Post on 26-Mar-2018
Revision History
Essentials for Registrars: Step-by-Step Reference ii
Training on the MEDHOST Patient Accounting application typically used by
ADT Staff: ADT (Admit/Register, Discharge, and Transfer)
Step-by-Step Reference Guide
Essentials for Registrars
Revision History
Essentials for Registrars: Step-by-Step Reference ● ii
Revision History
Date Version Author Change Reference
04/25/2012 1-10.1 Elana Churchill Document created for Version 10.1.
05/03/2012 2-10.1 Elana Churchill Updated discussion of the Final Census.
06/04/2012 3-10.1 Elana Churchill Corrected misspelling on pages 18 and 51.
07/03/2013 1-11.1 Sara Proctor Updated to Version 11.1.
09/04/2013 1-12.0 Sara Proctor Updated to Version 12.0.
Contents
Essentials for Registrars: Step-by-Step Reference ● iii
Contents
Introduction ......................................................................... iv
Getting Started With ADT .................................................... 1
Admitting/Registering Patients ........................................... 6
Admitting/Registering Patients: Quick Method ............... 53
Discharging, Transferring, and Swapping Patients ........ 60
Recording and Maintaining Other Admission Types ...... 66
Changing and Cancelling Processes ............................... 74
Registering and Maintaining Industrial Accounts ........... 93
Processing Financials ..................................................... 103
Maintaining Patient Accounts ......................................... 121
Viewing and Printing Reports ......................................... 129
Appendix A: UB-04 Form ................................................. A-1
Read about ADT and the purpose of this document.
Sign on and start using ADT, and get tips for entering data.
Pre-admit and admit patients; pre-register and register patients.
Quickly admit and register patients (not available to all users).
Discharge and transfer patients from and within your facility.
Record and maintain a patient leave of absence; create and
maintain a recurring patient visit.
Make changes, such as patient status (e.g. inpatient to outpatient);
cancel processes before Final Census.
Register, modify, and view financial information for industrial
accounts.
Process patient payments; run the Charge Estimator to estimate
out-of-pocket expenses.
View patient payment information; add comments to patient
accounts; change patient information.
Run and print reports; reprint face sheets and other documents;
print account status reports; run a Leave of Absence Report.
See an example of UB-04 Form and a list of its fields.
Introduction
Essentials for Registrars: Step-by-Step Reference ● iv
Introduction
About Essentials
Essentials is a series of training manuals with step-by-step
instructions on the most typical uses of MEDHOST products.
Each manual focuses on the key information needed by users in
different roles.
More MEDHOST instructional documentation can be
accessed from the Information Base section of the
MEDHOST Community website (community.medhost.com).
About This Document
This document provides instruction on the HMS Admissions,
Discharge, and Transfer (ADT) applications typically used by
staff who provide administrative services related to admitting,
discharging, and transferring patients.
Your actual workflow may vary from the steps suggested in this
document. The following documents have additional information
on the Patient Accounting module:
Patient Accounting User’s Manual
Patient Accounting Sample Reports
These and other MEDHOST instructional documents can be
accessed from the Information Base section of the MEDHOST
Community website (community.medhost.com).
This document shows you how to:
Log in and out of Patient Accounting.
Process pre-admissions/admissions and pre-registrations/
registrations.
Discharge and transfer patients.
Convert patient types and cancel processes prior to the
Final Census being run.
Register and maintain industrial accounts.
Process financials such as patient payments.
Maintain patient accounts.
Run census and other reports.
Document Feedback
If you have any questions or comments about this document,
please email the MEDHOST Education department.
Email: learningresources@medhost.com
© 2013 MEDHOST Solutions Corp.
Getting Started With ADT Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 1
Getting Started With ADT
Chapter Introduction
What this
chapter covers
This chapter shows you how to sign on to the system and start using ADT. The chapter has four
sections:
Signing On and Off the HMS System shows you how to sign on and off the HMS system.
Opening Patient Accounting Menu and Submenus shows you how to open the Patient
Accounting Menu and its submenus. This menu is used for all ADT tasks.
Navigating ADT shows you how to move between different screens within ADT and gives tips for
entering data.
Opening Help Systems shows you how to access the built-in help systems, which provide
additional instructions on using ADT.
Sections in
this chapter
Signing On and Off the HMS System ................................ 2
Opening Patient Accounting Menu and Submenus ........... 3
Navigating ADT ................................................................. 4
Data Entry Tips ......................................................... 4
Moving Between Screens ......................................... 4
Opening Help Systems ...................................................... 5
HMS Monitor Help .................................................... 5
Help for GUI Features ............................................... 5
Graphical View Help ................................................. 5
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Sign on and sign off the HMS system.
Access the Patient Accounting Menu and its submenus.
Enter patient data by selecting from lists or calendars.
Identify whether a field is required or optional.
Open help systems.
Getting Started With ADT Signing On and Off the HMS System
Essentials for Registrars: Step-by-Step Reference ● 2
Signing On and Off the HMS System
To sign on:
1 On your computer desktop, double-click the HMS
Graphical View icon.
The HMS Sign On window (Figure 1) will display.
2 Type your login information in the User and
Password fields.
3 Click OK (or press ENTER on your keyboard).
The HMS Master Menu (Figure 2) will display. You
are now signed on to the HMS system.
To sign off:
1 Return to a menu, such as the HMS Master Menu
(Figure 2) or the Patient Accounting Menu
(Figure 3).
The method for returning to a menu will vary
depending on the window you are currently
viewing, but typically you can return by clicking
Exit.
2 Click Sign Off.
The HMS Sign On window (Figure 1) will redisplay
and you will be signed off the system.
Figure 1: HMS Sign On Window
Figure 2: Master Menu
Sign Off
Getting Started With ADT Opening Patient Accounting Menu and Submenus
Essentials for Registrars: Step-by-Step Reference ● 3
Opening Patient Accounting Menu and Submenus
The Patient Accounting Menu (Figure 3) is your
access point for all ADT processes.
To open the Patient Accounting Menu:
1 From the HMS Master Menu (Figure 2), click
Patient Accounting.
The Patient Accounting Menu (Figure 3) will
display.
To open Patient Accounting submenus:
1 From the Patient Accounting Menu, click a
menu name, such as Admission menu or
Registration menu.
The associated menu (Figure 4) will display,
with links to its processes.
The menus you will use most often for ADT are:
Admission Menu: Processes related to
inpatients.
Registration Menu: Processes related to
outpatients.
These menus and their functions are described
in more detail in the rest of this document.
Figure 3: Patient Accounting Menu
Figure 4: Admission Menu (Submenu of the Patient Accounting Menu)
Getting Started With ADT Navigating ADT
Essentials for Registrars: Step-by-Step Reference ● 4
Navigating ADT
This section describes how to move between different screens in the application and gives tips on entering data in the fields.
Data Entry Tips
Fields with a drop-down arrow have a list of values you
can choose from. Click the drop-down arrow to open a
window with a list of choices (Figure 5), and then either:
– Double-click the value you want.
– Click the value you want (it will be highlighted in
gray), and then click OK.
To browse a long list of names or options, use the up
and down scroll arrows on the right side of a list (Figure
5) to scroll up and down.
Fields with a calendar icon allow you to enter a date by
selecting it from a calendar.
1. Click the calendar icon (Figure 6) to open the calendar.
2. Select a date, and then click OK.
Required fields are shaded in gray (Figure 7); you must
enter data in these fields. Fields that are not shaded in gray
are optional; you can enter data or leave them blank.
If you leave a required field blank or type an invalid value
and then click OK, a message will display in red at the
bottom of the screen (Figure 8) to explain the error.
For addresses, if you enter a zip code and press ENTER
on your keyboard, the corresponding city, state, county
name, and county code will be automatically filled in.
Figure 5: Selecting a Value from a List
Figure 6: Selecting a Date from a Calendar
Moving Between Screens
Most functions contain a series of screens that you move
through step-by-step to complete the process. You use buttons
(Figure 9) to move forward and backward in the process or to
cancel the data entry.
Click OK to accept changes and go forward to the next
screen.
Click Previous to go back one screen.
Click Cancel to erase data entry and go back to the start of
the process.
Click Exit to cancel data entry and return to the menu you
started from, such as the Admission Menu or the
Registration Menu.
Figure 7: Required and Optional Fields
Figure 8: Example Error Message
Figure 9: Example of Navigation Buttons
Drop-down arrow
Scroll arrows
Required
Calendar icon
Getting Started With ADT Opening Help Systems
Essentials for Registrars: Step-by-Step Reference ● 5
Opening Help Systems
To help you use the product, Patient Accounting includes three online help systems: HMS Monitor Help, Help for GUI features, and
Graphical View Help.
HMS Monitor Help
HMS Monitor Help provides a description of the fields on the
window you currently have open.
To open HMS Monitor Help:
1 From the menu bar, click Help and then click HMS
Monitor Help.
The Help window will display.
Help for GUI Features
Help for GUI features provides detailed instructions on how to
use the features in Patient Accounting.
To open Help for GUI features:
1 From the menu bar, click Help and then click Help for
GUI features.
The Windows Help window will display.
Graphical View Help
Graphical View Help provides an overview of the display of the
product, along with troubleshooting tips and answers to
questions that are frequently asked about the interface.
To open Graphical View Help:
1 From the menu bar, click Help and then click Graphical
View Help.
The HMS Graphical View Help window will display in a
web browser.
Admitting/Registering Patients Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 6
Admitting/Registering Patients
Chapter Introduction
What this
chapter covers
This chapter shows you how to admit and register patients. The chapter has three sections:
Initiating Admissions/Registration shows you how to start the correct process depending on
(1) whether the patient is an inpatient or outpatient and (2) whether the patient is currently at your
facility or you are setting them up in the system before their facility visit.
Finding and Adding Patient Records describes the different windows you will use to search for
records before you enter data.
Entering Data shows you how to enter patient data on each screen.
Sections in
this chapter
Initiating Admissions/Registration ..................................................... 7
Inpatients: Pre-admissions/Admissions ................................... 7
Outpatients: Pre-registrations/Registrations ............................ 8
Finding and Adding Patient Records ................................................ 9
Hospital Service Code Search and Selection .......................... 9
Patient Referral Search ......................................................... 10
Patient History Search and Selection .................................... 11
Entering Data .................................................................................. 13
Overview of Screens and Windows ....................................... 13
Entering Patient Data ............................................................. 14
Entering Payor Information .................................................... 31
Entering Guarantor Information ............................................. 36
Confirming and Completing ................................................... 40
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Identify whether a given patient should be pre-admitted, admitted, pre-registered, or registered,
and then start the appropriate process.
Locate existing patient records or referrals on the initial search windows.
Enter information for patient demographics, emergency contacts, payors, and guarantors.
Complete a pre-admission, admission, pre-registration, or registration.
Admitting/Registering Patients Initiating Admissions/Registration
Essentials for Registrars: Step-by-Step Reference ● 7
Initiating Admissions/Registration
The process you choose depends on (1) whether the patient is an inpatient or outpatient and (2) whether the patient is currently at your
facility or you are setting them up in the system before their facility visit. Figure 10 illustrates the four different processes:
pre-admission, admission, pre-registration, and registration.
Once started, the steps you follow for all the processes are very similar; the few exceptions are noted in the instructions.
Note: If you are taking patient payments, a cashier drawer must be opened prior to admitting/registering patients. Go to
Opening Cashier Drawer on page 104 for instruction.
Inpatients: Pre-admissions/Admissions
Pre-admissions and admissions are used for inpatients: those
being admitted to the facility.
Use Pre-Admission before an inpatient arrives at your facility.
Pre-admissions can reduce wait times for patients.
Notes:
All pre-admissions must be changed to
admissions, rescheduled, or cancelled.
For instruction on changing a pre-admission to an
admission once the patient arrives, go to
Changing Pre-Admissions to Admissions on page
76.
For instruction on rescheduling an expected date
on a pre-admission, go to Changing Patient
Information on page 126.
For instruction on cancelling pre-admissions, go
to Cancelling Pre-Admissions/Admissions for
Inpatients on page 89.
To see a list of pre-admitted patients, print a Pre-
Admission Register. Go to Running and Printing
Reports on page 130 for instruction.
Use Admission when an inpatient has arrived at your facility
and has not been pre-admitted.
To start a pre-admission/admission:
1 From the Patient Accounting Menu (Figure 11), click
Admission menu.
The Admission Menu (Figure 12) will display.
2 Click either Pre-admission or Admission.
One or more search windows will display; go to Finding and
Adding Patient Records on page 9 for instruction.
Figure 10: Illustration of Processes
Figure 11: Patient Accounting Menu
Admitting/Registering Patients Initiating Admissions/Registration
Essentials for Registrars: Step-by-Step Reference ● 8
Outpatients: Pre-registrations/Registrations
Pre-registrations and registrations are used for outpatients: those
receiving treatment without being admitted to the facility.
Outpatients include emergency patients and observation patients.
Use Pre-registration when an outpatient appointment is in the
near future. Pre-registration can reduce wait times for patients.
Notes:
All pre-registrations must be changed to
registrations, rescheduled, or cancelled.
For instruction on changing a pre-registration to a
registration once the patient arrives, go to
Changing Pre-Registrations to Registrations on
page 79.
For instruction on rescheduling an expected date
on a pre-registration, go to Changing Patient
Information on page 126.
For instruction on cancelling pre-registrations, go
to Cancelling Pre-Registrations/Registrations for
Outpatients on page 90.
To see a list of pre-registered patients, print a
Pre-Registration Register. Go to Running and
Printing Reports on page 130 for instruction.
Use Registration when an outpatient has arrived at your
facility and has not been pre-registered.
To start a pre-registration/registration:
1 From the Patient Accounting Menu (Figure 11), click
Registration menu.
The Registration Menu (Figure 13) will display.
2 Click either Patient pre-registration or Patient
registration.
One or more search windows will display; go to Finding and
Adding Patient Records on page 9 for instruction.
Figure 12: Pre-admission and Admission Options on
Admission Menu
Figure 13: Patient Pre-registration and Patient Registration
Options on Registration Menu
Admitting/Registering Patients Finding and Adding Patient Records
Essentials for Registrars: Step-by-Step Reference ● 9
Finding and Adding Patient Records
The search windows you see will vary depending on the setup at your facility. The windows you may see are:
Hospital Service Code Search and Selection window (Figure 14): Used to enter a hospital service code. See Hospital Service
Code Search and Selection below for instruction.
Patient Referral Search window (Figure 16): Used to search for and select the name of a referring doctor or healthcare facility. Go
to Patient Referral Search on the next page for instruction.
Patient History Search and Selection window (Figure 18): Used to search for and select an existing patient record. Go to Patient
History Search and Selection on page 11 for instruction.
Hospital Service Code Search and Selection
If the Hospital Service Code Search and Selection
window (Figure 14) displays:
1 Click the drop-down arrow.
A window will display, listing hospital service codes
(Figure 15).
2 For the code you want, either double-click it or select it
and click OK.
Depending on setup, either the Patient Referral
Search window (described on page 10) or the
Patient History Search and Selection window
(described on page 11) will display next.
Figure 14: Hospital Service Code Search and Selection Window
Figure 15: Choosing a Hospital Service Code
Admitting/Registering Patients Finding and Adding Patient Records
Essentials for Registrars: Step-by-Step Reference ● 10
Patient Referral Search
If the Patient Referral Search window (Figure 16)
displays:
1 Type data in one or more of the fields to search for a
patient referral:
Patient Name: Type the patient’s last name first;
you can use all or part of a name. Do not use
commas or any punctuation.
Soundex: If you are not sure how to spell a name,
Soundex can help you find it. This feature finds
names by their sound rather than their spelling.
For example, a Soundex search on Smith will
return names spelled Smith, Smyth, Smythe, and
Smithe.
Social Security Number: Type the numbers
without hyphens. For example, if the SSN is 123-
45-6789, type 123456789.
Date of Birth: Either select a date (click the
calendar icon ) or type the date in the format
MMDDYYYY. For example, if the date of birth is
February 7, 1950, type 02071950.
Referral Number: If known, type a referral
number.
2 Click OK (or press ENTER on your keyboard).
The Patient Referral Search and Selection window
(Figure 17) will display, listing the entries that match
your search terms.
Note: By default only current referrals will
display. To view all referrals, click All
Referrals.
3 If a matching referral:
Is listed, select the appropriate referral entry and
then click Select. The HMS Inpatient Admission
or HMS Inpatient Pre-Admission window will
display. Go to Entering Data on page 13 for
instruction.
Is not listed, click Search Patient History to
continue. The Patient History Search and
Selection window will display. Go to Patient
History Search and Selection on page 11 for
instruction.
Figure 16: Patient Referral Search Window
Figure 17: Patient Referral Search and Selection Window
Click if matching
referral found
Click if matching
referral NOT found
Admitting/Registering Patients Finding and Adding Patient Records
Essentials for Registrars: Step-by-Step Reference ● 11
Patient History Search and Selection
If the Patient History Search and Selection window
(Figure 18) displays:
1 Type data in one or more of the fields to search for a
patient record in the Master Patient Index (MPI):
Note: To avoid duplicate entries for a patient,
HMS recommends searching by Social
security number.
Patient last name: Type the patient’s last name
first; you can use all or part of a name. Do not use
commas or any punctuation.
Soundex: If you are not sure how to spell a name,
Soundex can help you find it. This feature finds
names by their sound rather than their spelling.
For example, a Soundex search on Smith will return
names spelled Smith, Smyth, Smythe, and Smithe.
Social security number: Type the numbers
without hyphens. For example, if the SSN is 123-
45-6789, type 123456789.
Patient birth date: Either select a date (click the
calendar icon ) or type the date in the format
MMDDYYYY. For example, if the date of birth is
February 7, 1950, type 02071950.
Patient history number: If known, enter a patient
history/medical record number.
2 Click OK (or press ENTER on your keyboard).
The Patient History Search and Selection window
will display, either listing the patient records in the MPI
that match your search terms (Figure 19) or showing a
“No names meeting search” message (Figure 20).
3 Do one of the following three actions to continue:
If the patient cannot be located in the MPI, click
Add History to add a record for a new patient.
Note: To avoid duplicate entries, try
searching by different fields before you
add a new record.
If the patient is located in the MPI, either
double-click the patient name, or select the
patient’s name and then click Select.
Figure 18: Patient History Search and Selection Window –
Search Criteria Screen
Figure 19: Patient History Search and Selection Window –
Results Screen
Figure 20: Patient History Search and Selection Window –
Results Screen – No Results Returned
Click ‘Add History’ if
patient is NOT located
Click ‘Add History’ if no
names match search
Select name and click
‘Select’ if patient is located
Admitting/Registering Patients Finding and Adding Patient Records
Essentials for Registrars: Step-by-Step Reference ● 12
To start a record for a newborn, select the
parent/guardian’s name and click Newborn.
The first data entry screen will display, allowing you to
start entering patient data.
Go to Entering Data on the next page for instruction.
Note: If the patient has an account that has not been
discharged, a window (Figure 21) will display,
showing a warning message. Click OK to close the
window.
Figure 21: Warning Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 13
Entering Data
After you complete the initial search screens, the first data entry screen will display. Figure 22 shows the first screen for admissions.
Figure 23 shows the first screen for registrations.
For an overview of all screens, see Overview of Screens and Windows below.
For instructions on using this first screen, go to page 14.
Overview of Screens and Windows
You will see four or five major screens, and additional
windows can be opened from certain screens:
1 Patient Demographic Screen: Used to enter the bulk
of the patient’s demographic information. Go to Patient
Demographic Screen on page 14 for instruction.
Buttons on the first screen allow you to open additional
windows. Go to Secondary Windows Accessible from
First Screen on page 21 for instruction.
2 Contact Information Screen: Used to enter contact
information for the patient’s employer, emergency
contacts, and parents. Go to Contact Information
Screen on page 28 for instruction.
3 Payor Information Screen: Used to enter information
about the patient’s insurance. Go to Payor Information
Screen on page 31 for instruction.
Note: The Payor Information screen only
displays for patients with insurance.
4 Guarantor Maintenance Screen: Used to enter
information about the person/party responsible for
paying charges. Go to Guarantor Maintenance Screen
on page 36 for instruction.
5 Confirmation and Completion: Used to answer
questions on the sharing patient information, add any
comments, and complete the process. Go to
Confirmation and Completion Screen on page 40 for
instruction.
Figure 22: HMS Inpatient Admission – First Screen
Figure 23: HMS Outpatient Registration – First Screen
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 14
Entering Patient Data
Patient Demographic Screen
To access:
The first screen of the admission/registration process
displays after you complete any search windows, as
described in Finding and Adding Patient Records on page 9.
Figure 24 shows the first screen for a pre-registration.
On the first screen, you will enter the patient’s demographic
information (name, address, age, etc.) and information about
their visit to your facility.
To enter information:
1 Enter data in the fields. Fields on First Screen on the
next page describes each of the fields on this screen.
2 When you are finished entering data on this screen,
you can either:
Open a window to add more information:
Secondary windows allow you to add email
addresses, additional phone numbers and
mailing addresses, names of medications, and
occurrence/condition codes.
Go to Secondary Windows Accessible from First
Screen on page 21 for instruction.
Complete the data entry on this screen:
Click OK.
Note: For registrations, a warning
message will display at the bottom of
the screen stating, Verify registration
date – Press ENTER to continue
**WARNING**. Click OK.
One of the following will occur:
- The Contact Information screen will
display.
Go to Contact Information Screen on page
28 for instruction.
- The ER Arrival/Departure Maintenance
window (Figure 25) will display for
emergency department encounters.
The first screen allows you to enter the patient’s demographic
information and information about their visit to your facility.
Figure 24: First Screen (HMS Outpatient Pre-Registration)
Figure 25: ER Arrival/Departure Maintenance Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 15
1. In each of the following fields, select or
type a date and time, or select Yes for
Unable to determine arrival date and
time:
ER Arrival Date and Time – The
date and time the patient arrived
to the hospital.
ER Departure Date and Time –
The date and time the patient was
discharged from the hospital.
Decision to Admit Date/Time –
The date and time a decision was
made to admit the patient.
2. Click Decision to Admit Inpatient.
The Decision to Admit to Hospital
Inpatient window will display.
3. Select a description and click OK.
The Contact Information screen will
display.
Go to Contact Information Screen on
page 28 for instruction.
Figure 26: Decision to Admit to Hospital Inpatient Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 16
Fields on First Screen
The following table describes each of the fields on the first screen.
Fields that require data are shaded in gray.
Fields that are unique to a certain process are indicated with an asterisk *. For example, if a field displays when registering
outpatients but does not display when admitting inpatients, it will be marked with an asterisk *.
The table lists fields in the order they display on the screen. You can click a field name in the below alphabetical list to jump to a
specific field description in the table.
