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PTOS 5.6 - User`s Guide

1. a J Massage Therapy Room Facility Fj Patterson Physical Therapy Fl 2 Patterson Physical Therapy Y Allow Multiple Bookings Max Allowed Inactive Sort Order Facility Resource Description Inactive MAIN Gym Gym MAIN SATELLITE Massage Massage Room MAIN SATELLITE Room 1 Room 1 MAIN SATELLITE Room 2 Room2 MAIN SATELLITE Whirlpool Whirlpool 6 Scheduling e 52 You can add to the list of available resources or you can edit the existing resources in the list Another option available is the multiple bookings option If the resource can be used by more than one patient at a time the Allow Multiple Bookings option can be checked and then the Max Allowed area can be set Enter the numerical value for the Sort Order If it is a resource you are not going to use the Inactive checkbox can be checked resulting in the resource being removed from the schedule Appointment Status In Scheduling Scheduling Admin Appointment Status you can customize the colors for various appointments and block hold statuses t Appointment Status Wait Listed Scheduled Checked In No Show Cancelled Block Hold Appointment Block Hold Type In Scheduling Scheduling Admin Appointment Block Hold Type you can create and customize the various types of appointment and block hold types for your facility Appointment Block Hold Type Category Type A
2. CPT Code 2 Modifier 0 Not allowed 1 Allowed Effective Date Modifier To add CCI codes individually select the CCI Data button In the CCI Data window select Add to enter C P T Codes C P T Code 2 Effective Date and Modifier Select Save User s Guide Patterson PTOS 5 6 Using PTOS e 51 Scheduling Scheduler Setup Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User s Guide Patterson PTOS 5 The Scheduling Admin area allows you to customize the setup and appearance of the schedule Patients Documentation Gilling Reports System Tasks Special T Scheduler its feo WorkLlist Se Scheduler New Appointment Appointment Block void New Block Hold Transfer Appointment WaitList Scheduling Admin Resources Appointment Status Appointment Block Hold Type Appt Reminder Email Template Resources In Scheduling Scheduling Admin Resources you can create additional pieces of equipment or rooms in which to schedule your patients These items will appear on the schedule in addition to your facility s therapists ls Resources Resource Details Resource ID Aquatics Resource Group Resource Pool
3. gt Name rr s __ DEE Injury Area Lumbar Spine y Discharge Date H ug hrs a Nickname Gender Female z Account Type Mde 1 Discharge Info J DOB SSN 06 25 1963 w 999 99 9999 Assigned Therapist B Dunckle y Assigned Facility Any Physical Therapy 02 03 2010 o 02 03 2011 v Admit Condition Discipline Physical Therapy y Exp Date z Notification Date Scheduling Pref E Discharge Condition Delinquency Report Note Case Note Responsible Party Scenario F y Emergency Information Contact Name Relation to Patient Relationship Phone Name S DEE Personal Information Address 101 RIDELL STREET Address 101 RIDELL STREET City State Zip Anytown LE 99999 Diagnosis Additional ICD9 Codes Email Primary ICD9 722 52 DEGENER LUMBAR LUMBOSACRAL IY DISC ICD9 2 Phone numbers OK to Contact Home i ICD9 3 Work ICD9 4 Cell Default Diagnosis 24E Print Appointment Card This option can be used to print a full page appointment card for your patient The Appointment Card includes the Appointment Date Facility ID Start Time Appointment Type as well as the Therapist he or she will be seeing User s Guide Patterson PTOS 5 6 Scheduling 66 Print Superbill This option allows your of
4. Billing AJR Details On Daily Tr Yes AJR totals will be printed on bottom of report No Totals will not be printed Billing Charge Limit Warning T User can specify to be warned within Xxx XX of the patient s charge limit Billing ERA Group Codes To I If using Electronic Remittance Advice specify the group code gt Use Partial Automatic D No Controls Automatic not Manual distribution setting in Bulk Payments Yes USER manually distributes pa User s Guide Patterson PTOS 5 6 Billing e 129 Flexible Bulk Payment Entry Enter the payment amount Select the claim based on Config Parameter settings Patient Create Date Claim Notes Ins Name Claim Amt Exp Ins Ins Pd Amt Ins gt 02 03 2010 BLUE BLUE 275 00 200 00 07 29 2010 BLUE BLUE 609 00 607 20 0 00 PRIM Automatically distribute to services Undistributed 200 00 1 084 00 5507 20 Automatic Distribution Manual Distribution Service Date CPT Code Description Pay Amt Balance Total Cho Allovw Allowed Exp Ins gt 02 03 2010 PT EVALUA 100 00 150 00 aso 00 o oo 150 00 E 02 03 2010 97 WHIRLPOOL 100 00 125 00 125 00 0 00 125 00 Our new distribution method allows you to select which claim on which you wish to distribute payment 1 Enter the Amount paid per claim In the above example 200 2 Select the desired claim in the Claim level window 3 Manually enter the payment amount on the claim
5. Choose whether to see the Charge Ticket or Enter Charges screen when entering charges from Scheduling and or Documentation This DOES NOT impact entering charges from Patient Editor or the Billing menu Value 1 Charge Ticket 2 Enter Charges 0 Neither AuditCheck Value Yes Prompt will appear during charge entry to audit codes using CCI LCD edits No Prompt will not appear during charge entry Filter Charge Ticket Superbill 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT but do not automatically filter codes 4 Using 4 5 Fee Schedule but do not automatically filter codes Tax Percentage Value Set up the sales tax percentage to be used on taxable services This will be used on codes marked as a Taxable Services in C P T Code setup System Lock Enter a closing date to create a lock disabling modification of transactions dated prior to that date To disable the temporary lock remove the date or enter a new date Auto Adjust Value Yes write off amounts will automatically default when posting insurance payments No write off amounts will not default when posting insurance payments A R Details on Daily Transaction Report Yes A R totals will be printed at the bottom of report No Totals will not print at bottom of report Charge Limit Warning Threshold User can specify to be warned within x amount of patient s charge limit ERA Group Codes To Ignore
6. If using Electronic Remittance Advice specify the group code Use Partial Automatic not Manual distribution setting in Bulk Payments Yes USER manually distributes payment amount per claim amp SYSTEM automatically distributes to services on each claim No SYSTEM automatically distributes ALL payment amount per claim amp services Bulk Payment Facility Default 1 Patient s Assigned Facility 2 Treating Facility for the Claim Document Notes gt Set Watermark Type text to appear as a diagonal watermark on closed notes Ex Confidential Close Document Print Flow sheet in Landscape Yes Flow Sheet prints in landscape format No Flow Sheet prints in portrait For Document Prompt to save patient notes yes Yes User prompted in Documentation to Save when exiting a note No the Syst Set Watermark Type text to appear as a diagonal watermark on closed notes Ex Confidential Closed etc User s Guide Patterson PTOS 5 6 Using PTOS e 11 Print Flow sheet in Landscape Yes Flow Sheet prints in landscape format No Flow Sheet prints in portrait format Prompt to save patient notes Yes User prompted in Documentation to Save when exiting a note No the System will automatically Save everything without prompting eMail Fax Group Parameter Value Nobas Erter the Saige Mal Trasfer Proc SMTP server For outgoing messages or tho e eMailFax mald
7. Indicates whether the patient has given consent to authorize the release of medical or other information necessary to process the claim If the date field is left empty then the patient s first visit date should be used on the claim form Box 13 Indicates whether the patient has given authorization for the insurance payment to be received by the office This authorization works in conjunction with the account type setting to Accept Assignment Box 15 Indicates if the patient has had the same or similar illness specify the date Box 16 Indicates the dates that the patient is was unable to work in his or her current occupation Box 18 Enter the admission and discharged date for any hospitalization related to the current services If the patient is still in the hospital leave the To section blank 10 Box 19 Use as a remarks field if an insurance carrier User s Guide Patterson PTOS 5 6 requests specific information that is not specified elsewhere on the HCFA claim form Using PTOS e 23 11 Box 20 Use to indicate whether this claim includes charges for lab work performed by a licensed laboratory A field to specify the amount of the lab work is also available 12 Box 22 Medicaid resubmission claims only Enter the resubmission code in this box 13 Box 23 Used to specify the prior authorization number s and associated date range s 14 Box 24b Used to indicate the pl
8. PTOS will then auto distribute the amounts to the services in the lower services portion Reset Warning Changing the check amount after you have begun entering information will launch a warning message This warning is to inform you that making the change will result in all entries being reset to 0 00 Overpayments Bulk Payment Windows Payments with an amount greater than the balance can now be made in both the bulk and regular insurance payment windows Visual indicators have been added to warn you when an overpayment is applied In the top grid the Ins Pd Amt field turns orange with a tooltip to indicate any previous overpayments already saved for that claim In the bottom grid the Pay Amt field turns orange with a tooltip indicating the overpayment amount for that particular charge In addition orange text detailing the overpayment amount appears at the bottom of the window near the distribution fields User s Guide Patterson PTOS 5 6 Billing e 130 F INSURA CE PAYMENT FO a w Last Name R Person a 11223351 Acti P gt 4 Payment Information Payment Date 03 09 2012 Facility FACILITY A Account Type Payment Type Insurance C y Bank Amount Comments 100 00 AARP PD 100 00 Insurance Check for 03 09 2012 03 09 2012 InsBal 100 00 Unapplied Bal 0 00 Account Balance Summary Balance 80 00 Pat Bal 20 00 9 Automatic Distributio
9. Show Inactive Change the Patient s Insurance but Leave Current Claims Open If Inactivate is selected and there are open claims or unprocessed charges for this insurance a new warning will appear User s Guide Patterson PTOS 5 6 Billing e 109 e Yes will take you to the claims queue where you can review and close any outstanding claims for this case prior to inactivating the insurance e No will continue the insurance inactivation process for this case but will leave outstanding claims in the claims queue e Cancel will abort the insurance inactivation process inactivating insurance WEST INSURANGE GO for case number 1031 There are processed or unprocessed charges for this insurance priority Would you like to review outstanding claims for this case now Selecting Yes will take you to the claims queue where you can review and close any outstanding claims for this case prior to inactivating the insurance Selecting No will continue the insurance inactivation process for this case but leave oustanding claims in the claims queue Selecting Cancel will abort the insurance inactivation process Recreate a Claim without having to Submit it for Processing Electronic or Print When the user chooses to recreate a claim he she now has the option to Send to Queue Open This option is available from the Recreate Claims window To get to the Recreate Claims window go to
10. User s Guide Patterson PTOS 5 6 Using PTOS e 43 Enter the required fields for C P T Code up to ten digits C P T Name and Charge Per Unit Additional information fields are available for e Cost e Time e Allowed Amount e Modifier e Rev Code e Units To inactivate an existing code select the Inactive checkbox Select the checkboxes to apply the following options e Display on Charge Ticket e Display on Additional Code Tab e Bill To Patient e Display on Superbill e Taxable Service e Count As Visit e Select the Fee History button to view the history of changes to the selected C P T code including the date changed and the User ID of the person who made the changes e Select the Copy button to copy the exact contents of another CPT that already exists o Select the CPT Code you wish to duplicate Hit the Copy button to enter a unique CPT Code for the duplicate CPT Name Charge Per Unit etc This provides a shortcut for offices selling supplies etc where they may want to have a similar description for a set of codes ex 90111 Bandage 90111 2 Bandage Small 90111 3 Bandage Medium 90111 4 Bandage Large etc C P T Group A C P T Group is a collection of C P T Codes that are often used in conjunction C P T Groups are used to create cascading charges or exploding codes To use C P T Group codes enter the codes in the order of highest to lowest fee amount Select System Tasks Updat
11. U Update Code 34 Account Type Codes 37 CPT Codes 44 ICD9 Codes 44 Insurance Codes 34 Referral Codes 35 W Worklist 129 Index e 167
12. serve Distribution Distrbates AO Uesatrovted PL See Config Parameters lor Automatx dntrbutiovs opticas In the Bulk Payment window select the Payment Date and Payment Type Enter the Bank and Amount if necessary Select an Open Claim and view the Claim details in the lower panel Select Automatic or Manual Distribution NOTE The check amount and the amounts distributed to claims must match Date of Service Filter z Ins Company Group exemple see 4 Service Date From 08 02 2010 Y To 08 18 2010 El Filter claims by Date of Service using a single date or a date range The filter defaults to empty to allow you to see all claims prior to filtering For example A claim with the service dates ranging from 6 1 6 5 and 6 10 would display when filtered for date of service range 6 1 6 6 despite having the 6 10 dated entry User s Guide Patterson PTOS 5 6 Billing e 128 Other Clearinghouses Use the Browse button to locate an ERA associated with a Clearinghouse other than Emdeon We do not guarantee that all clearinghouse information will be compatible with PTOS Claim Level Adjustments There are three ways to handle claim level adjustments in PTOS 5 0 e Automatic Distribution If you have your payments set to automatic distribution PTOS will distribute the adjustment to the default adjustment type associated with the claim e Manual Distribution lf you have your payments set to
13. F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options The asterisk denotes fields that are required User s Guide Patterson PTOS 5 6 k Insurance Companies 5 y 3 1 Insurance Name Insurance ID sal Pin Name Group Address Payment Group Percent Paid Max Units Per Day Insurance Claim Form Phone y Practice Identification Email Box 9D 11C line 1 Website i Box 9D 11C line 2 ee Print Signature on File in Box 31 Four Digit Date Inactive Fee Schedule Payer Info eClaims Payer ID DO NOT AUTO ASSIGN PAYER ID Payment Source y E Enroll Provider before Send eClaims Insurance ID Enter the 6 character alphanumeric Insurance ID Name Enter the name of the Insurance Company Address Enter the Address of the Insurance Company City State Zip Enter the City State and Zip code for the Insurance Company Phone Enter the phone number for the Insurance Company Fax Enter the fax number for the Insurance Company Pin Enter the PIN for the Insurance Company Group Enter the Group number for members of an Insurance group Payment Group Enter the name of the Payment Group if applicable Percent Paid Enter the percentage to be paid
14. Patient Employer This report shows a listing of patients by their associated employers and or occupation Patient This report is a listing of patient addresses Address Birthdate and their birthdates Patient Additional Info This report is a listing of additional patient information including email Home Work 1 visit Last Visit Referring Doctor and User Defined Field Cover Sheet This report provides a cover sheet containing the data entered on the Patient Data screens Code Lists Under Reports select Code Lists Reports to create a report with the following options Account Type This report is a listing of all Account Types set in the system CCI Dataset This report is a listing of CCI Edits and the respective information attached to each LCD Dataset This report is a listing of LCD Edits and the respective information attached to each C P T Codes This report is a listing of C P T Codes and the info recorded for each in the system C P T Group This report is a listing of C P T Groups Terminology groups Referrals This report is a listing of all Doctors Attorneys or Case Managers and pertinent information User s Guide Patterson PTOS 5 6 Reports e 142 IN Employers This report generates a list of Employers Fee Schedules This report generates a list of fees by Fee Schedule ICD9 Codes This report generates a list of International Statistical Classification of Diseases and Related Heal
15. Required for email and fax capabilities faxEmailServices Specify the email address extension such as efax com or myfax com used by the email fax service PTOS links the recipient s fax number and the faxEmailServices field to form the email address of the fax Fromemail Specify the email address PTOS will be using while sending email e fax Fromname Specify the name the email sent from PTOS appears to be from Example American Rehab Clinic This name will appear in the From box of outgoing messages Use SSL Yes the email account in use supports SSL encryption No the email account in use does not support SSL encryption User s Guide Patterson PTOS 5 6 Using PTOS e 12 Interface f Group Parameter Value Notes EA AT ANTI Interface Export DATA Folder Specify the paths to the folders where PTOS will deposit the third party s Interface Export DATA Format xml Designate a file Format for exported files xml Interface Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party so Interface Import DATA Format xml Designate a file format For imported Files xml PTPN Account Output Folder Path Specify the path to the folder where PTOS will deposit PTPN files Export DATA folder Specify the paths to the folders where PTOS will deposit the third party software import files Export DATA Format Designate a file format for exported files
16. User s Guide Patterson PTOS 5 6 Reports e 143 Documentation Reports Under Reports select Documentation Reports to create a report with the following options Document Listing Open Notes Report Deferred Note Closing Report Charge Time Audit Report Charge Ticket Claim Form comparison Report This report shows any documents that are closed open or all for a specific time period and or Therapist The report is broken down by Facility with totals per Facility and Grand Totals for Patients Case Displays active patient cases that have one or more open notes broken down by Therapist This report shows the number and percentage of notes that are closed between DOS 3 days and those closed after 3 days This report compares the documented time in a note to the number of units for that same visit The note must be linked to the appointment for the results to display This report compares the charges entered by the Therapist to the charges included on the claim form for that same visit Scheduling Reports Under Reports select Scheduling Reports to create a report with the following options This report is used to print a list of patient appointments by Facility Date and or Appointment Status Appointment List This report is used to identify appointments that have not been completed by the Therapist or front desk Appointment Reconciliation Report This report shows the number of scheduled c
17. based on patient insurance benefits ex 20 of allowed amount on an 80 20 plan Co pay The dollar amount set in the Patient Editor that the patient is responsible to pay i e 10 co pay per visit CCI LCD Audit The CMS developed the National Correct Coding Initiative NCCI to promote national correct coding methodologies and to control improper coding leading to inappropriate payment in Part B claims Go to http www cms hhs gov NationalCorrectCodInitEd NCCIEP list asp listpage 2 Find Code Ranges 90000 99999 for physical medicine or physical therapy The CCI Audit prevents using conflicting C P T codes depicting when a modifier should be used or two codes should be billed together CMS updates these rules every three months PTOS 5 0 users receive special instructions on how to manually update their system with these codes LCD Audits can be run simultaneously with the CCI Audit The LCD Local Coverage Determinations C P T code A C P T code system describes medical and surgical procedures and services Current Procedure performed by physicians and other health providers The system was developed Terminology by the American Medical Association AMA and serves a number of purposes It is essential to billing for patient care services The 5 digit C P T code is defined by the AMA for all types of medical procedures In PTOS 5 0 as in most medical billing software systems the C P T code is an important paramete
18. eClaims Reports Select this button to open purge print or generate reports on the status of eclaims The following is an example of the eClaims Reports screen In the eClaims Reports window select from the follow options Get Report Select this button to download outstanding eClaim reports from the clearinghouse Purge Reports Select this button to manually delete existing claims reports Print Report Select this button to print all available reports Close Select this button to close the eClaims Reports screen Navigate To Use the quick navigate buttons to launch the following windows User s Guide Patterson PTOS 5 6 Patient Transaction Insurance ERA Queue Billing e 121 Select Close to exit the Claims Queue Re creating a Claim There are many options when re creating a claim in PTOS e To re create a closed claim WITHOUT making any changes use the Recreate Claim option in cogwheel in Patient Editor or Patient Transactions To re process an open claim simply highlight the claim in the Claims Queue and process it again e To re create a closed claim after making a change to the PATIENT or INSURANCE demographic setup information e g ID address HCFA setup etc use the Recreate Claim from cogwheel in Patient Editor or Patient Transactions To re process an open claim simply highlight the claim in the Claims Queue and process it again e To re create a closed and processed
19. o7 27 201 958S w 2 E gt 10 e iv y 5 El E E TOTAL 0 00 116 00 135 00 50 00 46 00 16 00 0 00 User s Guide Patterson PTOS 5 6 System Tasks e 149 In the Account Payment window select the desired transaction Use your card reader and follow the prompts User Access Rights For information on setting up User Access Rights see the Using PTOS chapter of this document User Groups User Groups are assigned to employees in the Employee screen Another way to assign employees to User Groups is under System Tasks Supervisor User Groups User Groups User Group Biling Admin ams User Group Eiling Admin _ Ooo Inactive Add Employees to User Group i Employee s belong to the group BILLING ADMIN Remove User Mame First Mame Last Mame Title Status gt E a a Select the User Group drop down arrow to select a User Group Select Add Employees to User Group to add employees Employees Please choose the employee from the list f Select User Name First Name Last Name Title Status F Dunkel Active Dunckle Active Lane Active Kent Active BROWN OT Active Summers Active Smith Active 1 Cancel Select the checkbox associated with the desired employee Select OK To create a new User Group select the Add icon or F2 Enter the description information and save User s Guide Patterson PTOS 5 6 System Tasks e 150 To delete an existing User Grou
20. Case 1001 First Visit oz ozj2011 brs Case Status Injured Date 01 27 2011 Fee Schedule 0O Dropout Date B Injury Area Lumbar Spine Discharge Date 0 B E hrs Account Type PRIMARY INS ONLY Discharge Info Assigned Therapist Assigned Facility Admit Condition Discipline Discharge Condition o PTPN Delinquency Report Mote Case Note In the Case Information section enter the following information User s Guide Patterson PTOS 5 6 e First Visit Date and Hour e Fee Schedule e Injury Area e Injured Date Using PTOS e 16 e Account Type e Dropout Date e Assigned Therapist e Discharge Date and Hour e Assigned Facility e Discharge Info e Admit Condition e Discharge Condition e Discipline e Delinquency Report Note e Case Note Select the PTPN checkbox if the patient is a PTPN member Responsible Party Responsible Party Relation to Patient Name O PETERS Address 1111 SKYWARD WAY Relation to Patient Use the drop down menu to select the relationship information Name Enter the name of the Responsible Party Address Enter the address of the Responsible Party City State Zip Enter the city state and zip code for the Responsible Party Diagnosis Additional ICD9 Codes Diagnosis EAN primary 109 1cD9 2 OOOO ICD3 3 _ 1CD9 4 Ee Default Diagnosis 24E aj In the Diagnosis section enter the Primary ICD9 and any subsequ
21. Insurance Companies Payment Source Commercial y Enroll Provider before Send eClaims Select the button to open the Electronic Payer Name Matching screen In this window select the PTOS payer and match them to the Electronic Payer Select OK User s Guide Patterson PTOS 5 6 Billing e 123 Ehecironic Payer Hame Matching Cheap Imurance Back Me Up Insurance Primary Insurance 7 Expensive Insurance E Your Health Insurance E Evergbod s Insurance OW Insurance C Good Coverage Insurance There for You leune Trost Me Insurance Just Health Insurance This will default the Auto Assign Payer ID checkbox in the Insurance Company screen Auto Assign Payer IDs in the eClaims Setup Tab Select the Auto Assign Payer ID button to update and assign any new payer identification numbers PTOS 4 5 000 Your Insurance Company Payer ID s will be updated automatically if you process the Auto Assign Payer ID Are you sure that you want the Auto No Select Yes to continue Select No to close without updating gt e Assign Payer ID to update the matching payers Setting up Unpaid Balances MM insurance Billing Insurance Biling Sort Standard Options Claim Queue eClaims Setup Clearinghouse Settings i Default Adjustment Group Code Default Adjustment Reason Code eClaims Provider Emdeon X Setup Login Credentials lt No Defaults gt z 2 Coinsura mount aa Default Unpaid
22. Select No to close without deleting Editing Appointments You can edit any scheduled appointment by simply double clicking the appointment It will then open up the appointment screen Checking In an Appointment When a patient arrives for his or her appointment you have the option to check that patient in on the schedule This can be done by right clicking on the appointment then selecting Check In from the menu New Appointment New Block Hold When this option is chosen the display color of the appointment will indicate the patient has arrived at the office and is ready for the appointment The Check In feature also allows you to collect the patient s co pay if applicable Cancelling an Appointment Once an appointment has been scheduled you have the option of cancelling the appointment This can be done by right clicking on the appointment then selecting cancel from the menu User s Guide Patterson PTOS 5 6 Scheduling e 61 A IA 2 way Oe a New Appointment New Block Hold Check in Cancel After selecting cancel you will have the option to make a comment on why the appointment was cancelled On the bottom of this screen there will be a list of the patient s upcoming appointments so you can remind the patient of his or her next appointment The option to view the waitlist is also here This will allow you to see if there are any appointments in the waitlist that yo
23. User s Guide Patterson PTOS 5 6 PTOS e 4 Using PTOS Setting Up PTOS Before you can realize the full potential of PTOS you must set up the basic information This chapter will walk you through the basic setting up of PTOS for your office needs Setting Up Your Facility Information EE Facility List kal 4 Th Facility ID 2 e Tax ID n um ber cannot be Facility Name ABC XYZ Physical Therapy edited from this screen This Eontact Location 2 Contact a SO number is supplied by your address Location 2 Address Line 1 E o li cens in g i nfo rmat i on Location 2 Address Line2 Insurance Billing Remittance Facility Ci im ny Tis 1 City State Zip l l Patient Billing Remittance Facility y 555 555 5555 Phone 555 555 5555 Scheduling Fax Email Website PTPN Information Tax ID ItaxidfieldLoc2 Use Practice Tax ID Office NPI i Facility ID a Name Contact Phone Start End Time 07 00am 06 00PM Time Duration 115 in minutes City Location 3 Location 3 Contact 555 555 5555 Location 4 Location 4 Contact 555 555 5555 4B Alpha Beta Alpha Contact 555 555 5555 Billing Billing Test Facility 3 Office Contact 555 555 5555 Billing 1 Billing Test Facility 2 My Contact 555 555 5555 MAIN Physical Therapy 1 Main Contact Line 555 555 5555 SATELLITE Physical Therapy 2 Satellite Contact 555 555 5555 Anytown Location Destination Proximity Place Any
24. access will have View and Modify linked automatically User Groups are assigned to employees in the Employee screen Another way to assign employees to User Groups is under System Tasks Supervisor User Groups User Groups DEX User Group Biling Admin croup Id User Group Bilir g Admin n Inactive Add Employees to User Group l Employee s belong to the group BILLING ADMIN Remove User Name First Name Last Name Title Email gt 8 Cots ba ESA Select the User Group drop down arrow to select a User Group Select Add Employees to User Group to add employees Use the red X to remove an employee Employees Please choose the employee from the list f Select User Name First Name Last Name Title Status F Dunkel Active i Dunckle Active Lane Active Kent Active BROWN OT Active Summers Active Smith Active Cancel Select the checkbox associated with the desired employee Select OK To create a new User Group select the Add icon or F2 Enter the description information and save To delete an existing User Group select the desired group and select the Delete icon User s Guide Patterson PTOS 5 6 Using PTOS e 9 Config Parameters Configure your preferred settings using Config Parameters Select System Tasks Supervisor Config Parameters Config Parameters User Def Field Use the drop down list to select a Config Group or leave this area blank to view a
25. add the billed notes to the current batch of statements Select the checkbox Print header and foother on every page if desired Leaving this option deselected will print the header on the first page only and the footer on the last page only Under Limit Billing to select from the available options e Bill only Charges on which Insurance Payments have been made e Do Not Include any Charges on an Open Claim e Exclude Inactive case Enter the following information for statements if desired e Patients with Balance Greater than or Equal to lt enter amount gt e Patients who have not been billed since lt select a date from the drop down list gt e No Patient Payments received since lt select a date from the drop down list gt e Bill Cases with the Oldest Balance in Range lt select from the drop down list gt Use the drop down list to select the Facility ID if desired In the Bill by Date Ranges section select the checkboxes Bill by Date Ranges _ E Y Include Activity from past 30 days Include Activity from To gt Bill only if Patient has Charges in the Date Range Specified e Include Activity from past 30 days e Include Activity from lt select date range gt e Bill only if Patient has Charges in the Date Range Specified In Header options select from the available remit to options Header Options 5 Include Client Logo 52 Include Facility Phone iM Include eMail Address In
