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Avatar Appointment Scheduling 2024 Update 7

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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 2024 Monthly Release 2024.01.00
Avatar Cal-PM 2024 Monthly Release 2024.01.00
Avatar PM 2024 Monthly Release 2024.01.00
Avatar PM 2024 Update 49
RADplus 2024 Monthly Release 2024.01.00

Product Update Description

The following is included: 1) The 'Include Guarantors with Self Pay System Financial Class' registry setting is added for 'Scheduling Calendar' (Check In). 2) Support is added for changes to the functionality enabled by selecting '4' in the Avatar PM 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting. Note: These changes are introduced in Avatar PM 2024 update 49.

Required Updates

None

Included Updates

None

Details
NEW1 CHANGED0 FIXED1
New (1)
Payment Acknowledgement - Front desk payments - Appointment Scheduling
A new registry setting 'Include Guarantors with Self Pay System Financial Class' is added for the 'Scheduling Calendar' (Check-In)'. The functionality that is enabled by selecting '4' in the 'Prevent Posting Payments Unless Payment has been Acknowledged' registry setting is added to support the changes.
Value Added: Payment Acknowledgement - Front Desk payments improvments
Topics
• Check-In • Front Desk • NX • Scheduling Calendar
 
Fixed (1)
Payment Acknowledgement - Scheduling Calendar - Check In
An issue is resolved to always show the payment from the 'Scheduling Calendar - Check In' in the 'unacknowledged_payments' table.
Topics
• Check-In • NX • Scheduling Calendar
 
