Client Update Notes December 2015

The following Release Notes include the features and modifications made in the current update. PCS suggests you provide each department a copy of the Release Notes so they are aware of the changes which may affect their department.

In order to be aware of ALL changes in the software, please read all release notes from the version you are currently on through to the version to which you are updating.

Update may include items labeled ATTENTION which will IMMEDIATELY affect Billing and other daily tasks. Please be sure to notify all departments which will be affected.

If you would like to update to the latest version, please click herefor authorization forms and instructions.

The PR2, PR3, and PR4 forms have been updated by Worker’s Compensation. To accommodate the changes, the Intellect screens for PR3 and PR4, and their associated Search screens, have been modified (screen changes were not necessary for the PR2 forms).

On the PR3 and PR3 Search screens, the following fields have been removed: <Apportionment>, <Physician 1-3>, <Personal Records>, and three <Specialty> fields.

On the PR4 and PR4 Search screens, fields were added for <Diagnosis 5 -12> and <Degree of Limitation>.

Note: The DWC PR forms allow up to 12 diagnosis codes but the Intellect PR form screens pull only the first four diagnoses codes posted in Charges--►Charge. If more than four diagnosis codes were posted, they will need to be entered into Intellect’s PR form screens manually.

For Intellect users that are importing/receiving charges from PCM. As of this update, when charges are posted in PCM for the same date of service and same “posting session” but are committed in PCM at different intervals and imported into Intellect, the Intellect program checks the visit number and if it is the same the Intellect program deletes the existing charges for that visit and re-imports ALL of the existing charges in PCM for that visit. This does NOT save any of the changes made to those charges on Intellect, including any changes to the diagnosis, as they are imported again with whatever is currently in PCM. These charges are then considered as posted on the current clinic date and the charges that were overwritten (deleted) show up on the deleted charge report.

To utilize this update, the <Auto Post PCM> field on the Utility--►Set Up--►Parameters screen must be set to ‘Y’.

In software version 15.10.15 there was the known issue of the claim scrubbing feature sending the 837 as ICD9 after the October 1, 2015 ICD10 date for dates of service 10/1/2015 and greater. This problem has been corrected.

In software versions 15.10.15 and prior, when a user used a Diagnosis pointer with a 2-digit number on the Charges--►Charge screen, Intellect split the pointer in the electronic Billing file of the claim, and the error would present on the 277/999.

Sample of the error from an electronic billing file: SV1*HC:99214*100*UN*1***1:1

As of this update, the electronic billing file now includes the ‘whole’ 2-digit number.

As of this update, the <Account>, <Name>, <Balance>, <From Date>, and <To Date> fields at the top of the screen have been modified to become read-only after the user presses [Enter] on the <To Date> field and the charges are displayed. To return the focus to the <Account> field to start over, users should press [Esc] while in the table.

As of this update, it is now possible to have the physical address of the provider included on the CHDP form. If you would like the provider’s physical address to print, please contact PCS support.

In previous software versions, when the Utility--►Set Up--►Parameter <Skip Ledger Criteria> field was set to’ Yes’, Intellect did not display the totals in the <Charge>, <Payment>, and <Adjust> fields on the top part of the Ledger--►Accounting screen. This problem has been corrected in this update.

In recent updates there was a change to the Ledger--►Open Item screen: When one used Bill Co-Pay via Charges--►Charge, the amount of the co-pay entered and not paid would display the charge amount in red. With this version, Intellect requires that when one uses Bill Co-Pay via Charges--►Charge, and payments of the co-pay are made via Payment--►Open Item, only the ‘CoPay’ amount is posted in the <CoPay> field. Any other amount less or greater will not render the same result on Ledger--►Open Item and the charge will continue to show red. One may, however, go back and +/- the amount of the co-pay to change the charge display from red as long as the amount is equal to the exact amount of the co-pay.

NEW FORM TYPE Billing--►Insurance--►Batch of Patient -- Provider Dispute Resolution Form

As of this release, a new Provider Dispute Resolution Request form option has been added to Intellect. This form is used by the office to dispute payments or underpayments. When generating the form, Intellect pulls the insurance attached to the patient record, the provider name and address, the provider tax id number, the patient name and date of birth, and the patient subscriber ID.

The amounts that print on the form are based on the provider for whom the form is printed/generated, the From and To dates of service, and the total billed.

The form is generated from Billing--►Insurance--►Batch of Patients by entering the appropriate patient account number, and dates of service, and then selecting ‘Dispute Resolution Request’ from the <Form Type> drop-down list. If the form needs to be generated for more than one provider, each provider must be requested separately in the <Provider> field. Before requesting a dispute resolution form:

· Each provider for whom a dispute resolution form is generated must have his/her own PDR code set up in Utility--►Messages--►Message

· The appropriate PDR code must be added in the Message column on either the Payment--►Open Item screen or the Ledger--►Open Item screen for the charge/payment in dispute.

