Welcome to our monthly Medisoft Tips & Tricks recorded meeting. In our meetings we demonstrate how to get the best out of your Medisoft investment and use the software to its maximum potential. All of the Medisoft training will be compatible with version 20 or version 19.

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How to bill finance charges in Medisoft

Billing or Finance Charges
Note: We strongly suggest that you back up your data before applying any billing charges to your database.

You can create billing charges for any reason and apply them in specific situations, such as a billing charge to all accounts that have a balance that is 90+ days overdue. There are three (3) requirements that must be met before billing charges can be applied to a case balance. For a list of the requirements, click here.

All applicable insurance carrier payments must be marked Complete. To check whether this condition has been met, run the Billing/Payment Status Report.

A statement must have been printed for the claim. To check if a transaction has been billed, look for a date in the Bill Date 1, 2, or 3 column in the Claim Management window. (Use the horizontal scroll bar to display the column.)

There must be a transaction within the case that fits the description applied; i.e., to apply billing charges to an account that is 90+ days overdue, there must be at least one transaction that is 90+ days overdue.

Go to the Activities menu and select Billing Charges. The Billing Charges window opens.

Chart Number Range: Enter a range of chart numbers to which you want to apply billing charges.

Billing Codes Range: These codes are the case billing code in the case's Account tab. Enter a range of billing codes for which you want to apply billing charges.

Case Indicator Match: This field pulls from the Indicator field in the case's Miscellaneous tab. Enter the case indicator that you want, for which you want to apply billing charges.

Charges Creation Date: Enter the date on which you want the billing charges to be applied and reflected in the ledger. The billing charge transaction is included on the current day’s Day Sheet, no matter what date you put in this field.

Transaction Charges: The number entered in this field indicates the number of days before the Charges Creation Date and sets the "overdue date" for this procedure. For example, if the number you enter in Transactions charges is 45 and the Charges Creation Date is August 7, 1998, the overdue date is September 22, 1998. You can select a number from the drop-down list (30, 60 or 90), or type in any number you want.

Monthly Billing Charge %: Indicate the percentage of the outstanding balance you want charged as a billing charge in this field. You must enter a number in this field.

Billing Charge Procedure: Click the billing charge procedure code. You must enter a code in this field.

Minimum Past Due Balance, Minimum Billing Charge, and Maximum Billing Charge: Enter whatever sums you want in these fields. They are optional.

Check Box: The a check box at the bottom of the window affects the cases included. By default, this box is checked. This means that cases for which at least one payment was received during the time period between the Charges Creation Date and the Overdue Date (encompassed in the red circle in the time line below) are excluded from billing charges, even if there is still an outstanding balance. If you want to change this setting and have billing charges applied to all cases with overdue balances, whether payments are being received or not, deactivate this box by clicking it.

NOTE: When calculating the balance of any case that qualifies for billing charges, all transactions are included, i.e., all charges, all payments, all adjustments.

Start: Click this button to start the process.

When the billing charges have been applied to the selected patient records, a window appears showing the number of charges that were created. Click OK on the window.

A .LOG.REP file is created that lists which billing charges were created. This report is stored in the practice database folder.

Once the program has applied the billing charges, they appear on various reports (such as the Procedure Code Day Sheet), as well as the patient statement.
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