Empowering healthcare professionals everywhere

SMARTCOLLECT USER GUIDE

1

Contents Introduction .......................................................................................................................................................... 2

Using SmartCollect - Login ................................................................................................................................. 3

Using SmartCollect - User Settings ................................................................................................................... 4

Sections ................................................................................................................................................................. 5

Sections - Settings ............................................................................................................................................... 6

Sections - Settings – TSI Service Setup ............................................................................................................ 7

Basic Settings ....................................................................................................................................... 7

Accelerator .......................................................................................................................................... 8

Profit Recovery .................................................................................................................................... 9

Collections ......................................................................................................................................... 10

Sections – Client Details ................................................................................................................................... 11

Sections - Decision ............................................................................................................................................ 12

Sections - Decision - Submit New Accounts ................................................................................................. 13

Sections - Decision - Report Payments .......................................................................................................... 15

Sections - Sent - Accounts Submitted ............................................................................................................ 16

Sections - Sent - Payments/Stops Submitted ................................................................................................ 17

Sections - Hold - Accounts Not Sent .............................................................................................................. 18

Sections – Report Payments on Hold - Payments Not Sent ....................................................................... 19

Section - Closed/Paid ........................................................................................................................................ 20

Section - Archives .............................................................................................................................................. 21

OCP Login ........................................................................................................................................................... 22

Refresh Warning Message ................................................................................................................................ 22

2

Introduction TSI has proudly partnered with Sikka Software to bring Dental, Veterinary, and Optometry businesses a unique receivables management tool called SmartCollect. SmartCollect integrates seamlessly with your practice management and financial systems to help you increase overall cash flow while saving time and maintaining diplomacy. SmartCollect is a one-of-a-kind tool that will allow you to painlessly submit your overdue accounts to TSI. The extensive controls will allow you to specify multiple settings such as the number of days past due, minimum and maximum balances, and many more. The application also features the ability to pull data from multiple sources for a centralized billing environment. Plus, you have the flexibility to access your data from any web browser. SmartCollect is the go-to choice for all your accounts receivable needs.

3

Using SmartCollect - Login To log in to SmartCollect, go to https://smartcollect.sikkasoft.com. Type in your Sikka user ID and password you created during the installation process and click the “Sign me in” button. Click “Remember me” to save your login details for easy access next time you sign in. If you are unable to log in, select “I forgot my password” and follow the simple instructions to reset your password.

4

Using SmartCollect - User Settings SmartCollect contains the following settings and options, available in the toolbar at the top of your screen:

Data Refresh: This displays the last time SmartCollect refreshed your data from your practice management/financial software. Clicking on “Data Refresh” will display the last refresh date and time.

Select Practice: View data by locations with this feature. Logout option: Click your user name and then click “Sign out” to log out of your

SmartCollect account.

5

Sections SmartCollect contains the following sections:

Settings: View and change the configuration settings. Decision: Select and send start and stop notifications to TSI. Sent: View accounts sent to TSI. These accounts have been sent to TSI but are not

closed or archived Hold: This section displays accounts and payments that you have chosen not to send to

TSI. For example, if you wish to postpone collections on some accounts, you can move them to this section.

Closed/Paid: This section displays accounts that have been closed, either paid in full or closed by you.

Archives: This section displays archived accounts and payments. These payments are those that have been auto-archived by the system or manually moved to the archive by you.

OCP login: Opens a separate browser tab for the TSI Online Client Portal. Help: Opens the User Guide.

6

Sections - Settings Having followed the installation guide, your SmartCollect account is set up and your TSI client numbers are ready to view. You can view your numbers in the Settings section. The Settings section is grouped into two different categories: TSI Service Setup and Client Details. NOTE: Remember to click “Save” after making any changes.

7

Sections - Settings – TSI Service Setup

Basic Settings

Use Service: This option allows you to select the service type for which you want to modify settings. Options are Accelerator, Profit Recovery, and Collections.

Archive After (Days): Determines the number of days after which start and stop notifications will be auto-archived from SmartCollect. Please note, this setting does not impact your TSI service.

TSI Payment Code: Prevents SmartCollect from picking up certain types of payments in your practice management software. This is important when using Collections. If you are, you must exclude collection amounts received by TSI that are remitted to you at month end and posted in your practice management software. Mark such payments in your practice management software with the code you enter here. This code can be any combination of letters and numbers.

8

Accelerator

Define Past Due Period: Determines your time threshold for overdue accounts. The options are 30, 60, and 90 days. This setting is based on the date of patient responsibility with respect to insurance.

