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Avatar Appointment Scheduling 2022 Update 18

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
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Avatar Cal-PM

Recommended Update Level

Avatar PM 2022 Update 114

Product Update Form Description

The 'Front Desk (Check In)' form and the Scheduling Calendar have been updated to support the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting. Please note that Avatar PM 2022 Update 114 is required to use this new functionality.

Included Updates

3, 4, 6, 9, 12, 14

Required Updates

None

Details
NEW1 CHANGED0 FIXED0
New (1)
Scheduling Calendar & Front Desk – Check In
The 'Check In' functionality for 'Scheduling Calendar & Front Desk' has been updated to work with the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting.
When the registry setting contains a value of '4', payments made at 'Check In' are stored in the temporary table: 'SYSTEM.unacknowledged_payments'. The data will remain in the table until the payment is acknowledged in the 'Payment Acknowledgement' form, in the 'Post Front Office and myHP Payments' section. The data is then moved to the 'SYSTEM.billing_pay_adj_history' table.
Value Added: The 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting allows agencies to control when payments are applied to client accounts.
Topics
• Check-In • Front Desk • Scheduling Calendar
 
Acceptance Tests
AV-80291 Summary | Details
Scheduling Calendar & Front Desk – Check In
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Admission (Outpatient)
  • Client Ledger
  • Diagnosis
  • Financial Eligibility
  • Front Desk
  • Guarantors/Payors
  • Posting/Adjustment Codes Definition
  • Registry Settings (PM)
  • Service Codes
  • User Definition
Scenario 1: Front Desk - Check In - Registry Setting = Prevent Posting Payments Unless Payment has been Acknowledged
Specific Setup:
  • 'Service Code 1':
  • Configure a service code that will be used as the 'Pre Payment Service Code'.
  • The 'Group Code' and 'Covered Charge Category should both be non-billable.
  • There will be no 'Service Fee/Cross Reference Maintenance' record.
  • ‘Receipt Definition’ has been defined to allow the system to print a receipt when the client makes a payment.
  • 'Posting/Adjustment Codes Definition 1':
  • Note the ‘Code Definition’.
  • ‘Adjustment, Payment or Transfer’ = 'Payment'.
  • ‘Credit or Debit’ = 'Credit'.
  • ‘Is this a Credit Card or ACH Payment Code’ = 'No' or is blank.
  • After creating 'Posting/Adjustment Codes Definition 2', return to this code in ‘Edit’ mode and add a value of ‘Yes’ to ‘Generate Receipt’ and a value of 'Posting/Adjustment Codes Definition 2' to ‘Void Receipt Posting Code'.
  • 'Posting/Adjustment Codes Definition 2':
  • Note the ‘Code Definition’.
  • Adjustment, Payment or Transfer’ = 'Payment'.
  • ‘Credit or Debit’ = 'Debit'.
  • ‘Is This a Reversal Code’ = 'Yes’.
  • Which Pym/Adj Code Is This A Reversal For = 'Posting/Adjustment Codes Definition 1'.
  • Registry Setting:
  • Avatar PM->Billing->Remittance Processing->->->Enable Payment Acknowledgement = Y.
  • Avatar PM->Billing->Remittance Processing->->->Prevent Posting Payments Unless Payment has been Acknowledged = '4' at a minimum.
  • Avatar PM--->Billing->Remittance Processing->->->Enable Credit Card Processing = ‘Service Code 1'.
  • Avatar PM->Scheduling->Front Desk->->->Pre Payment Default Posting Code = 'Posting/Adjustment Codes Definition 1'.
  • Avatar PM->Scheduling->Front Desk->->->Fields to Include = desired value.
  • Avatar PM->Scheduling->Front Desk->->->Include 'Payment Location' = desired value.
  • Avatar PM->Scheduling->Front Desk->->->Allow Using Front Desk With Scheduling Calendar = Y.
