resident care management: unit history, monthly charges ...€¦ · with a letter. name, address...

Resident Care Management: Unit History, Monthly

Charges, Payors and AR Collections

Covered in this manual: Resident Unit History, Monthly Recurring Charges, Setting up Organizations as Payors (i.e.

Medicaid, Insurance Companies), Private Payors and AR Collections Module.

Unit History:

Unit History dates are the billing census dates. This is where you track the resident’s location in the building and

establish the ‘book ends’ for billing rent for the unit. The move in date can be prior to the resident’s admission date or

the move out date can be after the resident’s discharge date, if the resident is required to pay for the unit for these

days. The dates in unit history will not always match the resident’s Admission and Discharge Dates which are the clinical

or physical census dates.

When would the Unit Move In date be prior to the Admission Date?

Facilities with a waiting list may require payment to hold a unit for a prospect. The resident may be required to pay

starting on the 1st

of the month, but does not physically move in until the 5th

of the month.

When would the Unit Move Out date be after the Discharge Date?

Facilities that require a 30 day notice prior to move out will bill the resident for the entire 30 days, even if the resident

moves out prior to the end of the notice period.

To access Unit History, click on the Resident Care Management button to open the ‘Resident Listing’. Find the resident

you want and double click to open the record. ‘Unit History’ is on the ‘Main’ tab of the resident record.

RCM: Unit History, Monthly Charges, Payors and AR Collections | Revised 12/12/11 2

Click on the Add button to create a new row in Unit History.

The ‘Select Unit’ window will open and display ‘Available Units’ (unoccupied). Double click on the row of the resident’s

unit to select. If the resident’s unit is not displayed, click on the ‘All Units’ tab to see the entire list of units.

Service Minder allows you to enter multiple residents into one unit. This allows you to assign couples to the same unit.

Once you have selected the unit, the facility name and ‘Move In’ date will default.

Press your tab key or double click in the ‘Move In’ date field to edit.

Mark the ‘2nd

Occup’ check box if this resident is the second occupant in this unit. The second occupant is usually the

half of the couple that does not have a rent charge. Marking ‘2nd

occup’will count this person as a second occupant for

census reports.


Completed Unit History:

Note: If you do not have a Unit History entered, the resident will not be billed for rent. A unit history must be

maintained for correct billing charges, billing, census and marketing reports.

If your company also uses Market Minder, the unit history information will often be completed when the prospect is

copied to a resident, but you will still need to verify the information for accuracy. Any additions or changes entered in

Service Minder will also be shown in Market Minder.

If you are using Retro billing, changes to the unit history for periods that have already been billed will cause Retro.

Unit Changes:

A history of the units each resident lives in needs to be maintained if you are using retro billing. It is also important to

the clinical staff for service schedules and electronic medication passing (EMAR).

To enter in a unit change, click on the ‘Add’ button for Unit History and select the new unit for the resident from the

‘Available Units’ list or click on the All Units tab if the new unit is not in the initial list shown.

Once the unit is selected, press your tab key or double click in the Move In date field. Enter the date that the resident

moved into the new unit.

Enter the date as MM/DD/YY or MM/DD. Press your tab key.


Once the Move In date is entered for the new unit, the program will update the move out date for the previous unit to

the prior day. Reminder: If this person is also a 2nd

occupant, be sure to mark that check box.

Note: If a resident changes units mid month, their rent charge will be split between the 2 units, even if the rate is the

same for both units.

Resident Paying for 2 Units:

Enter the 1st

unit following the above steps. Enter the second unit. Press the tab button.

Remove the date from the Move out date field on the first unit added.

NOTE: On the monthly charges tab, you will need to enter 2 Rent transactions and assign the units to each of them.

More details in the section on Monthly Charges on where to enter this.

Removing Unit History Added in Error:

Highlight the line added in error and click on the red delete button.

Once the line is deleted, you will need to click on the Move Out date and remove the end date from the previous line.

Note: If you fail to remove the end date from the previous line, you will no longer be billing rent. If the end date is in a

previously billed period and you use retro, you will be removing prior rent charges.

Note: If you use retro and make this change after completing your monthly billing, retro will adjust the rent charge to

the previous unit rate.


Payors:

Adding a Non-Private Payor (Medicaid, Insurance Companies) that will be billed for multiple residents in your facility is

completed in File – Payors. When a payor is added directly into the payor listing, the ID (payor code) is not associated

with a resident. You will define the payor code.

Click on File – Payors to open the ‘Payor Listing’.

