Difference between revisions of "Adding Insurance Information"

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The Patient’s “Insurance Policy” information may be added after the demographics have been entered. <br />
 
The Patient’s “Insurance Policy” information may be added after the demographics have been entered. <br />
To add a plan and policy choose ADD NEW on the “Insurance Policy” bar at the bottom of the Patient Information Screen. <br />
+
To add a plan and policy, choose Add a new Policy on the “Insurance Policy” bar at the bottom of the Patient Information Screen. <br />
First choose the “Filing Order” of this Insurance for the Patient. This “Filing Order” will be the default order in which Claims will be filed to all of the Insurances listed for this Patient. During the claim creation process, the defaults will file the claims to the insurances in order of their “Filing Order”. The order may be changed at the claim creation time if necessary. Enter the appropriate search criteria to link the Patient to an existing Insurance payer or add a new one. <br />
 
The “Policy Holder” is the person who is listed on the Insurance card for this Patient. You will be prompted to enter the “Relationship of the Patient to the Policy Holder” before making your search selection. Once you enter your search selection, a list of people (both Patients and Guarantor Only) will appear on your screen. If the person you are looking or appears in the list, select them and they will become “Policy Holder” for the Insurance you are entering for this Patient. If they do not appear in the list they may be added by selecting “Add New” at the top. Repeat this step for each valid Insurance for the Patient. To edit an existing policy for a Patient simply select the “View or Edit Policy Information” bar at the bottom of the Patient Information Screen. <br />
 
The “Standard Co-Pay” entered at the bottom of the screen will appear both on the Patient Information Screen and on the Patient’s “Superbill”.<br />
 
  
 +
Insurance Policy Information: <br>
 +
You can enter the Insurance Policy Information at the bottom of the Patient Information screen.  <br />
  
Insurance Policy Information
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Select Add a new Policy: <br>
You can enter the Insurance Policy Information at the bottom of the Patient Information screenIf they have Insurance select
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The first Insurance you put in will be the Primary - the drop-down defaults to Primary.
 +
Add Policy Number  - Required Field - to Add a new Policy you must have a policy number – you cannot Add a new Policy without a Policy Number.   
 +
Add Group Number - if you have it – if not leave blank.
  
Add a new Policy:
+
Enter Effective Date: <br>
The first Insurance you put in will be the Primary
+
If available, enter the effective date of the policy. You will not know Expiration Date unless there is a Policy that is no longer in use and you will be Deprecating it
the drop-down defaults to Primary.
+
leave it blank. <br>
Add Policy Number
 
must have a policy number – you cannot Add a new Policy without a Policy Number. 
 
Add Group Number,
 
if you have it – if not leave blank.
 
Enter Effective Date
 
if you know it.
 
You will not know Expiration Date unless there is a Policy that is no longer in use and you will be Deprecating it
 
leave it blank.
 
  
Payer/Carrier:
+
[[File:Addpolicytodemographics.png]]
Click on Select Carrier
 
the Payer Search window will come up.
 
In the Payer to Find field 
 
type in the Insurance Company and
 
choose Search. 
 
Choose the Patient's Insurance Company from the list. 
 
Now you will see the Patient has Blue Cross Blue Shield and the Policy Holder is the Patient
 
if the Policy Holder is not the Patient
 
choose the Change button
 
Change the Relationship to Spouse
 
and select the Policy Holder
 
  
In the Other Information box  
+
First choose the “Filing Order” of this Insurance for the Patient. The “Filing Order” will be the default order in which Claims will be filed to all of the Insurances listed for this Patient. <br>
 +
 
 +
[[File:Filing_order.png‎]]
 +
 
 +
During the claim creation process, the defaults will file the claims to the insurances in order of their “Filing Order”. The order may be changed at the claim creation time if necessary. Enter the appropriate search criteria to link the Patient to an existing Insurance payer or add a new one. <br />
 +
 
 +
[[File:Select_payer.png‎]]
 +
 
 +
[[File:Payer searchBCBS.png]]
 +
 
 +
[[File:Payer_selected.png‎]]
 +
 
 +
The “Policy Holder” is the person who is listed on the Insurance card for this Patient. DuxWare will default to "Self" as the Policy Holder. If the patient is not the Policy Holder, you can edit by selecting [Change].  Then select [Add New] and fill in the blanks. You can also select search if you believe that the Policy Holder is also listed as a Patient or Guarantor. If the person you are looking for appears in the list, select them, and they will become “Policy Holder” for the Insurance you are entering for this Patient. If they do not appear in the list they may be added by selecting “Add New” at the top. Repeat this step for each valid Insurance for the Patient. To edit an existing policy for a Patient simply select the “View or Edit Policy Information” bar at the bottom of the Patient Information Screen. <br />
 +
 
 +
[[File:OtherinfoMdcr2nd.png‎]]
 +
 
 +
 
 +
'''In the Other Information box'''
 
Insurance Type Code is only used if the Secondary Insurance is Medicare.
 