26. paragraph you would like to compare at the bottom Patients Scheduling Documentation z of Patient Editor Payments djustmg a Si O enn A a Review F Select All po Print 4 V 09 01 2011 Progress Daily Notes Op V 08 30 2011 Progress Daily Notes Op 08 30 2011 Progress Daily Notes Op lt All Paragraphs gt Zz E mailFax l Find Review The paragraphs will then be compared on a single printable page Facility Logo Under Special Tasks Add Update Client Logo you can customize notes by adding your facility s logo In this screen you can Add Update or remove a logo from your notes Select the Add Update Client Logo button to browse to the desired image User s Guide Patterson PTOS 5 6 Documentation e 82 Add Update Client X Client Image Note Logo size must be 120 x 120 pixels Remove Client Logo Paragraph Description Paragraph Status Copy from Note nde by Default E 1 Edit Paragraph Details z User s Guide Patterson PTOS 5 6 Documentation e 83 Billing Transactions Enter Charges See the Glossary of Terms located at the back of this manual for more information on terminology User s Guide Patterson PTOS 5 6 NOTE If you are still using PTOS Billing 3 5 please refer to your PTOS 3 5 manual for information pertaining to the Billing module and its functions PTOS 5 0 Billing handles all trans
27. Automatic Distribution or Manual Distribution to disperse payment Manual Distribution allows you to enter the payments and amounts as you like Unapplied Payments are payments or adjustments that have been made but not attached to transactions Default Adjustment Group and Reason Code The default Adjustment Group Code and Reason Code will now default when using the Auto Adjust feature in Config Parameters 1 To set the Auto Adjust feature go to System Tasks Supervisor Config Parameters On the upper right hand side select Billing In the lower table select Billing User s Guide Patterson PTOS 5 6 Billing e 93 User s Guide Patterson PTOS 5 6 Auto Adjust Yes Select Edit to change the appropriate value of Yes or No Fo Config Parameters Group Billing Parameter yut Value Notes Group Billing Biling Billing Billing Parameter ChargeTicket AuditCheck Filter Charge Ticket Su Tax Percentage Notes Choose whether to see the Charge Ticket or Enter Charges screen when Yes Prompt will appear during charge entry to audit codes using CCI L 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT Set up the sales tax percentage to be used on taxable services This will Billing stem Lock Enter a closing date to create a lock disabling modification of transactions O Billing Auto Adjust Yes Yes write off amounts will automatically default when po
28. Closec Insurance il Process ll Send to Queue Unsubmitted User s Guide Patterson PTOS 5 6 Billing e 110 Create a New Claim without having to Submit it for Processing Electronic or Print When the user chooses to create a new claim there is now the option to Send to Queue Open This option is available from three locations the Insurance Billing Sort Tab Option 1 below from the Close Claim window Option 2 below and from the Create Additional Claims window Option 3 below Option 1 ME bots Sieiro room Bre Beets Ie leds Tocatas Tg Eide H Di mer a ole Lal w D By Arcot Type Da by Date Ranges tae Oste eet DC CRS rete BO BCBS OUT OF NEP woes he ARO M to Y apt Y A H O w CA HE her agant WOERKIA PAD Toral ia NA Y wt PER OA ARA TS iy Ad P aci F mM MOA BA bey Dee gine t cast o Deve ipberve Wer a LAM DA by Carr s C tet Potent L J Option 2 Closing Insurance Claim Patient Estimated Total Less Total Paid Amount Unpaid By Insurance BILL TO Ok Cancel User s Guide PattersonPTOS56 Billing e 417 Option 3 Create Additional Claim Ea Create Additional Claim For Insurance Send to Queue Open Cancel Send to Queue Unsubmitked Process Mow HCFA Box 11A C Secondary Claim PTOS allows several options for how to populate HCFA boxes 9 and 11A C There is also the option that
29. Enter Charges Mota Complete Patent Edibor Print Appointment Card Print Superball To collect an X Charge Co pay payment from the Schedule right click and select Collect Co Pay Payment Type Mastercard PT Main Fascabty Start Tine CN OOf24 2012 072412012 Collect Co Paya j Cancel In the Co Pay window select the payment type and Merchant Payment information Use your card reader as directed and follow the prompts Select the Collect Co Pay button to complete the transaction User s Guide Patterson PTOS 5 6 Billing e 96 System Voids on Overpayments In order to make automatic entries easier to locate on reports these overpayments will now display with the same date as the original transaction Note Any transactions that you void from the cogwheel will still post on the date in which the void was made based For example Patient A comes in for treatment on 8 01 12 That treatment adds up to 100 The patient pays 50 on 8 01 12 toward that treatment Insurance then sends a check on 8 15 12 for the full 100 The system will post the 100 insurance check to the services The 50 patient payment will get moved to unapplied The 50 unapplied patient payment AND the system Void will be posted on 8 01 12 Note We also recommend that you do NOT backdate PTOS from the login screen to make it easier to find any voids or re entries that you made in your system Patient Transactions Summary Tab S
30. HCFA 2007 LASER CMS 1500 HCFA 2007 LASER CMS 1500 HCFA 2007 Close Claim from Patient Editor Amount Submitted Status 275 00 Un Submitted 150 00 Un Submitted Close Claim j Create Additional Claim Status View V Un Submitted r Un Submitted Electronic InProcess F Open Rejected Claim C Print Image File Process Claim Notes Preview Navigate to Patient Transactions Insurance ERA Queue Close When inactivating insurance if there are outstanding claims for this insurance the user will be taken to the Claim Queue to close the claims After reviewing and closing the claims the user must close the Claim Queue and then will return to the patient insurance window to complete the insurance inactivation This happens from Patient Editor Insurance Tab select insurance and choose the Inactivate button Inactivate Insurer IN123 New Insurance Address 123 main Street My Town us 99999 Priority Tertiary Account Type ji Adjuster Name Group ID HCFA Box 1 Accept Assignment Comment Y Percent Paid 100 Phone Fee Schedule Pt s Reltn to Insured Patient d First Name Initial Last Org Name gt Insured Name ILI Address City State Zip Phone Employer Insured Gender
31. Rev Can be assigned if one applies to this charge The default is what was set in C P T Code Setup or Fee Schedule If it remains blank nothing is selected ICODE An ICODE can be used in place of a C P T code by typing an F in the C P T code field An ICODE Charges box displays ICODES are used as placeholders for codes that are not currently available in the system ICODE will default to Y Yes as a Visit Deselect if you would like to remove and count as N No ICode checkbox Box is automatically checked to designate when an ICODE is created It is defaulted to be check marked when an ICODE is used in the C P T Code box This box cannot be modified Charges entered from the Enter Charges window are automatically approved Charges entered from Documentation and or Scheduling through the Charge Ticket will remain Unapproved User can edit and then Approve these charges User s Guide Patterson PTOS 5 6 Billing e 87 Boxes across mid section of page are separated into three groups that define the following information for the chosen patient Group 1 Previous Patient Balance excludes current charges Case Balance Same as Balance on Transaction Summary Case Balance is the total balance per case Current charge entry is not included in this total Ins Balance Total of Primary Secondary and Tertiary balances from Transaction Summary screen or calculated as the Charge Amount Deductible Co p
32. Update LASTS Into ON see ios 33 Misurance Companie S titan NS 33 REE oa A wsissduidauaevasuesGetarcuueemacuede 35 Update Account Type COUE Saad 36 ENO ei a 39 AP COLES ai aio 39 Lookup Table aa aio 40 Payment PES E EENET 40 Adjustment TVG aea E N E EN 41 Trafisacti n History Lec ends aaa 42 KOI ea oh ere nee Mee Nn Te ey PRE SRNR OT eT EIT INT ET IRE NNO enya RINNE EEE Nee arene TEN 43 Update LA P A A e ONT DIN Caen CERO OW 43 A Gene cd EE E TOE E E Gato AT 44 IRAS E I ARENA O CN 45 Attaching Fee Schedules to Pan ostaen a E EN 48 Attaching Fee Schedules to Insurance Companies cccccccnnnnnnnnnnnnnnnononononnnnnnnnnnnnnnnnnss 48 E A E Cogn eof ee Ow ener anne 49 COP Datasets A a 50 User s Guide Patterson PTOS 5 6 Contents e ii Scheduling 52 Scheduler SEU A A A A dE 52 RESOUTCO una a A E E E O E 52 APPO AS E E E E 53 Appoimtment Block Hold TIP o 53 Appointment Reminder Email Template ooooonnnnnnnncnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnoos 54 SChedu lnt anr APPONI e a aceon Geeeanle Sanaa naetalanes 55 Sened line a Single Appointment essas a e a a aN 55 Scheduling Multiple Appointments oooooonnncncnnnnnnnnnnonononononononnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnos 56 Additonal A a a hans tasaaowennesdetuens 57 AUTO RESOU CE asane a ent ac de ds 57 New Appointment from Walls did 58 Senedulino Blocks ritmo isso 58 Creatine a S116 131 OOK seus hocs oia late olor 58 Create Multiple BLOCKS patita lactan
33. allows the user to print primary insurance information in boxes 11A C on secondary claims and also provides the option to leave box 9 blank To set this option go to System Tasks Update Lists Account Types Account Type Account Type Code Name aa AUTO ACCIDENT Place of Service 11 Co Pay Amount i Charge per day 0 00 Ins Cap Amount 0 00 Accept Assignment M Inactive V Print Subtotal on Each Page Posting Note Patient Statement Notes CCI Dataset y LCD Dataset The Following Boxes are Filled Out On the HCFA Forms Primary Insurance Secondary Othe rance Box 9 Fill out with other insurance infor Box 11 11C Fill out with primary information v Box11D Yo Box11D Print Primary Care Physician in Box 17 Leave box 24J WHITE Blank HCFA Box 174 UB04 Box 76 Qualifier Use Provider SSN HCFA 25 UB04 5 Print UPIN in Box 174 i Print One Date Per Page Include Taxonomy for eClaims Y The Following Boxes are Filled Out On the UBO4 Forms UBOA4 Print Entire Date Range in Box 6 Print Rey Code in Box 44 of UB04 Summary Y Add Leading 0 to Rey Codes f Print Modifier on HCFA UBO4 Y B For UBO4 use only Y Modifier prints in BOX 42 N Default code prints in BOX 42 Print NPI in Box 56 i Blank Default code prints in BOX 42 Modifier prints in BOX 44 UBO4 VISIT Rey Code Recreate a Secondary Claim without having to
34. amount allowed by insurance e Co pay The patient s co pay amount e Expected Ins The patient s expected insurance amount e Insurance Paid The amount paid by the insurance company e Patient Paid The amount paid by the patient e Adjustments Any adjustments that have been applied e Balance The current balance of the case e AT Account Type e PT Therapist e Visit Identifies appointments that qualify as visits e Unit The number of units e DX Diagnosis e Facility The name of the treating facility e POS Place of Service e Status The current account condition e Modifier Modifier e Claim The number associated with the claim e User The person responsible for making entries e Edit date The date that edits were made to the transaction MELIA HISTORY Show Void Transactions PTOS 3 6 Transactions Transaction Audit Trail Legends Select the checkbox Show Void Transactions to include voided information in the transaction history Select the PTOS 3 6 Transactions button to view an overview of transactions from the previous version of PTOS Select the Transaction Audit Trail button to view a report of transactions for the selected account Use the Legends drop down arrow to identify the color code for each transaction type Selecting a transaction from the upper pane displays details in the lower pane To edit a line item double click and modify the information on
35. but defaults to codes that are marked to affect visits Visit The default is checked anytime there is not an existing Visit marked for each DOS for a patient unless the C P T code was not designated to count as a visit in code setup A visit is not required to post charges If you manually change the Visit box the system will not override this value unless the patient date of service is changed Bill To Designates which party you are billing for the charges about to be entered It defaults to primary insurance unless something different is specified in the C P T code which would then take precedence It can be modified If no insurance is listed for the patient it should default to Bill to Patient Responsibility Click on the drop down arrow to select who will receive the bill for services provided to the patient Facility Click on the drop down arrow to select the physical office or treatment center where medical services were provided to the patient The default for this field is from Scheduler If nothing is set in Scheduler then use the assigned facility for the selected case in Patient Editor If the assigned Facility field is blank it should default to the Primary Facility that was assigned in Patient Editor POS Place of Service Defaults from the HCFA UB04 Tab in Patient Editor If the Patient Editor POS is blank then the POS during charge entry will default from the Account Type if there is one attached
36. claim after making a change to the TRANSACTION you will need to re bill using the Insurance Billing window eClaims Setup Tab MM Insurance Billing Insurance Billing Sort Standard Options Claim Queue eClaims Setup Clearinghouse Settings Clearinghouse Settinc Default Adjustment Group Code eClaims Provider Emdeon x Setup Login Credentials lt No Defaults gt Default Unpaid Balance Group Code Default Unpaid Balance Reason Code Send Unpaid Balance Details to Additional Insurance 7 Correction and Reversal Y 3 Co payment Amount eClaims Clearinghouse File Path Browse Print Image File Name Ex Claims txt printimage doc Acknowledgement of Receipt Amended File Detail RPTO44 F 997 Batch amp Claim Rejection RPTOS File Status RPTOZ Amended Batch amp Claim Rejection RPTOSA File Summary RPTO3 T Provider Claim Status RPT10 File Detail RPTO4 Special Handling Unprocessed Claims RPT11 Purge Reports after For assistance please contact an eServices representative to help set up your eClaims In the eClaims tab under Clearinghouse Settings enter the following information e eClaims Provider Use the drop down menu to select the clearinghouse e Login Enter the User name e Password Enter the password User s Guide Patterson PTOS 5 6 Billing e 122 e Other Clearing
37. emails to be sent now You will then have an option to send out the reminders Print Preview This option allows you to preview the schedule prior to printing If you need a hard copy of the schedule you can print it from this area This option is only available in Calendar view To access print preview go to Scheduler and click the Print Preview button in the upper right of the screen Select the printer to be used Click Ok Once the printer is chosen the preview is created M patients Patient Edtor Payments Adjustments Worklist Sc heder Patient Chart scheduling Documentation filing Reports System Tasks SpadalTasks Tools Window Help Ext Daily Schedule for 09 01 2011 Any Physical Therapy Search Conditions Calendar View MN View J Smith C Kent B Dunckle ly x PTE a Facility Ary Physical Therapy Therapist Group None Resource Group Date C Show CXL NS appts Print in Color Selecting the Print in color button in the upper right of the screen will preview and print the schedule in color otherwise it will preview and print in gray scale The box is defaulted as unchecked Once the box is selected the system will retain the selection going forward Schedule Appointments View Select the Appointments tab to view the schedule by appointment Patients Scheduing Documentation Bling Reports Systemlasks SpedalTasks Tools Window Hep Ext Patent Editor LH Payments
38. explain and inform Online Center The Online Center is a hub of web based information that is available for PTOS users Access these websites outside of PTOS software Contact Support Select Help Online Center Contact Support The following appears is ptos I have used PTOS in software for over 20 years 1 800 824 4305 e Officer of PTPN cow PIPN NEWSIeEtter PTOS is the most supported software for physical therapists in the country and has significant depth of functionality as a result of 25 years of continuous development j PTOS users benefit from a wide network of users in all regions of the country with whom to swap ideas training seminars in most major cities and the ease of finding office staff who are already familar with PTOS Most other software products in the industry choose to mtegrate with PTOS softwere FAQ FAQ is our searchable only database To access FAQ select Help Online Center FAQ Use FAQ to ask questions retrieve answers or learn more about PTOS Use the drop down arrow to select a Patterson Product Enter keywords or phrases into the Search by Keyword field and select Search User s Guide Patterson PTOS 5 6 Help e 159 About PTOS Select Help About PTOS to review your individual license information System Backups Having a secure external backup is vital to protect your office data As of PTOS 4 5 it was be required that you use an external ba
39. for several actions to take place When selected the first screen that will appear is the Charge Ticket screen The ticket can be filled out at this time or you can use cancel if you wish to fill it out at a later time The next screen is the Sign Note screen The first step is selecting the appropriate Date of Service and Therapist Next if you wish to close the note the Primary Therapist box will need to be checked The selected therapist will then be required to type in his her password Sign Note Note Type Progress Daily Notes Date of Service 09 01 2011 y Therapist z Admin Admin Primary Therapist Closes Note Qualifier Link note to Appointment email efax Note Cancel 5 Secondary Therapist Select OK and the note will now be signed and closed Once a note is closed it will now move into the closed category under the Note History Void lf a note is mistakenly created the option to Void the note is available All voided notes stay in the patient chart but cannot be edited once they have been voided Right click on voided notes to print or preview User s Guide Patterson PTOS 5 6 Documentation e 80 Charge Ticket This will open the Charge Ticket screen Simply select the appropriate charges for this note and then select OK to complete the Charge Ticket Edit Using Microsoft Word Use this option to edit a note outside of PTOS Once a note has been edited in MS Word it can no
40. generate up to six individual statements for patients In the Bill Account Type section select the Account Type checkbox In the Bill Range section select the alphabetic range for patients or manually enter an alphabetic range for selecting patients Select Process Now to begin processing Statements Select Send to Queue to send the statements to the Statement Queue User s Guide Patterson PTOS 5 6 Billing e 113 Standard Options Patients Scheduling Documentation Biling Reports System Tasks Special Tasks Tools Window Help Exit x Y Patient Editor 5 Payments f Adjustments WorkList Scheduler Patient Chart Main a Statements Standard Options Statement Queue Billing Options Statement Format IGraphical Detailed v Amount Due Description PATIENT AMOUNT DUE Send To Responsible Party v Include Patient Billed Notes in Account Print Bills in Alphabetical Y order Y Print header and Footer on every page Limit Billing to Bill Only charges on which Insurance Payments have been made Patients who have not been billed since hd Do Not Include any Charges on an Open Claim No Patient Payments Received Since Z V Exclude Inactive case Bill Cases with OLDEST Balance in Range v Patients with Balance Greater than or Equal to 300 Facility ID All Facilities a Bill by Date Ranges J Include Activity from past 30 days Include Activity From TO Yv Bill only
41. icon Menu is available from this window Daily Transaction Report Audit Codes Void Transaction Modify transactions Patient Editor Bill Patient Now Bill Insurance Now Enter Charges and Payments Adjustments Charges created from the Enter Charges screen will be automatically approved Use the Cogwheel to access an additional menu of options See Approved Charges for more information on the Cogwheel options CCI LCD Audits For More Information on CCI and LCD data go to During the Approve Charges process outlined above you have www cms hhs gov the option to run CCI LCD Audits The CCI Audits are updated quarterly by CMS LCD Audits are determined locally by financial intermediaries Multiple CCI or LCD Audits can be set up and User s Guide Patterson PTOS 5 6 Billing e 105 attach to the Account Type and the insurance company This allows the system to handle different allowances for states regions etc CCI Audits In the Cogwheel select Audit Codes This audit looks for conflicting C P T codes that should not be billed together and gives you the opportunity to edit the charge and or add a Modifier LCD Audit LCD Audits can be run simultaneously with the CCI Audit The LCD Audit is a check to ensure that C P T codes and DX codes are payable when billed together If there is a conflict the audit will warn you that the C P T Code will not be paid with that DX code You can modify the code from this screen and ru
42. in Box 12 enter the Date and check the Print Signature checkbox To receive HCFA payments select the checkbox Authorize Payment to Office User s Guide Patterson PTOS 5 6 Using PTOS e 21 When sending eClaims the PWK section is included with applicable claims In the Additional CMS 1500 HCFA Boxes section select the eClaims Attach Info button HCFA Box 32A Enter an Alternate Place of Service POS There is a new ability to enter an alternate address for Box 32 on the HCFA form This area allows for entry of place of service name address and Box 32A 32B identifiers To enter an alternate POS go to Patient Editor HCFA UB04 tab In the top section for Additional CMS 1500 HCFA Boxes there is a new button next to Place of Service 24b Alternate Place of Service Address If the default POS of 11 is used the information in box 32 will print as it currently does using the treating facility information found under System Tasks Supervisor Facility If any other POS code is used Ex 12 Home 13 Assisted Living 14 Group Home 21 Inpatient Hospital the new button Alternate Place of Service Address will be enabled Location Address and identifiers can be entered for services performed outside of the office Complete the information for the Alternate Place of Service POS and click OK Alternate Place of Service Aela Location Name crise Sd poxaza OOO O Cancel User s Guide Patt
43. longer be edited in the PTOS Chart Area Closed Note Options Fax Email This option can be used if you are set up with an electronic fax company or are using a MAPI Messaging Application Programming Interface compliant email program fax email Note Method efan email Recipient Name fax email Subject Comment Send Cancel Re Open This option allows the note to be opened and edited It is only available until midnight of the day the note was signed Add Addendum lf a note is closed and it can no longer be reopened information can be added to the note using the Add Addendum feature It opens a free form text field where additional notes can be entered Addendum Text Por conca User s Guide Patterson PTOS 5 6 Documentation e 81 Link Note to Appointment If you have purchased both the Scheduling and Documentation modules you have the ability to link notes to appointments Once an appointment is on the schedule you have the ability to link a note from the Patient Chart to that appointment ES Link to Appointment Select the appointment with which the note is linked Review This area allows you to compare paragraphs from multiple notes For example if there are three Daily Progress Notes for a patient you can select which paragraph from those notes you would like to compare Choose which notes you would like to compare by checking the box on the left then choose the
44. manual distribution PTOS will prompt you to distribute the adjustment amount e Unapplied When using manual distribution you will have the option to not distribute the adjustment amount thus leaving it unapplied in the account Flexible Bulk Payment Distribution Flexible Bulk Payment Distribution allows you to select the desired claim and then automatically distribute the amount you entered among the services on the selected claim This gives you the convenience of automatic distribution and the flexibility of manual distribution Setting Up In Config Parameters Billing select Use Partial Automatic Distribution in Bulk Select the Edit icon and change the Value to Yes Config Parameters Group Parameter Use Partial Au Value Notes Group Parameter Notes Billing AuditCheck Yes Prompt will appear during charge entry to audit codes using CCI LCD edits No Prompt will not Billing Filter Charge Ticket Su 1 Filter by 3 6 BCT 2 Filter by 4 5 Fee Schedule 3 Using 3 6 BCT but do not automatically filter c Billing Tax Percentage Set up the sales tax percentage to be used on taxable services This will be used on codes marked as aT Billing System Lock Enter a closing date to create a lock disabling modification of transactions dated prior to that date To dis Billing Auto Adjust Yes write off amounts will automatically default when posting insurance payments No write off am
45. on your computer Object Lock Details In the Systems Tasks select Object Lock Details to locate and release any locked files Clear All Locks Table Name Key Value Lock User Lock Time Select the specific file from the list and select the delete icon or select the Clear All Locks button to unlock all files listed Export Application Errors Use this option to save application errors to an external file These files may be useful for working with Support to diagnose errors User s Guide Patterson PTOS 5 6 System Tasks e 152 F Export Application Errors E Export Type Export Excel Blue Shia csy Courtesy 4ML HTML Credit CATP TA Go to System Tasks Export Application Errors Use the drop down list to select the file type Select the Export button Browse to the desired location to which you wish to save the file The following window appears 1 Exported Successfully Select OK to save the file and return to PTOS Technical Support Utility For more information on backing up your database securely contact your local Hardware provider The System Copy and System Restore options are utilities to be used by the Technical Support team when performing certain tasks and maintenance These copies should not be used in place of an external system backup System Copy BS system Copy E gy E EEE gt gt S NOTE Performing 4 copy using the ut ty wil malos a copy t
46. operation Fam to 4pm Use the Search area to locate an existing Primary Care Physician Enter the Name Review the following information Address Specialty UPIN NPI code Phone Fax and Email information Make any Notes necessary User s Guide Patterson PTOS 5 6 Using PTOS e 19 Employer Details Employer Details Use the Search area to locate an existing Employer Details Review the Employer ID and Name Address and Phone Enter the Patient occupation information Bill Tab In the Bill Tab enter billing information pertaining to the patient Visit Limitations Authorization Expiration Date Authorized isits Actual Visits Remaining Yisits Maximum units per Day Charge per Day 0 00 Accounting Co Pay Amount 0 00 Payment Plan Amount 0 00 Monthly Posting Note Don t Print Patient Statement Do Not Apply Finance Charge iy i In the first section enter the following information User s Guide Patterson PTOS 5 6 Authorization Expiration Date Authorized Visits the number of visits recorded Remaining Visits the number of visits allowed minus the authorized visits Maximum units per Day Charges per Day Co Pay Amount Using PTOS e 20 e Payment Plan Amount and Frequency e Posting Note Select the Don t Print Patient Statement checkbox to withhold printing of statements for this case Select the Do Not Apply Finance Charge checkbox to withhold finance cha
47. or agencies User s Guide Patterson PTOS 5 6 Glossary of Terms e 163 Unapplied monies Payments posted to accounts that are not attached to any specific line item The money shows as unapplied monies or unapplied bal throughout PTOS 5 0 screens A medical billing term used in the industry that means a Unit of medical care The exact definition varies by the type of procedure There are timed and untimed procedures For an untimed procedure it is considered to be one unit regardless of the amount of time it took to perform For a timed procedure the number of units depends on the amount of time to perform the procedure Fifteen minutes is typically considered a unit but can range between 8 and 22 minutes A patient visit can have one or more units depending on the procedure UPIN Unique Physician Identification Number User s Guide Patterson PTOS 5 6 Glossary of Terms e 164 PTOS Website Visit the PTOS website www ptos com to keep your business up to date The PTOS website has several features available for your use Additional Seminars A list of PTOS seminars is listed on the website From the main page select the Seminars tab to view the list Registration for these seminars is required and seating is limited so be sure to call and reserve your seat FAQ Also available on our website is FAQ our online frequently asked question database Click the Support tab from the main page and then choose PTOS FAQs FA
48. s information is displayed including effective dates Show All Select the Show All checkbox to display all active C P T Codes even if they are not currently attached to fee schedules User s Guide Patterson PTOS 5 6 Using PTOS e 47 Attaching Fee Schedules to Patients Attach the Fee Schedule to a patient in the Patient Editor Select Patient Editor and enter the desired patient Select Edit Use the drop down arrow to select the Fee Schedule The following is an example of the Fee Schedule in Patient Editor Fee Schedule Injury rea Account Type The Fee Schedule amount will display on the Enter Charges screen under Allow Amt The following is an example of the Fee Schedule in the Enter Charges screen Patient Case Information atient Balance Last Visit 146 00 Units Chg Amt Allow Amt 40 50 NOTE The Fee Schedule attached to an Insurance Company overrides the Fee Schedule attached to the Patient Case Attaching Fee Schedules to Insurance Companies Attach the Fee Schedule to an insurance company in the Insurance Company window Select System Tasks Update Lists Insurance Company Select the Insurance Company desired Use the Fee Schedule drop down list to select a Fee Schedule from the available options User s Guide Patterson PTOS 5 6 Using PTOS e 48 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a lis
