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Lytec 2008 User Manual

1. 70 Lytec 2007 Options Tab Sort By Chart Name Address City State ZIP Code or Social Security Number Select an option to sort the report by that field Include Patients In City Enter a city to print patients who live in that city State Enter a state to print patients who live in that state Zip Code Enter a zip code to print patients who live in that zip code Ranges 1 and Ranges 2 Tab The Ranges 1 and Ranges 2 tabs let you filter the information that appears on the list When you enter values in the ranges it limits the information that prints on the list to those values The more values you enter in the ranges the less information will print on the list If you want to print all the transactions available leave all the ranges blank Custom Reports For information on creating editing or printing a custom report go to the online Help files and look up Custom Reports Chapter 8 Preparing Reports 71 Chapter 9 Running Utilities In this chapter you will learn the basics of running utilities in Lytec These utilities are available to help you manage your data With these utilities you can delete archive and unarchive patient records You can do the same with patient billings You can also delete old managed care payments old appointments and old audit trail entries when these files get too large And finally you can rebuild your data files All of these utilities are found in the Activities menu NOTE B
2. Assign Billings to an Agent After you filter the billings you want to appear in A R Management the A R Management Tool opens In this window you can assign each billing to an agent If both the patient and insurance have responsibility for a billing that billing appears twice in the list One entry will be patient responsible and the other will be insurance responsible Chapter 5 Managing Overdue Balances 39 E AMR Management Tool Sort By Sort By Age Patient l 30 00 Insurance 1607 50 SANTOSO000 _ 117 First Healthcare 8 m7 SANTOS0000 P 117 Santos Charlie M SYSTEM 10 00 0000000201 1155 Medicaid SYSTEM 5 50 4D4MS0000 1155 First Healthcare SYSTEM 15 00 GREGGOOOO 1155 AAA Life Ins Co SYSTEM 20 00 0000000201 1155 Medicaid SYSTEM 25 00 ADAMS0000 1155 First Healthcare SYSTEM 25 00 4DA4MS0000 1155 First Healthcare SYSTEM 30 00 0000000201 1155 Medicaid SYSTEM 40 00 SMITH10002 1155 First Healthcare SYSTEM 45 00 0000000300 1155 Medicare SYSTEM 47 00 0000000100 1155 National Mutual SYSTEM 37 00 0000000100 1155 National Mutual SYSTEM 37 00 SMITH10000 1155 First Healthcare SYSTEM 47 00 SMITH10000 1155 First Healthcare SYSTEM 48 00 0000000300 1155 Medicare SYSTEM 50 00 YOUNGOO 1155 Medicare Group Practice SYSTEM 55 00 ADAMS0000 1155 First Healthcare SYSTEM 77 00 GONZ010000 1155 Medicare SYSTEM 85 00 SANTOSOO00 1155 First Healthcare 92 00 ADAMS0000 1155 First Healthcare 96 00 0000000200 1155 Me
3. The computer on which you scheduled the task must be turned on The Windows user who scheduled the task must be logged into the same computer The computer can be in the Lock Screen mode but the correct user must be logged in Once a scheduled task begins the program opens an instance of Lytec that does not count against the number of practice licenses So a scheduled task can run in the background while you work in another instance of Lytec You can view the Scheduled Tasks history through the Audit Report If a problem occurs when running a scheduled task you can review the Audit Report and the Windows Task Scheduler program To view the Audit Report go to the Reports menu select Audit and then select Audit Trail Report You can view the Lytec tasks in the Windows Task Scheduler of the Windows Control Panel Different operating systems may have different options but to open the Windows Task Scheduler in Windows XP Professional SP 2 go to the Windows Start button select Settings and select Control Panel Then select Scheduled Tasks in the Control Panel You can see all the tasks scheduled through Lytec Double click a task to see its properties If for some reason you cannot delete a task in Lytec you can delete it here If any errors occur during a scheduled task Lytec stops the procedure until the user resolves the problem For example when printing claims statements and the Day Sheet Lytec asks if the reports have print
4. Delete Click the Delete button to remove the selected practice from the Practice List window When you Click Delete you are not deleting the actual data files You are just removing the name of the practice from the Practice List window and therefore from access in the program Rebuild Index Click the Rebuild Index button to rebuild the database list index Add Tutorials Click the Add Tutorials button to add the tutorial practice Centertown Offices to the Practice List window When you add the tutorial practice to the Practice List window this button will disappear It reappears if you delete the tutorial practice from the Practice List window Reset Window Click the Reset Window button to reset the window size and position to the system defaults Customizing Your Program There are various ways in which you can customize your program for more efficient use Patients Window Tab Order You can customize the order in which fields are accessed in the Patients window by setting the tab order in the Default Patient or the Quick Add Patients window This way you can move directly to those fields that you usually populate or that are required to save the record and skip the others To make changes to the Patients window tab order follow these steps 1 Go to the Settings menu and select Default Patient The Default Patient window opens 2 Click the Tab Order button and select Set Tab Order 2 Lytec 2007 3 Blue squares appear n
5. Levels of Subluxation Enter the levels of subluxation for the patient These fields are normally used by chiropractic practices Birth Weight and Weight Units If applicable enter the infant s weight More Information 2 Tab 18 Original Reference Use this field for Medicaid claims This field is the claim reference number from the original EOB It might also be referred to as a Transaction Control Number Resubmission Number Use this field for Medicaid claims This number is a two digit code that indicates the reason for the claim being submitted It can vary from carrier to carrier and is not required by all Medicaid intermediaries Service Authorization Exception This field is applicable for some Medicaid claims Reference ID Qualifier This field is required for some EDI claims Nature of Condition This field is typically used by chiropractic practices Click the down arrow to the right of the field to select one of the following options Acute for a new condition Chronic for a long term condition or Acute Manifestation for a flare up of a chronic condition Complication Indicator This field is available only when you select Acute Manifestation in the Nature of Condition field Click the down arrow to the right of the field to select an option Findings and Referral Items These fields are typically used for EPSDT and only in some states Therapy Type This field is typically used for podiatry Click the down
6. Once you click OK in this message it will take you back to the payment application window You must apply the remaining amount in the Unapplied field before you can post the check Prepayments When a patient pays a copay or pays for a series of visits you can set up that payment as a prepayment and then apply money from it as you enter each charge You can also print the Prepayment Activity report to view all the prepayments entered for each patient NOTE You can use any patient payment code to enter prepayments but we recommend that you set up a prepayment code that you only use for prepayments You enter prepayments on a patient level and then apply them in Charges and Payments or the Patient Payment Wizard Entering Prepayments To enter a prepayment for a patient follow these steps 1 2 3 4 5 26 Go to the Lists menu and select Patients In the Patient Chart field enter the patient for whom you are setting up prepayments Click the Patient button and select Prepayment The Set Up Prepayment window opens Click the Add button The Add New Prepayment window opens Enter the prepayment amount date entered payment transaction code and a reference if applicable Click OK Once you are back on Set Up Prepayment click Save to save the prepayment to the database Click Close to exit the window Lytec 2007 Applying Prepayments in the Apply Patient Payment Wizard After you enter a prepayment you need to
7. 9 Once you are finished selecting the rebuild options click OK The Schedule Task window opens In the Task section enter a description a starting date an ending date and a time at which to run the data rebuild In the Repeat Occurrence section choose how frequently you want the scheduled data rebuild to repeat The Repeat Options section changes according to the option you choose in Repeat Occurrence Choose when you want the scheduled data rebuild to repeat The Task Options tab shows the rebuild options you selected but needs no input from you Click OK to schedule the data rebuild 10 The scheduled task is saved to Lytec as well as to the Windows Task Scheduler Chapter 6 Eligibility and Scheduled Tasks 47 Chapter 7 Scheduling Appointments This chapter covers scheduling appointments with Lytec Scheduler Professional You automatically get this program with Lytec when you purchase any version of the program Calendar By default the calendar will appear when you open the Appointment grid If you want to remove the calendar from the screen go to the View menu and select Calendar Repeat the steps to view the calendar again This option is only available when you have the Appointment grid open The calendar gives you the opportunity to quickly move from one day to the next in the Appointment grid Click the date you want to view on the calendar and the Appointment grid will automatically move to that date You
8. DERN updates E CMS 1500 Standard with Form Ici E cms 1500 Standard Ici E HCFA Blank Ici es HCFA Medicare with Form Ici HCFA Medicare Ici E HCFA Standard with Form Ici ES HCFA Standard Ici E Text HCFA 1992 Format Ici Text HCFA Medicare 2000 Ici cms 1500 Standard Ici y File name Files of type Custom Insurance Form Files Ici Ins y Cancel Use the Select Custom Form window to select the appropriate forms If you cannot see the forms in the Select Custom Form window you may have to navigate to the default location of the forms using the Look In field The program will remember where the forms are stored once you have navigated to the Lytec directory and selected a form Select the form file you want to use and click Open Print Insurance Claims Options Include Exclude Preview Cancel Options w Print Claim Types Primary X Diagnoses Per Page 14 Include Payments Options Tab Print Claim Types Click the down arrow to select the types of insurance you want to print claims for Diagnoses Per Page Enter a number to specify how many diagnosis codes will appear on each page of an insurance claim 32 Lytec 2007 Include Payments Click this box to show the payments applied to the charges on the insurance claim Include Tab The information you enter in the Include tab tells the program which insurance claims you want to pr
9. Lytec uses an open item transaction entry method that groups a set of related transactions into a single billing number The billing number determines what charges will be billed together on an insurance claim You can access existing billings and create new ones in the Charges and Payments window Creating a Billing To create a billing follow these steps 1 Go to the Billing menu and select Charges and Payments 2 Inthe Patient Chart field click the magnifying glass icon to select the patient for whom you want to enter charges and press ENTER 3 The cursor will go down to the Billing field and a billing number will automatically appear in the field The billing number that appears is the next available billing number in the practice The first billing that you create will be 1 the second will be 2 and so on 4 Click the New Open button to begin entering charges in the Detail Items section In the Date From column enter the date of service for the procedure performed When you select the field a down arrow appears to the right of the field Click that down arrow and a calendar appears from which you can choose a date You can also type the date directly in the field 6 The provider code that appears in the Provider column is the provider you entered in the Associations tab of the patient s record Click the field and then click the magnifying glass icon or press F3 to search for a different provider if necessary 7 Enter a d
10. The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report Included in the Patient Aging Report e Patient information chart number name home phone number work phone number and the date and amount of the last payment e Patient totals billing number current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Provider totals current 31 61 days 61 90 days 91 120 days greater than 120 days and the total owed e Report totals current 31 61 days 61 90 days 91 120 days greater than 120 days and the total owed Insurance Aging This report provides a breakdown of the insurance company charges accrued during a specific aging period Once an insurance payment is applied to a billing and the secondary and or tertiary insurance is not set up to bill after primary the payment is no longer included in the aging report Go to the Reports menu select Aging and then select Insurance Aging The Print Insurance Aging report window will appear Options Tab Options Age From Enter the date from which the report will age Sort patients by The option that you select will determine how the report sorts Click the down arrow to the right of the field to select Chart Name Social Security Number or Balance Due as the sorting option Show billing history This option lets you
11. Appointment grid is also opened When an appointment is scheduled from the Wait List all the information contained in the record is transferred to the Schedule Wait List window the appointment is set and the status is automatically changed to Pending The entry is removed from the Wait List F1 Look up Wait List Entering an Appointment To enter an appointment follow these steps 1 Go to the Activities menu and select Schedule Appointments The Appointment grid opens 2 Go to the date on which you want to schedule an appointment 48 Lytec 2007 3 Once you have selected the correct date click the time slot for which you want to schedule an appointment Then either double click the time slot or click the Appointment button and select Insert to bring up the Insert Appointment window 4 Click the magnifying glass icon in the Patient Chart field to search for the patient for whom you want to enter an appointment Once you enter a chart in that field the Description Home Phone and Work Phone fields list the patient s information If you are scheduling an appointment for a patient whose record has not been created enter that patient s name in the Description field 5 If applicable enter a provider a reason and a procedure in the Provider Reason and Procedure fields If applicable enter an authorization for the patient s visit If they are not defaulted based on the reason or procedure enter an appointment length in hou
12. click OK to save your changes You can then print the patient package for each patient in the Day view of the appointment grid F1 Look up Preferences Security Setting up security protects the data from unauthorized access and use If you want to create security in the program set up each staff member as a user in the system Each user has a security profile that indicates his or her access to features in the program To set up users in the program go to the Settings menu and select Users Security Profiles George Brewell Edit Jane Smith Delete Security Profile Use the buttons on the side to add a new user to edit the selected user to delete the selected user or to set the security profile for the selected user F1 Look up Users Security Profiles and Security Profile User Types If you want multiple users to have the same security profile set up user types A user type creates a template of what users can and cannot access This feature becomes important if you have groups of employees who need the same security profile You can create a user type set its security profile and then assign it to the appropriate users This prevents you from having to go into the Security Profile window and set up each user separately Go to the Settings menu and select User Types F1 Look up User Types User Preferences With the User Preferences window you can enter specific settings for the user currently logged into the
13. percent total and count Breakdown of amount produced per provider Report totals Credit Summary Credit transactions payment codes used descriptions amounts percent total and count Breakdown of credits received per provider Report totals Accounting Summary Previous accounts receivable Totals charges credits adjustments and new accounts receivable 58 Lytec 2007 Bank Deposit Sheet optional Payments received date reference description and amount Totals checks cash and deposit Transaction Journal This report prints a list of transactions for a specific period You can also print a Bank Deposit Sheet with this report Unlike the Day Sheet a Transaction Journal can be printed for specific ranges as many times as needed Go to the Reports menu and select Transaction Journal The Print Transaction Journal window will appear Options Tab Subtotal by provider Click this check box to include an individual subtotal for each provider in the practice When Subtotal by Provider is checked the Subtotal by Location field becomes active Subtotal by location Click this check box to include a subtotal for each provider s location Print Bank Deposit Sheet Click this check box to print a bank deposit sheet for the practice with the Transaction Journal Active Click this option to print active transactions on the Transaction Journal Archive Click this option to print the archived transactions on th
14. 32 34 Service Aging Report 68 Set Insured 16 Set to Defaults 11 Setting up the Practice Recommended Sequence 4 Setting Up the Practice 4 Setting Up the Program 1 Signature on File Assign Payments 17 Software License Agreement 79 Specific Day 53 Statements Billing 33 Electronic 36 Paper 33 Superbills 53 Support 78 T Technical Support 78 Template View 50 Templates Copying 54 Tracking Finances 57 Training 78 Transaction Codes Window Defaults Tab 9 Description Tab 9 Fee Schedules Tab 10 86 Lytec 2007 Inventory Tab 10 Transaction Codes Window 8 Transaction Journal 59 Transmitting a Statement File 38 Type Tab Addresses 13 U Unarchive Billings 74 Unarchive Patients 73 User Preferences 6 User Types 6 Ww Wait List 48 Week View 50 What s New 77 Windows Addresses 13 Diagnosis Codes 11 Guarantors 14 Insurance Companies 11 Patients 15 Transaction Codes 8 Y Yearly Summary 60
15. 65 Before you print an aging report you need to tell the program how to age balances To determine the settings for aging balances go to the Settings menu and select Preferences The aging settings are on the Aging tab of the Preferences window You can also indicate how many days you want each aging bucket to last For example say you want to have aging periods of 0 35 days 36 70 days 71 105 106 140 and gt than 141 You can make the adjustment in the Aging Buckets tab and it will be reflected in all the areas where aging appears Go to the Aging Buckets tab of the Preferences window to set your aging buckets Patient Aging This report provides a breakdown of the patient charges accrued during a specified aging period It is important to note that this report only prints the patient portion Go to the Reports menu select Aging and then select Patient Aging Options Tab Options Age From Enter the date from which the report will age Sort patients by The option that you select will determine how the report sorts Click the down arrow to the right of the field to select Chart Name Social Security Number or Balance Due as the sorting option Show billing history This option lets you select what billing history you see on the Patient Aging report Click on the down arrow to the right of the field to access the options available All Dates Billed First Date Billed and Last Date Billed If you select All Dates Billed you will
16. Base 78 L License Tab Providers 7 Lists Printing 70 Locations 8 M Marking Patients Inactive 72 Medigap ID 12 Minimum Balance 36 Monthly Summary 60 More Claim Information More Information 1 Tab 17 More Information 2 Tab 18 More Information 1 Tab 17 More Information 2 Tab 18 Multiple Resource View 50 N Name and Address Tab Addresses 13 Insurance Companies 11 Providers 7 New Patient Date 16 New Resource 52 New Row 11 Notes Reminder Codes 19 O Online Help 78 Open ltem Transaction Entry 21 Open Resource 52 Opening a Practice 2 Other IDs Tab Providers 7 P Paid Archived Billings 73 Paper Claims 31 Partial Insurance Payments 24 Patient Account Balance 49 Patient Aging 66 Patient Information Tab Patients 16 Patient Ledger 63 Patient Payments 25 Patient Statistics 65 Patients List Printing 70 Patients Tab Order 2 Patients Window 15 Claim Information Tab 17 Contacts Tab 19 Diagnosis Reminders Tab 19 Patient Information Tab 16 Pending Transactions 29 Errors 30 Permanent Diagnoses Codes 19 Practice Creating 1 Opening 2 Practice Analysis 61 Practice Information Window 4 Preferences 5 Preparing Reports 56 Prepayments 26 Print Appointments by Patient 53 Print Appointments by Status 53 Print Button Charges and Payments 22 Print Custom Appointment Reports 53 Print Schedule 53 Print Superbills 53 Printer Setup 56 Printing Patient Infor
17. Billing menu and select Create Statements File from the Statement Processing submenu The first Create Statement Processing Statements File window will appear Create Statement Processing Statements File Save in O Lytec J ae 5 OCR Reports data My Recent emc Documents Sos E ERA 7 BERN Desktop updates la My Documents My Computer 197261DDW My Network File name Places Save as type Statement Processing Files mps v Cancel Click the down arrow to the right of the Save in field to navigate to the folder in which you want to save the electronic statements file Specify a name for the electronic statements file in the File name field and click Save Once the electronic statements file has been named and saved the second Create Statement Processing Statements File window appears This window is the same as the Print Statements window explained in the previous section For information on the tabs and fields on this window see page 35 Chapter 4 Billing Claims and Statements 37 Transmitting a Statement File To transmit your electronic statements file go to the Billing menu and select Transmit File from the Statement Processing submenu Transmit File Look in Lytec X e E er Eg 3 OCR Reports UD Gara My Recent emc Documents eos Y Sera y BERN Desktop Updates My Document My Computer 197261DDW My Network File name Places Files
