the top shows entering a new encounter and the one on the bottom shows searching for a claim Dashboard 2014 Kareo Inc Rev December 2014 9 Fields in a Record Records in Kareo contain data fields that correspond to information necessary for that type of record When the fields cannot be displayed within a single window tabs are presented at the top of the workspace to organize the fields into more than one page Click the tab to display the next page of the record Task Bar When working in a record a set of commands related to the type of record is typically located on the Task Bar at the bottom of the workspace The most common commands are Save and Cancel Click Save to save the work you did in the record Click Cancel to abort a new record entry or an
251. ou can do any one of the following Note Some of the tasks listed below are based on the permissions given to you by your Kareo application administrator Create and submit a new encounter see New Encounter Find an existing encounter see Find Encounter Edit and submit or approve an encounter that is in the Draft Review or Rejected stage see Edit Encounter Review and approve an encounter that is in the Review stage see Approve Encounter Reject an encounter that is in the Review stage see Reject Encounter Delete an encounter that s in the Draft Review or Rejected stage see Delete Encounter To track encounters 1 Click Encounters gt Find Encounter in the top menu 2 The Find Encounter window organizes encounters based on where they are in the encounter process click a tab to view a list of encounters that are in one of the below stages All All encounters Draft Entered but not yet completed There may be a delay in submitting these encounters due to missing information etc Any items in the draft stage will need to be completed before they can be submitted for approval Review Submitted and ready for review and approval Approved Reviewed and approved Rejected Encounters that need clarification or corrections It is recommended to note the reason for the rejection in the Notes section under the General tab of the encounter
252. ou in understanding the changes in the beta version of the Key Indicators Summary report below is a detailed explanation of the changes as well as answers to the most commonly asked questions What are the key changes in this September release Simplified the selection of the Report Type Metrics Monthly and Yearly by listing it first in the customization window Added the ability to generate the Metrics report type by Date of Service select to generate the report by the Date of Service or by the Posting Date Added an Outstanding A R row for each provider and the total row in the Monthly Report Type generated by date type of Posting Date Added the following customization options for the Month View report type a Rendering Provider Limits the report to the selected rendering provider b Scheduling Provider Limits the report to the selected scheduling provider c Service Location Limits the report to the selected service location d Insurance Company Limits the report to the selected insurance company e Insurance Plan Limits the report to the selected insurance company plan f Payer Scenario Limits the report to the selected payer scenario g Encounter Batch Limits the report to the selected batch number Added hyperlinks for the data elements in the Month View report type to allow drill down on individual report values Corrected several defects and layout issues What
253. over a procedure or diagnosis code to see the full description Note Descriptions may not be visible if your Kareo application administrator has configured the system to not show code descriptions See Encounter Options Encounters 2014 Kareo Inc Rev December 2014 141 Enter in the procedure or diagnosis fields to launch a searchable list of codes To remove a line item right click on the procedure line and select Remove Procedure Columns can be customized Right click on the column header and select Customize to view add move fields To add double click on an item To move click and drag column to desired location To remove click and drag the column header back to the Customize box Column Header Description From Beginning service date To Ending service date Procedure Procedure Code See also About Procedure Macros Mod X Procedure Modifier If applicable enter a procedure modifier code Diag X Diagnosis Code If previously entered on an encounter the system presents one or more diagnosis codes that are the same as the ones used from the first procedure of the prior encounter Units The default unit number is defined in the procedure code settings for certain types of procedures you can change it if necessary See also Anesthesia Services Unit Charge Charge associated with the procedure The charge amount may automatically default to the charge associated with the contract
254. ovider is a new user click New to enter an email address this creates a new user account for the provider with limited permissions You will then need to update the user account permissions accordingly See sections New User Role and Edit User Role c Encounter Form Select the encounter form that will be used by this provider from the drop down list If none has been set up for this provider leave this box set to None See section Encounter Forms Setup Note If an encounter form is later set up for the provider return to this task and select the applicable encounter form d Department If separate departments have been set up for the practice through the settings menu then select the provider s department from the drop down list Otherwise leave this box set to None See section Department Setup e Contact Information Address Enter the provider s complete office address it must be a physical location not a PO Box and include a 9 digit zip code See also section City State Auto Complete If the provider s pay to address is a PO Box or Lockbox see section Claim Settings to enter a separate Pay To Address Home Enter phone numbers in the format xxx xxx xxxx e g 714 555 1234 Work Enter the provider s work phone number Mobile Enter the provider s mobile phone number Pager Enter the provider s pager number Fax Enter the provider s fax number The P
255. patient record and click Create Encounter at the bottom In the Appointment Scheduler right click on a patient s name and select Create Encounter To learn more about encounter defaults see section Encounter Options If you are billing for anesthesia services there are specific settings that must first be configured within Kareo see section Anesthesia Services To complete a new encounter using CMS 1500 format 1 On the General tab of a new encounter enter the general information See below 2 When finished choose one of the following Click Save as Draft Places the encounter in Draft status Click Save for Review Places the encounter in Review status Click Approve Places the encounter in Approved status Encounters 2014 Kareo Inc Rev December 2014 139 General Tab a Patient Enter patient information Some fields may be auto populated If not click the buttons to locate the information Appointment Optional Click to search for the patient appointment Once you find it double click to select Patient Click to search for the patient record Once you find it double click to select Note Verify all information from the patient is accurate before proceeding Case Auto populated if there is only one case on the patient record Click the button to select from multiple cases once you find the case double click to select Prior Authorization If prior aut
256. permissions for each category The Company 2014 Kareo Inc Rev December 2014 24 3 1 2 Find User Account To find a user account 1 Click Settings gt User Accounts 2 You can search either active or inactive users click on the appropriate tab Users are listed in alphabetical order 3 Once you find the user click once on the record to open it 3 1 3 Edit User Account To edit a user account 1 Click Settings gt User Accounts 2 Once you find the user click once on the record to open it 3 Make changes and click Save 3 1 4 Deactivate User Account Deactivating a user account blocks the user from accessing the Kareo application Inactive users remain in the system so that you can reactivate them if needed Some important things to note You cannot delete a user account within Kareo When a user enters information in Kareo a trail of transaction history is noted therefore it is important not to delete a user and deactivate them instead Deactivating a user associated with multiple accounts using the same login email address deactivates the user from ALL accounts To deactivate a user account 1 Click Settings gt User Accounts 2 Once you find the user click once on the record to open it 3 Check the Deactivate this user account box 4 If desired check the Clear this user s permissions and practice association box 5 Click Save 3 1 5 User Pass
257. print Claim Appears when viewing Transactions Detail Select a recently printed paper claim and click Reprint Claim Note Disabled if you do not have permission from your Kareo application administrator 5 4 5 Patient Record Audit Log To assist in staff management and patient privacy the Log tab on a patient record provides the tracking of key changes made to the record Anytime a change is made to a patient record the log will record the following Time The date and time the action was performed User The user who performed the action Description A brief description of the action To view the patient log 1 Click Patients gt Find Patients in the top menu 2 Once you find the patient record double click to open it 3 Click the Log tab If any changes were made to the patient record a list of changes will be shown Click on the expansion arrow by each line of action to view additional information on specifically what was changed For example if the address for a Patient Records 2014 Kareo Inc Rev December 2014 119 patient had been updated both the old and the new address would be shown so that you can easily compare the data 5 4 6 Encounter for a Patient From the patient record you can easily create an encounter Click Create Encounter on the bottom of the window To complete an encounter see section New Encounter 5 4 7 Patient Payments See section 5 12 6
258. r HBR120 to mean 60 milliliters of one drug or 120 milliliters of another To use a speed code complete the following for the New Procedure Code 1 Enter a 5 character speed code numbers and or letters of your choice in the Procedure or Speed Code field 2 Enter the real 5 character procedure code like 99070 in the Billable Procedure Code field 3 Enter the NDC Number in the NDC Number field Note that what is entered in the Billing Procedure Code field will always override what is in the Procedure or Speed Code field Therefore whatever internal speed codes you wish to use will not affect the real procedure codes used to bill insurance companies NDC Number In certain situations like when billing for injections a National Drug Code NDC must be provided In some cases drugs have their own special procedure codes often known as J codes For example Ampicillin uses the HCPCS code J0290 for doses up to 500mg for greater doses such as 1 5g it uses code J0295 In some cases these procedure codes are not enough on their own and the NDC number must also be provided If the NDC number is provided it will print on the CMS 1500 HCFA form 3 5 1 2 Find Procedure Code To find a procedure code 1 Click Settings gt Codes gt Find Procedures 2 In the Look For search bar enter all or part of a keyword You can choose to search by Code Official Name Local Name or Type of Service Code 3 Click Find Now
259. r a The provider on the appointment b the default rendering provider on the patient record c the rendering provider from the patient s previous encounter or d the default rendering provider configured by the Kareo application administrator Operating Provider The provider who is responsible for performing the surgical procedure s Referring Provider If one exists Kareo defaults to the referring physician entered on the patient record Other Provider If applicable any other provider who is involved in the patient s care e Submit Reason Leave at the default 1 unless specifically requested by a payer to select one of the other options f Payment Enter payment if applicable Once you enter the amount additional fields become available regarding payment Copay Due Auto populated from the copay amount entered for the primary insurance policy associated with the patient and case Payment Amount Enter the payment amount Method Select the method of payment Category Optional These categories are specific to your practice and must be set up by your Kareo application administrator See Categories Reference If applicable enter the reference number of the check Memo Optional Enter any notes regarding payment Encounters 2014 Kareo Inc Rev December 2014 146 g Procedures Enter procedures procedure modifiers and charges as applicable