To view or edit an existing payor, double click on the line containing his or her name.

To add a new payor, click on the New button. The following window will open:


Payor Information:

What type of payor is this?

When a new payor is added, the default type is ‘Private Payor’. When you are adding Medicaid or Insurance Payors, you

will want to select ‘State or County Assistance’ or ‘Other Organization’.

When you change the type of payor, the salutation field is removed and the first and last name fields change to

organization name.

Payor Code:

The Payor Code is the system ID for this payor. When you add a payor from the payor list, the payor code must start

with a letter.

Name, Address and Facility:

Org Name: Enter the name of the company/organization. Recommendation: Enter a period (.) as the first character in

the Org Name field, so when you want to select this payor for a resident, it will be at the top of the list.

Complete the address fields, using your tab key or mouse to move from field to field.

The facility defaults to the facility you are in.

Inactive check box:

Mark this if a payor is no longer active.


Phone Numbers and Email:

To add phone numbers, click on the drop down in the type field and select the phone type. Then enter the phone

number in the phone number field. Phone numbers will auto-format. If you enter in 10 digits, 1234567890, when you

move to the next field the number will be formatted to (123) 456-7890. If you enter in seven digits, 1234567, when you

move to the next field the number will be formatted to 123-4567.

To add an email address, click on the drop down in the type field and select the address type. Then enter the email

address.

Associated Residents & Balances:

Example of an organizational payor with multiple residents:

For state, county or other organizations, you will want to leave the checkmark in ‘One Statement per Resident’.

Combined statements should only be used for private payors.

When the payor is initially

added, this will be blank. As you

assign this payor to a resident

or multiple residents and create

statements, you will see the

residents’ current balance and

they will be listed in the

associated payors field.

The ‘See Statements’ button,

will show you all statements for

this payor.


Example of a private payor with multiple residents and ‘One Statement per Resident’ marked:

For payors that have had statements created and posted in prior accounting periods, removing the ‘One Statement per

Resident’ checkmark may result in Payor Balance Transfers.

Payor Balance Transfers:

The system will create transactions using the Payor Balance Transfer transaction type setup under the Company Billing

tab. The payor balance transfer process will move any balance remaining from the individual statements to a combined

statement. This is done to zero out the balance on the individual statements.

You will then see in the Associated Residents & Balances section a new line with the resident name of’ Multiple’.The

balance on the individuals will be zero.

Note: It is recommended that you determine as a company if private payors who pay for multiple residents will receive a

combined statement or individual statements.

Note: If you have a payor who is setup for combined statements and one of the residents is discharged, it is

recommended to wait until the discharged resident’s balance is paid off before putting the checkmark back into’One

Statement per Resident. This will limit payor balance transfers.

Setup of External IDs:

External System IDs can be used when

exporting information from Service Minder

to another software. It is not required to use

these ID to export, but you may find them

helpful to match up the payors in both

systems.

X12 Integration – is electronic billing. This is

covered in the Electronic Billing (X12) Setup

Manual.


Monthly Charges Tab:

The monthly charges tab is where you will enter the resident’s recurring charges. You can also enter one time charges in

this area if you do not want to enter them via an ‘Other’ batch in the billing module. Items entered in the monthly

charges will be pulled into the Recurring Charges batch in the Billing module.

This tab is also where you will enter the resident’s Pay Source History for their primary pay source. Related Payors will

be listed and you will be able to manage the resident payor information from this screen.

To access Monthly Charges, open Resident Care Management, find the resident you want to view/edit monthly charges

for, and double click on the line to open the resident record. By default, this will open the Main tab. Click on the Monthly

Charges tab.

Note: If your company does not have the Security Deposit module enabled you will not see the Security Deposit

information on this screen.


Pay Source History: Record the resident’s primary pay source in this section.

Click on ‘Add’ to enter a new line.

Completion of the Pay Source History is required for the accuracy of several reports: Census Report by Unit Type and Pay

Source, Market Census Rollup Report, Transaction by Debit and Credit with the option to include census days marked

and Marketing Summary Report.

Adding Monthly Charges & Packages (Including Rent):

To add a monthly charge, package, or one time charge to a resident, click on the button. The following window will

open:

Update the start date if needed. Click

on the drop down in the Pay Source

field to select the resident’s primary

pay source.


Select the Transaction Type:

The first step is to select the Trans (Transaction) Type. Click on at the end of the field to bring up the entire list of

transactions for your company, or type a few letters of the transaction type name in the field and press the tab key to

bring up a shortened list of transactions.