Acceptance Tests
AV-96497 Summary | Details
Payment Acknowledgement - Front desk payments - Appointment Scheduling
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Client Ledger
  • Crystal Report Viewer
  • Payment Acknowledgement
Scenario 1: Payment Acknowledgement - Posting Front desk payments - With new registry settings on for client with Guarantor - financial class=6 (self pay)
Specific Setup:
  • Registry Settings:
  • Set 'Enable Payment Acknowledgement' to "Y".
  • Select "4" in 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  • Select "1" in 'Add Previous Balance To Expected Self Pay Amount'.
  • Select "Y" in ' 'Include Guarantors with Self Pay System Financial Class'.
  • Guarantors/Payors:
  • Guarantor 1:
  • An existing guarantor with a financial class of 'Self Pay' is identified to be assigned to the client. Note the guarantor code/value.
  • Program Maintenance:
  • Identify an existing program code/value to be used for the client's admission.
  • Identify the location of the program to be used for the Client's admission.
  • Admission:
  • Client A:
  • An inpatient or outpatient client is created using the program identified above or an existing client is identified. Note the client ID/name, and admission date/program.
  • Financial Eligibility: "Guarantor 1" is assigned to the client.
  • Service code:
  • Service code 1:
  • An existing service code to be used with inpatient/ outpatient programs is identified. Note the service code for further validation.
  • Posting/Adjustment Code Definition:
  • Posting code 1:
  • An existing payment, adjustment, or transfer code is identified to be used. Note the code and type of the code.
  • Recurring Client Charge Input:
  • "Client A" is charged with "Service code 1" on different dates (more than one date that creates a self pay balance).
Steps
  1. Open 'Client Ledger' for "Client A.
  2. Launch the report.
  3. Verify that "Guarantor 1" has the balance due.
  4. Close the report.
  5. Click [No].
  6. Open the 'Scheduling Calendar' form.
  7. Select the desired date and the staff.
  8. Right-click on the time slot for the calendar and select 'Add Appointment'.
  9. Select "Client A".
  10. Fill in all the required field values.
  11. Set "Service code 1" in the 'Service Code' field.
  12. Click [Submit].
  13. Right-click on the appointment created.
  14. Select 'Check-In'.
  15. Verify "Client A" is shown in the 'Scheduling Calendar - Check In' window.
  16. Verify that the 'Expected Self Pay Amount' field is shown with the balance along with any self-pay balance for 'Guarantor 1'.
  17. Example: "Self Pay Amt. $50.00 + Prev. Bal. $350.00"
  18. Enter any desired amount that is lesser than or equal to the previous self-pay balance in the ' Amount Received At Check In' field.
  19. Select "Posting code 1" in 'Payment Code'.
  20. Select any desired value in 'Name on Card'.
  21. Click [Submit].
  22. Verify that the crystal report opens up with the payment detail(s).
  23. Click [Close Report].
  24. Click [Dismiss].
  25. Click [OK].
  26. Query the below table for "Client A" and verify that the payment posted is shown in a new row.
  27. "unacknowledged_payments"
  28. Validate the below column values:
  29. payment_amount
  30. GUARANTOR_ID
  31. date_of_payment
  32. date_of_service
  33. option_desc
  34. payment_type_code
  35. payment_type_value
  36. service_code
  37. Close the SQL query window.
  38. Open 'Payment Acknowledgement'.
  39. Select 'Post Front Office and myHP Payments'.
  40. Select the date for which the deposit entry was posted.
  41. Select the value 'Both' from the 'Type' field.
  42. Click [Review].
  43. Verify that the 'Payment Acknowledgement' window is opened with a grid showing with the payment to acknowledge data.
  44. Verify that the data posted in the Scheduling Calendar - Check In is shown as expected.
  45. Select the payment row.
  46. Click [Save].
  47. Click [Yes].
  48. Enter any desired valid value for the below fields in the Payment Acknowledgement form,
  49. Batch Number
  50. Deposit Date
  51. Category
  52. Bank Ref #
  53. Click [Post].
  54. Verify the popup message says, "Filed successfully.".
  55. Click [OK].
  56. Click [Discard].
  57. Click [Yes].
  58. Open 'Client Ledger'.
  59. Verify that "Client A" is shown with the acknowledged payment.
  60. Verify that the payment is posted against the oldest service of "Client A" and "Guarantor 1".
  61. Close the report.
  62. Click [No].
  63. Query the below table for "Client A" and verify that the row(s) are removed upon the successful Payment Acknowledgement.
  64. "unacknowledged_payments"
  65. Query the below table for "Client A" and verify that there is a new row added for the Acknowledged deposit entry.
  66. "billing_pay_adj_history"
  67. Verify that the below column values are shown:
  68. payment_amount
  69. payment_type_code
  70. payment_type_value
  71. service_code
  72. v_program_of_service_code
  73. v_program_of_service_value
  74. GUARANTOR_ID
  75. service_code
  76. option_desc
  77. Close the SQL query window.
