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May 2008 Release Notes |
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Abstract
*** New York State MEDICAID Note ***
Providers must register their NPI with NYS MEDICAID as soon as possible.
NYS Medicaid will be unable to process your electronic transactions if your NPI information has not been communicated by the implementation date.
If you have not already registered your NPI with NYS Medicaid go to http://www.EMEDNY.ORG and click the "REGISTER NPI" button located in the green box on the right side of the screen. You should also register the NPI for each physician in your facility by clicking the "Enter Facilities Practitioner's NPIs" button.
Please note that when you register your physicians' NPI numbers you will need to go through 2 screens.
On the first screen you will be asked to enter an image verification code, your facility's NPI number and your facility's Federal id (without the dash).
On the second screen you will be asked to enter the physician's: NPI #, their License (this requires 2 leading zero's for a total of 8 digits), Profession Code (usually '60'), the State, and Effective Start Date (this is the date the physician started working at your facility.)
For more information go to http://www.emedny.org/hipaa/npi/index.html.
The May 2008, Patch034 is a complete release of CHARTS software.
Table of Contents
Highlights of this May 2008 CHARTS Release
This is a complete CHARTS software release containing all prior updates, and various other enhancements. All facilities using CHARTS should load this release.
Census Control & Resident Information
Resident Memo Information
[GM,2,9]. This program allows users to enter miscellaneous information about a resident in a free format entry mode. The information can then be shared with other users that have access to CHARTS. This program has been expanded to include up to 9 screens of information. An automatic date stamping function is available (PF '7). A user parameter option is available to lock information and prevent it from being modified (User Parameters, 13, #45 - Protect MCMEMO). The information in MCMEMO can be displayed when viewing a resident ledger by pressing PF' 2 while viewing a ledger.
Print Resident Memo Information
[GM,2, 15, 7]. This program allows users to print the resident memo information entered for each resident.
Medicaid Eligibility Inquiry and Reporting
A new set of programs is available that creates a '270 Eligibility, Coverage or Benefit Information Request' that can be submitted to Medicaid. Upon receipt of the '271 Eligibility Response' the information is then analyzed and reported. [There is an additional fee for this module.]
Print Medicare Schedule
[GM, 3, 5, 2, C]. This program now prints the assessment type in the Medicare Rugs III Schedule.
HIPAA 837 Medicaid Billing
This release includes the latest Medicaid HIPAA 837 updates. The software has been modified to include NPI information for New York State billing as is required beginning May 23, 2008.
HIPAA 837 Medicare Billing
RHS has been successful in billing Medicare Part A and Medicare Part B using the new HIPAA 837 format since November 2002. This release includes the latest Medicare HIPAA 837 updates. The software is more sensitive to newer Medicare edits being used with the implementation of the M2 Migration. The software also excludes legacy information as is required beginning May 23, 2008.
HIPAA 835 Medicaid Electronic Remittances
The Medicaid electronic remittance program [AR, 4, 10] now allows for the printing of only Paid items, only Denied items and the ability to either include or exclude retroactive adjustments. This program has also recently been modified to allow for a range of service dates, this will assist the facility in analyzing retroactive rate adjustments.
Revised Room and Board Cash Receipts Program
There is now a simpler method of entering individual cash receipts or exceptions with retro differences. For example, if the facility billed $900.00 and the amount received was $901.10, there is no longer a need to do the math. Simply enter 901.10 in the amount received and ‘R’ in the retro field. The retro will be calculated as $901.10 - $900.00. This, of course, can not be used when there is a budget difference.
There is also a better way to write off ancillary charges. For example, if 9 items appear on the screen totaling $900.00 and you were paid $875.00. Enter 1-9 with an amount of 875.00 and ‘WO’ in the retro/write-off field. This will apply $875.00 and write off the balance on the screen, in our case $25.00.
UB04 HMO Billing
The print UB04 program [AR, 3, 3, 10] has been modified to print the Insurance Company Name and Address in Locator code 38 on the UB04 bill. The address will appear in the window of a standard mailing envelope. The address information is obtained from the Insurance Company Table [CTF, 1, 13]. To set this up enter the insurance company information into the Insurance Company table and set the Payer field in UB92INFO [AR, 2, 7] to match the Insurance Company secondary key. You can use PF '2 to review the entire list of insurance companies in your table.
