Collection Selection / Turnover

Before beginning the you'll need to verify the following items have been setup properly:

•	Collection Agency must be setup in MedSuite under Setup/Financial/Agencies.

•	The Bad Debt Adjustment Type and Bad Debt Class should be setup in MedSuite under Setup/System Admin./Practice/Practices and the Statements tab respectively.

•	Verify that the Bad Debt Class (Collection) is defined as a billable Account Class in the Account Class Set-up. This will ensure that statements will still generate on accounts that have open visits that are not in Collections.

If the account class is not a billable class, no statement will generate on any visits on that account.

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In-Turnover – The visit has been selected by Collection Selection, but has not yet been processed through Collection Turnover. In-Turnover visits will display in YELLOW. In-Collection – The visit has been turned over to Collections through the Collection Turnover option in the Collection Listing. The In-Collection visit will be shown in RED.

Complete the screen with the following information on the General Tab. When the screen has been completed, select OK.

Account Class:

Leave blank for default. It will default to the account class setup in the Practice Maintenance Statement Tab. This is the Account Class the accounts meeting the collection criteria will be changed to when they are turned-over. You may leave this blank.

Account Type:

If you are further categorizing your collection accounts, you may specify an Account Type. This is the Account Type the accounts meeting the collection criteria will be changed to when they are turned-over. You may leave this blank.

Agency:

Enter/Select the Agency to which the accounts will be turned-over

Days No Payment:

Enter the number of days at which you consider a visit to be at Collection status. Accounts that have not made a payment in this number of days will be selected for collection.

Minimum Balance:

Accounts with a balance of at least this amount will be selected for collection.

Maximum Balance:

Accounts with a balance of not more than this amount will be selected for collection.

Visits that meet the criteria entered (Days No Payment, Max & Min Balances) will be submitted to the Collection Manager. Work the Collection Selection report by adding and deleting patients in the Collection Turnover screen. The Collection Selection should not be run more than once for the same criteria. If it is it will undo any deletions or additions you have made in the Collection Turnover screen.

Visits on accounts that have been selected for collection turnover now display in yellow in the patient ledger.

To add a visit that did not show on the Collection Selection but you may want to turnover anyway (i.e. returned mail), go to the Collection Turnover screen. In the Collection Lookup Window select NEW, and then in the Collection Maintenance Window choose SELECT. In the search box type in the account holder's last name (or whatever criteria you choose) then choose OK.

Under VISIT SELECTION enter the visit date if you know it, or choose SELECT and choose it from the Collection Visit Lookup. In this example there were two visits so you can select the visit you wish to turn over. If you need to turnover multiple visits you will have to do this one at a time. The Collection Visit Lookup will ONLY display visits at the self-pay level.

Once you select the VISIT DATE in the Collection Maintenance screen you should enter the criteria you would like in each field. Select OK.

Visit Selection:

Enter the visit date for the visit you wish to turnover to Collections. The Procedure Description for the 1st procedure on the visit will default from the visit selected.

Account Class:

Leave blank for default. It will default to whatever is setup in the Practice Maintenance on the

Statement Tab – Bad Debt Class. This is the Account Class the account will be changed to when it is turned-over.

Account Type: This is the Account Type the account will be changed to when it is turned-over.

Any visit that has been selected by Collection Selection and is therefore in collection turnover that is subsequently paid-off and reaches a zero balance will be automatically removed from collection turnover and will not be turned over to collection by the collection turnover process. In addition, any visit that has been selected by Collection Selection and is therefore in collection turnover that has a payment made on it where the payment meets the "Minimum Payment to Reset Dunning" and that is flagged to "Remove from Collection," will be automatically removed from collection turnover and will not be turned over to collection by the collection turnover process.

After you have added all the accounts to turnover print a listing for review. To print a turnover listing, go to Queues, Collection Listing. Make sure that under Collection Options you have selected COLLECTION LISTING and under Turnover Options you have PRINT ACCOUNT LISTING checked. Printing cover sheets for the collection agency may be checked as well. The cover sheet will print out a one page summary on every account. Select OK. Go to the Task Manager to print the Collection Listing.

To remove an account or visit from the Collection Listing, go to the Collection Turnover, select the account number and select the DELETE option. The Collection Listing can be run as many times as needed.

Once satisfied with the Collection Listing go back to Queues, Collection Listing. Under the Collection Options choose COLLECTION TURNOVER. Under Turnover Options select the desired "Turnover Options". Then choose OK.

Print Account Listing:

Prints a list of all the accounts and visits on every account to be turned over to collections.

Print Cover Sheets: Prints summary sheet needed to send to the Collection Agency.

Change Account Class:

In Turnover Context, this will change the account class, the Account Type and Agency that were entered during Collection Selection.

Write-Off Balance:

In Turnover Context, will write-off the account balance using the Bad Debt Type adjustment defined in practice maintenance.

Visits on accounts that have been turned over to collection now display in red in the patient ledger.

Run a Payment/Adjustment Worksheet for the Collection Batch. The total on the Collection Listing should match the total on the Payment Adjustment worksheet for the Collection Batch.

After completing the Collection Process and you access an account the has had one or more visits turned-over to Collection, you may notice the following:

•	The "Patient Alert" screen indicating that an account is IN COLLECTIONS will be displayed