  78. Open the 'Scheduling Calendar' form.
  79. Select the desired date and the staff.
  80. Right-click on the time slot for the calendar and select 'Add Appointment'.
  81. Select "Client A".
  82. Fill in all the required field values.
  83. Set "Service code 1" in the 'Service Code' field.
  84. Click [Submit].
  85. Right-click on the appointment created.
  86. Select 'Check-In'.
  87. Verify "Client A" is shown in the 'Scheduling Calendar - Check In' window.
  88. Verify that the 'Expected Self Pay Amount' field is shown with the balance along with any self-pay balance for 'Guarantor 1'.
  89. Example: "Self Pay Amt. $50.00 + Prev. Bal. $350.00"
  90. Enter any desired amount that is greater than the previous self-pay balance in the ' Amount Received At Check In' field.
  91. Select "Posting code 1" in 'Payment Code'.
  92. Select any desired value in 'Name on Card'.
  93. Click [Submit].
  94. Verify that the crystal report opens up with the payment detail(s).
  95. Click [Close Report].
  96. Click [Dismiss].
  97. Click [OK].
  98. Query the below table for "Client A" and verify that the payment posted is shown in a new row.
  99. "unacknowledged_payments"
  100. Validate the below column values,
  101. payment_amount
  102. GUARANTOR_ID
  103. date_of_payment
  104. date_of_service
  105. option_desc
  106. payment_type_code
  107. payment_type_value
  108. service_code
  109. Close the SQL query window.
  110. Open 'Payment Acknowledgement'.
  111. Select 'Post Front Office and myHP Payments'.
  112. Select the date for which the deposit entry was posted.
  113. Select the value 'Both' from the 'Type' field.
  114. Click [Review].
  115. Verify that the 'Payment Acknowledgement' window is opened with a grid showing the payment to acknowledge data.
  116. Verify that there is one single row for the total amount posted during the Check-In process.
  117. Verify that the data posted in the Scheduling Calendar - Check In is shown as expected.
  118. Select the payment row.
  119. Click [Save].
  120. Click [Yes].
  121. Enter any desired valid value for the below fields in the Payment Acknowledgement form,
  122. Batch Number
  123. Deposit Date
  124. Category
  125. Bank Ref #
  126. Click [Post].
  127. Verify the popup message says, "Filed successfully.".
  128. Click [OK].
  129. Click [Discard].
  130. Click [Yes].
  131. Open 'Client Ledger'.
  132. Verify that "Client A" is shown with the acknowledged payment.
  133. Verify that the payment is posted against the oldest service of "Client A" and "Guarantor 1".
  134. Close the report.
  135. Click [No].
  136. Query the below table for "Client A" and verify that the row(s) are removed upon the successful Payment Acknowledgement.
  137. "unacknowledged_payments"
  138. Query the below table for "Client A" and verify that the total posted amount is split up and there is more than one row added for the payments posted for the old self-pay balances.
  139. "billing_pay_adj_history"
  140. Verify that the below column values are shown:
  141. payment_amount
  142. payment_type_code
  143. payment_type_value
  144. service_code
  145. v_program_of_service_code
  146. v_program_of_service_value
  147. GUARANTOR_ID
  148. service_code
  149. option_desc
  150. Close the SQL query window.
Scenario 2: Payment Acknowledgement - Posting Front desk payments - With new registry settings on for client with Guarantor - system financial class=6 (self pay)
Specific Setup:
  • Registry Settings:
  • Set 'Enable Payment Acknowledgement' to "Y".
  • Select "4" in 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  • Select "1" in 'Add Previous Balance To Expected Self Pay Amount'.
  • Select "Y" in ' 'Include Guarantors with Self Pay System Financial Class'.
  • Guarantors/Payors:
  • Guarantor 1:
  • An existing guarantor with a financial class other than 'Self Pay' is identified to be assigned to the client. Note the guarantor code/value.
  • Dictionary Update:
  • The identified guarantor's financial class's dictionary code for the data element 'Financial Class' should have the value of "Self Pay" for its extended dictionary Value 'System Financial Class'.
  • Program Maintenance:
  • Identify an existing program code/value to be used for the client's admission.
  • Identify the location of the program to be used for the Client's admission.
  • Admission:
  • Client A:
  • An inpatient or outpatient client is created using the program identified above or an existing client is identified. Note the client ID/name, and admission date/program.
  • Financial Eligibility: "Guarantor 1" is assigned to the client.
  • Service code:
  • Service code 1:
  • An existing service code to be used with inpatient/ outpatient programs is identified. Note the service code for further validation.
  • Posting/Adjustment Code Definition:
  • Posting code 1:
  • An existing payment, adjustment, or transfer code is identified to be used. Note the code and type of the code.
  • Recurring Client Charge Input:
