Instructions for receiving the 835 Empire Medicare remittance advice electronically

Instructions for receiving the Empire Medicare 835 remittance advice electronically:

June 4, 2007

Dear client:

We are pleased to inform you that CHARTS now has the ability to process Empire Medicare 835 remittances electronically for both Part A and Part B cash receipts. The new CHARTS software that is required to process these files is included with the PATCH029 update.

Instructions for implementing this new feature follow:

Step 1a - Applying for Medicare Electronic Remittances:

Complete the "Electronic Remittance Request" form online at Empire Medicare Services to enroll.

Step 1b - Obtaining PC PRINT software:

Download the PC PRINT software to view and print the remittance advice. This free software supplied by Empire Medicare Services will allow you to view and print the 835 electronic remittance. To download follow the instructions at the following link: "PC PRINT Software" and click on "PC Print 3.6.0 Upgrade including Manual" to download the PC Print software.

Step 1C - CHARTS Table File Set-up

Create a directory (or directories) in which to store the cash receipt files you will download.

	If you have only one Nursing Home facility do the following:
	On the drive that contains CHARTS (usually R), under directory RHS\Volb create a directory called MCCASH.

	If you have multiple facilities create separate directories for each facility as follows:
	Each directory name should begin with the word MCCASH followed by a facility designator up to 2 characters. For example, if you have two facilities named Pineview and Oakview create two directories, called MCCASHPI and MCCASHOA.
	Create the new directories on the drive that contains CHARTS (usually R), under directory RHS\Volb.

For each facility create a pointer in CHARTS to the directory (or directories) that you created.

	In CHARTS, at ENTER MENU NUMBER type ATF and press ENTER. Type 18 ENTER, and 2 ENTER.
	At Main Key type MCCASH At Secondary Key type MCCASH. (i.e., 'MCCASH' followed by a '.') and press ENTER.
	At Description type MCCASH
	At File Name type FILE
	At Library type MCCASH (For multiple facilities type the directory name you specified above.)
	At Number of Bills type 500
	At Enter (F) To File (I) To Ignore Type F and Press ENTER.

Step 2 - Downloading - Overview:

Empire Medicare electronic 835 remittance files should be downloaded using the IVANS and e-link software already on your system. The files could be saved in the MCCASH directory set up in Step 1c.

Our recommendation for the naming conversion to save these files and the CHARTS programs to process these files are summarized below:

Empire Medicare			CHARTS
Claim Types	File Name	Save As...	Program	Name	Path
Paid	Remitsta...... .txt	MCyymmdd	HIPAA835	HIPAA Cash Receipt Medicare	[AR, 4, 11]

See the following for more detailed instructions.

Step 2a - Downloading Paid Claims:

Logon to Empire Medicare using the IVANS software.

Click on 'e-link'.

Click on 'Get Files'.

Click on 'Remittance Statements'.

While positioned at the file you wish to download - Right Click at 'View/Download' and select 'Save Target As'.

At Save In specify the appropriate directory that you created in step 1c above (e.g., r:\rhs\volb\MCCASH or MCCASHxx).

At File Name specify MCyymmdd (where yy is the year, mm is the month and dd is the day of the date associated with the file you are downloading).

At Save as Type select Text Document and click Save.

When finished click Close.

Step 3 - Posting Medicare Cash Receipts:

On CHARTS run program HCRMA835, HIPAA Cash Receipt Medicare, [AR, 4, 11]. NOTE: Do not run this program if you are in the middle of a Room and Board cash receipts, it will override your cash receipt entries.

The following screen appears:

                       HIPAA 835 - CASH RECEIPTS MEDICARE A & B

Device No.: ▬▬▬ PC Filename: ▬▬▬▬▬▬▬▬▬▬▬▬

Disk File to  --> File : ________ in Library: ________ on Volume:        
Create or Use

Cash Receipts --> File : CRRB0038 in Library: WORKLIB_ on Volume: VOLB__
Temp File

Print Option: P

Device No. and the PC Filename should be left blank for NT/Novell/Windows systems.

Device No. and the PC Filename should be filled in for Unix platforms ONLY.

At "Disk File to Create or Use --> File" type MCyymmdd (where yy is the year, mm is the month and dd is the day, as specified above.)

Leave all other fields as initialized and press ENTER.

Next, Run CHARTS program RBRECEPT, Post Room and Board Receipts [AR, 4, 2] to post the cash receipt records. On the Billing Type selection screen place an X alongside both Medicare and Ancillaries and press ENTER. You will then be prompted with 'S' to Save or 'B' to Begin New File. Type 'S'. At this point you are ready to list and then post your cash receipts.

Be sure to review the printouts before posting.

If you have any additional questions please feel free to call client service at (718) 338-2400.

END