Drug Tracking Payment Report Criteria

Drug Tracking Payment Report

Purpose

The Drug Tracking Payment Report is a revenue based report concerned with tracking payments received for services rendered that involved dispensing medications to patients.

For example, administering injections to a patient. If the medical practice receives these medications from drug companies, only paying for them once dispensed, the practice will need to track when these medications are dispensed to patients.

If the practice then only pays for the medication once payment from insurance has been received, the practice needs to be able to track how much money has thus far been received for those medications tracked.

The Drug Tracking Payment Report satisfies both of these tracking needs.

Concepts

In order to facilitate drug payment tracking, the following concepts are introduced:

• Drug Tracking Number - Services that involved dispensing medications to patients are marked with a drug tracking number. The drug tracking number is necessary in order to differentiate between procedures that do and do not involve dispensing medications to patients.
• Payment Threshold - Procedures that require dispensing medications to patients can be given a payment threshold amount. This threshold is used by the drug tracking payment report to determine if the total payment amount on each service has or has not met this threshold amount.

Report Criteria

Report will display all services with drug tracking codes filtered by some criteria as shown below:

• Date Range – find all services or payments between a start and end date
• Date Selection by – choose date range above to be entry date, batch date, or service date
• Date Selection Type – date range pertains to service dates or payment dates
• Provider – show services performed by a particular provider or all providers
• Location – show services performed at a particular location or all locations
• Facility – show services performed at a particular facility or all facilities
• User – show services entered in by a specific user or all users
• Procedure Range – show services that involved specific procedures or all
• Report Procedure Group – show services for a particular Report Procedure Group
• Payment Threshold Mode - show services where procedure threshold met, not met, both met and not met, or disable procedure threshold

Report Output

Report will display a list of services with drug tracking codes over a specified date range in one of four modes:

1. Showing only services where procedure threshold is met within the specified date range
2. Showing only services where procedure threshold is not met within the specified date range
3. Show services where procedure threshold is both met and not met within the specified date range
4. Report can be run ignoring procedure threshold

Service list includes the following data:

• Procedure code
• Patient account number
• Service date
• Provider
• Location of service
• Date billed
• Claim number
• Service line number
• Amount billed
• Date last payment received {as appropriate to date range}
• Last payment by ( patient or carrier name )
• Drug tracking number
• Threshold amount
• Total payments {as appropriate to date range}
• Patient payments {as appropriate to date range}
• Insurance payments {as appropriate to date range}
• Total adjustments {as appropriate to date range}
• Payment threshold met ( yes or no )
• Date threshold met

Instructions for use

Adding Drug Tracking Numbers to services

A Drug Tracking Number can be added to an existing service or can be specified while entering charges.

Adding Drug Tracking Number while entering charges:

1. From Patient Information screen, click Enter Charges button.
2. On Charge Entry Screen, click the Service tab.
3. Under Add Service Line section, click NDC button.
4. In NDC Information section, enter a valid number in Drug Tracking Number field.
5. Click Save Charges button when complete.

Adding Drug Tracking Number to existing service:

1. Locate the service through a patient's claim summary list in Patient Ledger, or through Service Search in Claims menu.
2. Click on the service row to go to the Service Edit screen.
3. On the Service Edit screen, enter the Drug Tracking # in the field under Charge Information.
4. Click the save button.

Setting a payment threshold amount on a procedure:

1. Locate the procedure from the Procedure Search screen. Procedure Search can be found from the Support menu item – Support → Procedures/Diagnosis → Procedures.
2. From Procedure Search screen, search for procedure by description or code, or click Add New button to add a new procedure.
3. On Procedure Add/Edit screen, enter an amount in the Drug Tracking Threshold field.
4. Click save button when finished adding or editing procedure.

How to use the Drug Tracking Report

Navigate to Drug Tracking Payment Report Criteria screen from Reports menu – Reports → Revenue Analysis → Drug Tracking Payment Report.

1. Enter the date range. Report shows services with drug tracking numbers within this date range. If date range fields are left blank, the date range defaults to the current date.
2. Choose date range above to be entry date, batch date, or service date.
3. Filter report to show services by a particular Provider, Location, Facility, User, Procedure, or select all.
4. Choose Date Selection Type:
   • Select Services to show all Services with a Drug Tracking Number by Date Range.
   • Select Payments to show only payments against services where payments were entered within a particular date range.
5. Choose Payment Threshold Mode:
   • To filter report to show only services where the threshold is met – select the first choice “Show only Services where Procedure Threshold is met ”.
   • To filter report to show only services where the threshold is not met – select the second choice “Show only Services where Procedure Threshold is not met”.
   • To filter report to show services where both threshold is met and not met - select the third choice “Show both of the above”.
   • To filter report to ignore Procedure Threshold - select the fourth choice “Disable Procedure Threshold”.