Email Us  Any questions, comments, or suggestions are welcome.

ML_Logo (11K)
Starting at $299! Free two month trial
Review your finances Find more ways to save
NPI-ready Integrated Credit Card Processing
One Click Drill-down Reports Export to PDF, RTF, HMTL, CSV, TXT
File Direct or use a clearinghouse Paper and Electronic Statements
Easy to learn and use Phone and email support

Tip Archive

  •  
  • Sales: 800.548.6148
  • Support: 800.835.6680
  • Direct: 256.778.0521
  • FAX: 256.275.4248
  •  
  • Fagerman Technologies, Inc.
  • 56 Gilchrist Road
  • Somerville, AL 35670
  •  

MedLook Weekly Tip For 02/23/2007

Sub-folders for Patients - Problem Accounts   Return to Archive

The Patient sub-folders include folders for showing patients with some sort of recognizable problem in their account. There are currently three sub-folders for this:

  • Account Balance Errors
  • Accounts with Overpaid Charges
    • and
  • Bad Records


    • The Account Balance Errors list of course includes the basic patient information. What it is most concerned with though is the financial health of each transaction in the patient accounts. Each transaction is carefully examined to make sure that all of the financial fields balance. This includes the following conditions:
    • Amount - Applied = Total Due for charges,
    • all financial fields must be greater than or equal to zero (0.00), and
    • the Amount is less than Applied for payments and credits.
    Each transaction includes the following financial information: Balance Error, Amount Due Error, Total Due, True $ Due, and the amount expected due from each payor.

    The Balance Error is the sum of all charges/debits, less the sum of all payments/credits, less the sum of all amounts yet expected due (Charges/Debits - Payments/Credits - Amounts Due).

    The Amount Due Error is the sum of all charges/debits, less the amount applied, less the amount yet expected due (Charges/Debits - Applied - Amounts Due).

    The Total Due is the sum of all charges/debits Amount fields less the Applied fields (Amount - Applied).

    The True $ Due is the sum of all charges/debit less all payments/credits (Charges/Debits - Payments/Credits).

    Obviously if the amounts are maintained properly there will be no Account Balance Errors. Usually these pre-exist as a result from an import of data from the old DOS program which did not enforce proper accounting.

    Accounts with this sort of problem typically can be fixed in the patient's account using either the Charge, Payment or Transaction dialogs.

    Below is a view of the Account Balance Errors sub-folder. 

    022307image001 (6K)

    The Accounts with Overpaid Charges sub-folder lists only those accounts that have charges/debits with an Applied amount greater than the actual Amount (billed). This is typically a result of importing data from the old DOS program but can also be the result of some other database activity outside of MedLook or by "improper" editing on the Transaction dialog of the patient account.

    These sorts of problems can be fixed either on the patient Charge or Transaction dialog.

    Below is a view of the Accounts with Overpaid Charges sub-folder. 

    022307image002 (6K)

    The Bad Records sub-folder currently only lists accounts accounts that have a stored value for the last payment that exceeds $999999.99. Records of this sort are typically the result of database corruption and have only been seen in data imported from the old DOS program.

    Accounts with this problem can be fixed by entering a new payment (and if necessary deleting the payment immediately afterwards). This is a very rare problem and has only been seen in one data set over many years.

    Below is a view of the Bad Records sub-folder. 

    022307image003 (4K)

    These folders can help you determine if you have any accounts with incorrect financial information or corrupt records. Keeping your data sound is key to good financial management.