A/C Phone Number
Accident Related
Accommodation Code
Address line 1
Address line 2
Admission Date
Admission Source
Admission Time
Admission Type
Admitting Doctor
Age
Arrived
Attending Doctor
Birthplace
Chart Number
Chief Complaint
City
Congregation
County/Code
Date of Birth
Days, Month, Years
Diet
Ethnic
Expected Date
Expected Time
F/C
History Number
HSV
ICD-9
Insurance
Marital Status
Patient name (L F M)
Primary Care Doctor Name
Primary Care Doctor Number
Primary Language
Race
Referring Doctor
Registration Date
Registration Time
Registration Type
Religion
Room/Bed
Sex
Smoker
Social Security Number
Spouse/Maiden
St
VIP
Zip code
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Expected Date
Admission Date
Registration
Date
Admission Date, Time: For admissions, the
date/time the patient is admitted to the facility.
Registration Date, Time: For registrations, the
date/time the patient is registered at the facility.
Expected Date, Time: For pre-admissions and
pre-registrations, the date/ time the patient is
expected to be admitted or registered.
To enter a date: Click the calendar to select
a date, or type the date in the format
MMDDYY. For example for June 27, 2013,
type 062713.
To enter time: Use military time, which is in
the format HHMM. For example, for 2:30 PM,
type 1430.
12
Expected Time
Admission Time
Registration
Time
13
History Number Display only: View the history number, which is a
“lifelong” medical record number for the patient.
This field will either be blank (new patient) or will
be automatically pulled from a previous
admission/registration (previous patient).
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 17
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Chart Number Display only: View the patient’s chart number.
For many facilities, the Chart Number and
History Number are the same.
This field will either be blank (new patient) or will
be automatically pulled from a previous
admission/registration (previous patient).
3a
Social Security
Number Type the patient’s social security number. Do not
use dashes or any other punctuation.
---
Patient name
(L F M) Type the patient's name, with the last name first.
Use a space to separate the first and last names.
Do not use any punctuation (commas, periods).
No more than 25 characters.
8b
Address line 1 Type the number, street, and unit/apartment # of
the patient’s home address.
No more than 25 characters for each line.
9
Address line 2 ---
City Type the city of the patient’s home address.
No more than 18 characters.
9
St Type the 2-letter state abbreviation of the
patient’s home address.
9
Zip code Type the zip code of the patient’s home address. 9
County/Code Type the county and code of the patient’s home
address.
---
A/C Phone
Number Type the patient’s phone number, including area
code.
Do not use dashes or any other punctuation.
---
Spouse/Maiden If a married female, type the patient’s maiden
name.
No more than 15 characters.
---
VIP
Select the VIP (Very Important Person) code to
indicate whether the patient has a status that
merits special treatment.
---
Marital Status Select the patient’s marital status. ---
Sex Select the patient’s sex. 11
Race Select the patient’s race. Multiple race codes can
be selected.
---
Ethnic Select the patient’s ethnicity. ---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 18
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Primary
Language Select the primary language spoken by the
patient.
---
Religion Select the patient’s religion. (No religion is an
option.)
If you know the patient’s Congregation (see the
next entry), you can select it first and then the
Religion field will be automatically filled in.
---
Congregation Select the patient’s congregation/place of
worship.
---
Date of Birth Select or type the patient’s date of birth. If
unknown, select DOB Unknown.
10
Age Type the patient’s age, or leave the field blank
and the system will calculate the age based on
the Date of Birth field.
---
Days, Month,
Years Select the unit of measurement for the patient’s
Age.
---
Birthplace Type the patient’s place of birth, such as a city,
state, or county.
---
Insurance Select the patient’s insurance status.
If the patient is insured, select Yes; otherwise,
select No.
---
HSV Select the Hospital Service Code (HSV) for the
admission, such as ICU or OBG.
---
F/C Select the financial class for the patient. This
code is used for billing, collection, and statistical
purposes.
Depending on the setup at your facility, the field
may or may not be required and the field may or
may not allow any changes.
---
Admission Type
Select the priority of the patient’s admission/
registration, such as emergency or elective.
14
Admission
Source Select the source of the patient’s admission/
registration, such as a transfer from a hospital or
court/law enforcement.
15
Accommodation
Code Select the type of accommodations the patient will
have. This code is used to determine room
charges.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 19
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
* Room/Bed * This field is required only for admissions
and registrations with a Registration Type
(see next entry) of Observation; it does not
display for pre-admissions and pre-
registrations, and it should be left blank for
registrations with a Registration Type of One-
Time or Recurring.
Select a Room/Bed number.
If the Room/Bed you select does not match the
Accommodation Code, an error message will
display.
---
* Registration
Type
* This field displays only for pre-registrations
and registrations; it does not display for pre-
admissions or admissions.
Select the registration type:
One-Time: Treatment will be completed in
one visit. The system will automatically
discharge the patient with the same date/time
of the registration.
Recurring: Multiple, ongoing treatments will
occur within the current month. An example
of a recurring type is weekly physical therapy
sessions.
If your facility is not set up for auto-discharge,
recurring patients must be manually
discharged at the end of the month; go to
Recording Patient Visits on page 73 for
instruction.
Observation: Patient will be observed and
will stay in the facility for fewer than 23 hours.
The Room/Bed field is required and patients
must be manually discharged; go to
Discharging, Transferring, and Swapping
Patients on page 60 for instruction on
discharging.
---
* Arrived * This field displays only for pre-registrations
and registrations; it does not display for pre-
admissions or admissions.
Type a short description of how the patient arrived
at the facility, for example by car or on foot.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 20
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
* Admitting
Doctor
* This field is required only for pre-admissions
and admissions; it is optional for pre-
registrations and registrations.
Select the code associated with the admitting
doctor.
---
Referring
Doctor
Select the code associated with a referring doctor,
if any.
---
* Attending
Doctor
* This field is required only for pre-
registrations and registrations; it is optional
for pre-admissions and admissions.
Select the code associated with the attending
doctor.
If you leave the field blank, the Admitting Doctor
will be used.
---
Primary Care
Doctor Number
Select the code associated with the patient’s
primary care doctor.
When a selection is made, the associated name
will automatically display in the Primary Care
Doctor Name field.
If the code is not known, you can type the doctor’s
name in the Primary Care Doctor Name field.
---
Primary Care
Doctor Name
Type the name of the patient’s primary care
doctor if the Primary Care Doctor Number is not
known.
No more than 15 characters.
---
* ICD-9 * This field is required for checking medical
necessity. Go to page 43 for instruction.
Select the appropriate ICD-9 code for the
admission/registration.
66
Chief Complaint Type a brief description of the patient’s complaint.
No more than 66 characters.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 21
Fields on First Screen (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Accident
Related Select whether the admission is related to an
accident.
If you select Yes, the following additional fields
will display; if you select No, these fields will not
display.
Accident Code: Select an accident or
occurrence code. This code is used to
determine liability and coordinating benefits.
Accident Date: Select or type the date of the
accident.
Accident State: Select the state where the
accident happened.
Accident Hour: Select the hour when the
accident happened.
---
Diet Select any special diet or diet restrictions for the
patient.
---
Smoker If the patient smokes, select Yes; otherwise,
select No.
---
Secondary Windows Accessible from First Screen
The following secondary windows are available from the first screen. Entry on all of these windows is optional.
Windows Accessible from the First Screen
Window Description Button Access Page #
Alternate Address Add an additional mailing address, phone number, or both. Alternate Address 22
Occurrence/Condition
Codes and Dates Add information on the condition or accident that is the reason the
patient is being admitted/registered.
Occ/Con Codes 23
HMS Alternate Phone
Number and E-mail
Listings
Add an email address or an additional phone number. Phone/Email 24
Medications Add the names of medications the patient is taking. Medications 27
Accounts With A Balance View the patient’s account balance. This button will display only if
your facility is set up to display the button and the patient has an
account balance.
Act Bal Inq 27
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 22
Alternate Address Window
On the Alternate Address window (Figure 27), you can enter
an alternate mailing address and phone number for the
patient. This address can be used to direct statements and
collection letters to an address other than the patient’s home
address.
To enter an alternate address or phone number:
1 Click Alternate Address (or press F7 on your
keyboard).
The Alternate Address window (Figure 27) will display.
2 Type the alternate address and/or phone number.
3 Click OK.
The window will close and the first screen will redisplay.
4 You can either:
Open a different secondary window: See
Secondary Windows Accessible from First Screen
above for details.
Complete the data entry on the first screen:
Click OK. The Contact Information screen will
display.
Go to Contact Information Screen on page 28 for
instruction.
Figure 27: Alternate Address Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 23
Occurrence/Condition Codes and Dates Window
On the Occurrence/Condition Codes and Dates window
(Figure 28), you can enter the occurrences or conditions that
are the reason the patient is being admitted/registered.
To enter an occurrence/condition code and date:
1 Click Occ/Con Codes (or press F8 on your keyboard).
The Occurrence/Condition Codes window (Figure
28) will display.
2 Select the one or more codes and dates. The below
table describes each of the fields on the window.
3 Click Update/add.
The window will close and the first screen will redisplay.
4 You can either:
Open a different secondary window: Go to
Secondary Windows Accessible from First Screen
on page 21 for details.
Complete the data entry on the first screen:
Click OK. The Contact Information screen will
display.
Go to Contact Information Screen on page 28 for
instruction.
Figure 28: Occurrence/Condition Codes and Dates Window
Fields on Occurrence/Condition Code Window (All fields are optional)
Field Name Notes UB
Locator
Sample Entry
Occurrence
Codes and
Dates
Select an occurrence code to identify a
significant event that may determine liability
for the patient's charges. You can enter up to
4 codes/dates.
31-34
Occurrence
Span Codes
and Dates
Select an occurrence span code to
identify a condition that may impact the
patient's benefits.
In the From and Thru fields, enter the
range of time during which the condition
occurred. Either click the calendar to
select a date, or type the date in the
format MMDDYY.
You can enter up to 2 span codes/dates.
35-36
Condition
Codes Select a condition code to identify conditions
that may affect payor processing. You can
enter up to 4 codes.
18-28
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 24
HMS Alternate Phone Number and E-mail Listings Window
On the HMS Alternate Phone Number and E-mail Listings
window (Figure 29), you can view, edit, or delete existing
phone numbers and email addresses, and add new phone
numbers and email addresses.
To use the HMS Alternate Phone Number and E-mail
Listings window:
1 Click Phone/Email (or press SHIFT + F2 on your
keyboard).
The HMS Alternate Phone Number and E-mail
Listings window (Figure 29) will display.
2 You can:
Add phone numbers: go to page 25.
Add email addresses: go to page 25.
Edit phone numbers or email addresses: go
to page 26.
Delete phone numbers or email addresses: go
to page 26.
3 When you are finished working with phone numbers
and email addresses, click Exit on the HMS Alternate
Phone Number and E-mail Listings window.
The first screen will redisplay.
4 You can either:
Open a different secondary window: Go to
Secondary Windows Accessible from First Screen
on page 21 for details.
Complete the data entry on the first screen:
Click OK. The Contact Information screen will
display.
Go to Contact Information Screen on page 28 for
instruction.
Figure 29: HMS Alternate Phone Number and E-mail Listings
Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 25
To add a phone number:
1 Click Add Phone.
A window (Figure 30) will display.
2 Enter data as follows:
From the first drop-down list, select the type of
number, such as Cell or Fax.
In the Phone fields, type the phone number.
In the Description field, type any notes.
3 Click OK.
The window will remain open.
4 If you:
Have another phone number to add, repeat the
above steps 2 and 3.
Are finished entering phone numbers click
Previous. The window will close and the phone
numbers you added will display in the bottom box of
the HMS Alternate Phone Number and E-mail
Listings window.
To add an email address:
1 Click Add Email.
A window (Figure 31) will display.
2 Enter data as follows:
From the drop-down list, select the type of email
address, such as Home or Work.
In the Email Address field, type the email address.
3 Click OK.
The window will remain open.
4 If you:
Have another email address to add, repeat the
above steps 2 and 3.
Are finished entering email addresses, click
Previous. The window will close and the email
addresses you added will display in the bottom box
of the HMS Alternate Phone Number and E-mail
Listings window.
Figure 30: Entering an Alternate Phone Number
Figure 31: Entering an Email Address
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 26
To edit a phone number or email address:
To edit the home or work phone number, type the new
value directly in the Home phone and Work phone fields
on the HMS Alternate Phone Number and E-mail
Listings window (Figure 29).
To edit an alternate phone number or email address
(shown in the boxes):
1 Select the value you want to edit, and then click
Edit.
A window (Figure 32) will display, allowing you to
change the value.
2 When you are finished changing the phone number
or email address, click OK.
The window will close and the HMS Alternate
Phone Number and E-mail Listings window will
redisplay.
To delete a phone number or email address:
To delete the home or work phone number, delete the
value directly in the Home phone and Work phone fields
on the HMS Alternate Phone Number and E-mail
Listings window (Figure 29): Double-click inside the field,
and then press Delete on your keyboard.
To delete an alternate phone number or email address
(shown in the boxes):
1 Select the value you want to delete, and then click
Delete.
A window (Figure 33) will display, showing a “Press
Delete To Confirm Deletion” message.
2 Click Delete.
The window will close and the HMS Alternate
Phone Number and E-mail Listings window will
redisplay, with the deleted entry removed.
Figure 32: Editing an Alternate Phone Number
Figure 33: Deleting an Email Address
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 27
Medications Window
On the Medications window (Figure 34), you can enter the names
of any medication the patient is taking at the time of admission.
To enter medications:
1 Click Medications.
The Medications window (Figure 34) will display.
2 Type the one or more medication names in the empty
fields.
3 Click OK.
The window will close and the first screen will redisplay.
4 You can either:
Open a different secondary window: Go to
Secondary Windows Accessible from First Screen on
page 21 for details.
Complete the data entry on the first screen: Click
OK. The Contact Information screen will display.
Go to Contact Information Screen on page 28 for
instruction.
Figure 34: Medications Window
Accounts With A Balance Window
On the Accounts With A Balance window (Figure 35), you can
view the patient’s account balance. This window is accessible only
if your facility is set up to provide this access and the patient has
an account balance.
To view the account balance:
1 Click Act Bal Inq (or press SHIFT + F9 on your keyboard).
The Accounts With A Balance window (Figure 35) will
display.
2 View the data, and when you are finished, click OK.
The window will close and the first screen will redisplay.
3 You can either:
Open a different secondary window: Go to
Secondary Windows Accessible from First Screen on
page 21 for details.
Complete the data entry on the first screen: Click
OK. The Contact Information screen will display.
Go to Contact Information Screen on page 28 for
instruction.
Figure 35: Accounts With A Balance Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 28
Contact Information Screen
To access:
The HMS Admission/Registration Contact Information
screen (Figure 36) displays after you click OK from the first
screen.
On the HMS Admission/Registration Contact Information
screen, you can enter contact information for a patient’s
employer, emergency contacts, and parents. All the fields on
this screen are optional.
To enter contact information:
1 Enter data in the fields. Fields on Contact Information
Screen on the next page describes each of the fields
on this screen.
Note: If the emergency contact information is
the same as the patient's information, click
Same Address As Patient to copy the
information.
2 When you are finished entering information or if you
do not have any information to add, click OK.
Depending on whether the patient is insured (set in
the Insurance field on the first screen, as described
on page 18), either the Payor Information or
Guarantor Maintenance screen will display next.
For instruction, go to either:
Payor Information Screen on page 31 if the
patient is insured.
Guarantor Maintenance Screen on page 36 if the
patient is not insured.
The HMS Admission/Registration Contact Information screen
allows you to enter contact information for the patient’s employer,
emergency contacts, and parents. All the fields on this screen are
optional.
Figure 36: HMS Admission Registration Contact Information
Screen
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 29
Fields on Contact Information Screen
The following table describes each of the fields on the HMS Admission/Registration Contact Information screen. All of the fields on
this screen are optional.
Fields on HMS Admission/Registration Contact Information Screen (All fields are optional)
Section Field Name Notes UB
Locator
Sample Entry
Employment
contact
information
Employer
name Type the name of the patient’s
current employer. Do not use any
punctuation, such as commas or
periods.
No more than 20 characters.
65
Address Type the number, street, and
unit/apartment # of the address of the
patient’s employer.
No more than 20 characters.
---
City Type or select the city of the address
of the patient’s employer.
No more than 18 characters.
---
State Type the 2-letter state abbreviation of
the address of the patient’s employer.
---
Zip code Type the zip code of the address of
the patient’s employer.
---
A/C - Phone Type the phone number, including
area code, of the patient’s employer.
Do not use dashes.
---
Occupation Type the name of the patient’s
occupation.
---
Employment
Date Select or type the date the patient
was employed by this employer.
---
Emergency
contact 1
information
(for the first
person to be
contacted)
Contact
name (L F M) Type the name of the person the
hospital should contact in case of
emergency.
---
Address Type the number, street, and unit # of
the contact’s address.
No more than 20 characters.
---
City/State Select/type the city and state of the
contact’s address.
No more than 20 characters.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 30
Fields on HMS Admission/Registration Contact Information Screen (All fields are optional)
Section Field Name Notes UB
Locator
Sample Entry
Emergency
contact 2
information
(for the
second
person to be
contacted)
Zip code Type the zip code of the contact’s
address.
---
A/C – Home
Phone Type the contact’s home phone
number, including area code.
Do not use dashes or any other
punctuation.
---
A/C – Work
Phone Type the contact’s work phone
number, including area code.
Do not use dashes or any other
punctuation.
---
Relation Select the contact’s relationship to
the patient.
---
Family
information
Father’s
name Type the name of the patient’s father. ---
Date of Birth Select or type the data of birth of the
patient’s father.
---
Mother’s
maiden name Type the maiden name of the
patient’s mother.
No more than 25 characters.
---
Date of Birth Select or type the data of birth of the
patient’s mother.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 31
Entering Payor Information
Payor Information Screen
To access:
If the patient is insured, the HMS Admission/Registration
Payor Information screen (Figure 37) will display after you
click OK on the HMS Admission/Registration Contact
Information screen.
Note: If the patient does not have insurance, go to
Guarantor Maintenance Screen on page 36.
On the HMS Admission/Registration Payor Information
screen, you will enter information about the payor (the
patient’s insurance). You can add up to three payors.
To enter payor information:
1 Enter data as needed. Fields on Payor Information
Screen on the next page describes each of the fields
on the window.
Note: If you want to use payor information
from the patient’s payor history, click
PayorHst, or press F5. The PAYOR
HISTORY SEARCH window (Figure 38) will
display. Select a payor and then click OK.
2 If you:
Are finished entering payors, go to step 3.
Have another payor to add, click 2ndPayor (or
3rd Payor). Another HMS Admission/
Registration Payor Information screen will
display. Repeat steps 1 and 2.
Note: If you need to delete a secondary or
tertiary payor (the primary payor cannot
be deleted), click Delete Ins and then
click OK on the confirmation screen.
3 When you are finished entering data, click OK.
The HMS Guarantor Maintenance window will display.
Go to Guarantor Maintenance Screen on page 36 for
instruction.
The HMS Admission/Registration Payor Information screen
displays if the patient is insured. This screen allows you to enter
information about the patient’s insurance.
Figure 37: HMS Admission/Registration Payor Information Screen
Figure 38: PAYOR HISTORY SEARCH Window
Figure 39: Payor Subscriber ID Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 32
Note: If the insured is different from the
patient, a Payor Subscribed ID window
(Figure 39) will display after you click OK.
This ID number is used for electronic billing
requirements. Entry is not required. Click OK
to continue.
Fields on Payor Information Screen
The following table describes each of the fields on the HMS Admission/Registration Payor Information screen. The fields that
require data are shaded in gray.
Fields on HMS Admission/Registration Payor Information Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Company/Plan
Based on the
value you select
in the
Company/Plan
field, the other
fields in this
section (name,
address, and
phone number)
will be
automatically
filled in, but you
can change them
if needed.
Company /
Plan When you click the drop-down arrow,
the Payor Plan Alpha Search window
will display. Select the appropriate
payor and then click OK to return to
the HMS Admission/ Registration
Payor Information screen.
---
Name Type the name of the company. ---
Address 1 Type the number, street, and unit/
apartment # of the company’s
address.
No more than 25 characters for each
line.
---
Address 2 ---
City Type the city of the company’s
address.
No more than 18 characters.
---
State/Zip Type the 2-letter state abbreviation
and zip code of the company’s
address.
---
A/C – Phone
Number Type the phone number, including
area code, of the company.
Do not use dashes.
---
Policy
Information
Policy
Number / Hic
Number
Type the insured’s policy number.
No more than 17 characters.
60
Group name Type the name of the group policy that
insures the patient.
No more than 14 characters.
61
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 33
Fields on HMS Admission/Registration Payor Information Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Group
number Type an ID number for the group
policy that insures the patient.
No more than 17 characters.
62
Release
Information Select whether the policy allows for
release of information to other
organizations for adjudication of
claims.
52
Assigned
Benefits Select whether the insured has signed
a form authorizing a 3rd party payor to
pay the provider.
53
Payor
Verification Select whether the patient’s coverage
has been verified with the payor.
Select Yes if your facility is set up to
use Insurance Eligibility (IE).
Note: You are responsible for
managing IE transaction failures.
Refer to the Patient Accounting User’s
Manual for instruction.
---
Insured’s
information
If the insured’s
information is
the same as the
patient
information,
click Same as
patient.
Name Type the name of the insured (the
person who carries the policy) with the
last name first.
Use a space to separate the first and
last names. Do not use any
punctuation, such as commas or
periods.
No more than 25 characters.
58
Sex Select the insured’s sex. ---
Patient’s
relationship Select the insured’s relationship to the
patient.
59
Date of Birth Select or type the insured’s date of
birth.
---
Employment
information
Employment
Status Code Select the employment status of the
insured, such as Employed full time or
Retired.
---
Occupation Type the occupation/job title of the
insured.
No more than 10 characters.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 34
Fields on HMS Admission/Registration Payor Information Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Employer
name Type the name of the insured’s current
employer. Do not use any punctuation,
such as commas or periods.
No more than 20 characters.
65
Location Type the address of the insured’s
employer.
---
Employee ID Type an ID number the employer has
assigned to the insured.
No more than 11 characters.
---
Years Type the number of years the insured
has been employed by this employer.
---
Effective Date Select or type the date the insured
was employed by this employer.
---
A/C Phone
Number Type the phone number, including
area code, of the insured’s employer.
Do not use dashes.
---
Insurance/Payor
Specs
PSRO Type the appropriate Professional
Standards Review Organization
(PSRO) or Utilization Review (UR)
approval indicator.
A utilization review is the evaluation of
the necessity, appropriateness, or
quality of care provided to a patient.
---
Grace days Type the number of days indicated in
the UR as being needed to arrange for
patient’s post-discharge care.
---
Treatment
Number Type the treatment authorization
number assigned by the payor for
authorization of payments.
