service minder plus billing system set up - eldermark · pdf file ·...

of 25 Service Minder Plus Rev. 20091024

Billing Setup

Service Minder Plus

Billing System Set Up

This session includes System Setting – Tab 2, Companies – Address, Billing, X-12 Billing, Retro,

Security Deposits, Marketing and Risk Management ; Units & Unit Types, Accounts, Transaction

Types, Resident Trust Accounts, Procedure Code, Place of Service

Training [email protected]

Support [email protected]

866-833-2270 Toll Free

952-373-0027 Minneapolis Area


Billing Setup

System Settings, tab 2

Facility Sharing Setup

If your installation of Service Minder only includes one Company, you can skip this section.

This portion of the System Setting window allows you to share the listed items or keep them company

specific, when there are two or more companies set up in one installation of Service Minder.

Shared: Select Shared if regardless of which company makes the entry, all companies should see and

have use of it. You can share Service Types and Transaction Types, and still allow each facility

to set their own pricing and rules.

Separate: Select Separate if what is entered in one company should not be seen or be accessible in

any other company.

If you need to separate Accounting Codes, then Transaction Types, Service Types, and

Assessment Setup must also be separated, as there is a dependency and hierarchy to the

setup. However, you can choose to share Choice Lists while separating everything above it.

For each of the following:

Accounting Codes (GL Account

Numbers), Transaction Types,

Service Types, Assessment Setup,

Choice Lists


Billing Setup

Items included in each section:

Accounting Codes: Accounts

Transaction Types: Transaction Types

Service Types: Service Types

Assessment Setup: Assessment Types, Assessment Questions, Assessment Service Plans

Choice Lists: Allergies, Diet, Equipment, Health Plan, Hospital, Income Source, Incident Location,

Incident Causes, Interest Level, Location, Marital Status, Medical Specialty, Medication Route,

Medication Schedule, Occupation, Payor, Previous Location, Providers, Relationship, Religion,

Salutation, Skill Level, States, Term Reason, Term to

Always Shared: Medication List, Diagnosis Codes List, Place of Service, Procedure Code, Problems,

Expected Outcomes

Always Separated: Employees, Providers, Units, Unit Types, Pharmacy, Medical Professionals,

Medical Role, Referral Source, Service Cancel Reason

Items that can be merged: Medical Professional, Service Types, Providers, Employees, Transaction

Types, Medical Professional Role, Service Cancel Reason, Pharmacy, Assessment Type, Diagnosis

Code

Employee Login Passwords

Minimum Required Length: This can be set up to 10 characters

Use 4D Password System – with User Names: if this is marked the user with have to type in their

user name and password. Required for Service Minder Plus

Service Minder allows you to

determine standards for your

Employee Passwords.

The portion of the System

Settings screen below is used to

set those standards.


Billing Setup

Use 4D Password System – with User IDs: use this setting for Service Minder Plus

Case Sensitive: If you select Case Sensitive, it means that users must enter the password in the

correct case (upper case or lower case) to log-in.

Require Some Numbers: If this option is selected, then passwords must have at lease one numeric

character (0-9).

Require Some Letters: If this option is selected, you must put at least one letter (A-Z) in each

password.

Require Upper & Lower Case: If this option is selected, then you must have at least one uppercase

letter (A-Z) and at least one lower case letter (a-z) in each password.

Require Some Special Characters: If this option is selected, then you must have at least one 'Special

Character' in each user password. These characters include punctuation keys: ! @ # $ % ^ & * ( )

_ - + = , . < > ? / [ ] { } \ | ~ ` ; : ' "

Show Last Login on Startup: If this option is selected, then when users log onto the system, Service

Minder will alert the user as to the last date and time that they logged into the system.

This is a good security measure, so that you know if anyone else has logged in under your user

name.


Billing Setup

Company Setup: Address tab, Billing Tab, X12, Retro and Security Deposits tab,

Marketing and Risk Management

To access click on File – Setup – Companies - Open

Address Tab

Facility Name, Address, Report Title, Registration and Modules can only be changed by

Eldermark

Risk Management and Service Minder Mobile: Time Zone Option so services confirmed and electronic

signatures in Risk Management Module will reflect actual facility time

Eldermark Server is on CST – enter your time difference

here, use negative number if you are behind, positive if you


Billing Setup

Billing Tab

Company Billing Options are set here.

Invoice/Statement Printing

Enable Billing Module: This will be marked by Eldermark Staff if billing is purchased

Statement Title: You can customize the title of the billing Statement by entering the desired title here.

This will print on every statement.

Terms: The text you enter here will display on the printed statement. Example: Due upon receipt


Billing Setup

Alternate Remit To Address: If payors need to remit their payments to an organization that is other

than this facility, but you don't want to separate the accounts receivable then you can enter an alternate

'Remit to' address which will print on the statements in this entry.