Once selected, the screen will be updated to show the rate history of the transaction. If the transaction is a rent

transaction, it will also show the rate history for the unit type. These fields cannot be edited on the resident record.

Highlight the transaction you

want and click OK, or double

click to select.

If your list is long, use the

scroll bar on the right hand

side of the window to move

through the list or the Filter

By field above the OK button

to shorten the list.


Rate History:

All transaction rate histories are maintained within each Monthly Recurring Transaction. There cannot be any gaps of

time in the rate history.

The rate history is started for you. In the rate history row, you will see the Transaction Type Base Rate and the Current

rate that will be charged.

The ‘Transaction Type Base Rate’ pulls from the master setup of the Transaction Types. The rate history is displayed

below the Transaction Type selected above.


The ‘Current rate that will be charged’ pulls from the settings in the rate history table below.

Completion of the fields in Rate History:

Attaching a Payor to the Monthly Charge:

In Service Minder each Transaction requires a payor. A resident can have one payor or multiple payors. The billing is

based on the resident payor combination. There will be a statement generated for each payor. (Unless you have marked

‘Conflate all payors to one statement’ in the billing setup.)

If the payor has not been setup for the resident, or if the resident has multiple payors this field will be blank. Click on the

button to add or select the payor. The following window will open.

If the resident has multiple payors assigned, they

will be listed in the window below:

To add a new payor to the database, click on the New button.

To attach an existing payor to this resident, click on the Show All button.

Mark Show Inactive to view inactive payors.

Click on Cancel to close the window.

To select a payor, highlight on the payor name in the list and click the Select button.

The Edit button will be available if a payor is highlighted. Click if you need to edit payor

information.


Adding a New payor to the database:

Click on the button, the following window will open:

The payor code is a combination of the resident number and the number of payors added for this resident. The first

payor you add for this resident will be the resident number – 1, the second payor will be the resident number – 2 and so

on.

The resident’s name and facility address will default into the name and address fields. If the resident is responsible for

paying their own bills, add phone number(s) and an email address. Click on the ‘Save’ button in the bottom right hand

corner. If someone else is responsible for paying the resident’s bills, edit the name and address, add phone number(s)

and an email address. Click on the ‘Save’ button in the bottom right hand corner.

Selecting a payor that is already in the database:

Click on the button to see all active payors in the database.

Note: If you set up your State or Organization payor with a

period (.) in front of their name they will be shown at the

top of the list.

You can type in a few letters of the payor name in the find

field or use the scroll bar to find the payor you are looking

for.

Once you have located the correct payor, click on their

name to highlight and click on select or double click on

their name to select.


You would use this option to select a state payor or other organization. Additionally, this would be used when adding

the second person of a couple when one person is getting the bill for the couple.

Couples: Same person paying the bill for both residents.

Enter the first resident and create the payor. When you are entering in charges for the second resident, click on the

lookup for the payor and click on the ‘Show All’ button to find the payor you entered for the first resident entered.

One Statement per Resident:

When one person pays the bill for multiple residents, by default the system sets up the payor so that each resident gets

a separate statement. If you want the residents to be on one statement, then you need to remove the check mark from

One Statement per Resident.

If the payor sends you one check for both residents it is recommended that you remove the check mark from ‘One

statement per Resident’ so that you do not have to divide the amount of the check between two payment entries. Using

a combined statement, when the payor sends one check for multiple residents will make payment entry most efficient.

NOTE: If you have posted statements for the associated resident(s) for a payor and remove the check mark or add the

check mark back in for ‘One statement per Resident’, the next time you create statements there may be a transaction on

each of the statements for the Payor Balance Transfer.

Billing Rate:

When adding the payor to a charge for the second

resident entered, click on the Show All button.

This will show a listing of all active payors. Use the

scroll bar or the find filter to find the payor. Highlight

the name and select.


If you do not want to bill the resident at the default rate, update the rate if needed.

Rate History Fields:

Start Date: Date to start billing for this charge. The system will default the day of admission if it is currently the same

month, otherwise it will default the 1st

day of the current month.

End Date: Last date billing for this charge.

Use Tran Type Rate: This is the default selection for a transaction type that is not set up as ‘Rent’ at the master level.

NOTE: If use Trans Type Rate is selected, when rate changes are made at the master level, this resident’s rate will be

changed to the new master rate on the effective date of the change.

Use Unit Rate: This is the default selection for a transaction type that is setup as ‘Rent’ at the master level. NOTE: If use

Unit Rate is selected, when rate changes are made at the master level, this resident’s rate will be changed to the new

master rate on the effective date of the change.