18. Eligibility Inquiry from Patients Appointment Grid To make a real time eligibility inquiry for a specific patient from the Appointment grid right click the patient s appointment and select Eligibility Verification The Eligibility Verification Results screen opens for the patient You just click the Verify button to make the inquiry F1 Look up Making a Real Time Eligibility Inquiry from Appointments Chapter 6 Eligibility and Scheduled Tasks 43 Eligibility Verification Scheduled Tasks You can use the Scheduled Tasks feature to schedule a daily time to send a batch of eligibility inquiries To schedule the batch go to the Activities menu select Eligibility Verification and then select Schedule The task will automatically make inquiries for patients scheduled in the Appointment grid up to a week in advance There are step by step instructions on entering an eligibility verification scheduled task on page 46 Scheduling Tasks The Lytec Scheduled Tasks feature uses the Windows Task Scheduler to schedule a time to make backups to run both Lytec and Advanced Reporting reports to make eligibility inquiries and to rebuild the data files You can only schedule tasks to which you have permissions For example if your user login does not have permissions to print insurance claims you cannot schedule a time to print insurance claims For the scheduled task to run you do not need to have Lytec open However the following events must occur
19. For help in a particular part of the program click the area for which you need help and press F1 The help topic for that area should appear Main Help File To access the main help file go to the Help menu and select Help Topics The main help file will appear displaying the Contents tab Use the Contents tab to view categorized topics for the program Use the Index and Find tabs to find out additional or specific information about the program Lytec Knowledge Base The Knowledge Base is a searchable online database containing technical information relevant to the use of Lytec products To access the Knowledge Base go to the following web site http www lytec com kb When accessed you can search for information concerning Lytec products All current technical information is contained in the Knowledge Base The initial Knowledge Base screen teaches you how to search its database Training There are various training options available Please contact your local Value Added Reseller or the Lytec Sales Department at 800 735 1991 for information concerning these options Independent Value Added Resellers There are Value Added Resellers in your market area who are knowledgeable and efficient in selling installing troubleshooting and supporting your Lytec program You can contact the Lytec Sales Department at 800 735 1991 for the name of a qualified Value Added Reseller in your area to give you hands on help Technical Support
20. Index tab From that topic you can navigate to information on each report The following sections go over some reports that may be important in your day to day use of the program Tracking Finances You can use the Day Sheet Transaction Journal and the Monthly and Yearly Summary reports to track your finances on a daily monthly and yearly basis Day Sheet Print a Day Sheet on a daily basis to maintain a permanent record of the transaction activity for the practice If the electronic records or data files are damaged you can use a well maintained set of Day Sheets to recreate the transaction activity NOTE Once a Day Sheet for a specific period has been printed and closed the Day Sheet will not print for that period again if the Close After Printing check box is selected However this information will print again in the Transaction Journal Go to the Reports menu and select Day Sheet Options Tab Subtotal by provider Click this check box to include an individual subtotal for each provider in the practice When Subtotal by Provider is checked the Subtotal by Location field becomes active Subtotal by location Click this check box to include a subtotal for each provider s location Print Bank Deposit Sheet Click this check box to print a bank deposit sheet for the practice with the Day Sheet Close after printing Click this check box to close the transactions after you print the Day Sheet If this box is checked the
21. Sales Tax Payment as its transaction code type Once you have the Codes section filled out click Next to go to the second Apply Patient Payment window The two fields in the top right corner of the window Amount and Unapplied will tell you the total payment amount and the amount that remains unapplied The To apply payments at a billing level section of the window lets you apply a payment for an entire billing to the entire billing Click the Apply column and enter the payment amount for the entire billing If there is a write off enter the amount in the Write Off column The Balance column calculates the billing balance according to what you entered in the Apply and the Write Off columns The To apply payments at an item level section of the window lets you apply a payment amount for each transaction in the billing Click the Apply column for the appropriate line item and enter the payment amount for that transaction If there is a write off enter the amount in the Write Off column The Balance column calculates the line item balance according to what you entered in the Apply and the Write Off columns Once you are done applying the entire payment click the Post button If you have applied the entire check the payments and write offs you entered will be posted to their respective billings If you have not applied the entire check a message will appear that says An unapplied amount remains Payment batch does not match balance
22. Stockton Bvd Marital Status Single gt Patient Ledger Address 2 i yi Co pay 000 Add Patient Notes City St Charles Home Email ican State MN ZIP Code 54321 PatientCode MCD a pe as Home Phone 888 000 1111 Patient Type i A Work Phone 1e88 000 2222 Ext ma Birth Date 06 23 1981 26 years 5 months Close Mobile Phone ti New Patient Date 06 02 2003 y 4 years 6 months Inactive Do Not Perform Account Balance Calculation Calculate Now Patient Information P Medicaid Secondary Insurance Tertiary Insurance Associations Number of Visits Allowed Used P 0 S 0 Prepayment Balance 0 00 Primary Insurance Balance 100 00 Patient Balance 0 00 Secondary Insurance Balance 0 00 Next Appointment No Next Appointment Tertiary Insurance Balance 0 00 Previous Appointment 10 12 2007 The Patients window contains much of the information that appears on the insurance form as well as other information used throughout the program This section gives pointers on setting up a patient record but does not cover every field that exists in the Patients window F1 For information on fields not covered in the Patients section look up Patients Responsible Party The responsible party is generally the person who will be billed for the patient s portion of the charges on a statement If a patient is not responsible for his or her own financial obligations one of the first things you s
23. caderas 31 BILLING CLAIMS AND STATEMENTS cccccsecceceeeeeeeseeeeaeeeseneeseaeeeeaaeeesaeeeeaaeeseaaesaaeaesaaaeesaaesseaaesaeaesnaaesseaaesseneeen 31 Billing Insurance CLAIMS eieren aaea e a aea aia adaa da gona a da aae aad aai Aeta 31 Paper Claims cia td 31 Electronica MS ies 33 Billing Statements sara 33 Paper Statement iia it o irc 33 Electronic Statements uiicai create eae a die eves cetatn st aad ied aati A aae eee a E aia 36 Statement O net 38 CHAPTER Ge Ea nampa oe EE e e o a aieas 39 MANAGING OVERDUE BALANCES ta 0c dla occ di eat aie tiated 39 Put Billings in A R Management cc ceeeeccceeeenneeeeeeenaeeeeeeaaeeeeeeaaeeeseeaaeeeeeeaaeeeeeeaaeeeeseeaaeeeseeaeeeseiaeeeseeaaes 39 Assign Billings t0 an Ago taria di di renee cs 39 AMR Management Activities titi A n 41 CHAPTER id cdi 43 GHECKINGELIGIBIL CA A Ninn ree RA ad 43 Eligibility Verification Setup nsr cds hans ieee A ah A etds 43 Methods t Verify Eligibility cio di denver 43 SCHEDULING TASK Sit a II See Adee ales ble coe ile eh ba ve dar eee ME a 44 CHAPTER Sues ie aaa oda aa daaa Eda aar a Teaia E ae aAa Cease 48 SCHEDULING APPOINTMENTS crura haori aai i a aa A da A adas a 48 Calendar a a PO OEE E A ee YB ere 48 Wat EISi aeaee eter reece eterno creer eee cere eee rere rere errr 48 ENTERING ANS APPOINTMENT EUITIO Neel Sanit sues 48 APPOINTMENT GRID VIEWS AND BUTTONG cceeeeeeeeeeeceeeeeeaeeeeaeeeeeeeeseaaeeeeaaeseeeeeseaeeesaaesseaeese
24. columns are displayed and their position in the Detail Items grid F1 Look up Edit Layout Report Ranges You can enter ranges for each report save them and then load them when you next select the report For example you may need to subtotal the Day Sheet by location every time you print that report Since the option to Subtotal by location is not selected by default you can select the option save the range and set it to be your user default Then every time you go into the Day Sheet the Subtotal by location option is automatically checked To access the report range options click the Option button in any report claim or statement You can load existing ranges save the current ranges and delete ranges F1 Look up Save Report Ranges Chapter 1 Lytec Overview 3 Chapter 2 Setting up the Practice Once you have the program set up the next step is to enter data into each of the different areas of the program i e entering transaction codes in the Transaction Codes window entering insurance company records in the Insurance Companies window and so on Here is a recommended sequence for practice setup that should help you enter the information in a logical pattern Enter practice information page 4 Set up preferences page 5 Set up security page 6 Enter provider records page 7 Enter transaction codes page 8 Enter diagnosis codes page 11 Enter insurance company records page 11 00 Oe OP Re GO IN Ent
25. doctor only wants to see new patients between 8 and 9 a m Create a template for that time period that indicates it is set aside for new patients Select this icon in the bottom left corner of the window and the Template view will appear This view shows all the templates set up for the selected resource The selected resource shows in the Title bar of the Appointment grid In the example above Appointments is the selected resource 50 Lytec 2007 Appointment Detail View The Appointment Detail window is a dockable window that appears in all three appointment views day view week view and multi resource view of the Scheduler Detailed information for the record currently highlighted in the Appointment grid is displayed in the Appointment Detail window so that you can easily view the details of an appointment i Lytec Centertown Offices DER Fie Edit View Settings Lists Billing Activities Reports Graphs Services Window Help Ds see 9 8 a8 B S azae aale alal ae e aaloe ACE Appointment Zippy Gonzolaz avan 2006 rr gt Status Confirmed Confirme mi September 2006 NEW Smat M Tulw Th F Must fill out patient in ca PARA 7 Home Phone 301 556 8887 801 777 5552 Chart GONZO10000 Provider DDL i olaz Confirmed NEW Must fill out patient information fom sl e EE ES GE Appointment w Resource w pit w Gotow Seach Close FI Help F2 Save
26. etc 52 New Resource Select this option to create a new resource for the Appointment grid You can set the resource s name time and increment properties Open Resource Select this option when you want to open a resource different from the resource currently open in the Appointment grid Whenever you open the Appointment grid Appointments is the default resource Delete Resource Select this option to erase an existing resource The program will not let you delete the default resource Appointments Resource Options Select this option to change the selected resource s name time and increment properties It has the same options as the Create Resource window Lytec 2007 Print Button The Print button is available in the Day the Week and the Multiple Resource views It is where you print the schedule and superbills You can also print appointment lists and custom appointment reports Schedule Select this option to print the schedule currently displayed in the Appointment grid The ranges for this option change depending on the view currently open Superbills Select this option from the Day view to generate superbills or tracking slips The provider can then make notes of the services performed on the superbill You can also print superbills through the Custom Appointment Reports option or by right clicking a specific appointment and selecting Print Superbill Appointments by Patient Select this option to print a list of
27. form Click the form file you want to use and click the Open button 34 Lytec 2007 Print Statements Options Include Exclude Fere Preview Statement Date 12 03 2007 y Cancel Statement Messages Standard and Dunning _ Options w E Sort Patients By Chart V Combine Family Members Balance Forward Format El Combine Split Payments FT Print Date Insurance Billed F Subtotal by Billing Include Exclude Items Minimum Patient Balance 0 00 Include Paid Billings Current Month Only v Include Statement Balances Include Credit Balance Statements y Minimum Aging Balance 0 00 Aging Older Than 0 days y Include Charges Only Print After Insurance Payment Only Print Items Selected In A R Mgmt Queue Options Tab Statement Date Enter the date that you want to appear on the statements You can either enter the date directly in the field or click the down arrow to the right of the field to access a calendar Statement Messages Click the down arrow to select the type of message that appears in the Notes section on the bottom of the statements You can enter what you want to appear for both the Standard and the Dunning messages in the Statement Messages window available from the Settings menu Sort Patients By Click the down arrow to select the order in which you want the statements to print The available options are as follows Address Chart City Name Social Security N
28. into this field click the Set to Defaults button The default Place of Service Type of Service CPT Code and Charge will populate the applicable fields in each fee schedule Facility The Facility column displays the allowed amount expected from the insurance company if the procedure is performed in a facility as designated by the insurance company Indicate whether the place of service is a facility or non facility in the Places of Service window When entering the transaction code in Charges and Payments the Expected column will display this amount if the place of service for the transaction has Facility checked in its record 10 Lytec 2007 Set to Defaults Click this button to pull the default CPT code from the Defaults tab into this field The default Place of Service Type of Service CPT Code and Charge will populate the applicable fields in each fee schedule New Row Click this button to add a new fee schedule to the transaction code s record Delete Row Click this button to delete the selected fee schedule from the transaction code s record When you delete a fee schedule from the record you are not deleting it completely from the practice It just will not apply to this transaction code Diagnosis Codes To enter diagnosis codes go to the Lists menu and select Diagnosis Codes Diagnosis Code Enter a short identifier code This is usually the ICD 9 code Description Enter a brief but clear description in the Descriptio
29. on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off Included in the AR Totals Report e Insurance name information e Insurance portion of patients balances billing number current 31 60 days 61 90 days 91 120 days greater than 121 days and the total owed e Patient portion of patients balances billing number current 31 60 days 61 90 days 91 120 days greater than 121 days and the total owed e Provider totals current 31 60 days 61 90 days 91 120 days greater than 121 days and the total owed e Report totals current 31 60 days 61 90 days 91 120 days greater than 121 days and the total owed Lists The Lists menu option in the Reports menu lets you print all the different lists available in the Lists menu of Lytec Go to the Reports menu and select Lists The only list report covered in this manual is the Patients list If you have questions about any of the other reports in this submenu go to the Printing Lists topic in the online Help Patients To print a list of patients go to the Reports menu select Lists and then select Patients The Print Patient List window opens
30. opens Options Include Patient Detail Click this option to see the patients a physician referred as well as detail about those patients The patient detail includes the patient s chart number name number of visits and diagnosis If you click this option you will see a somewhat different report than if you do not See the Included in the Referring Physician Analysis section below for the differences Ranges Ranges This section lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Included in the Referring Physician Analysis Without patient detail The referring physician analysis without patient detail includes the following information Referring physician information referring physician code charges percent of total charges payments percent of total payments adjustments net due attributable to referring physician the percentage of the net due amount and the number of patients referred Totals charges percent of total charges payments percent of total payments adjustments net due attributable to referring physician the percentage of the net due amount and the number of patients referred With patient detail The referring physician analysis
31. see all of the dates on which the transactions were billed If you select First Date Billed you will see only the first day on which the transactions were billed If you select Last Date Billed you will see only the last day on which the transactions were billed Sort Insurance by This option lets you select how the insurance companies are sorted You can sort by the Insurance Code or the Balance Due Chapter 8 Preparing Reports 69 Show Summary Click this option to show a summary for each insurance company Show Detail Click this option to show the transaction detail for each insurance company Show billing detail Click this option to show the transaction detail for each billing Subtotal by billing Click this option to subtotal the report by billing number Subtotal by provider Click this option to subtotal the report by provider Start a new page after each patient Click this option to start a new page for each patient s billings Print detail notes Click this option to print any notes entered in the Notes field of the More Detail window Include Aging All 30 days and older 60 days and older 90 days and older or 120 days and older The option you choose in this section determines which aging categories appear in the report Include 1 and Include 2 Tabs The Include 1 and Include 2 tabs let you filter the information that appears on the report When you enter values in the ranges it limits the information that prints
32. system Go to the Settings menu and select User Preferences F1 Look up User Preferences 6 Lytec 2007 Providers To create provider records go to the Lists menu and select Providers Name and Address Tab Provider Code Enter a short identifier code or leave the field blank and let the program create a unique code based on the Name field Full Title Type the provider s full title in the Full Title field What is entered in this field is how the provider s title and name will appear throughout the system Enter all the other demographic information in the appropriate fields License Tab Signature on File Click Signature on File to indicate the provider s signature is on file National Provider ID Enter the provider s National Provider ID to bill insurance companies under that number Group NPI If applicable enter the provider s Group National Provider ID F1 Look up License Tab Other IDs Tab Submitter ID Enter the submitter ID for the provider Medicare Participating Provider Click this box if the provider has agreed to accept assignment on all Medicare claims for covered services and supplies Allow Eligibility Verification Click this box to allow eligibility verification for this provider s patients F1 Look up Other IDs Tab Insurance IDs Tab Custom Insurance IDs The Insurance ID tab is where you enter unique provider ID numbers for different types of insurance companies If you have one ID number assigned t
33. template you need You can also create multiple time slots for each time interval for multiple booking of appointments Search The Search button is available from the Day Week and Multiple Resource views Use it to search for names and other information in the Appointment grid When you click the Search button the Find Appointment window appears with the Search Criteria tab activated Find Appointment Appointment Search Criteria Search Resources Search for Blank Slot in 15 Minutes increments Find ALL valid matches including multiple appointment slots V Find first match in any selected resource T e e C Appointment C Chat Reason Code C Home Phone C Work Phone C Note Select All Deselect All Match whole phrase only Search Criteria Tab Use the Search Criteria tab to determine how you want to search Blank Slot in increments Enter a time period for which to search when searching an open time slot Find ALL valid matches including multiple appointment slots Click this box to search for valid matches including multiple appointment slots when searching for an empty appointment slot Find first match in any selected resource Click this box to search for the first valid match in any of the selected resources It will search through the first selected resource first and then go down through the list If you do not check this box then it will search for the
34. the insurance for which you want to verify coverage and click the EDI Eligibility tab Then click the down arrow in the Eligibility Payer field to select the payer to which you will make verification requests for this insurance company If you do not see your payer in this list then the clearinghouse to which Lytec sends verification requests does not support that payer at this time Methods to Verify Eligibility There are multiple places in the program from which you can make eligibility verification requests the Eligibility Verification Results screen the Patients window the Appointment grid and the Eligibility Verification Scheduled Tasks window The type of eligibility inquiry you make either real time or scheduled depends on the window from which you are making the request Eligibility Verification Results If you access this window from the Activities menu the list will automatically show the last inquiry made for each patient You can also set it to show all inquiries To make a real time eligibility inquiry from the Eligibility Verification Results screen highlight the desired patient and click Verify F1 Look up Eligibility Verification Results Patients To make a real time eligibility inquiry for a specific patient click the Patient button and select Eligibility Verification The Eligibility Verification Results screen opens for the patient You just click the Verify button to make the inquiry F1 Look up Making a Real Time
35. with patient detail includes the following information Referring physician information referring physician code charges payments adjustments net due attributable to referring physician Patient information Patient chart number patient name number of visits diagnosis Totals charges payments adjustments net due attributable to referring physician 62 Lytec 2007 Insurance Reimbursement Analysis To analyze the differences between charges billed to an insurance company and the amount reimbursed from the insurance company on a transaction code basis print an Insurance Reimbursement Analysis You must enter line item payments to use this report Go to the Reports menu select Insurance and then select Insurance Reimbursement Analysis The Print Insurance Reimbursement Analysis window will appear Options Tab Subtotal by insurance Click this check box to include subtotals for each insurance company on the report Active Click this check box to print active transactions on the Insurance Reimbursement Analysis Archive Click this check box to print the archived transactions on the Insurance Reimbursement Analysis For information on archiving transactions see page 74 Primary Secondary and or Tertiary Click these check boxes to include payments from the selected insurance companies on the report The default for this section is to have all three boxes checked Include 1 and Include 2 Tabs The Include 1 and Incl