---
Certified
dates Select or type the range of dates for
which the patient’s benefits are
approved.
---
Review date Select or type the date on which the
hospital should review the patient’s
account for a possible extension or
discharge.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 35
Fields on HMS Admission/Registration Payor Information Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Retain payor
history Select whether payor history should
be retained in the patient’s history file
for future visits.
Note: Select No for a liability or
workers compensation claim because
these are typically unique
occurrences.
---
Insurance
Eligibility Select whether the payor’s eligibility
should be verified at the end of the
admission/registration process.
Depending on the setup at your
facility, this field may or may not allow
changes.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 36
Entering Guarantor Information
Guarantor Maintenance Screen
To access:
The HMS Guarantor Maintenance screen (Figure 40) will
display:
If the patient is insured, after you click OK on the HMS
Admission/Registration Payor Information screen.
If the patient is not insured, after you click OK on the
HMS Admission/Registration Contact Information
screen.
On the HMS Guarantor Maintenance screen (Figure 40),
you will enter information about the guarantor, who is the
person or organization that is financially responsible for
payment on the patient's account.
A guarantor must be at least 18 years old. Usually the
primary guarantor is the patient or the parent/legal guardian
of the patient.
To enter guarantor information:
1 Enter data as needed. Fields on Guarantor
Maintenance Screen on the next page describes
each of the fields on the window.
Note: If the patient is the guarantor, click
Same As Patient and Same Address As
Patient to copy the patient information.
2 If you:
Are finished entering guarantors, go to step 3.
Have another guarantor to add, click Add
Guarantor. Another HMS Guarantor
Maintenance screen will display with blank
fields. Repeat steps 1 and 2 for all the
guarantors you need to add.
3 When you are finished entering data on this screen,
click OK.
The last screen will display.
Go to Confirming and Completing on page 40 for
instruction.
The HMS Guarantor Maintenance screen allows you to enter
information about the party financially responsible for payment on
the patient's account.
Figure 40: HMS Guarantor Maintenance Screen
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 37
Fields on Guarantor Maintenance Screen
The following table describes each of the fields on the HMS Guarantor Maintenance screen. The fields that require data are shaded
in gray.
Fields on HMS Guarantor Maintenance Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Guarantor
Information
If the patient
is the
guarantor,
click Same
As Patient
and Same
Address As
Patient.
Guarantor
Number Select the guarantor from the list.
If the guarantor is not on the
list, skip entry in this field.
If the guarantor is in the list,
select it and other fields will be
automatically filled in using
information in the system.
---
Social
Security
Number
If the guarantor is a person, type
the guarantor's social security
number.
Do not use dashes or any other
punctuation.
---
Name (L F M) Type the guarantor's name.
If the guarantor is a person, type
the name with the last name first,
and use a space to separate the
first and last names.
Do not use any punctuation, such
as commas or periods.
No more than 25 characters.
38
Address line 1 Type the number, street, and
unit/apartment # of the
guarantor's address.
No more than 25 characters for
each line.
38
Address line 2
City Type the city of the guarantor's
address.
No more than 18 characters.
38
State Type the 2-letter state
abbreviation of the guarantor's
address.
38
Zip code Type the zip code of the
guarantor's address.
38
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 38
Fields on HMS Guarantor Maintenance Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
A/C Phone
Number Type the guarantor's phone
number, including area code.
Do not use dashes or any other
punctuation.
38
Sex If the guarantor is a person,
select the guarantor's sex.
If the guarantor is a facility,
such as a school or business,
select Unknown.
---
Date of Birth If the guarantor is a person, select
or type the guarantor's date of
birth.
---
F/C Select the financial class for the
guarantor. This code is used for
billing, collection, and statistical
purposes.
---
Relationship Select the guarantor's relationship
to the patient.
---
Occupation Type the guarantor's occupation.
No more than 20 characters.
---
Years Type the number of years the
guarantor has been employed.
---
Employer
Information
Employer
name Type the name of the guarantor's
current employer. Do not use any
punctuation, such as commas or
periods.
No more than 20 characters.
65
Address line 1 Type the number, street, and
unit/apartment # of the address of
the guarantor's employer.
No more than 20 characters.
---
Address line 2
City Type or select the city of the
address of the guarantor's
employer.
No more than 18 characters.
---
State Type the 2-letter state
abbreviation of the address of the
guarantor's employer.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 39
Fields on HMS Guarantor Maintenance Screen (Required fields are shaded in gray)
Section Field Name Notes UB
Locator
Sample Entry
Zip code Type the zip code of the address
of the guarantor's employer.
---
A/C – Phone
Number Type the phone number, including
area code, of the guarantor's
employer.
Do not use dashes.
---
Current
Account
Information
Current
balance Display only: View the
guarantor's current accounts
receivable balance.
---
A/R
comments Display only: View any
comments related to the accounts
receivable (A/R) balance.
---
Bad Debt
Write Off’s Display only: View the number of
the guarantor's accounts that
have been written off to bad debt.
---
Bad Debt
Amount Display only: View the A/R
balance that has been converted
to bad debt for the guarantor.
---
Send
Statement/
Collection
letter
Display only: Indicates whether
statements and collection letters
should be sent to the guarantor.
---
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 40
Confirming and Completing
Confirmation and Completion Screen
To access:
The final screen (Figure 41) displays when you click OK on
either the HMS Admission/Registration Payor Information or
HMS Guarantor Maintenance screen. It is the last screen of
the admission/registration process.
On the final screen, you will answer questions related to sharing
patient information, initial the entry, add any comments, and
complete the admission/registration.
On the confirmation screen, you have the option of enrolling the
patient in the Patient Portal, which allows the patient to access
personal healthcare records on the YourCareCommunity.Com
website.
To enter the final information:
1 Enter data as needed. Fields on Final
Admission/Registration Screen on page 42 describes
each of the fields on the window.
2 Click Complete Admission or Complete Registration
(the button name differs depending on the process you
are in.)
Important Note: If you click Cancel, all the
information you entered will be deleted. Click
Previous if you need to go back and change
any data.
The HMS Admission/Registration Confirmation
Screen (Figure 42) will display.
3 In the Patient Portal Participation field, select one of
the following:
Yes allows the patient to access their personal
records without secure messaging.
No opts out of participation.
Yes, and with Secure Messaging allows the
patient to utilize messaging, enabling them to send
messages to their physicians and other hospital
personnel.
Note: Your facility must have purchased
secure messaging for this option.
The final screen allows you to answer questions related to
sharing patient information, initial the entry, add any comments,
and complete the admission/registration.
Figure 41: Admission/Registration – Final Screen
Figure 42: HMS Admission/Registration Confirmation Screen
Figure 43: Email Address Entry Window
3
2
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 41
4 Click OK.
5 If no email address is on file for the patient, the Email
Address Entry window (Figure 43) will display.
1. Select Home, Work, or Other from the drop-down
list.
2. In the Email Address field, type the patient’s email
address.
3. Click OK.
6 Verify the information and do one of the following:
Enter a patient payment. Go to Entering Patient
Payments on page 106 for instruction.
Note: The Patient Responsibility
button will not display unless you have
opened a cashier drawer. Go to
Opening Cashier Drawer on page 104
for instruction.
Check medical necessity for Medicare benefits
eligibility. Go to page 43 for instruction.
Note: Depending on your facility and
whether certain selections were made
for the HSV and payor plan, the Check
Med Nec button (Figure 42) will display
on the confirmation screen.
Run the Charge Estimator to estimate out-of-pocket
expenses for the patient. Go to Creating New
Estimates on page 113 for instruction.
Click OK.
Depending on the setup at your facility and whether
certain selections were made for the patient,
different windows may display. These windows are
described in Final Admission/Registration Windows
on page 46.
When you have completed these windows, the
admission/registration will be finished. A search
window (described at the beginning of this chapter
on page 9) will display, allowing you to enter
admission/ registration information for another
patient.
You can continue to enter information as described
in this chapter, or you can click Exit to return to the
Admission Menu or Registration Menu.
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 42
Fields on Final Admission/Registration Screen
The following table describes each of the fields on the final Admission/Registration screen. The fields that require data are shaded in
gray.
Fields on Final Admission/Registration Screen (Required fields are shaded in gray)
Field Name Notes Sample Entry
Patient name Display only: View the patient name.
Financial class Display only: View the financial class.
Primary payor plan Display only: View the primary payor plan
code, if any.
Primary payor plan
name Display only: View the primary payor plan
name, if any.
Privacy notice
received and date If the patient has received a privacy notice,
select Yes, and then select or type the
date the patient received it.
Advance directive
form complete Select Yes if the patient has completed an
advance directive form; otherwise, select
No.
If you select Yes, the Patient Advance
Directive window (see page 46) will
display after the confirmation window.
Do you want the
following
information included
in the directory?
Name
Location in hospital
General medical
condition
Religious affiliation
For each field, either select Yes for the
information that can be included in the
patient directory, or select No for the
information that should not be included.
Name: If you select No, the Online
Census Inquiry, Physician Census, and
Religion Census will display “Room
Occupied” rather than the patient's
name.
Religious Affiliation: If you select No,
the Religion Census and
Religion/Congregation Census will
display “Room Occupied” rather than
the patient's name.
Admitted by Type your initials to indicate that you
entered the admission/registration. The
initials of the logged in user are
automatically entered in the field, but you
can change it if needed.
No more than 3 characters.
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 43
Fields on Final Admission/Registration Screen (Required fields are shaded in gray)
Field Name Notes Sample Entry
Enter responses to
MSP questionnaire Either select Yes to enter responses in the
MSP (Medicare Secondary Provider)
Questionnaire, or select No to not display
the questionnaire.
If you select Yes, the MSP Questionnaire
window (see page 49) will display after the
confirmation window.
Comments Type any comments related to the
admission/ registration.
Keep in mind that comments entered here
will display in other areas of the program.
Checking Medical Necessity and Printing the Advance Beneficiary Notice (ABN) Report
The Local Medical Review Policy window (Figure 45) will display if you click Check Med Nec from the HMS Admission/Registration
Confirmation Screen (Figure 44).
In order for a patient to be eligible for Medicare benefits, medical necessity must be checked. Once the medical necessity tool runs, an
Advance Beneficiary Notice (ABN) report will be available to print. This report informs the patient that certain medical services may
not be covered so the patient can make an informed decision about receiving services.
To check medical necessity for Medicare benefits
eligibility:
1 In the Charge Code field, type a code or click the
drop-down arrow to select from a list.
2 Click Check Med Nec.
The HMS Medical Necessity window (Figure 46) will
display.
3 You can:
Print an ABN – go to page 44.
Delete the ABN if the patient declines a copy of
the report – go to page 44.
Add a diagnosis code to rerun medical necessity –
go to page 44.
Print the report to send it to the payor – go to page
44.
Accept patient responsibility – go to page 45.
Accept hospital responsibility – go to page 45.
Figure 44: HMS Admission/Registration Confirmation Screen
Figure 45: Local Medical Review Policy Window
2
1
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 44
To print an ABN:
1 Click OK.
The Medical Necessity Notifications window (Figure
47) will display.
2 Click OK.
The report will print to your default printer, and the
HMS Admission/Registration Confirmation Screen
(Figure 44) will redisplay.
To delete the ABN:
1 Click Decline.
The Medical Necessity Notifications window (Figure
47) will display.
2 Under Form, select Advance Beneficiary Notice.
3 Click Delete.
4 Click OK.
The HMS Admission/Registration Confirmation
Screen (Figure 44) will redisplay.
To add a diagnosis code:
1 Click Add Diagnosis.
The Patient Diagnoses Maintenance window (Figure
48) will display.
2 In the Admitting diagnosis, Primary diagnosis, and
Secondary diagnoses fields, type the diagnosis
codes, or click the drop-down arrow to select from a
list.
3 Click Update.
The HMS Medical Necessity window (Figure 46) will
redisplay.
To print the report to send to the payor:
1 Click Pt Resp/File payor claim.
The Medical Necessity Notifications window (Figure
47) will display.
2 Click OK.
The ABN report will print to your default printer, and
the HMS Admission/Registration Confirmation
Screen (Figure 44) will redisplay.
Figure 46: HMS Medical Necessity Window
Figure 47: Medical Necessity Notifications Window
Figure 48: Patient Diagnoses Maintenance Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 45
To print the report for the patient to accept responsibility:
1 Click Pt Resp/No payor claim.
A window confirming that the patient is accepting
responsibility for the claim (Figure 49) will display.
2 Select Yes and click OK.
The Medical Necessity Notifications window (Figure
47) will display.
Note: If you select No, the process will be
cancelled and the HMS Medical Necessity
Window (Figure 46) will redisplay.
3 Click OK.
The ABN report for the patient will print to your default
printer and the HMS Admission/Registration
Confirmation Screen (Figure 44) will redisplay.
To accept hospital responsibility for the claim:
1 Click Hosp Resp/File payor claim.
The ABN report will not print and the HMS
Admission/Registration Confirmation Screen
(Figure 44) will redisplay.
Figure 49: Patient Responsibility Confirmation Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 46
Final Admission/Registration Windows
Depending on the setup at your facility and whether certain selections were made for the patient, different windows will display after the
confirmation window.
When you have completed any windows that may display, the admission/registration will be finished. A search window (described
at the beginning of this chapter on page 9) will display, allowing you to enter admission/registration information for another patient.
You can continue to enter information as described in this chapter, or you can click Exit to return to the Admission Menu or
Registration Menu.
Final Window Description Page #
Patient Advance
Directive Assign or create advance directives or change verification information for advance directives.
This window displays if you selected Yes in the Advance directive form complete field on the
final screen.
46
MSP Questionnaire Answer questions that can be used by Medicare providers to identify other payors that may be
primary to Medicare.
This window displays if you selected Yes in the Enter responses to MSP questionnaire field
on the final screen.
49
Selected Forms Set parameters for how electronic forms will be printed. This window will display if your facility
is using electronic forms.
50
Signature Forms The Signature Forms window allows you to electronically sign documents. This window will
display if your facility has HMS Document Scanning installed and the associated parameter
was set on the Selected Forms window.
51
Scan Documents Scan documents into the system. This window will display if your facility has HMS Document
Scanning installed and the associated parameter was set on the Selected Forms window.
52
Patient Advance Directive
The list view of the Patient Advance Directive window
(Figure 50) will display if you selected Yes for the Advance
directive form complete field on the final screen.
You can assign existing advance directives (see below),
create new advance directives (see page 47), and change
verification information for advance directives (see page 48).
To assign existing directives to the patient:
1 Click Assign a directive (or press F6 on your
keyboard).
The Assign a Directive window (Figure 51) will display.
2 Select a directive from the list, and then click OK.
The assigning view of the Patient Advance Directive
window (Figure 52) will display.
Figure 50: Patient Advance Directive Window – List View
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 47
3 Select values as follows:
In the Verified field, select Yes if the directive has
been verified; otherwise, select No.
In the By patient field, select Yes if the directive
was verified by the patient; otherwise, select No.
4 Click OK.
Note: If the directive has been verified but not
by the patient, a Verified by field will display
after you click OK. Type the name of the
person who verified the directive, and then
click OK again.
The Assign a Directive window (Figure 51) will
redisplay, allowing you to assign additional directives.
5 Repeat steps 2 through 4 for every directive you want
to assign.
6 When you are finished assigning directives, click
Previous.
The list view of the Patient Advance Directive
window (Figure 50) will redisplay, listing all assigned
directives.
7 When you are finished working with directives, click
Exit.
Another window may display (see Final
Admission/Registration Windows on page 46 for
details) or the admission/registration process will end.
To create a new directive:
1 From the list view of the Patient Advance Directive
window (Figure 50), click Assign a directive (or press
F6 on your keyboard).
The Assign a Directive window (Figure 51) will
display.
2 Click Create a new directive.
The Advance Directive–Create window (Figure 53)
will display.
3 Type data as follows:
In the Code field, type a unique code to identify
the directive.
In the Directive field, type a name for the
directive.
Figure 51: Assign a Directive Window
Figure 52: Patient Advance Directive Window – Assign
Figure 53: Advance Directive – Create Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 48
4 Click OK.
The Assign a Directive window (Figure 51) will
redisplay, with the newly created directive listed.
5 To assign this directive, follow steps 2 through 7 on
page 46.
To change verification information:
Verification information can be changed on the list view of the
Patient Advance Directive window (Figure 54).
To change whether a directive was verified: In the
Verified field, select either Yes or No.
To change whether a directive was verified by the
patient: In the By patient field, select either Yes or No.
When you are finished working with directives, click OK.
Another window may display (see Final
Admission/Registration Windows on page 46 for details) or
the admission/registration process will end.
Figure 54: Changing Verification Information
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 49
MSP Questionnaire
On the MSP Questionnaire window (Figure 55), you answer
questions that can be used by Medicare providers to identify
other payors that may be primary to Medicare.
This window displays if you selected Yes in the Enter
responses to MSP questionnaire field on the final screen.
To complete the MSP (Medicare Secondary Provider)
Questionnaire:
1 Select an answer to the question, and then click Next
Question.
2 Repeat step 1 for each question.
Note: To go to a specific question, click
Select question. The Question
Search/Select window (Figure 56) will
display. Double-click a question to jump to
that question.
3 When you are finished answering questions, click OK.
Another window may display (see Final
Admission/Registration Windows on page 46 for details)
or the admission/registration process will end.
Note: If any required information is missing, a
message (Figure 57) will display. Enter the
information that is needed, and then click OK
to continue.
Figure 55: MSP Questionnaire Window
Figure 56: Question Search/Select Window
Figure 57: Required Information Missing
Next Question
button
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 50
Selected Forms
The Selected Forms window (Figure 58) displays to set parameters for how electronic forms will be printed.
Notes:
The forms that display are pre-selected by your facility.
This window can also be accessed by clicking Print
admission notice from the Admission Menu or
Print registration notice from the Registration
Menu.
You can reprint these forms at any time. Go to
Reprinting Face Sheets, Forms, Labels, and Wrist
Bands on page 137 for instruction.
To set parameters for forms:
1 The window displays with values already set. If you:
Do not need to change any values, go to step 2.
Do need to change values, you can either type a new
value in each field or change all fields to use the
same values.
To change all fields, click Change All and then type
values in the Change All Forms window (Figure 59).
1. In the Printer field, type the ID of the printer.
2. In the Copies field, type the number of copies to
be printed.
3. In the Drawer field, type the number for the
printer drawer.
4. In the Auto Archive field select Yes if the form
should be archived; otherwise select No.
5. In the Signature field, select Yes if the form
requires a signature; otherwise select No.
2 Click OK.
Another window may display (see Final
Admission/Registration Windows on page 46 for details) or
the admission/ registration process will end.
Figure 58: Selected Forms Window
Figure 59: Change All Forms Window
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 51
Signature Forms
The Signature Forms window (Figure 60) displays a list of forms that are associated with the type of patient you are
admitting/registering, and then allows you to pull selected forms for an electronic signature.
To sign documents:
1 Select the form you want to have signed, and then
click OK.
Note: To locate a form in a long list, you
can enter search criteria in the Position
to field.
A form window (Figure 61) will display.
2 From the Signatures area, select one of the
following options:
Initials: You will be initialing the document.
Patient or Rep: The patient or the patient’s
representative will be signing the document.
Staff: A staff witness will be signing the
document.
3 Have the appropriate person sign the signature
pad.
4 Click Insert Signature.
5 Click Save Form.
Note: If any additional forms are available
for signature, the Signature Forms
window (Figure 60) will redisplay. Either:
Repeat steps 1 through 5 until all
forms are signed.
Click Cancel if remaining forms do
not need to be signed.
Once all forms have been signed or you have
clicked Cancel, the Scan Documents window will
display. Go to the next page for instruction.
Figure 60: Signature Forms Window
Figure 61: Form Window
2
4
5
Admitting/Registering Patients Entering Data
Essentials for Registrars: Step-by-Step Reference ● 52
Scan Documents
The Scan Documents window (Figure 62) allows you to
scan patient documents.
To scan documents:
1 Select Yes, and then click OK.
The Auto Folders by Patient# window (Figure 63)
will display.
2 Select the folder where the scanned document
should be stored, and then click OK.
A “Document Archiving in progress” message
(Figure 64) will display.
3 When you are finished scanning the documents,
click OK.
Another window may display (see Final
Admission/Registration Windows on page 46 for
details), or the admission/registration process will
end.
Figure 62: Scan Documents Window
Figure 63: AutoView Folders by Patient# Window
Figure 64: Document Archiving Message
Admitting/Registering Patients: Quick Method Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 53
Admitting/Registering Patients: Quick
Method
Chapter Introduction
What this
chapter covers
This chapter shows you how to use the quick admission and quick registration options, which allow
authorized users to quickly admit/register a patient with minimal information. The chapter has two
sections:
Entering Quick Admissions/Registrations shows you how to start the correct process and enter
a quick admission/registration.
Completing Quick Admissions/Registrations shows you how to complete the
admission/registration. When using the quick method, a full admission/registration still must be
done.
Note: All users cannot use the quick admission and quick registration options. You must have the
appropriate security access to use these options.
Sections in
this chapter
Entering Quick Admissions/Registrations .......................................... 54
Fields on Quick Admission/Quick Registration Window ............ 56
Quick Admission/Registration Print Windows ........................... 58
Completing Quick Admissions/Registrations ..................................... 59
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Quickly admit or register a patient with minimal information.
Complete a full admission or registration through Quick Admit/Registration Maintenance.
Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 54
Entering Quick Admissions/Registrations
The Quick Admission and Quick Registration options allow authorized users to quickly admit/register a patient with minimal
information.
This option is most often used for Emergency Department (ED) patients or other patients who may not be able to provide full
information but need to be in the system so that orders can be entered for them.
Note: Even when using Quick Admission/Registration, a full admission/registration still must be completed; this process is
described in Completing Quick Admissions/Registrations on page 59.
To enter a quick admission/registration:
1 From the Patient Accounting Menu, click
Registration menu.
The Registration Menu (Figure 65) will display.
2 Click Quick Admit Menu.
The Quick Admit Menu (Figure 66) will display.
Note: If your user profile does not have the
appropriate security, a message will display
and you will not be able to process the quick
admission/registration.
3 Click one of the following:
Quick Registration for outpatients, including ED
patients.
Quick Admission for inpatients.
The Patient Search and Selection window (Figure 67)
will display.
4 Type data in one or more of the fields to search for a
patient record in the Master Patient Index (MPI):
Note: To avoid duplicate entries for a given
patient, HMS recommends searching by Social
Security Number.
Patient Last Name: Type the patient’s last name
first; you can use all or part of a name. Do not use
commas or any punctuation.
Soundex: If you are not sure how to spell a name,
Soundex can help you find it. This feature finds
names by their sound rather than their spelling.
