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The Collection Letters function allows you to specify a specific letter that should be sent to a group of "delinquent" accounts or claims, and will produce a report listing the accounts or claims that meet the criteria entered by the user. The selected letters will be generated and merged during the next Closeout process.
The Collection Letters request form is a tabbed dialog that consists of a General tab, a Sorting tab, and a Selection tab.
A number of criteria will preclude an account from receiving a Collection Letter:
| • | Suspended for Statements |
| • | In Collections (previously turned-over to collections) |
| • | Account balance is below the minimum billing amount for the practice |
Collection Letters are selected by Visit for "delinquent" Visits. If an account has more than one Visit that qualifies for a letter, the Visits will be "rolled-up" into a single letter.
General Tab
Task Name
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Task Name displayed in the Task Viewer
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Form Letter
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Enter/Select the Form Letter to be sent as the collection letter.
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Type
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Delinquency Type to examine:
| • | Self - to send a letter to delinquent account-holders |
| • | Claims - to send a letter out based on delinquent insurance claims |
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Letter Count
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Enter/Select the number of previous collection letters that may have been sent to an account. Form example, you can elect to send only one letter and therefore you should select 0 - No previous Collection Letters so that the one letter may be sent and accounts that have received a previous letter will not receive a second letter.
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Min Level
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The minimum delinquency level to qualify for a collection letter when running for claims. Allowable values for claims are:
| • | Submitted - the Min Days will be counted from the claim submission date. |
| • | Re-Submitted - the Min Days will be counted from the date the claim was refiled if it has been refiled, or from the claim submission date if it has not be refiled. |
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Min Days
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Minimum days from the selected Minimum Level to qualify for a collection letter.
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Max Days
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Maximum days from the selected Minimum Level to qualify for a collection letter.
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Claim Level
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Indicates the insurance level to qualify for inclusion on Collection Letter selection when running for claims. Allowable values are:
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Held Claim
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Indicate how or if you want held claims to qualify for inclusion when running Collection Letter selection for claims. Allowable values are:
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Disputed
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Indicate how or if you want disputed claims to qualify for inclusion when running Collection Letter selection for claims. Allowable values are:
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Cube Data
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Indicates if report results should be output to a data cube
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Generate Standard Report
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Indicates if report results should be output to a formatted report
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Run Now
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Indicates if the Collection Letter generation should be run immediately
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Schedule
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Indicates that the Collection Letter generation should be scheduled to run at a future time
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Schedule Button
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Invokes the Task Schedule Wizard to guide the user through setting the Collection Letter run date(s) and time(s)
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Sorting Tab
The Sorting tab consists of two lists. The first list is comprised of the available sort fields for the report and the second list is comprised of the fields that have been selected as sort fields. The fields in the second list may be sequenced in any order. The report will sort the data into the sequence defined and perform a "break" on the sort field as well.
Selecting Sort Options:
Right-Arrow Button
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Click on item to be selected in the left-hand list and press the right-arrow button.
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Drag-and-Drop
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Click on the item to be selected in the left-hand list and while holding the mouse button down, "drag" the item to the right-hand list and release the mouse button.
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Double-Click
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Double-click on the item to be selected in the left-hand list.
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De-Selecting Sort Options:
Left-Arrow Button
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Click on item to be de-selected in the right-hand list and press the left-arrow button.
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Drag-and-Drop
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Click on the item to be de-selected in the right-hand list and while holding the mouse button down, "drag" the item to the left-hand list and release the mouse button.
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Double-Click
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Double-click on the item to be de-selected in the right-hand list.
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Selection Tab
Frequently when a report is run, you only wish to see data meeting certain criteria. The Selection tab consists of a list of fields they you may use to include or exclude specific data values from the report. For example, you may wish to run a report for just a certain physician or excluding a certain location.
By clicking on the checklist for the appropriate field (physicians, facilities, etc.) you may then select to include or exclude certain values from the respective tables. The limit to the number of specific values you can select is limited to your ability (or willingness) to enter them. While there is a theoretical limit to the number of selections you can make, you will run out of patience before MedSuite runs out of room to save them. Muli-Selections work with standard Windows keyboard functionality. CTRL+Click to select one at a time, SHIFT+Click to select a range of maintenance files.
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