36. you want to schedule 2 Click the Options button and select Schedule Report The Scheduled Tasks window opens 3 Click Add to create a new scheduled report The Schedule Task window opens 4 In the Task section enter a description a starting date an ending date and a time at which to run the report In the Repeat Occurrence section choose how frequently you want the automatic backup to repeat 6 The Repeat Options section changes according to the option you choose in Repeat Occurrence Choose when you want the automatic backup to repeat 7 Click the Print Settings tab Specify if you want to preview or print the report If you are printing the report specify if you want to use the Windows default printer or another printer 9 Specify if you want to use the default set of ranges or a set of ranges you have saved 10 Click OK to schedule the report 11 The scheduled task is saved to Lytec as well as to the Windows Task Scheduler Scheduling an Advanced Reporting Report Before you can schedule a report in Task Scheduler you must set a report range and create a scheduled report in Advanced Reporting F1 Look up Creating a Report Range and Creating a Scheduled Report in the Advanced Reporting help file To schedule an Advanced Reporting Report follow these steps 1 Goto the Reports menu and select Advanced Reporting then select Schedule The Scheduled Tasks window opens 2 Inthe Scheduled Tasks window click Add
37. 2 columns Once you are done entering the payment amount appropriate for that patient click Next to go on to the next patient Repeat steps 15 21 until the amount in the Unapplied field is 0 00 Once you are done applying the entire insurance payment click Post If you have applied the entire check the payments and write offs you entered will be posted to their respective billings If you have not applied the entire check a message will appear that says An unapplied amount remains Payment batch does not match balance Once you click OK in this message it will take you back to the payment application window You have to apply the remaining amount in the Unapplied field before you can post the check Apply Patient Payments The Apply Patient Payment window is where you enter patient payments and apply them to several charges and or billings This window is useful when a patient sends a check that covers charges on several billings Follow these steps to apply a patient payment 1 10 If the payment you are applying is from a patient choose Patient and click the magnifying glass icon to select the appropriate patient If the payment you are applying is from a guarantor choose Guarantor and click the magnifying glass icon to select the appropriate guarantor Click the Include all family members to show all the patients who have the selected patient or guarantor as their responsible party Enter the date for which you ar
38. 3 enter 03 01 2003 in the first Billing Created Dates range and 03 31 2003 in the second If you want to print all available statements leave all the ranges blank Exclude Tab The information you enter in the Exclude tab tells the system what statements you do not want to print For example if you do not want to print statements for patients who are assigned a certain patient code put that code in the first and second Patient Code ranges If you want to print all available statements leave all the ranges blank Through Charges and Payments When you print patient statements through Charges and Payments you print either a walkout statement or a full statement A walkout statement only prints transactions for the selected billing F1 Look up Print Button Charges and Payments Electronic Statements Before you can send statements electronically you have to enroll with Statement Processing To enroll you must contact the Lytec Sales Department at 800 735 1991 After you have enrolled you can begin sending electronic statements To set up your program to transmit electronic settings fill out the Statement Processing Settings window Go to the Settings menu and select Statement Processing 36 Lytec 2007 F1 Look up Statement Processing Settings There are two parts to sending electronic statements creating and transmitting the statement file Creating an Electronic Statement File To create an electronic statement file go to the
39. Billed you will see all of the dates on which the transactions for the patient were billed If you select First Date Billed you will see only the first Chapter 8 Preparing Reports 63 day on which the transactions for the patient were billed If you select Last Date Billed you will see only the last day on which the transactions for the patient were billed Include paid billings Click this check box to include paid billings on the report To qualify as a paid billing the billing must have a zero balance and all the transactions on the billing must have been printed and closed on a Day Sheet Show billing detail Click this check box to include the billing detail on the report Subtotal by billing Click this check box to subtotal each billing on the report Subtotal by provider Click this check box to subtotal the report by provider Start a new page after each patient Click this check box to start a new page after each patient s information Active Click this check box to print active transactions on the Patient Ledger Archive Click this check box to print the archived transactions on the Patient Ledger For information on archiving transactions see page 74 Patient Insurance Click this option to display the insurance company balances and the patient balances on the Patient Ledger Charge Credit Click this option to break up the Patient Ledger into charge and credit balances Sort Patients By The fields in this section d
40. Call the Technical Support department at 800 895 6700 to answer questions and assist in troubleshooting When you call support you should have your serial number ready to give to the support technician Technical support is available year around from 6 00 AM until 5 00 PM Monday through Friday Mountain Standard time excepting holidays 78 Lytec 2007 Appendix C Copyrights Lytec and documentation 2007 by NDCHealth Corporation d b a Per S Technologies All Rights Reserved Software License Agreement License Agreement Per S Technologies Per S grants to the original purchaser Purchaser a nontransferable nonexclusive license to use the accompanying software the Software in machine readable object code form only and the associated documentation for the private use of Purchaser as set forth in the Permitted Uses and Prohibited Uses sections below Acceptance and use of the Software acknowledges Purchaser s agreement to abide by the terms of this License Agreement Disclaimer Per S makes no representations or warranties with respect to the contents of the Software and specifically disclaims any implied warranties and warranties of merchantability or fitness for any particular purpose Per S reserves the right to make changes or alterations in the Software without the obligation to notify anyone of the changes or alterations Permitted Uses Purchaser may 1 copy the Software for backup purposes to su
41. F1 Look up Contacts Tab Patients Appointments Tab This tab shows all the patient s future and or past appointments F1 Look up Appointments Tab Patients Patient Images The Patients window Patient Images tab displays the images that you have saved for the selected patient This tab is for display only To scan import export print or edit an image click the Patients button and select Images F1 Look up Patient Images Tab Patients Chapter 2 Setting Up the Practice 19 Custom Fields Tab NOTE The Customs Fields tab will not appear unless you go to the Custom Fields option in the Settings menu and set up custom fields in the Patients tab To enter information in the custom fields open the Custom Fields tab of the Patients window 20 Lytec 2007 Chapter 3 Entering Transactions Entering charges and payments are two of the most important tasks performed in Lytec These transactions are the basis for the rest of the accounting activities that you perform such as billing claims and statements and printing financial reports This chapter will cover entering transactions in the Charges and Payments window as well as entering insurance payments in the Insurance Payment wizard and patient payments in the Patient Payment wizard Entering Charges and Payments The Charges and Payments window is where you enter charges in the system You can also enter payments for a line item or for a billing Open ltem Transaction Entry
42. F3 Lookup Ctil F12 Lock Screen Ctrl B Charges Payments Ctrl D Apply Patient Payment Ctrl M Print Insurance Claims Ctil A Patient Ledger Ctrl S Scheduler Ctil w Print Statement Cti Y Apply Insurance Payment Ready The Appointment Detail window can be docked horizontally or vertically on any edge of the Appointment window The layout of the window is customizable and fields can be added or removed Information can only be viewed in the window You are not able to edit appointment information from it F1 Look up Appointment Detail Window Appointment Grid Buttons Appointment Button The Appointment button is available from the Day view the Week view and the Multiple Resource view Use it to perform various scheduling tasks For example you can use options in this button to insert to delete or to reschedule an appointment Status Select this option to change the status of the highlighted appointment on the Appointment grid A Status menu opens to the right Status Menu Click a status to assign it to the appointment Whenever you change an appointment s status the new status will show in the Status column of the Appointment grid Show Select this option at the bottom of the Status menu to indicate which appointment statuses will appear in the Appointment grid When you unselect a status all appointments assigned to that status are removed from the grid however they are not deleted If you reselect that status those appointments wil
43. OTE Choose this option to find appointments that have specific words in the Note field Enter the words for which you want to search Match Whole Phrase Only If you to search for appointments with a whole phrase click the Match whole phrase only check box Appointment Tab Use the Appointment tab to enter basic information about the appointment s for which you want to search Search Tab Use the Search tab to indicate a time frame for your search Find Click the Find button to start the search A smaller Find window appears that lets you set the direction of the search find the next available appointment set the appointment go back to the full Find Appointment window or close the search F1 Look up Search Button Schedule Appointments Chapter 7 Scheduling Appointments 55 Chapter 8 Preparing Reports In this chapter you will learn how to prepare reports in Lytec Among other things the reports available in the program help you track your finances analyze your revenue print patient information and age both patient and insurance balances Before you begin printing any reports you should set the printer options that are available from the File menu Printer Setup To set your printer options go to the File menu and select Print Setup Print Setup Printer Name MagilfileO1 Development E Properties Status Ready Type HP LaserJet 4000 Series PCL 5e Where Development Comment Paper Orientati
44. Prescription Date Enter the appropriate date or date ranges for the following date fields Date of Last Visit This field is updated automatically when you enter dates of service in the Charges and Payments window Months Treated Enter the number of months treated Return to Work Click the down arrow to the right of the Type field to select the status of when the patient will be able to return to work If the patient can return to work enter the date when he or she returns in the Date field below Accident Click the down arrow to the right of the Type field to select the type of accident Date and State Enter the date of the accident in the Date field and then enter the two letter state abbreviation where the accident occured in the State field Chapter 2 Setting Up the Practice 17 Employment Related Click this box if the accident was employment related Click the Emergency box if the accident was an emergency EPSDT Click this box to indicate Medicaid EPSDT applies to the patient The EPSDT indicator refers to Medicaid provisions for well child care Family Planning Click this box to indicate whether Medicaid family planning applies to this patient This indicator refers to Medicaid provisions for family planning Ambulatory Surgery Required Click this box to indicate the patient required ambulatory surgery Third Party Liability Click this box to indicate a third party is liable for coverage of the patient s condition
45. ab The Exclude tab also lets you filter the information that appears on the Service Aging Report When you enter values in the ranges it leaves the information that falls within those ranges off the Service Aging Report Included in the Service Aging Report e Patient information e Patient totals billing number current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Provider totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Report totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Percent totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed AR Totals The AR Totals report is an aging report that shows the aging for both insurances and patients It breaks down the aging totals by what is the insurance s responsibility and what is the patient s responsibility It also indicates the amount expected from either the insurance or the patient Go to the Reports menu select Aging and then select AR Totals Options Tab Options Age From Enter the date from which the report will age Show billing history This option lets you select what billing history you see on the AR Totals report Click on the down arrow to the right of the field to access the options available All Dates Billed First Date Billed and Last Date Billed If you select All Dates Billed you will
46. and Include All Billings Include Statement Balances Click the down arrow to select how you want to include credit balance statements The available options are as follows Include Credit Balance Statements Exclude Credit Balance Statements and Only Include Credit Balance Statements Minimum Aging Balance Enter an amount to set the minimum aging balance for which you want to print statements If you enter an amount in this field statements will not print unless they have an aging balance that is the same or greater Aging Older Than Click the down arrow to select the aging period for which you want to print statements Include Charges Only Click this check box to exclude payments from the printed statements Print After Insurance Payment Only Click this check box to print billings for which you have received and applied an insurance payment on the statements If you do not check this box statements will print regardless of whether you have received and applied an insurance payment Print Items Selected in A R Management Queue Click this check box to force the items to print that you marked as needing patient statements in the Billing button of the A R Work List These statements will print regardless of the other options and ranges you choose Include Tab The information you enter in the Include tab tells the system what statements you want to print For example if you want to print statements for all billings created in March of 200
47. apply it to a charge To apply a prepayment in the Apply Patient Payment wizard follow these steps 1 2 3 4 Go to the Billing menu and select Apply Patient Payment In the From section choose the patient for whom you want to apply the prepayment The Prepayment section should show the patient s current prepayment balance Click Next Before you can apply the prepayment you have to select the prepayment and designate how much money you want to apply Click Select Prepay The Select Prepay window opens This window displays all the available prepayments for the patient Leave a check in the Apply column for any prepayments you want to apply money from After you have selected the prepayment s you want to use enter the amount you want to apply in the second Apply column You can enter the entire prepayment balance or you can enter partial amounts If you have selected more than one prepayment enter the amount you want to apply from each prepayment Click OK Back on the Apply Patient Payment wizard notice that the Prepay Amount field reflects the amount you selected in the previous step From here you apply prepayments like you apply regular payments in the Apply Patient Payment wizard Enter an amount the Prepay field in top section to apply the prepayment to an entire billing or enter an amount in the Prepay field in the bottom section to apply the prepayment to specific line items You have to apply the entire amount in the Pr
48. appointments grouped by patient Appointments by Date Time Select this option to print a list of appointments grouped by date and time Appointments by Status Select this option to print a list of appointments grouped by status For this report to work properly you must assign statuses to appointments in the Appointment grid Appointments by Reason Select this option to print a list of appointments grouped by reason For this report to work you must assign reasons to appointments Appointment Opportunities Select this option to print a list of patients who have not been seen for a certain length of time for a certain reason procedure diagnosis etc For example you could use this report to print a list of all those patients who have not been in to have a mammography in the last six months Custom Appointment Reports Select this option to print one of the available custom appointment reports Patient Package In the Preferences window Patient Package tab you can set up a group of custom reports that can be printed when a patient comes in for an appointment To print the patient package select this option The Print window opens where you can select a printer and set other print options Click OK to print the patient package Go To Button Use the options in the Go To button to jump to certain dates in the Appointment grid The Go To button on the Week view has different options available from the Go To button on the Day the Multi
49. arge backs to apply the program requires you to work through them before applying payments To apply a charge back click the magnifying glass to select the correct Patient and Billing Enter the correct amount in the Charge Back column Click Next to proceed to the next window where you can apply insurance payments This window lets you apply insurance payments either to the entire billing balance or as a line item payment It also lets you indicate if the payment is a full or partial payment The two fields in the top right corner of the window Amount and Unapplied will tell you the total payment amount and the amount that remains unapplied Click the magnifying glass icon in the Patient field to search for the patient for whom you want to apply an insurance payment The Insurance field automatically pulls the primary insurance company in the patient s record However if you need to change the insurance company click the magnifying glass icon in the field to search for the insurance from which you received the payment Once the patient and insurance fields have information in them the billings available for applying insurance payments will appear in the lower section of the window The Ins1 Ins2 and Ins3 area shows the insurance companies assigned to the patient When you scroll through the patient s billings the insurance company currently responsible for that billing will be highlighted The To apply payments a
50. arrow to the right of the field to select an option in the drop down list Systematic Condition This field is typically used for podiatry Enter a three character code signifying the condition that justifies the necessity of foot care Class Finding This field is typically used for podiatry Enter the class findings for routine foot care in this field Pregnant If applicable check this field and then enter the Estimated Date of Birth External Cause of Accident Use this field to record a code that indicates there was some physical entity that contributed to the accident For example there are codes for tripping over objects falling out of bed falling downstairs etc These codes are in the E code section in your ICD9 CM book Enter the E code in the External Cause of Accident field without the decimal or the last digit will be truncated IDE Number This number is required when there is an investigational device exemption on the claim An IDE Number is assigned by the FDA Homebound Click this check box if the patient is homebound This field may be used when sending electronic claims using the ANSI format Lytec 2007 Entity Type Choose Person or Non Person to indicate the patient s entity type For example if the patient is a company choose Non Person If the patient is an individual choose Person This field is usually used for worker s compensation claims F1 Look up More Claim Information Champus Info
51. arty and or insured party who is not a patient in the practice To enter guarantor records go to the Lists menu and select Guarantors amp Guarantors Guarantor Code Pal If the code is left blank one will be ia a gt on generated automatically Guarantor Information New Last Name PAE Home Phone 4 pore First Name x Work Phone Delete Middle Initial Ext Address 1 as Prunes co Social Security Close cos OMA Birth Date State ZIP Code 2 Sex Employer Po al Ef None selected TF Inactive Entity Type Person Non Person Family v Enter the guarantor s demographic data in the fields in the window Entity Type Choose Person or Non Person to indicate the guarantor s entity type For example if the guarantor is a company name choose Non Person If the guarantor is an individual choose Person This field is usually used for worker s compensation claims F1 Look up Guarantors 14 Lytec 2007 Patients To create patient records go to the Lists menu and select Patients 5 Patients Sara Lee Pfau Patient Chart 0000000200 a Responsible Party lt Self gt i Claim Information Diagnosis Reminders Contacts Appointments Patient Images Custom Fields 5 ave Delete Responsible Party Last Name Pfau IV Bill patient automatically Patient v First Name Sara Lee Middle Social Security 123 45 6780 Nickname E Sex Female Family is Address 1 487
