Proofing Screen
The Proofing screen allows you to review the billable items that have been posted from timesheets. These items can be added to batches to send for billing.
*This page has been updated with information on the proofing screen changes in v3.5
Overview
1. Buttons to filter or add to the grid
2. Buttons to act on items that are in the grid
3 Grid results
Filtering
When accessing the proofing screen, the grid will filter to all items in the past month. From there you can change the date by modifying the dates in the date range.
First click the date range to display the menu. Select a preset date range, or click the begining and end dates in the grid. When finished, click the Apply button.
If you need to filter down the results more, click the advanced button [Adv]. This will allow you to filter the results in the grid using the date range you selected.
Change the Filter dropdown to the value you want to filter on. You will be presented with a second dropdown that will contain values that you can filter on.
Status = The status of the appointment. This is the color that shows in the checkbox column.
Contact = The contacts that have an item on the proofing screen. If you are not seeing a contact, try changing the date range you are filtering on.
Staff = The users in the system that have an item on the proofing screen.
Activity = The activity codes that are on the proofing screen.
Cost Center = The cost center (program) codes that are on the proofing screen.
Procedure = The location codes that are on the proofing screen.
Insurance = The insurance companies that are on the proofing screen.
Quick Add
Sometimes an item will need to be manually added so ti can be billed. The quick add will allow you to add a billable item to the proofing screen.
Note: Any item created this way is not linked to a calendar item, so reports may not work the same as if it was created from a users calendar, and submitted on a timesheet.
Fill in all the information for the item, and click the save button.
Depending on your current filter, you may need to re-filter to see the item you just added.
Form Extract
Form extract is a custom feature that can be added for organizations. This allows forms in your system to create a billable item on the proofing screen. For example, if you have a progress note that when signed off will always have a billable items associated, custom code can be built to have Form Extract create the billable item.
Select the Month / Year or a particular start / end date and click Extract Appointments. Please allow for the process to finish, and the items will be added to the proofing screen.
Send All Completed
The next step for a billable item is a batch (Third Party Billing), Self-Pay, or Non-Bill.
When you have reviewed the proofing screen item, you can click the Send All Completed button. This will move all all GREEN (Pass), BLUE (non-bill) and YELLOW (warning) items to the next step.
You will be prompted to confirm your action in case it was accidentally clicked.
Send Checked
This will do the same as Send All Completed except it will only include items that have been checked in the grid.
Re-Process Checked
When an item is manually changed, or something external is changed to cause the item to change to a different state, you will need to reprocess. The Re-Process Checked button will perform that action.
Delete Checked
When an item needs to be deleted from the proofing screen, you can check the checkbox for that item, and click the Delete Checked button.
Legend
The legend button will show you what the colors mean in the grid
Customize
The Customize button will allow you to show/hide/order the columns that show in your gird.
Check the column name to have it show in the grid.
Un-check the column name to have it not display in the grid.
Click Save when finished.
Grid Row
After using the filter, you will see all items in the grid that match that filter. From there you can see the details that make up the item, and have the ability to perform a few actions.
Checkbox - Used to mark items to perform an action on. The background also shows you the status in form of a color.
Button 1 - Open the history dialog for that item. From there you can see all of the details on the processing information for that item, including information about Exceptions and Warning statuses.
Button 2 - Deletes the item.
Button 3 - Enables the item for editing.
Contact - The contact the item is for. Clicking the contact name will open a new tab, and take you to that contact.
Start Date - The date of the item.
Cost Center (Program code) - Cost center for the item.
Activity - Activity code for the item.
Procedure - This is the procedure that the item's codes map to. Procedures are defined under List Maintenance > Procedures.
CPT Code - As defined under the insurance company, the CPT code this item maps to.
Staff - The user in the system that is linked to this item. This is usually the user that has performed the service.
Duration - The amount in minutes this item took
Payer - The insurance company that this item has mapped to, as defined by the contacts billing schedule form. If the item cannot map to an insurance, Self Pay will show in place
Charge - If the item maps to a billable procedure, the charge of the service will show.
Client - If the contact has a co-pay for that insurance, it will show here.
Comments - If any comments are added to the item, they will show here. Comments can be added by clicking the edit button in the row