Do Not Show Charges Older than: Gives you the option to filter out those accounts which older than a specified number of days.

Show Balances Above: Filters out accounts with balances below the minimum value that you set.

Maximum Balance: Filters out accounts with balances above the maximum value that you set.

Include All Charges If at Least One Charge Is Past Due: Allows you to consolidate all open balances for a debtor (including those that are not past due) if at least one balance is past due.

9

Profit Recovery

Service Code: Determines the tone of the first contact made in Profit Recovery, which can be Diplomatic, Intensive, or Bad Check.

PIF Code: Determines whether or not you wish to send a thank you letter when accounts are paid in full.

10

Collections

Define Past Due Period: Determines your time threshold for overdue accounts. The options are 30, 60, and 90 days. This setting is based on the date of patient responsibility with respect to insurance.

Do Not Show Charges Older than: Gives you the option to filter out those accounts which older than a specified number of days.

Show Balances Above: Filters out accounts with balances below the minimum value that you set.

Maximum Balance: Filters out accounts with balances above the maximum value that you set.

Include All Charges If at Least One Charge Is Past Due: Allows you to consolidate all open balances for a debtor (including those that are not past due) if at least one balance is past due.

11

Sections – Client Details This section gives you basic information about your practices. If you have more than one practice location, you can see each practice’s ID, name, Accelerator Client #, and Profit Recovery / Collection Client #.

12

Sections - Decision This section allows you to send new accounts and payment updates to TSI. Please note that TSI does not have access to your practice management system, and sending notifications is the only way you can inform them about any changes to the account inside SmartCollect. There are two sections on the Decision section, Submit New Accounts and Report Payments. SmartCollect will populate the data in these tables automatically during the nightly refresh. Your configuration settings defined in the Settings section of SmartCollect will determine which data will be pulled from the practice management system. You can review the records before sending them to TSI by adding notes, choosing the appropriate type of service, and choosing which records you want to be sent to TSI by marking them accordingly. Only the records marked as Send will be shared, and the others marked as Not Send would be moved to the list in the Hold section. The records marked as Pending will remain in this section.

13

Sections - Decision - Submit New Accounts This table contains overdue accounts that you can select to send to TSI as start notifications. SmartCollect retrieves data from the practice management system that meet the criteria specified in the Settings section. All records are aggregated per guarantor. Below is the description of the columns, in which the star symbol (*) indicates that the value in this column is not going to be sent in the start notification. These values are included in the table for your information only.

Check Box*: Check this box on accounts you wish to Send or Not Send. Client #: Displays the client number to be used when sending the start notification. Guar ID*: Displays the guarantor identifier assigned by the practice management system. Guarantor Name: Displays the name of the guarantor. Total Balance*: Contains the combined overdue balance for a specific guarantor. Its

value depends on the date of patient responsibility and selection parameters set on the Settings section, such as aging claims that will stop displaying based on the value you have set for Do Not Show Charges Older than and whether the Include All Charges If At Least One Charge Is Past Due box is checked.

Insurance Owes* (Only for Dental and Optometry): Shows the insurance portion of the total balance.

Sent to TSI*: Shows how much of the balance was already sent. This column will only contain a value if some balance has already been sent to TSI.

Guarantor Owes: Contains a portion of the total balance that the guarantor is responsible for. For cash patients, that would be the total balance. You can change the value in this column if you want to send a balance that is different from the one suggested by the system.

Responsible Date: Shows the date when the procedure was performed. If the insurance has paid only partially or refused to pay, the guarantor becomes responsible for the remaining balance from the date of insurance payment. You can correct the value in this column if you believe that the date of responsibility was different.

Service Code (Profit Recovery Only): Allows you to select Diplomatic, Intensive, Bad Check, or Collections.

Date of Last Service: Displays the date of the last service completed. Date of Last Payment/Amount: Displays the amount of the last payment received in

your practice management software. Billing Method*: Displays the method of billing to be applied to the guarantor. Practice Name* (Only for Multi Practices): Displays the practice name for the guarantor. Notes: Allows you to enter any notes you want to send to TSI regarding this account.

NOTE: Red highlighted records are missing information and can’t be sent to TSI until the missing data is updated in the practice management software and refreshed. You can send these accounts to Hold.

14

Beside the data that you can see in the table columns on the section, each start collections notification will also contain the following data:

Debtor Address, City, State, Zip: These values are retrieved from the practice management system. If any of these data are missing, SmartCollect will not be able to send these notifications to TSI. If this happens, open the practice management system and enter any missing data, then complete a refresh.