52. as Pending Transactions until they can be processed by a Lytec user To open the Pending Transactions window select Pending Transactions from the Billing menu or click the Pending Transactions icon in the Charges and Payments window Pending Transactions Billing Information Pending Transactions 14 4 gt Dbl Patient Chart 0000000200 Pfau Sara Lee Ae lt None gt Billing 95 al Created 09 28 2006 y Provider wJ a CoP 000 Location al Facility a E o Configure Header Grid Detail Items 01 01 2006 DDL 278 0 99212 0 00 1 00 0 00 0 00 01 01 2006 DDL 278 0 99213 47 00 1 00 47 00 0 00 0101 2006 6278 0 99212 0 00 1 00 0 00 A El sn Litt Code IN F Tax 0 00 Patient Portion 0 00 Provider Dr Danny Little ode None selected ax 0 insurance Parton 47 00 Diagnosis Obesity Reference None specified Tax Paid 0 00 Biling Balance 47 00 Prepay Balance 0 00 Billing x Detail y Print ow New Save Close Window Reset Account Balance 937 00 The Pending Transactions window offers many of the same functions as the Charges and Payments with a few exceptions that are documented below If there are no pending transactions this window will act like a normal Charges and Payments window New items in the Pending Transactions window include Pending Transactions arrows Clicking the arrows will move you to the first previous next or last pending transaction group Pending Transa
53. can also use the D W M and Y buttons by the date to move either forward or backward through the calendar D moves the calendar a day W moves it a week M moves it a month and Y moves it a year The calendar originally comes up on the right hand side of the screen and displays the current month plus a few months in the future However you can view either more or fewer months by moving your mouse over the calendar border until you get a double edged arrow holding down the left mouse button and moving the border out or in You can also move the calendar around the screen by holding down your left mouse button on the header moving the calendar where you want it to go and releasing the mouse button Wait List The Wait List is a list of people waiting for appointments to be scheduled when there are not any available at a specific date or time To access the list go to the Activities menu and select Wait List You can add patients to the wait list edit entries already existing delete entries or schedule appointments from the Wait List window Any information added in the Edit Wait List or Insert Wait List windows will not be included in the patient record For example if you enter a work phone number here it will not show up in the Patients window To schedule an appointment from the Wait List click the Schedule button The Schedule Wait List window is exactly the same as the Cross Schedule and Reschedule windows except for the title The
54. create a billing Save Button Click Save to store the information for the billing Close Button Click Close to exit the window Window Reset If you have resized or repositioned this window click Window Reset to reset the window to its default size and position 22 Lytec 2007 Apply Insurance Payments The Apply Insurance Payment window is where you enter bulk insurance payments and then apply them to multiple patient billings This window is useful when an insurance company consolidates several billings for a patient or for several patients into one payment Using the Apply Insurance Payment window To enter bulk insurance payments in the Apply Insurance Payment window go to the Billing menu and select Apply Insurance Payment Apply Insurance Payment This wizard will help you post an insurance payment quickly and easily 5 Pri t Enter payment and code information then click Next fmary payment Secondary payment Payment information Payment date 10 06 2008 Md Reference Tertiary payment Partial primary payment Partial secondary payment Check amount 0 00 Total charge backs 0 00 Total payments 0 00 Write off 1 Write off 2 Partial tertiary payment Show zero and negative balance billings Charge back Follow these steps to enter an insurance payment 1 Enter the date for which you are entering the payment in the Payment date field To enter this date you can eith
55. ctions icon Clicking the Pending Transaction icon will open a Lookup window with all the available pending transactions Detail Items The grid displays the information imported from the EMR transaction file Save Click Save to save the transaction to the billing and remove it from the pending transaction list You are not able to save a pending transaction if there are any errors Chapter 3 Entering Transactions 29 Pending Transaction Errors Before a pending transaction can be saved in Lytec it must be free of errors This means that information in the EMR file must match records held in Lytec Basic information about the transaction Patient Chart Provider Facility etc is checked for errors when the pending transaction record is first opened in Lytec You must resolve the error before continuing to work with the pending transaction Before saving a transaction or exiting the Pending Transactions window the program checks for errors in the Detail Items grid If there is an error a Lytec message describing the type of error appears You must correct the error before the Pending Transaction can be saved 30 Lytec 2007 Chapter 4 Billing Claims and Statements After you have entered transactions in the Charges and Payments window you should be ready to bill insurance claims and patient statements Billing Insurance Claims There are two different ways you can bill insurance claims through Lytec You can print them on pap
56. dicaid 100 00 SMITH10001 1155 National Mutual 110 00 OOOO 4400 AA aca an Assign v Charges Payments Detail Print Window Reset Pooeoeoeooooooeoeoeoeoooqoqoqoeq0eoeean JTIOODOODODOODOOOOOOOOODODOODODO Assign You can assign billings with the two options available from the Assign button Assign Selected or Batch Assign Use Assign Selected to highlight the appropriate billings and to make the assignments yourself Use Batch Assign to enter values into ranges and let the program make the assignments F1 Look up Steps to Assigning a Billing to an Agent Assign Selected and Batch Assign Charges and Payments Highlight a billing and click Charges and Payments to open that billing in Charges and Payments Detail Highlight a billing and click Detail to access the A R Management detail for that billing You can see responsible entity information patient information and billing information enter notes mark the billing as needing a statement insurance claim or collection letter and so on F1 Look up A R Management Detail Print Click Print to print the A R Management Tool List F1 Look up Print A R Management Tool List Window Reset Click Window Reset to reset the window size and position to the program defaults 40 Lytec 2007 Close Click Close to exit the window F1 Look up A R Management Tool A R Management Activities Once you have assigned billings to an agent that agent can go into his
57. e Archived Patients 73 Delete Audit Trail Entries 75 Delete Inactive Patients 72 Delete Managed Care Payments 74 Delete Paid Billings 73 Delete Resource 52 Description Tab Transaction Codes 9 Diagnosis Reminders Tab Patients 19 Index 83 Diagnosis Codes Window 11 Do Not Perform Account Balance Calculation 49 E EDI Eligibility Tab Insurance Companies 12 Edit Appointment 51 Electronic Claims 33 Electronic Statements 36 Entering an Appointment 48 F Facility 10 Fee Schedules Tab Transaction Codes 10 Find Appointment 54 Appointment Tab 55 Find Button 55 Search Criteria Tab 54 Search Tab 55 G Go To Button 53 Guarantors Window 14 H Help Lytec Knowledge Base 78 Online 78 Techncial Support 78 Training 78 Value Added Reseller 78 Where to Find it 78 HIPPA Disclaimer 80 Hold Codes 19 ICD9 Code 11 Identification Tab Insurance Companies 12 Inactive Transaction Codes 9 Inactive Archived Patients 72 Insert Appointment 49 52 Insert Recall Appointment 52 Insurance Aging 67 Insurance Charge Backs 23 Insurance Codes Tab Addresses 13 Insurance Companies Window 84 Lytec 2007 Categories Tab 12 Claims Tab 12 EDI Eligibility Tab 12 Identification Tab 12 Name and Address Tab 11 Insurance Companies Window 11 Insurance IDs Tab Providers 7 Insurance Payments 23 Insurance Reimbursement Analysis 63 Inventory Tab Transaction Codes 10 K Knowledge
58. e Transaction Journal For information on archiving transactions see 74 Sort By Select an option in this section to determine how the report sorts Choose Patient Chart Patient Name Billing Number Billing Created Date Service Date or Entry Date Time to sort the report by that field Reference The options in this section are connected to the Reference field in the Apply Insurance Payments wizard the Apply Patient Payments wizard and in the Managed Care Payments window They are also connected to the Note field in the More Detail window of Charges and Payments The Reference field is normally used to enter a check number for the payment to which it is connected but you can use it however you want Do not print references Choose this option to exclude all references on the report Print all references Choose this option to print all references from the Apply Insurance Payments wizard the Apply Patient Payments wizard the Managed Care Payments window and the Note field in the More Detail window Only print lines with this reference Choose this option and then enter a specific reference in the field to the right to print only those transactions to which the specific reference is attached This option is normally used to look at finance charges or to see all the payments that were applied from a certain check number Include 1 and Include 2 Tabs The Include 1 and Include 2 tabs let you filter the information that appears on the rep
59. e entering the payment in the Payment date field To enter this date you can either click the down arrow and select the date from the calendar that appears or type the date directly in the field Enter a reference number for the payment in the Reference field Usually this is the check number for the payment Enter the total payment amount that you received from the patient or guarantor in the Payment Amount field Click the Show zero and negative balance billings box if you want to show all patient billings when applying the payment even those with zero and negative balances In the Codes section enter the payment and write off codes to use when applying the payment Once you have applied and posted a complete payment the Apply Patient Payment window will automatically enter the codes you used in this section Click the magnifying glass icon to search for the appropriate code in the Patient Payment field The payment code that you enter in this field needs to have Patient Payment as its transaction code type Click the magnifying glass icon to search for the appropriate write off code in the Write Off field The write off code that you enter in this field needs to have Adjustment Credit as its transaction code type Chapter 3 Entering Transactions 25 14 15 16 Click the magnifying glass icon to search for the appropriate code in the Sales Tax Payment field The payment code that you enter in this field needs to have
60. e0 ANO haa ee O Lytec 2008 User Manual December 2007 Lytec 5222 E Baseline Road Suite 101 Gilbert AZ 85234 Sales 800 333 4747 Support 800 334 4006 EDI Support 800 689 4550 Corporate 480 892 5120 Fax 480 892 4804 Web site www lytec com Contents CHAPTER a E E A E PATE A Peat te ae Weed e nade ate vss ecaestetastedees st Mestedizencs 1 LYTEC OVERVIEW ree aria ai io aa tata dba eet plats 1 About the Manual cto it aia eea 1 Setting Up the Progra Masetti euie angai aaae ta aid 1 Creating a Practice cotilla init ida bid 1 Openingia Practicar tati 2 Customizing Your Program oooccinncccnnncccnonccnn anna rar 2 CHAPTER ia 4 SETTING UP THE PRACTICE siria 4 PACU C OF an A A A caste it Sand nes aati ater ated E tere meee 4 PreferenCE Sarent diera 5 SECU ic ot Meanie 6 PVOVIGOUS cui end 7 Transaction CodeS joint A iria 8 Diagnosis Gode Ss unica ii 11 Insurance COMPASS ici ii ie 11 AUTOS ciu ica 13 GUS aa tierra 14 A UU a NO 15 CHAPTERS A 21 ENTERING TRANSACTIONS atico riada 21 Entering Charges and Payments occccincccnnoccnonoccccnnnnnnnnn nano cnn cnc 21 Charges and Payments Window BuU LONS oooonocccnnncccnnnccnnocinonoccnonccnnon cnn nn cc non cn rana cnn rca 22 Apply Insurance PayMentS correre aio e nn cnn nn rn 23 Apply Patient PayMents sucinta aida 25 Prepay MS ala 26 PENDING TRANSACTIONS tindinosa aap taina Daa aa a at dd deere eee eat aes 29 Pending Transaction Errors aoier e dc 30 CHAPTER
61. eaes 65 Patient AGING eresia i iA A eee ee ti deed ee 66 Insurance AGING ieee raia o aara ance eck Maine eee edd Adee ee eae age ee 67 Service Aging Reporterii snail clei Wee ae eae A et 68 aa AKO ee I EAE A eit ste AAA de atl aba ii as 69 A ete taht tie et ars se AEG As eA ois edd Coals a eats ld ed gah ach EN a 70 PAIN Sat A A ti a a ieee ected 70 CUSTOM REPORTS ti E A Aria ces 71 CHAPTER Y ii o 72 RUNNING UTILITIES ear AAA A AA cl 72 Inactive Archived Patients cosia ia ar aaa a e a a a 72 Paid Archived BilNNgS tierie iatna atta a a Wad eens etd Leet 73 Delete Managed Care Payments ccccccceseeceeeeeeeeeeeeaeeeeaeeeceaeeecaaeeeeaeeseaeeecaaeeeeaaeseceeescaeessaesseneeeeeees 74 Delete Appointments vesias dos 75 Delete Audit Trail ENTIE Sirainens aa a cnn rn 75 Rebulld Data Flearen a R E E e Eae a eve eevee ay A iS 75 APPEND Aa e aaaea aoa o daaar aa A e ai 77 WHAT S NEW IN LY TEG ia Ad eta 77 Patients WIndOWs cci sieei aint atest atrii aa E N E a A SAANA EN dia AAE a ted eae 77 Scheduler Professional ita IE ete ee da 77 AR Managements nesin a tos 77 Repons oiei aaa A Ane sewed apne ee ed ee ee ees 77 Audit Trail vi AA Be eal aed et ee aaia 77 APPENDIX B 20d 78 WHERE TO RIND EMP xcs aso anda ts hath EE Gate sian 78 Online m E1 o ers Sess oe ates ocelot adi e a at eee eae 78 Lytee Knowledge Base mndar ei aa e steady nv rd pc 78 a NO 78 Independent Value Added ResellerS oooonocccccnnocccccnnnocccona
62. ed correctly When you schedule those reports the program waits until you have answered the question to complete the task Scheduling a Backup If you have previously made a backup on a particular day the scheduled backup will not run To schedule a backup follow these steps 1 Go to the File menu select Data Backup Recovery and select Schedule Backup The Scheduled Tasks window opens Click Add to create a new scheduled backup The Backup Wizard opens Look up to Backing up data to a new backup file or Backing up data to an existing backup file for instructions on using the Backup Wizard to back up data to a new or existing backup file 4 Once you are through the Backup Wizard the Schedule Task window opens 44 Lytec 2007 5 Inthe Task section enter a description a starting date an ending date and a time at which to run the backup In the Repeat Occurrence section choose how frequently you want the automatic backup to repeat The Repeat Options section changes according to the option you choose in Repeat Occurrence Choose when you want the automatic backup to repeat 8 The Backup Settings tab shows the SQL script the program uses to run the backup but needs no input from you 9 Click OK to schedule the backup 10 The scheduled task is saved to Lytec as well as to the Windows Task Scheduler Scheduling a Lytec Report To schedule a Lytec report follow these steps 1 Goto the Reports menu and select the report
63. eeeessaeeesaeessaes 49 Appointment Grid ViewS seiniin sena an ana nano nn 49 Day VW E EE A a aaa das 50 Week VIOW e aa Jad 50 Multiple Resource VIOW ooonoocccooncccccnonocccnnnnnnncnnnnecnnnnnnnc cnn nana 50 Te View dea 50 Appointment Detail View ooonnoccciinnniccnnnnnncnonnnc conan 51 Appointment Grid Buttons ooooocccincccnoncconocacnnonnnanoccnoncn narco nana nrrnnnnrrrnnrnnnrrn nr r nr arn nn nnnnnnnans 51 CHAPTER Ge AN aE AE A AAA E S EEE A eaeceencusdveuctuseevercued EE EENE 56 PREPARING REPOR TS ryssarna es a a OA 56 AEETI OEA EART a E E AE 56 Priming Repo Sidra a a ld AA EO 57 FRACKING FINANCE Si a c e 57 Dar Sheet e li a tallo 57 Transaction Journal tia o o la en ando a addins 59 Monthly Yearly Summary cocoinccconicconococonocino acc conan 60 ANALYZING REVENUE a a a 61 Practice Analysis viii E dE AA aS e dt 61 Referring Physician Analysis ooooononcicinnccinnnnonnnconnncccon crac nac 62 Insurance Reimbursement ANalySiS oooocconnnconncccnnccnoncnnnccnna noc cnnrcn nn cnn rr 63 PRINTING PATIENT INFORMATION coococcoccconoccnononcconcnnnnncnnnn cnn ncn cnn 63 Patient Ledger iii E a A a ee dd ee 63 Patient Statistics ci AA ee ee eee eel 65 Responsible Party Repost cccccccsecceseeeeeeeneeceeeeesaeeeeaaeceaeeecaeeeeaaesaaeeseaeeeseaaeseeaeeseeeeesaeseaaeeseaaeesenees 65 AGING PATIENT AND INSURANCE BALANCES cccceeseeeeeeeeceeeeeeeaeeeeneeeceeeeceaeeeeeaeeseaeeecaaeeseaaeegeaeeseeeessaeeeenaees
64. efore you run any of these utilities you should create a backup of your data Some of these functions will delete data that you cannot retrieve Therefore we strongly recommend that you create a backup of your data before running any of these utilities Inactive Archived Patients Before you can delete or archive any patients the following steps must be taken You must be logged in as the SYSTEM user If you do not have security set up in your program you are logged in as a SYSTEM user You must be the only user in the system while you run these utilities The patients you want to archive must be marked inactive in the Patients window All the patients billings must be paid meaning the billings must have a zero balance and all the transactions must have been printed and closed on a Day Sheet To run utilities for patients go to the Activities menu and select Inactive Archived Patients The first two selections in the submenu require that you mark the appropriate patient records inactive To mark patients inactive go to the Patients window and check the Inactive box Delete Inactive Patients Select Delete Inactive Patients to completely delete both the patient records that you have marked inactive and their billings Once you delete a patient record with this utility you cannot retrieve the data so be sure to make a backup before you continue When you select Delete Inactive Patients a data selection question box will appea
65. elete all the archived patient records leave all the ranges blank Paid Archived Billings Before you can delete or archive any billings the following steps must be taken You must be logged in as the SYSTEM user If you do not have security set up in your program you are logged in as a SYSTEM user You must be the only user in the system while you run these utilities The billings you intend to delete or archive must be paid billings indicating not only a zero balance but also the transactions in the billing have been printed and closed on a Day Sheet To run utilities that pertain to billings only go to the Activities menu and select Paid Archived Billings Delete Paid Billings Select Delete Paid Billings to delete selected paid billings that have a zero balance For this utility to remove a billing all transactions attached to the billing must have been printed and closed on a Day Sheet NOTE Once you delete a paid billing with this utility you cannot retrieve the data so be sure to make a backup before you continue Chapter 9 Running Utilities 73 Data selection questions will appear asking you for the range of Patients the range of Billing Numbers the range of Billing Created Dates the range of Patient Codes the range of Patient Types and the range of Providers for which you want to delete paid billings Enter the appropriate ranges for the paid billings that you want to delete and click OK to run the utility To d
66. elete all the eligible paid billings leave all the ranges blank Archive Paid Billings Select Archive Paid Billings to archive selected paid billings that have a zero balance For this utility to remove a billing all transactions attached to the billing must have been printed and closed on a Day Sheet Once billings are archived they only appear on certain reports such as the Patient Ledger Transaction Journal and Practice Analysis They will not appear in the Charges and Payments window You can reverse the archival process but you should make a backup of your data in the event of some unforeseen problem When you select Archive Paid Billings data selection questions will appear asking you for the range of Patients the range of Billing Numbers the range of Billing Created Dates the range of Patient Codes the range of Patient Types and the range of Providers for which you want to archive paid billings Enter the appropriate ranges for the paid billings that you want to archive and click OK to run the utility To archive all of the eligible paid billings leave all of the ranges blank Unarchive Billings Select Unarchive Billings to put the billings you previously archived back into the active transaction data files This utility will only retrieve billings that have been archived but not deleted Before you continue with this utility make sure you make a backup of your data in the event of an unforeseen problem When you select U
67. ensors The License Agreement does not convey to Purchaser any interest in or to the Software but only a limited right of use revocable in accordance with the terms hereof and Purchaser agrees to transfer to Per S any property interests or rights in the Software Appendix C License Agreement 79 Purchaser may have or later obtain by operation of law or otherwise which are inconsistent with the rights granted to Purchaser herein Trademarks All other trademarks associated with the Software are trademarks owned by Per S or Third Party Licensors No right license or interest to such trademarks is granted hereunder and Purchaser agrees that no such right license or interest shall be asserted by Purchaser with respect to such trademarks Purchaser agrees not to take any action which would damage the goodwill associated with any such trademarks Limited Warranty Per S warrants to Purchaser that the computer media on which the original Software is recorded will be free of defects in materials and workmanship for a period of thirty 30 days from the date of purchase under normal conditions of use and service Should the media become defective within thirty 30 days from the date of purchase if proof of original purchase can be verified Per S will replace the Software or at its option Per S may refund to Purchaser the original Per S purchase price Per S its software suppliers distributors and Value Added Resellers make no re
68. epay Amount field before you can post Once you are finished applying the prepayment click Post You should be back on the first Patient Payment wizard window You can choose another patient and continue applying payments prepayments or close the window Applying Prepayments to a Billing in Charges and Payments There are two ways to apply a prepayment in Charges and Payments to a billing and to a detail item This section tells you how to apply a prepayment to a billing in Charges and Payments 1 Oo NOTA WN Go to the Billing menu and select Charges and Payments In the Patient Chart field enter the patient for whom you want to apply the prepayment In the Billing field select the billing for which you want to apply the prepayment Click the Billing button and select Apply Prepay The Apply Bill Prepay window opens Change the date entered in the Apply Date if necessary Enter the amount you want to apply in the Apply column If you just want to apply from the oldest prepayment in the list click Apply from Oldest Click OK to apply the payment The program then creates a prepayment line item in the Detail Item section Click Save to save the changes Applying Prepayments to a Detail Item in Charges and Payments To apply a prepayment to a line item in Charges and Payments follow these steps 1 2 Go to the Billing menu and select Charges and Payments In the Patient Chart field enter the patient for whom you want to apply
