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Avatar Appointment Scheduling 2022 Update 28

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Product Requirements / Recommendations

Avatar Appointment Scheduling required
Avatar PM required
RADplus required
Avatar Cal-PM

Recommended Update Level

Avatar Appointment Scheduling 2022 Update 18

Product Update Form Description

An issue is resolved where filing a payment in the 'Coming in Today' widget would cause the error [UNDEFINED]PostTransaction+23^HOAPFrontDesk2.

Included Updates

3, 4, 6, 9, 12, 14, 18, 19, 20, 21, 24

Required Updates

None

Details
NEW0 CHANGED0 FIXED1
Fixed (1)
'Coming In Today' widget - Check-In Payments for Appointments
Resolves an issue to ensure that the client checks in for the appointment via 'Coming in Today' widget and makes a check-in payment from the widget successfully.
Topics
• Check-In • Front Desk • NX • Scheduling Calendar • Widgets
 
Acceptance Tests
AV-84684 Summary | Details
'Coming In Today' widget - Check-In Payments for Appointments
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Admission (Outpatient)
  • Client Charge Input
  • Client Ledger
  • Crystal Report Viewer
  • Diagnosis
  • Dynamic Forms - Form Designer - Layout
  • Financial Eligibility
  • Form Designer (PM)
  • Front Desk
  • Guarantors/Payors
  • Posting/Adjustment Codes Definition
  • Registry Settings (PM)
  • Service Codes
  • Site Registration
  • Site Registration - Assign ID
  • Staff Members Hours And Exceptions
  • User Definition
  • App Dashboard
  • Coming In Today - Netsmart
  • Dynamic Form - Admission - Client
  • Dynamic Form - Scheduling Calendar - Warning Same Day Existing Appointment
Scenario 1: Front Desk - Check In - Registry Setting = Prevent Posting Payments Unless Payment has been Acknowledged
Specific Setup:
  • Please note: 'Front Desk' was previously included in the ‘Prevent Posting Payments Unless Payment has been Acknowledged’ functionality but is no longer being included.
  • 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->Scheduling->Front Desk->->->Pre Payment Service Code = Desired service code. Note the service code.
  • Avatar PM->Scheduling->Front Desk->->->Pre Payment Default Posting Code = Desired Posting Code
  • Avatar PM->Scheduling->Front Desk->->->Allow Using Front Desk With Scheduling Calendar = Y.
  • Guarantors/Payors:
  • Two guarantors are identified:
  • First guarantor does not have a ‘Financial Class’ of ‘Self Pay’. Note guarantor code/name. This guarantor will be used as a client's primary guarantor.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'Yes'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Second guarantor does have a ‘Financial Class’ of ‘Self Pay’. This guarantor will be used as a client's secondary guarantor.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'No'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Financial Eligibility:
  • The guarantors identified above are assigned to the client as a primary and secondary guarantor.
  • Scheduling Calendar:
  • The client has an existing appointment. Note the appointment date.
  • Posting/Adjustment Codes Definition:
  • Existing code definitions are identified that represents a payment made by a cash or check for the following payment codes:
  • Payment Cash
  • Generate Receipt = Yes
  • Payment Check
  • Generate Receipt = Yes
  • Payment Cash Reversal
  • Payment Check Reversal
  • 'Receipt Definition’ has been defined to allow the system to print a receipt when the client makes a payment.
  • Tester can query SQL tables.
Steps
  1. Open 'Front Desk'.
  2. Validate that 'Date' defaults to the current date.
  3. Select desired date that matches with the appointment date of the client.
  4. Select the desired 'Site'.
  5. Select desired client in the 'Client Checking In'.
  6. Click [Select Schedules Service(s)].
  7. Select the desired appointment.
  8. Click [OK].
  9. Select the desired value in 'Notify Practitioner of Arrival'.
  10. Validate that 'Expected Self Pay Amount Received At Check-In' is '10.00'.
  11. Enter '10.00' in 'Self Pay Amount Received At Check In'.
  12. Validate that [File Check In] is enabled.
  13. Validate that desired posting code displays in the 'Payment Code' field.
  14. Click [File Check In].
  15. Validate that a receipt was generated, and the information is correct.
  16. Close the form.
  17. Open 'Client Ledger' for the client.
