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Post by peter@crystalpm on Feb 12, 2014 23:58:16 GMT -6
A good practice that is adopted by many offices is to keep track of the batch files that crystal puts out. By default the name of the file will include the date and time so it will be unique and allow you to easily find the correct file if you ever need to go back and check anything. Many times I'll get a phone call where the office manager or biller will say something like "The insurance company rejected it because the xxxxx was wrong/missing/etc." and the first thing I always ask is, "Where is the file that we sent them and we can see if they are right?"
If you don't currently do thins and you are the person who tracks down billing problems, I would suggest simply creating a folder on your desktop and simply call it "E-Claims" or something similar. Every time you are sending a batch of claims off to be paid, copy the file to this folder. Now if there is ever a problem, we have a history of what we sent and we can prove that it was right the first time!
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Post by mdeyedoc on Feb 19, 2014 22:00:35 GMT -6
Is there a way for Crystal to save those batch files and somehow have a link from the patient to the file? I'm not involved in doing claims but I have often wondered if Crystal stores them somewhere so we can tell when and what was actually filed (or at least batched).
Marcia
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Post by peter@crystalpm on Mar 1, 2014 14:49:12 GMT -6
The file name is automatically created with the date in the name, so we can see what files were created and when. To find a specific patient claim inside of the files, there are two ways. First you can use Crystal to see when the invoice was added to a batch, then look in the file for that day. Secondly, you can use the windows search to search for the patient name in the "E-Claims" folder. The search will return all files with that name in them. Between these two options I have never not been able to locate a patient claim I was looking for.
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Post by mdeyedoc on Mar 1, 2014 22:15:31 GMT -6
First you can use Crystal to see when the invoice was added to a batch, then look in the file for that day. By this are you referring to looking up the invoice date for the claim or is the actual date it was batched tracked somewhere in Crystal? They are not necessarily the same. Marcia |
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Post by peter@crystalpm on Mar 2, 2014 19:43:36 GMT -6
First you can use Crystal to see when the invoice was added to a batch, then look in the file for that day. By this are you referring to looking up the invoice date for the claim or is the actual date it was batched tracked somewhere in Crystal? They are not necessarily the same. Marcia I'm referring to the date that it was batched, not the invoice date and not the date of service. To find this date, you must open the CMS 1500 form and click on the link at the far bottom right of the window that says "Printing Report". This will tell you when the claim was actually added to a batch file with a print type of "wrote to batch". |
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Post by mdeyedoc on Mar 2, 2014 23:13:34 GMT -6
Excellent. So to make sure I have this correct:
- go to the desired invoice that I want to confirm has been filed
- select the CMS 5010 button to view the claim
- click the "printing report" link at bottom right to open a log
- If there is an entry with Print Type= wrote to batch, the claim should be found in the batch file for the date listed for that entry.
- Presumably, if there is no "wrote to batch" entry, it hasn't been batched, correct?
Marcia
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Post by peter@crystalpm on Mar 3, 2014 0:14:47 GMT -6
Excellent. So to make sure I have this correct: - go to the desired invoice that I want to confirm has been filed - select the CMS 5010 button to view the claim - click the "printing report" link at bottom right to open a log - If there is an entry with Print Type= wrote to batch, the claim should be found in the batch file for the date listed for that entry. - Presumably, if there is no "wrote to batch" entry, it hasn't been batched, correct? Marcia Correct. |
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Post by cguenthner on Mar 19, 2014 13:46:19 GMT -6
Currently our office prints to PDF (using CutePDF) the claim that was filed and we store that in the patient chart for reference. I wish Crystal automatically saved the claim that was filed once it is batched.
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Post by KizerOpt on Mar 20, 2014 9:48:16 GMT -6
Great idea! Thing I do wish Crystal would do is let you see the previous CMS claims. Once you make a change to the claim to correct something, you cannot see the original. Trying to find the claim through all the batches is, to say the least, a pain!. This could be a good fix. Thanks!
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Post by peter@crystalpm on Apr 8, 2014 18:08:47 GMT -6
Currently our office prints to PDF (using CutePDF) the claim that was filed and we store that in the patient chart for reference. I wish Crystal automatically saved the claim that was filed once it is batched. You can always go back to the patient's invoice and reopen the claim. Saving the claim form to PDF and including it in the patient's files may take up a lot of extra space on the hard drive, much more than saving the batch files in a folder. If you need to reference them often, then this might be a good solution, but for tracking down the occasional rejected claim this might be over kill. The need to go back and check what was sent in a batch of claims is higher if you are switching to a new clearing house, or switching from print image batch files to ANSI 5010 batch files. There are always some issues that pop up during any switch and these issues can be resolved more quickly with the original batch files available. In normal day to day business, its still a good practice, but the likelihood of needing them is much lower. |
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