  • Guarantors/Payors 1:
  • Does not have a ‘Financial Class’ of ‘Self Pay’.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'Yes'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Guarantors/Payors 2:
  • Does have a ‘Financial Class’ of ‘Self Pay’.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'No'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • 'Client 1':
  • Is assigned ‘Guarantors/Payors 1’ in ‘Financial Eligibility’, which will be ‘Guarantor # 1.
  • ‘Customize Guarantor Plan’ = 'Yes'.
  • The customized plan has:
  • 'Deductible Type’ = 'Daily'.
  • ‘Deductible Amount’ = '10.00'.
  • ‘Covered Charge Categories’ = appropriate values.
  • Is assigned ‘Guarantors/Payors 2’ in ‘Financial Eligibility’, which will be ‘Guarantor # 2.
  • ‘Customize Guarantor Plan’ = 'No'.
  • Has an appointment scheduled on the current date.
  • 'Client 2':
  • Is assigned ‘Guarantors/Payors 1’ in ‘Financial Eligibility’, which will be ‘Guarantor # 1.
  • ‘Customize Guarantor Plan’ = 'Yes'.
  • The customized plan has:
  • 'Deductible Type’ = 'Daily'.
  • ‘Deductible Amount’ = '10.00'.
  • ‘Covered Charge Categories’ = appropriate values.
  • Is assigned ‘Guarantors/Payors 2’ in ‘Financial Eligibility’, which will be ‘Guarantor # 2.
  • ‘Customize Guarantor Plan’ = 'No'.
  • Has an appointment scheduled on the current date.
  • User Definition has been used to give the tester access to the 'Payment Acknowledgement' form and the 'SYSTEM.unacknowledged_payments' table.
  • Has the ability to generate an SQL query of the 'SYSTEM.unacknowledged_payments' table.
Steps
  1. Open 'Front Desk'.
  2. Validate that 'Date' defaults to the current date.
  3. Select the desired 'Site'.
  4. Select 'Client 1' in 'Client Checking In'.
  5. Click [Select Schedules Service(s)].
  6. Select the desired appointment.
  7. Click [OK].
  8. Select the desired value in 'Notify Practitioner of Arrival'.
  9. Validate that 'Expected Self Pay Amount Received At Check-In' is '10.00'.
  10. Enter '10.00' in 'Self Pay Amount Received At Check In'.
  11. Validate that [File Check In] is enabled.
  12. Validate that 'Posting/Adjustment Codes Definition 1' displays in the 'Payment Code' field.
  13. Validate that the 'Payment Location' field is disabled/enabled/required based on the value of the 'Include 'Payment Location' registry setting.
  14. Select the desired value in 'Payment Location' if field is enabled/required.
  15. Click [File Check In].
  16. Validate that a receipt was generated, and the information is correct.
  17. Close the form.
  18. Open 'Client Ledger' for 'Client 1'.
  19. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  20. Select 'Simple' in 'Ledger Type'.
  21. Click Process.
  22. Validate that the 10.00 payment is not included in the report.
  23. Close the report.
  24. Close the form.
  25. Query the 'SYSTEM.unacknowledged_payments' table', specific to 'Client 1'.
  26. Validate that the payment information within the table is correct.
  27. Close the query.
  28. Open 'Registry Settings'.
  29. Set 'Limit Registry Settings to the Following Search Criteria' to 'Prevent Posting Payment'.
  30. Click 'View Registry Settings'.
  31. Select 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  32. Click [OK].
  33. Change the value of the registry setting to not include '4'.
  34. Click [Submit].
  35. Click [OK].
  36. Click [No].
  37. Click [Refresh Forms].
  38. Open 'Front Desk'.
  39. Validate that 'Date' defaults to the current date.
  40. Select the desired 'Site'.
  41. Select 'Client 2' in 'Client Checking In'.
  42. Click [Select Schedules Service(s)].
  43. Select the desired appointment.
  44. Click [OK].
  45. Select the desired value in 'Notify Practitioner of Arrival'.