SSN, Debtor Phone, Secondary Phone, Secondary Address: These values are retrieved from the practice management system. This information is considered supplementary and is not required to generate the start notification.

Transmittal number: A unique number assigned to each start notification. Client Portal: The files containing start and stop notifications will be transferred to TSI

on a nightly basis.

NOTE: By clicking on the guarantor’s name, the Dependents Information screen will appear. This will display the details for each individual dependent. After you have selected the accounts, click on Send or Hold to initiate the transfer. The records transferred from this section will appear in the Sent or Hold section, respectively. Note that start and stop notifications will not appear immediately on the TSI Online Client Portal. The files containing start and stop notifications will be transferred to TSI on a nightly basis.

15

Sections - Decision - Report Payments This section reflects the payments received from the debtors. When you get a payment from the debtor whose balance has been sent to TSI for recovery and enter this payment in your practice management system, the corresponding record will appear in the Report Payment section of the Decision screen. These records will show after the data has been refreshed. You can review the records in the Report Payments table, select the appropriate stop type, select which records you want to send to TSI, and click Send. The records contained in this table will be sent to TSI as stop collections notifications.

Check Box: Check this box on accounts you wish to Send or Hold. Client #: Displays the client number to be used when sending the stop notification. Transmittal #: Displays the unique number assigned to start notifications. Each stop

collections notification would have this reference to the original start notification. Guar ID*: Shows the guarantor identifier assigned by the practice management system. Guarantor Name*: Shows the name of the guarantor. Amount Paid: Contains the amount of money paid by the guarantor. New Balance: Contains the remaining balance on the original account. If the total

balance has been paid in full, then the value in this column would be zero. Stop Type: Select one of the eight possible values for the stop notification. If the balance

has been paid in full, the application will set this value to the one of two values, Paid in Full or Paid in Full - Send Thank You Letter, depending on the PIF Code setting on the Settings section. If the balance has been paid partially, the application will set this value to Partial Payment.

Practice Name* (Only for Multi Practices): Displays the practice name for the guarantor. After you have selected the accounts you wish to Send and Hold, click on the “Send” or “Hold” buttons to initiate the transfer. They will disappear from this section and appear on the Sent or Hold section, respectively. Note that start and stop notifications will not appear immediately on the TSI Online Client Portal. The files containing start and stop notifications will be transferred to TSI on a nightly basis.

16

Sections - Sent - Accounts Submitted The Sent section contains two subsections, Accounts Submitted and Payments/Stops Submitted. Accounts Submitted contains the accounts that have been sent to TSI, but have not been paid yet and have not been archived. These are the active accounts TSI performs collections on. If you select the check box next to the account, you can click the “Stop Collections” button and a stop notification will be sent to TSI.

17

Sections - Sent - Payments/Stops Submitted The adjacent tab contains all sent stop notifications that have not been archived. You can send these accounts to Archives by checking them and selecting the “Archive” button.

18

Sections - Hold - Accounts Not Sent The Hold section contains two subsections, Accounts on Hold and Report Payment on Hold. This section contains the records that have not been sent to TSI. The accounts are marked Not Sent on the Decision section. They can be sent back to the Submit New Accounts section by checking them and clicking the “Activate” button. Accounts can also be sent to Archives by checking them and selecting the “Archive” button.

19

Sections – Report Payments on Hold - Payments Not Sent This subsection contains the payments you have chosen to not send to TSI. These payments can be sent back to the Report Payments section by checking them and selecting the “Activate” button. Payments can also be sent to Archives by checking them and selecting the “Archive” button.

20

Section - Closed/Paid This section contains all the accounts that have been either paid in full or closed by you manually. You can move any of the records from Closed/Paid Accounts to the Archives section by checking them in the table and clicking the “Archive” button.

21

Section - Archives

Archives contains two subsections, Archived Accounts and Archived Payments. Start and stop notifications will be moved to the Archives section automatically based on the number of days set in the Do Not Show Charges Older than parameter in Settings section. Once this number of days has passed since the records had been submitted to TSI, the records will appear in this section. You can also move records to the Archives section manually by checking the box next to their info and selecting the “Archive” button. If any of the records have been moved to the archive by mistake and you want to un-archive them, check these records and click the “Activate” button.

22

OCP Login Selecting the OCP Login button will open a new browser tab and navigate you to the TSI Online Client Portal. Please refer to your TSI documentation for instructions on how to log in and use the portal.

Refresh Warning Message

If the last refresh date has not occurred in the current month, you will not be able to log in. You will see the following message when you try to log in:

If you see the refresh warning message, please follow the instructions detailed there.