Figure 65: Quick Admit Menu Option on Registration Menu
Figure 66: Quick Admit Menu
Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 55
For example, a Soundex search on Smith will return
names spelled Smith, Smyth, Smythe, and Smithe.
Social Security Number: Type the numbers
without hyphens.
Patient birth date: Either select a date (click the
calendar icon ) or type the date in the format
MMDDYYYY.
Patient history number: If known, enter a patient
history/medical record number.
5 Click OK.
The Patient History Search and Selection window
(Figure 68) will display, listing any results that match the
criteria you entered.
6 Do one of the following:
If the patient is not listed, click Add.
If the patient is listed, double-click the patient’s
name.
The first Quick Admission or Quick Registration
window (Figure 69) will display, allowing you to enter
the admission/registration information.
If you selected a patient from the system, fields from the
patient’s record will be automatically filled in.
7 Enter data in all the fields (all fields are required). Fields
on Quick Admission/Quick Registration Window on the
next page describes each of the fields on the window.
8 Click OK.
The final Quick Admission/Quick Registration window
(Figure 70) will display, allowing you to confirm.
9 Type your initials, and click OK
Depending on the setup at your facility, different print
windows may display. Go to Quick
Admission/Registration Print Windows on page 58 for
instruction.
When you have completed these windows, the initial
entry of the quick admission/registration will be
finished.
Note: Remember that a full admission/
registration for the patient still must be
completed at some point; go to page 59 for
instruction.
Figure 67: Patient Search and Selection Window
Figure 68: Patient History Search and Selection Window
Figure 69: Quick Admission Window – Enter Data
Figure 70: Quick Registration Window – Confirm
Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 56
The Patient Search and Selection window (Figure 67)
will display, allowing you to enter a quick admission/
registration for another patient. You can continue to
enter information as described in this chapter, or you
can click Exit to return to the Quick Admit Menu.
Fields on Quick Admission/Quick Registration Window
The following table describes each of the fields on the Quick Admission and Quick Registration windows. All data entry fields are
required.
Fields that are unique to a certain process are indicated with an asterisk *. For example, if a field displays when registering outpatients
but it does not display when admitting inpatients, it will be marked with an asterisk*.
Fields on Quick Admission and Quick Registrations Windows (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Patient history
number Display only: View the history number,
which is a “lifelong” medical record number
for the patient.
This field will either be blank (new patient)
or will be automatically pulled from a
previous admission/registration (previous
patient).
---
Patient account
number Display only: View the patient’s account
number, for a previously
admitted/registered patient.
The account number is different for each
admission/registration of a given patient.
---
Patient name Type the patient's name, with the last name
first.
Use a space to separate the first and last
names. Do not use any punctuation.
No more than 25 characters.
8b
Chart number Display only: View the patient’s chart
number.
3a
Sex Select the patient’s sex: M for male, F for
female, and U for unknown.
11
Date of birth Select or type the patient’s date of birth. If
unknown, select DOB Unknown.
10
Financial class Select the financial class for the patient.
This code is used for billing, collection, and
statistical purposes.
Depending on the setup at your facility, the
field may or may not be required and the
field may or may not allow any changes.
---
Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 57
Fields on Quick Admission and Quick Registrations Windows (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Hospital service Select the Hospital Service Code for the
admission/registration, such as ICU or
OBG.
---
* Admitting
physician * This field is required only for quick
admissions; it is optional for quick
registrations.
Select the code associated with the
admitting doctor.
---
* Accommodation
code * This field displays only for quick
admissions.
Select the type of accommodations the
patient will have during admission. This
code is used to determine room charges.
---
* Registration
Type * This field displays only for quick
registrations.
Select the registration type:
One-Time: Treatment will be completed
in one visit. The system will
automatically discharge the patient with
the same date/time of the registration.
Recurring: Multiple, ongoing treatments
will occur within the current month. An
example of the recurring type is weekly
physical therapy sessions.
Observation: Patient will be observed
and will stay in the facility for fewer than
23 hours.
---
* Room/Bed * This field is required only for quick
admissions and for quick registrations
with a Registration Type of Observation;
it should be left blank for quick
registrations with a Registration Type of
One-Time or Recurring.
Select a Room/Bed number.
---
Admitting/Registering Patients: Quick Method Entering Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 58
Quick Admission/Registration Print Windows
Depending on the setup at your facility, different print windows may display at the end of the process.
When you have completed these windows, the initial entry of the quick admission/registration will be finished. The Patient Search
and Selection window (Figure 67) will display, allowing you to enter a quick admission/registration for another patient.
You can continue to enter information as described in this chapter, or you can click Exit to return to the Quick Admit Menu.
To print admission/registration data:
1 The Print Entire Packet window (Figure 71) allows you to
set whether you want to print the entire admission/
registration packet or print a selected portion of the packet.
If you:
Select Yes, the Selected Forms window (Figure 73)
will display. Go to step 2.
Select No, the Form Print window (Figure 72) will
display.
Select the document you want to print and then click
Select to print. The Selected Forms window (Figure
73) will display. Go to step 2.
2 The Selected Forms window (Figure 73) and other print
windows you may see are the same as those that may
display during a full admission/registration.
See the following sections for more information:
Selected Forms on page 50.
Signature Forms on page 51.
Scan Documents on page 52.
Figure 71: Update Admit By User Window
Figure 72: Form Print Window
Figure 73: Selected Forms Window
Admitting/Registering Patients: Quick Method Completing Quick Admissions/Registrations
Essentials for Registrars: Step-by-Step Reference ● 59
Completing Quick Admissions/Registrations
For a patient entered using the Quick Admission or Quick Registration options, a full admission/registration must be completed.
To complete a quick admission/registration:
1 From the Patient Accounting Menu, click
Registration menu.
The Registration Menu will display.
2 Click Quick Admit Menu.
The Quick Admit Menu (Figure 74) will display.
3 Click Quick Admit/Registration Maintenance.
The Quick Admit Maintenance Selection window
(Figure 75) will display.
4 Type or select the patient number of the patient, and
then click OK.
Depending on whether the patient was admitted or
registered, either the HMS Inpatient Admission
(Figure 76) or HMS Outpatient Registration window
will display, with the information previously entered in
the quick admission/registration automatically filled in.
5 The rest of the process is the same as entering a
regular admission or registration. See Entering Data
on page 13 for instruction.
Figure 74: Quick Admit Menu
Figure 75: Quick Admit Maintenance Selection Window
Figure 76: HMS Inpatient Admission Window
Discharging, Transferring, and Swapping Patients Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 60
Discharging, Transferring, and Swapping
Patients
Chapter Introduction
What this
chapter covers
This chapter shows you how to discharge, transfer, and swap patients. The chapter has three
sections:
Discharging Patients shows you how to start a discharge for an inpatient and an outpatient.
Transferring Inpatients shows you how to transfer an inpatient from one room or bed to another.
Swapping Inpatients shows you how to swap the room/bed assignment between two inpatients.
Note: Outpatients with a type of Recurring are either automatically discharged at the end of the month
or are discharged using a different feature; see Recording Patient Visits on page 73 for more
information.
Sections in
this chapter
Discharging Patients ................................................................ 61
Starting a Discharge for Inpatients .................................. 61
Starting a Discharge for Outpatients ............................... 61
Discharging Inpatients and Outpatients .......................... 62
Transferring Inpatients ............................................................. 63
Swapping Inpatients ................................................................ 65
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Start the appropriate process for a discharge depending on the patient type.
Discharge a patient.
Transfer an inpatient.
Swap the room/bed assignment between two inpatients.
Discharging, Transferring, and Swapping Patients Discharging Patients
Essentials for Registrars: Step-by-Step Reference ● 61
Discharging Patients
The method of starting a discharge depends on whether the patient is an admitted inpatient or a registered outpatient. Once started, the
steps you follow for each are the same.
Starting a Discharge for Inpatients
Use the Patient discharge option in the Admission Menu to discharge inpatients and observation outpatients.
To start a discharge for an inpatient or observation
outpatient:
1 From the Patient Accounting Menu (Figure 77), click
Admission menu.
The Admission Menu (Figure 78) will display.
2 Click Patient discharge.
The Patient Discharge window (Figure 80) will display,
allowing you to select a patient.
Figure 77: Patient Accounting Menu
Starting a Discharge for Outpatients
Use the Outpatient discharge option in the Registration Menu
to discharge outpatients (except for observation outpatients).
To start a discharge for an outpatient:
1 From the Patient Accounting Menu (Figure 77), click
Registration menu.
The Registration Menu (Figure 79) will display.
2 Click Outpatient discharge.
The Patient Discharge window (Figure 80) will display,
allowing you to select a patient.
Figure 78: Patient Discharge Option on Admission Menu
Figure 79: Outpatient Discharge Option on Registration Menu
Discharging, Transferring, and Swapping Patients Discharging Patients
Essentials for Registrars: Step-by-Step Reference ● 62
Discharging Inpatients and Outpatients
To access:
The Patient Discharge window (Figure 80) displays if you click
either the Patient discharge option in the Admission Menu or
the Outpatient discharge option in the Registration Menu.
To discharge an inpatient or outpatient:
1 In the Patient number field, either type the patient
number or use the drop-down arrow to select from a list of
patients.
2 Once a patient number is entered, click OK.
The second Patient Discharge window (Figure 81) will
display, allowing you to enter discharge information.
3 Enter values as follows:
In the Discharge date field, type or select the
discharge date.
In the Discharge time field, type the time of the
discharge in the format HHMM.
In the Discharge status list, enter a code for the
discharge status. You can type the discharge status
code in the field or click the drop-down arrow to select
from a list.
Note: If needed, you can also change the
values in the Admit date or Admit time
fields; all other fields are display only and
cannot be changed.
4 When you are finished entering information, click OK.
The final Patient Discharge window (Figure 82) will
display, allowing you to confirm the discharge.
5 In the Initials field, type your initials to record that you are
the person who entered the discharge.
6 (Optional) In the Comment field, type any comments.
7 Click OK.
The first Patient Discharge window (Figure 80) will
redisplay, so that you can enter discharge information for
another patient.
You can continue to process discharges as described in
this chapter, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 80: Patient Discharge Window – Select a Patient
Figure 81: Patient Discharge Window – Enter Data
Figure 82: Patient Discharge Window – Confirm
1
5
3
7
Discharging, Transferring, and Swapping Patients Transferring Inpatients
Essentials for Registrars: Step-by-Step Reference ● 63
Transferring Inpatients
Use the Patient transfer option to transfer an inpatient from one
room or bed to another room or bed. You can also change the
accommodation code or hospital service code.
To transfer an inpatient:
1 From the Patient Accounting Menu, click Admission
menu.
The Admission Menu (Figure 83) will display.
2 Click Patient transfer.
The first Patient Room/Bed Transfer window (Figure 84)
will display, allowing you to select a patient.
3 In the Patient number field, either type the patient
number or use the drop-down arrow to select from a list of
patients.
4 Once a patient number is entered, click OK.
The second Patient Room/Bed Transfer window (Figure
85) will display, allowing you to enter transfer information.
5 Enter values as follows:
In the Transfer date field, type or select the transfer
date.
In the Transfer time field, type the time of the
transfer in the format HHMM.
In the New room/bed fields, the first field is for a new
room number and the second field is for a new bed
number. You can type the values in the field or click
the drop-down arrow to select from a list.
In the New accommodation code field, type the
code in the field or click the drop-down arrow to select
from a list.
In the New hospital service code field, type the
code in the field or click the drop-down arrow to select
from a list.
Note: To ensure accurate room charges,
make sure the accommodation and
hospital service codes are changed as
needed.
Figure 83: Patient Transfer Option on Admission Menu
Figure 84: Patient Room/Bed Transfer Window – Select a
Patient
Figure 85: Patient Room/Bed Transfer Window – Enter Data
3
5
2
4
Discharging, Transferring, and Swapping Patients Transferring Inpatients
Essentials for Registrars: Step-by-Step Reference ● 64
6 When you are finished entering information, click OK.
The final Patient Room/Bed Transfer window (Figure 86)
will display, allowing you to confirm the transfer.
Note: If you need to change any values,
click Previous to go back to previous
windows.
7 In the Initials field, type your initials to record that you are
the person who entered the transfer.
8 Click OK.
The first Patient Room/Bed Transfer window (Figure 84)
will redisplay, so that you can enter transfer information
for another patient.
9 You can continue to process transfers as described in this
section, or you can click Exit to return to the Admission
Menu.
Figure 86: Patient Room/Bed Transfer Window – Confirm
7
Discharging, Transferring, and Swapping Patients Swapping Inpatients
Essentials for Registrars: Step-by-Step Reference ● 65
Swapping Inpatients
Use the Bed swap option to switch the room/bed assignments of two inpatients.
To swap two inpatients:
1 From the Patient Accounting Menu, click Admission
menu.
The Admission Menu (Figure 87) will display.
2 Click Bed swap.
The first Inpatient Room/Bed Swap window (Figure 88)
will display, allowing you to select patients.
3 In the Patient number 1 field, either type the patient
number or use the drop-down arrow to select from a list of
patients.
4 In the Patient number 2 field, either type or select the
patient to swap with Patient number 1.
5 When you are finished entering patients, click OK.
The final Inpatient Room/Bed Swap window (Figure 89)
will display, allowing you to confirm the swap.
6 Click OK.
The first Inpatient Room/Bed Transfer window (Figure
88) will redisplay, so that you can enter bed swaps for
other patients.
7 You can continue to process bed swaps as described in
this section, or you can click Exit to return to the
Admission Menu.
Figure 87: Bed Swap Option on Admission Menu
Figure 88: Inpatient Room/Bed Swap Window – Select a
Patient
Figure 89: Inpatient Room/Bed Swap Window – Confirm
2
3
4
5
Recording and Maintaining Other Admission Types Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 66
Recording and Maintaining Other
Admission Types
Chapter Introduction
What this
chapter covers
This chapter shows you how to record and maintain leave of absences and patient visits. The
chapter has two sections:
Creating and Maintaining Patient Leave of Absence shows you how to record when a patient
leaves the hospital and plans on returning to finish treatment.
Recording Patient Visits shows you how to record a recurring outpatient visit and discharge a
recurring outpatient.
Sections in
this chapter
Creating and Maintaining Patient Leave of Absence ............... 67
Recording a Leave of Absence ....................................... 67
Changing and Deleting an Existing Leave of Absence ... 69
Recording a Leave of Absence Return ........................... 71
Recording Patient Visits ........................................................... 73
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Record, change, and return a patient leave of absence.
Record and discharge a recurring outpatient visit.
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 67
Creating and Maintaining Patient Leave of Absence
This section describes the following processes:
Recording a Leave of Absence – see below.
Changing and Deleting an Existing Leave of Absence – go to page 69.
Recording a Leave of Absence Return – go to page 71.
Note: You can generate a report for all leave of absences. Go to Running a Leave of Absence Report on page 143 for
instruction.
Recording a Leave of Absence
Use the Record leave of absence option to record when a patient leaves the hospital and plans on returning to finish treatment.
To process a leave of absence:
1 From the Admission Menu (Figure 90), click Record
leave of absence/Return.
The Leave of Absence Maintenance window (Figure 91)
will display.
2 Select Record Leave of Absence and click OK.
The first Leave of Absence window (Figure 92) will
display, allowing you to type or select a patient number.
3 Type or select the patient number of the patient, and then
click OK.
One of the following windows will display:
The second Leave of Absence window (Figure 93),
allowing you to enter the details.
The Leave of Absence Maintenance window (Figure
94) will display, allowing you to change, delete, or
add a new leave.
- For instruction on changing or deleting an
existing leave of absence, go to page 69.
- To add a new leave of absence, click New
Leave.
The second Leave of Absence window (Figure
93) will display.
Figure 90: Admission Menu
Figure 91: Leave of Absence Maintenance Window
Figure 92: Leave of Absence Window – Patient Selection
2
3
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 68
4 Fill in the following fields:
Leave of absence code: Type or select the code for
the patient’s reason for leaving.
Leave date: Type or select the date the patient is
leaving the hospital in the format MMDDYY.
Leave time: Type the time the patient is leaving the
hospital in the format HHMM.
Expected return date: Type or select the date the
patient is expected to return to the hospital in the
format MMDDYY.
Expected return time: Type the time the patient is
expected to return to the hospital in the format
HHMM.
Discharge status code: Type or select a code for the
discharge status.
5 Click OK.
The Leave of Absence window (Figure 92) will redisplay.
6 Click Exit.
The Leave of Absence Maintenance window (Figure 91)
will redisplay.
7 Click Exit.
The Admission Menu (Figure 90) will redisplay.
Figure 93: Leave of Absence Window – Leave of Absence
Details
Figure 94: Leave of Absence Maintenance Window
4
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 69
Changing and Deleting an Existing Leave of Absence
Use the Record leave of absence option to change or delete an existing leave of absence.
To change or delete a leave of absence:
1 From the Admission Menu (Figure 95), click
Record leave of absence/Return.
The Leave of Absence Maintenance window
(Figure 96) will display.
2 Select Record Leave of Absence and click OK.
The first Leave of Absence window (Figure 97) will
display, allowing you to type or select a patient
number.
3 Type or select the patient number of the patient,
and then click OK.
The Leave of Absence Maintenance window
(Figure 98) will display.
4 Select the leave of absence from the list.
5 You can change or delete the leave of absence.
To change the leave:
1. Click Change.
The second Leave of Absence window
(Figure 99) will display, allowing you to
change the details.
2. Type in the field that you need to change
and click OK.
The Leave of Absence Maintenance
window (Figure 98) will redisplay.
3. When you are finished making changes,
click OK.
The first Leave of Absence window
(Figure 97) will redisplay.
To delete the leave, click Delete.
The first Leave of Absence window (Figure
97) will redisplay.
Figure 95: Admission Menu
Figure 96: Leave of Absence Maintenance Window
Figure 97: Leave of Absence Window – Patient Selection
3
2
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 70
6 When you are finished changing and deleting
patient leave of absences, click Exit.
The Leave of Absence Maintenance window
(Figure 96) will redisplay.
7 Click Exit.
The Admission Menu (Figure 95) will redisplay.
Figure 98: Leave of Absence Maintenance Window
Figure 99: Leave of Absence Window – Change Details
5
Change
any field
necessary
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 71
Recording a Leave of Absence Return
Use the Record leave of absence return option to record the date, time, accommodation code, and room/bed assignment for a patient
who is returning from a leave of absence.
To record a leave of absence return:
1 From the Admission Menu (Figure 100), click
Record leave of absence/Return.
The Leave of Absence Maintenance window
(Figure 101) will display.
2 Select Record Leave of Absence Return and
click OK.
The first Leave of Absence Return window
(Figure 102) will display, allowing you to select a
patient.
3 Type or select the patient number of the patient,
and then click OK.
The second Leave of Absence Return window
(Figure 103) will display, allowing you to enter the
return details.
Figure 100: Admission Menu
Figure 101: Leave of Absence Maintenance Window
Figure 102: Leave of Absence Return Window – Patient Selection
2
3
Recording and Maintaining Other Admission Types Creating and Maintaining Patient Leave of Absence
Essentials for Registrars: Step-by-Step Reference ● 72
4 Fill in the following fields:
Return date: Type or select the date the
patient returned to the hospital in the format
MMDDYY.
Return time: Type the time the patient
returned to the hospital in the format HHMM.
Return to accommodation code: Select the
type of accommodations the patient will have
during admission. This code is used to
determine room charges.
Return to room/bed: Select a Room/Bed
number.
5 Click OK.
The first Leave of Absence Return window
(Figure 102) will redisplay.
6 Click Exit.
The Leave of Absence Maintenance window
(Figure 101) will redisplay.
7 Click Exit.
The Admission Menu (Figure 100) will redisplay.
Figure 103: Leave of Absence Return Window – Return Details
4
Recording and Maintaining Other Admission Types Recording Patient Visits
Essentials for Registrars: Step-by-Step Reference ● 73
Recording Patient Visits
Use the Record patient visit option to record a recurring outpatient visit or discharge a recurring outpatient.
Note: If your facility has the “Auto Discharge / Re-register” feature enabled, recurring outpatients will be automatically
discharged at the end of the month.
To record a visit or discharge the recurring outpatient:
1 From the Patient Accounting Menu, click Registration
menu.
The Registration Menu (Figure 104) will display.
2 Click Record patient visit.
The first Recurring Outpatient Visits window (Figure 105)
will display, allowing you to select a patient.
3 In the Patient number field, either type the patient number
or use the drop-down arrow to select from a list of patients.
4 Once a patient number is entered, click OK.
The final Recurring Outpatient Visits window (Figure 106)
will display, allowing you to enter information about the visit.
5 If the patient:
Is not being discharged, enter values as follows:
- In the Visit date field, type or select the visit date.
- In the Visit time field, type the time of the visit in
the format HHMM.
- (Optional) From the Visit code drop-down list,
select the reason for the visit.
- For the Discharge patient field, select No.
Is being discharged, enter values as follows:
- In the Visit date field, type or select the discharge
date.
- In the Visit time field, type the time of the
discharge in the format HHMM.
- For the Discharge patient field, select Yes.
- For the Discharge status field, select the status of
the discharge.
6 Click OK.
The first Recurring Outpatient Visits window (Figure 105)
will redisplay.
You can continue to process visits, or you can click Exit to
return to the Registration Menu.
Figure 104: Record Patient Visit Option on Registration
Menu
Figure 105: Recurring Outpatient Visits Window – Select a
Patient
Figure 106: Recurring Outpatient Visits Window – Enter Data
3
2
5
4
Changing and Cancelling Processes Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 74
Changing and Cancelling Processes
Chapter Introduction
What this
chapter covers
This chapter shows you how to change and cancel a variety of processes. Cancelling is used when
a patient will not be entering the facility or when a process was entered by mistake. The chapter has six
sections:
Changing Pre-Admissions to Admissions shows you how to admit an inpatient who was
previously pre-admitted.
Changing Pre-Registrations to Registrations shows you how to register an outpatient who was
previously pre-registered.
Changing Inpatients to Outpatients shows you how to change a patient’s status from inpatient to
outpatient.
Changing Outpatients to Inpatients shows you how to change a patient’s status from outpatient
to inpatient.
Cancelling Admissions or Registrations shows you how to cancel pre-admission/admissions for
inpatients and pre-registrations/registrations for outpatients.
Cancelling Discharges shows you how to cancel a discharge for inpatients and outpatients.
Note: If the Final Census has been generated, you cannot cancel any process.
