OrtivusTALK Newsletter - Software for the Emergency Medical Services and Public Safety Industries

N E W S L E T T E R A R T I C L E S

Support Hot Topics

Industry Updates >>

Upcoming Events >>

Marketing Mix >>

Other News >>

Ortivus North America Website >>

To unsubscribe from OrtivusTALK

Support Hot Topics for AVeL and Sweet products

AVeL Products:

By Kelly Rothlisberger, Product Analyst/ Trainer, Support Services

Question: My dispatchers entered, completed and archived an incident from yesterday that I would like to view today. How can I bring up a previously archived incident?

Answer: Select the Tools drop down menu and then Archived Incidents. This will load the Archived Incidents Collection Criteria selection box. You are able to filter by many options, such as date ranges, vehicles, priority and dispatch codes. In the above question, we were looking for a call, thus, the recommended filter is by the ID. This is the first filter at the top on the Location tab. Enter the ID number, press the Add button and Ok. This will bring up the Incident on the Archived list. Double click the item and this will open the Incident Card.

By Sharon Frauenkron, Support Services

Question: How do I add New Dispatch Personnel?

Answer: Open up Admin Tool as Administrator. You will go to System and Users; Right click on the right in the gray area and select Add. Type in the User’s Name and Password, the DB sure name is always Admin and password is Admin. Select which group they will be in and the Agency (if they will be in multiple groups) then hold down the control key when selecting them. Check the boxes with the rights that you would like them to have, then select OK to close.

Sweet Products:

By Susan Kvammen, Support Services

Billing Using Payment Per Charge To Prepare For Electronic Filing To a Secondary Payor

You may bill Medicare, or any other Payor in your Sweet-Billing system, as a "Secondary Payor" using the ANSI electronic format. You will need to have your EOB from the Primary Payor. A couple of extra steps are required using the Payment Per Charge option in the Call Credits Tab.

For example: You have already billed and received payment (whether electronically or otherwise) from your Primary Payor and now want to bill the Patient's secondary insurance. It is assumed that your service has purchased an Electronic Claims Module that produces claim files in the ANSI format.

First you will need the EOB from your primary payer.

Make sure you have the information available from the EOB received from the Primary Payor related to the call. Open the Call window and select the corresponding Call Number. Access the Credits Tab and click on the Edit button in the lower right-hand corner of the Call Credit Tab.

The Edit Credit Details window will appear. Enter Other Payment for the Credit ID for your Primary Payer. (The Payments Per Charge sub-system will only look at the “Credit As” of “Other Payment”; it ignores Patient Payment, Adjustments, Discounts, Patient Refund, Other Refund or Write-Off credit types).

Once you have entered the Credit ID, enter from the EOB, the Amount Paid, Received Date, and Receipt Number if required, Select the Primary Payor from the From Payor Lookup (it may not always default in the Primary Payor). Proceed to enter the Check Date and Check Number if required. Now, click on the Payment Per Charge button.

Once you enter the Payments Per Charge screen you will see the list of Charge Codes that you have on the Call. Select a Charge by highlighting the line item and enter the information off of the EOB: enter your Allowed Amount, Deductible, Co-Pay, Disallowed Amount and Amount Paid for EACH Charge Code. Once each Charge's information is complete, click on the Accept button (<Alt+A>) and move to the next Charge. To verify that the Charges and Credits are in balance, look in the upper right-hand corner of the Payments Per Charge window for the Amount Out Of Balance field. If the payments have been entered correctly, this field will show 0.00.

Now that all of the charge line items have credit information entered, click the OK button (<Alt+K>), and when the Edit Credits screen is back in view, make sure you click the Accept button (<Alt+A>) again to prevent having to enter your PPC information again unnecessarily as it will not save the information to the Call until you do this step, Finally, click the Save button (<Ctrl+S>) to save the Call.

In the event that you have a Primary Payer that does NOT make a payment or services were denied, but you still want to bill your secondary payer electronically in ANSI format, complete the above mentioned steps for entering Payments Per Charge with the following exception: for each service (Charge) uncompensated by the Primary Payor, enter the total amount of the Charge into the DisAllowed field ONLY, leaving all other fields as $0.00 amounts INCLUDING the Amount Paid field.

Entering Payments Per Charge in the Sweet-Billing program is similar to attaching an EOB to a paper HCFA 1500 form when billing on paper was the only way to go. Remember the old days?

Q&A:

Question: My Documentation within the Help system has stopped working, how can I fix this?

Answer: There is a Helpfix.exe available from the Support Services department. Please contact Support services at support@ortivusna.com and request assistance running the help fix.