  46. Validate that 'Expected Self Pay Amount Received At Check-In' is '10.00'.
  47. Enter '10.00' in 'Self Pay Amount Received At Check In'.
  48. Validate that [File Check In] is enabled.
  49. Validate that 'Posting/Adjustment Codes Definition 1' displays in the 'Payment Code' field.
  50. Validate that the 'Payment Location' field is disabled/enabled/required based on the value of the 'Include 'Payment Location' registry setting.
  51. Select the desired value in 'Payment Location' if field is enabled/required.
  52. Click [File Check In].
  53. Open 'Client Ledger' for 'Client 2'.
  54. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  55. Select 'Simple' in 'Ledger Type'.
  56. Click Process.
  57. Validate that the 10.00 payment is included in the report.
  58. Close the report.
  59. Close the form.
  60. Query the 'SYSTEM.unacknowledged_payments' table', specific to 'Client 2'.
  61. Validate that no results are returned.
  62. Close the query.
Scenario 2: 'Scheduling Calendar' - Check In - Registry Setting = Prevent Posting Payments Unless Payment has been Acknowledged
Specific Setup:
  • 'Service Code 1':
  • Configure a service code that will be used as the 'Pre Payment Service Code'.
  • The 'Group Code' and 'Covered Charge Category should both be non-billable.
  • There will be no 'Service Fee/Cross Reference Maintenance' record.
  • ‘Receipt Definition’ has been defined to allow the system to print a receipt when the client makes a payment.
  • 'Posting/Adjustment Codes Definition 1':
  • Note the ‘Code Definition’.
  • ‘Adjustment, Payment or Transfer’ = 'Payment'.
  • ‘Credit or Debit’ = 'Credit'.
  • ‘Is this a Credit Card or ACH Payment Code’ = 'No' or is blank.
  • After creating 'Posting/Adjustment Codes Definition 2', return to this code in ‘Edit’ mode and add a value of ‘Yes’ to ‘Generate Receipt’ and a value of 'Posting/Adjustment Codes Definition 2' to ‘Void Receipt Posting Code'.
  • 'Posting/Adjustment Codes Definition 2':
  • Note the ‘Code Definition’.
  • Adjustment, Payment or Transfer’ = 'Payment'.
  • ‘Credit or Debit’ = 'Debit'.
  • ‘Is This a Reversal Code’ = 'Yes’.
  • Which Pym/Adj Code Is This A Reversal For = 'Posting/Adjustment Codes Definition 1'.
  • Registry Setting:
  • Avatar PM->Billing->Remittance Processing->->->Enable Payment Acknowledgement = Y.
  • Avatar PM->Billing->Remittance Processing->->->Prevent Posting Payments Unless Payment has been Acknowledged = '4' at a minimum.
  • Avatar PM--->Billing->Remittance Processing->->->Enable Credit Card Processing = ‘Service Code 1'.
  • Avatar PM->Scheduling->Front Desk->->->Pre Payment Default Posting Code = 'Posting/Adjustment Codes Definition 1'.
  • Avatar PM->Scheduling->Front Desk->->->Fields to Include = desired value.
  • Avatar PM->Scheduling->Front Desk->->->Include 'Payment Location' = desired value.
  • Guarantors/Payors 1:
  • Does not have a ‘Financial Class’ of ‘Self Pay’.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'Yes'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Guarantors/Payors 2:
  • Does have a ‘Financial Class’ of ‘Self Pay’.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'No'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • 'Client 1':
  • Is assigned ‘Guarantors/Payors 1’ in ‘Financial Eligibility’, which will be ‘Guarantor # 1.
  • ‘Customize Guarantor Plan’ = 'Yes'.
  • The customized plan has:
  • 'Deductible Type’ = 'Daily'.
  • ‘Deductible Amount’ = '10.00'.
  • ‘Covered Charge Categories’ = appropriate values.
  • Is assigned ‘Guarantors/Payors 2’ in ‘Financial Eligibility’, which will be ‘Guarantor # 2.
  • ‘Customize Guarantor Plan’ = 'No'.
  • Has an appointment scheduled on the current date.
  • 'Client 2':
  • Is assigned ‘Guarantors/Payors 1’ in ‘Financial Eligibility’, which will be ‘Guarantor # 1.