260. r claims have not been received Kareo recommends 30 days Capitated If the contract supports capitated charges check this box By checking this box all procedures will be treated as covered by the capitated insurance plan For more information see Tips below Add the providers who will be using the fee schedule Add the locations that will be using the fee schedule 7 When finished click Save amp Submit Tips Capitated When this box is checked the system will automatically adjust the balance on capitated charges to 0 00 upon approving an encounter where the primary insurance policy is governed by a capitated payer However you can also carve out specific procedures as fee for service exceptions to the capitated insurance plan by adding the procedures and charge amount to the corresponding capitated contract fee schedule You The Practice 2014 Kareo Inc Rev December 2014 82 can also set up capitated accounts in the system and apply portions of a payment to a capitated account see About Capitated Accounts Medicare The Medicare rates provided are based on the most current published Medicare Physician Fee Schedule Relative Value Units They are calculated with your corresponding Geographical Practice Cost Index GPCI and then multiplied by the current conversion factor Though Medicare values are displayed for the majority of procedures not all are reimbursable under the Medicare progra
261. ractice 2014 Kareo Inc Rev December 2014 65 Notes Enter any notes to store with the provider record 4 8 3 Claim Settings Claim settings are used to format electronic claim submissions and paper claim printing Claim settings are made for each provider and can be general affecting all payers or more specific overrides for a specific payer Note that if a provider has a pay to address that is a PO Box or Lockbox this option must be selected this setting can be made for either all payers or specific payers see below To set up claim settings 1 Click Settings gt Providers 2 Once you find the provider double click to open the record 3 Click the Claim Settings tab Select your settings See below 4 Click Save or the Provider Performance Report tab to select report settings a NPI Select one of the following in the drop down menu Bill with Group and Individual NPI Select if the provider is credentialed with payers to send claims with both a Group and Individual National Provider Identifier NPI Enter the Individual NPI and the Group NPI in the fields provided Bill with Individual NPI Only Select if the provider is credentialed with payers to send claims with only an Individual NPI Enter the Individual NPI in the field provided The Practice 2014 Kareo Inc Rev December 2014 66 b Override Group NPI If Bill with Group and Individual NPI was selected f
262. ractice 3 Use the Status Filter if necessary to sort the list 4 Once you find the schedule click on the name to open it Encounters 2014 Kareo Inc Rev December 2014 151 5 Click Modify Time Increment 6 Enter the default time increment in minutes This establishes the Base Unit 7 Click Save amp Submit To configure anesthesia settings on the procedures grid 1 On the Encounter window scroll to the Procedures section 2 If the Minutes column does not already appear on the Procedures grid be sure to add it Right click anywhere on the Procedures grid and select Customize Click on Minutes and drag it to the header row of the procedures grid just before the Units column Note that this is not a global setting each user must customize their Procedures grid Kareo determines that a procedure is anesthesia related by the Type of Service TOS entered on the procedure line namely 7 Anesthesia If you are using the procedure codes list provided within Kareo the TOS field has been pre set for you If you have added anesthesia related procedure codes to your code database you must be sure that the TOS field of the procedure code has been set to 7 Anesthesia see section New Procedure Code Encounters 2014 Kareo Inc Rev December 2014 152 Once configured enter an anesthesia related procedure code and then the minutes Kareo will automatically calculate and display the correct
263. raft The text includes a hyperlink that when clicked opens the Track Encounters Status task with the Drafts tab selected You have X Rejected Encounters that require further review If there is at least one encounter with a status of Rejected The X is replaced with the number of encounters with a status of Rejected The text includes a hyperlink that when clicked opens the Track Encounters Status task with the Rejected tab selected You have X Mobile Encounters that require processing If there is at least one mobile encounter with a status of For Review The X is replaced with the number of encounters with a status of For Review The text includes a hyperlink that when clicked opens the Mobile Encounters task with the For Review tab selected You have XX online payments to apply If you are a business office user and are enrolled in the Patient Billing service this is the number of patient payments made online ready to be applied There are X Patients scheduled for appointments today If there is at least one appointment matching today s date The X is replaced with the number of appointments that match today s date The text includes a hyperlink that when clicked opens the Daily Appointments task You can fax documents to kFax XXX XXX XXXX If the practice chooses to use the kFax service available through Kareo The X s are replaced with the
264. rance List Management When managing multiple practices within your Kareo account maintaining your master insurance list will ensure accuracy and eliminate repetitive data entry The master list you create in Kareo is available across all practices associated with your Kareo account Since a practice may need to add unique insurance records specific to their practice Kareo provides a setting allowing those insurance records to reflect only within the specified practice this setting is called the scope To edit the scope at which an insurance record can be viewed see section Edit Insurance Company The Company 2014 Kareo Inc Rev December 2014 28 You can set the scope of any insurance company or plan added to the master list All Practices The insurance company or plan is available to all practices associated with your Kareo account Practice Specific The insurance company or plan is only available to the practice you are currently logged into The application automatically tracks who added the record and will display this information when this records accessed in the future A new insurance company is set to All Practices by default A new insurance plan is set to Practice Specific by default 3 4 3 Insurance Companies 3 4 3 1 New Insurance Company To set up insurance companies 1 Click Settings gt Insurance gt Find Insurance Company Note To avoid duplication a best practice is to
265. rance Plan Limits the report by insurance plan Patient Limits the report by patient Payer Scenario Limits the report by payer scenario Payer Type Limits the report by payer type Payment Method Limits the report payment method Payment Type Limits the report by payment type Procedure Code Limits the report by procedure code Procedure s Free form text box that allows a user to filter a report by more than one procedure and or a procedure code range e g 99201 99203 99205 67095 Provider Limits the report by provider Referring Physician Limits the report by referring physician Rendering Provider Limits the report by rendering provider Resource Type Limits the report by resource type Responsibility Limits the report by currently assigned or ultimate responsibility Revenue Category Limits the report by revenue category Schedule Style Selects the style for printing appointments Normal or Fixed Time Slots Scheduling Provider Limits the report by scheduling provider Service Location Limits the report by service location Show A R Type Select A R Type Show Unapplied Show unapplied analysis Reports 2014 Kareo Inc Rev December 2014 252 Filter Name Filter Description Sort By Sorts the report by field Start Aging From Sets the date used for aging the receivables Last Billed Date Posting Date Service Date Status Limits the report by appointment or confirmation status St
266. rance companies and plans across all of your client practices 1 1 Installation 1 1 1 System Requirements Minimum Requirements The following are minimum system requirements for proper use of the application 2 GHz Intel Pentium 4 Pentium D or Core processor Microsoft Windows XP Professional Video card capable of 1024 x 768 screen resolution 17 Monitor or larger 1 GB RAM or greater Broadband Internet connection with speed of 768 Kbps or greater To print claim forms and various reports from the Kareo application you will also need access to a printer This could either be a network printer or a printer connected directly to your computer Recommended Requirements The following are recommended system requirements for best use of the application 1 8 GHz Intel Core2 i5 or i7 processor Microsoft Windows 7 Professional Video card capable of 1280 x 1024 screen resolution or greater 19 Monitor or larger dual monitors 2 GB RAM or greater Broadband Internet connection with speed of 1 5 Mbps down 768 Kbps up or greater TWAIN compliant scanner To print claim forms and various reports from the Kareo application access to a printer is required This could either be a network printer or a printer connected directly to your computer To process credit card payments by swiping a credit card a credit card reader attached to your
267. rance companies or service locations that have exceptions to your general claim settings You can set overrides to practice settings paper and electronic claim settings submitter number etc Click Add on the right to set overrides On the Override Claim Settings window check the Show advanced settings box to see more settings To add a pay to address for a specific payer 1 On the Claims Settings tab click Add on the right The Override Claim Settings window opens 2 Click the Insurance Company button The list of insurance companies opens 3 Double click on a payer to which you want to apply the pay to address override 4 To ensure that your NPI is submitted correctly to your specific payer confirm that the NPI scenario selected matches your scenario for the payer 5 Check the Show advanced settings box 6 Check the Override pay to address box 7 Enter the address to where payments are to be sent 8 In the Pay to Name field enter the name for the pay to address if desired 9 Click Save in the Override Claims Settings window 10 Click Save in the Edit Provider window The Practice 2014 Kareo Inc Rev December 2014 67 4 8 3 1 Override Claim Settings You can override claim settings for any insurance company or service location that has exceptions to your general claim settings You can set overrides for a practice paper and electronic claims and for a submitter num
268. rator can reactivate a provider so that the provider is once again included in enterprise wide reports and appears in the list of providers when a user logs into the system If you want to reactivate a provider please make note of the following You will be charged a monthly subscription fee for each provider based on the subscription edition and the type of provider Recurring subscription fees are due in advance each month pro rated subscription fees are due in arrears for any new providers added within a month If you ever decide to deactivate a provider you must do so by the last day of the month to avoid charges for the following month Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator To reactivate a provider 1 Click Settings gt Providers 2 Once you find the provider you want to reactivate double click to open it This opens the Edit Provider window 3 Click Activate at the bottom of the window 4 Follow the prompts to reactivate the provider 4 9 Service Locations Service locations are places where providers render medical services to patients This includes locations not at the same address as the main practice for example Satellite offices local hospita
269. re security policy options 1 Click Settings gt Options gt Security Policy Options 2 Select settings Password Policy Select password requirements Account Lockout Select the amount of simultaneous failed log in attempts a user can have before the user is locked out of his or her account Application Locking Select the length of inactivity after which the application is locked Support Contact Enter the contact phone and email address for lockout or password problems 3 Click Save 3 4 Insurance Lists 3 4 1 About Insurance Companies and Plans Kareo stores a single database of insurance information for your account If you manage multiple practices within your account a master insurance list ensures accuracy eliminates repetitive data and allows for detailed reporting Kareo organizes insurance information into two lists Insurance Company The insurance company represents a payer or network Blue Cross Blue Shield Cigna Medicare etc In Kareo the insurance company record stores general insurance company information as well as paper and electronic claim settings Insurance Plan The insurance plan represents a specific benefit plan group or program PPO POS HMO Healthy Families etc governed or administered by the insurance company In Kareo the insurance plan record stores the remit to address which is required for sending paper claims 3 4 2 Insu
