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Avatar Appointment Scheduling 2023 Update 28

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Product Requirements and Recommendations

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

Recommended Update Level

Avatar Appointment Scheduling 2023 Monthly Release 2023.03.01
Avatar Cal-PM 2023 Monthly Release 2023.03.01
Avatar PM 2023 Monthly Release 2023.03.01
Avatar PM 2023 Update 157
RADplus 2023 Monthly Release 2023.03.01

Product Update Description

'Scheduling Calendar - Check In' is modified to require the 'Name on Card' field, which is added using the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting, if the selected 'Payment Code' is designated as a "Credit Card Posting Code".

Required Updates

None

Included Updates

2, 3, 5, 6, 7, 8, 9, 10, 11, 15, 16, 17, 20, 21, 22, 23

Details
NEW1 CHANGED0 FIXED0
New (1)
Payment Acknowledgement - Check In
The 'Name on Card' field becomes required in the 'Check In' forms if the selected 'Payment Code' is designated as a 'Credit Card Posting Code'.
Value Added: The 'Check In' forms are updated to make the 'Name on Card' field required for the Self Pay financial class to prevent the incorrect message while submitting the form.
Topics
• Deposit Entry • Payment Acknowledgement
 
Acceptance Tests
AV-93579 Summary | Details
Payment Acknowledgement - Check In
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Deposit Entry
  • Payment Acknowledgement
  • Registry Settings (PM)
  • Admission
  • Admission (Outpatient)
  • Dictionary Update (PM)
  • Financial Eligibility
  • Guarantors/Payors
Scenario 1: PM_Payment Acknowledgement - Post payments made on Deposit Entry form.
Specific Setup:
  • Registry Setting:
  • The 'Enable Payment Acknowledgement' registry setting is enabled.
  • The 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting includes value '1'.
  • Client A has a payment collected in Scheduling Calendar Check In. Note the payment date. Note the receipt number in the generated receipt. There is no data in 'Name on Card'.
  • Client B has a payment collected in 'Deposit Entry’. Add a value to 'Name on Card'. Note the payment date. Note the receipt number in the generated receipt.
Steps
  1. Open the ‘Payment Acknowledgment’ form.
  2. Select the ‘Post Front Office and myHP Payments’ section.
  3. Enter the desired ‘Payment Collection Date’.
  4. If desired, select a ‘Treatment Service’.
  5. Select the desired ‘Type’.
  6. Click [Review].
  7. Validate that the grid contains a row for each client and the correct data for the appropriate columns.
  8. Add data to 'Name on Card' for Client A.
  9. Click the checkbox for both rows.
  10. Click [Save].
  11. Click [Yes].
  12. Enter desired ‘Batch Number’.
  13. Enter desired ‘Deposit Date’.
  14. Select desired ‘Category’.
  15. Enter desired ‘Bank Ref #’.
  16. If desired, enter ‘Comments’.
  17. Click [Post].
  18. Validate that a ‘Conform’ message is received stating ‘Filed successfully’.
  19. Click [OK].
  20. Click [Discard].
  21. Click [Yes] on the ‘Confirm Close’ message.
Scenario 2: Payment Acknowledgement - Payment made in 'Check In' of the Scheduling Calendar -Validating 'Name on Card'
Specific Setup:
  • Registry Setting:
  • The 'Enable Payment Acknowledgement' registry setting is enabled.
  • The 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting includes value '4' at minimum.
  • User Definition:
  • User has access to 'Payment Acknowledgement' form.
  • Admission:
  • Three clients are admitted in the system. Note the client id, admission program,
  • Financial Eligibility:
  • A self pay guarantor is assigned to the first client.
  • A non self pay guarantor is assigned to the second client. The 'System Financial Class' extended dictionary data element is set to 'Self Pay' for the financial class of this guarantor in the 'Dictionary Update' form.
  • Dictionary Update:
  • File: Payor
  • (1500) System Financial Class - the financial class of the guarantor assigned to the second client is set up as extended dictionary value = Self Pay
  • A non self pay guarantor is assigned to the third client and the 'System Financial Class' dictionary is not set up for the financial class of this guarantor.
  • Posting/Adjustment Code Definition:
  • Two payment posting codes are identified or new codes are added. One of the codes is designated as a 'Credit Card Posting Code'.