  18. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  19. Select 'Simple' in 'Ledger Type'.
  20. Click Process.
  21. Validate that the 10.00 payment is included in the report.
  22. Close the report.
  23. Close the form.
  24. Query the 'SYSTEM.billing_pay_adj_history' table', specific to the client.
  25. Validate that the payment information within the table is correct.
  26. Close the query.
  27. Open 'Registry Settings'.
  28. Set 'Limit Registry Settings to the Following Search Criteria' to 'Prevent Posting Payment'.
  29. Click 'View Registry Settings'.
  30. Select 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  31. Click [OK].
  32. Change the value of the registry setting to not include '4'.
  33. Click [Submit].
  34. Click [OK].
  35. Click [No].
  36. Click [Refresh Forms].
  37. Open the 'Scheduling Calendar' form.
  38. Add an appointment for the client. Note the date of the appointment.
  39. Open 'Front Desk'.
  40. Validate that 'Date' defaults to the current date.
  41. Select desired date that matches with the appointment date of the client.
  42. Select the desired 'Site'.
  43. Select desired client in the 'Client Checking In'.
  44. Click [Select Schedules Service(s)].
  45. Select the desired appointment.
  46. Click [OK].
  47. Select the desired value in 'Notify Practitioner of Arrival'.
  48. Validate that 'Expected Self Pay Amount Received At Check-In' is '10.00'.
  49. Enter '10.00' in 'Self Pay Amount Received At Check In'.
  50. Validate that [File Check In] is enabled.
  51. Validate that desired posting code displays in the 'Payment Code' field.
  52. Click [File Check In].
  53. Validate that a receipt was generated, and the information is correct.
  54. Close the form.
  55. Open 'Client Ledger' for the client.
  56. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  57. Select 'Simple' in 'Ledger Type'.
  58. Click Process.
  59. Validate that the 10.00 payment is included in the report.
  60. Close the report.
  61. Close the form.
  62. Query the 'SYSTEM.billing_pay_adj_history' table', specific to the client.
  63. Validate that the payment information within the table is correct.
  64. Close the query.
Scenario 2: 'Scheduling Calendar' - Check In - Registry Setting = Prevent Posting Payments Unless Payment has been Acknowledged
Specific Setup:
  • 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->Scheduling->Front Desk->->->Pre Payment Service Code = Desired service code. Note the service code.
  • Avatar PM->Scheduling->Front Desk->->->Pre Payment Default Posting Code = Desired Posting Code
  • Avatar PM->Scheduling->Front Desk->->->Allow Using Front Desk With Scheduling Calendar = Y.
  • Guarantors/Payors:
  • Two guarantors are identified:
  • First guarantor does not have a ‘Financial Class’ of ‘Self Pay’. Note guarantor code/name. This guarantor will be used as a client's primary guarantor.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'Yes'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Second guarantor does have a ‘Financial Class’ of ‘Self Pay’. This guarantor will be used as a client's secondary guarantor.
  • The ‘Default Guarantor Plan’ has a value.
  • ‘Allow Customization of Guarantor Plan’ = 'No'.
  • ‘Default ‘Client Relationship to Subscriber’ in Financial Eligibility’ = 'Self'.
  • Financial Eligibility:
  • The guarantors identified above are assigned to the client as a primary and secondary guarantor.
  • Client Charge Input:
  • A service is rendered to the client.
  • Scheduling Calendar:
  • The client has an existing appointment.
  • Posting/Adjustment Codes Definition:
  • Existing code definitions are identified that represents a payment made by a cash or check for the following payment codes:
  • Payment Cash
  • Generate Receipt = Yes
  • Payment Check
  • Generate Receipt = Yes
  • Payment Cash Reversal
  • Payment Check Reversal
  • 'Receipt Definition’ has been defined to allow the system to print a receipt when the client makes a payment.
  • Tester can query SQL tables.
  • 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 the client.
  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 the client.
  6. Enter '10.00' in the 'Amount Received At Check In' field.
  7. Validate that 'Posting/Adjustment Codes Definition' displays in the 'Payment Code' field.
  8. Click [Submit].
  9. Validate that a receipt was generated, and the information is correct.
  10. Close the receipt.
  11. Click [Dismiss].