270. reo Inc Rev December 2014 150 7 4 Billing CMS 1500 and UB 04 on Same Encounter If your practice bills for both CMS 1500 and UB 04 claims there may be some instances where you need to submit both claim formats on one encounter Kareo has a unique feature called the hybrid encounter that enables you to easily enter information one time avoiding double entry on an encounter that necessitates both claim formats The hybrid encounter becomes applicable under the following conditions 1 Your practice bills both CMS 1500 and UB 04 claims See section Encounter Options 2 The patient on the encounter has both primary and secondary insurance 3 The primary and secondary insurances each require a different claim format To complete information on the hybrid encounter see both sections New Encounter CMS 1500 and New Encounter UB04 7 5 Anesthesia Services If you are billing for anesthesia services there are specific settings that must first be configured within Kareo so that the charges will be correctly calculated on the encounter These settings are made in two areas 1 On the contract and associated fee schedule that govern charges being billed to specific payers 2 On the Encounter window Procedures section To configure anesthesia services settings on an existing contract 1 Click Settings gt Contracts and Fees 2 Click the Standard Fees tab or the Contract Rates tab to see a list of schedules for your p
271. ribes the procedure macro The Practice 2014 Kareo Inc Rev December 2014 88 Active Once you create a procedure macro this box is checked so that the procedure macro is available for use Unchecking the box will make the procedure macro inactive and unavailable for use with encounters Procedures Enter all applicable information for each column See section New Encounter 5 When finished click Save 4 13 2 Find Procedure Macro To find a procedure macro 1 Click Settings gt Procedure Macros 2 In the Look For search bar enter all or part of a keyword of the procedure macro You can choose to search by Name Procedures Active or Description 3 Click Find Now 4 Once you find the procedure macro double click to open it 4 13 3 Edit Procedure Macro To edit a procedure macro 1 Click Settings gt Procedure Macros 2 Once you find the procedure macro double click to open it 3 Make your changes Note that any changes made to procedure macros affect all users that use the macro when entering encounters so be careful that all users are in agreement with the changes prior to making them 4 Click Save 4 13 4 Delete Procedure Macro To delete a procedure macro 1 Click Settings gt Procedure Macros 2 Once you find the procedure macro click once to highlight it 3 Click Delete The Practice 2014 Kareo Inc Rev December 2014 89 4 14 Referring Physi
272. riod Note that charges adjustments receipts and outstanding balances included in this report are only those corresponding to the encounters in the reporting period since they only correspond to the encounters reported these items are not likely to match with other reports i e Key Indicators Summary Key Indicators Detail etc typically used for period reporting Those reports likely include payments receipts and balances for encounters posted outside of the reporting period b Status Select a specific encounter status or leave ALL to include all encounter status types c Service Location Select a specific service location or leave blank to include all service locations d Postal State Select a specific state or leave blank to include all states e Scheduling Provider Select a specific scheduling provider or leave blank to include all scheduling providers f Rendering Provider Select a specific Rendering Provider or leave blank to include all Rendering Providers g Default Rendering Provider Select a specific rendering provider or leave blank when not designating a default rendering provider h Payer Scenario Select a specific payer scenario or leave blank to include all payer scenarios i Department Select a specific department or leave blank to include all departments j Group report by Group the report results by designating a group value k Batch Enter a specific batch number or leave bl
273. riod b Batch Select a specific batch number or leave blank to include all batches Practices that assign individual posting batch numbers to users in order to track their activity can use this filter to monitor a user s daily activity 17 1 5 Company Wide Clearinghouse Reports Clearinghouse reports help you manage and monitor various billing workflow tasks from claim processing to posting payments These reports are generated on a daily weekly or monthly basis depending on the type of report While most users can view clearinghouse reports for their specific practice users who have permission to view company wide clearinghouse reports can see the reports from all practices within a company Company wide clearinghouse reports are accessed through the Settings menu Reports 2014 Kareo Inc Rev December 2014 229 To access company wide clearinghouse reports 1 Click Settings gt Company gt All Clearinghouse Reports 2 Click a tab to select the type of report you want to view see section Clearinghouse Reports 17 1 6 Master Audit Log To assist in staff management and patient privacy the Master Audit Log provides a centralized audit tool to track key changes made to patient encounter provider claim or account user records for a practice Anytime a change is made to those types of records the log will record the following Time The date and time the action was performed User The user who perfo
274. rmed the action Description A brief description of the action To generate the Master Audit Log 1 Click Reports gt Audit Log in the top menu 2 To filter your search select any of the following criteria at the top of the window Keyword Record Type User Date Range Once the information has loaded click on the expansion arrow by each line of action to view additional information on specifically what was changed For example if the address for a patient had been updated both the old and the new address would be shown so that you can easily compare the data Reports 2014 Kareo Inc Rev December 2014 230 17 1 7 Most Commonly Used Diagnosis Codes Report Report Purpose The Most Commonly Used Diagnosis Code report provides you the ability to identify the most utilized top 100 diagnosis codes in the practice Value Useful in identifying the most common condition s in the practice population This is especially helpful in negotiating risk contracts and for negotiating reimbursement rates In addition this report can be used to compile the most commonly used ICD 9 CM codes for mapping to ICD 10 CM codes Common Use This report is typically an on demand report and generated as required by the practice for analysis Kareo Recommendation Generate when negotiating risk contracts and determining the current morbidity of your patient population This report will also be use
275. rneys If the attorney is not in the list click New to add an attorney record See section The Company gt Other Lists gt New Attorney Patient Records 2014 Kareo Inc Rev December 2014 112 5 2 7 Workers Compensation The Workers Compensation tab on a patient case is used to add workers compensation information The Workers Compensation tab appears when certain payer scenarios for the case are selected for example Workers Compensation To enter workers compensation information 1 On the New Case or Edit Case window click the Workers Compensation tab 2 On the Workers Compensation tab enter the information See below 3 When finished entering all information for the case always click Save on each window until you are back at the Find Patient window Workers Compensation Tab a Workers Comp Office Name Click to select from the master list of workers compensation offices If the office is not in the list click New to add a workers compensation office See section The Company gt Other Lists gt New Workers Comp Office b Workers Comp Case Number Enter the case number assigned to the patient 5 3 Patient Eligibility 5 3 1 Patient Eligibility Setup Before using Kareo s patient eligibility feature it is recommended that you validate certain information to ensure the practice and provider records have been set up correctly in Kareo The correct setup depends on whether the prov
276. ronic Remittance Advice ERA 195 12 7 2 Move ERA 197 13 CAPITATED ACCOUNTS 198 13 1 New Capitated Account 198 Table of Contents 2014 Kareo Inc Rev December 2014 ix 13 2 Apply Payments to Capitated Account 199 13 3 Find Capitated Account 199 14 REFUNDS 200 14 1 Issue Refund
277. roviders referring physicians medical practice and organizations is intended or should be inferred
278. rt provides details on patient transactions for the reporting period including transaction type posting date service date procedure provider service location and outstanding balances Value Allows a practice to audit individual patient transactions for a given reporting period Common Use There are two primary uses for this report Allow the practice to audit patient financial transactions for a reporting period Allow the practice to provide a transactions detail at the request of the patient To access and customize the Patient Transactions Detail Report 1 Click Reports gt Patients gt Patient Transactions Detail 2 Select filters Reports 2014 Kareo Inc Rev December 2014 238 a Patient Either leave blank to report on all patients with financial transactions within the reporting period Or click the Patient box to select a specific patient in the Find Patient window b Procedure Either leave blank to show all procedures within the reporting period or enter a valid procedure code to limit the report to a specific code 17 1 13 Patient Balance Detail Report Report Purpose This report provides an individual patient balance detail for the report date including procedure code description charges adjustments insurance payments patient payments and where current balances stand pending insurance or patient balance Value Use this report to audit the current state of the pati
279. s 2014 Kareo Inc Rev December 2014 208 Step 2 Click Print A progress bar will appear Step 3 The system will ask if the document printed correctly Check the printed copy of the document If it printed correctly click OK If the document did not print correctly select No please print all pages again The system will then automatically resend the document to the printer Once the document has printed correctly make sure the radio button is set to Yes all of my pages printed correctly and then click OK 15 11 Delete Document To delete a document 1 Click Documents gt Find Documents 2 Once you find the document click once on it to highlight Note You can delete multiple documents at the same time The Shift key allows you to select a consecutive list of documents The Ctrl key allows you to randomly select multiple documents 3 Click Delete 2014 Kareo Inc Rev December 2014 209 16 Tasks Use the Tasks feature to track a work item that you would like to remind yourself or someone else to complete You can assign a task to a specific user and attach the task to certain records within the system i e patient record appointment encounter or payment 16 1 New Task To create a new task 1 Click Tasks gt New Task in the top menu 2 Enter information Assigned To Optional Click the Assigned To button to select a user to assign the task to or leave blank to indicate anyone c
280. s 4 8 4 Find Provider To find a provider 1 Click Settings gt Providers 2 In the Look For search bar enter all or part of a keyword for the provider You can choose to search by Name Office Phone Mobile Phone Home Phone NPI Active Type 3 Click Find Now 4 Once you find the provider double click to open it 4 8 5 Edit Provider To edit a provider 1 Click Settings gt Providers 2 In the Look For search bar enter all or part of a keyword for the provider and click Find Now 3 Once you find the provider double click to open it 4 Make your changes and click Save The Practice 2014 Kareo Inc Rev December 2014 71 4 8 6 Delete Provider To delete a provider 1 Click Settings gt Providers 2 In the Look For search bar enter all or part of a keyword for the provider and click Find Now 3 Once you find the provider click once to highlight it 4 Click Delete Note You can only delete a provider if the provider is inactive and there are no previous activities associated with the provider such as encounters claims appointment schedules etc 4 8 7 Deactivate Provider A Kareo application administrator can deactivate a provider so that the provider is no longer included in any of the enterprise wide reports and no longer appears in the list of providers when a user logs into the system All of the data previously