Sections in
this chapter
Changing Pre-Admissions to Admissions ................................................. 76
Fields on Pre-Admission to Admission Window ............................... 77
Print Windows in Pre-Admission to Admission Process .................. 78
Changing Pre-Registrations to Registrations ............................................ 79
Fields on Change A Pre-Registered To Registered Window ........... 80
Changing Inpatients to Outpatients .......................................................... 81
Fields on Inpatient to Outpatient Registration Window .................... 83
Changing Outpatients to Inpatients .......................................................... 85
Fields on Outpatient to Inpatient Admission Window ....................... 87
Cancelling Admissions or Registrations .................................................... 89
Cancelling Pre-Admissions/Admissions for Inpatients ..................... 89
Cancelling Pre-Registrations/Registrations for Outpatients ............. 90
Cancelling Discharges .............................................................................. 91
Cancelling Discharges for Inpatients ............................................... 91
Cancelling Discharges for Outpatients ............................................. 92
Changing and Cancelling Processes Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 75
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Admit an inpatient who was previously pre-admitted.
Register an outpatient who was previously pre-registered.
Change a patient’s status from inpatient to outpatient.
Change a patient’s status from outpatient to inpatient.
Cancel a pre-admission, admission, pre-registration, or registration.
Cancel a discharge for an inpatient or outpatient.
Changing and Cancelling Processes Changing Pre-Admissions to Admissions
Essentials for Registrars: Step-by-Step Reference ● 76
Changing Pre-Admissions to Admissions
When a pre-admitted inpatient arrives at your facility, you will
change the pre-admission to an admission.
To change a pre-admission to an admission:
1 From the Patient Accounting Menu, click Admission
menu.
The Admission Menu (Figure 107) will display.
2 Click Change pre-admit to admission.
The first Pre-Admission to Admission window (Figure
108) will display, allowing you to select a patient.
3 In the Patient number field, either type the patient
number or click the drop-down arrow to select from a list
of patients.
4 Once a patient number is entered, click OK.
The final Pre-Admission to Admission window (Figure
109) will display.
5 Enter data in the fields. Fields on Pre-Admission to
Admission Window on the next page describes each of
the fields on this window.
6 Click OK.
One of the following will occur:
The Admitted by window (Figure 110) will display.
The MSP Questionnaire window will display if you
selected Yes for Enter responses to MSP. Go to
MSP Questionnaire on page 49 for instruction.
7 Type your initials to indicate that you entered the
admission, and then click Complete.
Depending on the setup at your facility, a series of print
windows may display. These windows are described in
Print Windows in Pre-Admission to Admission Process
on page 78.
When you have completed any print windows, the first
Pre-Admission to Admission window (Figure 108) will
redisplay, so that you can change pre-admissions to
admissions for other patients.
You can continue to change pre-admissions to
admissions as described in this section, or you can click
Exit to return to the Admission Menu.
Figure 107: Change Pre-admit to Admission Option
Figure 108: Pre-Admission to Admission Window – Select a
Patient
Figure 109: Pre-Admission to Admission Window – Enter Data
Figure 110: Initialing the Admission
3
2
Changing and Cancelling Processes Changing Pre-Admissions to Admissions
Essentials for Registrars: Step-by-Step Reference ● 77
Fields on Pre-Admission to Admission Window
The following table describes each of the fields on the final Pre-Admission to Admission window. The fields that require data are
shaded in gray.
Fields on Pre-Admission to Admission Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Patient name Display only: View the patient name. 8b
Admission date Type or select the date the patient is
admitted.
12
Admission time Type the time the patient is admitted. 13
Accommodation
code
Select the type of accommodations the
patient will have during the admission. This
code is used to determine room charges.
---
Hospital service
code
Select the Hospital Service Code (HSV) for
the admission, such as ICU or OBG.
---
Room/bed Select a Room/bed number.
If the Room/bed you select does not match
the Accommodation code, an error
message will display.
---
Nurse station Type a code for the nursing station for the
selected Room/bed.
---
ICD9 code Select the appropriate ICD-9 code for the
admission.
66
Chief complaint Type a brief description of the patient’s
complaint.
No more than 66 characters.
---
Do you want the
following
information
included in the
directory?
Name
Location in the
Hospital
General Medical
Condition
Religious
Affiliation
For each field, either select Yes for the
information that can be included in the
patient directory, or select No for the
information that should not be included.
Name: If you select No, the Online
Census Inquiry, Physician Census, and
Religion Census will display “Room
Occupied” rather than the patient's name.
Religious Affiliation: If you select No,
the Religion Census and Religion/
Congregation Census will display “Room
Occupied” rather than the patient's name.
---
Privacy notice
received
Date
If the patient has received a privacy notice,
select Yes, and then select or type the date
the patient received it.
---
Changing and Cancelling Processes Changing Pre-Admissions to Admissions
Essentials for Registrars: Step-by-Step Reference ● 78
Fields on Pre-Admission to Admission Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Enter responses to
MSP
If an MSP was not completed during the pre-
admission process, and the patient is a
Medicare patient, select Yes.
---
Print Windows in Pre-Admission to Admission Process
Depending on the setup at your facility, a series of print windows may display after you click Complete.
To print admission data:
1 The Update Admit By User window (Figure 111) allows
you to set whether you want to print the entire admission
packet or print a selected portion of the packet. If you:
Select Yes, the Selected Forms window (Figure 113)
will display. Go to step 2.
Select No, the Form Print window (Figure 112) will
display.
Select the document you want to print, and then click
Select to print. The Selected Forms window (Figure
113) will display. Go to step 2.
2 The Selected Forms window (Figure 113) and other print
windows you may see are the same as those that may
display during an admission.
Go to the following sections for more information:
Selected Forms on page 50.
Signature Forms on page 51.
Scan Documents on page 52.
3 When any print windows have been closed, the first Pre-
Admission to Admission window (Figure 108) will
redisplay, so that you can change pre-admissions to
admissions for other patients.
You can continue to change pre-admissions to admissions
as described in this section, or you can click Exit to return
to the Admission Menu.
Figure 111: Update Admit By User Window
Figure 112: Form Print Window
Figure 113: Selected Forms Window
Changing and Cancelling Processes Changing Pre-Registrations to Registrations
Essentials for Registrars: Step-by-Step Reference ● 79
Changing Pre-Registrations to Registrations
When a pre-registered outpatient arrives at your facility, you will change the pre-registration to a registration.
To change a pre-registration to a registration:
1 From the Patient Accounting Menu, click Registration
menu.
The Registration Menu (Figure 114) will display.
2 Click Change pre-register to register.
The first Change A Pre-Registered To Registered
window (Figure 115) will display, allowing you to select a
patient.
3 In the Patient number field, either type the patient number
or click the drop-down arrow to select from a list of patients.
4 Once a patient number is entered, click OK.
The final Change A Pre-Registered To Registered
window (Figure 116) will display.
5 Enter data in the fields. Fields on Change A Pre-Registered
To Registered Window on the next page describes each of
the fields on this window.
6 Click OK.
One of the following will occur:
The Update Admit By User window (Figure 117) will
display.
The MSP Questionnaire window will display if you
selected Yes for Enter responses to MSP. Go to
MSP Questionnaire on page 49 for instruction.
7 Type your initials to indicate that you entered the
admission.
8 Click Complete.
Depending on the setup at your facility, a series of print
windows may display. These windows are the same as
those that display in the pre-admission to admission
process; go to Print Windows in Pre-Admission to
Admission Process on page 78 for instruction.
When you have completed any print windows, the first
Change A Pre-Registered To Registered window (Figure
115) will redisplay, so that you can change pre-registrations
to registrations for other patients.
You can continue to change pre-registrations to registrations
as described in this section, or you can click Exit to return to
the Registration Menu.
Figure 114: Change Pre-register to Register Option on
Admission Menu
Figure 115: Change A Pre-Registered To Registered Window
– Select a Patient
Figure 116: Change A Pre-Registered To Registered Window
– Enter Data
Figure 117: Initialing the Registration
3
2
7
Changing and Cancelling Processes Changing Pre-Registrations to Registrations
Essentials for Registrars: Step-by-Step Reference ● 80
Fields on Change A Pre-Registered To Registered Window
The following table describes each of the fields on the Change A Pre-Registered To Registered window. The fields that require data
are shaded in gray.
Fields on Change A Pre-Registered To Registered Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Patient name Display only: View the patient name. 8b
Registration date Type or select the date the patient is
admitted.
12
Registration time Type the time the patient is admitted. 13
Registration type Select O, E, or R for the registration type:
Select O for Observation.
Select E for One-Time.
Select R for Recurring.
---
Hospital service
code Select the Hospital Service Code (HSV) for
the admission, such as ICU or OBG.
---
Room Bed Only select a Room Bed number if the
Registration Type is O (Observation);
otherwise, skip this field.
---
Do you want the
following
information
included in the
directory?
Name
Location in the
Hospital
General Medical
Condition
Religious Affiliation
For each field, either select Yes for the
information that can be included in the
patient directory, or select No for the
information that should not be included.
Name: If you select No, the Online
Census Inquiry, Physician Census, and
Religion Census will display “Room
Occupied” rather than the patient's name.
Religious Affiliation: If you select No,
the Religion Census and
Religion/Congregation Census will
display “Room Occupied” rather than the
patient's name.
---
Privacy notice
received
Date Received
If the patient has received a privacy notice,
select Yes, and then select or type the date
the patient received it.
---
Enter responses to
MSP If an MSP was not completed during the pre-
registration process, and the patient is a
Medicare patient, select Yes.
---
Changing and Cancelling Processes Changing Inpatients to Outpatients
Essentials for Registrars: Step-by-Step Reference ● 81
Changing Inpatients to Outpatients
Use the Change I/P to O/P option to change an admitted
inpatient to a registered outpatient.
To change an inpatient to an outpatient:
1 From the Patient Accounting Menu, click
Registration menu.
The Registration Menu (Figure 118) will display.
2 Click Change I/P to O/P.
The first Inpatient to Outpatient Registration
window (Figure 119) will display, allowing you to
select a patient.
3 In the Inpatient number field, either:
Type the patient number, and then click OK.
Use the drop-down arrow to select from a list of
patients.
The second Inpatient to Outpatient Registration
window (Figure 120) will display, allowing you to enter
information on the registration.
4 Enter data in the fields. Fields on Inpatient to
Outpatient Registration Window on page 83
describes each of the fields on this window.
5 When you are finished entering data on this window,
click OK.
If the patient:
Is insured, the Primary Payor and Plan window
(Figure 121) will display, allowing you to change
information for the primary payor. Go to step 6.
Is not insured, go to step 7.
6 Verify the payor information and either change it or
leave it as is, and then click OK.
Note: If the patient has a secondary payor, a
Secondary Payor and Plan Information
window will also display. This window
functions like the Primary Payor and Plan
window. Change any information as needed,
and then click OK.
After closing any payor information windows, the
second Inpatient to Outpatient Registration
window (Figure 120) will redisplay.
Figure 118: Change I/P to O/P Option on Registration Menu
Figure 119: Inpatient to Outpatient Registration Window – Select
a Patient
Figure 120: Inpatient to Outpatient Registration Window – Enter
Data
3
2
4
Changing and Cancelling Processes Changing Inpatients to Outpatients
Essentials for Registrars: Step-by-Step Reference ● 82
7 From the second Inpatient to Outpatient
Registration window (Figure 120), click OK.
The final Inpatient to Outpatient Registration
window (Figure 122) will display, allowing you to
confirm the change.
8 Click OK.
The first Inpatient to Outpatient Registration
window (Figure 119) will redisplay, so that you can
change other inpatients to outpatients.
You can continue to process changes as described in
this section, or you can click Exit to return to the
Registration Menu.
Figure 121: Inpatient to Outpatient Registration – Primary Payor
and Plan Window
Figure 122: Inpatient to Outpatient Registration Window – Confirm
Changing and Cancelling Processes Changing Inpatients to Outpatients
Essentials for Registrars: Step-by-Step Reference ● 83
Fields on Inpatient to Outpatient Registration Window
The following table describes each of the fields on the Inpatient to Outpatient Registration window. The fields that require data are
shaded in gray.
Fields on Inpatient to Outpatient Registration Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
History Number Display only: View the history number. ---
Patient Number Display only: View the patient number. ---
Patient name Display only: View the patient name. 8b
Reg date/time Type or select the date the patient is registered
at the facility.
12
Type the time the patient is registered at the
facility.
13
Registration Type Type E, R, or O for the registration type:
Type E for One-Time: Treatment will be
completed in one visit.
Type R for Recurring: Ongoing treatments
will occur within the current month.
Type O for Observation: Patient will be
observed and will stay in the facility for
fewer than 23 hours.
---
Hospital service Select the Hospital Service Code (HSV) for the
registration, such as ICU or OBG.
---
Admission
type/source Type: Select the priority of the patient’s
registration.
14
Source: Select the source of the patient’s
registration.
15
Chart Number Display only: View the chart number. ---
Financial class Select the financial class for the patient.
Depending on the setup at your facility, the field
may or may not be required and the field may
or may not allow any changes.
---
Room/Bed Only select a Room/Bed number if the
Registration Type is O (Observation);
otherwise; skip this field.
---
Price code Select a price code. ---
Changing and Cancelling Processes Changing Inpatients to Outpatients
Essentials for Registrars: Step-by-Step Reference ● 84
Fields on Inpatient to Outpatient Registration Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Admitting physician Select the code associated with the admitting
doctor.
---
Attending physician Select the code associated with the attending
doctor.
---
Referring physician Select the code associated with a referring
doctor.
---
Accident hour If accident-related, type the hour when the
accident happened in the format HH. For
example if the accident occurred at 2:20 PM,
type 14.
No more than 2 characters.
---
Smoker If the patient smokes, select Yes; otherwise,
select No.
---
Admitting ICD-9 code Select the appropriate ICD-9 code that was
associated with the admission.
66
Chief complaint Type a brief description of the patient’s
complaint.
No more than 66 characters.
---
Changing and Cancelling Processes Changing Outpatients to Inpatients
Essentials for Registrars: Step-by-Step Reference ● 85
Changing Outpatients to Inpatients
Use the Change O/P to I/P option to change a registered
outpatient to an admitted inpatient.
To change an outpatient to an inpatient:
1 From the Patient Accounting Menu, click
Admission menu.
The Admission Menu (Figure 123) will display.
2 Click Change O/P to I/P.
The first Outpatient to Inpatient Admission
window (Figure 124) will display, allowing you to
select a patient.
3 In the Outpatient number field, either:
Type the patient number, and then click OK.
Use the drop-down arrow to select from a list of
patients.
The second Outpatient to Inpatient Admission
window (Figure 125) will display, allowing you to
enter information on the admission.
4 Enter data in the fields. Fields on Outpatient to
Inpatient Admission Window on page 87 describes
each of the fields on this window.
5 When you are finished entering data on this window,
click OK.
If the patient:
Is insured, the Primary Payor Information
window (Figure 126) will display, allowing you to
change information for the primary payor. Go to
step 6.
Is not insured, go to step 7.
6 Verify the payor information and either change it or
leave it as is, and then click OK.
Note: If the patient has a secondary payor,
a Secondary Payor Information window
will display. This window functions like the
Primary Payor Information window.
Change any information as needed and
then click OK.
Figure 123: Change O/P to I/P Option on Admission Menu
Figure 124: Outpatient to Inpatient Admission Window – Select a
Patient
Figure 125: Outpatient to Inpatient Admission Window – Enter
Data
3
2
4
Changing and Cancelling Processes Changing Outpatients to Inpatients
Essentials for Registrars: Step-by-Step Reference ● 86
After closing any payor information windows, the
second Outpatient to Inpatient Admission window
(Figure 125) will redisplay.
7 From the second Outpatient to Inpatient
Admission window (Figure 125), click OK.
The final Outpatient to Inpatient Admission
window (Figure 127) will display, allowing you to
confirm the change.
8 Click Complete.
The first Outpatient to Inpatient Admission
window (Figure 124) will redisplay, so that you can
change other outpatients to inpatients.
You can continue to process changes as described
in this section, or you can click Exit to return to the
Admission Menu.
Figure 126: Outpatient to Inpatient Admission – Primary Payor
Information Window
Figure 127: Outpatient to Inpatient Admission Window –
Confirmation
Changing and Cancelling Processes Changing Outpatients to Inpatients
Essentials for Registrars: Step-by-Step Reference ● 87
Fields on Outpatient to Inpatient Admission Window
The following table describes each of the fields on the Outpatient to Inpatient Admission window. The fields that require data are
shaded in gray.
Fields on Outpatient to Inpatient Admission Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
History Number Display only: View the history number. ---
Patient Number Display only: View the patient number. ---
Patient name Display only: View the patient name. 8b
Admit date/time Type or select the date the patient is admitted to
the facility.
12
Type the time the patient is admitted to the
facility.
13
Accommodation
code Select the type of accommodations the patient
will have during admission. This code is used to
determine room charges.
---
Hospital service Select the Hospital Service Code (HSV) for the
admission, such as ICU or OBG.
---
Admission
type/source Type: Select the priority of the patient’s
admission, such as emergency or elective.
14
Source: Select the source of the patient’s
admission.
15
Chart Number Display only: View the chart number. ---
Financial class Select the financial class for the patient
Depending on the setup at your facility, the field
may or may not be required and the field may or
may not allow any changes.
---
Room/Bed Select a Room/Bed number.
If the Room/Bed you select does not match the
Accommodation Code, an error message will
display.
---
Price code Select a price code, which is a code that has a
related dollar amount that is used for processing
claims.
---
Admitting physician Select the code associated with the admitting
doctor.
---
Changing and Cancelling Processes Changing Outpatients to Inpatients
Essentials for Registrars: Step-by-Step Reference ● 88
Fields on Outpatient to Inpatient Admission Window (Required fields are shaded in gray)
Field Name Notes UB
Locator
Sample Entry
Attending physician Select the code associated with the attending
doctor.
If you leave the field blank, the Admitting
Doctor will be used.
---
Referring physician Select the code associated with a referring
doctor.
---
Diet code Select any special diet or diet restrictions for the
patient.
---
Smoker If the patient smokes, select Yes; otherwise,
select No.
---
Admitting ICD-9 code Select the appropriate ICD-9 code for the
admission.
66
Chief complaint Type a brief description of the patient’s
complaint.
No more than 66 characters.
---
Changing and Cancelling Processes Cancelling Admissions or Registrations
Essentials for Registrars: Step-by-Step Reference ● 89
Cancelling Admissions or Registrations
This section describes how to cancel pre-admissions/admissions for inpatients and pre-registrations/registrations for outpatients.
Note: These processes cannot be cancelled if the Final Census has been run.
Cancelling Pre-Admissions/Admissions for Inpatients
Use the Cancel pre-admission option to cancel a pre-admission,
and use the Cancel admission option to cancel an admission.
To cancel a pre-admission or admission:
1 From the Patient Accounting Menu, click Admission
menu.
The Admission Menu (Figure 128) will display.
2 Click either Cancel pre-admission or Cancel
admission.
The first Cancel Pre-Admission or Cancel Patient
Admission window (Figure 129) will display, allowing you
to select a patient.
3 In the Patient number field, either:
Type the patient number, and then click OK.
Use the drop-down arrow to select from a list of
patients.
The final Cancel Patient Admission or Cancel Pre-
Admission window (Figure 130) will display, allowing you
to confirm the cancellation.
4 Click OK.
The first Cancel Pre-Admission or Cancel Patient
Admission window (Figure 129) will redisplay, so that
you can cancel another inpatient.
You can continue to process cancellations as described in
this section, or you can click Exit to return to the
Admission Menu.
Figure 128: Cancel Pre-admission and Cancel Admission
Options on Admission Menu
Figure 129: Cancel Patient Admission Window – Select a
Patient
Figure 130: Cancel Pre-Admission Window – Confirm
3
Changing and Cancelling Processes Cancelling Admissions or Registrations
Essentials for Registrars: Step-by-Step Reference ● 90
Cancelling Pre-Registrations/Registrations for Outpatients
Use the Cancel pre-registration option to cancel a pre-
registration, and use the Cancel registration option to cancel
a registration.
To cancel a pre- registration or registration:
1 From the Patient Accounting Menu, click
Registration menu.
The Registration Menu (Figure 131) will display.
2 Click either Cancel pre-registration or Cancel
registration.
The first Cancel Pre-Registration (Figure 132) or
Cancel Patient Registration window will display,
allowing you to select a patient.
3 In the Patient number field, either:
Type the patient number and then click OK.
Use the drop-down arrow to select from a list of
patients.
The final Cancel Pre-Registration or Cancel Patient
Registration window (Figure 133) will display,
allowing you to confirm the cancellation.
4 Click OK.
The first Cancel Pre-Registration (Figure 132) or
Cancel Patient Registration window will redisplay, so
that you can cancel another outpatient.
You can continue to process cancellations as
described in this section, or you can click Exit to return
to the Registration Menu.
Figure 131: Cancel Pre-registration and Cancel Registration
Options on Registration Menu
Figure 132: Cancel Pre-Registration Window – Select a Patient
Figure 133: Cancel Patient Registration Window – Confirm
3
Changing and Cancelling Processes Cancelling Discharges
Essentials for Registrars: Step-by-Step Reference ● 91
Cancelling Discharges
This section describes how to cancel discharges for inpatients and outpatients.
Note: Discharges cannot be cancelled if the Final Census has been run.
Cancelling Discharges for Inpatients
Use the Cancel discharge option to cancel a discharge for an
inpatient.
To cancel a discharge for an inpatient:
1 From the Patient Accounting Menu, click Admission
menu.
The Admission Menu (Figure 134) will display.
2 Click Cancel discharge.
The first Cancel Patient Discharge window (Figure 135)
will display, allowing you to select a patient.
3 In the Patient number field, either type the patient
number or use the drop-down arrow to select from a list
of patients.
4 Once a patient number is entered, click OK.
The final Cancel Patient Discharge window (Figure
136) will display, allowing you to confirm the cancellation.
5 Click OK.
The first Cancel Patient Discharge window (Figure 135)
will redisplay, so that you can cancel a discharge for
another inpatient.
You can continue to process cancellations as described
in this section, or you can click Exit to return to the
Admission Menu.
Figure 134: Cancel Discharge Option on Admission Menu
Figure 135: Cancel Patient Discharge Window – Select a Patient
Figure 136: Cancel Patient Discharge Window – Confirm
3
2
Changing and Cancelling Processes Cancelling Discharges
Essentials for Registrars: Step-by-Step Reference ● 92
Cancelling Discharges for Outpatients
The option you choose depends on the outpatient’s
Registration Type (described in more detail on page 19).
Use the Cancel observ/recurring discharge option to
cancel a discharge for an outpatient with a Registration
Type of Observation or Recurring.
Use the Cancel outpatient discharge option to cancel a
discharge for an outpatient with a Registration Type of
One-Time.
To cancel a discharge for an outpatient:
1 From the Patient Accounting Menu, click
Registration menu.
The Registration Menu (Figure 137) will display.
2 Click Cancel observ/recurring discharge or Cancel
outpatient discharge, depending on the Registration
Type of the patient.
The first Cancel Observ/Recurring Discharge window
(Figure 138) or Cancel Patient Discharge window
(Figure 139) will display, allowing you to select a
patient.