69. eport This report prints a list of responsible parties and the patients who are attached to them You can use this report to see which patients and guarantors are set as responsible parties You will also be able to see the patients for whom each responsible party is accountable Go to the Reports menu select Family and then select Responsible Party Report The Print Responsible Party Report window will appear Sort By Choose either Chart Code or Name to sort the report by that field The first radio button is named Chart Code because a responsible party can be either a patient or a guarantor Include Responsible Parties Click the Patients check box to include patients who are responsible parties on the report Click the Guarantors check box to include guarantors who are responsible parties on the report Ranges The Ranges section lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Aging Patient and Insurance Balances The aging reports give you aging information for a specific time period They tell you what charges accrued and when those charges were billed to either the patient or the insurance depending on which report you print Chapter 8 Preparing Reports
70. er address records page 13 9 Enter guarantor records page 14 10 Set up patient records page 15 The following sections outline the basics of entering information in the areas of the program listed above Practice To set up the practice go to the Settings menu and select Practice Enter all the practice information in the Practice Information window Some of the fields are described in detail below but for a full explanation go to the Practice Information topic in the online Help files Practice Name The name in the Practice Name field will default to what you entered in the New Practice Information window but you can change or edit it in this field Sales Tax Rate Enter the sales tax rate applicable to your practice If you have the Taxable option checked in a transaction code s Defaults tab or in the More Detail window found in Charges and Payments the system will automatically calculate the sales tax from the rate in this field New Rate Effective Date Enter the date on which the sales tax rate became effective This field is necessary if your sales tax rate changes and you enter the old tax rate in the next field Old Tax Rate Enter the old sales tax if your sales tax rate changes Practice Type You do not have to select a type in the Practice Type field However if you want to designate the type of practice click the down arrow to the right of the field and select the appropriate option Practice Category Choose ei
71. er click the down arrow and select the date from the calendar that appears or type the date directly in the field 2 Enter a reference number for the payment in the Reference field Usually this is the check number for the payment 3 Enter the amount of the check you received from the insurance company in the Check Amount field Enter the amount of the total charge backs that you are going to apply in the Total charge backs field A charge back is an amount that the insurance company deducts from the current payment amount when that company overpaid on a previous check Unless you have a charge back to apply be sure you leave this field at 0 00 If you enter an amount in this field the wizard will force you to apply the amount in the field as a charge back 5 The Total payments field adds the amount in the Total Charge Backs field to the amount in the Check amount field The Total payments field cannot be edited 6 Click the Show zero and negative balance billings box if you want to show all patient billings when applying the payment even those with zero and negative balances 7 Enter the appropriate codes in the Codes section that you are going to use when applying the payment Once you have applied and posted a complete payment the Apply Insurance Payment window will automatically enter the codes you used in this section Chapter 3 Entering Transactions 23 10 19 20 24 Click the magnifying glass icon to search for
72. er or send them electronically This section covers printing insurance claims on paper and gives you basic information on sending electronic claims Technical Criteria for Processing Insurance Claims Billings that meet these two criteria will print an insurance claim 1 Inthe Charges and Payments window there must be a check next to the insurance company s name in the Bill To section Anytime you print a claim and click yes to the message asking you if the claims printed correctly the check is automatically removed To reprint such a claim in a batch click the box next to the insurance company s name in the Bill To section of Charges and Payments 2 The billing you want to print must have an assigned insurance company in the Billing Options window You can see the assigned insurance company from the Charges and Payments window by selecting Bill Options from the Billing button Paper Claims There are two areas from which you can print insurance claims in Lytec You can select Print Insurance Claims from the Billing menu or click Print in the Charges and Payments window Through the Billing Menu When you select Print Insurance Claims from the Billing menu the Select Custom Form window opens Chapter 4 Billing Claims and Statements 31 Select Custom Form Look in Lytec y e ex Ed My Recent Documents Desktop My Documents My Computer 197261DDW My Network Places OCR Reports data emc BE era
73. etermine how the Patient Ledger sorts Choose Chart Name or Social Security to sort the report by that field Reference The options in this section are connected to the Reference field in the Apply Insurance Payments wizard the Apply Patient Payments wizard and in the Managed Care Payments window They are also connected to the Note field in the More Detail window of Charges and Payments The Reference field is normally used to enter a check number for the payment to which it is connected but you can use it however you want Do not print references Select this option to exclude all references on the report Print all references Select this option to print all references from the Apply Insurance Payments wizard the Apply Patient Payments wizard the Managed Care Payments window and the Note field in the More Detail window Only print lines with this reference Select this option and then enter a specific reference in the field to the right to print only those transactions to which the specific reference is attached This option is normally used to look at finance charges or to see all the payments that were applied from a certain check number Ranges Tab The Ranges tab lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to
74. ext to fields showing the current tab order Click the blue boxes in the same order that you want the cursor to move in the window When done click Tab Order and select Record Stop 4 Select Save Tab Order or Save Tab Order As Give the tab order an easily identifiable name Click OK 5 Select Load Tab Order in the Tab Order menu Highlight the tab order template you want click the Set Default button if you want this layout every time you open the Patients window and click OK If you only want to use the tab order while you currently have the window open don t click Set Default 6 Youcan also select the tab order in the Patients window by clicking the Patient button and selecting Load Tab Order Window Position and Size Each lookup window is moveable and resizable and its position and size are remembered when you close the window The next time you open the window it will be in the same place and the same size as you left it F1 Look up Save Window Position and Size Edit Layout To display more of the information you need to see you can modify add or remove fields shown in a lookup window or in Charges and Payments F1 Look up Lookup Window and Edit Layout Charges and Payments Layout Governed by security permissions you can change the layout of two grids in the Charges and Payments window The Header grid is provided so you can display information that is not already showing in this window You can also modify which
75. first valid match that fits all of the selected resources 54 Lytec 2007 Compare Appointment and Template Reason Codes Click this box to match reason codes when cross scheduling an appointment You must enter a code in the Reason Code field and a description in the Description field in the Appointment tab for this option to be available Find time slot with matching Reason Codes Choose this option if you only want to find empty appointment slots in a template that match the reason code in the Appointment tab Find any open time slot Choose this option if you want to find empty appointment slots anywhere on the appointment grid Appointment Choose this option to find appointments entered with a specific description Enter the appropriate description in the field to the right of Appointment Chart Choose this option to find appointments entered for a specific chart number Enter the chart number in the field to the right of Chart Reason Code Choose this option to find appointments based on reason codes Enter or select the reason code in the field to the right of Reason Code Home Phone Choose this option to find appointments entered for patients with a specific home telephone number Enter the telephone number in the field to the right of Home Phone Work Phone Choose this option to find appointments entered for patients with a specific work telephone number Enter the telephone number in the field to the right of Work Phone N
76. her A R Work List and perform A R Management activities To access the work list go to Activities A R Management Tool and select A R Work List amp AR Work List DER Agent SYSTEM a Refresh Sort By Due Date y Exclude completed re assigned tasks V Patient 10 00 Insurance 838 50 Total 848 50 ak L DueDate T me eW Chatt Agi Besponshie Total Last Pay Pay Completed Resse No E REVIEW 11 30 2007 se 5 Medicaid 5 50 REVIEW 11 30 2007 Ss HE Medicaid 25 00 REVIEW 11 30 2007 i R Medicare 47 00 REVIEW 11 30 2007 i First Healthc 77 00 REVIEW 11 30 2007 linn a National Mut 37 00 REVIEW 11 30 2007 ES Es First Healthc 30 00 REVIEW 11 30 2007 i ys First Healthc 15 00 REVIEW 11 30 2007 i E National Mut 37 00 REVIEW 11 30 2007 live A First Healthc 45 00 REVIEW 11 30 2007 i a First Healthc 47 00 REVIEW 11 30 2007 ie Medicaid 40 00 REVIEW 11 30 2007 i ha First Healthc 25 00 REVIEW 11 30 2007 lin a Medicare 85 00 REVIEW 11 30 2007 i E Medicare 50 00 REVIEW 11 30 2007 kz Medicare 150 00 REVIEW 11 30 2007 L First Healthc 48 00 REVIEW 11 30 2007 i sip Medicare Gr 55 00 REVIEW 11 30 2007 i d AAA Life Ins 20 00 REVIEW 01 24 2008 s Santos Char 10 00 4 Tasks x Billing Md Charges Payments Detail Print List Window Reset NOTE You can only change agents in this window if you have security rights to the A R Management Tool This is the
77. hould do is assign the patient a responsible party To specify a patient s responsible party click the Responsible Party button Your options for the responsible party are as follows Self the patient Another Patient or Guarantor If you choose another patient or a guarantor as the responsible party the program will ask you if you want to use the responsible party s demographic and insurance information in the patient s record F1 Look up Responsible Party Chapter 2 Setting Up the Practice 15 Patient Information Tab Patient Chart Enter a short identifier code If you want to let the program create a unique code based on the Last Name field leave the field blank and make sure the Generate from name field is clicked in the Preferences window available from the Settings menu New Patient Date When you add a new patient the system date will automatically appear in the New Patient Date field If you converted your data the patient s earliest date of service will automatically appear in the New Patient Date field When you enter a date of service that is earlier than the current new patient date the program will automatically update the date You can turn this feature on or off in the Charges and Payments tab of the Preferences window The patient s balance and appointment information displays at the bottom of the window You can turn off the display by clicking Do Not Perform Account Balance Calculation to the right F1 Look up Pat
78. iagnosis code and a transaction code in the Diagnosis and TX Code columns respectively Also enter up to two modifiers in the M1 and M2 columns and a place of service in the POS column if necessary 8 Enter the charge amount in the Amount column and the number of units used in the Units column The Extended column multiples the values in the Amount and Units columns and cannot be edited 9 If you want to enter another charge for the billing press ENTER and a new transaction line will be created When you are finished entering all the transactions for the billing click Save or press F2 to save the billing Chapter 3 Entering Transactions 21 Charges and Payments Window Buttons Billing Button The Billing button contains features that affect the whole billing For example if you were to select Delete from the Billing button you would delete the entire billing F1 Look up Billing Button Charges and Payments Detail Button The Detail button contains features that affect the selected detail item For example if you were to select Delete from the Detail button you would only delete the selected detail item F1 Look up Detail Button Charges and Payments Print Button Click Print to print insurance claims and statements directly from a billing number Print primary secondary or tertiary insurance claims as well as walkout and full statements F1 Look up Print Button Charges and Payments New Button Click New to
79. ient Information Tab Insurance Tabs Insurance Code Enter the patient s insurance company in the Insurance Code field Type Click the down arrow to the right of the Type field to select the appropriate insurance type The insurance type for Medicare companies is Nongroup Insured ID Enter the patient s insured ID number Insured If the insured person is not listed or is incorrect in the Insured section click the Set Insured button to select the patient another patient or a guarantor as the insured person Then click the down arrow to the right of the Relation to Insured field to select the appropriate relationship Authorization Click the magnifying glass icon to access the Find Authorization Referral window This window lets you edit and delete existing authorizations as well as create new ones Bill Insurance Automatically Primary Insurance Tab Click this option on the Primary Insurance tab to make a check mark appear for the patient s new billings in the Bill To section of the Charges and Payments window The check mark appears next to the primary insurance company s name Bill Automatically after Primary Secondary Insurance Tab Click this option on the Secondary Insurance tab to bill the secondary insurance after you have applied an insurance payment For this feature to work correctly you must use a payment code with the code type Insurance Payment to apply the payment After you have processed an insurance payme
80. ies Tab Lytec 2007 Addresses To create address records go to the Lists menu and select Addresses E Addresses Address Code CLINIC al Name and Address Type Insurance Codes Contacts Custom Fields Full Title The Weekly Clinic Last Name Clinic First Name The Weekly Middle E Address 1 400 South Fourth Steet Address 2 City Someplace City Inactive State UT ZIP Code 84000 1234 Telephone 555 555 5555 Ext Fax 555 555 1555 Name and Address Tab Use the Address Code field to enter a new address code or leave the field blank and let the program create a unique code based on the Last Name field If you leave the Last Name field blank the program will create a unique code based on the Full Title field Enter all applicable information in this tab Type Tab Indicate the type of record you are creating by choosing the radio button that corresponds most closely with the person company Insurance Codes Tab Enter the referring provider s insurance IDs on this tab If multiple insurance companies have assigned the referring provider a specific ID enter each one in the Insurance IDs section on this tab Contacts Tab This tab is provided to keep track of additional information that will help in contacting the entity e cell phone number e mail addresses etc F1 Look up Addresses Chapter 2 Setting Up the Practice 13 Guarantors A guarantor is a responsible p
81. ight only need to create one practice but you can create multiple practices if necessary This section covers creating and opening a practice Creating a Practice To create a practice in Lytec click the O icon or go to the File menu and select New Practice The New Practice window opens MM New Practice Practice Name Server 1197267DDWALYTEC_SQL v Cancel Data Path SYSTEM Password Confirm Password Practice Name Enter the name of your practice Server Enter the name of the computer where the data is located Data Path Enter the file path to the data where it is located on the server SYSTEM Password Enter the SYSTEM user password for the practice Confirm Password Reenter the SYSTEM user password for the practice Chapter 1 Lytec Overview 1 Opening a Practice To open a practice in Lytec click the icon or go to the File menu and select Open Practice The Practice List window opens MM Practice List Sort By Server Database v Open Practice New Practice Last Opened Database Test Practice 12 03 2007 E6w CJ761 D AZ00ALYTEC_SOL Test Practice Browse Delete Rebuild Index Add Tutorials Reset Window gt Close Open Practice Click the Open Practice button to access the selected practice New Practice Click the New Practice button to create a practice that does not appear in the list Browse Click Browse to open an existing data that is not in the Practice List window
82. ine as part of his therapy You can use the Cross Schedule Appointment window to book his appointment with the therapist and exercise machine at the same time Reschedule Select this option to reschedule the selected appointment for a different time The Reschedule Appointment window is identical to the Cross Schedule window When you reschedule a single appointment the status of the current appointment changes to Rescheduled and the status of the new appointment is Pending If you want to reschedule multiple appointments on the Day view use the right click menu on the Appointment grid to copy and paste them to a new day or a new time To select multiple appointments click the first appointment hold down the SHIFT key and click the last appointment If the appointments you want to copy are not consecutive hold down the CTRL key and click each appointment you need Save View as Default Select this option to save the current view as the default when you open the Appointment grid Enter Copay as Prepayment Select this option to enter a copay for a the patient assigned to the selected appointment Eligibility Verification Select this option to check eligibility for the patient assigned to the selected appointment Resource Button The Resource button is available in the Day the Week and the Template views A resource is a person place or thing for which you schedule appointments such as a provider a machine a room a therapist
83. int For example if you want to print insurance claims for billing numbers 13 20 only enter 13 in the first Billing Numbers range and 20 in the second If you want to print all available insurance claims leave all the ranges blank Exclude Tab The information you enter in the Exclude tab tells the program which insurance claims you do not want to print For example if you do not want to print statements for patients who are assigned a certain patient code put that code in the first and second Patient Code ranges If you want to print all available insurance claims leave all the ranges blank F1 Look up Print Insurance Claims Through Charges and Payments When you print insurance claims through Charges and Payments you print the claim for the selected billing only F1 Look up Print Button Charges and Payments Electronic Claims Before you can send claims electronically you have to register with a clearinghouse or an insurance company If you are already sending electronic claims go to the electronic claims area of the program and press F1 for information concerning your method of electronic claims For information to help you get started with electronic claims contact the Lytec Sales Department at 800 735 1991 Billing Statements In Lytec you can either print statements on paper or send them electronically This section covers printing statements on paper and gives basic information on sending electronic statements You a
84. kup before you continue When you select Delete Audit Trail Entries a window will appear with a Remove entries through range This range includes all the entries recorded up to and including the date you enter Enter the date through which you want to delete audit trail entries and click OK to run the utility To delete all the audit trail entries leave the range blank Rebuild Data Files Each practice has an individual set of data files If these files become corrupted or damaged by a power outage a power surge or a hardware failure and a recent backup does not exist conduct a rebuild Rebuilding data files can repair some data problems however it does have its limitations The best way to protect your data files in the event that they become corrupted is to make a backup every day NOTE This utility is not designed to be run on a regular basis You should only rebuild your data files if you have a problem with balances links or if a Lytec support technician tells you to rebuild them Chapter 9 Running Utilities 75 Select Rebuild Data Files and the Rebuild Data Files window appears Rebuild Data Files Reset Patient Balances OK Reset Transaction Headers Cancel V Report on Transaction Header Issues Shrink Database File Size Select All Data Files to Rebuild Address Address Custom Field Address Ins ID Appointment Appointment Reason Archive Appointment Archive Authorize Archive Bill Detail Custo
85. l reappear Edit Select this option to modify the selected appointment in the Appointment grid The Edit Appointment window is the same as the Insert Appointment window Chapter 7 Scheduling Appointments 51 Insert Select this option to add a new appointment in the highlighted time slot Delete Select this option to erase the selected appointment from the Appointment grid Repeating Select this option to enter appointments that occur at the same time at regular intervals NOTE If applicable you can convert a repeating appointment into a template In the Repeating Appointments window select the repeating appointment and click the Convert button After you convert a repeat appointment to a template go to the Template view to modify its settings Insert Recall Appointment Select this option to enter a recall appointment All recall appointments for a particular day will appear on the bottom of the Appointment grid To see a list of recall appointments print the Appointments by Status report available from the Print button You can choose to print only those appointments that have Recall as a status You can also see a list of recall appointments by going to the Activities menu and selecting Recall List The Recall List window shows both the past and future recall appointments Cross Schedule Select this option to schedule an appointment across multiple resources Say a patient comes to see a physical therapist and uses the treadmill mach