281. s gt Patient Portal You will be taken to the Patient Portal activation page To access Patient Portal 1 Click Settings gt Patient Portal OR Open a browser and type portal kareo com in the address bar 2 Click the For Doctors link at the bottom of the window 4 12 6 Patient Payments The Patient Payments feature gives practices the ability to capture credit card payments directly through Kareo The first time you click Collect Patient Payment you will be taken through a very brief set up to connect your Kareo account with Kareo s partner Stripe in order to be able to collect credit card payments note that only Kareo application administrators have permission to do this initial setup To enable or disable Patient Payments feature 1 Click Settings gt Patient Payments 2 Select Enable or Disable from the drop down menu To collect patient payment with a credit card 1 Open the patient s record or existing appointment 2 Click Collect Patient Payment to initiate the transaction The Practice 2014 Kareo Inc Rev December 2014 87 3 You will be asked if the patient is in front of you Click Yes or No There are different rates depending on whether you are taking a payment in person or over the phone for more information on why see Patient Payment FAQ 4 Optional Select Save this credit card on file to securely save the credit card information through Stripe and use it for future payme
282. s the practice no longer posts encounters in the reporting period Procedures reports the procedures for the encounters reported Charges reports the charges for the encounters reported Adjustments displays the adjustments posted against the encounters posted Receipts displays the receipts posted against the encounters posted Insurance Balance displays the sum of the balances of the encounters reported that is currently outstanding to Insurance Patient Balance displays the sum of the balances of the encounters reported that is currently outstanding to the patient Total Balance sum of the Insurance and Patient Balance Service Date Encounters reports the encounters with the Service Dates corresponding to the reporting period regardless of the posting date With this Date Type setting the value could change as encounters with the corresponding Service Dates are posted in the system Procedures reports the procedures for the encounters reported Charges reports the charges for the encounters reported Adjustments displays the adjustments posted against the encounters posted Receipts displays the receipts posted against the encounters posted Insurance Balance displays the sum of the balances of the encounters reported that is currently outstanding to Insurance Reports 2014 Kareo Inc Rev December 2014 2
283. seeing more than one patient at a time Enter the number of patients the provider is overseeing in addition to the patient on current encounter Note Kareo does not send this information electronically Start Time Beginning service time End Time Ending service time Line Note Service Line Note Used to add notes that may be required for certain procedures that are billed electronically If you enter a line note also add a reference code Ref Code Reference Code Drop down list of service line note reference codes supports EDI claim level notes Minutes If applicable enter the minutes used for anesthesia services The system defaults to the time increment defined in the contract record you can change it if necessary For anesthesia settings within Kareo see Anesthesia Services TOS Type of Service Drop down list of TOS codes used for selecting a TOS code other than the default for CMS 1500 print and electronic submissions Provider Drop down list of providers g Hospitalization Dates Click arrows to expand this section If patient was hospitalized due to a condition related to the encounter enter the Start and End Dates of the hospitalization h Miscellaneous CMS 1500 Click arrows to expand this section The Miscellaneous fields can be used to enter the following Encounters 2014 Kareo Inc Rev December 2014 143 Submit Reason Leave at the default 1 unless specifically requested
284. sing An encounter is tracked by one of five statuses Draft Not yet completed Review Completed ready for approval Approved Reviewed and approved Rejected Needs clarification or corrections Unpayable Does not get billed to an insurance company or patient 7 1 Encounter Audit Log To assist in staff management and patient privacy the Log tab on an encounter record provides the tracking of key changes made to the record Anytime a change is made to an encounter record the log will record the following Time The date and time the action was performed User The user who performed the action Description A brief description of the action To view the encounter log 1 Click Encounters gt Find Encounter in the top menu 2 Once you find the encounter double click to open it 3 Click the Log tab If any changes were made to the encounter record a list of changes will be shown Click on the expansion arrow by each line of action to view additional information on specifically what was changed For example if the dates of service were changed on the encounter both the old and the new service dates would be shown so that you can easily compare the data Encounters 2014 Kareo Inc Rev December 2014 138 7 2 New Encounter CMS 1500 You can create an encounter in several ways Click Encounters gt New Encounter in the top menu Open a
285. sit www usps com ncsc lookups usps_abbreviations htm Punctuation amp Characters Always use upper and lowercase letters when entering new data e g Samsun Health Clinic Enter acronyms in all capital letters without periods e g ABC Company Use of periods in other data entry field such as middle initials or street addresses is optional however it is important to remain consistent Separate month day and year with the forward slash e g 3 15 10 Do not use a colon asterisk or tilde in any data entry field these characters can cause claim rejections Use a period instead 1 3 2 Search Tips The following search tips apply to finding records quickly in any list view of the Kareo workspace See also Record Search Name Search For best results always use a single keyword when searching for a person s name for example first or last name whichever is least common If you are not sure of the correct spelling of a name enter a partial name This will return a list of all names that includes the letter combination you entered For example entering Dav may return Davidson Davis Davinport McDavid etc Number Search Get Started 2014 Kareo Inc Rev December 2014 5 When searching a zip code Social Security number or phone number use a full or partial number string without dashes or diagonal symbols Code Search When searching procedure
286. st be at Ready to send claims in order for it to appear as a line item on the paper claim If you are batch printing multiple claim types select the Claim Type for the first batch see below After those are printed you will see the Print Paper Claims window again Select another Claim Type change the paper in the printer and click Print Claims for the rest of the batch Claim Processing 2014 Kareo Inc Rev December 2014 167 After printing a paper claim or batch of claims you will be prompted with a dialogue box The Printing is complete Has the form printed correctly Clicking yes changes the status of the claim to Pending insurance If the alignment is off on the printed claim you can adjust the alignment within Kareo see below See also the FAQs about the new CMS 1500 form version 02 12 To print a single claim 1 Click Encounters gt Track Claim Status The Find Claim window opens 2 In the search bar enter all or part of a keyword and click Find Now You can also sort by clicking on a column header 3 Once you find the claim you want to print click once on the claim to highlight it 4 Click Action and select Print paper claim The standard Print dialogue window opens 5 Select your printer and click Print 6 When prompted with The Printing is complete Has the form printed correctly Click Yes You have checked that the claim has printed correctly and the s
287. st of payer scenarios within the application however you can customize the list according to the workflow and reporting needs of your company Key benefits of payer scenarios Provides a simple categorization scheme for billing situations Filter and group various reports by payer scenario Configure specific payer scenarios as unpayable meaning any charges associated with the payer scenario are not billed to patients Disable sending patient statements for charges associated with specific payer scenarios To add a new payer scenario 1 Click Settings gt Other Lists gt Find Payer Scenarios on the top menu Note To avoid duplication a best practice is to first search the database to see if the payer scenario already exists in the system 2 If the payer scenario is not in the system click New at the bottom 3 In the Name field enter a name for the payer scenario The Company 2014 Kareo Inc Rev December 2014 53 4 In the Type field select the payer scenario type from the drop down menu Note that any charges associated with a payer scenario type set to Unpayable will be excluded from claims generated by encounters instead once an encounter has been approved it will be placed under the Unpayable tab of the Encounters window Unpayable encounters can be tracked through certain reports but the charges will not be reflected in patient or insurance balances 5 At the Send patie
288. sting a Payment from an ERA After reviewing a report and no further action is needed it is recommended to mark the report as reviewed by clicking Mark as Reviewed at the bottom of the report Note An EOB Explanation of Benefits contains the same information that is included in an ERA Electronic Remittance Advice The ERA is used to post payments the EOB is simply in the original format provided by the payer and can be printed for your records 10 1 Print Clearinghouse Report To print a clearinghouse report 1 Click Encounters gt Clearinghouse Reports 2 Locate the report you want to print and double click to open it 3 Click Print at the bottom of the window The standard Windows Print dialog box opens 4 Select your printer and printing options Note If the report is wide select the Landscape printing option Clearinghouse Reports 2014 Kareo Inc Rev December 2014 178 10 2 Save ERA Report to File You can save an Electronic Remittance Advice ERA report as an ANSI 835 text file This can be useful for archiving ERAs on your hard drive as well as loading ERAs into the Medicare Remit Easy Print MREP software program The Medicare Remit Easy Print software program is useful for searching and generating reports from your ERAs To save an ERA report to file 1 Click Encounters gt Clearinghouse Reports 2 Locate the ERA report you want to save to file and double click to open it 3
289. sting one to save data entry time When an encountered is copied the system copies all data in the encounter except the patient appointment and dates of service To copy an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Find the encounter you want to copy and click on it once to highlight it 3 Click Copy at the bottom of the window Important Use of this feature is optional and your practice acknowledges that the responsibility for auditing a newly created encounter falls solely with you as an end user Federal and State False Claims Acts do place the obligation on the person that processes the claim to ensure the accuracy and completeness of the data prior to submission for reimbursement Kareo recommends the following best practices when utilizing this feature 1 Confirm that all the service dates have been updated and are accurate for the new encounter 2 Verify that the patient s coverage is up to date insurance company authorizations and ID numbers 3 Confirm that all providers rendering referring and supervising and the service location copied from the previous encounter still applies to the new encounter 4 Validate that all Procedures Diagnosis and Modifier codes are consistent with the documentation in the patient s medical chart Encounters 2014 Kareo Inc Rev December 2014 154 7 8 Manage Encounters 7 8 1 Track Encounters From the Find Encounter window y
290. story with the practice to them Note that the Patient Transactions Detail Report provides more information though each practice can determine which version is more appropriate for such a patient request This report provides current outstanding balances insurance and patient similar to the patient s statement and is typically what patients are looking for when requesting for a financial ledger To access and customize the Patient Financial History Report 1 Click Reports gt Patients gt Patient Financial History 2 Select filters a Patient Either leave blank to report on all patients with financial activity within the reporting period or click the Patient box to select a specific patient b Procedure Either leave blank to show all procedures within the reporting period or enter a valid procedure code to limit the report to a specific code Reports 2014 Kareo Inc Rev December 2014 240 17 1 15 Payments Summary Report Report Purpose This report provides a summary of the payments received by the practice for a designated reporting period Value Use this report to get a quick breakdown of the payments received by the practice for a reporting period Common Use As part of a practice s period report day month quarter or year Kareo Recommendation Though this is more of a basic report custom options allow a practice to analyze day to day payment trending by generating the report by Post Date