49. the Fee Schedule Names button to create a new Fee Schedule t Fee Schedule q 4 Fee Schedule Bi Fee Schedule Names Effective From A Allowed Amount Modifier Sub Code Rev Code e Discipline Physic Save as New Effective From 09 01 2011 09 01 2011 09 01 2011 CPT Code Charge Per Unit 90901 47 00 90911 56 00 92506 73 00 gt ESTO ET DI 92508 102 00 92526 104 00 92607 112 00 92610 89 00 95831 47 00 95832 98 00 95851 46 00 95852 83 00 97001 150 00 97002 104 00 97003 150 00 97004 123 00 97005 100 00 97006 30 00 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 09 01 2011 Show Selected C Show Fee Schedule History Using PTOS e 45 The following window appears Fee Schedule Code Fee Schedule Code Fee Schedule si Fee Schedule Code Fee Schedule Description Inactive Inactive BlueBT2 CIs CIGl El EInt IL HL HL 04 HF HMF Network Aaa Select the Add icon a to create a new fee schedule Enter the Fee Schedule Code and Fee Schedule Description Select the Save icon Select the x to close the window Fee Schedule Code Fee Schedule Code Fee Schedule Description In the Fee Schedule window use the Fee Schedule drop down menu to select the desired Fee Schedule Select the Discipline Enter the amounts of the Insuran
50. the report totals Break down Balance Select the checkbox to display patient into Patient and and insurance balances separately Insurance Include Charge per day Select the checkbox to include charge per day Group Results By options Account Type Select this option to group the report results by Account Type Case Status Select this option to group the report results by Case Status Facility Select this option to group the report results by Facility Primary Insurance Select this option to group the report results by Primary Insurance company Therapist Select this option to group the report results by therapist Customized Date Range A R Report Y LA View Grid iew X A Aged Accounts Receivable Customized Date Range A R Report Facility f Account Type En Days Range 1 29 Days Range 2 sa Days Range 3 sa Days Range 4 119 Refresh Select the Facility and Account Type from the available options Enter the Days Range amounts Select Refresh to reflect the changes in the data User s Guide Patterson PTOS 5 6 Reports e 138 Analysis Reports Under Reports select Analysis Reports to create a report with the following options Account Type Summary Billing Efficiency Collection Transaction Analysis Diagnostic Statistics Collections Efficiency Delinguency Report Insurance Tracer Medicare Log User s Guide Patterson PTOS 5 6 This report shows how many new d
51. to 6 condition codes 3 characters each for the patient These codes identify conditions that may affect the processing of the claim 5 Box 30 Reserved Used as a remarks field if an insurance carrier requests specific information that is not specified elsewhere on the claim form 6 Box 31A 35A Occurrence Used to enter the 2 digit code and corresponding date that identifies conditions that apply to this billing period Box 35 has space for the From and To dates 7 Box 31B 35B Occurrence Used to enter the 2 digit code and corresponding date that identifies conditions that apply to this billing period Box 35 has space for both a From and To date 8 Box 39 41 Used to indicate the value codes and amounts for primary and secondary insurance PTOS leaves this box blank by default 9 Box 45 Leave Box 45 Empty primary contains the date of service and PTOS populates it by default If this option is checked it will be left empty when billing primary 10 Box 45 Leave Box 45 Empty secondary contains the date of service and PTOS populates it by default If this option is checked it will be left empty when billing secondary 11 Box 50A C Payer Name Default the name of the primary insurance in 50A secondary in 50B and tertiary in 50C Entering any values here will overwrite these defaults Some providers may have their own custom requirements for this box 12 Box 63 Treatment Authorization Co
52. ves ivity Index I I i lal JOW cial ns cial cial Y cial cial T ll ous E Paragraph Description Paragraph Status Ss Copy from Note o l Special Tests Shoulder indude b v y 2 io 7 re o o 3 re w Special Tests ShoulderSai fal y MU a Edit Paragraph al y Details mm a E E E mm E E a aj E El In Template Admin select one of the editable Note Types from drop down list The editable Note Types are e Patient Questionnaire e Initial Evaluation e Re Evaluation e Progress Daily Notes e Cancel No Show e Discharge Summary e Discharge Summary Brief e Flow Sheet e Physician Letter e PTPN Initial Evaluation Report e PTPN Initial Evaluation Letter e PTPN Progress Daily Notes In the Paragraph Description list select the desired description Select the Edit F3 icon to place the template in Edit mode Next select the Edit Paragraph Details button The following window appears User s Guide Patterson PTOS 5 6 Documentation e 77 The last changes made to the Paragraph Details will become the default Edit Paragraph Details Details II Optic IIL Oculomotor Iv Trochlear Y TrigemiMAl I abducens YIL Facial II Vestibulocochl lx Glossopharyng A agus AL Accessory 4 m al ze In the Edit Paragraph Details window select the name of the detail that you wish to
53. xml Import DATA Folder Specify the path to the folder where PTOS will retrieve the third party software export files Import DATA Format Designate a file format for imported files xml Scheduling Group Parameter Yalue Notes gt NO of schedule columns a Designate the number of columns to display in the daily schedule view Print co pay receipt 1 Co pay receipt will print after payment is collected O Co pay receipt will NOT NO of schedule columns Designate the number of columns to display in the daily schedule view Print co pay receipt 1 Co pay receipt will print after payment is collected 0 Co pay receipt will NOT print after payment is collected System Group Parameter Value gt User Defined Field Scenario sd Specify the label of the user defined field that appears in Patient Editor System dbbackup C Ptos backup New updated demo db fro Designate the path to a Folder where the data backups will be stored System Assign Patient ID Yes Yes System automatically increments and assigns patient ID s for new User Defined Field Specify the label of the user defined field that appears in Patient Editor Dbbackup Designate the path to a folder where the data backups will be stored Assign Patient ID Yes System automatically increments and assigns patient IDs for new patients No User is responsible for manually entering unique patient IDs for new patient
54. 153 SEM E OP era E E ha ese cabana eeetinas 153 Gio oh ga a reet arnt an ean Senet cary Pre Orme nnn rene ream r tei neter rn renee s nent re Cren Tet ote 154 RESTE oh aeemaces Meera Neen ne RTE E RT men en Ens Mi mtr Nee Od era 155 Special Tasks 156 REMOVE Old ACCOUN A EEE 156 TN aCtty Ate Cases aana a 156 Ar MVO FP AUS rss IR E 156 Add Update Client Lo Detras r 157 Tools 158 WY OBITS 0 pte cansesaecsccutaecseaps E E E 158 lOc as Dimi a Ads 158 Help 159 PT OS Help Menciona dad 159 Online Centeno calor rieooiquo coito rubios ocupen 159 ContactSuppOT arniconiie nicas a ride saveoonasenennondenec 159 O RO 159 ADOUCTTO Seal letrinas 160 SYSTEM BACKUPS esir sri T are mca nsatoatnsnemmasadu nner pemeiesshaatesrenmsennes 160 Crean Your BACKUP rai E R 160 SOT VY OUPB ACIP dba 160 Glossary of Terms 161 PTOS Website 165 Addinonal Sennas eaa wera uauvesaaue nna aanaadsener mam reaeeaes 165 TFAO rare Oe aa 165 Enhancement SUS estos serenidad 165 O R 165 Index 166 User s Guide Patterson PTOS 5 6 Contents e vi PTOS System Requirements Memory We recommend a minimum of 2 gigabytes of memory for a server workstation Recommend 4 gigabytes or higher for best results Display PTOS for Windows requires a monitor with a video resolution capable of 1024 x 768 High Speed Internet PTOS requires high speed Internet connection when downloading updates Web Browser PTOS recommends using Internet Explore
55. 5 Use this key to search an existing list Use this key in a search field to open the entire list of options User s Guide Patterson PTOS 5 6 Patient Name Patient Acct Assigned Therapist Home phone Work phone Age Case Referring Physician Primary Care Physician Insurance Auth Date Auth Visits Cxl NS Visits Patient Balance Scheduling Preferences Appt Type Appt Status Facility Ie Scheduled IU Treating Therapist Single Appointment Mukiple Appointment additional Ther apis Appt Date Start Time End Time Duration The bottom half of the screen allows you to set the Appt Date Start Time and End Time The Duration will adjust depending on the Start and End Time of the appointment Once all the information is entered click on the Save icon in the upper left hand corner to save the appointment and add it to the schedule Scheduling Multiple Appointments To schedule multiple appointments open the schedule and either double click or right click on the area in which you wish to schedule the initial appointment and select New Appointment Repeat the steps above to fill out the top portion of this screen EAS Multiple Appointment WERE Appointment Appt Date gt 08 03 2011 From Date To Date 0 03 2011 y 08 03 2011 Y 10 15am i ES Start Time End Time 10 004M Duration Total Appt s 115 Mins Frequency Daily O Week
56. 5 555 5555 Address 1234 Main Street Fee Schedule Anytown Priority rimary Pt s Reltn to Insured Patient Account Type v ii Initial Last Org Name y Insured Name o PETERS Adjuster Name Group Address ID City State Zip HCFA Box 1 Accept Assignment Percent Paid 100 Phone Comment Employer Insured Gender Male 11 25 1934 y Show Inactive Priority Acct Type Insurer Address City State Reactivate 3 Insurer GAL GALB WC Phone 555 555 5555 Address 288 WORK SAFE BLVD Fee Schedule Anytown IL 99999 In the Insurance tab view Insurance information for a selected patient Use the Add Edit and Delete icons to alter information Insurance companies can be deactivated and reactivated using the Reactivate button User s Guide Patterson PTOS 5 6 Using PTOS e 30 Notes Tab In the Notes tab enter any notations for your personal office use EOU T vast Name v a Case 02 02 2011 Lumbar Spine Active EIA Referral Employer ICI II Notes Notes Note Type Priority Notes Date O O gt gt Report Add Note Select the Add Note button to create a new note Select the Delete button to delete an existing note Select the Save
57. Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options e Blue Charges e Green Open Claims e Pink Payments e Light Blue Adjustment e Lavender Billed e Red Unapplied e Orange Finance Charges e Turquoise Modified e Gray Voided Transaction ICD9 Codes Select System Tasks Update Lists ICD9 Codes Use the Search field to locate the desired code or select the Add icon to enter a new code ICD9 Codes 0 ICD9 Code po J Inactive Enter the ICD9 Code Name and Injury Area Select the Inactive checkbox to disable the selected ICD9 code ICD9 codes are pre installed NOTE Asterisks denote required fields Update C P T Codes Select System Tasks Update Lists C P T Codes and use the Search field to locate an existing code or select the Add icon to enter a new code Selecting F2 will also add a code CPT Code Derce Al Feens cor CPT Code 90901 CPT Name BIOFEEDBACK TRAINING BY MODALITY Charge Per Unit 47 00 Cost 32 00 Time MINS Allowed Amount 0 00 Modifier Rev Code Units 1 Inactive Display on Charge Ticket Display on Additional Codes Tab Bill To Patient Display on Superbill Taxable Service Count As isit
58. Adjustmerts WorkList 24 Scheduler y Patient Chart v Daily Schedule for 09 01 2011 Any Physical Therapy Send Email Reminders Search Conditions Calendar View Appointments View Appt Date Start Ti nd Tir Therap Daily Facility Any Physical Therapy Therapist Group None Resource Group None In the Appointments view select to view appointments Appointment Search User s Guide Patterson PTOS 5 6 Scheduling 68 The Appointment Search View allows you to see the available time for your therapists Further filter this view by Facility Therapist and Resource Search Conditions lt lt lt Calendar View Appointments View Date Start Time End Time Reso Therapist Appt Search y gt 09 01 2011 07 00 AM 07 15 AM RT Facility 09 01 2011 07 15 AM 07 30 AM Pool D Dunkel Any Physical Therapy MA 09 01 2011 07 30 AM 07 45 AM Pool D Dunkel 09 01 2011 07 45 AM 08 00 AM Pool D Dunkel Therapist IE P 09 01 2011 08 00 AM 08 15 AM Pool D Dunkel 09 01 2011 08 15 AM 08 30 AM Pool D Dunkel Resource Pool m 09 01 2011 08 30 AM 08 45 AM Pool D Dunkel 09 01 2011 08 45 AM 09 00 AM Pool D Dunkel Date 09 01 2011 09 00 AM 09 15 AM Pool D Dunkel 4 September gt 2011 09 01 2011 09 15 AM 09 30 AM Pool D Dunkel SM TW TF S 09 01 2011 09 30 AM 09 45 AM Pool D Dunkel BM 23 09 01 2011 09 45 AM 10 00 AM Pool D Dunkel 456 7 8 910 9 18 19 20 21 22 23 24 09 01 2011 10 30 AM 10 45 AM Pool D
59. Balance Group Code Default Unpaid Balance Reason Code Send Unpaid Balance Details to Additional Insurance y Correction and Reversal w 3 Co payment Amount eClaims Clearinghouse File Path Browse Print Image File Mame Ex Claims txt printimage doc Default Reports to be Printed F Acknowledgement of Receipt Amended File Detail RPTO44 1997 Batch amp Claim Rejection RPTOS File Status RPTOZ Amended Batch amp Claim Rejection RPTOSA File Summary RPTO3 Provider Claim Status RPT10 File Detail RPTO4 F Special Handling Unprocessed Claims RPT11 Reports Settings Auto Assign Payer ID s Purge Reports after 30 Days h Auto Assign Payer ID i To setup the Unpaid Balance defaults go to Billing Insurance Billing and select the eClaims Setup tab In the eClaims Setup select the checkbox Send Unpaid Balance Details to Additional Insurance Then use the drop down boxes to select the default group code and the default reason code User s Guide Patterson PTOS 5 6 Billing e 124 Using Unpaid Balances Unpaid Balances are used when communicating electronically with secondary or additional providers For example if the Primary insurance paid 70 of a 100 charge the unpaid balance would be 30 Use the Unpaid Balance checkbox to submit the 30 along with the reason group codes for why it was not paid to the Secondary payer Unpaid Balances a
60. Billing e 106 Auto calculating Accounts Receivable Accounts Receivable automatically calculates after changes have been made so that all reports and account balances are correct e Patient Editor Patient Case Acct Type e Patient Editor Bill tab Co Pay e Billing Patient Transactions Transaction History for Voiding or Modifying Transactions Account Aging Accounts age daily from the Date of Service date in the patient s account Inactive Accounts When entering transactions for an Inactive patient a prompt appears allowing you to reactive the selected patient Date Range Information Date range information has been added to the statement billed line in the Transaction History window for each individual statement See the following example TANS AGHON ROE Abbott Anpela 100 y i q Hom 07 25 2011 PL Hip Active Location MAIN E Show Void Traean po Trareaction Ade Trad y Leperads Date Code Descripii n TranType mar DEF Bew Chopi Allowed Art aji S Claims View Claim status in the Claims window Select Billing Claims to view Select the Facility T Select AR facility ID Pathont e Un nbmated Dato cr Pateri a Crete os De Fan hpa JA Shettet HA man Sex Ya Cote Case Y Y Opan 11042009 LLECTRCADC SNE 172 00 qe oe 1204 200 OLCTACIAC SENET 156 00 qe 1o00 ELCTRCAOC sesat 1 00 com o C L00 OLLCIRCAOC IOGT 31 00 qm o Pet image Pio LLO DACTRCIOS HATS 10 00 Ope
61. Discipline or leave blank for all disciplines In the Bill by Case section enter the patient name In the Bill Which Charges section select from the following checkboxes e All Unbilled Charges e All Unpaid Charges e All Appealed Select the Pre billing Alert button to apply an alert to the selected Account Type Select Send to Queue to batch the selected claims for later submission Select Process Now to immediately process the claims User s Guide Patterson PTOS 5 6 Billing e 118 Standard Options Tab Insurance Billing Insurance Billing Sort Standard Options Claim Queue eClaims Setup r UBOF T NEW YORK WORKERS COMP 07 07 e Line Item UBO4 Box 39 41 Default E GEORGIA WC C Summary 50 51 52 y F OHIO C 19 E ILLINOIS MEDICAID C Code Summary C Date Summary C Group Rey Codes Include Payments Include Adjustments Y Include insurance billed notes in account Print Mailing Labels Insurance Labels per Line 1 C 3 v Automatically run Pre billing Alert Set as default standard options In the Standard Options select the desired claim form to be made available to you throughout PTOS In the UBO4 Form box select from the available options e Line ltem e Summary e Code Summary e Date Summary e Group Rev Codes In the UBO4 Box 39 41 Default drop down select the desired default numbers to appear on insurance claims Select from the following additional
62. Dunkel adas POT 09 01 2011 10 45 AM 11 00 AM Pool D Dunkel 09 01 2011 11 00 AM 11 15 AM Pool D Dunkel Today 09 01 2011 11 15 AM 11 30 AM Pool D Dunkel Appt Duration 09 01 2011 11 30 4M 11 45 AM Pool D Dunkel f 09 01 2011 11 45 AM 12 00 PM Pool D Dunkel 15 Mins fou 09 01 2011 12 00 PM 12 15 PM Pool D Dunkel Time Of Day 09 01 2011 12 15 PM 12 30 PM Pool D Dunkel Any Time PUE E 09 01 2011 12 30 PM 12 45 PM Pool D Dunkel C Show Block Holds 09 01 2011 12 45 PM 01 00 PM Pool D Dunkel 09 01 2011 01 00 PM 01 15 PM Pool D Dunkel 09 01 2011 01 15 PM 01 30 PM Pool D Dunkel Enter the Appt Duration time and select the Time of Day to further narrow the search for an available appointment time Select the Show Block Holds checkbox to include that information in the Appointment Search Transfer Appointment Under Scheduling Transfer Appointment move appointments between rooms Transfer Appointment Source Therapist End Date losi E Start Date a E Destination Therapist Refresh ht Select Al ve Appt Ote Te aoe 08 40 AM Start Tima End Tene Patient Muere 00 50 AM ss RR 0AM D320 AM Therap Appt Type Appt Status Cite Descripiion Select the Source Therapist Start Date End Date and Destination Therapist Select the Refresh button Select an User s Guide Patterson PTOS 5 6 Scheduling 69 Waitlist appointment using the checkbox Select or select the Select All checkbox Select th
63. FA UBO4 21 Help 154 Help Menu 154 Insurance Payments 92 Interfaces 130 L LCD Datasets 49 Local Area Network 1 Logging On 2 Login Summary 146 Lookup Table 40 M Multiple Blocks 59 N Note History 79 O Object Lock Details 147 Index e 166 P Patients 15 Bill Tab 20 Case Information 16 Diagnosis 17 Emergency Information 16 Employer Details 20 Insurance Tab 30 Notes Tab 31 Options Menu 32 Patient Information 15 Personal Information 16 Primary Care Physician 19 Referral Employer 18 PTOS Website 160 R Remove Old Accounts 151 Reports Age Accounts Receivable 135 Analysis Reports 136 Code List 139 Demographic Lists 139 Documentation 141 Financial Lists 138 Scheduling 141 Transaction Lists 140 S Schedule Appointment Block Void 70 Appointment Views 68 Calendar View 67 Edit Appointment 61 Transfer Appointment 69 Scheduling 52 Appointment 55 Appointment Block Hold Status 53 Appointment Card 66 Blocks 58 Cancelling Appointment 61 Checking In 61 Co Pay 64 Enter Charges 65 Multiple Appointments 56 User s Guide Patterson PTOS 5 6 No Show 62 Note Complete 66 Print Superbill 67 Reminder Email Template 54 Resources 52 Right click 64 Show CXL NS Appointments 67 Voiding Appointment 63 Waitlist 70 Setting Up eClaims 14 Employees 6 Employers 39 Payment Types 41 User Access 8 Zip Codes 40 Statement Queue 114 System Requirements 1 System Tasks 143 7 Tools 153 Transaction History 42
64. JK j Force Password Change Next Login Expiry Days 995 Rendering Provider NPI Tax ID NY State License Ohio Provider SSN eClaims IL Medicaid Taxonomy Code Employee type Provider on Insurance Default Facility Facilities User Group ID Therapist Group Signature Line Signature File for Documentation 7 7 Admin A dmin Physical Therapy Site 1 V Physical Therapy Site 1 J Physical Therapy Site 2 Y mEnE Y Spee Admin 0 Under System Tasks Supervisor Employee create and or edit the employees of your facility If you have purchased the Scheduling program separately you will need to create all employees both therapists and office staff While creating editing User s Guide Patterson PTOS 5 6 Using PTOS e 6 an employee all the areas indicated by a red asterisk must be filled out to save this employee To create a new employee select the Add icon Enter the Emp ID In the next section enter the employee s name User Name Password and Nickname Gender if desired Under the Billing Provider Information enter the Employee s Name Address City State Zip and NPI Also include the Phone number s Email Birth and Hire Dates Title Terminated Date Hourly Rate Sort Order and Notes Under Force Password Change select either Next Login or an Ex
65. OS 1201 Althoff Dr Effingham IL 62401 Technical Support 800 824 4305 Technical Support Fax 217 342 4571 Gp PATTERSON OM PA N User s Guide Patterson PTOS 5 6 Contents e i Contents PTOS 1 System REQUIFCINCIES iia l Local Arca NW A oe tiete l Keyboard SHOE CUU eS as 2 Pz A r a a a A nn ner eae 2 TEP TOS COS Men ii 2 Maim Screen Lor Or TAMOS A r a siiadoes 3 Check TOC Updates ure A la 3 Using PTOS 5 SEUNEU DPTO A a A O en need A 5 Seting Up Your Lac A o dde do 5 settino Up Your Employ e a ro eae 6 USER ACC a o eT 8 CONE EME ete enc a a eae anegae mow antes elena 10 COMES AS o ane ne TT arse 10 A O 14 Clan saosanatbaswelansaeseueted eater easoretoalst 15 Parent Case Tano asista ti 15 Retorral ERiploy eran semis alienta ooo 18 BUD tan toas 20 O a est renames teste suoamteiecet N 21 PHCP Pasa catti sae pasacates aaa E a sstecsdastcapaessetaee saan 23 A aude soas sateen tins wcaaantaanssdse weetaamacuestenasessantaanstdsausescauatasatans aeiatas 24 eClaims Attachment Information cccccccccccnnnnnononononnnnnnnnnnnnnnnnnnonononnnnnnnonnnnnnnnnnnnnnnnnss 26 a E e DE A satin asga sates Goees cas iutassast som aada sense sataauh ia eesta assent ies 30 Enter the Primary insurance first and then follow in descending order for any ACCIMO NAS UL ANCE Carrier S eneee EAEra a eanas ENEA Eaa 30 Notes Lana EE EE EE A ia 31 aes aa E ES EEE ATE ETE EI AA ES ETN ENE E E AATE EET 31 COn whee FODIONS Mentiras 32
66. Patient Editor Cogwheel Recreate Claims a a Last Name v ee A Case Thoracic Spine Active Y 2 x Patient Case 7 r pili HOA UBO4 alle TN METERS Add New Case Patient Information Case Information Copy Case Discharge Ca Patient ID j Case 8 1045 ee gt f Inactivate Case Primary Facility e Case Status Active Reactivate Case Title First Name Initial Last Name Fee Schedule N 3 eave Archive Patient Nickname Gender Account Type 5 Enter Charges DOB SSN i z r As Ther Bil Patient Now Privacy Privacy Notification gt i i Notification Date exp Date Admit Condition Scheduling Pref Discharge Condition Delinquency Report Scenario Note Case Note Emergency Information Responsible Party Contact Name ia Add New Appointment Relation to Patient x Relationship Phone Add Patient To Watlist Appointment Summary Personal Information Address Co Pay History Address City State Zip Print Blank Patient Questionnaire Y e Print Blank Flow Sheet 7 Additional d City State Zip Diagnosis Patient Chart 51 SPINAL MUSCULAR ATROSH YSPECTIFIET anus Primary 1CD9 1 Patient Charge History wna This option is for all types of claims Primary Secondary etc and will be sent directly to the Claims Queue as Open status k Recreate Claims Claims Patient Name Date Created Date Submitted Form Name Status Amount Submitted Recreate gt Patient 8 02 10 2010
67. Patterson PTOS 5 6 User s Guide PTOS Volume ll 2012 Patterson Medical Supply Inc All rights reserved Microsoft and Windows Explorer are trademarks of Microsoft Corporation All other trademarks which appear in these pages are the property of their respective owners COPYRIGHT NOTICE This software and operations manual are both protected by U S Copyright Law that Title 17 United States Code This software and publication have been provided subject to a license agreement which restricts their use No part of this software or user manual may be copied or distributed disclosed transmitted or reduced to any electronic medium without the express written permission of PTOS Software A Patterson Medical Company Infringement of copyright can result in criminal prosecution fines and imprisonment in addition to civil damages DISCLAIMER This software and manual are provided on an as is basis Except for the warranty described in the PTOS software license agreement there are no warranties expressed or implied including but not limited to implied warranties of merchantability or fitness for a particular purpose and all such warranties are expressly and specifically disclaimed In no event shall PTOS Software A Patterson Medical Company be responsible for any indirect or consequential damages or lost profits even if PTOS Software A Patterson Medical Company had been advised of the possibility of such damage Patterson PT
68. Practice Identification Enter the Practice Identification information This number corresponds with the Facility setup ID number Box 9D lic line 1 Information entered here will appear in box 9D and 11C of the HCFA insurance form Box 9D lic line 2 Information entered here will appear in box 9D and 11C of the HCFA insurance form Print Signature on File in Box 31 Select this box to print the phrase Signature on File in Box 31 of the HCFA claim form as required by some insurance payers Fee Schedule Enter the Fee Schedule to be associated with this Insurance Company Four Digit Date Select this checkbox to use the four digit year date Insurance Claim Form Select the desired default claim form to be associated to this insurance company Using PTOS e 34 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options For assistance with adding or removing Referral Types please contact the PTOS Support team at 800 824 4305 User s Guide Patterson PTOS 5 6 Max Units per Day Enter the maximum number of units per day for the Insurance Company Email ID Enter the email address for the Insurance Company WebSite Enter the website associated with the Insurance Company Notes E
69. Q is available to all PTOS users to assist with any questions you may have Not enough time to call support Use FAQ to help answer your questions Enhancement Suggestions Do you have ideas on how to improve PTOS Visit our website and click the Enhancement Suggestions button on the main menu Enter your name email address and ideas and send them directly to us Support Select the Support button to access Live Chat Live Chat allows you to open a text dialogue with a Patterson technology representative during business hours User s Guide Patterson PTOS 5 6 PTOS Website e 165 Index A Adjustment Type 42 Appointment Warning Messages 90 Appointment Block Hold Type 54 Archive Patients 151 B Backup Restore 149 Billing Approve Daily Transactions 98 CCI LCD Audits 102 Charge Ticket 89 Insurance Billing 114 Payments Adjustments 91 Standard Options 111 Transaction History 97 Transactions 84 Void Transaction 103 C CCI Datasets 50 Check For Updates 3 Claims 104 Electronic Remittance Advice 123 Claims Queue 117 Config Parameters 10 CPT Group 45 D Documentation 72 Enter Charges 84 Note 75 Patient Chart 75 Pick Lists 74 Template Admin 72 E eClaims Setup 14 Email Reminders 68 User s Guide Patterson PTOS 5 6 Enhancement Suggestions 160 Exit 2 Export Application Errors 147 F Facility Information 5 Facility Logo 82 FAQ 154 160 Fee Schedule 46 G Glossary of Terms 156 H HC
70. Recreate the Primary Claim Offices may have the need to recreate or reprocess a secondary or additional claim without having the need to first recreate the primary claim PTOS 5 0 allows users to skip the step of recreating the primary From the Recreate Claims window users can highlight the secondary or additional claim and choose to recreate it This occurs under Billing Patient Transactions User s Guide Patterson PTOS 5 6 Billing e 112 then access the Cogwheel to Recreate a Claim This can also be opened from Patient Editor Cogwheel Recreate Claims z i Last Name ML Case 1051 Case Description 02 10 2010 P1 Left kree Active m Location MAIN A HISTORY Patient Edtor Show Void Transactions jen Transaction Aude Trab Leger BA Patient Now 4 Bd ins yee No Date Code Description TranType Amorek DEF Betw Chola Abowd Amt Copay Exp Ins kasrat Pd P _ gt 02 09 2 97003 OT EVALUATION Lineltem 150 00 0 00 150 00 0 00 120 00 120 00 Q eese das gt Patient Billing Under the Billing menu select Patient Billing to create an individual or batch of billing statements New Patient Billing Statements Patient 1 CES paient FE Patient 3 Aiko Accident Ins Cash Collection Courtesy SENT TO COLLECTION F CIGNA Electronic PPO A fis een win Oi Range po Process Now gt Send to Queue In the Bill by Patient Number section enter individual patient numbers to
71. S will deposit PTPN files Group Parameter value Notes gt Interface Export data Folder C PROJECTS YPTOS3 5 CEDARON Export Specify the path to the folder where PTOS will retrieve the third party so Interface Export Data Format xml Designate a file format for exported files xml HL Interface Import Data Folder C PROJECTS WPTOS3 5 CEDARON Import Specify the path to the folder where PTOS will deposit the third party sof Interface Import Data Format xml Designate a file format For imported Files xml HL Set your Data Export and Data Import to XML Enter the path location where you wish to store the exported data The Export folder path contains the exported patient demographics Enter the path location where manually imported XML files will be stored The Import folder contains any files that have been manually imported Exported Files PTOS 5 0 automatically exports all demographic files to the designated Export folder Once files have been exported to this folder a new file will be created in the export folder whenever files have been added or edited User s Guide Patterson PTOS 5 6 Interfaces e 133 One Time Export To export your patient demographics to XML select Special Tasks One Time Export Special Tasks Tools Windows Remove Old Accounts P Add Update Client Logo Printer Administration Data Import enerate PTPN Data One Time Export The following window appea
72. TOS e 49 To manually enter conflicting codes into the LCD dataset select the LCD Data button In the LCD Data window select Add to enter the allowed LCD and Diagnostic codes Select Save to save them CCI Datasets CCI Datasets x H E x Dataset Name J J CCI Data Import Date Time Comments This is 4 dataset Audit Check can be set to run automatically in Config Parameters Associated account types CCI Datasets are set up to prevent you from using conflicting C P T codes that should not be billed together To setup your CCI datasets go to System Tasks Update Lists CCI Dataset In the CCI screen select Add to setup a new list Enter the Name of the dataset and any comments required Select Save Import CCI Data CCI data is made available to your office by the Centers for Medicare and Medicaid Services A free excel file is available for download and can be imported into PTOS The www ntis gov isa government approved website that also offers these edits for download To add a CCI data file select the Import CCI Dataset File button Use the Browse window to locate the CCI file that you have received from the www cms gov website Locate the file and save User s Guide Patterson PTOS 5 6 Using PTOS e 50 Manually Enter CCI Data EE CCI Data The Modifier options are u 1 Allowed CPT Code 1 0 Not Allowed for codes to be billed together Effective Date CPT Code 1