Insurance Type Code is only used if the Secondary Insurance is Medicare.
Choose from the drop-down
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Choose from the drop-down to answer why Medicare is Secondary. Medicare will not pay unless this information is given. <br>
to answer why Medicare is Secondary
+
 
Medicare will not pay unless this information is given
+
Deleted yes or no is used if you are deleting this insurance because it was added in error. <br>
 +
If this insurance has claims entered against it, use Deprecated not Deleted. <br>
 +
 
 +
[[File:Copayded.png‎]]
 +
 
 +
Copay/Deductible: <br>
 +
The “Standard Co-Pay” entered at the bottom of the screen will appear both on the Patient Information Screen and on the Patient’s “Superbill”.<br>
 +
 
 +
[[File:IDcard.png‎]]
 +
 
 +
Images: <br>
 +
The front and the back of the Insurance Card can be scanned and placed here. Save the images as .jpeg files and remember where you saved them. <br>
 +
You can then browse for the files and place them here. <br>
 +
 
 +
[[File:Completed ins.PNG]]
 +
 
 +
Now, you can see the Insurance Information on the Patient Information screen. <br>
 +
 
 +
If the patient has a Secondary Insurance Policy, just "Add" a new Policy, and follow the same steps that you took to Add the Primary Policy. <br>
 +
This time, because you are entering a second insurance, it is going to come up as Secondary. <br>
 +
 
 +
Click on Select Carrier – the Payer Search window will come up. <br> 
 +
Type in the Insurance Company, and choose Search.<br>
 +
Choose the Insurance from the list. <br>
 +
Select the Policy Holder. <br>
 +
Scan the Insurance Card and upload the images – enter the
 +
*Co-pay and the
 +
*Deductible
 +
Choose Save. <br>
  
The Batch Check Eligibility is explained in the Eligibility Video
+
Now you have your Primary and Secondary, and of course, you would continue to Add New if the patient had more than two insurance policies.<br>
Deleted yes or no
 
is used if you are deleting this insurance because it was put in in error.
 
If this insurance has claims entered against it
 
use Deprecated not Deleted
 
  
Images
+
If the Insurance Company has changed since the Patient's last visit, and they have new policies, you should follow these steps:<br>
The front and the back of the Insurance Card can be scanned and placed here. 
 
Save the images as  .jpeg files and remember where you saved them
 
You can then browse for the files and place them here.
 
  
Next enter the  
+
*Click on the one you want to edit. 
Co-pay and  
+
*If this Insurance is no longer good, select Deprecated in the Filing Order drop-down and put in the Expiration Date.<br>
Deductible information
+
*Choose Save. (You can see it is now removed from your list.) <br>
choose Save.
 
Eligibilities for this Policy are listed here
 
  
Now you can see the Insurance Information on the Patient Information screen
+
And, if you need to Add a New Policy, just choose Add a New Policy.<br>
If the patient has a Secondary Insurance Policy  
+
The drop-down will default to Tertiary since this is the third Insurance you are entering for this Patient.<br>
just Add a new Policy and do the same steps you took to Add the Primary. 
+
Choose Primary if you are replacing the Primary Insurance (Secondary if you are replacing the Secondary). <br>
This time because you are entering a second Insurance it is going to come up as Secondary
+
Type in the information and save the new Insurance. <br>
Click on Select Carrier – the Payer Search window will come up 
 
Type in the Insurance Company and
 
choose Search.
 
Choose the Insurance from the list. 
 
Select the Policy Holder.  
 
Scan the Insurance Card and download the images – enter the
 
Co-pay and the
 
Deductible
 
choose Save
 
Now you have your Primary and Secondary and of course you would continue to Add New if they had more than two Insurances.
 
If the Insurance Company has changed since the Patient's last visit  and they have new policies.
 
Click on the one you want to edit. 
 
If this Insurance is no longer good
 
select Deprecated in the Filing Order drop-down and put in the  
 
Expiration Date. 
 
choose Save. 
 