291. t 231 17 1 10 Encounter Detail Report 233 17 1 11 Encounter Summary Report 235 17 1 12 Patient Transactions Detail Report 237 17 1 13 Patient Balance Detail Report 238 17 1 14 Patient Financial History Report 239 17 1 15 Payments Summary Report 240 17 1 16 Payments Application Report
292. t enter the alert message Note that this message is a window message only and will not be printed on the patient statement 4 If you want to make this collection category the default category click Set As Default on the bottom of the window Caution Be very careful about setting a new category as the default Once a new category has been selected as the default all new patients added to Kareo will automatically be placed in this category so be sure this is what you really want 5 Click Save 3 6 3 2 Find Collection Category To find a collection category 1 Click Settings gt Other Lists gt Find Collection Categories 2 In the Look For search bar enter all or part of a keyword You can choose to search by Name or Description 3 Click Find Now 4 Once you find the collection category double click to open it 3 6 3 3 Edit Collection Category Record To edit an employer 1 Click Settings gt Other Lists gt Find Collection Categories 2 Once you find the collection category double click to open it 3 Make your changes and note the following Dunning Message Any changes you make to the Dunning Message text box will be printed on all future statements for patients who fall within the collection category and only when the Send Statements checkbox is checked See New Collection Category for more information Alert Message Any message that you add to the Alert Message text box wil
293. t Track Claims Status Ctrl Shift D Daily Calendar Appointments gt Daily Calendar Ctrl Shift W Workweek Appointments gt Workweek Calendar Dashboard 2014 Kareo Inc Rev December 2014 14 Shortcut Key Function Corresponding Menu or Task Bar Function Calendar Ctrl Shift K Weekly Calendar Appointments gt Weekly Calendar Ctrl Shift M Monthly Calendar Appointments gt Monthly Calendar Ctrl Shift O Open Practice Practice gt Open Available only if you have access to more than one Practice Down Arrow Advance to next record Clicking the right arrow in the lower right of the Task Bar in an open window Up Arrow Return to previous record Clicking the left arrow in the lower right of the Task Bar in an open window End Advance to last record Clicking in the page number box in the lower right of the Task Bar in an open window and typing the last page number Home Return to first record Clicking in the page number box in the lower right of the Task Bar in an open window and typing 1 Page Down Advance to next 20 records n a Page Up Return to previous 20 records n a Tips For security and privacy reasons it is a good habit to lock the Kareo application when you step away from your computer Esc Key If you are in the record detail view pressing the Esc key has the same effect as clicking the Cancel button on the bottom Task Bar If you are in any other type of
294. t a case you will receive an automated return email with an assigned case number You will then receive a follow up email from a Kareo customer Support team member who will be working in your case You can view and add comments to an existing support case directly from the Kareo Help menu Click Help gt View Support Cases Call Please have your company information ready 1 888 775 2736 2014 Kareo Inc Rev December 2014 257 19 Manage Your Account You can make changes at any time to your support plan billing address payment information and account cancellation all through the Help menu in the Kareo application To make changes to your account 1 Click Help gt Manage Account 2 Click any of the following Change Support Plan You can change the support plan associated with your Kareo account Any changes you make will be reflected in your next monthly invoice unless you have previously signed up for a support plan with a longer term commitment See also section Customer Support Change Billing Address Enter your new billing address that you would like Kareo to use when mailing the monthly invoice for your Kareo Account Change Payment Information Enter the new payment information that you would like Kareo to use to process monthly payments on your Kareo account Note Kareo cannot process payments with the changes you make unless the name on card and address match the information on fi
295. t in the system click New at the bottom 3 Enter the following information Name Enter a name for the new collection category Description Optional Enter a brief description for the collection category Send Statement Checking this box will prompt ongoing patient statements to be sent to any patients who fall within this collection category until the collection category is removed from the patient record Dunning Message Adding a message here will prompt this message to be printed on all future patient statements for patients who fall within this collection category message should not exceed 250 characters including spaces Note that when printing patient statements this message will replace any message that might have been entered in the Global Message 1 text box The Company 2014 Kareo Inc Rev December 2014 55 within the Patient Statement Options task but only for patients who have been placed in this collection category and only when the Send Statement checkbox is checked Show Automatic Alert Checking this box will prompt an alert message to appear on various records for patients who have been placed in this collection category At the top of a patient record encounter record claim record appointment record and under the Collection Alert column of the Send Patient Statements wizard See also section Patient Collection Category Alert Message If using Show Automatic Aler
296. t is automatically generated by the system to help you track your work and guide you through business processes Below is an example of the list of items that may be displayed by the system along with a description of the conditions that cause the item to be displayed Note What may actually appear in your To Do List depends on your user Medical Office user or Business Office user and the user permissions set by your Kareo application administrator Before you start billing for services Task Description Task may display Launch the New Practice Setup Wizard to finish setting up your practice If the New Practice Setup Wizard was not completed for setting up a new practice Enter the Contact Information for the medical practice If any of the following fields in the medical practice s record are blank Employer ID Address Phone or Fax The text includes a hyperlink that when clicked opens the task that enables you to change the contact information for the practice Add one or more providers associated with the medical practice If no providers have been entered for the practice The text includes a hyperlink that when clicked opens the Find Provider task where you can add one or more providers to the practice Configure the Electronic Claims Options for the medical practice To alert the administrator or other designated staff member that the electronic claim settings need to be configured The text includes
297. t or encounter record You can also store documents in the Documents storage area of the application and then attach a page or the entire document to a record at any time 15 1 Document Viewer When viewing a document in the document viewer you can adjust the view in various ways See below for the document viewing tools Documents 2014 Kareo Inc Rev December 2014 203 a Click to zoom in and out of the document You can also zoom in and out using your keyboard Press and hold the Ctrl key the cursor to a magnifying glass then click on the left mouse button to zoom in or click the right mouse button to zoom out b Click to fit the full page within the document viewer c Click to rotate the document by 90 degrees d Click to view the document in full screen mode To exit full screen mode click Full Screen again e Click to view next page Single arrow jumps to next or previous page double arrow jumps to beginning or end of the document To advance to a specific page type page number in the page number box and press Enter on your keyboard f When the document is larger than the viewing area the curser changes to the hand tool press and hold with left mouse button to move the page around in any direction g When the document page is larger than the viewing area use the scroll bars to move the page up or down and left or right 15 2 Add Document from File Documents can be uploaded into Kareo and either
298. tated Account To apply a payment to a capitated account 1 Click Encounters gt Find Capitated Accounts 2 Once you find the capitated account double click on it to open 3 Select one or more payments that are associated with the capitated account and apply an amount to each payment Click Add at the bottom The Select Payment window opens Locate the payment that is associated with the capitated account double click on it to select Click in the field under the Capitated Amount column Enter the amount from the payment that is to be applied to the capitated account and press Enter on your keyboard Repeat this step to add all or a portion of another payment to the account 4 Click Save 13 3 Find Capitated Account To find a capitated account 1 Click Encounters gt Find Capitated Accounts 2 In the Look For search bar enter all or part of a keyword of the capitated account You can choose to filter by Capitated Account ID or Capitated Account Name 3 Click Find Now 4 Once you find the capitated account double click to open it 2014 Kareo Inc Rev December 2014 200 14 Refunds Use Refund tasks to manage refunds to insurance plans and patients for overpayment of medical claims 14 1 Issue Refund Use Refund tasks to manage refunds to insurance plans and patients for overpayment of medical claims To issue a refund 1 Click Encounters gt Find Payments 2
299. tatus of the claim will change to Pending insurance Click No You have checked that the claim has not printed correctly and the status remains Ready to send claims To print multiple claims 1 Click Encounters gt Print Paper Claims in the top menu The Print Paper Claims window opens 2 Select the details Select a start date Claim Processing 2014 Kareo Inc Rev December 2014 168 Insurance Print for all insurance companies or click Insurance to select a specific company Patient Print for all patients or click Patient to select a specific person Payer Scenario Print for all payer scenarios or click the drop down menu to select a specific scenario e g Medicare PPO Workers Comp etc Claim Type Select the claim type to correspond with the form you want to print If you are batch printing multiple claim types select the Claim Type for the first batch After those are printed you will see the Print Paper Claims window again Select another Claim Type change the paper in the printer and click Print Claims for the rest of the batch Optional Check Include settled claims if desired 3 Click Print Claims The standard Print dialogue window opens 4 Select your printer and click Print 5 When prompted with The Printing is complete Has the form printed correctly Click Yes You have checked that the claim has printed correctly and the s
300. tatus of the claim will change to Pending insurance Click No You have checked that the claim has not printed correctly and the status remains Ready to send claims To adjust printer alignment 1 Click Settings gt Options gt Change Printer Alignment The Printer Alignment window opens 2 Enter the offset in inches for each printing format Left Offset This is from the left margin A positive value will shift the data to the right a negative value will shift the data to the left Top Offset This is from the top margin A positive value will shift the data down a negative value will shift the data up 3 Once you have entered the values click OK 4 Return to printing paper claims Repeat as needed until alignment is correct Claim Processing 2014 Kareo Inc Rev December 2014 169 8 7 Submit Electronic Claims To submit electronic claims 1 Click Encounters gt Track Claim Status in the top menu 2 From the top left drop down menu select Ready to submit electronic claims and click Find Now A list is displayed of claims ready to be sent electronically 3 Review the claims and when ready click Submit E Claims on the bottom of the window 4 Once electronic claims have been submitted they will be marked with a Pending status on the Find Claims window until payment is received 2014 Kareo Inc Rev December 2014 170 9 Claim Reje