73. Time En field to open the entire list of sec 35Mins options Field must be completed The bottom half of the screen allows you to set the Date Start Time and End Time The Duration will adjust depending on the Start and End Time of the block Once all the information is entered click on the Save icon in the upper left hand corner to save the block and add it to the schedule Creating Multiple Blocks To create multiple blocks open the schedule and right click on the area in which you wish to schedule the initial block Repeat the steps above to fill out the top portion of this screen and select New Block Hold t New Block Hold Block Hold Type H other Facility Any Physical Therapy Therapist Resource Notes ARA Multiple Block Hold SES Period Appt Date From Date To Date 09 01 2011 09 30 2011 901 2011 09 02 2011 09 03 2011 09 04 2011 09 05 2011 09 06 2011 09 07 2011 09 08 2011 nainmat2011 Start Time End Time 10 00AM 10 15AM Duration Total Appt s 15 Mins 30 Frequency Daily Weekly Selected Select the Multiple Block Holds tab enter the From Date To Date and Start Time End Time The Duration will adjust depending on the Start and End Time of the block User s Guide Patterson PTOS 5 6 Scheduling e 59 In the Frequency area there are three options e Daily If the Blocks are every day of th
74. Un Submitted 07 28 2011 03 24 2011 LASER HCFA 1500 Un Submitted 07 28 2011 07 28 2011 LASER HCFA 1500 Un Submitted 07 26 2011 07 22 2011 07 28 2011 LASER HCFA 1500 Un Submitted 5S 07 28 2011 07 28 2011 LASER HCFA 1500 Un Submitted 07 29 2011 07 22 2011 07 28 2011 LASER HCFA 1500 Sec Un Submitted 5 Create Additional Claim Navigate to Patent jp Transactions Logged in as ADMIN 03 15 2012 Or use the Select All checkbox at the top of the window Once you have selected the desired claim status select from the following options e Facility Filter Select the drop down menu to select a facility e Print Image File Select this option to create a print image file that can be sent to clearinghouse as an electronic claim option e Process Select this option to submit claims to insurance companies e Claim Notes Select this option to view notes associated with the selected claim e Preview Select this option to preview the selected claim prior to submitting User s Guide Patterson PTOS 5 6 Billing e 120 Close Claim Select this option to close the selected claim Create Additional Claim Select this option to create a new claim for additional insurance companies for the same services without closing the primary claim Sort Queue To sort items in the Queue select the heading name ERA Queue button Select the ERA Queue button to open the ERA queue see below
75. a on the Charge Ticket includes all codes marked specifically to include in this additional area per C P T CODE setup Codes displaying on the main area of the Charge Ticket will be those marked to display on the main area of the Charge Ticket per C P T CODE setup Appointment Warning Messages You should get Warning Messages in Enter Charges and Charge Ticket under the following circumstances e The date of the proposed service is after the Authorized Expiration Date for the Patient Case s e Ifthe number of charges entered and marked as visits for the Patient Case s exceeds the authorized Visit limit for the Patient Case s e Max number of Units is exceeded e Charge per day is exceeded e Charge Limit is exceeded Additional warnings that can be set include e Charge limit warning based on Charged amount or Allowed e Config Parameter to be warned when you are within a SXXX XX specified amount of the limit Charge Limit Warning Charge limits will automatically reset according to the effective date entered for the period To access Charge Limit go to Patient Editor Bill tab It is located in the upper right hand of the screen User s Guide Patterson PTOS 5 6 Billing e 90 Payments Adjustments I A Payment Date Facility Account Type Balance 0 00 Pat Bal Payment Type lo Ins Bal 0 00 Unapplied Bal Amount Comments who Paid Keyboard Shortcuts F2 Use this key to Add a
76. able Customized Date Range A R Report 5 a cai ro view A Se dA w m View cridview Aged Accounts Receivable Customized Date Range A R Report Ll a Me Sa ya e feet Accounts da z 3 oh We ep 6 3 Facility Account Type 3 Days Range 1 29 Customized Date Range A R Report Days Range 2 59 Filer Facility All AccountType All Days Range 129 Days Range 2 59 Days Range 3 39 Days Range 4 119 Days Range 3 a9 Cam Padecnd amp Patient Nune Ar Omen Dat Range 1 Date Bang 2 Date Burgo Y Date Risg 4 Balco Last Pail Date Days Range 4 119 Refresh ie gape ca AA O A a ae Ta oo r CRANDTOTAL Case Patient Patient Name Account Type Current Date Range 1 Date Range 2 GridView Select this option to view the information in a data format Use column headings to sort the data ReportView Select this option to view the information in a standard report format Export Options Select the Export icon to select a format in which to save the report to a location outside of PTOS a Main ad Pa Select Text Excel CSV XML or HTML NOTE Other software programs may be required for viewing reports in other formats User s Guide Patterson PTOS 5 6 Reports e 136 Favorites To add a report to Favorites select the Favorites icon which appears as a yellow star When a report has been added to Favorites the yellow star appears white and the report name appears in the Favori
77. ace of service such as a 7 UBO4 OO Oy OS 03 School 11 Office 12 Home 13 Assisted Living Facility 14 Group Home 15 Mobile Unit 20 Urgent Care Facility 21 Inpatient Hospital 22 Outpatient Hospital 99 Other Place of Service 1 Box 4 Type of Bill Enter the code to identify the type of billing being submitted The default codes are 0741 0744 which designate treatment at an Outpatient Rehabilitation Facility The exact code is determined by whether this is the original billing run or a re bill and whether primary or secondary insurance Enter any value in this box to overwrite the PTOS default 2 Box 14 Type of Visit Used to enter the code indicating the priority of this patient admission such as a 0 00 1 Emergency 2 Urgent 3 Elective 4 Newborn 5 Trauma 9 Information not available By default PTOS should leave this field blank Using this option will leave box 14 blank 3 Box 15 Source of Referral Used to choose the appropriate referral source of this patient admission such as User s Guide Patterson PTOS 5 6 Using PTOS e 24 1 Physician Referral By 2 Clinic Referral 3 HMO Referral 4 Transfer from Hospital 5 Transfer from Skilled Nursing Facility gt 000 5 6 Transfer from Another Health Care Facility 7 Emergency Room 7 8 Court Law Enforcement i 9 Information Not Available 4 Box 18 23 Condition codes Used to enter up
78. actions for patients such as charges payments adjustments outstanding balances and other important financial information Transactions entries affect an account balance 1 Select Billing Enter Charges in the PTOS Menu Bar Miborned Viis Ala roer Remato Discipline Crand Total Pater a 0 0 Acct Type Post Note Charge per Day 000 Primery OX 000 Ox 2 0 00 Charge Link 0 00 Uo l HI a The boxes at the top of the case display read only information that defaults from Patient Editor for the Patient name displayed in the posting line The upper portion of the window contains numerous fields Billing e 84 Patient The Patient ID number Name Patient Name Case Case Number Authorized date Authorized dates for service Visits Number of visits completed Allowed Number of visits authorized Remaining The difference between Visits and Allowed Discipline The required discipline Acct Type The patient account type Post Note Any available notes Charge Limit The authorized charge amount per visit Charge per Day The amount of charge authorized per day Primary DX DX 2 DX 3 DX4 Diagnosis codes applicable Charges are entered in this order Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to ope
79. ancelled and no show appointments in a user specified time period for each therapist in a facility or for all physicians referring to the facility Cancel No Show This report is used to reconcile the co payments collected cash check credit card other with the payments listed on the bank deposit slip Co Payment Reconciliation Report C P T Utilization Report This report displays the average and total of units for each unique C P T charge code User s Guide Patterson PTOS 5 6 Reports e 144 billed with the start end period Daily Schedule This report is a listing of patients scheduled for a Facility and or Therapist by appointment date Patient Appointment The report is a list of patients with upcoming Reminder appointments for confirmation Patient Sign in Sheet The report creates a form for collecting patient signatures upon arrival Next Physician The report displays active patient cases that Appointment Report are within a selected time frame User s Guide Patterson PTOS 5 6 Superbill List Superbill Print Therapist Schedule Report Weekly Appointment Report This report displays a list of patients who have a scheduled appointment by specific date It can be printed for a specific patient and date range This report creates individual Super Bills for patients The Super Bill will only contain C P T Codes that were marked To Include on Super Bill This report displ
80. ases that are within a Visits certain of visits of the Auth Visit Limit and or cases where the Auth Exp Date falls within the date range specified Patient Therapist This report shows a listing of patients and Listing their Assigned Therapist Payment Plan This report lists patients who have a payment plan amount set in Patient Editor Deductible This report shows patients with a deductible set in Patient Editor No Activity A listing of patients who have had no activity prior to a certain date Financial Lists Under Reports select Financial List Reports to create a report with the following options Case Balance Report This report shows all patients who have a balance within the range specified including credit balances Ex Credit Balance 150 00 to 01 Small Balance 01 to 25 Charge Limit This report will show patients who have met or exceeded their charge limit Insurance Listing This report lists all patients by either Primary Secondary Third or Other Insurance within a specified date range Responsible Party List This report shows patients by Responsible Party Case Overview This report shows patient cases and specific details chosen in the filter Authorization Number A listing of patients showing their authorization number assigned within a specific date range Demographic Lists Under Reports select Demographic Lists Reports to create a report with the following options
81. ast Name Enter the last name of the referral Address Enter the address of the referral office City State Enter the city and state of the referral office Zip Enter the zip code of the referral office Contact Enter the main contact person s name Office Phone 1 Enter the main phone number for the referral office Office Phone 2 Enter the secondary phone number for the referral office Fax Enter the fax number associated with the referral office Email Enter the email associated with the referral office Referral Type Select the referral type from the drop down menu NPI National Provider Identification This number is obtained from the physician s office and prints in Box 17B on the HCFA and Box 76 on the UBO4 forms UPIN Universal Provider Identification Number This number is assigned by Medicare Services and may or may not be required to print on the claim forms This six digit alohanumeric code prints in Box 17A on the HCFA and in Box 76 on the UB04 forms Specialty Enter a specialty for report tracking purposes WebSite Enter the website information associated with the referral office Inactive Select this checkbox to designate this referral source as Inactive Note referrals cannot be deleted only inactivated Notes This area is used for additional reference information This field will not print anywhere Communication Preference Select efax or
82. at lt stime gt we look forward to seeing you If you have any questions please call us Thank You This template is completely customizable This message can be edited to fit the needs of your facility The only areas that should not be edited are the lt Name gt lt sdate gt and lt stime gt These are User s Guide Patterson PTOS 5 6 Scheduling e 54 programming items that populate the patient s information into the message Scheduling an Appointment Scheduling a Single Appointment To schedule a single appointment open the schedule and either double click or right click on the area in which you wish to schedule the appointment and select New Appointment Search Conditions View Daily Facility Therapist Group None You can create an Resource Group appointment using Menu Scheduling New Appointment a New Appointment From waitlist New Block Hold CI Show CXL NS appts The New Appointment screen will open First you will need to select the patient you wish to schedule To do this in the Patient Name area you can type in the patient s last name or you can enter to open up a list of all of your patients The Appt Type and Treating Therapist must be filled out in the top portion of this screen User s Guide Patterson PTOS 5 6 Scheduling e 55 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F
83. atabase that you wish to access Select the Choose checkbox for the desired patient or select the Select All checkbox Select the Archive Data button Add Update Client Logo Add your logo to be used on documents and reports To add or update your logo select Special Tasks Add Update Client Logo Note Your image should be Add Update Client Logo X no larger than 120 x 120 A pixels a My Practice Serving AnyTown since 1996 Any Town USA Remove Client Logo Select the Add Update Client Logo to upload a new logo image The image must be a JPEG Select Remove Client Logo to remove the logo without replacing the image This logo will be added to various reports and documents throughout PTOS User s Guide Patterson PTOS 5 6 Special Tasks e 157 Tools Worklist For information on Worklist see the Worklist section of this document Login as Different User In the Tools menu select Login as different user to switch accounts without exiting PTOS cias diene user LA September F 4 2010 SM TW TFS 93031 12 3 4 6 7 8 9 10 11 13 14JB 16 17 18 20 21 22 23 24 25 27 28 29 30 1 2 A 7 g Today Select the date using the calendar or select the Today button The calendar will default to today s date Enter the User Name and Password and Login User s Guide Patterson PTOS 5 6 Tools e 158 Help PTOS Help Menu Select Help PTOS Help to access a searchable help menu designed to
84. available options DO NOT proceed without the assistance of eServices Support Doing so may result in an interruption in your eClaim processing Please contact eServices Support at 600 475 5036 E Ok jp Cancel 9 Therapist Info Select Therapist Info to assign the required numbers for Insurance Claims by Account Type Therapist Info for Admin Admin Account Type BCBS Box 241 Pink C Box33A Use Default Box334 Box 24 Pink Box33B Therapist eClaims 24 ID Type v eClaims 33B ID Type v Account Type Box241 Pink Box24J Pink 24 Identification Type Box334 Box33B Therapist 33B Identificati ES A ANA A ic M1 Only Mi Wi 2ND 1B User Access Rights To establish administration rights for users select System Tasks Supervisor User Access Rights User s Guide Patterson PTOS 5 6 User Access Rights ai User Group Biling Admin C Show All Menu Wise E Description Billing User View Modify Patients Clinician Admin Clinician User Scheduling Scheduling Admin Scheduling User aaa System Admin Billing Reports System Tasks Special Tasks Tools lt Q 4 lt Q QU A i dia ida ia ia i Using PTOS e 8 Under User Groups select the group name The areas associated with this User Group appear below Select or deselect the checkboxes that allow group members to View or Modify the selected areas of PTOS Items with a single level of
85. ay Co Insurance Patient Balance Should correlate with Patient Balance on Transaction Summary screen calculated as the Co pay Co Insurance minus current charge entry Deductible Previous Patient Balance Case Balance Ins Balance Patient Balance 0 00 0 00 0 00 Group 2 Case Information includes current charges Last Visit Date of last charge on Transaction Hx screen Last Code last procedure from the last date of charge posted in Transaction Hx screen Fee Schedule Pulls first from Patient Editor Patient Case and then from Insurance Company setup This will also reflect any changes made manually on the current charge Max Units per Day Data obtained from Patient Editor Billing tab Previous Case Information Last Visit Last Code Fee Schedule Max Units per Day 05 06 2008 lo Group 3 Today s Charges includes current charges Total Patient Portion Co pay Co Insurance Deductible Total Charges This Patient Total of all charges posted for this patient User s Guide Patterson PTOS 5 6 Billing e 88 Today s Charges J Total Patient Portion Total Charges this Patient P 0 00 0 00 Other Enter Charges Features Cogwheel icon If charges are already entered these options are immediately available Patient Editor Charge Ticket and Last Visit Patient Editor The main location in PTOS 5 0 where you can Add Edit and or View patient data
86. ays patient appointments for the date range specified This report displays the number of appointments week for a five week period for each Therapist in the facility or for all physicians referring to the facility Reports e 145 System Tasks Supervisor In this section use System Tasks to manage a group of supervisor items Config Parameters Entes the enal aidress used H Speni the pasowoed priden Enter the subject ine for appo Use the drop down menu to select a Config Group To edit an existing entry select the entry and select the Edit icon See the Using PTOS chapter for more information in setting up Config Parameters User s Guide Patterson PTOS 5 6 System Tasks e 146 Data Sources Dala Sources Multiple Data Sources can be nex set up but at least one data source must be active to prevent loss of data DB Server DE Name Data Source Mame M DB User Name DB Password ca Archive Database Test Connection AL SARS PITA TE ALE MESITA oT METE Data 5 N Datak MN User N gt CL Setup your data source information to designate the location of your database information e Data Source Name Enter the Data Source Name e DB Server Enter your Database server location e DB Name Enter your Database Name e DB User Name Enter your Database user s name e DB Password Enter your Database password e Test Connection Select the Test Connection button to check the connect
87. bmitting Close Claim Select this option to close the highlighted and selected claims Create Additional Claim Select this option to create another claim based off of the selected claim eClaims Reports Select this option to manually retrieve eclaims reports from the clearinghouse Sort columns by selecting the column heading Use the quick navigate buttons to launch the following windows e Patient e Transactions e Insurance e ERA Queue Select Close to exit the Claim window Multiple Open Claims When submitting multiple claims for a particular patient it is important to note that multiple open claims may have an effect on your patient balance totals These totals may appear artificially inflated due to the way in which claims are estimated Select and Close Multiple Claims from the Claim Queue Multiple claims may now be closed at one time in the Claim Queue through Billing Claims User s Guide Patterson PTOS 5 6 Billing e 108 Check all the claims that are to be closed and click the Close Claim button The Closing Insurance Claim window will appear for each claim prompting the user on how to handle additional insurance or adjustments once the claim is closed ks Claim Status Claims C Select All Facility ID All Facilities Patient Name Patient 2 Fatient 1 Patient 3 Y Dt Created 02 03 2010 02 03 2010 02 10 2010 Dt Sub Patient Name Form Name LASER CMS 1500
88. cal therapy Ae Tithe First Name Initial Last Name Name llo PETERS Nickname Gender DOB SSN 11 25 1934 z SEACE 21021201 1 lt Privacy Notification hoinojn Notification Date lala asilo Exp Date OZ 0Z Scheduling Pref Scenario To enter a new patient select the Patients menu New Patient or select the New Patient icon In the Patient Information section enter the following information e Patient ID NOTE based upon Config Parameters this field may have a default entry e Primary Facility e Name e Nickname Gender e DOB SSN e Privacy Notification Date e Privacy Notification Expiration Date e Scheduling Pref e Scenario NOTE This field can be edited to say anything User s Guide Patterson PTOS 5 6 Using PTOS e 15 Emergency Information Emergency Information Contact Hame R PETERS Relationship Phone 999 999 9999 In the Emergency Information section enter the Contact Name Relationship and Phone number for the patient s emergency contact Personal Information Personal Information Address 1111 SKYWARD Way PA png fm ji Email Phone numbers OK to Contact Home 999 999 9999 Work Cell 555 555 5555 In the Personal Information section enter the patient s address email and contact number information Select the OK to Contact checkboxes corresponding to the patient s desired phone number Case Information Case Information
89. call 800 824 4305 User s Guide Patterson PTOS 5 6 Billing e 131 Worklist Using the Worklist The Worklist is a handy way of keeping appointments and notes organized by Treating Therapist and Date Appointments In the Appointments tab use the drop down lists to select a Therapist and Date In the Appt Filter select Show All Show Incomplete and Show Complete Agoortmerts MEAR if Use the Refresh button to apply changes to the current view Use the Patient Chart button to open the Patient Chart window Notes In the Notes tab use the drop down lists to select a Therapist and Date Range In the Status Filter select Open Notes Closed Notes and Void Notes Use the Refresh button to apply changes to the current view Select Patient Chart to view chart information in the Worklist User s Guide Patterson PTOS 5 6 Worklist e 132 Interfaces Using Interfaces Allow plenty of time for the file export to complete Interfaces allow you to seamlessly share data with third party software programs Config Parameters To set up your Import and Export folders select System Tasks Supervisor Config Parameters Use the drop down list in Config Group to select Interface Config Parameters Config Group Interface Grou p Document eMail Fax aR Parameter PUR Ny Account Output Scheduling System Value d PTOS run PTPN Notes Specify the path to the folder where PTO
90. ce Reimbursement Contract Pay Schedule Select Save Wl X pte Schedule Namen Fee Schedule Alternate Additions Discipline PT y Effective From z Save as New CPT Code Charge Per Unit Allowed Amount Modifier Rev Code Effective From fim gt E A ee 11 12 2009 DO2KX A O1EKX O26KX D2KX5 1100F 11011 11018 1101F 14059 24059 User s Guide Patterson PTOS 5 6 Using PTOS e 46 Save As New Select the Save as New button to create a new Fee Schedule based upon an existing Fee Schedule To use the Save as New feature 1 Select the Fee Schedule Names button to name the new Fee Schedule Save the new Fee Schedule Name In the Fee Schedule window select the existing Fee Schedule you wish to copy Select the Save as New button Using the drop down list select the Name Discipline and Effective From date Copy Fee Schedule ld 4 AAA Fee Schedule E y Discipline Code Effective From 01 01 1900 6 Select Update A icon 7 Select OK 1 Fee schedule copied successfully Edit an Existing Fee Schedule To edit an existing Fee Schedule use the drop down menu to select the desired Fee Schedule Discipline and Effective From date Once the Fee Schedule has been selected make the necessary changes and save Show the Fee Schedule History Select the Show Fee Schedule History checkbox to display the history of changes to a selected Fee Schedule NOTE Each C P T Code
91. chant Services Setup under X Charge Transactions select the checkboxes for Process Credit Cards Process Debit Cards and Process Electronic Checks Enter your X Charge Username and Password and Merchant ID numbers for all locations Select Save to save POS Ton windows ciente Billinge Version s 000i Release Candidate 11072620024 Patients Scheduling Documentation Billing Reports PE 4560 Special Tasks Tools Window Help Exit OY Patient Editor Payments Adjustments gt Worl Supervisor rat Update Lists Insurance Companies Object Lock Details Referrals Login Summary Account Types Export Application Errors Employers Technical Support Utility gt Zip Codes Lookup Tables Payment Types Adjustment Types Transaction History Legend 7 ICD9 Codes S O ftwa re CPT Codes Pa A a rson Technology CPT Groups Fee Schedules LCD Datasets CCI Datasets User s Guide Patterson PTOS 5 6 System Tasks e 148 To setup payment information select System Tasks Update Lists Payment Types x olf jis Lar wi mios Client hee Perei AAA He least Candidate 1 p TER e Patients Gibevuiny Gauean Pra Espuls Sytem Tks SpeuaTek Toos Wide Hele Exh of Patient Eddo G Payments Adnetimerts 53 Worklal G Scheduler T Palient Chart yen Files Payment frome Cureney Type Defaut On Statement tnactrin Insurance Check Masberi and YISA Decuver ising th
92. checkbox to use LCD dataset The Following Boxes Are Filled Out On The HCFA Form These fields are for additional criteria insurance carriers may require for additional information Your office will be responsible for knowing the insurance carrier s requirements The user can print primary insurance information in boxes 11A C on secondary claims and box 9 has the option to be left blank Account Type Account Type Code Name AA AUTO ACCIDENT y Place of Service 111 Co Pay Amount 0 00 Charge per day 10 00 Ins Cap Amount Accept Assignment Yes om Inactive V Print Subtotal on Each Page Posting Note Patient Statement Notes CCI Dataset El LCD Dataset The Following Boxes are Filled Out On the HCFA Forms Primary Insurance Secondary Other Insurance Box 9 Fill out with other insurance infor y Box 9 Box 11 11C Fill out with primary information Box 11 11C Fill out with primary information Boxl1D Y y Box11D y Print Primary Care Physician in Box 17 Leave box 24J WHITE Blank HCFA Box 17A UB04 Box 76 Qualifier Use Provider SSN HCFA 25 UB04 5 Print UPIN in Box 174 f Print One Date Per Page Include Taxonomy for eClaims y The Following Boxes are Filled Out On the UBO4 Forms UBO4 Print Entire Date Range in Box 6 Print Rey Code in Box 44 of UBO4 Summary Y Add Leading 0 to Rey Codes Print Modifier on HCFA UBO4 Y E 1 For UBO4 use only UBO4 ISIT Rev Code Y Modifier prints in BOX 42 N D
93. ckup system to obtain your nightly monthly and yearly database backups As a result the backup option in PTOS will no longer be available as it is not sufficient to fully protect your valuable data Creating Your Backup Locate the following files and folders in your PTOS directory PatientStatements RtfDocuments ScanDocument folder folder folder SignedRtfdocuments Images folder email_template txt folder file SignedPdfdocuments ClaimlmageFiles folder folder the xmlvalues xml file within the CaseResultDocuments folder These files contain your office s important data and should be backed up nightly In addition to the above files folders from your PTOS directory you will want to create a System Copy from within your PTOS system This should be done daily To create a system copy go to System Tasks Technical Support Utility System Copy For more information on how to create a bak file please visit FAQ Your bak file as well as the files and folders listed under Creating Your Backup should be backed up nightly monthly and annually using an external backup media Storing Your Backup Once you ve completed your database backup it is important that you store your data on an external media preferably one that can be stored off site Please contact your local hardware provider for more information on secure external backup systems for your office User s Guide Patterson PTOS 5 6 Help e 160 Glossary of Terms Al
94. clude Facility Mame 52 Include Facility Fax MW Include Referring Physician 522 Include Facility Address Include Office Hours Include Date of injury Fumes Include Client Logo Include Facility Include eMail Phone Address Include Facility Include Facility Include Referring Name Fax Physician Include Facility Include Office Include Date of Address Hours Injury Include Tax ID Select the radio button to include the Web Address Diagnosis Code or Neither Include Employer In Body options select from the available options Select Include Balance E Forward to include balance Include Billed Lines information from previous Y Include Payments months Y Include Balance Forward V Include Adjustments V Show Expected Insurance Balance Finance Charges Include Billed Lines Include Payments Include Balance User s Guide Patterson PTOS 5 6 Billing e 115 Forward Include Show Expected Insurance Balance Adjustments Select the Finance Charges button Include Finance Charges Account Type To Charge EM AUTO ACCIDENT E Auto Accident Ins Cash Collection r Courtesy E SENT TO COLLECTION ST Fl CIGNA Description Percent To Charge lo DO A Minimum Finance Charge Amount 0 00 Charge Accounts Over z Charge Patients z Select the Include Finance Charges checkbox to add a finance charge to statements In the Account Type to Charge area select the Acco
95. des Used to enter up to 3 assigned authorization numbers if applicable 13 Box 64 Used to enter the document control number for a claim User s Guide Patterson PTOS 5 6 Using PTOS e 25 14 Box 66 Leave Box 66 empty We recommend that you leave this box empty Used to indicate the diagnosis version qualifier The default value printed by PTOS is 9 to indicate ICD9 codes Several payers do not want the 9 to print in this box so checking this option will clear box 66 15 Box 69 Print Primary ICD9 Used to denote the diagnosis that describes the patient s condition or reason for admission outpatient registration By default this will be left blank If checked the patient s primary diagnosis code will print 16 Box 74 Principal Used to enter the principal diagnosis code and date It is required on inpatient claims when a procedure was performed 17 Box 74A E Other Procedures Used to enter any additional diagnosis codes and dates 18 Box 76 Qualifier Used for the referring Dr s name NPI number and a second identifier If second identifier is provided it may need to be accompanied by a 2 character qualifier code in the qual field of box 76 Default for this field is empty Generally accepted qualifiers are a OB state license b 1G UPIN c G2 Commercial 19 Box 80 Use this area for Remarks for Unusual Services 20 Box 81 A D Free form area that allows the