Effective this version, users have the capability to ask the system not to print the very first page of the management reports. This is set up via the Utility--►Set Up--►Printer--►Report Setup screen. In the <Printer Class> field enter the printer category (in most cases this will be ‘HP’), scroll to the appropriate report, and enter an ‘N’ in the <First Page> column:

Note: The <First Page> column was added to the Utility--►Set Up--►Printer--►Report Setup REPORTS screen in this update.

In software version 15.10.15 and prior, when generating by provider, the report was failing. This has been fixed in this update.

For PCM users only. A new <Save as Chart> field has been added to Intellect’s Utility--►Set Up--►Printer--►Devices screen:

If this field is set to ‘Yes’ for any printer, any PDF report that is printed to that specific printer also saves the file as a document in PCM. Set up is required for this new feature to function:

Add a patient to Registration--►Regular--►Patient with the name ‘INTELLECTREPORTS’ as the last name and ‘INTELLECT’ as the first name, with ONLY a generic DOB and category.

Each record that is saved can then be moved to the appropriate Patient Chart. The first time this feature is used to pull the file in PCM, users receive the prompt ‘Chart does not exist’ do you want to create it. Please answer YES and create the Chart just as if you would a Patient Chart.

NEW FIELD/FEATURE Utility --►Diagnosis --►Diagnosis and Utility --►Procedure --►Procedure - <Recall in Month(s)>

As of this update, users may have a recall letter automatically sent when a particular diagnosis or procedure code is posted. Via the new <Recall in Month(s)> field, users may select the number of months following the appointment in which the recall letter should be sent.

This feature is most useful for annual or biannual appointments such as a general adult medical exam (diagnosis code Z0000).

· Go to the Utility --►Messages --►Message screen. Enter the diagnosis code (for example, Z0000) in the <Message Code> field and type the body of the letter in the large area on the screen.

· Go to the Utility --►Messages --►Remark screen. Enter the diagnosis code (for example, Z0000) in the <Remark Code> field, enter a short concise description of the recall letter in the <Description> field, and select ‘R’ from the drop-down list for the <Remark Type> field.

· Go to the Utility --►Diagnosis --►Diagnosis screen and enter the diagnosis code (for example, Z0000) in the <Diagnosis Code> field. In the <Recall in Month(s)> field, use the drop-down list to select when the patient should receive the recall letter; i.e., select 11 if a recall letter should be sent 11 months after the patient's charge with the Z0000 diagnosis code was posted.
Note: For recall letters sent by procedure code, go to Utility --►Procedure--►Procedure and set up the <Panel Code> and <Recall in Month(s)> fields, following the guidelines indicated above for diagnosis codes.

Once set up, patients for whom a diagnosis or procedure code is used will receive a recall letter in the number of months indicated in the new <Recall in Month(s)> field. For details, please see the online documentation.

For PCM users only. As of this update, users with PCM may send patient CCDA and ADT data to a hospital if the hospital asks for it.

Six fields have been added to the FACILITY screen that must be filled-in. Users must contact the hospital to get the information to complete all six fields:

CCDA Address: Enter the URL designated by the hospital to receive the CCDA data. CCDA information includes patient diagnostic information such as blood pressure or blood test results.

ADT Address: Enter the URL designated by the hospital to receive the ADT data. ADT information includes patient demographics such as name and address.

NEW Schedule --►Appointment --►Full Day--►Add/Modify Appt – Eligibility History Tab

The phone number from the Utility--►Insurance--►Phone displays in the ‘Insurance’ column (see red arrow below). The phone number may be viewed either by hovering the mouse over the field or by expanding the column.

In the Details section, the name of the primary care provider will display in the Remark column if it is returned by the insurance (see green arrow above).

Effective in this release, a <Qty> field has been added to the Procedure section on the Surgery tab:

Users may type information applicable to the procedure code into the <Qty> field, such as frequency, duration, and quantity. For example, iIn the sample screen shot above, ‘2 times per month’ was entered in the <Qty> field for the 91000 procedure code ‘Med Injection’. This information displays on the DWC Form RFA in the Requested Treatment section, as shown below:

Users may generate a Request for Authorization through the Surgery tab Action Buttons on the Modify Appointment screen.

FIX Schedule --►Appointment --►Full Day – Email reminder w/o Confirmation

In a previous software version the email format was not displaying correctly in the body of the email if either the provider or facility <Zip Code> fields were blank. This problem has been corrected in this update.