Monthly OverRide Rate: Use this field to enter the rate for this transaction if you want something other than the

Transaction or Unit Type rate for the monthly rate.

Daily OverRide Rate: Use this field to enter the rate for this transaction if you want something other than the

Transaction or Unit Type rate for the daily rate.

Flat Fee: Use this field to enter the rate for this transaction if you want something other than the Transaction or Unit

Type rate that is a flat fee. If you use flat rate on a rent transaction type, the time frame of the flat rate needs to match

the time frames of any unit changes. If there is a unit change in the period that a flat rate has been assigned, the flat rate

charge will be billed for each unit.

No Charge (does NOT appear on bills): Mark this if transaction type selected has a default rate greater than zero, but you

do not want to charge the resident and do not want the charge on the statement.

Zero Charge (appears on bills): Mark this if the transaction type selected has a default rate greater than zero, but you do

not want to charge the resident and you would like the transaction with no charge to print on the statement.

Inactive (no charge, not being provided): The rate history cannot have any gaps in time. Mark this for the date range in

between periods of billing for this transaction.

Unit Number (leave blank any): If a resident is paying for two units, you will need to enter a rent transaction for each

unit and complete the unit number on each transaction.

Note: Changing from the default or using overrides is based on how you bill. Specific examples will be provided during

your training.

Managing Recurring Charges:


Rate History on a Monthly Recurring Charge:

Additional lines of rate history will be added if you need to change the payor or the rate currently being billed. If

you are using Retro billing you must maintain an accurate history.

If you are using Retro Billing it is critical to maintain an accurate history on all Recurring Charges. Changes that you

make to a previously billed time frame will result in Retro activity being created. The length of time that retro goes

back is based upon the Retro Threshold set up in the Company Settings.

To end a recurring charge, open the record and enter an end date.

To correct a rate, open the recurring charge and enter the correct rate.

To change a payor, open the recurring charge and add a new line. The start date on the new line should be the effective

date of the payor change. Select the new payor or add a new payor.

If a recurring charge was added to a resident in error, highlight the line and delete it.

Recommendation: If you make change to a previously posted month and you are using Retro, run a Retro Batch after

making the change to verify that the changes you made were accurate. If you do not use Retro, you will need to make a

manual adjustment.

Example of monthly charge with

rate history:


To view the history of charges for a transaction or transaction type for a resident, open the monthly recurring charge

and click on the drop down by ‘Show Billed Items’.

From the drop down choices, select ‘All Billed Items of this type for this Resident’ if you want to see the history for all

instances of this transaction type for the resident or select ‘Billed Items specifically generated from the Monthly

Recurring Charge Record’.

A list of transactions that have been created, billed or waiting to be billed will be displayed.


Related Payors, Managing Payors and AR Collections Module:

Payors can be accessed from Resident Care Management – Monthly Charges Tab – Related Payors.

Payors can also be accessed from File – Payors. This will bring up the entire list of payors. If you want to see the payors

for a specific resident, open Resident Care Management; highlight the resident ‘s name on the list, and click on File –

Payors.

Recommendation for changing a payor when the new payor is assuming any balance from the current payor:

Example: The resident has been paying their own bills and now you need to send the bill to their son or daughter.

In this situation, the easiest way to change the payor is to open the current payor record assigned to the resident and

edit the name and address. This way if there is any balance you do not have to move the balance to the new payor and

you do not have to change the payor on all of the monthly charges and services.

Inactivating Payors:

It is recommend to inactivate private payors when the resident is discharged and their balance is paid.

AR Collections Module:

This can be accessed from File – Payor Communications, or it is found at the bottom of each Payor screen.

Right click on a payor to bring up a menu of choices or double click

on the payor to open the payor record.

To edit a payor, click on ‘Open’. To add a new payor, click on ‘Add’. To

remove a payor, click on ‘Delete’. Deleting from related payors only removes

the payor from the resident list of payors; it does not remove the payor from

Monthly Charges or Services.

Mark Inactive.

Click on ‘New’ to add a record.


Example of Aging Detail:

Type your note here. To insert the aging details for this payor click on the ‘Get Aging’

Button.

Use the lookups to select the Payor and the Resident. Add your note in the

Notes field.


You can also access payor communications from the bottom of the payor screen. This saves you the steps of selecting

the Payor and the Resident. Click on ‘Add’ to enter a new note.

resident care management: unit history, monthly charges ...€¦ · with a letter. name, address...

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