96. e Employers cannot be deleted Zip Codes Under System Tasks Update Lists Zip Codes create and or edit the city state and zip information To search enter and select the search icon 35 Zip Code List 9 Om 2 City State Zip Code City State Zip Code Wooo 99999 9999 Adjuntas 99999 9999 Jard De Adjuntas 99999 9999 Urb San Joaquin 99999 9999 To enter a new zip code select the Add icon or select F2 Enter the City State and Zip Select the Save icon to save To delete a zip code select the desired entry and select the Delete icon Zip User s Guide Patterson PTOS 5 6 Using PTOS e 39 Codes are preloaded with versions 4 5 and 5 0 See eClaims 5010 Zip Code Requirement Lookup Table The Lookup Table is located under System Tasks Update Lists Lookup Tables lt is a database of all abbreviations used in PTOS Select the Add icon to add an additional code Select the Edit icon to edit an existing code Select the Inactive checkbox to inactivate an existing code Look Up Inactive SLT Speech Therapy PT Physical Therapy ul The Lookup Table contains all of the abbreviation codes and their descriptions for the following areas e Clinical Discipline e Injury Area e Note Type e Referral Specialty e Revenue Code e Scheduling Resource Group e Scheduling Therapist Group e Signature Qualifier Use the Inactive checkbox to render the selection unavailable Lookup options cannot b
97. e HELP menu In the Payment Types window new payment types are available for Electronic Check and ATM Debit Card ros POS tor windows Client Billing Version 560 01 Release Candidate 11 07262012 Patients Scheduling Documentation Reports System Tasks Special Tasks Tools Window Help Exit Of Patient Editor Payments Adjus Enter Charges Patient Chart Payments Adjustments Patient Transactions Daily Transactions Claims Patient Billing Insurance Billing Bulk Payments Electronic Remittance Advice To collect an X Charge payment select Billing Payment Adjustments gt PTOS for windows Client Billing Version 560 01 Release Candidate 1 017670173 Patents Schedwing Documentation Ging Reports System Tasks Special Tasks Took Window Hel Ext Y Patient Edtor Payments J Adjustments S WerkLet D Scheduler Patient Chart Man gt ACCOUNT PAYMENT O Abbott Angela 10000031 07 25 7015 P1 Hip Active OET es i Payment Information Account Balance Summary Payment Oxe 07 30 2012 x Facity Balance 336 00 PBa 336 00 Paymant Type Dectronk Chek Irs Bal 000 UnappiedBs 452 00 Amcurk Comments 0 00 Whopad Patent Automatic Detribution O Manual Detribution Unapplied Account paymerts V Merchant Payment Print Payment Receipt ation A Merchart fel Service Date CPT Code Description Pay Amt Balance Total Alke Exp Ins Adj Amt Ad Type Cor Pay gt CIC ACT CT T
98. e Lists C P T Groups use the Search field to select an existing code to edit or select the Add icon to enter a new group User s Guide Patterson PTOS 5 6 Using PTOS e 44 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User s Guide Patterson PTOS 5 6 CPT Groups EA O cer croup Inactive Bill To Patient v Display on Superbill vi Display on Charge Ticket v Display on Additional Codes Tab Remove CPT Code Description Charge Amount Units gt 97001 PT EVALUATION ae 97010 HOT OR COLD PACK 201 1 97014 ELECTRICAL STIM UN ATTENDED 107 1 458 3 Enter a C P T Group name and Description Select from the available checkbox options e Inactive e Bill To Patient e Display on Superbill e Display on Charge Ticket e Display on Additional Codes Tab Select the x in the remove column to subtract a code from an existing code group Fee Schedule NOTE Fee Schedules are optional Select System Tasks Update Lists Fee Schedule Select
99. e Transfer button to move appointments To schedule an appointment using the Waitlist select Scheduling Waitlist t Waitlist Time Of Day Therapist Appt Type Waitlist Date IM Any Time Any Therapist sw any Resource gt Any Appt Type M os 28 2011 Z 09 03 2011 No Record s Found Add New Appointment In the Waitlist narrow your list by selecting the Facility Time of Day Therapist Resource Appt Type and Waitlist Dates To schedule a Waitlist patient check the Select checkbox and select Add Appointment To remove a patient from the Waitlist check the select box and select Remove from Waitlist Select Close to exit Appointment Block Void To use the Appointment Block Void select Scheduling Appointment Block Void Enter a patient and select Enter Select the desired appointment and select Void In the Multiple Status Comment enter a comment if desired Select OK to void the appointment The following screen appears User s Guide Patterson PTOS 5 6 Scheduling e 70 1 Successfully voided Select OK Voiding Blocks To Void a Block leave the Patient Name and Patient Acct fields blank Select the Therapist desired or leave as Any Therapist Select the Resource Start Date and End Date desired Select Fetch to retrieve data Select the desired Block and select Void Enter a comment optional and select OK to Void User s Guide Patterson PTOS 5 6 Scheduling e 71 D
100. e deleted Payment Types To add delete or edit Payment Types go to System Tasks Update Lists Payment Types User s Guide Patterson PTOS 5 6 Using PTOS e 40 Payment Type gt Payment Prompt numbers Payment Promo refer to check numbers or credit card numbers ESL UE y EDisplay on Statements E Inactive Description Currency Type Default On Statement Payment Prompt American Express False Auth Cash Cash False Check Check False Discover False Auth Master Card False Auth Money Order Check False Mumber Visa Card False Auth Select the Add icon or F2 to add a new Payment Type Select the Edit icon to edit an existing Payment Type Select the Delete icon to delete an existing Payment Type To enter a new Payment Type enter a Description Payment Prompt and select the Currency Type Select the checkbox Display on Statement to include this information on the patient statement Select the Inactive checkbox to render the selected currency type inactive Adjustment Type Select System Tasks Update Lists Adjustment Types Adjustment Type Code Default Type for Insurance payments Description Work Comp Provider Discount Adjustment Impact Adjustments ha Inactive Adjustments set to impact adjustments will be reflected in adjustment totals both in Patient Transactions as well as on various reports Description Impact MP Discount Adjustments Insurance Provider Discount Adjustment
101. e of your screen is a display of the different paragraphs that can be included in the Initial Evaluation note The paragraphs displayed in purple are the ones that are included in the Initial Evaluation note by default The option to include the gray paragraphs is available by right clicking on the paragraph and selecting Add Paragraph or double clicking the paragraph In addition any paragraph that is included by default can be removed by right clicking on the paragraph and select Remove Paragraph Patient Editor Payments Adjustments Note History Curtert Note Review Exe Bo AA AS 01 28 2009 intel E valuston A a Header The Header of the note will be populated with the patient s information already entered into the system This information can be edited here if needed Physical Therapy Admin Admin Saving a Note Notes may be automatically saved as you add to or make changes to a note Edit and or enhance the pre written narratives in PTOS notes In Documentation Template Admin select the Note Type from User s Guide Patterson PTOS 5 6 Documentation e 76 the drop down menu The following paragraph templates can be modified Short Long Term Goals Special Tests e Problem Lists e Treatment Plan emplate Adm bythe ALI Es Note Type Inactive Initial Evaluation z J Link to Appointment V Close Note Charge Ticket ial Histon ry S S ica ston 1
102. e week select Daily e Weekly If the Blocks are on certain days of the week select Weekly and then choose the appropriate days e Selected If the Blocks are on random days select and then click on the days the blocks need to be scheduled The dates will populate on the right side of the screen Additional Therapists To add additional therapists to a Block Hold select the Additional Therapist tab Re a eae ends AAN Additional Therapists ARE Therapist Name gt CENTER Add Therapist Delete Therapist xX i E Select the Add Therapist button to schedule an additional therapist to this appointment Select the Delete Therapist button to remove an added therapist from the existing appointment Additional Resources To add additional therapists to a Block Hold select the Additional Resources tab MEE ame le Reg ES Additional Resources ResourcelD Resource gt Room Room O ICAO Add Resource Delete Resource A E Select the Add Resources button to schedule an additional therapist to this appointment Select the Delete Resources button to remove an added therapist from the existing appointment User s Guide Patterson PTOS 5 6 Scheduling 60 Delete Block Hold To delete an existing Block Hold right click on the Block and select Delete Block Hold The following message appears Delete h j Are vou sure you want to delete this Block Hold Mo Select Yes to delete the block
103. ecting Select the Co Pay History button to view a list of past co pay payments for the selected patient Enter Charges The Enter Charges feature allows you to complete a charge ticket for this appointment To access the Enter Charges feature right click on the appointment and choose Enter Charges from the menu This will open the Charge Ticket area Simply select the appropriate charges for this appointment and then click OK to complete the Charge Ticket Fiker CPT Codes S Select CPT Code Name of Code Units Modifier gt AA INITIAL PHYSICAL THERAPY EVALUATION O s PHYSICAL THERAPY RE EVALUATION VASONEUMATIC DEVISES INFARED PHYSICAL THERAPY RE EVALUATION 1100F FALL SCREENING NO FALL SCREENING NO FALL SCREEN 1101F FALL SCREENING MANUAL THERAPY EACH 15 MIN MANUAL THERAPY 30 MIN MANUAL THERAPY 45 MINUTES THERAPEUTIC ACTIVITIES 15 MIN SPEECH THERAPY INITIAL VISIT SPEECH THERAPY OFFICE VISIT PHYSICAL THERAPY EVALUATION PHYSICAL THERAPY RE EVAL HOT PACKS Default DX Order By PT Select Cancel to exit without applying a Charge Select the Audit Charges button to check for warnings that have been attached to the selected C P T code Select the checkbox Filter C P T Codes to filter out any addition codes from the list To sort this list by column headings select the name of the column All columns can be sorted Select the Filter C P T Codes checkbox to remove the C P T Codes from the lis
104. edit Select the Show checkbox to display the detail on your template Deselect the Show checkbox to hide the detail Ten additional blank lines are also available at the bottom of each narrative In the Edit Paragraph Details select the Show checkbox next to the blank lines to add them to the templates Select OK to save your changes Comparing Initial Evaluation with Re Evaluation PTOS Documentation has the ability to compare Initial Evaluations and Re Evaluation on a single note You have the ability to compare up to three notes on a single page i e Initial Evaluation and two Re Evaluations Once the Initial Evaluation has been created a new note needs to be created Choose Re Evaluation as the Note Type for the new note After clicking OK the option to compare the note to an existing note becomes available Note to compare to Note Type Re Evaluation 04 22 2000 Re Evaluation 05 06 2000 Cancel Choose the note s that you wish to compare and then click OK The new document comparing the notes will now populate your User s Guide Patterson PTOS 5 6 Documentation e 78 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options screen Fill in the appropriate information in the Re Evaluation column and save t
105. efault code prints in BOX 42 Print NPI in Box 56 Blank Default code prints in BOX 42 Modifier prints in BOX 44 User s Guide Patterson PTOS 5 6 Using PTOS e 37 Primary Insurance Box 9 Select the drop down menu to use Fill out with other insurance information or leave blank Box 11 11C Select the drop down menu to use Fill out with primary information Print None in box or leave blank Box 11D Select Y for yes or N for no Secondary Insurance Box 9 Select the drop down menu to use Fill out with other insurance information or leave blank Box 11 11C Select the drop down menu to use Fill out with Secondary other information Fill out with primary information Print None in box or leave blank Box 11D Select Y for yes or N for no Select the following checkboxes if desired Print Primary Care Physician in Box 17 HCFA Box 17A UB04 Box 76 Qualifier Enter a qualifier number for insurance carriers Print UPIN in Box 17A Use this option to print or not print UPIN Leave Box 24J White Blank Use Provider SSN HCFA 25 UB04 5 Print One Date Per Page The Following Boxes Are Filled Out On The UB04 Form These fields are for additional criteria insurance carriers may require for additional information Your office will be responsible for knowing the insurance carrier s requirements The Following Boxes are Filled Out On the UBO4 Forms UBO4 Print Entire Date Range i
106. elect Patient Transactions under Billing Patient Transactions In the Summary tab review a quick overview of a selected account TRANSACTIONS Case Description JA caer SUMMARY Mia Ins Unbilled Curren t Charges 30 59 Payments 60 89 Adjustments 90 119 Last Date Ins Billed 120 Last Date Pat Billed Balance Last Code Expected Primary Ins Bal Last Code Date Expected 2nd Tertiary Ins Bal Patient Balance Visit Limitatic d Unapplied eel First Visit Date Unapplied Balance Authorization Expiration Date Authorized Visits Actual Visits Remaining Visits Charge Limit User s Guide Patterson PTOS 5 6 Billing e 97 Select a patient by using the patient search Under Case Description select the desired case from the drop down list Review the Location Under Activity review Ins Unbilled Charges Payments Adjustments Last Date Ins Billed Last Date Pat Billed Last Code and Last Code Date Under Visit Limitations review First Visit Date Authorization Expiration Date Authorized Visits Actual Visits Remaining Visits and Charge Limits Under Balance review the Current 30 59 60 89 90 119 and 120 balances Expected Primary Ins Bal Expected 2 Tertiary Ins Bal and Patient Balance Under Unapplied review the Unapplied Balance Use the Cogwheel to access an additional menu Cogwheel Patient Editor Bill Patient Now Bill Insurance Mow Recreate Claim
107. email as the preferred mode of communication with the current Referral Update Account Type Codes Select System Tasks Update Lists Account Type Select an existing code to edit or select Add to create a new Account Type code The purpose for Account Type Codes is to allow your office to bill different insurance criteria required by your carriers on the HCFA or UB04 forms and or for grouping your carriers for statistical reports User s Guide Patterson PTOS 5 6 Using PTOS e 36 Account Type Code Name Enter a two to five alphanumeric character Account Type code Enter the name of the account type as you would like it to display on PTOS reports Place of Service POS This field appears in Box 24B on the HCFA form This is a required field Co Pay Amount Enter the amount of the co pay attached to this Account Type Charge per day Enter the maximum charge per day amount Ins Cap Amount Enter the limit for those insurance carriers who have specific limits or CAP This field can be tracked in the transaction screen and will warn you when the patient has reached their CAP Accept Assignment Use the drop down menu to accept the assignment Posting Note Enter an account note that will display in the patient s transaction screen Patient Statement Notes Enter a note that will display on the patient s statement CCI Dataset Select the checkbox to use CCI dataset LCD Dataset Select the
108. ent O Education on brace use Edit Template User s Guide Patterson PTOS 5 6 To edit an existing template select the Edit icon This will allow you to make the following changes Paragraph Status Paragraph Status Required to close Mote bad Hide Paragraph Show Paragraph Include by Default Required to close Mote Use the drop down menu to select the Paragraph Status e Hide Paragraph Select this option to hide the selected paragraph e Show Paragraph Select this option to show the selected paragraph e Include by Default Select this option to include the selected paragraph by default e Required to close Note Use this option to require paragraph completion prior to closing Documentation e 73 Show Hide Detail To remove or display individual lines from paragraph information select the Show Hide Detail button Show Hide Paragraph Details Details gt Onset Date Mechanism of injury illness Current symptoms previously treated by Additional tests completed Personal rating of overall health Y OK Cancel In the Show Hide Paragraph Details window deselect the Show checkbox to hide the line item from the paragraph Select OK to save Copy from Note To include information from other Notes select Copy from Note and select the note from which to pull the information Pick Lists To access Pick Lists select Documentation Change Pick List The other is
109. ent codes Enter the Default Diagnosis number User s Guide Patterson PTOS 5 6 Using PTOS e 17 MEE Additional 1CD9 Codes eos Lo d OSOS a rr A Under the Additional ICD9 Codes enter any additional ICD9 codes Referral Employer Tab Enter any necessary referral or patient employer information in this tab Referring Physician Referring Physician Name Address senm AAA Phone Fax 999 999 9999 Email wocomemail com Referral Date o Next Physician Appt Use the Search area to locate an existing Physician Enter the name of the referring physician Review the Address Specialty UPIN NPI code phone fax and email information Enter any Notes that apply Use the drop down menu to select the Referral Date and Next Physician Appointment User s Guide Patterson PTOS 5 6 Using PTOS e 18 Attorney Case Manager Attorney Case Manager Address Po City State Zip DO COO OCOS E Phone Fax es y Notes Po Use the Search area to locate an existing Attorney Case Manager Enter the Name of the Attorney Case Manager Review the information Address Phone Fax and Specialty pertaining to this case Enter any applicable Notes Primary Care Physician Primary Care Physician Name Address 4532 N Main Specialty UPIN NPI 499 999 999 999 999 9999 Phone Fax 999 999 9999 399 999 9999 Email oxox Dem ail corn Notes Hours of
110. erate the Daily Transactions report Void Transaction Nullify the selected transaction Modify Transaction Edit the selected transaction Patient Editor Open the Patient Editor for the selected patient Bill Patient Now Generate a patient statement Bill Insurance Now Generate a patient claim Enter Charges Enter charges to the patient s account Payments Adjustments Access the Payments Adjustments window UnApproved FacilityID Entry User ma Status Therapist Date of Service El y From 02 09 2010 To 02 09 2010 Refresh Select All Approve Date of Service User s Guide Patterson PTOS 5 6 Approve Patient Name CPT Group CPT Code Chg Amt Units Allow Amt Modifier Charges 0 Visits 0 Billing e 103 After selecting the Transaction Type UnApproved Charges select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh Use the Select All checkbox to select all available transactions To approve a charge select the Approve button Use the Cogwheel to access an additional menu of options See Approved Charges for more information on the Cogwheel options Payment EE Daily Transactions Date of Service y From 02 09 2010 To 02 09 2010 Refresh Payment Type Paid Amount UnApplied Amount Check Bank Auth M es Total Paid Amo
111. erson PTOS 5 6 Using PTOS e 22 Additional UB04 Boxes Additic mal UBO4 Boxes Box 4 Type of Bill Box 14 Type of Visit z Box 15 Source of Referral Physician Referral 1 Condition codes 18 23 Box 30 Reserved Occ 31 33 35 Payer Name Principal 74 Other 74A E Procedures 74 74B 74D urrence 31A 35A Occurrence 31B 35B Box 39 41 m 32 x 31 z 32 34 v 33 v 34 X To X 35 X To me Value Codes Secondary Value Codes Primary Treatment Authorization Codes Daana Carol Box 50A Box 634 Number 64 Box 508 Box 636 Remarks 80 Type user remarks here X Box 50C Box 63C B wl 74A A LEAVE BOX 45 EMPTY FOR SECONDARY BILLING si 74C X B LEAVE BOX 45 EMPTY FOR PRIMARY BILLING R c LEAVE BOX 66 EMPTY Y 74E v D PRINT PRIMARY ICD9 CODE IN BOX 69 In the Additional UB04 boxes section enter any necessary insurance and condition codes for use by the Insurance The following information will assist you in properly filling out insurance forms for HCFA and UB04 standards HCFA 1 2 3 Box 8 Specify the patient s marital and employment status Box 10 Specify what the patient condition is related to Box 10 Box 10b Is used to specify the state where the auto accident took place dependent upon Auto Accident being selected in Box 10 Box 10d Used as a remarks field if insurance carrier requests specific information that is not specified elsewhere on the HCFA claim form Box 12
112. etod ve COP ne eS Browse DA Poyet egercs In the Electronic Remittance Advice Queue select the From and To dates to view a range of claims Select the Show button to display ERAs In the ERA area select a claim to view the basic information in the upper portion of the queue Select the View hyperlink to view the ERA Select the Completed checkbox to mark the EOB as completed In the ERA area select a claim to view the Claim detail in the lower portion of the queue Select the EOB hyperlink to view the Explanation of Benefits for the selected claim Select the Claim hyperlink to view the claim ERAs with Provider level Adjustments will receive multiple warnings The following is an example of the provider level adjustment warning This ERA contains provider level adjustments which will need to be reconciled manually Select the Show Completed ERA checkbox to display closed claim information View the Legend to distinguish the meanings of labels User s Guide Patterson PTOS 5 6 Billing e 127 Overpayments ERA Payments When an ERA is received that causes an overpayment you are warned when you attempt to save the ERA payment and are given a chance to review the payment details before processing Bulk Payments Select the Bulk Payment button to make an insurance payment on a range of claims associated with the same Payer For a 0 00 payment to be applied the Lem must be marked as fal
113. etw Chg Al Allowed Amt Co pay Exp Ins Insurance Pd Patient Pd LineItem 100 00 25 00 75 00 0 00 75 00 100 00 lt eee Charges Diff Betw Chg Allow Allowed Amt Exp Ins Patient Paid Ins Paid Unapplied Bal Adjustments Co Pay Exp Ins Bal Patient Bal Total Bal 100 00 125 00 75 00 75 00 20 00 100 00 0 00 0 00 0 00 20 00 20 00 Date Charges Paid Or Adj gt HEEE 03 09 2012 Page 20 00 03 09 2012 AARP emea Manually 100 00 for 03 09 2012 03 09 2012 03 09 2012 Primary Claim dosed for AARP on 03 09 2012 03 09 2012 Example The unapplied 20 00 patient payment becomes an unapplied overpayment amount When a credit that was fully or partially moved to an unapplied overpayment is highlighted in the top grid the detail grid at the bottom of the window shows the service code and the date of service the credit was removed from User s Guide Patterson PTOS 5 6 Billing e 99 E TRANSACTION FOR Person Test 123 a Last Name z Case 5833 Case Description Active z Location MAIN EEA History E Show Void Transactions lp Transaction Audit Trail Legends Date Code Description TranT ype Amount Diff Betw Cha Al Allowed Amt Co pay gt 03 14 2012 97001 rom LineItem 100 00 0 00 100 00 0 00 ba 03 14 2 PT CA H Patient PD 20 00 UNAPPLIED 20 00 PT CASH for 03 14 P yme
114. fice to print off a checklist including all the charges that may be billed to a patient This can be filled out and then that information can be used to assist in filling out a Charge Ticket for your patient s appointment Schedule Calendar View Schedule Views There are different schedule views that can be used for the schedule The Daily View shows all appointments at your facility for the selected day View Daty Fact y Prryical Ther apy Therapist Group Nore Resource Group Date 4 diy 4 20 Show OL NS ap 10 Further filter the view by Facility Therapist Group and Resource Group The Weekly View allows you to see the weekly schedule for a single therapist or resource at your facility tc i dr s ven MES s View Ms se TE II Taree te aby Pears a Thee Da Therapist 1 n D Mor z sy a Resource L PP y Date 4 10 ME ld de d ae gt 71778713031 1 Show CXL NS Appointments This checkbox allows you to control whether you would like to see appointments that have been marked as cancelled or no show appointments This option can be toggled on off at any time User s Guide Patterson PTOS 5 6 Scheduling e 67 Send Email Reminder This option allows you to send appointment reminders via email If this option is selected an email information box will appear showing the Total Appointments how many have email addresses set up and the amount of
115. formed as in the case of a billing service but three different entities usually evidenced by different Tax Identification Numbers then this also counts as three facilities The ICD9 coding system is an international disease classification system that groups related disease entities and conditions for the purpose of reporting statistical information The National Center for Health Statistics NCHS and Center for Medicare and Medicaid Services CMS publish annual revisions of these codes PTOS 5 0 currently does not have functionality to automatically update these codes ICD9 code International Statistical Classification of Diseases and Related Health Problems ICODE Sometimes a procedure code doesn t describe a specific treatment An ICODE can be entered for the charge and PTOS 5 0 will then allow a unique description units amount and the allowed amount This is a way to designate when extra time or work was done on a patient i e special splint record copies It is a one time use code not a permanent code This is a type of code typically two numbers or letters that conveys special information about the charge being billed to an insurance carrier For example if two charges are being billed that are generally considered by the insurer to be medically inappropriate and therefore not reimbursed the use of a particular modifier may signal special patient circumstances that enable the charge to be paid Or as anothe
116. fresh Accounts with balance cannot be inactivated No records exist for the given criteria Select Patient Name Case Description Last Visit Discharge Date U o A Select All Close Prior to Inactivating cases you must set the case to inactive using the Cogwheel menu in Patient Case To inactivate cases select Special Tasks Remove Old Accounts Inactivate Cases Select the Discharged prior to date the Last Visit prior to date Dropped out prior to date and Last Payment made prior to Under Case Status select Active Cases Discharged Cases or Show All Select the desired patient to be inactivated or use the Select All checkbox Choose Inactivate amp Archive to inactivate the selected patient s and archive the information Choose Inactivate to inactivate the patient without archiving Select Close to exit Archive Patients To archive patients select Special Tasks Remove Old Cases Archive Patients User s Guide Patterson PTOS 5 6 Special Tasks e 156 Before Archiving Backup your files WARNING ARCHIVING PATIENTS FROM PTOS WILL DELETE THEM FROM THE DATABASE YOU WILL NOT BE ALLOWED TO IMPORT THEM BACK INTO THE CURRENT DATABASE Select OK to continue Archive Patients ee Database Name retrieved without restoring a backup of your database Do Choose Patiant ID Patient Name not archive cases unless you AAA are completely finished with them Archive Data Select the name of the d
117. g Unprocessed Clams RPT11 Reports Settings Auto Assign Payer ID s Purge Reports after zx ys Auto Assign Payer ID 3 Now when making adjustments through the Insurance Payments and or Bulk Payment windows these codes and adjustment amounts will be defaulted The user can change the defaults if necessary or simply save the payment if all the defaults are correct Billing e 94 Insurance Payment Windows Payments with an amount greater than the balance can now be made in both the bulk and regular insurance payment windows Visual indicators have been added to warn you when an overpayment is applied In the top grid the Ins Pd Amt field turns orange with a tooltip to indicate any previous overpayments already saved for that claim In the bottom grid the Pay Amt field turns orange with a tooltip indicating the overpayment amount for that particular charge In addition orange text detailing the overpayment amount appears at the bottom of the window near the distribution fields a INSURA PAYMENT FOR Person Test 22335 Active x Ww Last Name Payment Information Account Balance Summary PaymentDate 03 09 2012 Facility FACILITY y Account Type Balance 80 00 Pat Bal 20 00 Payment Type Insurance C Bank PA AARP P 00 00 Insurance Check 3 09 2012 03 09 2012 Ins Bal 100 00 Unapplied Bal 0 00 Amount Comments 100 00 AARP PD 100 00 Insurance Check for 03 09 2012 03 09 2012 9 A
118. g e 57 e apists Additional Resources ResourcelD Resource gt Room Room Add Resource Delete Resource ll Select the Add Resources button to schedule an additional resource to this appointment Select the Delete Resources button to remove an added resource from the existing appointment New Appointment from Waitlist In the Schedule use the right click menu to schedule a new appointment from the Waitlist The Waitlist appears Select the checkbox associated with the desired appointment and select the Add New Appointment button Scheduling Blocks Creating a Single Block To create a single block select Scheduling New Block Hold or open the schedule and right click on the area you wish to place the block and select new Block Hold Mew Appointment Mew AppointmentiFrormn waitlist Mew Block Hold The New Block Hold screen will open The Block Hold Type Facility and Resource areas must be filled in You can also add a note to the block User s Guide Patterson PTOS 5 6 Scheduling 58 E New Block Hold Block Hold Type H other Keyboard Shortcuts Facility iow ipsa Taner Therapist F2 Use this key to Add a new Resource item in a list Notes F3 Use this key to Edit an existing item in a list Single Block Hold MEA NETA F5 Use this key to search an Prod existing list Davo 09 01 2011 Start Time 10 004M Use this key in a search End
119. he code set up for system administration It is becoming more common for the patients primary insurance to use one type of coding system and the secondary carrier to use something different Billing Code Translation automatically converts to the appropriate code A type of PTOS customer who performs medical billing services for multiple usually unrelated medical offices Billing services present several special needs that are taken into account within PTOS 5 0 Billing services typically only use the Billing module not Scheduling or Documentation Special licensure should be obtained for billing services User s Guide Patterson PTOS 5 6 Glossary of Terms e 161 Audit is a check to ensure that C P T Codes and DX Codes are payable when billed together The rules for LCD are determined by local financial intermediaries http www medicare gov basics lcds asp If there is a conflict the audit will warn you that the C P T Code will not be paid with that DX code You can modify the transaction at that time and run the audit again to make sure it passes CMS 1500 HCFA An insurance form used by most health professionals and insurance companies form Cogwheel icon Appears in the upper right hand corner of various screens throughout PTOS 5 0 If the cogwheel icon option is chosen a drop down menu appears with different functions that can be chosen Co insurance The patient is responsible for a co insurance amount which is a calculation