This is a means of simplifying the company setup if you do not absolutely need to track separate billing

facilities. This entry is only applicable for companies that are marked as Billing companies.

No Day on Statement: If you select 'No Day on Statement', then items on statements will print

MM/YYYY but not the specific day of the month.

Print all Service Dates on Invoice: This option applies to charges that are created by Service items

(NOT by Items in the Monthly Recurring Charges Area). If you select this option, then all the service

dates associated with an Invoice/Statement line item will print out in the Description column with that

line item.

No 'Remit To' on Statement: If you select this option then the statement will print as a list of charges

and will NOT have...

- The words 'Remit To'

- A perforation marker line for separation

- The words 'Please Pay This Amount'

You can only select this option if 'No Previous Balance on Statement' is also selected.

Include Med Rec Number on Statement: The resident medical record number is on the main page of

the Resident input screen. If you check this box, then each resident's medical record number will print

out on their invoices/statements.

Conflate all Payors on to one Resident Statement: If you select this option - When printing

statements, for each one Resident, information from all Payor Statement for the given period will be

gathered at printing time to produce a print-out of one consolidated statement for the Resident and all

their Payors.

Transaction Types

Select the default Service Charge Transaction Types, which will be the defaults used if no specific one

is chosen under the Resident or in Service Type Setup.


Billing Setup

Balance Transfer Option: If you change the state of any Payors 'One Statement per Resident' after

the Payor has Statements, then during the next posting cycle, when Service Minder creates

statements, it will use the Transaction Type that you specify in 'Balance Transfer' to transfer the

balance from one style of statements to the other style of statements for that Payor.

Miscellaneous

Populate Default Payors when Exactly One: When entering records that require a 'Payor' entry,

Service Minder™ can auto-default the payor for you in cases where the given resident has exactly one

active payor associated. To select this auto-defaulting option, click this check-box. If you do not select

this option, then the Payor will never be defaulted.

Limit Transaction dates to Billing Period: Check box allows enforcing of no back dating, only current

month dates are allowed in manually entered transactions.

For Companies with billing months ending on the last day of the month for both Service and Recurring

charges; when checked, users will not be able to enter transaction dates older than the current billing

period start date.

Example: If your current billing period is January users could not enter a date older than January first.

Auto Select Payment Transaction Type: When you are entering Payment (or applying them), and if

you have more than one Transaction Type marked as a 'Payment', then Service Minder™ can attempt

to auto-select the right payment type for you by matching:

- the 'Debit Account' associated with the charge...

- to the 'Credit Account' associated with the Transaction Type of the Payment or Credit.

Require Package Code for Covered Services: In the Service Plan screen, normally to mark a service

as 'Covered', you would associate the service with a Package for the Resident. While this is the typical

method, it is possible to mark a service as 'Covered' without an association to a package.

If you want to require that a service MUST be part of a Package to be Covered, then mark the check-

box in Company setup - billing tab 'Require Package Code for 'Covered' Service'.

If you select the option No Rent Charge Last Month, then Service Minder will not bill Rent for the

month of a Resident's Termination date.

Services Charges Billing Minute Increments: When billing for services, if you want to bill in

increments of minutes other than 1 (such as billing in 15 minute increments) then enter the number


Billing Setup

incremental minutes here. If you change the entry here, services will be re-calculated the next time you

create a Services batch in Billing. Note: An entry of either 0 or 1 will cause billing to happen in one

minute increments.

Charges Billed Other Than End of Month

If your billing cycle does NOT start on the first day of the month, then you will use this section. You can

select individually for Service charges or for Recurring Billing charges whether or not they will be billed

on a day other than end of month. The 'Charge Through' entry is the day of the month on which the

billing cycle ends.

Common use of this is for Services cut off, so statements can be generated prior to the end of the

month. This allows confirmation of scheduled services for the remainder of the month.

Accounts Receivable Aging Method

Track Accounts Receivable: If this module is not tuned on ServiceMinder™ will not enable Payment

batches, Resident statements will not show a previous balance

Payment Entry

By Resident/Payor Combination: Running balances are maintained as charges, payments and

credits are entered for each resident and payor combination. The AR Aging will show the oldest

charges paid first.

By Statement Line Item: When entering cash receipts users must apply cash to specific statement line

items. The AR Aging report will show any statement line item that is partially paid or has no applied

cash. ***Once using this method you cannot change to the 'By Resident/Payor combination'

method as the necessary history is not available.


Billing Setup

Payor Communications

When Creating Payor Communications Note, some organizations prefer that their users cannot modify

a note, once it has been saved. Use this section to configure any restraints on the modifications to

Payor Communications that your organizations has.

