Converted Data Guide: Handling Converted Balances

Description

This quick guide demonstrates how to post patient and insurance payments for offices that converted their balances into Curve Hero. 

About

Converted balances must be handled in a specific way so the reports, patient accounts, and Charting history will be accurate in the immediate days following go-live day, and in the future. 

Note

The Responsible Party Aging report will not be accurate for the first few months after going live. As more and more payments are posted to the converted balances, it will become more and more accurate. 

Contents

The following topics are covered in this quick guide:

• Section 1 - Posting Payments on Converted Balances
• Section 2 - Changing the Invoice Provider
• Section 3 - Posting Payments on Insurance Balances
• Section 4 - Posting Payments to Multiple Providers
• Section 5 - Converted Balances on Reports

Section 1 - Posting a Patient Payment on Converted Balances

1. An invoice with a balance will display only one line item for Converted Balance, rather than the actual procedure(s). 

2. Converted balances will not show the actual date of service. The balances convert in aging brackets (0-30 days, 31-60 days, 61-90 days and over 90 days). If a patient has a balance that spans more than one aging bracket, it will result in multiple invoices that show the age bracket of the balance.

3. If the production from the legacy software was done by a single provider, click the Patient Estimate Box. 

4. The screen changes to the Add Patient Payment page. Click the Payment type field.  

5. The Payment Type dropdown menu appears. Click the correct payment type in the list. 

6. If the amount being paid needs to be edited, click the Payment Amount field, and type the correct amount. 

7. Click Add to finalize the transaction.

8. The invoice and payment details can be recorded in an invoice note. Right click the invoice, and click Add Note.

9. Type the body of the note to provide the pertinent details. When it is finished, click Save Note.

10. The payment and note display beneath the invoice.

Section 2 - Changing the Provider for the Converted Balance

In Curve, the collections always belong to the provider associated with the procedure. In many conversions, all the production is attributed to one provider, regardless of what provider actually did the work. 

1. When a different provider needs to be attributed for the production, edit the invoice. To do this, double click the invoice row, or right click it, and click Edit.

2. A provider cannot be edited on an existing procedure. Instead, add the procedure again. Click +Line item.

3. In the Search field, type Converted Balance, and click to select it in the procedure list. Click Add.

Note: Do not add the actual procedures to the invoice. Doing so will duplicate them since they were already converted into the patient's Charting History.

4. Click the Provider field.

5. Select the correct provider in the dropdown list.

6. Click the new line item Total field, and type the amount of the original converted balance.

7. Delete the original Converted Balance line item. Hover over it, and click the trash can.

8. Click Save.

Note: The date can also be backdated to the original procedure date, but this is not necessary. 

8. To post the payment, follow Steps 3-9 in Section 1.

Section 3 - Posting Payments on an Insurance Balance

1. Insurance balances typically convert as a patient-owed estimate. Insurance payments can still be posted on a converted balance. To post an insurance payment, right click the invoice, and click Add insurance payment. 

2. The screen changes to the Add Insurance Payment screen. Verify the Date, and Payment from fields are correct, as well as the Payment type. Change any of these as needed.

3. Click the Payment Amount field, and enter the full amount of the insurance payment. Click Add.

4.  If there is an insurance adjustment, right click the invoice again, and click Add adjustment.

5. Click the Adjustment type field.

6. Click to select adjustment type. 

Note: Use the existing credit adjustment for Write off, or a new adjustment type can be added for Insurance write off. This is done in Administration | Billing management | Adjustment types.

7. Click the Amount field, and type the amount of the adjustment. Then click Add.

8. Add a note to the invoice to record original procedure details, insurance payment details, and the write off details (as applicable). 

Section 4 - Posting Payments to Multiple Providers

1. As stated above, the entire converted balance is most often attributed to one provider. In some cases, there is more than one provider for the production on a single invoice. When this is the case, double click the invoice, or right click and click Edit.

 

2. Add a new Line item. 

3. Select the Converted Balance line item, and click Add.

4. Set the Provider for the new line item.

5. Click or tab to the Total field. Type the amount that this provider is owed for the production on this invoice.

6. If there is an amount on the invoice that is to be attributed to the provider already attached to the converted balance, add the total amount owed to them. If the remaining production belongs to a different provider, add another Converted Balance line item, set the provider, and enter the amount owed.

Important Note: The total of the invoice should remain the same. If it does not, check the math so nothing is different for the production amount. 

7. Click Save.

8. Add the patient and/or insurance payment, the insurance adjustment (as applicable), and the invoice note to record the pertinent details. 

Section 5 - Converted Balances on Reports

1. It is important to understand how the Responsible Party Aging report displays when the balances are converted. To access this, click the More Menu, then click Reports.

2. When the Reports module opens, click Financial Reports.

3. Click the Responsible Party Aging Report.

4. The RP Aging report will display the entire balance in the patient owing columns, even though much of the balance may be owed by insurance. Additionally, the report will display the aging brackets rather than the actual dates the production was done. This report will get more and more accurate as the converted A/R is paid off.