120. he document Re Evaluation Physical Therapy Dear Dr Gea Th On Re Evaluation Pain Status Area 1 On Re Evaluation gt Note History The Note History allows you to view all existing notes for this patient This includes all open closed and voided notes and attachments for the individual patient B Patients Scheduling Documentation Y Patient Editor 5 Payments Adjustme Note History E Geen meee Print Open Notes 09 01 2011 Progress Daily Notes 08 30 2011 Progress Daily Notes 08 30 2011 Progress Daily Notes Open Note Options Right clicking on a note in the Note History area opens up a menu of options pertaining to the individual note Patients Scheduling Documentation Biling Reports Syst Y Patient Editor i5 Payments Adjustments WorkList 20 Preview 08 30 2011 08 30 2011 Print Edit using PTOS Editor Sign void Charge Ticket Enter Charges Edit using Microsoft Word User s Guide Patterson PTOS 5 6 Documentation e 79 Preview This option opens up a print preview of the selected note This allows you to see what the note will look like when printed Print This option prints the selected note Editing Using PTOS Editor This option opens the selected note so additions changes can be made You can also double click the note in the Note History to open it in the PTOS Editor Sign This option allows
121. he number of units Units will default to this window from C P T Code setup This field is editable Chg Amt This number is generated from the C P T code or Fee schedule and cannot be edited Allow Amt This number is generated from the C P T code or Fee Schedule and cannot be edited Modifier The default for this field is from C P T Code Setup It can also default from Fee Schedule which would override what was entered during C P T Code Setup The limit is 4 modifiers Modifiers can be edited from the Billing window Description Defaulted from C P T Code Setup or from the ICODE entry PT Click on the drop down arrow to select the PT who provided the service If the patient has an Assigned Therapist that name will default into this field A Therapist set in an Appointment has precedence over an assigned therapist DX Select which diagnosis is appropriate for this service The default DX set in Patient Editor displays and can be edited A maximum of four 4 DXs can be displayed Co pay Defaults from what was entered in the Patient Editor lf Co pay was entered in Scheduler it overrides any other co pay User s Guide Patterson PTOS 5 6 Billing e 86 amounts entered elsewhere in the system If co pay is not entered through Scheduler then co pay defaults from the Patient Editor Bill Tab If the Bill Tab is blank then it would default as O zero on the enter charges Co pay can be manually entered
122. house File Path Use the Browse button to locate the clearinghouse file path if applicable This option is only available if you are using Other as your designated eClaim provider e Print Image File Name Enter the name desired for using Print Image files for sending eClaims Reports can also be manually retrieved and purged in the Under Default Reports to be Printed select the checkbox eClaims Reports screen associated with the reports that you wish to print automatically under the Claims Queue when processing claims Acknowledgment of Amend File Detail RP T04A Receipt 997 Batch amp Claim Rejection RPT05 File Status RPT02 Amend Batch amp Claim Rejection RP TO5A File Summary RPT03 Provider Claim Status RPT10 File Detail RPT04 Special Handling Unprocessed Claims RPT11 Under Report Settings select the checkbox Save Reports to save these reports to Documentation Select the number of days after which you wish to Purge reports Purged reports will be completely removed from your PTOS database Select Save to save your selected setup Select Default to restore the default settings Select the Cancel button to exit without saving Auto Assign Payer ID Any Insurance company that has been designated to Auto Assign Payer IDs can be assigned or updated using the Auto Assign Payer ID button in the eClaims Setup tab To designate an insurance company for auto assign select System Tasks Update Lists
123. icon to save this new patient information Double click on an existing note to edit Select the Report button to create a report of all notes for a particular case Cogwheel The Cogwheel provides a gateway to additional patient information Once inside Patient Editor click on the purple cogwheel icon in the upper right of the screen to access Edit Patient PETERS 0 02 02 2011 Lumbar Spine Active Name Enter Charges Nickname Gender DOB SSN 1934 w 999 99 9999 Assigned Therapist Assigned Facility Bil Patient Now Bil Insurance Now Paymerts Adjustments Patient Transac tions Admit Condition Discipline PTPN Privacy Notification Date Scheduling Pref Discharge Condition Delinquency Report Scenario Note Recreate Claims Case Note Emergency Information Print Cover Sheet Responsible Party Contact Name R PETER Add New Appointment Relation to Patient Self Name T Relationship Add Patient To Waitlist Appointment Summary Personal Information Address Address Co Pay History Print Blank Patient Questionnaire Print Blank Flow Sheet k Patient Chart Primary ICD9 S l da Patient Charge History 1CD9 2 t 1S W MYE MBA 1CD9 3 1CD9 4 1 Default Diagnosis 24E User s Guide Patterson PTOS 5 6 Using PTOS e 31 Cogwheel Options Menu Cogwheel E ES Add Mew Case Copy Case Discharge Case Inactivate Case Reactivate Case Archive Patient Enter Charges Bi
124. ie w Process Now Cancel Select the Select All checkbox to mark all statements to be processed Otherwise select each checkbox individually Select the Print Audit Trail Report checkbox to create a list of all statements being processed Select the Preview button to view statements prior to printing Select Process Now to begin processing statements Select Cancel to exit the Statement Queue without processing Select the Print Image File checkbox to create an image file to store Insurance Billing Under the Billing menu select Insurance Billing to create patient insurance claims User s Guide Patterson PTOS 5 6 Billing e 117 Insurance Billing Sort Tab P2 Private Ins wf Secondary Ins SP Self Pay Cash WC Workers Comp Ins Y All Unbilled Charges All Unpaid Charges All Appealed Bill only PTPN Patients In the Bill By Account Type section select the checkbox associated with the type of insurance claim you are billing Select the Bill only PTPN Accounts checkbox to only bill PTPN cases In the Bill by Date Ranges section use the drop down arrows to select the From and To dates or leave blank for all dates In the Bill For Therapist section use the drop down menu to select a therapist Select Assigned or Treating Use the drop down menu to select the Facility ID or leave blank for all facilities In the Bill by Discipline section use the drop down arrow to select the desired
125. if Patient has Charges in the Date Range Specified Header Options Body Options V Include Client Logo Y Include Facility Phone V Include eMail Address Include Billed Lines V Include Facility Name J Include Facility Fax J Include Referring Physician Include Payments 7 Include Facility Address 7 Include Office Hours 7 Include Date of injury 7 Include Balance Forward Y Include Tax ID Y Include Employer Primary Insurance 7 Include Adjustments Web Address Diagnosis Code O Neither Show Expected Insurance Balance Finance Charges see Y Include Notes on Statement YOUR PROMPT PAYMENT WILL BE APPRECIATED THANK YOU Footer Options ViInclude Aging Y Remittance Override 7 Include forms of payment accepted Process Now Send to Queue Settings in this Window Apply to Current Batch Only Unless Saved as SR ive asi nme aoin ma In the Standard Options tab select your statement options Under Billing Options select Statement Format Graphical Detailed Detail with Co pay or Graphical Summary Use the drop down menu to select from the available Send To options Patient or Responsible Party Use the drop down menu to select the Print Bills In either Alphabetical or Numeric order Enter the Amount Due Description if desired This is a free form entry field Anything entered into this field will be printed on statements Select the checkbox Include Patient Billed Notes in Account to
126. in the system Charge Ticket Select this option to take you directly to the Charge Ticket to enter charges Last Visit A quick way to post recurrent charges to patient cases s If the patient has been treated previously at this facility the information from the last visit defaults This feature is disabled on new patients Charge Ticket A Charge Ticket can be accessed from Scheduling and or Documentation with the same functionality in all areas In Scheduling right click on an appointment and select Enter Charges Date of Service Aut Charges Fiter CPT Codes 5 Select CP Name of Code its Modifier Def aut D Order By PT ESO Bloom er eee EA EA EA AAA 530 T Code 59 THERAPEUTIC ACTIVITIES 15 MIN 97001 PHYSICAL THERAPY EVALUATION 97001 PHYSICAL THERAPY EVALUATION 3 The Charge Ticket allows you to e Select charges for a specific Date of Service e Audit Charges e Filter Procedure Codes for Fee Schedule Once you select charges from the Charge Ticket and click Ok the charges are held as Unapproved When a Charge Ticket or Superbill is displayed for a particular patient it is more efficient to show only the Fee Schedule codes User s Guide Patterson PTOS 5 6 Billing e 89 that apply to that payer If there are Fee Schedule codes the default will be marked to filter otherwise all codes will show At the top of the Charge Ticket a non editable date field displays today s date A separate are
127. ing up all of your data User s Guide Patterson PTOS 5 6 System Tasks e 154 Restore Copy Restore Copy Select the datasource for your restore operation Main Specify the source location of the copy to restore Continue Cancel Under System Tasks select Technical Support Utility Restore Copy Use the drop down list to select Main or Archive for your data source Select the Browse button to locate your copy file for restoration Select Continue to begin restoring a copy Select Cancel to exit without restoring Select OK to continue 2 Is everyone off the system Select OK to continue Restart the application prior to continuing to work in PTOS Laj gt 1 Please make sure everyone is logged off the system because changes do not update while restoring Select OK User s Guide Patterson PTOS 5 6 System Tasks e 155 Special Tasks Remove Old Accounts Archived cases cannot be retrieved without restoring a backup of your database Do not archive cases unless you are completely finished with them Under Special Tasks inactivate and archive your data Inactivate Cases To remove discharged or otherwise completed cases from menus use the Inactivate Cases option Inactivate Cases Discharged prior to 08 05 2009 Y Dropped out prior to 08 05 2009 Y Case Status Show All Last isit prior to 08 05 2009 zZ Last Payment made prior to 08 05 2009 v Re
128. ion to your database server NOTE Asterisk denotes required field Facility For information on setting up facilities see the Using PTOS chapter of this document Employee For information on setting up employees see the Using PTOS chapter of this document User s Guide Patterson PTOS 5 6 System Tasks e 147 Merchant Services Setup c POS Ton windows ciente Billing Version 000 Release Candidates 072620024 Patients Window Help Exit Scheduling Documentation Biling Reports Special Tasks Tools OY Patient Editor J Payments Adjustments Worl Config Parameters Update Lists Data Sources Object Lock Details Facility Login Summary Employee Export Application Errors Merchant Services Setup Technical Support Utility gt User Access Rights User Groups Check for Updates D O d A software a Patterson Ti After completing your enrollment with eServices set up your X Charge by selecting System Tasks Supervisor Merchant Services Setup fit TRS Client 14 A id A LE Patients Geheduing Gocumerkaton Ming Geports System Tee SpecalTacks Toole yis kp pt fy Patient Editor Y Payments fulpatments S Worklit bed O Patient Chart bal X Change Tr ntacbora F Process Crd Cadi Y Process Debe Conde if Process Electrocic Checks Merchant Setup 1 Cera ibi Connect to Patterson Medical using the HELP menu In Mer
129. is option is designed as a summary of activity for Rehab Agencies Total insurance and patient payments and credits for these charges are included Reports e 139 Monthly Collections This report shows the aging of charges paid for the date range selected Outcome Edit List Report This is a listing of discharged patients that will be referenced in the 43 92 Outcome Summary Report Outcome Reports provide important management data When you select this option the following menu appears You must first select Prepare Outcome Reports option This compiles outcome data for all discharged patients It is similar to Prepare Aged Accounts Outcome Summary This is a list of important management Report data for all discharged patients C P T Code Summary The C P T Code SUMMARY will then total the number of times each procedure was used during the period the charges billed for each procedure code and Il individual codes You also have the option of choosing to include I codes ONLY If you choose I codes only all codes individually entered charges are sorted and subtotaled by DESCRIPTION The report can be grouped by THERAPIST ACCOUNT TYPE or LOCATION Referral Analysis This report is valuable in analyzing which doctors are sending profitable referrals Running the report on a monthly basis provides an accurate gauge of increasing or decreasing activity of various physicians Treating Therapist Activ
130. ischarged treated and patient marked active for each Account Type They are grouped by the Account Type It is only considered a new patient if their first visit date falls within the date range of the report This will show every claim or statement that was sent during the period you specify Also shown are the total number of bills sent the total amount billed and the smallest largest and average size bill This report shows all charges insurance and patient payments debit and credit adjustments visits and units for each day of the month or other time periods you ve selected with totals for each category If you wish you can include a second line for each day which will show the expected amount and total payments received This report prints in two different formats depending on whether you select all patients of DISCHARGED PATIENTS ONLY This report shows the total of charges within the specified date range along with the total insurance payments patient payments adjustments and the average number of days it takes to collect the first payment This is a list of all accounts that have notes entered in Patient Editor field Delinquent Report Note Select accounts with balances over 30 60 90 or 120 days or no recent payments Print one account type or sort by patient number or by account type This report shows all open claims Claims that have been marked final will not display Th
131. ity This report is useful in measuring the productivity of treating therapists The statistics can be used to assign patient loads calculate bonuses and analyze treatment trends Assigned Therapist This report is useful in measuring the Activity productivity of assigned therapists The Statistics can be used to assign patient loads calculate bonuses and analyze treatment trends Treatment Lists Under Reports select Treatment Lists Reports to create a report with the following options User s Guide Patterson PTOS 5 6 Reports e 140 Privacy HIPAA This report shows patients and their HIPAA Notification Authorization and Privacy Notification dates Discharge Inactive This report shows patient cases by Discharge Date Condition and or Inactive Patients with their first and last visit dates Dropout This report shows the patients considered as dropouts Notes This report shows Case Notes and or Additional Notes on patient cases First Last Return Visits This report shows patients by their first last and return visit dates Diagnosis List This report shows patients by their Primary Diagnosis and other relevant details Injury Area Date This report shows patients by their injury area and date Patients By Referral This report lists Referring Doctor Primary Doctor Attorneys or Case Managers with a listing of the respective patients that have been assigned to each Auth Alert Remaining This report lists c
132. lected case Recreate Claims Select this option to recreate a claim Print Cover Sheet Select this option to print a cover sheet for the selected case Add New Appointment Select this option to open the New Appointment window for the selected case Add Patient to Waitlist Select this option to include the selected patient to the Waitlist Appointment Summary Select this option to print a summary report of appointments for the selected patient Co Pay History Select this option to print a summary of past co payments Print Blank Patient Questionnaire Select this option to print a blank patient registration questionnaire Print Blank Flow Sheet Select this option to print a blank flow sheet Patient Chart Select this option to open the Chart for the selected case Patient Charge History Select this option to print a summary of past charges for the selected case Displays up to 12 past charges Update Lists Information To begin entering and updating system codes select System Tasks Update Lists From this menu select the specific code list that you wish to update Insurance Companies Select System Tasks Update Lists Insurance Companies Select an existing Insurance company from the search menu to edit or select Add to create a new insurance company To search for a company select the search icon User s Guide Patterson PTOS 5 6 Using PTOS e 33 Keyboard Shortcuts
133. ll Patient Mow Bill Insurance Mow Payments adjustments Patient Transactions Recreate Claims Print Cover Sheek Add New Appointment Add Patient To Waitlist Appointment Summary o Pay History Print Blank Patient Questionnaire Print Blank Flow Sheet Patient Chart Patient Charge History Use the Cogwheel Options menu to Add New Case Select this option to create a new case for the selected patient Copy Case Select this option to copy the current case information into a new case Discharge Case Select this option to designate a case as discharged that will populate the discharge date Inactivate Case Select this option to designate a zero balance case as inactive Reactivate Case Select this option to restore an inactive or discharged case to active status Archive Patient Select this option to mark a patient as ready for archiving Enter Charges Select this option to enter new charges for the selected case Bill Patient Now Select this option to open the Patient Billing window for the selected case User s Guide Patterson PTOS 5 6 Using PTOS e 32 Bill Insurance Now Select this option to open the Insurance Billing window for the selected case Payments Adjustments Select this option to open the Payment Adjustments window for the selected case Patient Transactions Select this option to open the Patient Transactions window for the se
134. ll available options Select the Edit icon or F3 to edit the selected parameter Config Parameters Type text to appear as a diagonal watermark on closed notes Ex Confidential Closed etc Parameter Value Notes Group gt ETS Document Print Flow sheet in Landscape No Yes Flow Sheet prints in landsce Document Prompt to save patient notes yes Yes User prompted in Document Edit the Value to suit your office s needs Select the Save icon to save your changes Config Groups Config Groups are parameters that affect the same area of the software The following Config Groups are available Billing Group Parameter Value Notes gt ChargeTicket Billing AuditCheck yes Yes Prompt will appear during charge entry to audit codes using CCI LCD edits N Billing Using 3 5 Billing Code Trans No Yes Using 3 5 billing with Billing Code Translation turned on No Not using 3 5 bi Billing Tax Percentage Set up the sales tax percentage to be used on taxable services This will be used on Billing Aging Billing date Posting System will age accounts based on the posting date of the charge Billing Billing System Lock Enter a closing date to create a lock disabling modification of transactions dated prior Billing Auto Adjust Yes write off amounts will automatically default when posting insurance payments User s Guide Patterson PTOS 5 6 Using PTOS e 10 Charge Ticket
135. lowed Amount The percent sign is used throughout PTOS 5 0 like a Macro key lt replaces the F2 key used in PTOS 3 5 Various boxes throughout PTOS 5 0 that ask you to enter a code will allow you to type and then press lt Enter gt A box will appear listing available codes up to the first 500 for the specific field you are in Double click to make a selection from the box Set in FEE SCHEDULE code and or C P T code setup this is the payment amount the insurance allows for a specific C P T code AMA American Medical Association Zo Assigned Therapist AT account type FEE SCHEDULE Code Billing Code Translation Billing Service A common abbreviation representing accounts receivable which is the total dollar amount owed to the facility by insurance and patients for services rendered This is the provider who is established at the time of patient intake as the one most likely to perform the patient s care However depending on the particular patient visit other providers may treat the patient i e the assigned therapist may be busy on vacation or have other reasons to delegate care to others Such other provider is called the treating therapist for a particular patient visit A two character code that classifies different accounting and insurance criteria so that certain groups of people with a particular account type all have the same criteria applied to them A code defined for a specific insurance company within t
136. lter To return the view to show all transactions select Reset Filter Payment information appears at the bottom of this screen Posting Payments Multiple Users Multi User functionality provided for users posting payments simultaneously in various payment windows Multiple users can User s Guide Patterson PTOS 5 6 Billing e 92 post payments at the same time The user may get a warning if trying to post something at the exact same time as another user The system will stop one of them Adjustments To make Adjustments select Billing Payments Adjustments Toggle between those options using the tabs on the side of the window PAYMENTS ADJUSTMENTS Payment Date Pat Bal 0 00 Payment Type Ama Cane 0 00 InsBal 0 00 Unapplied Bal 0 00 Clear Payment Claim Amt Exp Ins Ins Pd Amt Ins Type Adj amt Adj Details Service Date CPT Code Description Pay Amt Balance Total Chg Allow Allowed Exp Ins Adj Amt Adj Details Co Pay InsPd PatPd Status Distributed Undistributed Select the Adjustment Tab to make adjustments to a patient s account In the Adjustment Information area use the drop down list to select the Adj Date Select the Adj Type and review the Acct Type Select the desired Facility Select either Credit Adjustment or Debit Adjustment Enter any applicable comments in the Comments field Enter the Amount of the payment Select
137. ly O Selected Sun Mon Tue Wed Thu Fri Sat 1 Select the Multiple Appointments tab enter the From Date To Date and Start Time End Time The Duration will adjust depending on the Start and End Time of the appointments 2 Inthe Frequency area there are three options e Daily If the patient s appointments are every day of the week select Daily e Weekly If the patient s appointments are on certain days of the week select Weekly and then choose the appropriate days Scheduling 56 e Selected If the patient s appointments are on random days select and then click on the days the appointments need to be scheduled The dates will populate on the right side of the screen Class Monthly schedule Appt Date gt 0948 2011 09 20 2011 3 Click the Save icon in the upper left hand corner to save the appointments and add them to the schedule Additional Therapists To schedule additional therapists to an appointment select the Additional Therapists tab a i eter al Additional Therapists e iene rent yeaa Therapist Name gt Delete Therapist x i j qvu_ Select the Add Therapist button to schedule an additional therapist to this appointment Select the Delete Therapist button to remove an added therapist from the existing appointment Additional Resources To schedule additional resources to an appointment select the Additional Resources tab User s Guide Patterson PTOS 5 6 Schedulin
138. ms are processed The available reports include Acknowledgement of Amended File Detail Receipt RPTO4A 997 Batch Claim Rejection RPTO5 File Status RPT02 Amended Batch amp Claim Rejection RPTO5A File Summary RPT03 Provider Claim Status RPT10 File Detail RPT04 Special Handling Unprocessed claims RPT11 Under Reports Settings enter a Purge Reports after number to designate a number of days to keep reports prior to purging Select the Save button to save information Select Close to exist the screen User s Guide Patterson PTOS 5 6 Using PTOS e 14 Patients Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options To assign Payer ID information automatically use the Auto Assign Payer ID Enter the Patient Case Referral Employer Bill information and more Patient information is Case specific in all areas except for Patient Information Emergency Information and Personal Information Patient Case Tab To search for existing Patients enter a patient name in the Search field Once the correct patient has been selected use the Case drop down menu to select a different case if desired Patient Information Patient Information Patient ID 9999 E amos is pl Primary Facility Any Physi
139. n Manual Distribution Final Payment 7 Print Receipt F h Clear Payment y Account Payment Open Claims Patient Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Amt Ins Type Adj Amt Adj Details i E oo Insurance Payment 7 Edit Filter eri Service Date CPT Code Descriptio a Balance Total Chg Allow Allowed Exp Ins A 03 09 2012 test Adjustment TOTALS 100 00 20 00 100 00 25 00 75 00 Example A full insurance payment has been made on a claim where the patient has already made a 20 00 payment In this case the 20 00 patient payment is moved to unapplied so that the entire 100 00 insurance payment can be distributed to the claim HIPAA ASC X12 Version 5010 Standard The HIPPA 5010 standard for electronic claims and ERA is an industry mandate with a deadline of January 1 2012 This standard is utilized when processing both eClaims and ERA Only the Professional Claims 837 P and Remittance 835 are included Institutional 837 is not included If you are using PTOS eServices the transition to 5010 will be seamless If you are using another clearinghouse for electronic claims please visit www ptos com 5010 for instructions on downloading a 5010 test file to be sent to your clearinghouse for approval NOTE This only applies to electronic claims If you are using print image output files or paper claims you will not be impacted To inquire further about PTOS eServices
140. n Box 6 Print Rev Code in Box 44 of UBO4 Summary Y Add Leading 0 to Rev Codes Print Modifier on HCFA UBO4 E For UBO4 use only UBO4 ISIT Rey Code Y Modifier prints in BOX 42 N Default code prints in BOX 42 Print NPI in Box 56 Blank Default code prints in BOX 42 Modifier prints in BOS 44 Select from the following checkboxes if desired UB04 Print Entire Date Range in Box 6 Add Leading 0 to Rev Codes UB04 VISIT Rev Code Enter the UB04 Visit revenue code Print NPI in Box 56 Print Rev Code in Box 44 of UB04 Summary User s Guide Patterson PTOS 5 6 Using PTOS e 38 The Employer number can be up to seven characters alphanumeric Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Print Modifier on HCFA UB04 Use the drop down list to select Y N or leave Blank Employers Under System Tasks Update Lists Employers create and or edit Employer information To search enter and select the search icon ES Employer 9 Jensoyernane OOOO A Address Phone Inactive To enter a new Employer select the Add icon or select F2 Enter the Employer No Employer Name Address City State Zip and Phone Select the Save icon to save Select the Inactive checkbox to render this Employer inactiv
141. n Therapy Certification OX Paramedical Results PQ Parenteral or Enteral Certification PE Pathology Report P4 Patient Medical History Document P5 Photographs XP Physical Therapy Notes PN Physical Therapy Certification PZ Physician Order B3 Physician s Report PY Plan of Treatment 08 Prescription B2 Progress Report 09 Prosthetics or Orthotic Certification PO Radiology Films RB Radiology Reports RR Recovery Plan 21 Referral Form B4 Renewable Oxygen Content Averaging Report RX Report Justifying Treatment Beyond Utilization Guidelines 03 Using PTOS e 28 e Report of Tests and Analysis Report RT e State School Immunization Records IR e Support Data for Claim OZ e Symptoms Document SG e Treatment Diagnosis 05 Attachment Transmission Code t eClaims Attachment Information A Attachment Report Type Code Attachment Transmission Code Attachment Control Number Remember to remove this information after processing the claims that require attachment information in order to avoid having these details sent on all future claims generated In the Attachments Transmission Code section use the drop down list to select the desired delivery method for sending the requested documentation to the payer These options include e Available on Request at Provider Site AA e By Fax FX e By Mail BM e By eMail EM e Elect
142. n the audit again to make sure it passes Void a Transaction Void a transaction that was entered incorrectly by removing the charge In the Daily Transactions or Patient Transactions screen select the Void Transaction from the Cogwheel menu e Void a Charge Select the Charge that needs to be removed and void the entry AR totals will automatically recalculate based upon this change Charges that have payments and adjustments posted cannot be voided e Void an Adjustment Select the Adjustment that needs to be removed and void the entry AR totals will automatically recalculate e Void a Payment Select the Payment that needs to be removed and void the entry AR totals will automatically recalculate Applying Co pay Most patients must pay a Co pay upon arrival for their appointment There are two ways to post a Co pay in the system e Unapplied Amounts Select Scheduler on the PTOS Menu Bar All appointments with Co pays will be available and you can pay any amount Those amounts are considered unapplied amounts Unapplied amounts can be applied to all transactions This method is the quickest and easiest way to post the Co pay and provide the patient with a receipt showing the Co pay was posted to their account e Default to Co Pay In the Payments Adjustments tab make an account payment Payments will default to pay Co Pay first before applying payments to other services User s Guide Patterson PTOS 5 6