86. lity you cannot retrieve the data so be sure to make a backup before you continue When you select Delete Managed Care Payments a window will appear with a Remove payments through range Enter the date through which you want to delete managed care payments in this field and click OK to run the utility To delete all of the managed care payments leave the range blank 74 Lytec 2007 Delete Appointments Select Delete Appointments to delete appointments through a certain date If there are a lot of inactive or outdated appointments in your practice you can use this option to delete them from the system Once you delete appointments with this utility you cannot retrieve the data so be sure to make a backup before you continue When you select Delete Appointments a window will appear with a Remove appointments through range This range includes all the appointments scheduled up to and including the date you enter Enter the date through which you want to delete appointments in this field and click OK to run the utility To delete all of the appointments leave the range blank Delete Audit Trail Entries Select Delete Audit Trail Entries to delete audit trail entries through a certain date If you have the Audit Trail feature turned on this utility is helpful when the audit trail records start to consume a large amount of disk space Once you delete audit trail entries with this utility you cannot retrieve the data so be sure to make a bac
87. m Field Archive Bill Header Custom Field Archive Detail Archive Header Archive Hist Detail Archive Hist Header Archive Nar Body Archive Narr Header Archive Notes Body Archive Notes Header Archive Patient Click the Reset Patient Balances check box if you want to reset the patient balances Click the Reset Transaction Headers check box if you want to reset the transaction headers Select the data files that you want to rebuild in the list of Data Files to Rebuild Click the Select All button to check each file in the list Then click OK to start the reset and or rebuild process 76 Lytec 2007 Appendix A What s New in Lytec There are many new features in this version to help you manage your practice Some of the highlights are outlined below Patients Window The program now includes fields for the patient s nick name cell phone and email address on the Patient Information tab of the Patients window F1 Look up Patient Information Tab You can also now modify the layout of the Appointments tab to customize the fields that appear You can also modify the layout of the Appointments tab in the Insert Appointment window F1 Look up Appointments Tab Patients and Appointments Tab Transaction Codes Scheduler Professional You can now delete recall appointments directly from the Recall List window F1 Look up Recall List You can also now print a report package for each patie
88. mation 63 Printing Reports 57 Provider ID Field 7 Providers Window 7 Contacts Tab 8 Defaults Tab 8 Insurance IDs Tab 7 License Tab 7 Name and Address Tab 7 Other IDs Tab 7 R Rebuild Data Files 75 Recall List 52 Referring Physician Analysis 62 Release of Information Authorized 17 Repeating Appointment 52 Report Ranges 3 57 Reports 56 AR Totals Report 69 Custom Reports 71 Day Sheet 57 Insurance Aging 67 Insurance Reimbursement Analysis 63 Lists 70 Monthly Summary 60 Patient Aging 66 Patient Ledger 63 Patient Statistics 65 Patients List 70 Practice Analysis 61 Referring Physician Analysis 62 Responsible Party Report 65 Service Aging Report 68 Transaction Journal 59 Yearly Summary 60 Reschedule Appointment 52 Reschedule Multiple Appointments 52 Resource Options 52 Responsible Party 15 Responsible Party Report 65 Running Utilities Archive Inactive Patients 72 Archive Paid Billings 74 Delete Appointments 75 Delete Archived Billings 74 Delete Archived Patients 73 Delete Audit Trail Entries 75 Delete Inactive Patients 72 Delete Managed Care Payments 74 Delete Paid Billings 73 Rebuild Data Files 75 Unarchive Paid Billings 74 Unarchive Patients 73 S Schedule Appointments 48 Scheduling a Backup 44 Scheduling a Report 45 Scheduling an Eligibility Verification Inquiry 46 Scheduling Tasks 44 Search Button 54 Security 6 Index 85 Select Custom Form window
89. ments 23 Apply Patient Payments 25 Applying payments on a billing level 24 Applying payments on an item level 24 Appointment Grid Buttons 51 Appointment Grid Views 49 Day View 50 Multiple Resource View 50 Template View 50 Week View 50 Appointment Status 51 AR Totals Report 69 Archive Inactive Patients 72 Archive Paid Billings 74 Bill Automatically after Primary 16 Bill Insurance Automatically 16 Billing Insurance Claims 31 Billing Menu Claims 31 Billing Menu Statements 34 Billing Statements 33 Cc Calendar 48 Categories Tab Insurance Companies 12 Champus Information 19 Charge Backs 23 Charges and Payment Layout 3 Charges and Payments Buttons 22 Claims 33 Statements 36 Charges and Payments Window 21 Index Creating Billings 21 Claim Information Tab Patients 17 Claims Billing 31 Criteria for Printing 31 Electronic 33 Claims Tab Insurance Companies 12 Collections 39 Activities 41 Assign Billings 39 Put Billings in 39 Contacts Tab Addresses 13 Patients 19 Providers 8 Copying Templates 54 Copyrights 79 Creating a Practice 1 Creating a Statement File 37 Creating Billings 21 Cross Schedule 52 Custom Appointment Reports 53 Custom Reports 71 Customizing Your Program 2 D Date of Last Visit 17 Day Sheet 57 Day View 50 Defaults Tab Providers 8 Transaction Codes 9 Delete Appointment 52 Delete Appointments 75 Delete Archived Billings 74 Delet
90. n field to identify the code ICD 9 Code Enter the ICD 9 code in the IDC 9 Code field even if it is the same as that used in the Diagnosis Code field This code prints in box 21 of the insurance claim form F1 Look up Diagnosis Codes Insurance Companies To create insurance company records go to the Lists menu and select Insurance Companies E Insurance Companies Insurance Code 5STAROO00 a H 4 gt gt I Name and Address Identification Claims EDI Eligibility Categories Custom Fields New Save Name 5 Star Life Ins Co Delete Address 1 909 N Wash Street Address 2 Required Fields City Alexandria Close State VA ZIP Code 22314 Telephone 800 776 2322 Ext Fax ll FT Inactive Type Commercial Name and Address Tab Insurance Code Enter a short identifier code or leave the field blank and let the program create a unique code based on the Name field Name Type the insurance company name in the Name field Enter all demographic information in the respective fields Type Click the down arrow to the right of the Type field to make a selection from the drop down list Chapter 2 Setting Up the Practice 11 Identification Tab Medigap ID If this insurance company assigned a Medigap ID to the selected provider enter that number in the Medigap ID field Payer ID This field is a combination field used only if electronic claims are submitted for c
91. narchive Billings data selection questions will appear asking you for the range of Patients the range of Billing Numbers the range of Billing Created Dates the range of Patient Codes the range of Patient Types and the range of Providers for which you want to unarchive billings Enter the appropriate ranges for the billings that you want to unarchive and click OK to run the utility To unarchive all the eligible billings leave all the ranges blank Delete Archived Billings Select Delete Archived Billings to delete selected archived billings This utility will only delete billings that have been previously archived Once you delete an archived billing with this utility you cannot retrieve the data so be sure to make a backup before you continue When you select Delete Archived Billings data selection questions will appear asking you for the range of Patients the range of Billing Numbers the range of Billing Created Dates the range of Patient Codes the range of Patient Types and the range of Providers for which you want to delete archived billings Enter the appropriate ranges for the archived billings that you want to delete and click OK to run the utility To delete all the eligible archived billings leave all the ranges blank Delete Managed Care Payments Select Delete Managed Care Payments to delete managed care payments that you have entered through the Managed Care Payments wizard Once you delete managed care payments with this uti
92. nd it will be reflected in all the areas where aging appears Reports This tab lets you indicate how you want to preview your reports and whether to print report header pages Billing Cycle This tab lets you set how you want the program to calculate exclusion dates in the billing cycle These dates are loaded in the Exclude tab when printing statements Passwords This tab controls the use and application of program passwords Claims Management This tab lets you indicate how frequently you want the program to delete transmission and claim information associated with sending claims through Claims Manager Patient Package The Preferences window Patient Package tab lets you create a group of custom reports that can be printed when a patient comes in for an appointment To see the Patient Package tab scroll to the right using the arrows next to the tabs To set up a patient report package follow these steps 1 Go to the Settings menu and select Preferences The Preferences window opens 2 Click the right arrow at the end of the tab list twice and click the Patient Package tab Chapter 2 Setting Up the Practice 5 3 Click the Add button The Open window should open to your Custom Reports directory 4 Select the report form you want to add to the package and click Open The report will be added to the list 5 Repeat steps 3 and 4 to add more reports to the package You can select up to 10 reports 6 When finished adding reports
93. nd then select Service Aging Report The Print Service Aging window will appear Options Tab Options Age From Enter the date from which the report will age Age using Click the down arrow to select how the report ages by Billing Created Date or Date of Service Sort patients by Click the down arrow to select how the report sorts by Chart Name or Social Security Number Show billing detail Click this option to show the transaction detail for each billing Subtotal by billing Click this option to subtotal the report by billing number Subtotal by provider Click this option to subtotal the report by provider Start a new page after each patient Click this option to start a new page for each patient s billings 68 Lytec 2007 Print detail notes Click this option to print any notes entered in the Notes field of the More Detail window Include Aging All 30 days and older 60 days and older 90 days and older or 120 days and older The option you choose in this section determines which aging categories appear in the report Include 1 and Include 2 Tabs The Include 1 and Include 2 tabs let you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude T
94. noncncnanoncnc nan ncncrnnn cnn rro nn nr nan rr rra 78 Technical SUpport satiinia ada a a a ip ected 78 AP PE ND C ec ee rc cB a Bl i oo ie eaaa 79 COPYRIGHT Sta ne a A Lilie hd ate Stee ot ia abate lable bad 79 SOFTWARE LICENSE AGREEMENT dcir A Sata io 79 License AgreSMe At oerrinne hata er e da 79 Disclaim ekaan ia et i ae e a til et teats tea cats 79 Permitted WSOS estante dai 79 Prohibited USS tata al ati 79 Per Ses RIOS iia datada hatha Set 79 Trademarks iaa lara iaa 80 Limita Warranty iaa 80 Termination of LICENSE aeina a a e e dt dd 80 Miscellaneous ui ainda ls bati 80 HIPAA Disclaimer tt tot eee 80 Chapter 1 Lytec Overview Lytec is a practice management solution that helps you better manage your business by streamlining your management activities into one easy to use system Among other tasks you can use Lytec to schedule appointments bill insurances and patients post payments manage overdue balances and print reports About the Manual This manual is an introduction to using Lytec It is designed to be a getting started manual and not a manual in which you can find information on every field and feature in the program If there is part of a feature you do not see in these pages go to the online Help files and search for the appropriate feature by name For information on searching the online Help files see page 78 Setting up the Program Before you can use the Lytec program you have to create a practice You m
95. nt a check mark appears next to the secondary insurance company s name in the Bill To section of the Charges and Payments window Bill Automatically after Primary Tertiary Insurance Tab Click this option on the Tertiary Insurance tab to bill the tertiary insurance after you have applied an insurance payment For this feature to work correctly you must use a payment code with the code type Insurance Payment to apply the payment After you have processed an insurance payment a check mark appears next to the tertiary insurance company s name in the Bill To section of the Charges and Payments window Accept Assignment Click this check box to accept assignment for the patient F1 Look up Insurance Tabs Patients Associations Tab Provider Click the magnifying glass icon to search for a provider You can also type the provider s code directly in the field 16 Lytec 2007 Facility Referring Physician Referring Patient and Attorney Click the magnifying glass icon to search for a record You can also type the record s code directly in the field Supervising Physician and Outside Primary Care Provider These fields access records in the Addresses window Click the magnifying glass icon to access the Find Addresses lookup window You can also type the provider s code directly in the field You should set up these records in the Addresses window as referring providers Date Last Seen PCP Enter the date that the patient was last
96. nt as he or she comes in for an appointment You set up the reports you want to include in the package in the Preferences window Patient Package tab and then print the package from the Appointments grid You can include up to 10 reports F1 Look up Preferences Patient Package Tab and Print Patient Package A R Management The Collections module has been renamed to the A R Management to reflect more accurately what the feature does help you actively manage your accounts receivable You can put overdue billings into the A R Management module and then track your office s efforts to retrieve payment F1 Look up A R Management Overview New fields have also been added to the Filter A R Management Tool window so that you have more control over the billings that go in the A R Management module F1 Look up Filter A R Management Tool Reports The following reports have new filters that give you more control over what prints Waiting Claims Report Pending Claims Report Transaction Journal and Practice Analysis Audit Trail Whenever users make modifications to Patient Notes you can now track that activity in the Audit Trail F1 Look up Audit Trail Appendix A Whats New 77 Appendix B Where to Find Help Online Help No matter where you are in Lytec help is not far away Access the online Help screens to find detailed information on each feature in the program Online Help is available in two different ways Context Sensitive Help
97. nt if you want to print the report directly to the printer or Preview if you want to display the report on screen The report then prints or displays accordingly 38 Lytec 2007 Chapter 5 Managing Overdue Balances This chapter covers the A R Accounts Receivable Management module in Lytec The A R Management module helps you manage your delinquent accounts You can put overdue billings into the A R Management module and then track your office s efforts to retrieve payment NOTE This feature was previously called the Collections module There are three main parts of using the A R Management module 1 Putting billings in A R Management 2 Assigning billings to an agent 3 Performing A R Management activities Put Billings in A R Management To put a billing in A R Management go to Activities select A R Management Tool and then select A R Management Tool NOTE You must have security permissions to access the A R Management Tool To give or remove permissions to the A R Management Tool make changes to the user s Security Profile The Filter A R Management Tool window opens in which you can determine the billings you want to appear in the A R Management Tool The values you enter in the filters limit the billings that you can assign to an agent Once you enter values and click OK the A R Management Tool opens with the selected billings You must then assign these billings to an agent F1 Look up Filter A R Management Tool
98. nter here Auto Recall Use this section to schedule recall appointments automatically If you enable this feature the program schedules a recall appointment when this transaction code is used in Charges and Payments F1 Look up Appointments Tab Transaction Codes Inventory Tab If you have inventory items that you sell to your patients such as vitamins you can set up an inventory tracking system for each item This feature assists you in keeping track of how many units you have of each item It also assists you in keeping track of the number of units you sell and how much revenue you generate from them Information can only be entered into this tab if you choose Inventory as the Transaction Type on the Description tab F1 Look up Inventory Tab Fee Schedules Tab Open the Fee Schedules tab to assign CPT codes charges allowed amounts write offs etc to transaction codes If you have multiple locations set up with unique locality and carrier numbers you will have a fee schedule listed for each location You can enter individual fee schedule information for the transaction code when it is performed at different locations If there is a locality number or a carrier number in the fee schedule you must enter the appropriate location when entering charges in Charges and Payments to apply the fee schedule correctly CPT When you create a new transaction code the CPT column is empty To pull the default CPT code from the Defaults tab
99. nue You can use the Practice Analysis Referring Physician Analysis and the Insurance Reimbursement Analysis to identify the sources of your revenue Practice Analysis This report prints information about the financial status and the service performance of the practice Many practices use this as one of their monthly reports by entering monthly dates in the Comparison Dates range Go to the Reports menu and select Practice Analysis The Print Practice Analysis window opens Options Tab Subtotal by provider Click this check box to include an individual subtotal for each provider in the practice Subtotal by location Click this check box to include a subtotal for each provider s location Include charges only Click this check box to exclude payments and credits from the report Active Click this option to print active transactions on the Practice Analysis Archive Click this option to print the archived transactions on the Practice Analysis For information on archiving transactions see 74 Active Codes Click this option to include active transaction codes in the report Inactive Codes Click this option to include inactive transaction codes in the report You can mark a transaction code inactive in the Transaction Codes window Include 1 and Include 2 Tabs The Include 1 and Include 2 tabs let you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the
100. o the provider by Medicare and another ID number assigned to the provider by commercial insurance companies enter them in different lines in this tab The column to the far left identifies the provider ID line number The provider ID number you enter in the first line will be known as Insurance ID number 1 throughout the program The second ID number you enter will be known as number 2 and so on NOTE This numbering becomes important in the Provider ID field in the Identification tab of the Insurance Companies window The number you enter in that field corresponds to the line number of the provider ID in this tab So be sure to enter insurance company IDs in the same order for each provider in the practice For information on filling out the Insurance Codes window see page 11 ID Enter the provider ID number assigned to the provider Description Enter a description for the ID number Eligibility Enrollment IDs Chapter 2 Setting Up the Practice 7 Some payers require that individual providers enroll for eligibility verification To use the online eligibility verification feature the provider needs to enroll with the payer through the clearinghouse and obtain an enrollment ID This table is where you enter the enrollment ID If you need to enter a user name and password as well as an enrollment ID go to the Set Enrollment ID window Eligibility Payer This column shows the payers who require an individual provider to enroll in eligibili
101. of type Statement Processing Files mps Click the down arrow to the right of the Look in field to navigate to the folder in which you saved your electronic statements file Select your electronic statements file and then click Open The program will automatically dial the host indicated in the Statement Processing Settings window and transmit the electronic insurance claims file F1 For more information on creating and transmitting the electronic statements file look up Statement Processing Statement Pre Run Report The Statement Pre Run Report displays information about a batch of statements before you actually print it It displays a chart number responsible party patient responsible amount insurance responsible amount charge amount payment amount balance and number of pages for each statement It also totals all the amounts and the number of statements in the batch To run the Statement Pre Run Report go to the Reports menu select Billing and then select Statement Pre Run Report Like when you print statements the Select Custom Form window opens Choose the report format you want to use and click Open The Print Statements window opens You should fill out the Print Statements window like you would when you print statements The program needs to know which statements you want batched together before it can tell you specific information about the batch When you are finished filling out the options and ranges click Pri
102. ommercial insurance companies Enter the commercial identification number and the submitter identification numbers assigned to the insurance company from the clearinghouse F1 Look up Identification Tab Claims Tab Submit claims to this insurance company as a Use this section to include a group practice ID on an insurance claim typically in box 33 Choose either Group practice with this practice ID and supply a practice ID or choose Nongroup practice Accept Assignment When you check this box and enter the insurance company in one of the Insurance tabs in the patient record the Accept Assignment box will be checked in the patient record as well F1 Look up Claims Tab EDI Eligibility Tab This tab is where you enter the EDI receivers you use to send insurance claims and make online eligibility inquiries F1 EDI Receiver When Primary Enter the EDI receiver you use to send primary insurance claims If you do not enter an EDI receiver in the EDI Receiver When Primary field claims will not be created or sent for this insurance company Eligibility Payer Enter the payer to which you will make eligibility verification inquiries for the insurance company Look up EDI Eligibility Tab and EDI Receivers Categories Tab Click the magnifying glass icon in a field to assign this insurance company to an insurance category Go to the Lists menu and select Insurance Categories to set up insurance categories F1 12 Look up Categor