3 Enter values as follows:
In the Patient number field, either type the patient
number or use the drop-down arrow to select from
a list of patients.
For the Cancel Observ/Recurring Discharge
window, either type the Visit code or use the drop-
down arrow to select from a list of codes.
4 Click OK.
The final Cancel Patient Discharge or Cancel
Observ/Recurring Discharge window (Figure 140) will
display, allowing you to confirm the cancellation.
5 Click OK.
The first Cancel Observ/Recurring Discharge window
(Figure 138) or Cancel Patient Discharge window
(Figure 139) will redisplay, so that you can cancel a
discharge for another outpatient.
You can continue to process cancellations as described
in this section, or you can click Exit to return to the
Registration Menu.
Figure 137: Cancel Observ/Recurring Discharge and Cancel
Outpatient Discharge Options on Registration Menu
Figure 138: Cancel Observ/Recurring Discharge Window –
Select a Patient and Visit Code
Figure 139: Cancel Patient Discharge Window – Select a Patient
Figure 140: Cancel Observ/Recurring Discharge Window –
Confirm
3
2
2
3
Registering and Maintaining Industrial Accounts Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 93
Registering and Maintaining Industrial
Accounts
Chapter Introduction
What this
chapter covers
This chapter shows you how to register and maintain industrial accounts. The chapter has five
sections:
Overview defines industrial accounts.
Registering Industrial Accounts shows you how to register a new industrial account and update
an existing account to be billed as an industrial account.
Updating Industrial Account Information shows you how to update existing industrial accounts.
Associating Industrial Accounts with Patient History Numbers shows you how to change an
account to be billed under an industrial account rather than a patient history number.
Viewing Charges, Payments, and Balance Information shows you how to view financial
information for industrial accounts.
Sections in
this chapter
Overview ....................................................................................... 94
Registering Industrial Accounts .................................................... 94
Updating Industrial Account Information ....................................... 96
Fields on the Industrial Account Registration and
Industrial Account Maintenance Windows ........................... 98
Associating Industrial Accounts with Patient History Numbers ..... 99
Viewing Charges, Payments, and Balance Information .............. 101
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Register industrial accounts.
Update industrial account information.
Associate industrial accounts with patient history numbers.
View financial information for industrial accounts.
Registering and Maintaining Industrial Accounts Overview
Essentials for Registrars: Step-by-Step Reference ● 94
Overview
Industrial accounts are business accounts that are billed for services performed by the hospital. For example, lab work may be
performed for a business or physician. Instead of sending the bill to an individual, the bill would be sent to the industrial account.
This section describes the following processes:
Registering Industrial Accounts – see below.
Updating Industrial Account Information – see page 96.
Associating Industrial Accounts with Patient History Numbers – see page 99.
Viewing Charges, Payments, and Balance Information – see page 101.
Registering Industrial Accounts
When you register industrial accounts, you can add a new account to the system, or search for an existing account and use the
information to register it as an industrial account.
To register industrial accounts:
1 On the Patient Account Menu, click Industrial billing
menu (Figure 141).
The Industrial Billing Menu (Figure 141) will display.
2 Click Register industrial accounts.
The first Industrial Billing Search and Selection
window (Figure 142) will display.
3 You can search for an existing account or add a new
account.
To search for an existing account:
1. In the Partial name field, type the full or partial
name of the account and click OK.
The second Industrial Billing Search and
Selection window (Figure 143) will display,
showing your search results.
2. Select the account you want to work with and
click OK.
The Industrial Account Registration window
(Figure 144) will display.
To add a new account, click Add.
The Industrial Account Registration window
(Figure 144) will display.
Figure 141: Industrial Billing Menu
Figure 142: Industrial Billing Search and Selection Window –
Search For or Add Account
1
Search for
existing
Add new
2
Registering and Maintaining Industrial Accounts Registering Industrial Accounts
Essentials for Registrars: Step-by-Step Reference ● 95
4 Enter data into the fields. Fields on the Industrial
Account Registration and Industrial Account
Maintenance Windows on page 98 describes each of
the fields on this window.
5 Click OK.
The Industrial Billing Confirmation Screen (Figure
145) will display.
6 Click OK.
The Industrial Billing Menu (Figure 141) will redisplay.
Figure 143: Industrial Billing Search and Selection Window –
Search Results
Figure 144: Industrial Account Registration Window
Figure 145: Industrial Billing Confirmation Screen
4
5
6
Registering and Maintaining Industrial Accounts Updating Industrial Account Information
Essentials for Registrars: Step-by-Step Reference ● 96
Updating Industrial Account Information
When you update industrial accounts, you can change account details such as demographic information, contract dates, discount
terms, history number, and guarantor number.
To update industrial account information:
1 On the Industrial Billing Menu, click Maintain
industrial accounts (Figure 146).
The Industrial Account Maintenance window (Figure
147) will display, allowing you to search for an account.
2 In the Account number field, type the account number
or click the drop-down to select from a list.
3 Click OK.
The Industrial Account Maintenance window (Figure
148) will display, showing the account information.
4 Enter data into the fields. Fields on the Industrial
Account Registration and Industrial Account
Maintenance Windows on page 98 describes each of
the fields on this window.
5 (Optional) You can view financial data and change the
history and guarantor numbers.
To view financial data, click Financial data.
The Industrial Account Maintenance window
(Figure 149) will display, showing financial data
such as balance, last payment amount, and last
cycle number.
To change the history and guarantor numbers, click
Chg Hist/Guar.
The Industrial Account Maintenance window
(Figure 150) will display, showing the history and
guarantor numbers.
- If you need to change the history number, type
the new history number in the New history #
field.
- If you need to change the guarantor number,
type the account’s new guarantor number in
the New guarantor # field.
6 Click OK.
The Industrial Account Maintenance window (Figure
147) will redisplay.
7 You can enter another account, or click Exit to return to
the Industrial Billing Menu (Figure 146).
Figure 146: Industrial Billing Menu
Figure 147: Industrial Account Maintenance Window – Search
Figure 148: Industrial Account Maintenance Window –
Account Information
5
3
6
2
1
Registering and Maintaining Industrial Accounts Updating Industrial Account Information
Essentials for Registrars: Step-by-Step Reference ● 97
Figure 149: Industrial Account Maintenance Window –
Financial Data
Figure 150: Industrial Account Maintenance Window – History
and Guarantor Numbers
6
6
Registering and Maintaining Industrial Accounts Updating Industrial Account Information
Essentials for Registrars: Step-by-Step Reference ● 98
Fields on the Industrial Account Registration and Industrial Account
Maintenance Windows
The following table describes each of the fields on the Industrial Account Registration and the Industrial Account Maintenance
windows. The fields that require data are shaded in gray.
Fields on the Industrial Account Registration and Industrial Account Maintenance windows. (Required fields are shaded in
gray)
Field Name Notes Sample Entry
History Number Display only: View the history number assigned to
the account.
Guarantor Number Display only: View the guarantor number assigned to
the account.
Name Type the name of the industrial account.
Address line 1 Type the number and street address of the account.
No more than 25 characters for each line.
Address line 2 Type the unit or suite number of the account.
City St Zip Type the city, 2-letter state abbreviation, and zip code
of the account address.
Phone number Type the account’s phone number. Do not use dashes
or any other punctuation.
Send bill to
attention of
Type the name or department that the bills will be
directed to.
Beginning contract
date
Type or select the date the industrial account
becomes effective.
Expiration date Type or select the date the industrial account will
expire.
Type 999999 if there is no expiration date.
Financial class Type or select the financial code assigned by the
hospital.
Hospital service
code
Type or select the hospital service code used for the
account type.
Physician number Type or select the admitting physician number for the
account.
Price code Type or select the code for the system to use when
billing the account.
Discount terms Type a short description of discounts.
Registering and Maintaining Industrial Accounts Associating Industrial Accounts with Patient History
Numbers
Essentials for Registrars: Step-by-Step Reference ● 99
Associating Industrial Accounts with Patient History Numbers
You can associate industrial accounts with a patient history number so that a business, rather than an individual, can be billed for
services.
For example, a patient works for a company that will be doing drug screening at the hospital. You can associate the history number of
the patient to an industrial account so that the company, rather than the patient, will be billed for the drug screening.
To associate an industrial account with a patient history
number:
1 On the Industrial Billing Menu, click Industrial patient
entry (Figure 151).
The Industrial Account Selection window (Figure 152)
will display, allowing you to search for an account.
2 In the Account number field, type the account number
or click the drop-down to select from a list.
3 Click OK.
The Patient History Search and Selection window
(Figure 153) will display.
4 Type data in one or more of the fields.
Note: These search fields are described on
page 10.
5 Click OK.
The Industrial Patient Information window (Figure
154) will display, showing the account information.
Figure 151: Industrial Billing Menu
Figure 152: Industrial Account Selection Window
Figure 153: Patient History Search and Selection Window
2
4
3
5
1
Registering and Maintaining Industrial Accounts Associating Industrial Accounts with Patient History
Numbers
Essentials for Registrars: Step-by-Step Reference ● 100
6 Verify the patient information and click OK.
The Industrial Patient Information window (Figure
155) will display, confirming the change.
7 Click OK.
The Industrial Account Selection window (Figure 152)
will redisplay.
8 You can enter another account, or click Exit to return to
the Industrial Billing Menu (Figure 151).
Figure 154: Industrial Patient Information Window – Account
Information
Figure 155: Industrial Patient Information Window –
Confirmation
7
6
Registering and Maintaining Industrial Accounts Viewing Charges, Payments, and Balance Information
Essentials for Registrars: Step-by-Step Reference ● 101
Viewing Charges, Payments, and Balance Information
To view charges, payments, and balance information:
1 On the Industrial Billing Menu, click Industrial
account inquiry (Figure 156).
The first Industrial Billing Account Inquiry window
(Figure 157) will display, allowing you to search for an
account.
2 You can search by the name of the account or by the
account number.
To search by the name of the account, type the full
or partial name of the account in the Account
name field.
To search by account number, type the account
number in the Account number field.
To search through a list of all industrial accounts in
alphabetical order, leave both fields blank.
3 Click OK.
The second Industrial Billing Account Inquiry window
(Figure 158) will display, allowing you to select the
account.
4 Select the account from the list and click OK.
The third Industrial Billing Account Inquiry window
(Figure 159) will display, allowing you to view account
details.
5 Select the account from the list.
The buttons below the grid will be enabled.
6 You can view charges, payments and adjustments, or
all transactions.
To view charges, click Charges.
To view payments and adjustments, click
Payment/Adjustments.
To view all transactions, click All Transactions.
The fourth Industrial Billing Account Inquiry window
(Figure 160) will display.
Figure 156: Industrial Billing Menu
Figure 157: Industrial Billing Account Inquiry Window – Search
Figure 158: Industrial Billing Account Inquiry Window –
Account Selection
2
1
4
3
Registering and Maintaining Industrial Accounts Viewing Charges, Payments, and Balance Information
Essentials for Registrars: Step-by-Step Reference ● 102
7 When you are finished viewing transactions, click OK or
Previous.
The third Industrial Billing Account Inquiry window
(Figure 159) will redisplay.
8 Click Previous.
The first Industrial Billing Account Inquiry window
(Figure 157) will redisplay.
9 You can enter another account, or click Exit to return to
the Industrial Billing Menu (Figure 156).
Figure 159: Industrial Billing Account Inquiry Window –
Account Details
Figure 160: Industrial Billing Account Inquiry – Charges,
Payments and Adjustments, or All Transactions
6
5
Processing Financials Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 103
Processing Financials
Chapter Introduction
What this
chapter covers
This chapter shows you how to perform various financial functions. The chapter has three sections:
Processing Front-End Payments shows you how to open a cashier drawer, enter patient
payments, work with receipts, and reconcile the cashier drawer.
Estimating Out-of-Pocket Expenses shows you how to use the Charge Estimator, which
creates an estimate of a patient’s out-of-pocket healthcare costs.
Switching Primary Payor and Secondary Payor shows you how to change a secondary payor to
a primary payor.
Sections in
this chapter
Processing Front-End Payments ................................... 104
Opening Cashier Drawer ...................................... 104
Entering Patient Payments ................................... 106
Viewing, Reprinting, and Voiding Receipts ........... 108
Reconciling the Balance and Closing the Batch ... 110
Estimating Out-of-Pocket Expenses .............................. 112
Starting Charge Estimator..................................... 112
Creating New Estimates ....................................... 113
Working with Existing Estimates ........................... 117
Switching Primary Payor and Secondary Payor ............ 120
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Process patient payments and reconcile the cashier drawer.
Create an estimate of a patient’s out-of-pocket costs.
Change a secondary payor to a primary payor.
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 104
Processing Front-End Payments
Before patient payments can be taken, a cashier drawer must be opened. Payments are entered during the admission/registration
process or manually. At the end of the shift, the batch is balanced and closed.
This section describes the following processes:
Opening Cashier Drawer – see below.
Entering Patient Payments – see page 106.
Viewing, Reprinting, and Voiding Receipts – see page 108.
Reconciling the Balance and Closing the Batch – see page 110.
Opening Cashier Drawer
Before admitting and registering patients, a cashier drawer must be opened so that patient payments can be taken.
To open a cashier drawer:
1 From the Patient Accounting Menu (Figure 161), click
Daily processing menu.
The Daily Processing Menu (Figure 161) will display.
2 Click Cashiering Menu.
The Cashiering Menu (Figure 162) will display.
3 Click Cashier Open Balance.
The Cashier Drawer Selection window (Figure 163)
will display.
Figure 161: Daily Processing Menu
Figure 162: Cashiering Menu
1
2
3
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 105
4 Select a drawer and click OK.
The Cashier Opening Balance window (Figure 164)
will display.
5 Verify the drawer and opening balance and click
Accept.
The Cashiering Menu (Figure 162) will redisplay.
Figure 163: Cashier Drawer Selection Window
Figure 164: Cashier Opening Balance Window
4
5
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 106
Entering Patient Payments
Patient payments, such as co-pays and deductibles, are collected at the time of admission/registration by launching Patient
Responsibility from the final confirmation screen during the admission/registration process (see Admitting/Registering Patients on
page 6 for instruction).
Payments can also be taken after the admission/registration process. Go to page 107 for instruction.
To enter a patient payment at the time of
admission/registration:
1 From the HMS Admission/Registration Confirmation
Screen (Figure 165), click Patient Responsibility.
The Payment Posting window (Figure 166) will display.
2 In the Amount Paid field, type the full payment amount
in dollars and cents with no decimals.
For example, type 2000 to indicate a $20.00 payment.
3 In the Payment Amt column, type the full payment
amount in dollars and cents with no decimals.
4 Click OK.
The Patient Selection window (Figure 167) will display.
5 In the A/R Payment Code field, type or select one of
the following payment codes:
$$: CASH
AA: CHECK
Note: If you select CHECK, the Check
Information window will display. In the
Check number field, type the check
number and click OK.
DD: DISCOVER DEBIT CARD
DV: DISCOVER CREDIT CARD
MC: MASTERCARD CREDIT CARD
MD: MASTERCARD DEBIT CARD
VD: VISA DEBIT CARD
VS: VISA CREDIT CARD
6 Click Accept.
The HMS Admission/Registration Confirmation
Screen (Figure 165) will redisplay.
Figure 165: HMS Admission/Registration Confirmation Screen
Figure 166: Payment Posting Window
Figure 167: Patient Selection Window
5
2
4
6
3
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 107
To enter a patient payment after the
admission/registration process:
1 From the Cashiering Menu (Figure 168), click Cashier
Entry.
The Cashier Drawer Selection window (Figure 169)
will display.
2 Select your drawer and click OK.
The Cashiering window (Figure 170) will display.
3 Select Patient payment and click OK.
The Patient Selection window (Figure 171) will display.
4 Search for the patient.
Note: These search fields are described on
page 10.
5 Click OK.
The Payment Posting window (Figure 166) will display.
6 In the Amount Paid field, type the full payment amount
in dollars and cents with no decimals.
For example, type 2000 to indicate a $20.00 payment.
7 Click OK.
The Patient Selection window (Figure 167) will display.
8 In the A/R Payment Code field, type the payment code
or click the drop-down arrow to select from a list.
9 Click Accept.
The Patient Selection window (Figure 171) will
redisplay.
10 When you are finished entering payments, click Exit.
The Cashiering Menu (Figure 168) will redisplay.
Figure 168: Cashiering Menu
Figure 169: Cashier Drawer Selection Window
Figure 170: Cashiering Window
Figure 171: Patient Selection Window
3
2
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 108
Viewing, Reprinting, and Voiding Receipts
To view, reprint, and void receipts entered for the drawer:
1 From the Cashiering Menu, click Cashier Batch
Review (Figure 172).
The Cashier Posting Control window (Figure 173) will
display.
2 Select the drawer and click View.
The Cashier Payment Review window (Figure 174) will
display.
3 Select a receipt.
4 You can view the receipt detail, reprint the receipt, void
the receipt, or cancel void receipt.
To view the receipt detail:
1. Click View Detail.
The Cashier Payment Detail window (Figure
175) will display.
2. When you are finished viewing the detail, click
Previous.
The Cashier Payment Review window
(Figure 174) will redisplay
To reprint the receipt, click Reprint receipt.
The receipt will reprint on your default receipt
printer.
To void the receipt, click Void receipt.
The Status will change from Active to Void (Figure
174).
Note: The Void Receipt window (Figure
176) will display if you do not have
authorization to void the receipt. Press F20
to enter an authorization code to complete
the void.
To cancel a void, click Cancel void receipt.
The Status of the receipt will change to from Void
to Active.
Figure 172: Cashiering Menu
Figure 173: Cashier Posting Control Window
Figure 174: Cashier Payment Review Window
2
Voided
Receipt
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 109
5 When you are finished viewing, reprinting, and voiding
receipts, click Previous.
The Cashier Payment Review window (Figure 174) will
redisplay.
6 Click Exit.
The Cashiering Menu (Figure 172) will redisplay.
Figure 175: Cashier Payment Detail Window
Figure 176: Void Receipt Window
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 110
Reconciling the Balance and Closing the Batch
At the end of the shift, the cashier drawer must be balanced and the batch closed.
To reconcile the drawer balance and close the batch:
1 From the Cashiering Menu, click Cashier Batch
Review (Figure 177).
The Cashier Posting Control window (Figure 178) will
display.
2 Enter the drawer count – see below.
3 Print the Preliminary Cashier Log – go to page 111.
4 Close the batch – go to page 111.
5 Print the Final Cashier Log – go to page 111.
6 Click Exit.
The Cashiering Menu (Figure 177) will redisplay.
To enter the drawer count:
1 From the Cashier Posting Control window, select the
drawer and click Enter drawer count.
The Cashier Drawer Counts window (Figure 179) will
display.
2 In the following fields, type the dollar amounts of the
drawer contents in dollars and cents with no decimals.
For example, type 2000 to indicate a $20.00.
Cash received
Checks received
Debit cards received
Credit cards received
3 Click OK.
The Cashier Posting Control window (Figure 178) will
redisplay.
Figure 177: Cashiering Menu
Figure 178: Cashier Posting Control Window
Figure 179: Cashier Drawer Counts Window
Processing Financials Processing Front-End Payments
Essentials for Registrars: Step-by-Step Reference ● 111
To print the preliminary and final cashier logs:
Note: The report log will show cash, check, credit
card, debit card, and void totals for the drawer.
The report title will be:
Preliminary Cashier Log before the batch is
posted.
Final Cashier Log once the batch has posted.
1 From the Cashier Posting Control window (Figure
178), select the drawer and click Print log.
The HMS Printer/Archive Options window (Figure
180) will display.
2 Type or select data as follows:
Print: Select Yes to print a hard copy of the log, or
No to archive the log only.
Copies: Type the number of copies to be printed.
Outq: Type the ID of the printer.
Archive: Select Yes to archive the log.
3 Click OK.
The Cashier Posting Control window (Figure 178) will
redisplay.
To close the batch:
1 From the Cashier Posting Control window (Figure
178), select the drawer and click Close batch.
One of the following will happen depending on the
status of the batch:
If the batch balances, the batch will close, the
Cashier Drawer and Name will be highlighted in
white, and the buttons will no longer be enabled.
If the batch does not balance, the Cashier Balance
Discrepancy window (Figure 181) will display. You
can accept the discrepancy or rekey the drawer
contents.
- To accept the discrepancy:
1. For Drawer out of balance, accept
discrepancy, select Yes.
2. Click OK.
The batch will close and the Cashier Posting
Control window (Figure 178) will redisplay.
- To reenter the drawer contents, go to page
110 for instruction.
Figure 180: HMS Printer/Archive Options Window
Figure 181: Cashier Balance Discrepancy Window
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 112
Estimating Out-of-Pocket Expenses
The Charge Estimator generates an estimate of a patient’s out-of-pocket healthcare costs. This information can be given to the patient
or healthcare staff.
Starting Charge Estimator
To start the Charge Estimator:
1 From the Patient Accounting Menu, click Admission
menu or Registration menu.
The Admission Menu or the Registration Menu (Figure
182) will display.
2 Click Charge Estimator.
The Estimate Selection window (Figure 183) will display.
3 If you want to:
Create a new estimate: Click Create New
Estimate. The Charge Estimator window will
display in a patient data view (Figure 185). Go to
Creating New Estimates on page 113 for continuing
instruction.
Search for an existing estimate:
1. Type data in one or more of the fields.
Note: These search fields are
described on page 10.
2. Click OK.
- If no estimates match the criteria you
entered, the Charge Estimator window will
display in a patient data view (Figure 185).
Go to Creating New Estimates on page 113
for continuing instruction.
- If estimates do match the search criteria,
the Charge Estimator window will display
in a list view (Figure 184), listing the
estimates.
Modify or print existing estimates, go to Working
with Existing Estimates on page 117 for continuing
instruction.
Create a new estimate, click Create New. The
Charge Estimator window will display in a patient
data view (Figure 185). Go to Creating New
Estimates on page 113 for continuing instruction.
Figure 182: Charge Estimator Option on Registration Menu
Figure 183: Estimate Selection Window – Search for Previous
Estimates
Figure 184: Charge Estimator Window – Estimate List View
2
Create new
estimate
Find
existing
estimate
Create new
estimate
Print existing
estimate
Edit existing
estimate
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 113
Creating New Estimates
To access:
The patient data view of the Charge Estimator window (Figure
185) displays if:
No existing estimates match the criteria you enter on the
Estimate Selection window (Figure 183).
You click Create New Estimate on the Estimate
Selection window (Figure 183).
You click Create New from the estimate list view of the
Charge Estimator window (Figure 184).
You click Chrg Estimator during the
admission/registration process. This button displays on
the confirmation screen at the end of the process. Go to
Confirming and Completing on page 40 for instruction.
The patient data view of the Charge Estimator window
(Figure 185) allows you to enter information about the patient
and the services, such as procedures or diagnostic tests, that
an estimate is needed for.