143. n the entire list of options User s Guide Patterson PTOS 5 6 Date The Date automatically defaults to the login date but the user can edit the date Once the date is edited subsequent lines default to the new date A date in the future can also be entered This field is required Patient Name When accessed from Patient Editor or Scheduler the current patient appears automatically If accessed anywhere else in the system the field is blank and Patient information must be entered manually This field is required In the posting line enter the first few letters of the patient s last name or in the Patient Name field and select the Enter or Tab key to enter the Patient Search window to select a patient Select the X and proceed as above to display the Patient Search window A Grand Total of All Charges for all patients in this charge window appears at the top of the window Billing e 85 If no Therapist is set up choose a therapist by selecting the drop down arrow Entering Billing information C P T Code Enter a C P T code into the patient s record by any of these three ways 1 Type the C P T code into the C P T code field 2 To find the closest match to the code you want activate the C P T Code Search window by typing the first few characters into the field and pressing Enter 3 Type the percent sign into the field to bring up the C P T Code Search window Units Enter t
144. n v Paen 12200 necete 204 00 Open o 1204 2009 DECTRCAOL HUME 11 007 00 qe o i Gam tates 1304 2009 LLLCIACIOL Beret 191 00 qe o SS a ee ee ee 12 04 200 DLECTROAOC SAME 122 00 gen v i Qu Cin i 12 04 200 OLLCTACIOL SGT 2 0 Open o Create addtional Cumi 1102009 DLECTRCOOC SLEPT 1 00 gen o 1042009 CLECTRCARC SMS 290 00 open s j Charms Reporta 11042009 DLCTRCARL HET 10 0 qe Cc 1204 200 CLECTRCRRS SEGT 1700 Open Lasoo mectacest Sect 20 00 Cron oy oe 12 04 2000 OLLCTACIAC HUMOS 057 00 e st restar po DLECTRCADC SUMET 1 0 oven 2 122009 LCTACIAS HUME po een 9 122007 LECTRCAOC SUNT 11 300 00 Coen 9 DA Qama 1042009 CROC DADES 290 00 qe LJ 2000 ORC SOMIT 2 220 00 e 5 1 YOD CROC SGT 1 287 00 ren User s Guide Patterson PTOS 5 6 Billing e 107 Note Claim Notes can only be added to one claim at a time In the Claims status view drop down menu select from the following options e Un Submitted e Un Submitted Electronic e InProcess e Open e Rejected Once you have selected the claim status mark the desired claims and select from the following options Print Image File Select this option to capture a copy of the electronic claim Process Select this option to submit claims to insurance companies Claim Notes Select this option to add and view notes associated with the selected claim Preview Select this option to preview the selected claim prior to su
145. new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Undistributed Account Payment 0 00 To make Account Payments select Billing Payments Adjustments Toggle between Account Payments Insurance Payments and Adjustments using the tabs on the left side of the window In the Payment Information section select the Payment Date if not already apparent Select the Facility Use the Payment Type drop down list to select the type of payment being made Enter the Check Bank Authorization number pertaining to the payment type Enter the Amount of the payment The Account Type appears by default To apply the payment to Unapplied Payments select the Unapplied Payments drop arrow and select the transaction Enter a Comment if desired Select the checkbox Print Payment Receipt to create a receipt for this payment Select Automatic Distribution or Manual Distribution to distribute payment Selecting Manual Distribution allows you to enter the amounts to the desired transactions Automatic Distribution pays to charges with co pay owed first and then to the oldest Patient balance User s Guide Patterson PTOS 5 6 Billing 91 Insurance Payments To make Insurance Payments select Billing Payment Adjustments Toggle between Account Payments Insurance Paymen
146. nnnnoonnncnnnnnnnnnnnnnss 78 NOt HISTON AA E O OR O re nete ome ner ent nee tE eaner eter tet ene 79 OPEN Note OOM S meenen EE 79 Closca AoC ODO NS cra a a a TS 81 A A A A SS Te NORE ee me reve A eee 82 Billing 84 RAN SACHONS serna r a A A a 84 Pater ENaC S xcs stasemennsectsonneeescasenesnednns mamsonnch angus Ea 84 Entering Billing formation ees ee A a E 86 Group Previous Patient Balance excludes current charges ccccseeeeeees 88 Group 2 Case Information includes current charges ccccccccccncnnnnnnnnnnnnnnnannnnss 88 Group 3 Today s Charges includes current Charges ccccccccccsssssssssseesseeeeeeeees 88 Charo o A r A 89 Appointment Warning MessageS oocccccccnncnnnnnnconnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 90 Payments Adus Une miS nt tas 91 ACCOUNEPA MO adidas 91 Mearino Lay Meninas 92 AQ USAS daa 93 Insurance Payment WINdO WS daa 95 X Chase Electone Payment roces aaa 95 Systemi Voids on Overpayments sieni lod dai ls 97 Patent Transactions A E AE IO lado 97 SU A e aba kG ea oceauth dolreaabnen tah sea niece yueeath aavenkeudss 97 CoS wiee ino a E E T O E E vel dain aks Canene A 98 Overpayments Patient Transactions occcccccnnncnononoononononnnnnonnnnnnnnnnnonnnonnnnnananannnnnnos 99 PATSTORY Ta Desene Un II O E eh dove nuntd 100 Daly Transicions CAES a itech a ee eae ane ald 102 HN PEOVER CAE CCS fe csi ocean A Sd si ial daira 102 La A A nen Pat Te
147. nsurance Therapist PCP Initial Evaluation Date DOB Authorization Claim Date of Service Diagnosis Total Visits CXL NS Documentation e 72 Additional Options Select the Link to Appointment checkbox to tie the selected template to patient appointments Select the Close Note Charge Ticket to display the Charge Ticket when the selected note Is closed Select the Inactive checkbox to inactivate the selected note Comments are not required for a printout Patients Scheduling Documentation Biling Reports System Tasks Special Tasks Tools Window Help Exit Y Patient Editor E Dia bd lt lt Last Name Note History Current Note Review Sign Find 4 Print Form 3 07 05 2011 Initial Evaluation Header Assessment E Subjective Social History History of Injury Illness Current Medications Past Medical History Family History Pain 4ssessment Areal Pain Assessment rea2 Pain Assessment reas Functional Activity Index Patient Goals Rehab Potential y Payments Adjustments WorkList gt Scheduler Patient Chart reatment Plan Comments O Administrative Discharge no charge Aerobic exercises O Aquatics O Balance exercise O Body mechanics posture O Compression Pump O Conditioning exercises Contrast Bath O CORE strengthening O Custom splint fabrication O Discharge O Educate HEP O Education on adaptive equip use O Education on use care of compression garm
148. nt 20 00 Bi l EEE p Charges Diff Betw Chg Allow Allowed Amt Exp Ins Patient Paid Ins Paid Unapplied Bal Adjustments Co Pay Exp Ins Bal Patient Bal Total Bal 100 00 0 00 100 00 100 00 20 00 100 00 20 00 0 00 0 00 0 00 20 00 20 00 Charges Paid Or Adj Unassigned Amount of 20 00 OVERPAYMENT for PT EVALUATION on 03 14 2012 Unassigned Amount Example The now unapplied 20 00 patient payment shows that it was once paid on the PT EVALUATION charge gt 03 14 2012 03 14 2012 20 00 History Tab TRANSACTIONS J Case Case Description Location EA stony Show Void Transactions PTOS 3 6 Transactions Transaction Audit Tra Charges Diff Betw Chg Allow Allowed Amt Exp Ins Patient Paid Ins Paid Unapplied Bal Adjustments Co Pay Exp Ins Bal Patient Bal Total Bal Select the History tab to view patient transactions by date This screen is a more detailed overview of the patient account including e Date The date of the transaction e Code The code billed on the transaction date e Description The description of the code e TranType The transaction type e Amount The price attached to the code User s Guide Patterson PTOS 5 6 Billing e 100 e Allow Amount The amount expected to be paid by the insurance company attached e Diff Between Chg Allowed Amt The difference between the amount charged and the
149. nter any notes applicable Inactive select the Inactive checkbox to remove active status Payer Info EClaims Payer ID Enter the eClaims payer id if applicable Payment Source Enter the Payment Source for Payer Use the ellipses button to launch the Electronic Payer Matching screen From here you can match names and sources manually DO NOT AUTO ASSIGN PAYER ID When selected this option allows for payer IDs to be assigned automatically Enroll Provider Before Send eClaims This option alerts you that the Provider has not yet been enrolled in eClaims Referrals Select System Tasks Update Lists Referrals Use the Search field to locate the desired referral Select an existing code to edit or select Add to create a new referral code kt Referrals dE MANE Referral No snme E OA Collins MD P NPIF Print Name iS First Name UPIN E Last Name Specialty Address Website Inactive Notes xxx email com Referral sources can be doctors attorneys case managers or nurse practitioners Referral number is a one to five character code that is assigned by the PTOS system Title Select the preferred salutation Print Name This is the referral source s name as required in Box 17 on the HCFA and Box 76 on UBO4 forms This also prints on the Referral report to identify the referral source Using PTOS e 35 First Name Enter the first name of the referral L
150. o the hard drive location specified in Config Parameters Plame select the datasource for your copy operation 2 Include Documents and Other Data Files WARMING The documentation system copy process uses the Windows default sp program Please ensure the sizes of your documentation folders do mot exceed the lirnits of the default zip program Once the system copy is complete ve strongly recommend that the PTOS directory folder and the PTOS backup folder get backed up to an external backup media device Paura to property backup your PTOS sysbem could regule ri the loss of data 0E Cancel User s Guide Patterson PTOS 5 6 System Tasks e 153 Under System Tasks select Technical Support Utility System Copy Select the data source to be copied Main and or Archive Select OK to continue Select Cancel to exit without copying your database E A Are you sure you want to copy the database files Select Yes to continue h A Main copy completed successfully Select OK La 1 Documentation and Other File copy completed successfully Select OK Copy Size It is important to get a good backup of your PTOS data If you save documents larger than 4GB the System Copy may not be able to accommodate your entire backup If you have a larger than normal database or save large documents use an additional backup system to ensure that you are back
151. ocumentation Template Admin Use the Template Admin to create customized correspondence Go to Documentation Template Admin Select the headings on the Information tree to open additional screens The following is example of the Patient Questionnaire template PTOS for windows Client Training Version 4 5 000 05142010 Template Admin Pos Patients Scheduling Documentation Biling Reports System Tasks Special Tasks Tools Windows Help Exit Patient Editor Payments Adjustments Worklist Scheduler Patient Chart Note Type Inactive Paragraph Description Paragraph Status Patient Questionnaire Y Link to Appointment Y Close Note Charge Ticket Social History History of Injury lllness Current Medications Past Medical History Family History Pain Assessment Areal rain amp assessment 4rea Functional Activity Index Patient Goals Others Header J logo Put Note Type Here Put Facility Name Here Patient Acct DOB SSN Phone Insurance Authorization Claim Phone Fax Therapist Date of Service Referred By PCP Diagnosis Injured Date Init Eval Date Total Visits CXL NS gt Logged in as ADMIN 04 07 2011 In the Note Type select from the available options in the drop down list Header Header information includes the following items Patient SSN Phone Fax Referred By Injured Date User s Guide Patterson PTOS 5 6 Acct Phone I
152. options for all claims e Include Payments e Include Adjustments e Include Insurance billed notes in Account e Print Mailing Labels o Insurance Labels per Line 1 3 e Automatically run Pre billing Alert Select the Set as Default Standard Options button to set the selected options to default User s Guide Patterson PTOS 5 6 Billing e 119 Claims Queue Tab In the Claims Queue review claims remove claims and make changes to claims prior to printing Select from the following status view options e Un Submitted Claims that have not been printed e Un Submitted Electronic Claims that have not been electronically submitted e InProcess Claims that have been submitted but submission reports have not yet been downloaded e Open Claims that have been submitted and submission reports have been downloaded and are awaiting payment e Rejected Claims that have been rejected by the insurance company PTOS for windows Client Billing Version 5 50 03152012 Insurance Billing Jerze Patients Scheduling Documentation filling Reports System Tasks Special Tasks Tools Window Help Exit f Patient Editor 15 Payments Adjustments WorkList S8 Scheduler Patient Chart EERE im Queve Claims C Select All Facility ID Al Facilities Patient Name V Un Submitted f Un Submitted Electronic InProcess DE ise Days Out 03 24 2011 03 22 2011 LASER HCFA 1500 07 28 2011 07 28 2011 LASER HCFA 1500
153. p of your screen or by going to Documentation Patient Chart aling Reports System Tasks Special Tasks Tools Window Help bot mel WorkList QF Scheduler Patient Chart ptos S ware Connect to Patterson Medical using the HELP menu above Select the desired patient from the Patient Search window Creating a New Note To create a new note select the Add Note icon or select the F2 El New Note New Note Ms Attachments C Note Type Copy from existing note Frogress Oaly Notes 04 01 2008 7 Date of Service OK 4 Cancel User s Guide Patterson PTOS 5 6 Documentation e 75 Choose the Note Type you wish to create from the dropdown menu Verify that and select OK to create the note For this example we will use the Progress Daily To create a new note based Add attachments to a note by upon existing information selecting the Attachments select Copy from existing tab Select the Browse button the Date of Service is correct note Use the drop down to to locate the file Enter a select the desired note Description and date if Select the Date of Service necessary Select OK to and select OK to continue attach the file to the current note Notes You can also double click on a paragraph to remove it Patient Editor Payments Adjusti Patient Editor Payments Adjustments The Initial Evaluation note will now populate the screen Along the left sid
154. p select the desired group and select the Delete icon Check for Updates For information on checking for updates see the PTOS chapter of this document Update Lists The Update Lists menu allows you to make modifications to your lists For more information on updating lists see the Using Update Lists section of the PTOS chapter of this document Login Summary Select the Login Summary to view the login users for a user defined date range Login Summary Date Range 02 11 2010 02 11 2010 User Name admin Employee Marne Machine Marne Facility ID Login Time gt EC 777 IS Ape 27 2009 2 21PM Admin Admin Admin Admin MATN Apr 27 2009 HPA Use the drop down list to select a From and To date from the calendar The current date defaults in the From and To fields Use the drop down list to select a User Name Select Refresh to update the list Select Export to save this file in another format elsewhere on your computer Select Remove log Data to delete the log file of login information User s Guide Patterson PTOS 5 6 System Tasks e 151 Currently Logged Summary Login Summary Currently Logged In Users 1 Remove Export x Employee Name Machine Name Login Date Login Time aamin adni admirada aug 2009 O17 In the Currently Logged Summary tab view a list of users that are logged into PTOS Select Remove to remove a user from the system Select Export to save this file in another format elsewhere
155. piration date Required for therapists Enter the employee s NPI if applicable Tax ID number if applicable NY state License if applicable Ohio Provider if applicable Social Security Number Taxonomy code and Statement Header Select Employee type and Provider on Insurance physician Select the Default Facility and any additional Facilities for this employee User Group ID This area allows you to set up the different access levels for your employees Therapist Group All employees must be assigned a Therapist Group If the employee is not a therapist it will not have any effect on the schedule Signature Line This area must be filled out by all Therapists The information in this area is how the employee s electronic signature will look Signature File for Documentation Browse to the location in which you wish to save the signature file Site ID Do not alter this area without the MARA A assistance of PTOS support HE Keyboard Shortcuts Facility SiteID Billing Provider Number i F2 Use this key to Add a new Ary Physical Therapy gt 5555 9999999 item in a list F 3 Facility IC siteID Billing Provider Mumber ee ee gt existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options User s Guide Patterson PTOS 5 6 Using PTOS e 7 Select the Site ID button to select the Site ID from the
156. pptNormal Type Aquatics Appointment Description Aquatics Appointment InActive No Icon C J Type Inactive Aquatics Appointment o HB Brace Orthotic Fitting Consultation Daily Visit Daily Visit Medicare Discharge No image data Independent Medical Ey No image data Initial Evaluation S Trmibial Cirnh inkin Cuka la innana Aseo User s Guide Patterson PTOS 5 6 Scheduling e 53 You can create new or edit the existing Appointment and Block Hold Types The option to assign icons to these different types is also available Select the Browse Icon button if you wish to see the icons that come installed If you wish to use additional icons the ability to import more icons is available They must be the ico format If there are any types you will not be using the option to inactivate is available ana 7 Type Aquatics Appoirdment Descripiion Bpis Appia Look in L Pos ipon di hinen L inactive E lider blue ico AGREE Apeomrbment Pracef rtbote king Comes abr mitis Evnisien ee E adi ln i Appointment Reminder Email Template In Scheduling Scheduling Admin Appointment Reminder Email Template you can customize an email message that can be sent to your patients to remind them of upcoming appointments P email_template txt Notepad Fie Edit Format View Help Dear lt Name gt This is to remind you of your upcoming appointment on lt sdate gt
157. r example providers may under special medical circumstances receive reimbursement for patient care above the annual Medicare reimbursement cap The use of the modifier signals to the insurer that these conditions have been met A the customer may be in violation of the law and suffer penalties if modifiers are inappropriately used Occupational therapist Place of Service Provider The individual person who provides a medical procedure In the context of this specification this usually means a physical therapist PT occupational therapist OT or speech therapist ST but could also mean a Chiropractor or MD Physical therapist PTOS 5 0 A modular practice management software system written primarily in C and running on a SQL Server database PTPN Physical Therapy Provider Network REV code O gs A revenue code is a three digit number that rehabilitation agencies use in conjunction with a C P T code to designate the type of discipline used to treat the patient Once set up the REV code will print in its special space box 42 of the UBO4 CMS 1450 form Speech therapist O Treating therapist The actual provider i e physical therapist who performed the procedure on a or PT patient UBO4 CMS 1450 An insurance form used by certain types of providers States of Florida and Michigan Rehabilitation and Comprehensive Rehabilitation Facilities CORP form Requirements vary between states and
158. r to keep track of because this code appears in the billing form whether submitted electronically or on paper in order to receive reimbursement However as strictly defined here a C P T Code is only one type of procedure code A yearly revision is made to the C P T CODE by the AMA PTOS 5 0 currently does not have functionality to automatically update these codes Customers can manually update their codes using the latest revision provided from the AMA website and or handbook However PTOS 5 0 allows the user to set up any combination of numbers and letters as a C P T procedure code C P T group code Acollection of frequently used codes together under a different designated code to make posting easier when repetitive procedures are performed Customer The entity that licenses PTOS 5 0 It is typically a medical practice but may also be a billing service A customer may consist of one or more facilities and one or more users within a facility Date of Service DX The medical abbreviation for Diagnosis amount number of units User s Guide Patterson PTOS 5 6 Glossary of Terms e 162 Facility A physical office or treatment center where medical services are provided to patients For example if a single corporate entity i e a partnership or corporation has three separate addresses where patients are seen then this counts as three facilities If there is one physical address where patients are seen or billing is per
159. r when downloading updates from our website Local Area Network If you will be running PTOS on a network there are several considerations to keep in mind First you MUST have a Multi User version of PTOS Operational Considerations The Network version of PTOS allows a high degree of freedom when using various data entry and reporting routines As with any multi station data entry system however certain precautions should be taken into consideration These considerations can be summed up in one statement No data can be entered that will affect the results of another operation taking place at that same time Specific considerations are listed below e PTOS requires Administration Rights to the PTOS folder and all of its sub folders and files In addition all workstations must have Administration Rights to their local temp folder and its files e You can direct printing to any printer on the network by selecting Special Tasks Print Administrator Printing can also be redirected at the time sending output to a printer is selected If you use print spooling it is up to your hardware consultant to set the spooler User s Guide Patterson PTOS 5 6 PTOS e 1 correctly If this is not set correctly documents can be lost Keyboard Shortcut Keys Logging On Database Select your main database for daily work or your archive database The following is a list of function keys that can be used in PTOS F2 Use thi
160. re only necessary when using electronic claims to Secondary or additional providers Glosing Insurance Glaim Patient Estimated Total Less Total Paid Amount Unpaid By Insurance 448 00 p Unpaid Balance Details Unpaid Details convey information to additional payers and will notimpact the case balance Unpaid Details are a sum of the Amount Unpaid by Insurance and any patient responsiblity amount Amount Unpaid Details are based upon eClaims Setup defaults Select the Unpaid Balance Details button to modify the current claim BILL TO MA MEDICAID Secondary Process Now Send To Queue O Close The Claim When closing a Primary claim with unpaid balance totals verify the defaulted Unpaid Balance amount Select the Unpaid Balance Details button to view service level details Otherwise select OK Mipatd Balance Detafls PatientNamez E Claim Level Unpaid Balance s z Claim Create Date Claim Notes Unpaid Bal Bal Details gt ee ea HEALTH PLAN Billed 58 00 f Service Level Unpaid Balance f Service Date CPT Code Description Balance UnpaidBal Bal Details g 09 09 2009 97001 PT EVALUATION l 09 09 2009 97010 HOT OR COLD PACK 09 09 2009 97014 ELECTRICAL STIM UN ATTEND TOTALS 0 00 59 00 Distributed 58 00 Total Unpaid Balance to Distribute 0 00 p Qk f freee Cancel lt a Unpaid Details convey information to additional payers and will not impact the case balance User
161. rges Charge Limit Period 1 Period 2 Effective Date il Amount 0 00 Charge Limit warning based on Allowed Amount Deductible Period 1 Period 2 Effective Date Amount 0 00 Remaining Deductible Amount 0 00 mm a a a 4 In the Charge Limit section enter the Effective Date and Amount for Period 1 and Period 2 Use the drop down to select a date for Charge Limit warning based on Under Deductible select the Period 1 and Period 2 Effective Dates Enter the Amount and Remaining Deductible Amount for the available periods HCFA UB04 In the HCFA UBO4 tab enter insurance information for the selected patient AI EE Hra ueo Insurance Notes a Additional CMS 1500 HCFA Boxes Patient Status 8 If patient has had same or se similar illness give first date 15 From To OR w State b Dates patient unable to work in current occupation 16 z v Reserved farlocel Hospitalization dates related to current services 18 X v use 10d For Local Use Box 19 ce 12 UBO4 y Print Signature Date x Services performed by Outside Lab 20 Laboratory amount Authorize Payment to Office HCFA Box 13 UB04 Box 53 Y Medicaid Resubmission Code 22 Authorization Number 23 Auth Numbers Place of Service 24b 12 Alternate Place of Service Address j eClaims Attach Info In the Additional CMS 1500 HCFA Boxes section enter the Patient Status Patient Condition State and Reserved for Local Use For use
162. ronically EL e File Transfer FT Attachment Control Number aClaims Attachment Information ES Attachment Report Type Code Attachment Transmission Code Remember to remove this information after processing the claims that require attachment information in order to avoid having these details sent on all future claims generated In the Attachment Control Number section enter the Document Control Number DCN provided by the Payer This number identifies the claim and the attachment for the payer An Attachment Control Number is not required when using the Available on Request at Provider Site option in the Attachment Transmission Code section User s Guide Patterson PTOS 5 6 Using PTOS e 29 Insurance Tab To access patient insurance information select Patient Editor Insurance tab This screen displays all insurance for this case active or inactive Select the Add Insurance button to add an Insurance Company to a selected patient ar gt ML Last Name v Case 07 18 2011 WC Left Ankle Active v Patient Case Referral Employer Bi E Insurance Notes SSS Insurance Priority Acct Type Insurer Code Insurer Address City lt ON p Add Insurance Multiple insurance companies can be added for a patient Enter the Primary insurance first and then follow in descending order for any additional insurance carriers Inactivate Insurer 123446 AB Insurance Phone 55
163. rs Export File Are wou sure You want to export all case details Select Yes A File s exported successfully ox Select OK Exported files will now appear in the folder that was designated in Config Parameters Once files have been exported to this folder a new file will be created in the export folder whenever files have been added or edited Import Files To import XML files into PTOS select Special Tasks Data Import Special Tasks Tools Window Remove Old Accounts P Add Update Client Logo Printer Administration Data Import Generate PTPN Data One Time Export The following window appears User s Guide Patterson PTOS 5 6 Interfaces e 134 2 Do you want to Import the Valid Files to the system cous Select OK The following window appears Import Files Details Valid Files 5 13147_20100105022600 exp 13148_20100105022241 exp 13148_20100105022600 ex 13149_201001035022242 exp 13149_20100105022600 exp Invalid Files 0 View Import Log Total Patients Imported 5 Total Charges Imported O Review the Import Summary Select View Import Log to preview a report of Import information Select OK User s Guide Patterson PTOS 5 6 Interfaces e 135 Reports Report Options Multiple options allow you to control how you receive report data Report Views View your reports onscreen in either GridView or ReportView 2 ints Receiv
164. s User s Guide Patterson PTOS 5 6 Using PTOS e 13 eClaims Setup To setup your eClaims information go to Billing Insurance Billing eClaims Setup p 5 Insurance Billing See MR cins setup Clearinghouse Settings Default Adjustment Group Code Default Adjustment Reason Code eClaims Provider Emdeon 7 E Setup Login Credentials lt No Defaults gt lt No Defaults gt Send Unpaid Balance Details to Additional Insurance eClaims Clearinghouse File Path CAPTOS 4 5 eClaims Claim Files Print Image File Name CLAIMS TXT Ex Claims txt printimage doc Default Reports to be Printed Y Acknowledgement of Receipt Y Amended File Detail RPTO44 Y 997 Y Batch amp Claim Rejection RPTOS V File Status RPTO2 V Amended Batch amp Claim Rejection RPTOSA Y File Summary RPTO3 Y Provider Claim Status RPT10 V File Detail RPTO4 Y Special Handling Unprocessed Claims RPT11 Reports Settings Auto Assign Payer ID s Reports can be manually purged from the Claims Queue Purge Reports after Days Auto Assign Payer ID Under Clearinghouse Settings select the eClaims Provider and select the ellipsis button to enter the eServices User and Password information Select the Browse button to locate a different path for Other Clearinghouse Image Files Enter the Image File Name Under Default Reports to be Printed select the checkbox associated with the report that you would like to print every time clai
165. s Payments Adjustments Enter Charges Select the Cogwheel icon in the upper right corner to access an additional menu Through Cogwheel you can access User s Guide Patterson PTOS 5 6 Patient Editor Open the Patient Editor for the selected patient Bill Patient Now Generate a patient statement Bill Insurance Now Generate a patient claim Recreate Claims Recreate a closed claim for the selected patient Void Transaction Nullify the selected transaction Modify Transaction Edit the selected transaction Payments Adjustments Access the Payments Adjustments window Billing e 98 e Enter Charges Enter charges to the patient s account Overpayments Patient Transactions An icon displays gt gt in the transaction history screen next to any charge that has an overpayment A tooltip on the icon also displays the overpayment amount when you hover your computer mouse over the icon When a charge with an overpayment is highlighted in the top grid the detail grid at the bottom of the window shows any overpaid amounts with the text OVERPAYMENT in front of the description These OVERPAYMENT amounts are no longer applied to the charge E TRANSACTION FOR Person Test 1122335 Last Name gt GA Case z Location P IIA sro F Show Void Transactions Transaction Audit Trail Legends TranType Amount Diff B
166. s ECES Provider Discount Adjustments ATN Provider Discount Adjustments Int Provider Discount Adjustments Adjustments GBt Provider Discount Adjustments Refund Insurance Insurance Payments Refund Patient Patient Payments User s Guide Patterson PTOS 5 6 Using PTOS e 41 To enter a new Adjustment code select the Add icon or select F2 Enter the Code and Description and select the Adjustment Impact Select the checkbox Default Type for Insurance payments to automatically default the adjustment type when making an insurance payment Select the Inactive checkbox to disable a selected adjustment Transaction History Legends In System Tasks Update Lists select Transaction History Legends to view and assign color coding for the transactions To assign a color select the color box associated with the transaction Select a Custom Web or System to access a broader spectrum of colors Select OK to save changes fs Transaction History Legend Charges Open Claims Payments Modified Adjustment Billed Unapplied Finance charges i oided Transaction a w al a El Charges Payments Adjustment Custom Web System Billed Unapplied Finance charges Yoided Transaction Default colors by type User s Guide Patterson PTOS 5 6 Using PTOS e 42 Keyboard Shortcuts F2 Use this key to