301. te a procedure modifier code 1 Click Settings gt Codes gt Find Procedure Modifiers 2 Once you find the code click once to highlight it 3 Click Delete 3 5 3 Procedure Categories 3 5 3 1 New Procedure Category The purpose of creating procedure categories is so that you can link procedure codes to them and then generate the Contract Management Summary Report and Contract Management Detail Report based on specific procedure categories see the Payments Reports section The Company 2014 Kareo Inc Rev December 2014 46 To add a new procedure category 1 Click Settings gt Codes gt Find Procedure Categories on the top menu Note To avoid duplication a best practice is to first search the database to see if the procedure category already exists in the system 2 If the procedure category is not in the system click New at the bottom 3 In the Name field enter a name for the procedure category avoid abbreviating procedure category names when possible 4 In the Description field enter a description of the procedure category 5 In the Notes field if desired enter any notes 6 Click Save 3 5 3 2 Find Procedure Category To find a procedure category 1 Click Settings gt Codes gt Find Procedure Categories 2 In the Look For search bar enter all or part of a keyword You can choose to search by Code Official Name Local Name or Type of Service Code 3 Click Find Now
302. ted for injuries sustained from an auto accident that is covered under one insurance policy yet that patient may receive treatment during the same visit for a condition unrelated to the auto accident and for which a different policy is billed Separate cases should be created for each policy type Patient cases also simplify how claims are processed when a case involves an attorney lien or workers compensation claim For example you could have an existing patient that has been previously seen for an illness and who later sustains an injury at his place of employment that may involve a worker s compensation claim How claims are handled for each of these two cases is quite different When you create a new patient a default case is automatically created you can add insurance policy information to this default case or create a specific type of case that includes insurance policy information details about the patient s condition authorization information and if applicable attorney and workers compensation information 5 2 1 New Patient Case There are two scenarios where you can add one or more cases to a patient record Either at the time of creating a new patient record or adding a case at a later time to an existing patient record Information associated with a case is organized under three tabs General Condition and Authorizations While the General tab of a new case includes basic information about the case it s also where you would
303. ted from the patient record If blank click the button to choose a provider d Active Checked by default If at any time you want to make this case inactive uncheck this box e Send patient statement Checked by default This will prompt statements regarding this case to be sent to the patient Uncheck to exclude statements relating to this case from being sent f Payer Scenario Select a scenario from the drop down menu g Show expired policies Unchecked by default Check this box if you want to see expired insurance policies for this case h Insurance Manage insurance policies for this case Add To add an insurance policy to the case click Add See section Add Insurance Policy Edit To edit an insurance policy for this case click once on the policy and click Edit Patient Records 2014 Kareo Inc Rev December 2014 108 Remove To remove an insurance policy from this case click once on the policy and click Remove A policy cannot be removed if related to a claim i Order Two or more insurance policies for a case are listed in the order in which they are to be billed To change the order highlight the policy you want to move and click Move Up or Move Down 5 2 2 Add Self Pay Case To add a self pay case to a patient record 1 In the New Case window type Self Pay in the Name field 1 Select Self Pay in the Payer Scenario drop down menu 2 Click Save
304. ter information Document Label Select from the drop down menu Name Enter a name for the document Status Select from the drop down menu Notes Enter any notes if desired 7 Click Add To attach a scanned or faxed document to a record 1 Click Documents gt Find Documents 2 Once you find the scanned or faxed document double click on it to open This opens the Edit Document window 3 Click Process at the bottom of the window This opens the Process Document window 4 At the Show unprocessed pages only box check if you want to see only unprocessed pages not previously attached pages Note Once a page has been processed it will be dropped off the paged list and be hidden from view Simply clear the checkbox to see all pages in a document 5 Under the Pages column select one or more pages you want to attach See also section Document Viewer 6 Enter information Documents 2014 Kareo Inc Rev December 2014 206 Action Select an action from the drop down menu Label Select the document label from the drop down menu Name Enter a name for the document Record type Select the record type from the drop down menu Also select the specific record to which you want to attach the document Page Status Select the page status from the drop down menu Notes Enter any notes if desired 7 Click OK 15 6 Show All Documents for
305. th the patient b List of transactions as payment is being applied c Patient name and ID d Paid Enter the amount you want to apply to the service line e Status How any remaining balance will be handled after the payment has been applied You can override Default by selecting an action from the drop down list Optional Select a Status reason code from the drop down list on the right f Note Optional Enter any free form notes as necessary 12 7 Automatic Payment Posting 12 7 1 Apply Payments from Electronic Remittance Advice ERA Payments received electronically from ERA s can be applied automatically The automatic posting supports denials reversals underpayments over payments and other complex electronic remittance scenarios If you have an ERA that includes payment to another billing system see below on how to address that scenario within Kareo Payment Posting 2014 Kareo Inc Rev December 2014 196 To apply payments 1 Click Encounters gt Clearinghouse Reports 2 Click the Electronic Remittance tab 3 Double click a report 4 Review the ERA report 5 Click Post Payment on the bottom of the window This displays the New Payment window On the Apply tab payments and adjustments are automatically populated in the corresponding fields 6 Make any necessary changes See Tips 7 Optional Click the General tab to enter a batch number Batch numbers are helpful for running r
306. that governs the procedure you can change it if necessary Total Charge Automatically calculated by Kareo and is the total amount of units multiplied by the unit charge Apply Payment If a payment was entered on the encounter enter the amount in the Apply Payment field If there are multiple procedure lines enter the amount of the payment to apply to each line Note You cannot apply an amount that is greater than the total payment This means the sum of the Apply Payment column on all procedures must be less than or equal to the total payment amount entered under the Payments section of the encounter Patient Resp Patient Responsibility An amount is automatically entered here if 1 Kareo settings have been configured to automatically bill missed copays 2 Patient only has ONE insurance policy that covers the case being treated 3 A copay due was entered on the patient s insurance policy record If a copay was missed Kareo will automatically bill the patient concurrently with the insurance billing process You can also manually enter an amount to transfer a portion of the charges to the patient Note This column is hidden if the practice has opted not to bill patients for missed copays concurrently with the insurance billing process See also Encounters 2014 Kareo Inc Rev December 2014 142 Column Header Description Enter Copays Concurrent Procedures For Anesthesia services if provider is over
307. the download Note If you don t want to install the update click the X in the upper corner of the message window 2 When the download is complete you will see the message Congratulations Your new version has downloaded successfully The new version will now be installed Follow the prompts to install the updated software Get Started 2014 Kareo Inc Rev December 2014 3 1 2 User Login 1 2 1 Kareo Login with User ID Password To log in to the application 1 Click Start gt All Programs gt Kareo gt Kareo or locate the Kareo icon on your desktop and double click it 2 On the Sign In window enter your user name and password 3 Click Sign In Note If you have not yet set up a practice the New Practice Setup Wizard will automatically launch 1 2 2 Password Change If you want to change your password you must first log in to the application When creating your password we recommend using the Password Reminder feature This feature allows you to create a security question and secret answer at the Sign In window click Forgot your password and you will be prompted to enter the correct answer to your security question To change your password 1 Log in to Kareo 2 Click Help gt Change Password in the top menu 3 In the Old Password box enter your existing password the one that you used to sign in to the application 4 In the New Password box enter a new password 5 In the Confirm
308. the encounter double click to open it 7 10 Edit Encounter An encounter can only be edited if it s in the Draft Review or Rejected stage you should not attempt to edit an encounter once it s been approved There are however two exceptions to this rule If an encounter is in the Approved stage but the claims generated from the approved encounter have not yet been billed a user with appropriate permissions can unapprove an encounter by clicking the Unapprove button on the bottom menu bar This deletes all claims associated with the encounter and sends the encounter back to the Review stage from there the encounter can be edited If an encounter has already been billed but a rejection from Kareo the clearinghouse or payer has been received the encounter record can be opened from the clearinghouse report and necessary edits can be made The claims associated with the encounter are then rebilled For more information about editing and rebilling claims see Edit Claims To edit an encounter 1 Click Encounters gt Find Encounter in the top menu 2 Click a tab to search various stages of the encounter process Select the All tab if you re unsure 3 In the Look For search bar enter all or part of a keyword and click Find Now 4 Once you find the encounter double click to open it 5 Make the changes and select the appropriate action on the bottom menu bar Encounters 2014 Kareo Inc
309. tional Select a reason from the drop down list then click Add To remove a reason right click on the reason and click Delete Note A list of appointment reasons is only available if one has been set up See section Add Appointment Reasons Patient Records 2014 Kareo Inc Rev December 2014 105 c Resources Select one or more resources from the drop down list you want to schedule for this appointment and click Add To remove a resource right click on the resource and click Delete d Confirmation Status Scheduled is selected by default If you choose select another option from the drop down menu these statuses can be used to track appointment work flow e Case Click to add one or more cases if not yet recorded on the record f Authorization If an authorization number assigned by the patient s insurance company has already been entered that number will appear here If required for the visit click the Authorization button to select it double click to select g Date Time Select the start and end date times h Recurrence Click to set the appointment to recurring i Notes Optional When notes are entered a symbol will appear on the calendar to alert staff to check the appointment notes 5 2 Patient Cases Patient cases are created to manage insurance policy selection as well as the order in which two or more insurance plans are billed For example you may have a patient that is being trea
310. tity Bill with SSN Select if the provider is credentialed with this payer to send claims using the provider s Social Security Number SSN This might be the case if your practice is a sole proprietorship and has not been assigned an EIN from the IRS f Override EIN or Override SSN Override EIN Check this box if you previously selected Bill with EIN in the Tax ID field and you need to send claims for this provider with an EIN that is different than the EIN entered under Practice Information Enter a different EIN in the field provided Override SSN Check this box if you previously selected Bill with SSN in the Tax ID field and you need to send claims for this provider with an SSN that is different than the SSN entered under the Provider record Enter a different SSN in the field provided g Show advanced settings Check this box to view additional options h Practice Settings Override practice name Check this box if you want to send claims with a different practice name than entered under Practice Information Enter different name in the field provided Override practice address Check this box if you want to send claims with a different address than entered under Practice Information Enter a different address in the field provided Pay to Name This field becomes available when you enable the Pay To Address box See Claim Settings i If the payer requires legacy group or provider numbers