  • "Client A" is charged with "Service code 1" on different dates (more than one date that crates the client to have self pay balance).
Steps
  1. Open 'Client Ledger'.
  2. Verify that "Client A" is filed with the services.
  3. Verify that "Guarantor 1" has the balance.
  4. Close the report.
  5. Click [No].
  6. Open the 'Scheduling Calendar' form.
  7. Select the desired date and the staff.
  8. Right-click on the time slot for the calendar and select 'Add Appointment'.
  9. Select "Client A".
  10. Fill in all the required field values.
  11. Set "Service code 1" in the 'Service Code' field.
  12. Click [Submit].
  13. Right-click on the appointment created.
  14. Select 'Check-In'.
  15. Verify "Client A" is shown in the 'Scheduling Calendar - Check In' window.
  16. Verify that the 'Expected Self Pay Amount' field is shown with the balance along with any self-pay balance for 'Guarantor 1'.
  17. Example: "Self Pay Amt. $50.00 + Prev. Bal. $350.00"
  18. Enter any desired amount that is lesser than or equal to the previous self-pay balance in the ' Amount Received At Check In' field.
  19. Select "Posting code 1" in 'Payment Code'.
  20. Select any desired value in 'Name on Card'.
  21. Click [Submit].
  22. Verify that the crystal report opens up with the payment detail(s).
  23. Click [Close Report].
  24. Click [Dismiss].
  25. Click [OK].
  26. Query the below table for "Client A" and verify that the payment posted is shown in a new row.
  27. "unacknowledged_payments"
  28. Validate the below column values,
  29. payment_amount
  30. GUARANTOR_ID
  31. date_of_payment
  32. date_of_service
  33. option_desc
  34. payment_type_code
  35. payment_type_value
  36. service_code
  37. Close the SQL query window.
  38. Open 'Payment Acknowledgement'.
  39. Select 'Post Front Office and myHP Payments'.
  40. Select the date for which the deposit entry was posted.
  41. Select the value 'Both' from the 'Type' field.
  42. Click [Review].
  43. Verify that the 'Payment Acknowledgement' window is opened with a grid showing with the payment to acknowledge data.
  44. Verify that the data posted in the Scheduling Calendar - Check In is shown as expected.
  45. Select the payment row.
  46. Click [Save].
  47. Click [Yes].
  48. Enter any desired valid value for the below fields in the Payment Acknowledgement form,
  49. Batch Number
  50. Deposit Date
  51. Category
  52. Bank Ref #
  53. Click [Post].
  54. Verify the popup message says, "Filed successfully.".
  55. Click [OK].
  56. Click [Discard].
  57. Click [Yes].
  58. Open 'Client Ledger'.
  59. Verify that "Client A" is shown with the acknowledged payment.
  60. Verify that the payment is posted against the oldest service of "Client A" and "Guarantor 1".
  61. Close the report.
  62. Click [No].
  63. Query the below table for "Client A" and verify that the row(s) are removed upon the successful Payment Acknowledgement.
  64. "unacknowledged_payments"
  65. Query the below table for "Client A" and verify that there is a new row added for the Acknowledged deposit entry.
  66. "billing_pay_adj_history"
  67. Verify that the below column values are shown:
  68. payment_amount
  69. payment_type_code
  70. payment_type_value
  71. service_code
  72. v_program_of_service_code
  73. v_program_of_service_value
  74. GUARANTOR_ID
  75. service_code
  76. option_desc
  77. Close the SQL query window.
  78. Open the 'Scheduling Calendar' form.
  79. Select the desired date and the staff.
  80. Right-click on the time slot for the calendar and select 'Add Appointment'.
  81. Select "Client A".
  82. Fill in all the required field values.
  83. Set "Service code 1" in the 'Service Code' field.
  84. Click [Submit].
  85. Right-click on the appointment created.
  86. Select 'Check-In'.
  87. Verify "Client A" is shown in the 'Scheduling Calendar - Check In' window.
  88. Verify that the 'Expected Self Pay Amount' field is shown with the balance along with any self-pay balance for 'Guarantor 1'.
  89. Example: "Self Pay Amt. $50.00 + Prev. Bal. $350.00"
  90. Enter any desired amount that is greater than the previous self-pay balance in the ' Amount Received At Check In' field.
  91. Select "Posting code 1" in 'Payment Code'.
  92. Select any desired value in 'Name on Card'.
  93. Click [Submit].
  94. Verify that the crystal report opens up with the payment detail(s).
  95. Click [Close Report].
  96. Click [Dismiss].
  97. Click [OK].
  98. Query the below table for "Client A" and verify that the payment posted is shown in a new row.
  99. "unacknowledged_payments"
  100. Validate the below column values,
  101. payment_amount
  102. GUARANTOR_ID
  103. date_of_payment
  104. date_of_service
  105. option_desc
  106. payment_type_code
  107. payment_type_value
  108. service_code
  109. Close the SQL query window.
  110. Open 'Payment Acknowledgement'.
  111. Select 'Post Front Office and myHP Payments'.
  112. Select the date for which the deposit entry was posted.
  113. Select the value 'Both' from the 'Type' field.
  114. Click [Review].
  115. Verify that the 'Payment Acknowledgement' window is opened with a grid showing the payment to acknowledge data.