To create a new estimate:
1 From the Charge Estimator window, click the arrow
next to the Name field.
The Patient Selection window will display.
2 Type data in one or more of the fields.
Note: These search fields are described on
page 10.
3 Click OK.
The Patient Selection window (Figure 186) will display
a list of patients matching the criteria you entered.
4 Select the patient you want to create an estimate for,
and then click OK.
The patient data view of the Charge Estimator window
(Figure 185) will redisplay with information from the
patient’s record automatically filled in.
5 Enter or change data as needed. Fields on Charge
Estimator Window on page 115 describes each of the
fields on the window.
Note: Typically the patient’s demographic,
guarantor, and insurance information will be
pre-filled from the patient’s record. Change this
information if needed.
The patient data view of the Charge Estimator window allows you
to enter information about the patient (demographics, guarantor,
and insurance) and the services an estimate is needed for.
Figure 185: Charge Estimator Window – Patient Data View
Figure 186: Patient Selection Window – List of Results
Figure 187: Estimate Method Window
1
5
4
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 114
6 Click OK.
The Estimate Method window (Figure 187) will display.
Note: Depending on the setup at your facility,
and whether the payor/plan requires checking
insurance eligibility, the Insurance Eligibility
Verification window may display. See the
Patient Accounting User’s Manual for more
information.
7 Select the method you want to use to enter a service,
and then click OK.
The enter services view of the Charge Estimator
window (Figure 188) will display.
Note: The By Charge method is
recommended because it allows you to select
options from a searchable list. The other
methods require you to enter the exact code;
searchable lists are not offered.
8 Type or select the service you want an estimate for.
If you selected the By Charge method, you can select
from one of the five fields at the top of the window
(Figure 188). Clicking the arrow next to each field opens
a window that you can choose values from.
Field 1: Charge Code Description. Search by
charge code description (Figure 189).
Field 2: CPT Code Lookup Window. Search by
CPT code or CPT description.
Field 3: Payor Revenue Codes Lookup Window.
Search by UB description.
Field 4: Department Codes Lookup Window.
Search by department code description.
Field 5: Charge Master Lookup Window. Search
by service code.
9 After a code is entered in a field (Figure 190), click OK.
The Charge Estimator Charge Search window (Figure
191) will display.
10 In the Qty field, enter the number of times the service
will be done and then click OK.
The enter services view of the Charge Estimator
window (Figure 192) will redisplay, listing the service
you entered and showing the patient’s estimate total on
the top, right side of the window.
Figure 188: Charge Estimator Window – Enter Services View
(By Charge Method)
Figure 189: Searching by Charge Code
Figure 190: Code Entered
9
8
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 115
11 Repeat steps 7 through 9 for each service you want to
include in the estimate. Figure 192 shows the window
with several services added.
12 When you are finished, do one of the following to save
the estimate:
To save the estimate in a draft format, click
Exit/Save. Draft estimates can be edited or
deleted; they cannot be printed.
To save the estimate in its final form, click Finalize.
Finalized estimates are those ready to be given to
a patient. Only finalized estimates can be printed.
Finalized estimates cannot be edited or deleted.
Click Exit/Save.
The estimate will be saved, and the previously viewed
screen will display.
You can continue to estimate charges as described in
this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 191: Charge Estimator Charge Search – Enter Quantity
Figure 192: Charge Estimator Window – Enter Services View
with Multiple Services
Fields on Charge Estimator Window
The following table describes each of the fields on the patient data view of the Charge Estimator window. The fields that require data
are shaded in gray.
Fields on Charge Estimator Window (Required fields are shaded in gray)
Section Field Name Notes Sample Entry
Patient
Information
Patient History
Number Display only: View the history number. This
number either will be automatically assigned or will
be blank.
Name Select (recommended) or type the patient's name.
Type the last name first and use a space to
separate the first and last names. Do not use any
punctuation (commas, periods).
Social Security # Type the patient’s social security number. Do not
use dashes or any other punctuation.
Birthdate Select or type the patient’s date of birth.
Sex Select the patient’s sex.
Patient
Demographics
Address lines 1
and 2 Type the number, street, and unit/apartment # of
the patient’s home address.
No more than 25 characters for each line.
12
10
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 116
Fields on Charge Estimator Window (Required fields are shaded in gray)
Section Field Name Notes Sample Entry
City, State and
Zip Type the city, 2-letter state abbreviation, and zip
code of the patient’s home address.
Area Code and
Phone # Type the patient’s phone number. Do not use
dashes or any other punctuation.
Guarantor
Information
Guarantor
Number Select the guarantor from the list.
If the guarantor is not on the list, skip entry in
this field.
If the guarantor is in the list, select it and other
fields will be automatically filled in using
information in the system.
Guarantor Name Type the guarantor's name.
If the guarantor is a person, type the name with the
last name first, and use a space to separate the
first and last names. Do not use any punctuation.
No more than 25 characters.
Insurance
Information
Company/Plan When you click the drop-down arrow, a window will
display. Select the appropriate payor and then click
OK to return to the Charge Estimator window.
Service
Information
Patient Type Type I for inpatient or O for outpatient.
Expected DOS Select or type the expected date of service (DOS).
Physician
Number Type or select the code associated with the
patient’s physician.
Hospital Service
Code Select the Hospital Service Code (HSV) for the
service.
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 117
Working with Existing Estimates
To access:
The estimate list view of the Charge Estimator window (Figure
193) displays when existing estimates match the criteria you
enter on the Estimate Selection window (Figure 183).
The estimate list view of the Charge Estimator window allows
you to print (see below), change (see page 118), or delete (see
page 119) estimates.
Note: Only final estimates (the patient name will be
shaded in white as shown in Figure 194) can be
printed. Only draft estimates (the patient name will not
be shaded) can be changed or deleted.
To print a final estimate:
1 From the estimate list view of the Charge Estimator
window (Figure 193), select the final estimate you want
to print.
2 Click Print.
The Printing Options window will display.
3 Type or select data as follows:
Form: Type or select the name of the form. The
forms available will vary by facility, but typically
different forms sort the data by different values, such
as by charge code or procedure name.
Printer: Type the ID of the printer.
Copies: Type the number of copies to be printed.
Drawer: Type the number for the printer drawer.
4 Click OK.
The estimate will be printed and the estimate list view of
the Charge Estimator window (Figure 193) will
redisplay.
You can continue to work with estimates as described in
this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
The estimate list view of the Charge Estimator window allows
you to print, change, or delete estimates.
Figure 193: Charge Estimator Window – Estimate List View
Figure 194: Draft and Final Estimates
Final
Draft
Print existing
estimate
Edit existing
estimate
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 118
To change a draft estimate:
Note: The changes you can make to a draft estimate
are to change the quantity for a service and to add new
service; you cannot delete a service within an estimate.
1 From the estimate list view of the Charge Estimator
window (Figure 193), select the draft estimate you want
to edit.
2 Click Work With.
The patient data view of the Charge Estimator window
(Figure 195) will display.
3 Click OK.
The enter services view of the Charge Estimator
window (Figure 196) will display.
4 You can do either of the following:
Change the quantity:
1. In the row next to the service, double-click the
Qty field. The field will become editable (Figure
197).
2. Type the new value and then press ENTER.
The Qty field will be updated with the new
quantity.
Add a new service:
1. Type or select the service you want to add and
then click OK. The Charge Estimator Charge
Search window (Figure 191) will display.
2. In the Qty field, enter the number of times the
service will be done, and then click OK. The
enter services view of the Charge Estimator
window will redisplay, listing the service you
added.
3. Repeat the above for each service you want to
add.
5 When you are finished, save the estimate:
To save the estimate in a draft format, click
Exit/Save.
To save the estimate in its final form, click Finalize.
The estimate will be saved, and the previously viewed
screen will display.
You can continue to work with estimates as described in
this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 195: Charge Estimator Window – Patient Data View
Figure 196: Charge Estimator Window – Enter Services View
Figure 197: Changing the Quantity
5
Processing Financials Estimating Out-of-Pocket Expenses
Essentials for Registrars: Step-by-Step Reference ● 119
To delete a draft estimate:
1 From the estimate list view of the Charge Estimator
window (Figure 193), select the draft estimate you want
to delete.
2 Click Delete.
The estimate list view of the Charge Estimator window
will redisplay, with a “Deleted” message (Figure 198)
replacing the patient name.
Note: If you click Refresh, the window will
redisplay with the entry completely deleted.
You can continue to work with estimates as described in
this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 198: Deleted Message
Processing Financials Switching Primary Payor and Secondary Payor
Essentials for Registrars: Step-by-Step Reference ● 120
Switching Primary Payor and Secondary Payor
Use the Change secondary payor to primary option to
switch the order of payors; in other words, change the
secondary payor to primary and change the primary payor
to secondary.
Note: This option is only available if the patient has
a secondary payor entered.
To change the secondary payor to the primary payor:
1 From the Patient Accounting Menu, click
Admission menu or Registration menu.
The Admission Menu (Figure 199) or the
Registration menu will display.
Note: You can use either menu, regardless
of whether the patient is an inpatient or
outpatient.
2 Click Change secondary payor to primary.
The first Payor Maintenance window (Figure 200)
will display, allowing you to select a patient.
3 In the Patient number field, either type the patient
number or click the drop-down arrow to select from a
list of patients.
4 Once a patient number is entered, click OK.
The final Payor Maintenance window (Figure 201)
will display, allowing you to confirm the change.
5 In the Update billing history records field, select
Yes if the history should be changed to reflect the
different payor order; otherwise, select No.
6 Click OK.
The first Payor Maintenance window (Figure 200)
will redisplay, so that you can switch the order of
payors for other patients.
You can continue to process changes as described
in this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 199: Change Secondary Payor to Primary Option on
Admission Menu
Figure 200: Payor Maintenance Window – Select a Patient
Figure 201: Payor Maintenance Window – Confirm
3
2
Maintaining Patient Accounts Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 121
Maintaining Patient Accounts
Chapter Introduction
What this
chapter covers
This chapter shows you how to view and edit patient information. The chapter has three sections:
Viewing Account Balance and Payment Information shows you how to view patient balances
and payment information.
Adding Comments shows you how to add comments to a patient’s account outside the
admission/registration process.
Changing Patient Information shows you how to change information associated with a patient
and their account.
Sections in
this chapter
Viewing Account Balance and Payment Information ......................... 122
Adding Comments ............................................................................. 124
Changing Patient Information ............................................................ 126
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
View patient balances and payments.
Add comments to patient accounts.
Change information associated with a patient.
Maintaining Patient Accounts Viewing Account Balance and Payment Information
Essentials for Registrars: Step-by-Step Reference ● 122
Viewing Account Balance and Payment Information
Account Inquiry allows you to view patient financial data such as payment and charge information.
To view patient balance and payment information:
1 From the Patient Accounting Menu, click
Business office menu (Figure 202).
The HMS Business Office Menu I (Figure 202)
will display.
2 Click Account inquiry.
The Patient History Search and Selection
window (Figure 203) will display, allowing you to
search for a patient.
3 Type data in one or more of the fields to search for
a patient record in the Master Patient Index (MPI):
Patient last name: Type the patient’s last
name first; you can use all or part of a name.
Do not use commas or any punctuation.
Soundex: If you are not sure how to spell a
name, Soundex can help you find it. This
feature finds names by their sound rather than
their spelling.
For example, a Soundex search on Smith will
return names spelled Smith, Smyth, Smythe,
and Smithe.
Patient account number: If known, type the
patient’s account number.
Social security number: Type the numbers
without hyphens.
Patient date of birth: Either select a date
(click the calendar icon ) or type the date in
the format MMDDYYYY.
Patient history number: If known, enter a
patient history/medical record number.
4 Click OK.
If you searched by Patient last name,
Soundex, Social security number, or Patient
birth date, the Patient History Search and
Selection window (Figure 204) will display.
1. Select a patient and click OK.
The Patient Account Search and
Selection window (Figure 205) will
display.
Figure 202: HMS Business Office Menu I
Figure 203: Patient History Search and Selection Window – Search
Mode
Figure 204: Patient History Search and Selection Window –
Selection Mode
1
2
3
Maintaining Patient Accounts Viewing Account Balance and Payment Information
Essentials for Registrars: Step-by-Step Reference ● 123
If you searched by Patient account number
or Patient history number, the Patient
Account Search and Selection window
(Figure 205) will display.
5 You can view payment history, account activity,
detailed charges, and add comments to the
account.
To view payment history:
1. Click Payment History Inquiry.
The Patient A/R Inquiry window (Figure
206) will display.
2. When you are finished viewing payment
history, click Exit.
The Patient Account Search and
Selection window (Figure 205) will
redisplay.
To view account activity:
1. Click Account Activity.
The Account Activity Lookup window
(Figure 207) will display.
2. When you are finished viewing account
activity, click Exit.
The Patient Account Search and
Selection window (Figure 205) will
redisplay.
To view detailed charges:
1. Click Detail Charges Inquiry.
The Detailed Charges Inquiry window
(Figure 208) will display.
2. When you are finished viewing detailed
charges, click Exit.
The Patient Account Search and
Selection window (Figure 205) will
redisplay.
To add comments to the account, go to Adding
Comments on page 124 for instruction.
Figure 205: Patient Account Search and Selection Window
Figure 206: Patient A/R Inquiry Window
Figure 207: Account Activity Lookup Window
Detailed
Charges
Add
Comments
Payment
History
Account
Activity
Maintaining Patient Accounts Adding Comments
Essentials for Registrars: Step-by-Step Reference ● 124
Figure 208: Detailed Charges Inquiry Window
Adding Comments
You can add comments to a patient’s account after the admission/registration process by clicking Collection follow up from the
Patient Account Search and Selection window (Figure 205).
To add new comments:
1 In the Patient Account Search and Selection
window, click Collection follow up
The first Collection Follow-Up window (Figure
209) will display.
2 In the Patient representative’s name field, type
your name and click OK.
The second Collection Follow-Up window (Figure
210) will display.
3 In the Type field (Figure 211), type or select the
comment type.
4 If applicable, in the Credit Code field (Figure 211),
type or select a code.
Note: If Credit Code is used in your
facility, it is required. This code
corresponds to the uncollectible
percentage amount defined by your facility.
Figure 209: Collection Follow-Up Window – Representative
Selection
Maintaining Patient Accounts Adding Comments
Essentials for Registrars: Step-by-Step Reference ● 125
5 If applicable, in the Priority field (Figure 211), type
or select a priority code.
Note: The priority code is used to
determine the order of the accounts on the
work list. Type 1-5 (1 being the highest
priority). The system will automatically
assign a code if you leave the field blank.
6 In the Follow up date/days field (Figure 211),
either type the number of days until follow up or
select the date (click the calendar icon ) on which
follow up should occur.
7 You can type a new comment, duplicate a previous
comment, or use a template.
In the New Comments field (Figure 212), type
a comment.
Click the Dup Previous Comment field
(Figure 212) to duplicate the last comment
saved on the account.
The comment from the Last Comment section
will display in the New Comments field.
To use a template which has preset
comments:
1. Click Template (Figure 212).
The Collection Follow-up Comment
Templates window (Figure 213) will
display.
2. Select a template and click OK.
The Collection Follow-Up window
(Figure 210) will redisplay showing the
selected template comments in the New
Comments field.
8 Press ENTER.
The Patient Account Search and Selection
window (Figure 205) will redisplay.
Figure 210: Collection Follow-Up Window
Figure 211: New Comment Options on the Collection Follow-Up
Window
Figure 212: New Comments, Dup Previous Comment, and Template
fields on the Collection Follow-Up Window
Figure 213: Collection Follow-up Comment Templates Window
7
3
5
4 6
Maintaining Patient Accounts Changing Patient Information
Essentials for Registrars: Step-by-Step Reference ● 126
Changing Patient Information
The Patient Maintenance Selections window (Figure 214) allows
you to change a variety of information associated with a patient.
The window has a series of buttons that open maintenance
windows that allow changes. Figure 215 illustrates the
maintenance window that opens when Patient demographics is
clicked.
Note: If a patient’s account has been discharged, the
buttons marked below with an asterisk * will not display.
Patient account: Change pre-admission/admission and pre-
registration/registration information, such as expected date,
admission date, ER arrival/departure information, and
admitting doctor.
Patient demographics: Change patient demographic
information, such as patient address and date of birth.
Guarantor demographics: Change guarantor demographic
information, such as guarantor address and occupation.
Primary payor benefits: Change the payor name/plan for the
primary payor.
Secondary payor benefits: Change the payor name/plan for
the secondary payor.
Tertiary payor benefits: Change the payor name/plan for the
tertiary payor.
Diagnosis/Procedure codes*: Change diagnosis or
procedure codes.
Occurrence & Occ Span codes*: Change occurrence or
occurrence span codes, which identify events that may affect
liability.
Value codes*: Change value codes, which are the codes and
related dollar amounts used for processing claims.
Print patient benefits*: Print the Patient Payor File Listing
report. (A maintenance window does not display for this
option.)
Primary payor history: Change demographic information for
the primary payor, such as company address or policy
number.
Secondary payor history: Change demographic information
for the secondary payor.
Tertiary payor history: Change demographic information for
the tertiary payor.
Condition codes*: Change condition codes, which identify
conditions that may affect payor processing.
Figure 214: Patient Maintenance Selections Window
Figure 215: Patient History File Maintenance Window
Maintaining Patient Accounts Changing Patient Information
Essentials for Registrars: Step-by-Step Reference ● 127
To change patient information:
1 From the Patient Accounting Menu, click Admission
menu or Registration menu.
The Admission Menu or the Registration Menu (Figure
216) will display.
Note: You can use either menu, regardless of
the whether the patient is an inpatient or
outpatient.
2 Click Patient maintenance.
The first Patient Maintenance Selection window (Figure
217) will display, allowing you to select a patient.
3 In the Patient number field, either:
Type the patient number, and then click OK.
Use the drop-down arrow to select from a list of
patients.
The second Patient Maintenance Selection window
(Figure 218) will display information about the patient,
allowing you to confirm the correct patient was selected.
4 Click OK.
The third Patient Maintenance Selections window
(Figure 219) will display, listing the buttons that allow you
to open different maintenance windows.
Go to Changing Patient Information on page 126 for a
description of each button on this window.
5 Click a button to open the maintenance window that
allows you to change values. For example, Figure 215 is
the Patient History File Maintenance window, which
displays when you click Patient demographics.
6 Make changes as needed on the maintenance window
and then click OK.
Your changes will be saved and the Patient
Maintenance Selections window (Figure 219) will re-
display.
7 Repeat steps 5 and 6 for every area you want to change.
Figure 216: Patient Maintenance Option on Registration Menu
Figure 217: Patient Maintenance Selection Window – Select a
Patient
Figure 218: Patient Maintenance Selection Window – Confirm
3
2
Maintaining Patient Accounts Changing Patient Information
Essentials for Registrars: Step-by-Step Reference ● 128
8 When you are finished making changes, click Previous.
The first Patient Maintenance Selection window (Figure
217) will redisplay, so that you can change information
for other patients.
You can continue to process changes as described in
this section, or you can click Exit to return to the
Admission Menu or Registration Menu.
Figure 219: Patient Maintenance Selections Window – Choose
an Area to Change
8
5
Viewing and Printing Reports Chapter Introduction
Essentials for Registrars: Step-by-Step Reference ● 129
Viewing and Printing Reports
Chapter Introduction
What this
chapter covers
This chapter shows you how to view and print reports. The chapter has five sections:
Running and Printing Reports shows you how to run and print reports.
Viewing Patient Census shows you how to view your facility’s census in real time
Reprinting Face Sheets, Forms, Labels, and Wrist Bands shows you how to reprint face
sheets, labels, and wrist bands outside the admission/registration process.
Printing Account Status shows you how to print a status report for a selected patient, financial
class, or all accounts
Running a Leave of Absence Report shows you how to generate a report for all leave of
absences.
Sections in
this chapter
Running and Printing Reports ............................................................ 130
Descriptions of Reports Associated with ADT Tasks ................ 132
Viewing Patient Census ..................................................................... 135
Reprinting Face Sheets, Forms, Labels, and Wrist Bands ................ 137
Printing Account Status ..................................................................... 140
Running a Leave of Absence Report ................................................. 143
What you’ll learn
in this chapter
After reading this chapter, you will be able to:
Access, run, and print/view the reports most commonly used by ADT staff.
View your facility’s census in real time.
Reprint face sheets, labels, and wrist bands.
Print a status report for a patient, financial class, or all accounts.
Generate a report for all leave of absences.
Viewing and Printing Reports Running and Printing Reports
Essentials for Registrars: Step-by-Step Reference ● 130
Running and Printing Reports
To run and print reports:
1 On the Patient Accounting Menu (Figure 220),
the following menus contain the reports commonly
used by registrars. Click a menu to open it:
Daily processing menu: Run the Preliminary
Census.
Reports menu I: Run the Pre-census list,
Admission register, Discharge register, Pre-
admission register, Pre-registration register,
and Outpatient registration list.
Reports menu III: Run the Leave of Absence
report. Go to page 143 for instruction.
The associated menu will display, listing the
available reports (Figure 221).
Note: Descriptions of Reports Associated
with ADT Tasks on page 132 describes
which menu to use to access specific
reports.
2 Click the name of the report you want to run.
One or more windows will display, allowing you to
set parameters for the report. The window that
displays will vary depending on the report. Most
commonly, parameter windows allow you to:
Set the number of copies to print and set the
output queue (Figure 222).
Select a certain area in your facility to run the
report for (Figure 223).
Set a date range for the data in the report
(Figure 224).
Figure 220: Patient Accounting Menu
Figure 221: Reports Menu I
Figure 222: Setting Print/Archive Options
Viewing and Printing Reports Running and Printing Reports
Essentials for Registrars: Step-by-Step Reference ● 131
3 Type or select data on the parameter window as
needed, and then click OK.
Either:
Another parameter window will display.
Repeat step 2.
The menu you started from, such as Reports
Menu I or Daily Processing Menu, will
redisplay and the report will be printed.
Figure 225 shows an example of a printed
Physician Census report.
Figure 223: Selecting a Site
Figure 224: Setting a Date Range
Figure 225: Sample Report – Physician Census
Viewing and Printing Reports Running and Printing Reports
Essentials for Registrars: Step-by-Step Reference ● 132
Descriptions of Reports Associated with ADT Tasks
This section lists the reports most commonly used by registrars, which include a variety of census (number of patients), activity, and
room charge reports.
You can click a report name in the below alphabetical list to jump to a specific report description in the table.