103. on Size Letter Portrait Source Auto Select y C Landscape Help Network Cancel Printer The printer listed in the Name field is the printer that is set as the default printer for your computer The default printer is one to which Lytec will automatically send documents when you print If you want to change the default printer for the program click the down arrow to the right of the Name field and select the correct one To change the properties for the printer click the Properties button Paper To change the paper size click the down arrow to the right of the Size field and select the correct size The Paper Source field refers to the place in your printer from which the printer pulls paper when printing Some printers have only one tray others have multiple trays To change the paper source click the down arrow to the right of the Source field and select the correct source Orientation Choose Portrait if you want to print horizontally Choose Landscape if you want to print vertically 56 Lytec 2007 Printing Reports NOTE You can set default ranges for each report Look up Save Report Ranges in the online Help files Once you have the correct printer options set up you should be ready to print reports There is a lot of valuable information in the program that you can access by printing reports For explanations of all the reports in the system go to the online Help files and type Reports in the
104. on a daily basis Click the Eligibility Schedule Options tab Enter the number of days prior to the appointment date for which you want to verify patient eligibility If you only want to verify eligibility for that day s appointments enter 0 If you want to verify eligibility for that and the next day s appointments enter 1 and so on Enter how frequently you want the program to verify eligibility for the same patient 6 7 Puta check next to the insurance s for which you want to verify eligibility 8 Click OK to schedule the eligibility verification inquiry 9 The scheduled task is saved to Lytec as well as to the Windows Task Scheduler Scheduling a Data Rebuild Scheduling a data rebuild lets you make sure the data files are rebuilt periodically NOTE When you run a data rebuild manually the program prompts you to make a backup When the program runs a scheduled data rebuild it does not prompt you to make a backup as that would require user input To schedule a data rebuild follow these steps 1 Go to the Activities menu and select Schedule Rebuild The Scheduled Tasks window opens 2 Click Add to create a new scheduled data rebuild The Rebuild Data Files window opens 3 Click the functions you want the program to perform such as Reset Patient Balances and then click the data files you want the program to rebuild You can also click Select All and every function and data file will be selected 46 Lytec 2007 8
105. ort When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Chapter 8 Preparing Reports 59 Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report Included in the Transaction Journal A Transaction Journal includes a transactions section report totals and optional bank deposit sheet The following lists the included items in each part Transactions Transactions chart numbers date of the transaction provider code place of service code diagnosis code transaction code and the amount Totals Provider balance by location charges credits adjustments and location totals Total provider balance charges credits adjustments and provider totals Report Summary charges credits adjustments and report totals Bank Deposit Sheet optional Payments received date reference description and amount Totals checks cash and deposit Monthly Yearly Summary The Monthly Summary summarizes financial activity for each day of the current or specified month The Yearly Summary summarizes financial activity for each month in the year Go to the Reports menu and selec
106. ple Resource and the Template views Today Previous Day Next Day Previous Week Next Week Previous Month Next Month Previous Year or Next Year Select one of these options to move the calendar accordingly Specific Day Select this option to go to a particular day Custom View This button is available from the Multiple Resource view only Use it to create to modify and to delete custom views You can also use it to select the custom view that you want to appear in the Multiple Resource view Template This button is available from the Template view only Use it to create to modify and to delete templates Chapter 7 Scheduling Appointments 53 Templates are available to block off periods of time for specific types of appointments You can enter appointments in templates in the Day Week and Multiple Resource views but you cannot modify or create a template unless you are in the Template view If you want to copy a template from one day to another click the template and press CTRL C move to the new day or time select the beginning time period and press CTRL V If the copied template is assigned to just particular days and you copy to a day not assigned you will have to edit the template s to include the day you need To select multiple templates click the first template hold down the SHIFT key and click the last template If the templates you want to copy are not consecutive hold down the CTRL key and click each
107. pport Purchaser s use of the Software 2 use the Software on a single computer and 3 if integrated with Per S networked software licensed by Purchaser from Per S Purchaser may install this Software on each computer within one network at a single location Prohibited Uses Purchaser may not 1 distribute rent sublicense or otherwise make available to others the Software documentation or any copies thereof 2 modify translate adapt disassemble or create derivative works from the Software or documentation or 3 use the Software or permit it to be used on more than one computer at any one time except as expressly authorized in the Permitted Uses Section above The Software documentation and all manuals accompanying the Software are copyrighted and all rights are reserved by Per S No copyrighted material may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable device without prior written consent from Per S Per S s Rights Purchaser acknowledges and agrees that the Software and associated documentation are proprietary products of Per S and certain third parties Third Party Licensors protected under U S and international copyright law Purchaser further acknowledges and agrees that all right title and interest in and to the Software and any copies thereof including associated intellectual property rights are and shall remain with Per S and Third Party Lic
108. presentations warranties or guarantees express or implied including warranties of merchantability or fitness for any use or any particular purpose with regard to the Software and documentation The Software and documentation are licensed to Purchaser on an AS IS basis Liability of Per S will be strictly limited to the purchase price of the Software in any case IN NO EVENT SHALL PER SE BE LIABLE FOR ANY DIRECT INCIDENTAL OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS LOSS OF BENEFITS OR LOSS OF DATA RESULTING FROM THE USE OF THIS SOFTWARE OR ARISING OUT OF ANY CLAIMED OR ACTUAL BREACH OF WARRANTY Some states do not allow the exclusion or limitation of direct incidental or consequential damages If Purchaser resides in such a state the above limitation may not apply to Purchaser NO OTHER REPRESENTATIONS OR WARRANTIES CONCERNING THE SOFTWARE OR DOCUMENTATION MAY BE GIVEN EXCEPT THOSE CONTAINED HEREIN Termination of License Per S may terminate this License Agreement upon a breach by Purchaser of any term hereof Upon such termination by Per S Purchaser agrees to immediately return to Per S or destroy all copies of the Software in Purchaser s possession Miscellaneous The failure of Per S to enforce any rights granted hereunder or to take any action against Purchaser in the event of a breach hereunder shall not be deemed a waiver by Per S as to subsequent enforcement of rights or subsequent action
109. print all the transactions available leave all the ranges blank Included in the Patient Ledger 64 Patient information chart number name home phone work phone insurance ID and insurance phone Billings date of billing provider code place of service code billing number diagnosis code transaction code and amount Patient totals patient debits patient credits and patient balance Lytec 2007 Provider totals provider debits provider credits and provider balance or patient portion insurance portion and provider balance Report totals report debits report credits and report balance Patient Statistics This report prints the demographic data for the specified range of patients Go to the Reports menu select Patient and then select Statistics The Print Patient Statistics window will appear Sort By Choose either Chart or Name to sort the report by that field Ranges The Ranges section lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Included on the Patient Statistics Report e Demographic data for the patient e Patient association information patient claim information and patient insurance information Responsible Party R
110. procedure insurance vr Close Payment Type Unique Type of Service Iv Inactive Standard Cost Purchased Service Cost General Ledger Account Graphics Category TAN Category 1 y This is a lab procedure which requires a CLIA number where applicable 8 Lytec 2007 Description Tab Transaction Code Enter a short identifier code For procedure codes this is usually the CPT code For other transaction codes enter a code that you will be able to identify easily Inactive If you want to mark the transaction code as unavailable for use throughout the program click Inactive NOTE If you mark a transaction code inactive and then try to use it in various parts of the program such as Charges and Payments or Insert Appointment you will get a warning indicating the transaction code is inactive However you will still be able to save the charge appointment etc Description Enter a brief but clear description in the Description field to identify the code What you enter in this field prints on patient statements as the code s description Type Each option in the Type field has an affect on the Insurance Portion or Patient Portion available in the Charges and Payments window Select the appropriate type Payment Type This field is only available when the transaction code type is Patient Payment Unique Type of Service This field is available as a reference field to enter your own type of service Standard Cos
111. r asking you for the range of Patients the range of Dates of Last Visit the range of Patient Codes and the range of Patient Types that you want to delete The Dates of Last Visit range refers the date on which a procedure was last entered for the patient Enter the appropriate ranges for the patient records that you want to delete and click OK to run the utility To delete all the inactive patient records that have paid billings leave all the ranges blank Archive Inactive Patients Select Archive Inactive Patients to archive both the patient records that you have marked inactive and their billings Once you archive patients their records will be in a different file from the patients who have not been archived The patient records will no longer appear in the Patients window You can reverse the archival process but you should make a backup of your data in any case in the event of some unforeseen problem 72 Lytec 2007 When you select Archive Inactive Patients a data selection question box will appear asking you for the range of Patients the range of Dates of Last Visit the range of Patient Codes and the range of Patient Types that you want to archive Enter the appropriate ranges for the patient records that you want to archive and click OK to run the utility To archive all of the inactive patient records that have a zero balance leave all of the ranges blank Unarchive Patients Select Unarchive Patients to put the patient reco
112. r to see all the payments that were applied from a certain check number Ranges Tab The Ranges tab lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank It is recommended that you leave the ranges blank and print a Day Sheet daily to keep an accurate record of the transactions or paper trail NOTE Keep in mind that if you have Close after printing checked on the Options tab then those transactions that have already been printed on a Day Sheet will not appear again no matter what values you enter in the ranges Included in the Day Sheet A Day Sheet includes transaction detail charge summary credit summary accounting summary and optional deposit sheet The following lists the included items in each part Transaction Detail Transactions chart numbers date of transaction provider who performed the service place of service billing number diagnosis code and the amount Totals charges debit adjustments patient payments insurance payments credit adjustments managed care charges and managed care payments Provider balance by location Total provider balance Report balance Charge Summary Charges transaction charges descriptions amount
113. rds you previously archived back into the Patients window This utility will only retrieve records that have been archived but not deleted Before you proceed with this utility make sure you make a backup of your data in the event of an unforeseen problem For information on archiving patient records see the previous section When you select Unarchive Patients a data selection question box will appear asking you for the range of Patients the range of Dates of Last Visit the range of Patient Codes and the range of Patient Types that you want to unarchive Enter the appropriate ranges for the patient records that you want to unarchive and click OK to run the utility To unarchive all of the archived patient records leave all of the ranges blank Delete Archived Patients Select Delete Archived Patients to delete both archived patient records and their billings completely from your practice This utility will only delete patients that have been previously archived Once you delete an archived record with this utility you cannot retrieve the data so be sure to make a backup before you continue When you select Delete Archived Patients a data selection question box will appear asking you for the range of Patients the range of Dates of Last Visit the range of Patient Codes and the range of Patient Types that you want to delete Enter the appropriate ranges for the patient records that you want to delete and click OK to run the utility To d
114. re also able to view a Statement Pre Run Report before you print or send electronically a batch of statements Paper Statements Like printing insurance claims there are two areas from which you can print patient statements in Lytec You can select Print Statements from the Billing menu or you can click the Print button in the Charges and Payments window Chapter 4 Billing Claims and Statements 33 Through the Billing Menu When you select Print Statements from the Billing menu the Select Custom Form window will appear Select Custom Form Look in Lytec y e a E B cr Reports Text HCFA Medicare 2000 lci 2 data My Recent emc Documents Sos E era SERN Desktop updates 3 E CMS 1500 Standard with form Ici ee E cms 1500 Standard lci Si HCFA Blank Ici E HCFA Medicare with Form Ici a HCFA Medicare Ici g E HCFA Standard with Form Ici My Computer E HCFA Standard Ici 197261DDwW E Text HCFA 1992 Format Ici My Documents My Network File name ems 1500 Standard Ici y Places Files of type Custom Insurance Form Files Ici Ins y Cancel Use the Select Custom Form window to select the appropriate form If you cannot see the forms in the Select Custom Form window you may have to navigate to the default location of the forms using the Look In field The program will remember where the forms are stored once you have navigated to the correct directory and selected a
115. report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report Included in the Practice Analysis The Practice Analysis includes the charges and credits for the practice It also gives an accounting summary for the practice The following lists each part of the report in greater detail Charges Charge information transaction code description amount percent total and count Chapter 8 Preparing Reports 61 Totals by provider amount percent total and count Totals by location amount percent total and count Report total amount percent total and count Credits Credit information transaction code description amount percent total and count Totals by provider amount percent total and count Totals by location amount percent total and count Report total amount percent total and count Accounting Summary Summary items charges credits adjustment and report total Referring Physician Analysis This report prints a list of all the referring physicians information Go to the Reports menu and select Referring Physician Analysis The Print Referring Physician Analysis report
116. rmation Click the Champus Information button to enter military claim information for the patient F1 Look up Champus Information Diagnosis Reminders Tab Click the magnifying glass icon in the numbered fields of the Permanent Diagnosis Codes section to assign up to five permanent diagnoses for the patient Permanent diagnoses are helpful when you have patients who come in often with the same diagnoses Hold Codes Click the magnifying glass icon in the numbered fields of the Hold Codes section to assign up to five hold codes to the patient Hold codes are pop up reminder messages that you can create in the Hold Codes window Notes Reminder Code Click the magnifying glass icon to assign a notes reminder code to the patient The notes reminder code indicates whether a patient has patient notes on file Images Reminder Code Click the magnifying glass to assign a patient images reminder code to the patient This code indicates the patient has images saved to his her record A R Mgmt Click the magnifying glass icon in the A R Mgmt field to assign an A R management status code to the patient This code indicates the A R mgmt status of the patient s account F1 Look up A R Management Status Contacts Tab This tab is provided to keep track of additional information that will help in contacting the patient i e cell phone number e mail addresses etc You can also use this tab to enter emergency contact information for the patient
117. rs and minutes 8 Click the up and down arrows in the Slot field to indicate which slot the appointment will fill You will only be able to select a slot if you are entering an appointment at a time when there is at least one appointment already scheduled 9 If they are not defaulted based on the reason or procedure choose colors for the appointment s text and background 10 Click OK to save the appointment If you would like to see the patient s future and or past appointments open the Appointments tab Select the type of appointments you would like to see future or past or both The appointments will appear in the window The Patient Account Balance section at the bottom of the window contains patient account balances for each insurance carrier for the patient the co pay amount the next appointment and the previous appointment The Do Not Perform Account Balance Calculation check box disables the balance calculation display Once checked the setting applies in every patient record and every Edit or Insert Appointment window The Calculate Now button recalculates and displays the information Appointment Grid Views and Buttons Appointment Grid Views There are four views available in the Appointment grid the Day view the Week view the Multiple Resource view and the Template view The first three are for viewing appointments by day by week and by multiple resources The fourth is for entering templates into the Appointmen
118. s in the event of future breaches Neither this License Agreement nor any interest in this License Agreement is assignable by Purchaser This License Agreement represents the entire agreement concerning the Software between Purchaser and Per S Should any term of this License Agreement be declared void or unenforceable by any court of competent jurisdiction such declaration shall have no effect on the remaining terms hereof This License Agreement shall be construed and governed in accordance with the laws of the State of Georgia United States of America HIPAA Disclaimer The HIPAA information contained in this manual is provided for informational purposes only Each covered entity must evaluate its own situation and Per S does not endorse nor recommend any specific 80 Lytec 2007 course of action Under no circumstances shall Per S its agents and employees be liable for any loss or damage arising directly or indirectly from the possession publication use of or reliance on information contained herein Per S expressly disclaims any and all warranties express or implied including without limitation warranties of merchantability and fitness for a particular purpose with respect to the materials Appendix C License Agreement 81 A About the Manual 1 Accept Assignment 16 Addresses Window 13 Contacts Tab 13 Insurance Codes Tab 13 Name and Address Tab 13 Type Tab 13 Aging 65 Analyzing Revenue 61 Apply Insurance Pay
119. s which aging categories appear in the report Include Tab The Include tab lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report Included in the Insurance Aging Report e Insurance name information e Patient totals billing number current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Group totals billing number current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Provider totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Report totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed e Percent totals current 31 60 days 61 90 days 91 120 days greater than 120 days and the total owed Service Aging Report This report provides a combined insurance and patient aging report so that you can determine your total accounts receivable for a specific aging period Go to the Reports menu select Aging a
120. see all of the dates on which the transactions were billed If you select First Date Billed you will see only the first day on which the transactions were billed If you select Last Date Billed you will see only the last day on which the transactions were billed Show Summary Click this option to show a summary for each patient Show Detail Click this option to show the transaction detail for each patient Show billing detail Click this option to show the transaction detail for each billing Subtotal by billing Click this option to subtotal the report by billing number Subtotal by provider Click this option to subtotal the report by provider Start a new page after each patient Click this option to start a new page for each patient s billings Print detail notes Click this option to print any notes entered in the Notes field of the More Detail window Include Aging All 30 days and older 60 days and older 90 days and older or 120 days and older The option you choose in this section determines which aging categories appear in the report Include Tab The Include tab lets you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank 66 Lytec 2007 Exclude Tab
