Account Balance Letters Create Workfile

Use the Account Balance Letters Create Workfile routine to generate a workfile of patient accounts that qualify to receive a patient letter.  For example, you can use the Create Workfile parameters to specify the patient accounts to receive a past due letter for their balances that are overdue or you can use this routine to create collection letters to alert patients of their seriously delinquent balances.

Directions:

To see directions for...

• Opening the Account Balance Letter Create Workfile Routine, click More.

   

  1.  Click Reports from the Menu Bar.

  2.  Click Patient Letters.

  3.  Click Account Balance Letters.

  4.  Click Create Workfile.

   

  Account Balance Letters Create Workfile Window Example:

  

   

• Choosing the Selections at the Prompt Window, click More.

   

  Account Balance Letters Create Workfile Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Providers	Enter the Provider Codes for the account balance letters. (up to 4 characters) Tips: To enter an individual provider, simply enter their provider code and press [TAB]. To enter a group of providers, enter the first provider code, followed by a comma (,) and the next provider code.  Continue in this fashion until the list of provider codes is complete. You can not enter a range of providers at this prompt. Or, to search for the appropriate provider code, click Search . Keyboard shortcut:  [CTRL + f].
  Locations	Enter the Location Codes for the account balance letters. (up to 2 characters) Tips: To enter an individual location, simply enter their location code and press [TAB]. To enter a group of locations, enter the first location code, followed by a comma (,) and the next location code.  Continue in this fashion until the list of location codes is complete. You can not enter a range of locations at this prompt. Or, to search for the appropriate location code, click Search . Keyboard shortcut:  [CTRL + f].
  Insurances	Enter the Insurance Codes for the account balance letters. (up to 5 characters) Tips: To enter an individual insurance, simply enter their insurance code and press [TAB]. To enter a group of insurances, enter the first insurance code, followed by a comma (,) and the next insurance code.  Continue in this fashion until the list of insurance codes is complete. You can not enter a range of insurances at this prompt. Or, to search for the appropriate insurance code, click Search . Keyboard shortcut:  [CTRL + f].
  Procedures	Enter the Procedure Codes for the account balance letters. (up to 9 characters) Tips: To enter an individual procedure, simply enter their procedure code and press [TAB]. To enter a group of procedures, enter the first procedure code, followed by a comma (,) and the next procedure code.  Continue in this fashion until the list of procedure codes is complete. You can not enter a range of procedures at this prompt. Or, to search for the appropriate procedure code, click Search . Keyboard shortcut:  [CTRL + f].
  Departments	Enter the Department Codes for the account balance letters. (up to 2 characters) Tips: To enter an individual department, simply enter their department code and press [TAB]. To enter a group of departments, enter the first department code, followed by a comma (,) and the next department code.  Continue in this fashion until the list of department codes is complete. You can not enter a range of departments at this prompt. Or, to search for the appropriate department code, click Search . Keyboard shortcut:  [CTRL + f].
  Diagnoses	Enter the Diagnoses Codes for the account balance letters. (up to 9 characters) Tips: To enter an individual diagnosis, simply enter their diagnosis code and press [TAB]. To enter a group of diagnoses, enter the first diagnosis code, followed by a comma (,) and the next diagnosis code.  Continue in this fashion until the list of diagnosis codes is complete. You can not enter a range of diagnoses at this prompt. Or, to search for the appropriate diagnosis code, click Search . Keyboard shortcut:  [CTRL + f].
  Groups	Enter the Group Codes for the account balance letters. (2.0 numeric) Tips: To enter an individual group, simply enter their group code and press [TAB]. To enter a group of groups, enter the first group code, followed by a comma (,) and the next group code.  Continue in this fashion until the list of group codes is complete. You can not enter a range of groups at this prompt. Or, to search for the appropriate group code, click Search . Keyboard shortcut:  [CTRL + f].
  ATB Categories	Enter the ATB Category Codes for the account balance letters. (2.0 numeric) Tips: To enter an individual ATB category, simply enter their ATB category code and press [TAB]. To enter a group of ATB categories, enter the first ATB category code, followed by a comma (,) and the next ATB category code.  Continue in this fashion until the list of ATB category codes is complete. You can not enter a range of ATB categories at this prompt. Or, to search for the appropriate ATB category code, click Search . Keyboard shortcut:  [CTRL + f].
  Referrals	Enter the Referral Source Codes for the account balance letters. (up to 4 characters) Tips: To enter an individual referral, simply enter their referral source code and press [TAB]. To enter a group of referral source codes, enter the first referral source code, followed by a comma (,) and the next referral source code.  Continue in this fashion until the list of referral source codes is complete. You can not enter a range of referral sources at this prompt. Search is not active for this field.
  Balance Detail Based on Criteria	To search the balance detail based on the criteria selected within the pink area, click to select the box. To omit searching the balance detail based on the criteria selected within the pink area, de-select the box.
  DOB From	To limit patients to a range of patient birth dates, enter the beginning date of birth. (mmddccyy, slashes and century optional) Tip:  To include all, please leave blank.
  DOB Through	To limit patients to a range of patient birth dates, enter the ending date of birth. (mmddccyy, slashes and century optional) Tip:  To include all, please leave blank.
  Age From	To limit the patient accounts to those within a range of patient age balances, enter the beginning patient age balance. Tip:  To include all patient age balances, please leave blank.
  Age Through	To limit the patient accounts to those within a range of patient age balances, enter the ending patient age balance. Tip:  To include all Age Balances, please leave blank.
  $ >	To limit the patients to those with a patient balance amount greater than the entered amount, enter the dollar amount. (7.2 numeric) Tip:  To include all patient balances, leave blank.
  Accept Assignment	To include only patient responsible balances and exclude balances for insurances, set Accept Assignment to No Only. To include only insurance balances and exclude patient balances, set Accept Assignment to Yes Only. To include both patient and insurance balances, set Accept Assignment to Both.
  Weeks Since Last Payment	To limit the patient accounts to ones that have not made a payment in a specific number of weeks, enter the number of weeks. (2.0 numeric)
  	To run the routine, click Proceed or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To escape from the routine: Click Cancel. Keyboard shortcut:  [ALT + c] Or, click Close .
  Processing Status	Displays information pertaining to the various phases of the Create Workfile process to guide you.  See below for an example.
  	To close the Processing window when the process is complete, click Done or press [ENTER]. Keyboard shortcut:  [ALT + d] Note: The Status displays ** DONE **when the process is ended.