Admission Register
Admit/Discharge Report
Alphabetic Census
Automatic Room Charge Totals
Daily ADT Activity
Daily Room Charge Totals
Discharge Register
Exception Report
Final Census (room charges)
Observation Census
Outpatient Registration List
Physician Census
Pre-Admission Register
Pre-Census List
Preliminary Census
Pre-Registration Register
Recurring Charges Report
Religion Census
Statistics Update Error Report
Temporary Room Charge Totals
Note: When the Final Census is automatically run at day end, additional reports will also be generated. Several of these reports
can also be printed separately from the Final Census, while others are only viewed as part of the Final Census; see the “Access
from Patient Accounting Menu” column for direction on how to access each report.
Descriptions of Reports Associated with ADT Tasks
Report Name Description Fields in Report Access from Patient
Accounting Menu
Census Reports
Final Census
(room
charges)
Lists inpatients and observation
patients for the current time.
The Final Census is run
automatically at day end and
updates patient accounts with
room charges.
Room/bed, Financial class, Patient name, Patient
number, Hospital service code (HSV), Admission
date, Accommodation code, Leave of Absence
code, Attending physician, Patient sex,
Observation Patient Indicator, Length of stay,
Patient age
NOT ACCESSED
FROM PATIENT
ACCOUNTING
MENU: The Final
Census can be
viewed from
archiving as a day
end document.
Preliminary
Census
Same list as the Final Census, but
it does not update patient
accounts with room charges.
The Preliminary Census is used
to verify information prior to the
Final Census. It may be run as
many times as necessary before
Final Census is run at day end.
Room/bed, Financial class, Patient name, Patient
number, HSV, Admission date, Accommodation
code, Leave of Absence code, Attending
physician, Patient sex, Observation Patient
Indicator, Length of stay, Patient age
Daily processing
menu – Preliminary
census
Pre-Census
List
Same list as the Preliminary
Census, but is accessed from the
Reports menu I.
The Pre-census list is used to
validate accommodation codes.
Room/bed, Financial class, Patient name, Patient
number, HSV, Admission date, Accommodation
code, Leave of Absence code, Attending
physician, Patient sex, Observation Patient
Indicator, Length of stay, Patient age
Reports menu I –
Pre-census list
Viewing and Printing Reports Running and Printing Reports
Essentials for Registrars: Step-by-Step Reference ● 133
Descriptions of Reports Associated with ADT Tasks
Report Name Description Fields in Report Access from Patient
Accounting Menu
Alphabetic
Census
Lists inpatients for the current
system date, sorted by patient
name.
Patient name/number, Financial Class, Room and
bed number, Hospital service code, DRG,
Accommodation code, Marital Status, Attending
Doctor, Patient sex/age/age code, History
Number, Length of stay, Approved length of stay
Reports menu I –
Alphabetic census
Can also be viewed
as part of Final
Census.
Religion
Census
Lists inpatients, grouped by
religion.
Religion, Patient name, Nursing Station,
Room/bed, Admit Date, Length of stay, Phone
extension
Reports menu I –
Religion census
Can also be viewed
as part of Final
Census.
Physician
Census
Lists inpatients, grouped by
admitting or attending physician.
Each physician is on a separate
page, with each patient listed
alphabetically by patient name.
Patient name/number, Nursing station,
Room/bed, Hospital service code, Admit date,
Observation Indicator, DRG, Physician Name,
Patient sex/age/age code, Physician status,
Average length of stay, Approved length of stay
Reports menu I –
Physician census
Can also be viewed
as part of Final
Census.
Observation
Census
Lists observations patients, sorted
by patient name.
Patient number, Patient name, Admission
date/time, Room/bed, Financial Class, HSV,
Physician Name, Quick Admit date/time, Patient
sex/age
Reports menu I –
Observation census
Can also be viewed
as part of Final
Census.
Daily Room
Charge Totals
Totals daily room charges, by
accommodation code.
Name of accommodation code, Total charges Can be viewed as
part of Final Census.
Automatic
Room Charge
Totals
Lists automatic charges. Charge code, Charge description, Quantity,
Charge amount
Can be viewed as
part of Final Census.
Temporary
Room Charge
Totals
Totals temporary room charges,
by accommodation code.
A temporary room charge occurs
when a patient is admitted and
discharged on the same day.
Name of accommodation code, Total charges Can be viewed as
part of Final Census.
Recurring
Charges
Report
Total recurring charges, totaled by
batch number.
Batch number, Sequence number, Late charge
ID, Patient number, Patient name, Service date,
Service code, HSV, Quantity, Unit price,
Extended amount, Standard amount, Price code,
Physician number, Physician amount, Non-
covered flag
Can be viewed as
part of Final Census.
Daily ADT
Activity
List of pre-admission, admissions,
discharges, and transfers.
Patient name, Patient number, History number,
Room/bed, Accommodation Code, Financial
class, HSV, Patient sex/age/age code, Physician
name, Date of activity, Time of activity
Can be viewed as
part of Final Census.
Viewing and Printing Reports Running and Printing Reports
Essentials for Registrars: Step-by-Step Reference ● 134
Descriptions of Reports Associated with ADT Tasks
Report Name Description Fields in Report Access from Patient
Accounting Menu
Exception
Report
Lists errors detected after the
generation of room charges. The
errors identified are invalid patient
number, accommodation code, or
invalid charge code.
Patient number, Code, Error message Can be viewed as
part of Final Census.
Admit/
Discharge
Report
Lists each admission and
discharge, grouped by HSV.
Within each HSV, totals are
shown by the number of in-house,
admitted, discharged, remaining,
female, and male patients.
Room/bed, Financial class, Patient name, Patient
number, HSV, Patient sex
Can be viewed as
part of Final Census.
Statistics
Update Error
Report
Lists ADT activities that did not
post to the statistics files because
of an invalid physician number,
financial class, or HSV.
Activity, Financial class, Patient name, Patient
number, HSV, Patient sex, Physician number,
Error message
Can be viewed as
part of Final Census.
Other Reports
Admission
Register
Lists patients admitted during the
time range you specify.
Patient number, Patient name, Physician number,
Admission date, Admission time, Quick admit
date, Quick admit time, HSV, Length of stay,
Admission type, Admission source, Patient age,
Financial class, History number, Advance
directive
Reports menu I –
Admission register
Discharge
Register
Lists patients discharged during
the time range you specify.
Patient number, Patient name, Physician number,
Admission date, Discharge date, Length of stay,
Financial class, HSV, History number, Patient
race, Discharge status
Reports menu I –
Discharge register
Pre-Admission
Register
Lists pre-admitted patients.
This report can assist in keeping
the data clean. When a patient
who has been pre-admitted
doesn’t show up, you can
reschedule or cancel the pre-
admission.
Patient name, Patient number, Expected date,
Expected time, Physician number, Admission
type, Admission source, Financial class, HSV,
History number, Current balance
Reports menu I –
Pre-admission
register
Admission menu –
Pre-admission
register
Pre-
Registration
Register
Lists pre-registered patients.
This report can assist in keeping
the data clean. When a patient
who has been pre-registered
doesn’t show up, you can
reschedule or cancel the pre-
registration.
Patient name, Patient number, Expected date,
Expected time, Physician number, Admission
type, Admission source, Financial class, HSV,
History number, Current balance
Reports menu I –
Pre-registration
register
Outpatient
Registration
List
Lists outpatient and emergency
department patients.
Patient number, Patient name, Physician number,
Registration date, Registration time, Quick admit
date, Quick admit time, HSV, Admission type,
Admission source, Patient age, Financial class,
How patient arrived, Chief complaint, Advance
directive, Chart number
Reports menu I –
Outpatient
registration list
Viewing and Printing Reports Viewing Patient Census
Essentials for Registrars: Step-by-Step Reference ● 135
Viewing Patient Census
Census inquiry allows you to view your facility’s census in real time. For each patient in the hospital, information such as the room/bed
assignment, length of stay, and admission date, will display in the census.
To view patient census:
1 From the Admission Menu, click Census inquiry
(Figure 226).
The Site Selection window (Figure 227) will
display.
2 Select Inpatient, Outpatient, or All and click OK.
The On-Line Census Inquiry window (Figure 228)
will display.
3 You can expand the patient information, view
totals, and sort the results.
To expand the patient information, click
Expand/Truncate.
The On-Line Census Inquiry window (Figure
229) will display the expanded view to include
the following patient information: age, marital
status, sex, admission date, length of stay, diet
code, and leave of absence code.
To view totals, click Totals.
The On-Line Census Totals window (Figure
230) will display.
To sort the results, go to page 136 for
instruction.
4 When you are finished viewing the patient census,
click Exit.
The Admission Menu (Figure 226) will redisplay.
Figure 226: Admission Menu
Figure 227: Site Selection Window
Figure 228: On-Line Census Inquiry Window – Truncated View
2
3 4
Viewing and Printing Reports Viewing Patient Census
Essentials for Registrars: Step-by-Step Reference ● 136
To sort the results:
1 Click Sort.
The Census inquiry sort options window (Figure
231) will display.
2 Click one of the following sort options:
Room/bed
Patient name
Physician
Patient type
Financial class
Payor and plan
Hospital service
Congregation code
A window corresponding to the button you click will
display.
For example, when you click Financial class, the
Select a financial class or blank for all window
(Figure 232) will display.
3 Select or type in the field and click OK.
The On-Line Census Inquiry window (Figure 228)
will redisplay, showing patients that meet criteria
you selected or typed.
Figure 229: On-Line Census Inquiry Window – Expanded View
Figure 230: On-Line Census Totals Window
Figure 231: Census Inquiry Sort Options Window
Figure 232: Select a Financial Class or Blank for All Window
Viewing and Printing Reports Reprinting Face Sheets, Forms, Labels, and Wrist Bands
Essentials for Registrars: Step-by-Step Reference ● 137
Reprinting Face Sheets, Forms, Labels, and Wrist Bands
Printing face sheets, labels, and wrist bands, is done automatically during the admission/registration process (go to page 50 for
instruction); however there will be occasions that you need to reprint these documents. For example, you may need to print a consent
form requires a signature after the patient was registered.
To start the reprinting process for inpatients:
1 From the Patient Accounting Menu, click Print
admission notice (Figure 233).
The Print Admission Notice window (Figure 235) will
display.
To start the reprinting process for outpatients:
1 From the Registration Menu, click Print registration
notice (Figure 234).
The Print Registration Notice window (Figure 236) will
display.
Figure 233: Admission Menu
Figure 234: Registration Menu
Viewing and Printing Reports Reprinting Face Sheets, Forms, Labels, and Wrist Bands
Essentials for Registrars: Step-by-Step Reference ● 138
To print face sheets for all patients on a given date:
Note: The instructions below are for registration;
however, the process for admissions is the same. The
only difference is the window titles and field names
display “admission” instead of “registration”.
1 From the Print Registration Notice window (Figure 236,
select Print all patients by registration date and click
OK.
The Print Registration Notice window (Figure 237) will
display.
2 In the Registration date field, select or type the date.
3 For Sort order, select Alphabetical or Numerical.
4 Click OK.
The Admission Form Printer window (Figure 238) will
display.
5 Click OK.
The face sheets will print on your default printer and the
Registration Menu (Figure 234) will redisplay.
Figure 235: Print Admission Notice Window
Figure 236: Print Registration Notice Window – Selection
Figure 237: Print Registration Notice Window – All Patients
Figure 238: Admission Form Printer Window
Viewing and Printing Reports Reprinting Face Sheets, Forms, Labels, and Wrist Bands
Essentials for Registrars: Step-by-Step Reference ● 139
To reprint forms for a patient:
1 From the Print Registration Notice window (Figure 237),
select Print selected patient number.
The Print Registration Notice window (Figure 239) will
display.
2 Type or select the patient number of the patient, and then
click OK.
The Update Admit By User window (Figure 240) will
display.
3 Click OK.
The Selected Forms window (Figure 241) will display.
4 You can print one, a selection, or all forms.
To print one or a selection of forms: In the CPY field
type 0 for the forms you do not want to print and click
OK.
To print all forms, click OK.
The forms will print on your default printer and the
Registration Menu (Figure 234) will redisplay.
To reprint labels or wrist bands:
1 You can print labels or wrist bands.
To print labels, from the Print Registration Notice
window (Figure 236), select Print labels by patient
number.
To print wrist bands, from the Print Registration
Notice window (Figure 236), select Print Wrist Band
labels.
2 Click OK.
The Print Patient Labels window (Figure 242) will display.
3 Fill in the following fields:
Patient number: Type or select the patient number.
Number of copies: Type the number of copies you
want to print.
Output queue: Type the name of your default printer.
4 Click OK.
The forms will print on your default printer and the
Registration Menu (Figure 234) will redisplay.
Figure 239: Print Registration Notice – Selected Patient
Figure 240: Update Admit By User Window
Figure 241: Selected Forms Window
Figure 242: Print Patient Labels Window
Viewing and Printing Reports Printing Account Status
Essentials for Registrars: Step-by-Step Reference ● 140
Printing Account Status
The Print account status option allows you to print an Accounts Receivable Status Report for a selected patient, financial class, or
all accounts. The report shows payment information, transaction history, payor information, billing history, and account activity.
To access print account status:
1 From the Patient Accounting Menu (Figure 243), click
Collections menu.
The Collections Menu (Figure 243) will display.
2 Click Print account status.
The first Print Account Status Report screen (Figure
244) will display. You can print the report:
By patient number – see below.
By financial class – go to page 141.
For all accounts – go to page 142.
To print a status report for patient numbers:
1 On the Patient Account Status Report window (Figure
244) under Selection, select Patient number.
2 Select Yes or No for each of the following:
Exclude zeros balances: Yes will print accounts
with zero balances.
Follow up comments: Yes will print follow up
comments on the report.
Collection page: Yes will print collection notes.
Note: It is best practice to select No so that
the patient will not see the collection notes.
Include inhouse accounts: Yes will include both
inhouse and discharged patients.
Include account activity: Yes will print payment
and adjustment information.
3 Click OK.
The Print Account Status Report screen (Figure 245)
will display, allowing you to select the first patient.
Figure 243: Collections Menu
Figure 244: Print Account Status Report – First Screen
1
2
Viewing and Printing Reports Printing Account Status
Essentials for Registrars: Step-by-Step Reference ● 141
4 Type the patient number or click the drop-down to find
the patient and click OK.
The next Print Account Status Report screen (Figure
246) will display, allowing you to select additional
patients.
5 When you are finished adding patients, click Print.
The HMS Printer/Archive Options screen (Figure 247)
will display.
6 Under Printer Options, you can change any of the
defaults:
Print: Select Yes to print a hard copy or No to
archive. If you select No, you must also select No
under Archive.
Copies: Type the number of copies you want to
print.
Outq: Type the name of the printer that you want the
hard copy to print on.
7 Click OK.
The report will print on the specified printer and the
Collections Menu (Figure 243) will redisplay.
To print a status report for financial classes:
1 On the Patient Account Status Report window (Figure
244), under Selection, select F/C (include bad debts)
or F/C (exclude bad debts).
2 Select Yes or No for each of the following:
Exclude zeros balances: Yes will print accounts
with zero balances.
Follow up comments: Yes will print follow up
comments on the report.
Collection page: Yes will print collection notes.
Include inhouse accounts: Yes will include both
inhouse and discharged patients.
Include account activity: Yes will print payment
and adjustment information.
3 Click OK.
The Print Account Status Report screen (Figure 248)
will display, allowing you to select financial classes.
Figure 245: Print Account Status Report – First Patient Selection
Screen
Figure 246: Print Account Status Report – Additional Patient
Selection Screen
Figure 247: HMS Printer/Archive Options Screen
Figure 248: Print Account Status Report – Financial Classes
Selection Screen
Viewing and Printing Reports Printing Account Status
Essentials for Registrars: Step-by-Step Reference ● 142
4 Type the financial classes or click the drop-down to find
the financial classes and click OK.
The report will print on your default printer and the
Collections Menu (Figure 243) will redisplay.
To print a status report for all accounts:
1 On the Patient Account Status Report window (Figure
244), under Selection, select All accounts (include
bad debts) or All accounts (exclude bad debts).
2 Select Yes or No for each of the following:
Exclude zeros balances: Yes will print accounts
with zero balances.
Follow up comments: Yes will print follow up
comments on the report.
Collection page: Yes will print collection notes.
Include inhouse accounts: Yes will include both
inhouse and discharged patients.
Include account activity: Yes will print payment
and adjustment information.
3 Click OK.
The report will print on your default printer and the
Collections Menu (Figure 243) will redisplay.
See Figure 249 for a sample Accounts Receivable
Status Report.
Figure 249: Sample Accounts Receivable Status Report
Viewing and Printing Reports Running a Leave of Absence Report
Essentials for Registrars: Step-by-Step Reference ● 143
Running a Leave of Absence Report
Use the Leave of absence history option to generate a report for all leave of absences.
To run a leave of absence report:
1 From the Patient Accounting Menu, click Reports
menu III.
The Reports Menu III (Figure 250) will display.
2 Click Leave of absence history.
The Leave of Absence Site Selection window
(Figure 251) will display.
3 In the Site location selection field, type or click
the drop-down to select a site, or leave the field
blank for all sites.
4 Click OK.
The Leave of Absence History Report window
(Figure 252) will display.
5 Under Sort by, select one of the following:
Patient name to sort by last name of the
patient.
Patient number to sort by the patient number
ascending to descending.
LOA code to sort by the leave of absence
code.
LOA days to sort by the length of days the
patient will be absent.
6 (Optional) Filter the report by typing in one or more
of the following fields:
LOA date range to filter by a specific date
range. Type or select the beginning (from) date
in the left field and the end (through) date in
the right field.
LOA number of days to filter by the length of
days of absences. Type the smallest (from)
number in the left field and the largest
(through) number in the right field.
Discharge/Transfer status to filter by the
discharge status. Type or select up to five
statues.
Figure 250: Reports Menu III
Figure 251: Leave of Absence Site Selection Window
Figure 252: Leave of Absence History Report Window
3
4
5
6
Viewing and Printing Reports Running a Leave of Absence Report
Essentials for Registrars: Step-by-Step Reference ● 144
Financial class to filter by financial class.
Type or select up to five financial classes.
LOA code to filter by leave of absence code.
Type or select up to five codes.
7 Click OK.
The HMS Printer/Archive Options window (Figure
253) will display.
8 Under Printer Options, you can change any of the
defaults:
Print: Select Yes to print a hard copy or No to
archive. If you select No, you must also select
No under Archive.
Copies: Type the number of copies you want
to print.
Outq: Type the name of the printer that you
want the hard copy to print on.
9 Click OK.
The report will print on the specified printer.
See Figure 254 for a sample Leave of Absence
History report.
Figure 253: HMS Printer/Archive Options Window
Figure 254: Sample Leave of Absence History Report
8
9
Appendix A: UB-04 Form Appendix Introduction
Essentials for Registrars: Step-by-Step Reference ● A-1
Appendix A: UB-04 Form
Appendix Introduction
What this
appendix covers
This appendix shows you an example of a UB-04 form and describes each field on the form:
Overview describes the UB-04 form and shows you an example of the form.
List of Form Locators on UB-04 Form describes each field on the form.
Sections in
this appendix
Overview ......................................................................... A-2
List of Form Locators on UB-04 Form............................. A-3
What you’ll learn
in this appendix
After reading this appendix, you will be able to:
Describe and recognize a UB-04 form.
Describe each field on a UB-04 form.
Appendix A: UB-04 Form Overview
Essentials for Registrars: Step-by-Step Reference ● A-2
Overview
The UB-04 (Figure A-1) is a paper claim form used for claim billing. Developed by the Centers for Medicare and Medicaid (CMS), the
UB-04 is now a standard form used by most insurance carriers. A UB-04 form has 81 fields, and each field is called a form locator, or
FL. Each field on the form is briefly described on the following page.
Figure A-1: UB-04 Form
Appendix A: UB-04 Form List of Form Locators on UB-04 Form
Essentials for Registrars: Step-by-Step Reference ● A-3
List of Form Locators on UB-04 Form
FL Description
FL 1 Billing provider name, street address, city, state,
zip, telephone, fax, and country code
FL 2 Billing provider's pay-to name, address, city,
state, zip, and ID
FL 3 Patient control number and medical record
number
FL 4 Type of bill (TOB)
FL 5 Federal tax number
FL 6 Statement from and through dates
FL 8 Patient name
FL 9 Patient street address, city, state, zip, and
country code
FL 10 Patient birth date
FL 11 Patient sex
FL 12 Admission date
FL 13 Admission hour
FL 14 Type of visit
FL 15 Point of origin
FL 16 Discharge hour
FL 17 Discharge status
FL 18-28 Condition codes
FL 29 Accident state
FL 31-34 Occurrence codes and dates
FL 35-36 Occurrence span codes and dates
FL 38 Responsible party name and address
FL 39-41 Value codes and amounts
FL 42 Revenue codes
FL43 Revenue code description, investigational device
exemption (IDE) number, or Medicaid drug rebate
NDC (national drug code)
FL 44 HCPCS(Healthcare Common Procedure Coding
System), accommodation rates, HIPPS (health
insurance prospective payment system) rate
codes
FL 45 Service dates
FL 46 Service units
FL 47 Total charges
FL 48 Non-covered charges
FL 49 Page_of_ and Creation date
FL 50 Payer Identification: Primary, Secondary, Tertiary
FL 51 Health plan ID: Primary, Secondary, Tertiary
FL Description
FL 52 Release of information: Primary, Secondary, Tertiary
FL 53 Assignment of benefits: Primary, Secondary, Tertiary
FL 54 Prior payments: Primary, Secondary, Tertiary
FL 55 Estimated amount due: Primary, Secondary, Tertiary
FL 56 Billing provider national provider identifier (NPI)
FL 57 Other provider ID: Primary, Secondary, Tertiary
FL 58 Insured's name: Primary, Secondary, Tertiary
FL 59 Patient's relationship: Primary, Secondary, Tertiary
FL 60 Insured's unique ID: Primary, Secondary, Tertiary
FL 61 Insurance group name: Primary, Secondary, Tertiary
FL 62 Insurance group number: Primary, Secondary,
Tertiary
FL 63 Treatment authorization code: Primary, Secondary,
Tertiary
FL 64 Document control number: Primary, Secondary,
Tertiary
FL 65 Insured's employer name: Primary, Secondary,
Tertiary
FL 66 Diagnosis codes (ICD)
FL 67 Principle diagnosis code, other diagnosis and
present on admission (POA) indicators
FL 69 Admitting diagnosis codes
FL 70 Patient reason for visit codes
FL 71 Prospective payment system (PPS) code
FL 72 External cause of injury code and POA indicator
FL 74 Other procedure code and date
FL 76 Attending provider NPI, ID, qualifiers, and last and
first name
FL 77 Operating physician NPI, ID, qualifiers, and last and
first name
FL 78 Other provider NPI, ID, qualifiers, and last and first
name
FL 79 Other provider NPI, ID, qualifiers, and last and first
name
FL 80 Remarks
FL 81 Taxonomy code and qualifier