121. seen by the primary care provider F1 Look up Associations Tab Claim Information Tab The Claim Information tab contains information necessary for filling out insurance claims Type Specify a symptom type Choose between Illness or LMP Last Menstrual Period Date In the field beneath Type enter the date of the last symptom Similar Symptom Click this box if the patient has experienced similar symptoms before Enter the date of the similar symptom in the Date field beneath the check box Status Click the down arrow to the right of the Status field to select the patient s status from the drop down list If you select Death as the status the Date of Death field will become available Enter the date of death in that field Lab Charges If applicable click the Lab Charges box and enter the amount of the charges in the Amount field Signature on File Assign Payments Click this box to indicate the patient s signature is on file for the assignment of payment Release of Information Authorized Click this box to signify that a release of the patient s information has been authorized Enter the date the release was authorized in the Date field below More Information Click the More Information button to access more fields that are applicable to filling out an insurance claim form More Information 1 Tab Date of Last X Ray Consultation Dates Total Disability Partial Disibility Hospitalization Assumed Relinquished Care and
122. select what billing history you see on the Insurance Aging report Click on the down arrow to the right of the field to access the options available All Dates Billed First Date Billed and Last Date Billed If you select All Dates Billed you will see all of the dates on which the transactions were billed If you select First Date Billed you will see only the first day on which the transactions were billed If you select Last Date Billed you will see only the last day on which the transactions were billed Sort Insurance by This option lets you select how the insurance companies are sorted You can sort by the Insurance Code or the Balance Due Show Summary Click this option to show a summary for each insurance company Show Detail Click this option to show the transaction detail for each insurance company Show billing detail Click this option to show the transaction detail for each billing Subtotal by billing Click this option to subtotal the report by billing number Subtotal by provider Click this option to subtotal the report by provider Start a new page after each patient Click this option to start a new page for each patient s billings Print detail notes Click this option to print any notes entered in the Notes field of the More Detail window Chapter 8 Preparing Reports 67 Include Aging All 30 days and older 60 days and older 90 days and older or 120 days and older The option you choose in this section determine
123. t This field is used when generating a Managed Care Analysis report Enter the dollar amount in labor and supplies that it costs for the doctor to perform the procedure Purchased Service Cost Use this field to report the direct cost of purchased services like outside laboratory fees This is a Lab Procedure which Requires a CLIA Number where Applicable Click this check box to make the CLIA number appear on an insurance claim when the transaction code is used NOTE The Billing Information tab of the Billing Options window must have a laboratory record selected in the Laboratory field for the CLIA number to appear The selected laboratory must also have the CLIA number entered in the CLIA Number field of its record in the Laboratories window F1 Look up Description Tab Defaults Tab Place of Service and Type of Service Enter the place of service and the type of service for the transaction code in their respective fields The online Help files have both a place of service list and a type of service list available as a reference guide Look up Place of Service Codes and Type of Service Codes CPT Code and Charge Enter the CPT code and the charge amount that should appear on insurance claims when this transaction code is entered NOTE When you modify one of the default fields the program will display a message telling you that the defaults have changed If you want to make the same changes in the fee schedules assigned to the CPT code yo
124. t a billing level section of the window lets you apply a payment for an entire billing to the entire billing Click the Apply column and enter the payment amount for the entire billing If it is a partial payment click the box in the Part column If there is a write off enter the amount in the Write Off 1 column If there is a second write off enter the amount in the Write Off 2 column The Balance column calculates the billing balance according to what you entered in the Apply Write Off 1 and Write Off 2 columns The To apply payments at an item level section of the window lets you apply a payment amount for each transaction in the billing This type of payment entry is necessary if you want to process the Insurance Reimbursement Analysis report The TX Code column shows the transaction code to which you are applying a payment The Units column shows how many units are assigned to that transaction line Lytec 2007 21 22 23 Click the Apply column for the appropriate line item and enter the payment amount for that transaction If it is a partial payment click the box in the Part column If there is a write off enter the amount in the Write Off 1 column If there is a second write off enter the amount in the Write Off 2 column The Expected column pulls the facility or non facility amount from the fee schedule The Balance column calculates the line item balance according to what you entered in the Apply Write Off 1 and Write Off
125. t grid A template blocks out a period of time during which you schedule certain types of appointments To move between these views click one of the icons in the bottom left hand corner of the Appointment grid ELLI Chapter 7 Scheduling Appointments 49 Day View When you go to the Activities menu and select Appointments the Appointment grid defaults to the Day view If you move to a different view click this icon in the bottom left corner of the window to get back to the Day view Week View Select the Week view to display all of the appointments for each day of the week selected on the calendar Click the Week view icon in the bottom left corner of the window and the Week view will appear This view shows the week s appointments for the selected resource The selected resource shows in the Title bar of the Appointment grid In the example above Appointments is the selected resource Multiple Resource View Select the Multiple Resource view to see multiple resources concurrently The Multiple Resource view defaults to the day selected in the Day view or the calendar Click this icon in the bottom left corner of the window and the Multiple Resource view will appear This view shows the appointments scheduled for each resource in the selected Multiple Resource view Template View Use this option to create templates for the Appointment grid A template is a block of time set aside for certain types of appointments Say the
126. t the Monthly Summary or Yearly Summary report The Print Monthly Summary or the Print Yearly Summary window will appear Options Tab Month When printing the Monthly Summary select the month for which you want to print the report in the Month field When printing the Yearly Summary select the month for which you want to start the report in the Month field Year For both reports choose the year for which you want to print the report in the Year field Date of Service or Entry Date Choose one of these options to sort the report by the selected option Include 1 and Include 2 Tabs The Include 1 and Include 2 tabs let you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report 60 Lytec 2007 Included in the Monthly Yearly Summary These reports include summaries of each different type of transaction in the practice charges inventory charges sales tax charges adjustments insurance payments patient payments etc They also show summaries by location Analyzing Reve
127. the appropriate primary secondary and tertiary insurance payment codes in the Primary payment Secondary payment and Tertiary payment fields respectively The payment codes you enter in these fields all need to have Insurance Payment as their transaction code type Click the magnifying glass icon to search for the appropriate partial primary partial secondary and partial tertiary insurance payment codes in the Partial primary payment Partial secondary payment and Partial tertiary payment fields respectively Depending on which partial payment codes that you enter in these fields the transaction code types need to be Partial Primary Insurance Payment Partial Secondary Insurance Payment or Partial Tertiary Insurance Payment Only use a partial payment if you think the insurance company in question will send further payments for a procedure Click the magnifying glass icon to search for the appropriate write off code in the Write Off 1 and Write Off 2 fields The write off codes you enter in these fields have to have Insurance Adjustment as their transaction code type If necessary click the magnifying glass icon to search for the appropriate charge back code in the Charge back field The charge back code you enter in this field needs to have Insurance Charge Back as its transaction code type Once you have the Codes section filled out click Next to go to the second window of the Apply Insurance Payment wizard If there are ch
128. the prepayment Chapter 3 Entering Transactions 27 In the Billing field select the billing for which you want to apply the prepayment In the Detail Items section select the line item for which you want to apply the prepayment Click the Detail button and select Apply Prepay The Apply Item Prepay window opens Change the date entered in the Apply Date if necessary Enter the amount you want to apply in the Apply column If you just want to apply from the oldest prepayment in the list click Apply from Oldest OM NOOR Y Click OK to apply the payment The program then creates a prepayment line item in the Pay Item window like if you applied a regular payment 10 Click Save to save the billing Printing a Prepayment Receipt A prepayment receipt can now be printed from the Enter Copay as Prepayment window This window can be accessed from the Appointment button on the Scheduler window or from the Patient button on the Patients window To print a prepayment receipt follow these steps 1 From the Enter Copay as Prepayment window click the Print button 2 Select Print from the drop down menu 3 Amessage appears asking if you want to save the prepayment record Click Yes The Print window appears 4 Select your desired printer and print settings Click OK when you are ready to print the receipt 28 Lytec 2007 Pending Transactions Transactions imported into Lytec from an EMR service through Communications Manager are held
129. ther Medical or Chiropractic depending on which category is applicable to your practice If you select Chiropractic the Use AutoDoc option appears 4 Lytec 2007 Preferences Use the Preferences window to set functional settings in the program Go to the Settings menu and select Preferences Preferences General Charges and Payments Aging Aging Buckets Reports Billing Cycle Passwords Claims Manager 4 gt Automatic Write O ffs Enter Key Subtract allowed amount from charge C Standard Windows C Use write off in fee schedule Move between fields Automatic Patient Chart Numbering Other Options C Generate from name Next Billing Number 35 Generate numerically Next Superbill Number 1002 by adding 10 to last Default Laboratory CENTER patient chart 10000000001 H Warm New Billings Different By 20 Cancel General This tab lets you indicate how you want to generate patient chart numbers You can also set how you want to use the ENTER key and how to generate the next superbill number Charges and Payments This tab controls multiple options for the Charges and Payments window Aging This tab controls how insurance and patient balances age Aging Buckets This tab lets you indicate how many days you want each aging bucket to last For example say you want to have aging periods of 0 35 days 36 70 days 71 105 106 140 and gt than 141 You can make the adjustment in the Aging Buckets tab a
130. to schedule a new Advanced Reporting report The Schedule Task window opens 3 Inthe Task section of the Schedule Task window enter a description a starting date an ending date and a time at which to run the report Chapter 6 Eligibility and Scheduled Tasks 45 4 Inthe Repeat Occurrence section choose how frequently you want to produce the report 5 The Repeat Options section changes according to the option you choose in Repeat Occurrence Choose when you want to produce the report 6 Click the Print Settings tab 7 Inthe Report field click the Select button to choose the report you want to schedule 8 The scheduled task is saved to Lytec as well as to the Windows Task Scheduler Scheduling an Eligibility Verification Inquiry This feature automatically checks the eligibility status of patients scheduled in the Appointment grid There is a cost associated with eligibility so you may want to keep that in mind when setting how frequently you want the program to check eligibility Contact Lytec sales at 800 735 1991 for pricing information To schedule an eligibility verification inquiry follow these steps 1 Go to the Activities menu select Eligibility Verification and then select Schedule The Scheduled Tasks window opens Click Add The Scheduled Task window opens Enter a description starting and ending date and a time at which to run the eligibility inquiry You can only choose to repeat the eligibility inquiry
131. transactions that print on the Day Sheet will not print on a Day Sheet again However they will print on the Transaction Journal See page 59 for information on the Transaction Journal Sort By The option you select in this section determine how the report sorts Select Patient Chart Patient Name Billing Number Billing Created Date Service Date or Entry Date Time to sort the report by that field Reference The options in this section are connected to the Reference field in the Apply Insurance Payments wizard the Apply Patient Payments wizard in the Managed Care Payments window and in the Pay Item window They are also connected to the Note field in the More Detail window of Charges and Payments The Reference field is normally used for a check number for the payment to which it is connected but you can use it however you want Do not print references Click this option to exclude all references from the payment wizards on the Day Sheet Chapter 8 Preparing Reports 57 Print all references Click this option to print all references from the Apply Insurance Payments wizard the Apply Patient Payments wizard the Managed Care Payments window and the Note field in the More Detail window Only print lines with this reference Click this option and then enter a specific reference in the field to the right to print only those transactions to which the specific reference is attached This option is normally used to look at finance charges o
132. ty verification Enrollment ID Enter the enrollment ID you receive in the payer s corresponding Enrollment ID field NOTE If the Enrollment ID field for a payer insurance is not populated Lytec attempts to pull the insurance ID from the matrix above for that payer insurance instead These two values frequently match so you do not have to enter the same enrollment ID for both claims and eligibility F1 Look up Insurance IDs Tab Contacts Tab This tab is provided to keep track of additional information that will help in contacting the provider i e cell phone number e mail addresses etc Defaults Tab Use the Default Location Code field to enter the office location where the doctor normally practices When you enter a location code in this field and then pull up a patient who is assigned to the provider in the Charges and Payments window the selected location code will automatically appear in the Location field in that window F1 Look up Defaults Tab Providers Transaction Codes Transaction codes are all the different types of financial codes that you enter in the system CPT codes payment codes credit and debit adjustment codes etc To enter transaction codes go to the Lists menu and select Transaction Codes E Transaction Codes M Transaction Code 11426 q H 4 Description Detauts Appointments Inventory Fee Schedules New Save Description Remove lesion scalp neck_hand foot lt 4 0 Delete Type
133. u will need to open the Fee Schedules tab and click the Set to Defaults button The Place of Service Type of Service CPT Code and Charge entered in the Defaults tab will overwrite what is currently in those fields in the Fee Schedules tab Taxable Click this check box if sales tax needs to be calculated for the transaction code When you check this option sales tax will be automatically calculated based on the Sales Tax Rate field in the Practice Settings window Chapter 2 Setting Up the Practice 9 Print on Claims Click this check box to default a check in the Print check box in the Charges and Payments window A check in the Print check box indicates the charge will appear on an insurance form Charge Patient Only Click this check box to transfer the entire charge amount to the patient portion This check box is for procedures for which insurance companies will not pay F1 Look up Defaults Tab Transaction Codes Appointments Tab Appointment Colors Transaction codes can be used to color code the Appointment grid This feature helps you identify which procedure will be performed for a patient during an upcoming appointment Select colors in the Text Color and the Background Color fields to use the color coded transaction codes in the Appointment grid Appointment Length Enter a default appointment length in hours and or minutes When you enter this procedure code in an appointment the appointment length will default to what you e
134. ude 2 tabs let you filter the information that appears on the report When you enter values in the ranges it limits the information that prints on the report to those values The more values you enter in the ranges the less information will print on the report If you want to print all the transactions available leave all the ranges blank Exclude Tab The Exclude tab also lets you filter the information that appears on the report When you enter values in the ranges it leaves the information that falls within those ranges off the report Included in the Insurance Reimbursement Analysis Reimbursement information includes transaction code count number of procedures charges average charge insurance payments and average reimbursements A comparison of charges billed versus payments received Printing Patient Information You can use the Patient Ledger the Patient Statistics report and the Responsible Party Report to view valuable patient account and demographic information Patient Ledger This report prints a Patient Ledger for a specific period Select Patient Ledger from the Patient option of the Reports menu The Print Patient Ledger window will appear Options Tab Show billing history This option lets you select what billing history you see on the Patient Ledger Click the down arrow to the right of the field to access the options available All Dates Billed First Date Billed and Last Date Billed If you select All Dates
135. umber State or Zip Code Combine Family Members Click this check box to combine all the family members billings on one statement Balance Forward Format Click this check box to print statements in a balance forward format All non current transactions are grouped as a previous balance amount on the statement Print Items That Have Not Been Printed On A Statement Click this check box to ensure that all transactions not previously printed on a statement print in the detail section You cannot select this option unless you select Balance Forward Format above Combine Split Payments Click this check box to combine payments applied to multiple charges when they have the same reference number You can enter a reference number in the Reference field in the Apply Insurance Payment Apply Patient Payment or Pay Item windows It is usually the check number Print Date Insured Billed Click this check box to include insurance billing dates on the statements Chapter 4 Billing Claims and Statements 35 Subtotal by Billing Click this check box to subtotal each billing before the statement goes on to the next one Minimum Patient Balance Enter an amount to print statements for those patients who have a patient portion of that amount or greater Include Paid Billings Click the down arrow to select how you want paid billings included on the printed statements The available options are as follows Current Month Only Exclude Paid Billings
136. w size and position to the program defaults Close Click Close to exit the window F1 Look up A R Work List 42 Lytec 2007 Chapter 6 Checking Eligibility The Eligibility Verification feature lets you check a patient s insurance coverage online This is a fee based service for which you must enroll Contact the Lytec sales department at 800 735 1991 for information on pricing You must have broadband internet service to make eligibility verification inquiries Eligibility Verification Setup To set up Lytec for eligibility requests you must first enter the Client I D you received when you enrolled in Eligibility Verification You must also enter information in the Providers window and the Insurance Companies window Eligibility Verification Settings Go to the Settings menu and select Eligibility Verification Enter the Client I D in the Eligibility Verification Settings window Providers Open the Providers window pull up the provider whose patients you want to verify and click the Other IDs tab Then click the Allow Eligibility Verification box on the tab If you do not check this box the provider will not be verified for eligibility Also when making eligibility verification inquiries the program pulls the provider s Tax ID entered on the provider record s License tab If necessary you may need to enter an Eligibility Enrollment ID in the Insurance IDs tab Insurance Companies Open the Insurance Companies window pull up
137. window where most agents will perform their A R Management activities Tasks In this button you can assign a new task to a billing change a task s due date remove a billing from A R Management and pay off zero balance billings If a user has security rights to the A R Management Tool he she can also reassign selected billings or perform a batch reassignment F1 Look up Tasks Button Chapter 5 Managing Overdue Balances 41 This button has different options available depending on what type of party is responsible for the selected billing If the billing is patient responsible you can mark the billing as needing a statement in this button If the billing is insurance responsible you can mark the billing as needing an insurance claim You can also indicate that you want the billing to go out in a collection letter F1 Look up Billing Button A R Management Charges Payments Highlight a billing and click Charges and Payments to open that billing in Charges and Payments Detail Highlight a billing and click the Detail button to access the detail for that billing You can see responsible entity information patient information and billing information enter notes mark the billing as needing a statement insurance claim or collection letter and so on F1 Look up A R Management Detail Print List Click Print List to print the A R Work List F1 Look up Print A R Work List Window Reset Click Window Reset to reset the windo

Lytec 2008 User Manual

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