311. udication date on payment received from primary payer When DME related procedure codes are used on an encounter record referring physician s address under the General tab of the referring physician s record a Reason for rejection b Click to access the encounter record c Click to access the specific claim associated with the encounter record Claim Rejections 2014 Kareo Inc Rev December 2014 174 9 3 Clearinghouse Report Prior to transmitting claims to the payer the clearinghouse runs a series of checks for missing or invalid payer required information When detected the claim will be rejected so that you can make the necessary corrections The clearinghouse report includes both rejections and acknowledgements For the most common rejections and resolutions see the Kareo Claim Rejection Troubleshooting Guide Note If a claim is rejected from the clearinghouse all claims associated with the encounter are rejected Example of Clearinghouse Checks Missing or invalid Practice or Service Location primary and secondary IDs Missing or invalid ID qualifiers Missing submitter IDs when payer requires a unique submitter ID Missing or invalid payer ID Missing or invalid procedure modifier or diagnosis code Missing or invalid adjustment code Missing or invalid subscriber s identification number policy number Missing provider specialty code a Cli
312. ules Optional Set rules for the following by checking the appropriate box Note In order for timeblock rules to be enforced enforcement must be set under Appointment Options Allow overbooking Multiple appointments are allowed during the timeblock Limit to Limit the amount of appointments allowed during the timeblock Select the number from the drop down menu Display explanation for denied appointments Enter the explanation for the denied appointment this message will be displayed to the person who attempts to schedule an appointment that breaks the timeblock rules e Color Code Optional Click to open the color pallet and select the color for the timeblock f Notes Optional Enter any notes about the timeblock Appointment Scheduler 2014 Kareo Inc Rev December 2014 132 Permitted Locations Tab a Allow All Default setting Select to apply timeblock to all service locations b Allow Only Specific Locations Select to apply timeblock to one or more specific service locations In the drop down menu select a service location and click Add To remove it from the list right click on the service location in the box and click Delete Note Service Locations must be set up in order to appear in the drop down menu See New Service Location Permitted Reasons Tab a Allow All Default setting Select to scheduling during a timeblock for any reason b Allow Only Specific Reasons Select t
313. urses how to videos how to articles FAQs and user guides Simply enter a search term and you can choose from a list of all related items Visit the Kareo Help Center http www kareo com help Training amp Support 2014 Kareo Inc Rev December 2014 255 Community Forum The User Community gets you in touch with your peers Exchange best practices or get answers from experienced Kareo users You can access the forum with your Kareo login and password https help kareo com community boards Kareo Blog and Industry Webinars The Kareo Blog offers information about our products our partners amp competitors medical billing healthcare information technology and more We offer complimentary Webinars with industry experts to help you be successful in medical billing and practice management Visit the Kareo Blog at http www kareo com blog Training amp Support 2014 Kareo Inc Rev December 2014 256 18 2 Customer Support Hours of Operation Mon Fri 6am 5pm Pacific Time excluding national holidays Chat To start a chat session visit http www kareo com help contact and click Chat With Live Support Now Submit a Support Case To submit a support case through the Help Center visit http www kareo com help contact and click Submit a Support Case To submit a support case through the Kareo application click Help gt Submit Support Case in the top menu When you submi
314. us reason code from the drop down list on the right n Note Optional Enter any free form notes as necessary Tips When entering a payment from an EOB enter the information exactly as it appears on the EOB This information will be packaged and sent electronically to any secondary payers To manually search for a patient or encounter Select either Add Encounter or Add Patient In the blank field to the right press Enter on your keyboard This opens the Find window Once you find the patient or encounter double click the line item to add it to the New Payment record 12 6 3 Apply Payments from Patient or Other Payers After a payment has been entered see section Enter Payments from Patient or EOB the appropriate amounts of the payment are applied to the service lines within the Kareo system To apply payments 1 After payment information has been entered on the General tab click Apply Now 2 On the Apply tab select a service line and enter payment amount See below 3 Once payment has been applied do one of the following Click Next Line to move to the next service line Click Add Patient to select another patient Click Save amp New to save the payment record and enter a new payment Click Save to save the payment record Payment Posting 2014 Kareo Inc Rev December 2014 195 You can use your Tab key to navigate to each field a Lines of service associated wi
315. uto calculates fees based on a percentage of Medicare rates that you select the Medicare rates are based on your service location see Tips below b If you selected to base the fees on Medicare rates enter a percentage and select the rates you want to base the fees on c Enter procedure codes separated by commas and click Add d Base Units This option appears when adding procedures related to anesthesia and supports anesthesia billing Select the default time increment for billing To set the default time increment for the base unit complete the contract rates and then see section Anesthesia Services e Modifier Optional Select a modifier from the drop down menu f Your Fee Manual entry of fees g Medicare Displays the Medicare rates of the procedure for easy comparison h To delete a procedure check the box and click Delete selected procedures at the bottom i Click arrows to navigate between multiple pages j Click Continue to complete the fee schedule 6 Finalize the contract Enter the Effective Start Date and Effective End Date Enter a number in the e Claims No Response Trigger box This is the number of days after which the system will alert you when payments for electronic claims have not been received Kareo recommends 21 days Enter a number in the Paper Claims No Response Trigger box This is the number of days after which the system will alert you when payments for pape
316. ve access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator Medical Office Workflow Business Office Workflow Dashboard 2014 Kareo Inc Rev December 2014 13 2 6 Keyboard Shortcuts To help speed data entry several keyboard shortcuts are available for performing some of the more common functions within the Kareo application Shortcut Key Function Corresponding Menu or Task Bar Function Esc Cancel or Close Clicking Cancel on the bottom Task Bar or the X in the top right of an open record F1 Online Help Help gt Kareo Help Shft F1 Kareo Support Website Help gt Kareo Support Website F2 New Patient Patients gt New Patient F3 New Appointment Appointments gt New Appointment F4 New Encounter Encounters gt New Encounter F5 New Payment Encounters gt Receive Payment F6 Scan Document Documents gt Add Document from Scanner F7 Find Patient Patients gt Find Patients F8 Find Appointment Appointments gt Find Appointment F9 Find Encounter Encounters gt Find Encounter F10 Find Payment Encounters gt Find Payments F11 Find Document Documents gt Find Documents F12 Find Tasks Tasks gt Find Tasks Ctrl S Save Clicking Save in the bottom Task Bar of an open record Ctrl L Lock Practice gt Lock Ctrl Shift C Track Claim Status Encounters g
317. w A R by Insurance Plans A R by Patients On Claims submitted over 120 Days based on defined filter setting on the Show Aging by and the defined aging reference date As of Total Outstanding A R Summary View A R by Insurance Plans A R by Individual Insurance On Gross Outstanding A R Credit A R Summary View A R by Insurance Plans No Displays the current Credit Balance overpayment posted for the payer or account Reports 2014 Kareo Inc Rev December 2014 225 Column Header Available In Default Setting Description Comments A R by Patients Unapplied A R Summary View A R by Insurance Plans A R by Patients No Displays the current Unapplied Balance for the payer or account ID A R by Insurance Plans No Refers to the system generated Insurance ID If you have multiple insurance plans with similar names utilizing the Insurance ID helps you identify the correct plan Name A R by Insurance Plans A R by Patients Yes If in the A R by Insurance Plan refers to the plan name If in the A R by Patients refers to the patient name Last Paid A R by Insurance Plans A R by Patients Yes Displays the last payment made by the responsible party insurance or patient Current Balance A R by Insurance Plans A R by Patients Yes Claims submitted within the last 30 Days based on defined Show Aging by and the de
318. window enter information Document Label Select from the drop down menu Document Name Enter a name for the document 3 Select scan settings Source Scanner Select the scanner you wish to use from the drop down list The list includes all known scanner devices installed on your local computer Page Size Select the page size for the document you wish to scan if your scanner supports other than letter size documents Color Mode Select the color mode if your scanner supports scanning in color This list will include the known color modes as set forth by TWAIN scanner interface standards and as supported by the selected scanner Resolution Select the resolution This list will include all known resolutions e g 100dpi 150dpi 300dpi as set forth by TWAIN scanner interface standards and as supported by the selected scanner Scanning Side Select the scanning sides e g Simplex Duplex Reverse etc as set forth by TWAIN scanner interface standards and as supported by the selected scanner Brightness If necessary change the brightness if your scanner supports this setting Contrast If necessary change the contrast if your scanner supports this setting Use Auto Feeder Checked by default Uncheck if you plan to scan documents manually 4 Click Scan Once the scanning process has begun a screen will appear showing the progress of the scan 5 Once all pages have bee
319. wing sections New Capitated Account Create a new capitated account and apply all or part of a payment Find Capitated Account Find a capitated account Apply Payments to Capitated Account Apply all or part of a payment to an existing capitated account 13 1 New Capitated Account To create a new capitated account and apply a payment 1 Click Encounters gt New Capitated Account Note To avoid duplication a best practice is to first search the capitated account database to see if the capitated account already exists in the system 2 If the capitated account is not in the system click New at the bottom 3 Enter information Account Name Enter the name for the capitated account Memo Optional Enter any notes that may apply to the account 4 Select one or more payments that are associated with the capitated account and apply an amount to each payment Click Add at the bottom The Select Payment window opens Locate the payment that is associated with the capitated account double click on it to select Click in the field under the Capitated Amount column Enter the amount from the payment that is to be applied to the capitated account and press Enter on your keyboard Repeat this step to add all or a portion of another payment to the account 5 Click Save Capitated Accounts 2014 Kareo Inc Rev December 2014 199 13 2 Apply Payments to Capi