167. s Guide Patterson PTOS 5 6 Billing e 125 Claims ERA In the Unpaid Balance Details window review the unpaid balance Unpaid Details convey information to additional payers and will not impact the case balance Select the Balance button to assign portions of the Unpaid Balance to different code groups Select OK to create the Secondary or Additional Claim with Unpaid Balance information The claims queue can also be accessed by selecting Billing Claims Navigate in the Claims Queue using the navigation buttons e Patient Select the Patient button to open the Patient Editor for the selected transaction e Transactions Select the Transactions button to open the Transactions Summary and History window e Insurance Select the Insurance button to open the Insurance information window for the selected claim e ERA Queue Select the ERA Queue button to open the ERA window See Below ERA electronic remittance advice is an electronic file in an industry standard format called ANSI 835 The file contains a number of transactions representing the payments and or adjustments that a payer has determined to be appropriate for charges claims submitted by the provider User s Guide Patterson PTOS 5 6 Billing e 126 View ERA in Claims In the Claim screen select the ERA Queue button The ERA Queue appears The ERA Queue WW From Ma e ro 02 36 2010 io Dete Pave mont Payrert M
168. s key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Double click the PTOS icon or select PTOS from the Program list The PTOS Login Menu A 4 October P 4 2012 SM TWTFS 1 2 456 7 8 910 di 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 23 29 30 31 The system date will default to today s date however the option to return to a previous system date is available Use the drop down menu to select a Database Enter a username and password to log into PTOS To exit PTOS select Exit on the toolbar A 2 Gre you sure you want bo exit the application pte User s Guide Patterson PTOS 5 6 PTOS e 2 Select Yes to exit Select No to continue Main Screen Logo Graphics To access the PTOS Background Image preference go to Special Tasks Show PTOS Background Image and check this feature to have the main screen appear upon opening the software Uncheck if the main screen is not wanted upon startup ES PIOS for windows Gent Vendor Megior 5 6001 Release Condit Patients Scheduling Documentation Billing Reports System Jasks Speciaj Tasks Tools Window Help Exit Y Patient Editor Payments Adjustments WorkList 54 Scheduler 7 Patient Chart Connect to Patterson Medical using the HELP menu above Check for Updates Periodicall
169. s nee nee 103 LG Ta VA 0 Y e A TO METS aT any nomnnnT Neier ren yee 103 Paye asain ae ah tetra oe acre a a a Ad oleae ane athena 104 PRC US CCIE tati 105 CC TS DP IS cece acca A E 105 Voida TAS ACT OM reier ii 106 APPIN COP RA SA do 106 Auto calculating Accounts Recelvable oooooonnnnnonccnnnnonononononononononononnnnnnnnnnnnnos 107 AC o vans ea a A tees 107 Pa HV CAC COMMIS A A 107 Date Rane Mormaii oi jo t s 107 A e e e ld ei ct enone 107 A A N 113 Sii O uaaceae ates 114 Tes CALS ment Quel tala it 117 Insurance BIN outra uba 117 bisurance Bini S OF Taba aia 118 SLANG ard Opuons Ta dacsnatseotarra lode l saw a elas vadacabatone lite lonanh tua 119 CTS Oe AA A EAA TE A AEE A ne asennad 120 DS hia tes A nn eeeet rer eee eran nERe Renn Nrr OC eatery Cure emmnnee es SrrRe tye arte 121 SCAMS SCLUP Taba 122 A ry Perea tenet terrres rt tntest rer tere enn err eees revert rr Ther 123 Setting up Unpaid Alan es tilde ia it decided 124 User s Guide Patterson PTOS 5 6 Contents e iv CD A PP re meet cere reenter nt enr ety tor tnt en S 126 O 126 NEW BRA CIMAS ii idccies 127 The ERA CUELA A Si 127 Overpayments ERA Payments liada 128 Bulk Pamela ot also 128 BA A E A eden nes 128 Flexible Bulk Payment Distribution ccccccccononoooonnnnnnnnnnnnnnnononononnnononnnnnnnnnnnnnnnnnos 129 Overpayments Bulk Payment Window ssssssseeecceeceeeeeeeceeeeaseaeesesseeeeeeeees 130 HIPAA ASC X12 Ver
170. s sent on all future claims generated In the Attachment Report Type Code drop down list the following possibilities are available to describe the type of attachment e Admission Summary AS e Allergies Sensitivities Document A3 e Ambulance Certification AM e Autopsy Report A4 e Baseline BS e Benchmark Testing Results BR e Blanket Test Results BT e Certification CT e Certified Test Report 13 e Chemical Analysis 11 e Chiropractic Justification CB e Consent Form s CK e Continued Treatment 10 e Death Notification V5 e Dental Models DA e Diagnostic Report DG e Discharge Monitoring Report DJ e Discharge Summary DS e Drug Profile Document D2 e Drugs Administered 04 e Durable Medical Equipment Prescription DB e Explanation of Benefits Coordination of Benefits or Medicare Secondary Payer EB e Functional Goals 07 e Health Certificate HC User s Guide Patterson PTOS 5 6 Using PTOS e 27 User s Guide Patterson PTOS 5 6 Health Clinic Records HR Immunization Record 15 Initial Assessment 06 Justification for Admission 15 Laboratory Results LA Medical Record Attachment M1 Models MT Nursing Notes NM Objective Physical Examination including vital signs Document OE Operative Notes OB Orders and Treatments Document OD Oxygen Content Averaging Report OC Oxyge
171. sion 5010 Standard sisi 131 Worklist 132 Usmo te Works T E E RE Ra 132 PR PDO MALE US erae ra e E E Sadacconcnnts 132 NOTE Seear la 132 Interfaces 133 E A A a a nts 133 COMMON Paranoid cai 133 Pponea PES enna a an csodtan Seeuebavedad aa 133 Ope TIME EXPO eenean dt old a O 134 OPON E E Sse e e faded acaba umeamucucenetatee 134 Reports 136 Repor OP HONS sata a Ea 136 REDO NICW Sirep tpa o i 136 EXPO OPUON Saito caiarda 136 A es ean tase tanaka E cua ies teneeuciues 137 Aged Accounts Receivable Reports cccsssssssssseeeeeccccceceeccaceeeessssseeeccececeeeeseeeeaaaageesssses 137 Customized Date Range A R Report occcccccccncncnnccnnnononnnnoncnnnnnnnnnnnnnnnnnnonononaninanannnss 138 A cee e iE ENA EE NE EA AEE EEEE EEE cb EE 139 Treatment LISIS na ee E EEN E EEA E 140 Financial Li See A E E EEEE E 141 Demostapate Lists cos 142 Code MANS so od 142 Transaction Lists id ISE 143 Documentation eDO Sci 144 Sched ME Reposo a 144 System Tasks 146 SUPE ra 146 Conti Parameters tcccstanccadseaus seas E E a E 146 DA SQUIES aoa odia belt 147 Faci A e o Sasaiat an tousth ena T 147 Employee 147 Merchant Services Se UP ea ia 148 USC ACCESS RMS ua ill is coustlee 150 User TOUS esoo dies 150 CHECK 108 Updates ica ill iasi n 151 A O IN 151 POS ioum iio lei 151 Current y Logged tna dlls 152 User s Guide Patterson PTOS 5 6 Contents e v ODE LOCE Det dio 152 Export Application Errors ini odas 152 Techmical Support Unse ER
172. sting insuranc Billing ARU nae Yes AJR totals will be printed on bottom of report No Totals will not b Billing Charge Limit Warning T 100 00 User can specify to be warned within X XX of the patient s charge limit Billing ERA Group Codes Tol PR IF using Electronic Remittance Advice specify the group code 2 To set the default Adjustment Group Code and Reason Code go to Billing Insurance Billing eClaims Setup tab The eClaims Provider must be set to Emdeon This feature is NOT available to those using Other clearinghouses To the right there are two drop down fields This is where the Default Adjustment Group Code and Default Adjustment Reason Code are set Click Save Insurance Billing Insurance Biling Sort Standard Options E Cos sexe gt Clearinghouse Settings Defauk Adjustment Group Code Defaut Adjustment Reason Code eClaims Provider Setup Login Credentials lt NoDefauts gt lt No Defauts gt Send Unpaid Balance Details to Additional Insurance eClaims Clearinghouse File Path CA PTOS 4 5 eClaims Claim Files Print Image File Name CLAIMS TXT Ex Clams bt printimage doc Default Reports to be Printed Y Acknowledgement of Receipt vV Amended File Detal RPTO4A Y 997 Y Batch amp Cam Rejection RPTOS Vv File Status RPTO2 Y Amended Batch amp Claim Rejection RPTOSA V File Summary RPTO3 Vl Provider Claim Status RPT10 Y File Detail RPTO4 Y Special Handlin
173. t F5 Use this key to search an existing list Use this key in a search field to open the entire list of options For more information on LCD data and CCI data visit www cms gov mcd LCD Datasets LCD Datasets Eg 1 EN Dataset Mame A LED Data Dataset Name E CATASET Import Date Time e Comments This is a dataset Audit Check can be set to run automatically in Config Parameters Associated account types Account ID Account Mame Use your Local Coverage Determinations LCD Datasets to ensure that C P T Codes and Diagnosis codes are payable by insurance when billed together A warning will appear when the conflicts are present To setup your LCD datasets go to System Tasks Update Lists LCD Dataset In the LCD screen select Add to setup a new list Enter the Name of the dataset and any comments required Select Save Using LCD data files LCD data is frequently updated and made available to you by the Center for Medicare and Medicaid Services Creating a file to use with PTOS is a manual process and will require you to create a spreadsheet using this information and keeping it updated To add a LCD data file that you have created select the Import LCD Dataset File button Use the Browse window to locate your LCD data file Locate the file and save Manually Enter LCD Data EE LCD Data ms u CPT Code ICDS CPTCode User s Guide Patterson PTOS 5 6 Using P
174. t Select the Additional Codes tab to access your office s additional non billable codes To enter a charge select the corresponding checkbox in the Select column Select OK Scheduling 65 Keyboard Shortcuts F2 Use this key to Add a new item in a list F3 Use this key to Edit an existing item in a list F5 Use this key to search an existing list Use this key in a search field to open the entire list of options Note Complete The Note Complete feature allows for the Scheduling and Documentation modules to communicate To link an existing note to a new appointment right click on the appointment and select Note Complete This will associate the note with the appointment in the Worklist Copy Use this option to copy the selected appointment Cut Use this option to cut the selected appointment Paste Use this option to paste the selected appointment onto the schedule Patient Editor The Patient Editor feature allows access to the patient information without ever leaving the schedule l Edit Patient DEE S ME Lumbar Spine Active Patient Case Referral Employer Bill HCFA UBO4 CET Notes Patient Information Case Information Patient ID Case tt 1029 First Visit z ritos Primary Facility s any Physical Therapy v Case Status Active Injured Date X First Name Initial Last Name Fee Schedule Mdcd Dropout Date x Title v pa
175. te 59 Additional ThertapiStS utilidad 60 Additonal Resource brainse actas 60 Delte Block Hold ne EE AAA 61 PGi APPO ii la 61 Checking In an APPO airline di ia 61 Cancelling an APppomtnent iii tias 61 No Show 2A PPOMMIMCNLs tii alii 62 ISG SONS NIV AE RE ott accra O O A tases 63 Vo idine an AP POMC arado 63 Additional Right Click OPIO did ii 64 A A O OAT NNN a 64 AA A A E a 65 Ni O O A nedaneoate 66 CODY A A yal ai batcsotul bastidandeadeooenes 66 Ciara A 66 A O 66 Patient Editor au rra ile ctas illa uc oaidiei ciao cis 66 Print Appomitmie mt E ada alce 66 PEAT Supero aida ale 67 Schedule alemdar Vi WS ud 67 Seneca le VIEWS illo 67 SNOWEXLINS APpolMtments dada alas ia s 67 A o A A ee as eater 68 PAPI Wait iodo 68 Sn AS is AA A alameda nniaees 68 EA A halen musa 69 WN IS eee eee ee REN et ne RN PON RT RUN OST REET DUNO eT PRT ROU N SEC PEON SUNOS TT PRT ROU NNT rnEO ETM IIU ET 70 Appoom ments BiGck V O10 e 70 VOLTIOS BIOS cole 71 Documentation 72 Template Ad dto T2 Heade n RET ts ree rrer tn tenner SU mneNC Rete nena evn tra ninn nN FTE nae eee 72 O AA A lela Caeanial 73 sn ate xtussese tees et eects St A A erated hal 73 Pardo rann AMA A A 73 SHOW AICS Detail is 74 COPY TON NOG A A ocio 74 ra A ES A A q E 74 User s Guide Patterson PTOS 5 6 Contents e iii AA 75 Cre aun a NG WAIN ler olaa 75 A a a E hice eee once eieeeanans 76 Comparing Initial Evaluation with Re Evaluation oocccccccnccncccnnno
176. tes heading from the Reports drop down menu ad Patients Scheduling Documentation Billing Patient Editor Payments Adjustme Patient Employer Analysis Reports Treatment Lists H Financial Lists k Demographie Lists Code Lists i Transaction Lists Documentation Reports Scheduling Reports Aged Accounts Receivable Reports Ea m View GridView Q Aged Accounts Receivable 1 ad Filter Refresh Grid View Description This report shows what is owed by patient case by sorting and grouping the data This report is cumulative and cannot be fikered by date This report should be printed as part of your end of month reports Under Reports select Aged Accounts Receivable Reports to create a report with by selecting from the following options Facility select the desired facility from the available options Account Type Select the desired Account Type from the available options Insurance Company Enter an Insurance company to narrow results by Insurance Company only Therapist Select the desired therapist from the available options User s Guide Patterson PTOS 5 6 Reports e 137 Report Type Select Summary or Detailed Case Status Select the desired case status from the available options Amount Select Allowed Amount or Charged Amount Include Zero Select the checkbox to include zero on the report totals Credit Balances Select the checkbox to include credit balances on
177. th Problems diagnosis codes Insurance Companies A listing of all Insurance Carriers their codes and information as setup in the system Lookup Table This report displays all of the abbreviation codes located in the Lookup Table Employee This report is a listing of all existing Employees with their correlating information Payment Type This report is a listing of the Payment Types Adjustment Type This report is a listing of the Adjustment Types Transaction Lists Under Reports select Transactions Lists Reports to create a report with the following options Adjustments This report generates a list of adjustment types Bank Deposit Slip This report lists all information pertinent to the Bank Deposit Slip Charges This report shows all charges billed and unbilled in a specified date range Charges and This report is a list of charges and payments Insurance primary insurance Daily Transaction This report lists entered transactions for a Report specified date range for all facilities Payments This report is a list of payments subtotaled by date Unapplied Monies This report is a listing of all unapplied payments and adjustments Unpaid Charges This report is a listing of charges and their remaining balances Voided Transactions The report is a list of any voided transactions within a specific date range Transaction Audit Trail This report shows all Transactions for patients within a specified date range
178. the right User s Guide Patterson PTOS 5 6 Billing e 101 Use the Cogwheel to access a menu of options See the above section for more information on the cogwheel menu Daily Transactions Charges A window will be available where you can approve charges entered in Charge Ticket within the system to post entered charges to patients accounts Once the charges are approved they are ready for insurance and or patient billing Also when accessed from Billing Daily Transactions you can see different Transaction Types Approved Charges UnApproved Charges Payments and Adjustments Approved Charges EE Daily Transactions Transac tion Type FacilityID Entry User Patient Name Status Therapist Date of Service a y z z y From 02 09 2010 m To 02 09 2010 Refresh Date of Service Patient Case Patient Name CPT Code Amount Units Ext Amount Modifier Description After selecting the Transaction Type Approved Charges select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh Use the Cogwheel to access an additional menu of options User s Guide Patterson PTOS 5 6 Billing e 102 Cogwheel Daily Transaction Report Audit Codes Void Transaction Modify Transaction Patient Editor Bill Patient Now Bill Insurance Mow Enter Charges Payments Adjustments Daily Transactions Report Select this option to gen
179. to right click in the yellow areas of patient chart Use Pick Lists to enter pre created information throughout the note 1 Right click on the yellow field and a Pick List appears This example is a single select pick list indicating that only one of the items can be selected from the list 2 Once an item is selected it will be entered into the note Primary Language Occupation 3 Single Select ip VW a j re r 7 z Work Status retired Primary Language Social Activities Support System English ri History of Injury Tliness Spanish m Onset Date x Mechanism of injury illness French E Current symptoms previously treated by Additional tests completed x ray 2 Vietnamese E Personal rating of overall health l j Comment Hindi m Current Medications Mandarin a r Other SocialHistory_PrimaryLanguage MOL i d Y i Ory In addition to single select pick lists there are multiple select pick lists which allow you to choose one or more items to be entered into the note In the yellow highlighted areas it is nota User s Guide Patterson PTOS 5 6 Documentation e 74 Patient Chart New Note EUDES C Copy from existing note Date of Service requirement to use the pick lists the option to free form type is available 01 00PM 02 00PM The first step to creating notes is to open up a patient s chart You can access patients charts by selecting Patient Chart at the to
180. ts Select the View Waitlist checkbox to launch the Waitlist after voiding This will allow you to see if there are any appointments in the waitlist that you can call on to fill your schedule Select Ok to void this appointment Select Cancel to exit without voiding User s Guide Patterson PTOS 5 6 Scheduling 63 Additional Right Click Options Mew Appointment Mew Block Hold Check in Cancel No Show Reschedule Appointment void Cut Copy Collect Co pay Enter Charges Patient Editor Print Appointment Card Print Super bill Collect Co Pay lf the patient s co pay was not collected at the time of Check In it can be collected at a later time using the Collect Co Pay To access the Collect Co Pay option right click on the appointment and choose Collect Co Pay option from the menu The following window appears Co Pay History Payment Date 07 29 2009 v Payment Type Cash Facility ID Physic Comments F Select All Select Alanas Date Start Time End Time Balance Co Pay gt o TT 15 00 Collect Co Pay Cancel User s Guide Patterson PTOS 5 6 Scheduling 64 Based upon your individual config settings the Enter Charges window may appear User s Guide Patterson PTOS 5 6 In the Co Pay window select the applicable co pay Use the drop down menu to select the Payment Type and Facility ID Select Collect Co Pay to complete the transaction Select Cancel to exit without coll
181. ts and Adjustments using the tabs on the left side of the window jane TA Payment Date 02 09 2010 Faciity a Account Type Amount Comments 0 20 Balance 0 00 Pat Bal 0 00 Ins Bal 0 00 Unapplied Bal 0 00 m Final Payment Print Receipt b Clear Payment f Patient Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Ins Type Adj amt Adj Details Edit Fiter xxx Service Date CPT Code Description Pay Amt Balance Total Allowed Diff Betw ChajAllow Exp Ins Adj Amt Adj Details Co Pay Ins Insurance Payment B OO Select the Insurance Payment tab to make Insurance payments In the Payment Information area use the drop down list to select the Payment Date Select the desired Facility Review the Account Type and select the Payment Type Enter the Amount of the payment and make any necessary comments Mark Final Payment if applicable Select the Print Payment Receipt to create a receipt Select Automatic Distribution or Manual Distribution to disperse payment Manual Distribution allows you to enter the payments and amounts as you like In the Open Claims area sort by the following columns Patients Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Ins Type Adj Amt Adj Details Select the Edit Filter hyperlink to filter and narrow the payment history by a specific date range Use the drop down arrows to select the filter dates and select Apply Fi
182. u can call on to fill your schedule ES Appointment Status Comment Status Cancel Sine Cancel This Appointment View Waitlist No Future Appointments No Show Appointments lf a patient does not show up for their appointment you can mark the appointment as a No Show This can be done by right clicking on the appointment then selecting No Show from the menu ail New Appointment el New Block Hold Cancel No Show Like cancelled appointments when No Show is chosen you will have the option to make a comment about the No Show appointment and view the waitlist if necessary User s Guide Patterson PTOS 5 6 Scheduling 62 Reschedule Reschedule an appointment select the existing appointment From the right click menu select Reschedule Select the desired appointment time and date Appointments and Blocks can also be rescheduled by dragging or cutting and pasting Voiding an Appointment lf an appointment is created for the wrong patient it can be voided from the schedule This can be done by right clicking on the appointment then selecting Appointment Void from the menu New Appointment New Block Hold Cancel No Show Reschedule Appointment Yoid The Appointment Status window appears Enter a Comment to this appointment void if applicable ES Appointment Status Comment Status void This is a Comment Comment V View Waitlist No Future Appointmen
183. unt Pay Adjusts After selecting the Transaction Type Payments select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh to update the transaction screen In the Payment Details area enter Charge and Pay Adjusts desired for the selected transaction Use the Cogwheel to access an additional menu of options See Approved Charges for more information on the Cogwheel options User s Guide Patterson PTOS 5 6 Billing e 104 Adjustment EE Daily Transactions Date of Service y From 02 09 2010 To 02 09 2010 m Refresh Facility GN an a lana Adjustment Details Total Adjusted Amount 0 00 1 Charge Pay Adjusts After selecting the Transaction Type Adjustments select the Facility ID Entry User Patient Name Status and Therapist Select the desired Date of Service Select Refresh to update the transaction screen In the Adjustment Details area enter Charge and Pay Adjusts desired for the selected transaction In the Date of Service area today s date defaults as the Entry From and To dates You can leave all filters blank with only a date range specified and Refresh Double click on a charge to edit it A message will be included to run CCI LCD AUDITS if this option has been setup in Config Parameters Charges are now ready for Insurance and or Patient Billing Accounts Receivable is automatically updated A different Cogwheel
184. unt Type checkbox to which you wish to apply finance charges or leave blank for all In the Description field enter the name you wish to use for the finance charges Enter the Percentage to Charge and the Minimum Finance Charge Amount Use the drop down list to select the Aging Category for Charge Accounts Over and select All or Discharged in the Charge Patients area In the Notes section enter the Note information to be applied to the current batch of statements Select Include Notes on Statements to enter a statement note to be applied on all statements F Include Notes on Statement Pd Pd Pd Pd Under Footer Options select the checkboxes for Include Aging and or Include forms of payment accepted Select the Add Remittance Override checkbox to allow the patient payments to go to an address other than the facility address When you have finished setting up your options select Process Now to begin processing this batch of statements Select Send to Queue to send this batch of statements to the Statement Queue Select Save Current Settings as Default to make the selected options the default settings for statements User s Guide Patterson PTOS 5 6 Billing e 116 The Statement Queue In the Statement Queue review statements remove statements and make changes to statements prior to printing New Patient Billing EEES Statement Queue Select All V Print Audit Trail Report Print Image File gt Prev
185. user PTOS Solutions Enter the emal address used bo send emads from PTOS Required for emai snd Fam eMallFax mailed PTOS Solutions Speedy the password provided by the Internet Service Provider Required for email a eMail Fas MallSubjsct Appointment Fur Enter the subject line for appointment reminder emads sent to patients eMail Fax malport 25 S5peciy the port number to connect bo on the outgoing emal SMTP Required For eMailiFax FaxEmalServces PTOS Solutions Speoby the emal address extension such as efax com or Eras com used bry th ebMalfFar Fromermnad PTOS Solutions Specry the emal address PTOS wall be using while sending amaliet ax eflialiFax frommame PTOS Solutions Speedy the name the emal sent From PTOS appears bo be From Example American Mail Host Enter the Simple Mail Transfer Protocol SMTP server for outgoing messages or the email provider s SMTP outgoing address This information can be provided from your Internet Service Provider ISP or network administrator Required for email and fax capabilities Mailuser Enter the email address used to send emails from PTOS Required for email and fax capabilities Mailpwd Specify the password provided by the Internet Service Provider Required for email and fax capabilities MailSubject Enter the subject line for appointment reminder emails sent to patients Mailport Specify the port number to connect to on the outgoing email SMTP
186. user to enter additional taxonomy numbers and qualifiers for boxes 81A D on the UB04 form By default this will be left blank eClaims Attachment Information eClaims Attachment Information Drop down lists of attachments that relate to eClaims can be located in the Patient Editor HCFA tab Locate the button in the top section Additional CMS 1500 HCFA Boxes eClaims Attach Info CEA EEE Hra Insurance Notes OOOO Additional CMS 1500 HCFA Boxes Patient Status 8 Married Employed If patient has had same or similar illness give first date 15 From Saracen to OE v State b CA Dates patient unable to work in current occupation 16 anes Sine incall Hospitalization dates related to E cei 18 use 10d HCFA Box 12 UB04 Box 52 For Local Use Box 19 Print Signature Date Services performed by Outside Lab 20 Laboratory amount Authorize Payment to Office HCFA Box 13 UB04 Box 53 7 Medicaid Resubmission Code 22 Authorization Number 23 Auth Numbers Place of Service 24b 11 User s Guide Patterson PTOS 5 6 Using PTOS e 26 Attachment Report Type Code eClaims Attachment Information x Remove these settings after sending the requested attachment to avoid r esending Attachment Transmission Code the attachment information on Remember to remove this information after processing the claims that require attachment information in order to avoid having these detail
187. utomatic Distribution Manual Distribution Account Payment Final Payment 7 Print Receipt i Clear Payment i Open Claims Patient Create Date Claim Notes Insurance Name Claim Amt Exp Ins Ins Pd Amt Ins Type Adj Amt Adj Details E oo Insurance Payment v Edit Filter f Service Date CPT Code Descriptio a Balance Total Chg Allow Allowed Exp Ins AdjDetails CoPay InsPd PatPd Status PA 03 09 2012 test test 00 00 0 00 100 00 25 00 i PARRA rr TOTALS 100 00 20 00 100 00 25 00 75 00 Distributed Undstrbuted 0 00 Overpayment of 20 00 will be saved as unapplied Example A full insurance payment has been made on a claim where the patient has already made a 20 00 payment In this case the 20 00 patient payment is moved to unapplied so that the entire 100 00 insurance payment can be distributed to the claim X Charge Electronic Payment Processing To sign up for X Charge Electronic Payment Processing services contact our eServices team at 800 824 4305 to enroll Introducing X Charge a complete electronic payment processing system that is now fully integrated with PTOS 5 6 To create a patient refund or other debit adjustment selec the Adjustments tab Under Merchant Payment select the drop down arrow to use either the Credit Debit or E Check radio button User s Guide Patterson PTOS 5 6 Billing e 95 Change Ticket
188. where Downtown Under System Tasks Supervisor Facility enter your facility information Enter your demographic information including Scheduling Start End time and Scheduling Time Duration In the PTPN Information section enter the Office and DBA information Select the checkboxes to designate this facility as the Insurance Billing Remittance Facility and or Patient Billing Remittance Facility User s Guide Patterson PTOS 5 6 Using PTOS e 5 Select the Practice Identification button to enter additional identification numbers such as License UPIN and insurance group numbers Practice Identification Identification Type Blue Cross Blue Shield Medicare LIPTNH Champs Commercial Mumber Location Number Network Number Clinical Lab Taxonomy State Industrial Accident Nurniber Other LIBO4 Box 56 ID Select OK to save Setting Up Your Employees Required fields are denoted with asterisks adm First Name Initial 20m Last Name Admin User Name admin Password Nickname Gender Billing Provider Information First Name Last Org Name Name Address City State Zip NPI eClaims Taxonomy Code Phonel Phone2 Email Birth amp Hire Date Terminated Date Hourly Rate Notes Sort Order ara Identification Value
189. y it is necessary to check for updates to your PTOS Before you update your software it is recommended that you have a verified backup that can be restored if necessary To check for updates select System Tasks Supervisor Check for Updates Check For Updates e Check for updates BEFORE UPDATING IT IS STRONGLY RECOMMENDED THAT YOU PERFORM THE FOLLOWING Make a backup of your database and documentation Files Ensure that ALL other users have exited PTOS Verify that you are running the update from the server machine and are logged in as a user with proper rights to the server Are vou sure you want to proceed with the update Select Yes to continue Select No to exit without continuing User s Guide Patterson PTOS 5 6 PTOS e 3 Updates PTOS Updates Found PTOS needs to be closed to perform this operation Are you sure you want to exit PTOS and proceed further To continue downloading updates select Yes Select No to exit without updating The following window appears Database Updates PTOS Updating Main 1 out of 1 Me Executing script 30 out of 1322 Select OK to finish installing updates i Custom updates completed successfully Please see the PTOS User s Guide and or New Features Guide Help menu PTOS User s Guide For information on the latest PTOS update Select OK to launch the PTOS application PTOS Update Complete Launch updated PTOS application now

PTOS 5.6 - User`s Guide

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