*Note: Users marked as 'Administrator' are not restrained from making edits to Payor Communications.

Fiscal Year

This is where you will set up your fiscal year requirements, and MUST be done before you start your

first billing cycle. Click on the Set Fiscal Year button and the following screen will appear.

If your fiscal year starts on July 1st, you will pick the year and the month of July, and “is equal to” will be

the Fiscal Year and the Period 1.


Billing Setup

X12 – Retro Billing – Security Deposit Setup Tab

X12 – Used in states that allow electronic submission of Medicaid claims in this file format. Billing Contact

Name: Your employee who is the contact with the State of Minnesota

Phone: State of Minnesota Billing phone number

Federal Tax ID: Enter your Federal Tax ID

MA Provider ID: Enter your Medical Assistance Provider ID


Billing Setup

Retro Billing:

If you choose to use Retro Billing you have the option to turn this on for all payors or for selected

payors. If you choose to turn this on for Marked payors only, you will need to mark those payors under

File – Payors or when you add a new payor to a resident.

Make your selection between:

OFF (do not want to use Retro)

ON for Marked Payors (you control you Retro is applied to)

ON for All Payors (applies to everyone). (Recommended setting)

Retro Billing Threshold Accounting Period

Select the first accounting period that the retro feature should consider for automatic adjustments. If

you are upgrading to SM 2007, the Retro feature will compare posted charges to the rate table for each

resident charge this feature is used to stop Retro from looking back at billing history prior to your

system having the appropriate rate tables.

Prompt for Retro Check when creating Monthly Statements

Check this box to receive a prompt to run Retro every time you go to Create Statements. It is simply a

reminder option, and is not required to use the Retro feature.

If you are using the Retro Billing feature available in Service Minder do not create adjustments for Rent or Recurring Charges. Those adjustments must be made by editing the proper rate table. Retro does not make changes to Ala Carte Service Charges The rate tables can be found at the set up level for Units and Transaction Types. Also at the resident level on the monthly charges screen in both rent and recurring charges. If you manually enter an adjustment for something that is eligible for “Retro” in an Other Batch it is possible to get a double adjustment; one entered manually and one from Retro. Items in Other Batches are part of the current month so they often have Transaction dates matching the date they are entered and they will be marked as the current Accounting Period.

Security Deposits Set up

The security deposit feature is designed for use when a facility requires a refundable security deposit.

Set up Debit and Credit account numbers for each transaction.

Include Additional Security Deposit Balance on Statements: If marked the difference between the

amount due and amount on hand will print on the statement.


Billing Setup

Marketing tab

Enter the Sales Region Name. Note: There is no lookup field therefore you must enter the region exactly the same for all facilities in the Region.

Monthly Occupancy Goals: Enter the goals for head count and units occupied for each month.

These 2 fields are critical to the census reports, these numbers are used to calculate percentages when the

reports are run.

Head Count is the Goal for the number of Residents in the facility

Units Occupied is the Goal for the number of Units occupied in the facility.


Billing Setup

Units Types and Units

Unit Types Unit Types setup allows you to make a master list of categories of rental units and their corresponding monthly and daily rates. To access Unit Types: Click File – Setup – Unit Types and click open

To Edit an existing unit, double click on the line to open the record.

Click on and the following screen will appear.


Billing Setup

The following fields are listed on this screen:

• Facility: This field will default to the facility you are currently logged into in Service Minder.

• Code: Assign a code to recognize the unit types that you offer. Example: S Studio, B1 One Bedroom, B2 Two Bedroom.

• Description: Identify the name of the unit: Example: One Bedroom, Two Bedroom. The description is what will show when picking a Unit Type from the master list of Unit Types.

• Rent Transaction Type: If your facility tracks all rent in the same GL account, you can leave Company Rent Transaction blank (This option is located in Setup - Companies under the Billing Tab for each company). If you track rent in more than one GL account you will need to setup a Transaction Type for each account number. Then assign the correct Transaction Type to each Unit Type.

Example: Assisted Living apartments may have different revenue accounts than Memory Care apartments. This would require two Rent Transaction Types to be entered in Transaction Type setup.

The Rate History box allows you to establish your standard unit rates initially by clicking on the Add button and entering the Start Date, End Date if known, and the Monthly Rate. Enter the Daily Rate which is established according your company’s published pricing. When use Unit Rate is selected on the Monthly Charges Screen the rate pulls from this table

After Completing the information

for this unit type click the

add Another button to save this

record and add another. When you

have entered your last unit type

click the save button to save

the record.


Billing Setup

Units

Unit setup allows you to create a master list of your apartments. Enter facility units, creating a list that matches your state licensure document. Click File – Setup – Units and click Open.

