Description
This quick guide demonstrates how to handle patient accounts when the office does not convert their balances.
About
Early in the conversion process, the project manager will have a discussion with the office about whether or not to convert their balances. If the A/R is not converted, all their patient accounts will be empty, and only production that is completed and checked out in Curve Hero will be added to the accounts after the office goes live.
Important Note
This guide does not demonstrate how to enter conversion data, or the procedures that were completed during the interval between the final data pull and going live in Curve Hero. To learn how to enter these, click Adding Conversion Production into Curve Hero for Offices that Did Not Convert Their Balances.
*The steps in this guide demonstrate a patient example that does not have any appointment or invoice information added in the interim between the last data pull and go-live day.
Contents
Sections covered in this guide:
- Section 1 - Procedures Completed After Going Live in Curve Hero
- Section 2 - Posting Payments in the Legacy Software After Going Live in Curve
- Section 3 - Transferring Credits from the Legacy Software
- Section 4 - Adding an Inventory Item in Curve Hero
- Section 5 - Manually Transferring Balances From the Legacy Software Into Curve Hero
- Section 6 - Verifying Transferred Balances on Reports
Section 1 - Procedures Completed After Going Live in Curve Hero
- After going live, all appointments should be checked out in Curve Hero, which means all the production will be added in Curve. To do this, right click the appointment, and click Check Out.
2. The Billing module opens. After reviewing that all the invoice details are correct, complete the checkout by clicking Add.
3. The invoice is added as the first transaction, even if prior procedures have an outstanding balance in the legacy software.
**See the Important Note at the top of the guide.
4. It will also show as a visit in the patient's Charting History. Click Charting in the Sidekick.
5. In the Charting module, click History.
6. The visit, procedures, and procedure details display in the Charting History box.
Note: Past visit procedures (prior to the conversion) will be converted into the patient's Charting History with their date of service and procedure details.
Section 2 - Posting Payments in the Legacy Software After Going Live in Curve
Note: The steps in this section do not include any procedures that are manually added from the days between the final data pull and the go-live date.
- Procedures that were done prior to going live in Curve will be billed from the legacy software, and will not exist in the Billing module in Curve Hero.
2. The financial reports will display a decreasing A/R as more and more payments are posted to the existing procedures and no additional procedures are added.
Section 3 - Transferring Credits from the Legacy Software
Some patients may have a credit in their account in the legacy software. This means the credit must be transferred from the legacy software into Curve.
- To add a credit to an account, make sure the correct patient is the active patient, and in the Billing module, click +Deposit.
2. On the Add deposit page, click the Date field, and backdate the payment to the actual date the payment was made (or a date prior to going live in Curve Hero). This assures the Bank Deposit report and Collection Summary report are accurate. Click Add.
3. The deposit is added to the account, and the credit shows at the bottom of the page.
4. Add a note to the deposit to record any pertinent details. Right click the Deposit, and click Add note.
5. Type the specifics of the transferred credit. Click Save Note.
6. The deposit and note display in the Billing module, and the credit can be applied to invoiced production.
Section 4 - Adding an Inventory Item in Curve Hero
After a period of time (usually around three months), the outstanding balances in the legacy software will be decreased considerably. This is a good time to manually transfer the remaining balances into Curve Hero.
- First, make sure an inventory item is added that can be used throughout this process. Click the More menu, then Administration.
2. In the Administration menu, under Procedures, click Inventory items.
3. In the Inventory Items page, click Add Item.
4. Click New Item.
5. Type the item name so it clearly identifies what it is (examples: Legacy Balance or Existing Legacy Balance). Click Return or Enter on the keyboard to save the name.
Section 5 - Manually Transferring Balances From the Legacy Software Into Curve Hero
- To move the legacy balances into Curve Hero, run an A/R report in the legacy software that displays all the patients with an outstanding balance.
2. In Curve Hero, bring up the first patient on the legacy A/R report, and make them the active patient. Click Billing.
3. In the Billing module, add a manual invoice. Click +Invoice.
4. In the Line Item Selector box, in the Search field, start typing the inventory item that was just added in Administration.
5. Click to select the inventory when it displays in the list, then click Add.
6. On the Add invoice page, click the Date field.
7. Select the year (as applicable), month, then the date so it matches the patient's date of service in the legacy software.
8. Verify the Provider. In Curve, the collections belong to the provider that owns the production. If the wrong provider is set for the production, it will wrongly attribute the production and the collections.
Note: If the legacy balance production belongs to more than one provider, add an additional line item, and select the correct provider. Each line item should equal the exact amount that provider owns.
9. Click the Total field.
10. Type the patient's outstanding balance from the legacy software, then click Add.
Note: If there are multiple dates of service in the legacy software for this patient, individual invoices can be added for each date of service. This assures the Responsible Party Aging report displays correctly in Curve.
11. On the main Billing page, right click the invoice, and click Add note.
12. Add all pertinent details to the note, including the procedures, site, surfaces/material as applicable, and any billing history so everything is viewable within Curve. Click Save.
13. The note displays beneath the invoice for easy reference.
Section 6 - Verifying Transferred Balances on Reports
1. Referencing the A/R report in the legacy software, make the next patient the active patient in Curve, and repeat steps 3-11 until every patient balance has been added into Curve.
2. In Curve, click the More menu, then Reports.
13. Click Create a New Report.
4. Name it Legacy Balance Transfer, or something that easily identifies its purpose.
5. For the Category, select Financial Reports, and for the Type, select Production Summary.
6. In the column selection box, select the following columns: Procedure Name, Created Date, Full Name, RP Full Name, and Total Owing. Select other columns as desired, such as Associated Clinic, and Provider Full Name. Click Finish.
7. When the report opens, in the Filters section, add a filter for Procedure Name equal to
Legacy Balance, or whatever the inventory item is named in the database.
8. Click Apply Filters.
9. The report generates. Click the double line at the bottom of the page in the Total Owing column.
10. In the options box that opens, click Total.
11. The total of the Legacy Balance (or equivalent inventory item name) displays at the bottom of that column. This total should match the A/R total in the legacy software.
12. The payments for the outstanding legacy balances can now be posted in Curve Hero.
Note: If an outstanding balance is paid by insurance, right click the invoice, and click Add insurance payment. Proceed to add the payment as usual.
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