320. with a view of the current date Weekly Calendar Click to open the weekly calendar with a view of the current week Dashboard 2014 Kareo Inc Rev December 2014 11 New Encounter Click to create a new encounter record Find Encounter Click to search for an existing encounter record or to track the status of all encounters Track Claim Status Click to view a list of claims edit individual claims print one or more claims submit E Claims and show transaction status on claims Receive Payment Click to enter payments on claims Find Documents Click to find and manage documents Find Tasks Click to find a task Settings Click to open the Settings home page which provides a list of options to configure your company and practice Help Click to access the Kareo Help amp Support site which includes user guides training Webinars a community forum and the Kareo Blog Patient Search Field Enter a patient name to quickly search for a patient record Dashboard 2014 Kareo Inc Rev December 2014 12 2 5 Workflow Shortcuts The Workflow is a visual guide to shortcuts of key business process functions With a click of a button you can initiate the function described by the corresponding label By default the Medical Office Workflow is assigned to new users Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t ha
321. word Reset An application administrator can reset a user s password at any time Once a new temporary password has been set for the user the user will be prompted at next login to enter a new permanent password Note Users can change their password at any time see Password Change The Company 2014 Kareo Inc Rev December 2014 25 To reset a user password 1 Click Settings gt User Accounts 2 Once you find the user click once on the record to open it 3 Check the Set new password box 4 Enter a new password and verify it by entering it again in the Verify password box 5 Click Save Changes 3 2 User Roles 3 2 1 New User Role Creating a new user role allows a Kareo application administrator to set pre defined user roles with specific permissions To create a new user role 1 Click Settings gt User Accounts 2 Click the Manage Roles tab 3 Click Create New Role 4 Enter information See below 5 When finished click Save a Name of role Enter a name of the role b Description If desired enter a description for the role c Preset Permissions Optional Select a pre defined permission set that you can further customize d Permissions Select permissions for each category The Company 2014 Kareo Inc Rev December 2014 26 3 2 2 Find User Role To find a user role 1 Click Settings gt User Accounts 2 Click the Manage Rol
322. y This is a permission based task if you do not have access to configure settings please contact your Kareo application administrator To configure electronic claim settings 1 Click Settings gt Insurance gt Find Insurance Company 2 Once you find the insurance company double click to open the record 3 Click the Electronic Claims tab Select your settings See below 4 Click Save or the Practice Settings tab to complete practice settings information The Company 2014 Kareo Inc Rev December 2014 32 Electronic Claims Tab a This payer accepts electronic claims Check this box if this insurance company accepts electronic claims b Clearinghouse Select the clearinghouse with which you are enrolled c Electronic Payer Connection This is also known as the Payer ID The Payer ID is used by the clearinghouse to route your electronic claims to the appropriate payer for further processing Click the Electronic Payer Connection button to search locate and select the payer connection you can search by Payer ID once you find the payer double click the line item to add it d Once the payer is selected review the checkboxes on the right Requires authorization or enrollment Authorization or enrollment is required in order to send electronic claims to this payer Supports patient eligibility requests This tells the user that the payer supports patient eligibility requests For more
323. y changes you were about to make in an existing record Tips To get the best display results when creating new records it is recommended to use both upper and lowercase characters in all field entries and avoid all uppercase except for acronyms i e ABC Company Using this format is more readable in the workspace requires less display area and works best for forms that will be printed When working in a record you can leave your current window open and navigate to a different task which will open another window in your workspace To switch back to your previous window select it from the Open Windows list in the Navigation Pane 2 3 Menu Bar Use the Menu Bar to access a hierarchical list of commands within the application Menu Options Practice Open close lock exit the application Patients Enter find view patients and check patient eligibility Appointments Manage appointments and calendars set up the scheduler print encounter forms and configure timeblock calendar Encounters Enter and find encounters access mobile encounters manage electronic and paper claims track claim status send patient statements access clearinghouse reports receive payments issue refunds and manage capitated accounts Documents Upload scan and manage documents Dashboard 2014 Kareo Inc Rev December 2014 10 Menu Options Tasks Create assign and find tasks Reports Generate any reports avai
324. y enter a one or two line street address click the Space bar on your keyboard and enter the zip code When you tab to the next data field Kareo will automatically complete the address with the correct city and state information 2014 Kareo Inc Rev December 2014 7 2 Dashboard 2 1 Dashboard Navigation When you open a practice the Kareo dashboard will always be your starting point much like a home page You can access commands through various points all depending on your personal preference The dashboard that you see is determined by your Kareo application administrator Note Kareo is a permission driven application Your permission level is determined by your Kareo application administrator If you don t have access to a specific task or function described within this guide please contact the person in your office who is the Kareo application administrator a Navigation Lists commonly used shortcuts Shortcuts and all windows you have open Open Windows b Menu Bar Contains drop down menus of commands c Toolbar Icons denoting shortcuts to most commonly used commands d Workflow A visual guide of shortcuts to your office s workflow e Status Message Notes any messages and alerts as they relate to the Kareo application for example updates to 5010 compliance f To Do List Automatically generated by the Kareo system and helps you track your work Clickable links take you to the specific area where y
325. y message that you would like to have printed within the message box of each statement up to 300 characters See Global Message notes below Global Message 2 Enter any secondary message that you would like to have printed within the message box of each statement up to 300 characters See Global Message notes below c Default Batch Options Days Between Statements Enter the default setting for the number of days between statements typically 30 days Minimum Balance Enter the minimum balance that must be met in order to prompt a patient statement formatted as 0 00 d Billing Options See section Patient Billing Email and print concurrently Both an email and a printed statement are sent to the patient at the same time Print only Only printed statements are sent to patients Email only Only email statements are sent to patients e Notes Optional Enter any notes if desired these remain internal and are not printed on the statement Notes About Global Messages Global messages are printed on every statement except Patients who have been placed in a collection category that includes e a dunning message see section New Collection Category If a dunning message has been entered on the Collection Category it will replace the Global Message 1 text Any notes entered for a specific patient on his or her account these notes will replace the Global Message 2 text Se
326. y only show a single date rather than a date range however the same principle applies in changing a single date as in changing a date range 3 Click the Customize button on the upper right of the report task This opens the Customize Report view You will note that most reports allow you to select one or more filters which filters are available within any given report will depend upon the report being generated Below is a list of the most common filters available along with a brief description of the filter Filter Name Filter Description A R Age Limits the report by A R age range Activity Limits the report by patients with activity within specified time frame Adjustment Code Limits the report by adjustment code Balance Limits the report by the balance range or service line balances due Balances to Show Select to show only Open or All balances Batch Limits the report by batch number Columns Select the summarization method Contract Limits the report by contract Date of Service Age Limits the report by age of service lines Reports 2014 Kareo Inc Rev December 2014 251 Filter Name Filter Description Date Type Limits the report by date type Department Limits the report by department Encounter Status Select encounter status Group by Select the grouping option provider service location department batch etc Insurance Company Limits the report by insurance company Insu
327. yle Select the report style Normal Hospital Subgroup by Select the subgroup option provider service location department batch etc Total All Receipts By Select the method for calculating the receipts for all providers Note More filters will be added as the need arises and as more reports become available If you do not see a filter name or description within the above table the filter description will always appear adjacent to the filter field within each of the report customization screens 4 Make your selections from the available options and then click OK to regenerate the report 5 At any point within a report view you can either print the report save it to disk in Microsoft Excel save it to disk in Adobe Postscript Document Format PDF or simply close the report by pressing the Esc key on your keyboard 17 2 4 Search Reports You can search for specific data within any report by doing the following 1 Click the Find button on the Task Button Bar at the bottom of the report This will display the search bar at the top of the report Note that the search bar is not visible until you click the Find button 2 Once the search bar is visible enter any alphanumeric sequence one or more keywords and then click the second Find button located to the right of the search bar Do not use quotation marks within your search 3 The system will search through the report and if found will highlight the first o
328. yment to the lines of service see section Apply Payments from Patient or Other Payers Note that if you choose this option and the insurance covers the copay you may need to reverse the payment and issue a refund once you receive benefit information a Batch Optional Entering a batch number is helpful for running reports For example if you consistently use a naming convention such as date posted initials of person posting 021411CB you can easily run reports for specific users who manage payment posting in your office b Post Date Defaults to current date You can override with the date of your choice for example the date the money was deposited in the bank Payment Posting 2014 Kareo Inc Rev December 2014 186 c Type Select Patient from the drop down list d Patient Click the Patient button to select the patient e Appointment Optional Click the Appointment button to select the patient appointment associated with the payment f Category Optional These categories are specific to your practice and must be set up in the Kareo system by your administrator See Categories g Method Select the method of payment h Reference If applicable enter the reference number of the check i Amount Enter the payment amount To enter a copay on a new encounter 1 Click Patients gt Find Patients 2 Once you find the patient click on the name once to highlight it Click Create Encounter 3
329. you need to change the refund amount double click the field under the Amount to Refund column 5 Click Save at the bottom of the window 14 4 Delete Refund To delete a refund 1 Click Encounters gt Find Refunds 2 In the Look For search bar enter all or part of a keyword and click Find Now 3 Once you find the refund record click on the record to highlight it 4 Click Delete at the bottom of the window 2014 Kareo Inc Rev December 2014 202 15 Documents Document storage within the Kareo application is available for practices subscribed to a Plus Max or Complete plan Documents can be stored or attached to various records within the application You can add a maximum of 100MB per month per provider of faxed scanned or digital Word Excel documents if your storage exceeds 100MB for a provider within a month your account will be charged extra for each additional 100MB of storage space Because scanned documents can take up a large amount of storage space see Document Storage Policy amp Best Practices for more information A document record includes the actual file and descriptive information that you add Because documents in Kareo are stored remotely on the server they can be accessed from any computer with the appropriate login credentials and permissions There are two places to store documents in Kareo You can attach documents directly to specific records while the record is open e g patien

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