Click on and the following screen will appear:


Billing Setup

Unit ID: Enter the unit number that has been assigned to the apartment.

Is Unit Sub-dividable (Private & Semi Private): Mark this if the room can be changed from a private room to a semi-private

In Maintenance: check this box to show this unit is under maintenance and though it is not occupied it is not available. This will display on the Unit Status Report.

If the room is a Private Room select the Unit Type: Click on to assign a Unit Type to this apartment.


Billing Setup

Enter the start date for the room. Select a status.

Note: the Status also allows you to make a room inactive.

Click , or until all your apartments are in the system.


Billing Setup

Accounts

From the File/Setup menu, double click on Accounts and the following screen will appear.

Click and the following screen will appear. Enter the general ledger Account Number and Descriptions; they should match your Chart of Accounts.

This setup feature allows you to create a master list of your GL account numbers required to cover the billing activity created in Service Minder. This list of numbers assures that your reports will match your General Ledger accounts.

Once the two fields are completed, click

to finish or to continue adding additional Accounts.


Billing Setup

Transaction Types Transaction Types serve multiple purposes in Service Minder

Transaction Types are the items that bill monthly as Monthly Recurring Charges. These would include

rent, service packages, garage rental, etc. Most of these Transaction Types have a charge attached to

it, and can be modified on the Resident.

In addition there are Transaction Types that include items solely for the purpose of directing information

toward specific Accounts, in order to fulfill financial reporting needs. Examples of this type of

Transaction Type are Payments, Personal Care Revenue, Nursing Service Revenue, or County

Reimbursement Revenue. These Transaction Types therefore do not have a charge associated with

them, but are linked to Service Types, or other Activities such as Payment posting under the Billing

Module in Service Minder. Transaction Types allow you to link your resident billing activity to GL

account numbers. Service Minder does not contain a GL module but this information will help you

correctly move the Service Minder billing information to your General Ledger’s Chart of Accounts.

To access Transaction Types click on File – Setup – Transaction Types – Open

Click on New to add a new Transaction Type


Billing Setup

Description: This is what will print on the statement

Debit vs. Credit

Debits (Increase resident’s bill)

Rent, Service Packages, A la carte Services, One time charges

Credits (Decrease resident’s bill)

Payments – MUST also mark PAYMENT box, Spend Downs (as part of State or County

contract), Waived Charges (Billing Credits)

Note you will need a Payment Type for each Accounts Receivable Account you have. Example: If you

track you AR for Private separately than your AR for Medicaid. You will need 2 payment transaction

types.


Billing Setup

Attaching accounts to Transaction Types – How to determine which is Credit and which is Debit

Debit Accounts Receivables CHARGE – want to increase what the resident owes Credit Revenue Account PAYMENT – want to decrease what the resident owes

Debit Revenue Account

Payment is marked if this a payment Transaction Type

Rent is marked if this is a Rent Transaction Type: Note Transaction marked as rent will be reported as rent on the Rent Roll Report, will be used to calculate Security Deposit due if that module is enabled and Security deposit = Rent is selected on the resident, Used to determine if the person is a “2nd Occupant on the Census by unit type and payor report.

Rate History – Pre Bill - Prorating

Click on add to add a new rate. You should add a rate even if the rate is zero.

You can enter either a monthly rate or a daily rate on a transaction type. Only use Daily rate if the item is always billed at a daily rate.

Flat Rate: The rate will not be adjusted based on the number of days the resident is in the facility.

Prorate (by Date), the billing module will prorate based on the residents Intake Date, Termination Date or the Start Date or End Date for this Transaction Type.

Prorate (by date and service on hold), the billing module will prorate based on the same criteria as in Prorate (by Date) and also it will prorate the charge when the resident’s Service on Hold record is created under File/Services On Hold.

Prorate Formulas

The prorating formulas for monthly charges work based on the following formula:

Monthly charge amount/(days in the month*the number of minutes in a day)*(number of days to be charged*number of minutes in a day)

If the prorating is triggered by Service On Hold the number of days to be charged is the full month less the time services where on hold to the minute. A Service On Hold record includes a range of dates and times.

Example: Monthly charge is $1000 and the resident is in the facility 10 days of January. ($1000/(31*1440))*(10*1440)=$322.58


Billing Setup

Trust Bank Accounts

Click on new to add an account.

Complete Bank Name,

Account Number, and

Description Nick Name

Click on Save


Billing Setup

X-12 Billing Set up Only – if you are not using you do not have to set these up

Procedure Code


Billing Setup

Place of Service

The 'Place of Service' is a code identifying the

type of facility where services were performed;

the first and second positions of the Uniform

Bill Type code or the Place of Service code

from the Electronic Media Claims National

Standard Format. Valid values are:

service minder plus billing system set up - eldermark · pdf file ·...

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