  116. Verify that there is one single row for the total amount posted during the Check-In process.
  117. Verify that the data posted in the Scheduling Calendar - Check In is shown as expected.
  118. Select the payment row.
  119. Click [Save].
  120. Click [Yes].
  121. Enter any desired valid value for the below fields in the Payment Acknowledgement form,
  122. Batch Number
  123. Deposit Date
  124. Category
  125. Bank Ref #
  126. Click [Post].
  127. Verify the popup message says, "Filed successfully.".
  128. Click [OK].
  129. Click [Discard].
  130. Click [Yes].
  131. Open 'Client Ledger'.
  132. Verify that "Client A" is shown with the acknowledged payment.
  133. Verify that the payment is posted against the oldest service of "Client A" and "Guarantor 1".
  134. Close the report.
  135. Click [No].
  136. Query the below table for "Client A" and verify that the row(s) are removed upon the successful Payment Acknowledgement.
  137. "unacknowledged_payments"
  138. Query the below table for "Client A" and verify that the total posted amount is split up and there are several rows added for the payments posted for the old self-pay balances.
  139. "billing_pay_adj_history"
  140. Verify that the below column values are shown:
  141. payment_amount
  142. payment_type_code
  143. payment_type_value
  144. service_code
  145. v_program_of_service_code
  146. v_program_of_service_value
  147. GUARANTOR_ID
  148. service_code
  149. option_desc
  150. Close the SQL query window.
Topics
• Check-In • Front Desk • NX • Scheduling Calendar
AV-96572 Summary | Details
Payment Acknowledgement - Scheduling Calendar - Check In
Note - These testing guidelines assume the user is skilled in the use of, at a minimum, the following:
  • Client Ledger
  • Crystal Report Viewer
Scenario 1: Payment Acknowledgement : 'Scheduling Calendar - Check In' - Validating data in unacknowledged_payments table.
Specific Setup:
  • Registry Settings:
  • Set 'Enable Payment Acknowledgement' to "Y".
  • Select "4" in 'Prevent Posting Payments Unless Payment has been Acknowledged'.
  • Select "1" in 'Add Previous Balance To Expected Self Pay Amount'.
  • Select "Y" in ' 'Include Guarantors with Self Pay System Financial Class'.
  • Guarantors/Payors:
  • Guarantor 1:
  • An existing guarantor with a financial class of 'Self Pay' is identified to be assigned to the client. Note the guarantor code/value.
  • Program Maintenance:
  • Identify an existing program code/value to be used for the client's admission.
  • Identify the location of the program to be used for the Client's admission.
  • Admission:
  • Client A:
  • An inpatient or outpatient client is created using the program identified above or an existing client is identified. Note the client ID/name, and admission date/program.
  • Financial Eligibility: "Guarantor 1" is assigned to the client.
  • Service code:
  • Service code 1:
  • An existing service code to be used with inpatient/ outpatient programs is identified. Note the service code for further validation.
  • Posting/Adjustment Code Definition:
  • Posting code 1:
  • An existing payment, adjustment, or transfer code is identified to be used. Note the code and type of the code.
  • Recurring Client Charge Input:
  • "Client A" is charged with "Service code 1" on different dates (more than one date that crates the client to have a self-pay balance)
Steps
  1. Open 'Client Ledger'.
  2. Verify that "Client A" is filed with the services.
  3. Verify that "Guarantor 1" has the balance.
  4. Close the report.
  5. Click [No].
  6. Open the 'Scheduling Calendar' form.
  7. Select the desired date and the staff.
  8. Right-click on the time slot for the calendar and select 'Add Appointment'.
  9. Select "Client A".
  10. Fill in all the required field values.
  11. Set "Service code 1" in the 'Service Code' field.
  12. Click [Submit].
  13. Right-click on the appointment created.
  14. Select 'Check-In'.
  15. Verify "Client A" is shown in the 'Scheduling Calendar - Check In' window.
  16. Verify that the 'Expected Self Pay Amount' field is shown with the balance along with any self-pay balance for 'Guarantor 1'.
  17. Example: "Self Pay Amt. $50.00 + Prev. Bal. $350.00"
  18. Enter any desired amount that is lesser than or equal to the previous self-pay balance in the ' Amount Received At Check In' field.
  19. Select "Posting code 1" in 'Payment Code'.
  20. Select any desired value in 'Name on Card'.
  21. Click [Submit].
  22. Verify that the crystal report opens up with the payment detail(s).
  23. Click [Close Report].
  24. Click [Dismiss].
  25. Click [OK].
  26. Query the below table for "Client A" and verify that the payment posted is shown in a new row.
  27. "unacknowledged_payments"
  28. Validate the below column values,
  29. payment_amount
  30. GUARANTOR_ID
  31. date_of_payment
  32. date_of_service
  33. option_desc
  34. payment_type_code
  35. payment_type_value
  36. service_code
  37. Close the SQL query window.
Topics
• Check-In • NX • Scheduling Calendar