UB04 Covered Tracking Bills
The print UB04NOPY program [AR, 3, 3, 11] has been modified to allow for the printing of Covered Tracking bills. A covered tracking bill can be printed by selecting 'C' - Covered Tracking - as the type of bill to print.
HMO Authorizations
A significant number of HMOs require authorizations to be obtained every few months. In the past the UB04 program was able to store only the current authorization number. A facility can use the 'Update Authorization Codes' program [AR, 15, 8] to maintain a history of authorization codes. Codes '100' or '120 should be used to indicate Room and Board authorization numbers. This will allow the UB04 program to use the appropriate authorization code each month. The authorization codes can be viewed by running the 'Print Authorization Codes' program [AR, 15, 9].
Post Room and Board Charges
[GM,8,2]. The program now checks to see if budgets were deducted for the month. In the past if you posted budgets more than one time in a month the system would again deduct the budget. Now even if you ask for budgets to be deducted the program looks at the AR file and if a budget was already taken for that month it will not be deducted a second time. This program has also been modified to prevent double posting of room and board charges. If a charge has already been posting the user is warned of that fact. The post room and board program also has a new feature to allow for mid month billing of Medicare charges to improve cash flow. The program allows for a 'Bill Final Discharges' option, that when specifying a mid month date will bill final discharges only and not re-bill these charges at the end of the month.
A/R Aging
[GM, 8, 5, 2]. This program has been modified to allow for the creation of a file that can been imported into a standard spread sheet program (i.e., Excel).
3837 Medicaid Billing
This software has been updated to process the new 3837 billing rate code - Nursing Facility Financially Disadvantage Program billing. This rate code is applicable to about 30% of the facilities in New York State for the billing period December 1, 2006 thru December 31, 2006. Your facility should have been notified by the NYS Department of Health if you are eligible to bill under this program. The software can automatically produce the required 3837 charges from your existing Medicaid accounts receivable records - Create NYS 3837 Adjustments [AR, 2, 15].
Dialysis Center Billing
A new series of programs to bill for Dialysis patients is available for licensing. The software is for facilities that have free-standing dialysis centers.
Print Resident Funds Checks
The program [GM, 9, 8] allows for the printing of one check to a single vendor (e.g., Barber, NY Times) for multiple resident expenditures.
Maintain Funds Mailing Address
This program allows the facility to maintain mailing address’ for each resident, indicating where the Resident Funds Check should be mailed [GM , 9, 14].
Electronic Check Reconciliation
Programs are now available to electronically denote payroll checks as cleared. What is required is a file from your bank with cleared check information. [This option is bank specific and additional fees apply.]
Cash Disbursements
A feature, based on a user defined option, has been added that initializes the payment date for a given vendor’s invoices, based on a specific number of days as defined in the vendor master file, for example 30 or 60 days. This option is useful for clients that use the payment date field to control the payment of invoices. The Cash Disbursement program now also has a feature that displays the total amount paid during the session to help with cash flow management.
Outstanding Invoice Listing
This new program [GM, 11, 3, 11] provides a listing of all invoices including amounts paid, or a listing of open invoices only.
Close Accounting Period
This program [GM, 12, 11] has been modified to prevent a user from entering a 'close period date' that is earlier than the one on file - unless that user is a security administrator [CTF, 18, 4 - Charts User Security field 'Administrator' set to 'Y"].
Facility Name Appears on Each Screen
In response to suggestions from our clients we have modified CHARTS to display the Facility Name of the bottom of every CHARTS Screen. [The only exception is when the bottom line is used as an input or message field.] This is especially useful for multiple facility clients. Single facility systems would also benefit from this feature when working on prior year payrolls. If for any reason you wish not to make use of this feature, the Facility Name can be suppressed by entering a 'Y' in User Parameters, Options III [UP, 14] field #49 'Suppress Facility Name'.
Adobe PDF Compatibility
Included in this release is the ability to save and print CHARTS reports as Adobe PDF documents. This feature is not available across all operating systems. For additional details and set up instructions please see P5090 - Saving CHARTS reports in PDF format.
End of notes