  12. Open 'Client Ledger' for desired client.
  13. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  14. Select 'Simple' in 'Ledger Type'.
  15. Click Process.
  16. Validate that the 10.00 payment is not included in the report.
  17. Close the report.
  18. Close the form.
  19. Query the 'SYSTEM.unacknowledged_payments' table', specific to the client.
  20. Validate that the payment information within the table is correct.
  21. Close the query.
  22. Open 'Registry Settings'.
  23. Set 'Limit Registry Settings to the Following Search Criteria' to 'Prevent Posting Payment'.
  24. Click 'View Registry Settings'.
  25. Select 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  26. Click [OK].
  27. Change the value of the registry setting to not include '4'.
  28. Click [Submit].
  29. Click [OK].
  30. Click [No].
  31. Click [Refresh Forms].
  32. Open 'Scheduling Calendar'.
  33. Select the appointment for the client.
  34. Right click [Check In].
  35. Validate the 'Scheduling Calendar - Check In' window is displayed.
  36. Validate that the 'Site', 'Client' 'Services To Check In', 'Practitioner' and 'Expected Self Pay Amount' fields display the correct information for the client.
  37. Enter '10.00' in the 'Amount Received At Check In' field.
  38. Validate that 'Posting/Adjustment Codes Definition 1' displays in the 'Payment Code' field.
  39. Validate that the 'Payment Location' field is disabled/enabled/required based on the value of the 'Include 'Payment Location' registry setting.
  40. Select the desired value in 'Payment Location' if field is enabled/required.
  41. Click [Submit].
  42. Validate that a receipt was generated, and the information is correct.
  43. Close the receipt.
  44. Close the form.
  45. Open 'Client Ledger' for 'Client 2'.
  46. Select 'All Episodes' in 'Claim/Episode/All Episodes'.
  47. Select 'Simple' in 'Ledger Type'.
  48. Click Process.
  49. Validate that the 10.00 payment is included in the report.
  50. Close the report.
  51. Close the form.
  52. Query the 'SYSTEM.unacknowledged_payments' table', specific to client.
  53. Validate that no results are returned.
  54. Query the 'select * from SYSTEM.billing_pay_adj_history', specific to the client.
  55. Validate that the payment information within the table is correct.
  56. Close the query.
Scenario 3: Coming In Today Widget - Validating Check In Payments - Prevent Posting Payments Unless Payment has been Acknowledged
Specific Setup:
  • 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.
  • The ‘Coming In Today’ widget is available on the Home View.
  • Admission:
  • A client is admitted in the desired program. Note the Client id / Client Name, Admission Date/Time.
  • Financial Eligibility:
  • Client is assigned a self-pay guarantor in financial eligibility.
  • Client Charge Input:
  • Client has an unpaid service that are distributed to the self-pay guarantor.
  • Client Ledger:
  • Note the balance due for the self-pay guarantor.
  • Scheduling Calendar:
  • The client has an appointment for the current date. The appointment is included in the 'Coming In Today' widget.
  • A 'Posting/Adjustment Codes Definition' exists that represents a payment made by a cash or check.
  • Tester can query SQL tables.
Steps
  1. Select the client in the 'Coming In Today’ widget.
  2. Click [Not Present].
  3. Click [Yes].
  4. Select the check 'Payment Type'.
  5. Enter desired amount.
  6. Enter a value in "#".
  7. Click [Paid].
  8. Click [OK].
  9. Click [OK].
  10. Create an SQL query of the 'SYSTEM.billing_pay_adj_history' table, narrowing the search to the client.
  11. Verify the row that contains the payment entry displayed correctly.
  12. Exit the query.
  13. Open the 'Registry Setting' form.
  14. Set the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting to '1&2&3'.
  15. Open the 'Scheduling Calendar' form.
  16. Add an appointment for the client for the current date.
  17. Select the client in the 'Coming In Today’ widget.
  18. Click [Not Present].
  19. Click [Yes].
  20. Select the check 'Payment Type'.
  21. Enter desired amount.
  22. Enter a value in "#".
  23. Click [Paid].
  24. Click [OK].
  25. Click [OK].
  26. Create an SQL query of the 'SYSTEM.billing_pay_adj_history' table, narrowing the search to the client.
  27. Verify the row that contains the payment entry displayed correctly.
  28. Exit the query.
Topics
• Check-In • Front Desk • NX • Scheduling Calendar • Widgets