  • Dictionary Update:
  • File: Other Table Files:
  • (5522) Account - contains dictionary codes, dictionary values and extended dictionary values.
  • Scheduling calendar:
  • All three clients have appointments scheduled. Client has a payment collected in 'Check In'. Note the payment date, the receipt number of the generated receipt, value in the 'Name on Card'.
Steps
  1. Open the 'Scheduling Calendar' form.
  2. Access the appointment scheduled for the first client in the setup section.
  3. Right click on the appointment.
  4. Select 'Check-In' option.
  5. Verify the 'Expected Self pay Amount' field displays correct amount.
  6. Enter desired amount in the 'Amount Received At Check In'
  7. Select the 'Posting Code' that is designated as a 'Credit Card Posting Code'.
  8. Verify the 'Name on Card' field displays as a required field.
  9. Enter desired name in the 'Name on Card' field.
  10. Click [Submit].
  11. Access the appointment scheduled for the second client in the setup section.
  12. Right click on the appointment.
  13. Select 'Check-In' option.
  14. Verify the 'Expected Self pay Amount' field displays correct amount.
  15. Enter desired amount in the 'Amount Received At Check In'
  16. Select the 'Posting Code' that is designated as a 'Credit Card Posting Code'.
  17. Verify the 'Name on Card' field displays as a required field.
  18. Enter desired name in the 'Name on Card' field.
  19. Click [Submit].
  20. Access the appointment scheduled for the third client in the setup section.
  21. Right click on the appointment.
  22. Select 'Check-In' option.
  23. Verify the 'Expected Self pay Amount' field displays correct amount.
  24. Enter desired amount in the 'Amount Received At Check In'
  25. Select the 'Posting Code' that is designated as a 'Credit Card Posting Code'.
  26. Verify the 'Name on Card' field displays as an optional field.
  27. Enter desired name in the 'Name on Card' field.
  28. Click [Submit].
  29. Open the ‘Payment Acknowledgment’ form.
  30. Select the ‘Post Front Office and myHP Payments’ section.
  31. Enter the desired ‘Payment Collection Date’ for the first client.
  32. If desired, select a ‘Treatment Service’.
  33. Select the desired ‘Type’.
  34. Click [Review].
  35. Validate that the grid contains a row for the client and the correct data for the appropriate columns.
  36. Verify the 'Name on Card' is included in the grid.
  37. Verify the 'Name on Card' field populate correctly with the value from the 'Name on Card' field of the 'Check In' form.
  38. Click the checkbox for each row one by one.
  39. Click [Save].
  40. Click [Yes].
  41. Enter desired ‘Batch Number’.
  42. Enter desired ‘Deposit Date’.
  43. Select desired ‘Category’.
  44. Enter desired ‘Bank Ref #’.
  45. If desired, enter ‘Comments’.
  46. Click [Post].
  47. Validate that a ‘Conform’ message is received stating ‘Filed successfully’.
  48. Click [OK].
  49. Go to the 'Payment Acknowledgement' section.
  50. Select 'Edit/View' radio button.
  51. Search by batch # or client.
  52. Select the batch posted from the ‘Post Front Office and myHP Payments’ section.
  53. Verify the 'Name/Source' field correctly displays the name from the 'Name on Card' field of the 'Check In' form.
  54. Verify all other fields correctly populated in this section based on the batch selected.
  55. Click [Discard].
  56. Click [Yes] on the ‘Confirm Close’ message.
  57. Click [No].
  58. Repeat steps from 29 to 57 for the other two clients.
  59. Open the 'Registry Setting' form.
  60. Set the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting such that it does not include value '4'.
  61. Submit the form.
  62. Open the 'Scheduling Calendar' form.
  63. Access the appointment scheduled for the first client in the setup section.
  64. Right click on the appointment.
  65. Select 'Check-In' option.
  66. Verify the 'Name on Card' field does not exist.
  67. Click [Discard].
  68. Access the appointment scheduled for the second client in the setup section.
  69. Right click on the appointment.
  70. Select 'Check-In' option.
  71. Verify the 'Name on Card' field does not exist.
  72. Click [Discard].
  73. Access the appointment scheduled for the third client in the setup section.
  74. Right click on the appointment.
  75. Select 'Check-In' option.
  76. Verify the 'Name on Card' field does not exist.
  77. Click [Discard].
Topics
• Deposit Entry • Payment Acknowledgement