  • ‘Customize Guarantor Plan’ = 'Yes'.
  • The customized plan has:
  • 'Deductible Type’ = 'Daily'.
  • ‘Deductible Amount’ = '10.00'.
  • ‘Covered Charge Categories’ = appropriate values.
  • Is assigned ‘Guarantors/Payors 2’ in ‘Financial Eligibility’, which will be ‘Guarantor # 2.
  • ‘Customize Guarantor Plan’ = 'No'.
  • Has an appointment scheduled on the current date.
  • User Definition has been used to give the tester access to the 'Payment Acknowledgement' form and the 'SYSTEM.unacknowledged_payments' table.
  • Has the ability to generate an SQL query of the 'SYSTEM.unacknowledged_payments' table.
Steps
  1. Open 'Scheduling Calendar'.
  2. Select the appointment for 'Client 1'.
  3. Right click [Check In].
  4. Validate the 'Scheduling Calendar - Check In' window is displayed.
  5. Validate that the 'Site', 'Client' 'Services To Check In', 'Practitioner' and 'Expected Self Pay Amount' fields display the correct information for 'Client 1'.
  6. Enter '10.00' in the 'Amount Received At Check In' field.
  7. Validate that 'Posting/Adjustment Codes Definition 1' displays in the 'Payment Code' field.
  8. Validate that the 'Payment Location' field is disabled/enabled/required based on the value of the 'Include 'Payment Location' registry setting.
  9. Select the desired value in 'Payment Location' if field is enabled/required.
  10. Click [Submit].
  11. Validate that a receipt was generated, and the information is correct.
  12. Close the receipt.
  13. Click [Dismiss].
  14. Open 'Client Ledger' for 'Client 1'.
  15. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  16. Select 'Simple' in 'Ledger Type'.
  17. Click Process.
  18. Validate that the 10.00 payment is not included in the report.
  19. Close the report.
  20. Close the form.
  21. Query the 'SYSTEM.unacknowledged_payments' table', specific to 'Client 1'.
  22. Validate that the payment information within the table is correct.
  23. Close the query.
  24. Open 'Registry Settings'.
  25. Set 'Limit Registry Settings to the Following Search Criteria' to 'Prevent Posting Payment'.
  26. Click 'View Registry Settings'.
  27. Select 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  28. Click [OK].
  29. Change the value of the registry setting to not include '4'.
  30. Click [Submit].
  31. Click [OK].
  32. Click [No].
  33. Click [Refresh Forms].
  34. Open 'Scheduling Calendar'.
  35. Select the appointment for 'Client 2'.
  36. Right click [Check In].
  37. Validate the 'Scheduling Calendar - Check In' window is displayed.
  38. Validate that the 'Site', 'Client' 'Services To Check In', 'Practitioner' and 'Expected Self Pay Amount' fields display the correct information for 'Client 2'.
  39. Enter '10.00' in the 'Amount Received At Check In' field.
  40. Validate that 'Posting/Adjustment Codes Definition 1' displays in the 'Payment Code' field.
  41. Validate that the 'Payment Location' field is disabled/enabled/required based on the value of the 'Include 'Payment Location' registry setting.
  42. Select the desired value in 'Payment Location' if field is enabled/required.
  43. Click [Submit].
  44. Validate that a receipt was generated, and the information is correct.
  45. Close the receipt.
  46. Close the form.
  47. Open 'Client Ledger' for 'Client 2'.
  48. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  49. Select 'Simple' in 'Ledger Type'.
  50. Click Process.
  51. Validate that the 10.00 payment is included in the report.
  52. Close the report.
  53. Close the form.
  54. Query the 'SYSTEM.unacknowledged_payments' table', specific to 'Client 2'.
  55. Validate that no results are returned.
  56. Close the query.
Topics
• Check-In • Front Desk • Scheduling Calendar