You can see it is now gone from your list.
 
  
And if you need to Add a New Policy just choose Add a New Policy. 
+
If you Deprecated an Insurance, and you did not mean to, you can go back in and change it backIt now appears back in your list. <br>
The drop-down will default to Tertiary since this is the third Insurance you are entering for this Patient. 
 
Choose Primary if you are replacing  the Primary Insurance (Secondary if you are replacing the Secondary).   
 
Type in the information and save the new Insurance.
 
  
If you Deprecated an Insurance and you did not mean to
+
Any Claims you have billed against that Insurance Company will stay attached to that Insurance. <br>
you can go back in and change it back.  It now appears back in your  list.
 
  
Any Claims you have billed against that Insurance Company will stay attached to that Insurance  
+
Even though you have Deprecated the Insurance Policy, the Claim always stays attached to the Insurance. <br>
  
Even though you have Deprecated the Insurance the Claim always stays attached to the Insurance
+
If you have a patient who has no Insurance,the Insurance Box will say, "No Policies for this patient."<br>
  
If you have a patient who has no Insurance the Insurance Box will say
+
'''Batch Check Eligibility is explained in another section of the manual.''' <br>
No Policies for this patient.
 

Latest revision as of 15:40, 21 July 2014

To Add Insurance Information

Choosing or adding the correct Insurance Policy

The Patient’s “Insurance Policy” information may be added after the demographics have been entered.
To add a plan and policy, choose Add a new Policy on the “Insurance Policy” bar at the bottom of the Patient Information Screen.

Insurance Policy Information:
You can enter the Insurance Policy Information at the bottom of the Patient Information screen.

Select Add a new Policy:
The first Insurance you put in will be the Primary - the drop-down defaults to Primary. Add Policy Number - Required Field - to Add a new Policy you must have a policy number – you cannot Add a new Policy without a Policy Number. Add Group Number - if you have it – if not leave blank.

Enter Effective Date:
If available, enter the effective date of the policy. You will not know Expiration Date unless there is a Policy that is no longer in use and you will be Deprecating it leave it blank.

Addpolicytodemographics.png

First choose the “Filing Order” of this Insurance for the Patient. The “Filing Order” will be the default order in which Claims will be filed to all of the Insurances listed for this Patient.

Filing order.png

During the claim creation process, the defaults will file the claims to the insurances in order of their “Filing Order”. The order may be changed at the claim creation time if necessary. Enter the appropriate search criteria to link the Patient to an existing Insurance payer or add a new one.

Select payer.png

Payer searchBCBS.png

Payer selected.png

The “Policy Holder” is the person who is listed on the Insurance card for this Patient. DuxWare will default to "Self" as the Policy Holder. If the patient is not the Policy Holder, you can edit by selecting [Change]. Then select [Add New] and fill in the blanks. You can also select search if you believe that the Policy Holder is also listed as a Patient or Guarantor. If the person you are looking for appears in the list, select them, and they will become “Policy Holder” for the Insurance you are entering for this Patient. If they do not appear in the list they may be added by selecting “Add New” at the top. Repeat this step for each valid Insurance for the Patient. To edit an existing policy for a Patient simply select the “View or Edit Policy Information” bar at the bottom of the Patient Information Screen.

OtherinfoMdcr2nd.png


In the Other Information box Insurance Type Code is only used if the Secondary Insurance is Medicare. Choose from the drop-down to answer why Medicare is Secondary. Medicare will not pay unless this information is given.

Deleted yes or no is used if you are deleting this insurance because it was added in error.
If this insurance has claims entered against it, use Deprecated not Deleted.

Copayded.png

Copay/Deductible:
The “Standard Co-Pay” entered at the bottom of the screen will appear both on the Patient Information Screen and on the Patient’s “Superbill”.

IDcard.png

Images:
The front and the back of the Insurance Card can be scanned and placed here. Save the images as .jpeg files and remember where you saved them.
You can then browse for the files and place them here.

Completed ins.PNG

Now, you can see the Insurance Information on the Patient Information screen.

If the patient has a Secondary Insurance Policy, just "Add" a new Policy, and follow the same steps that you took to Add the Primary Policy.
This time, because you are entering a second insurance, it is going to come up as Secondary.

Click on Select Carrier – the Payer Search window will come up.
Type in the Insurance Company, and choose Search.
Choose the Insurance from the list.
Select the Policy Holder.
Scan the Insurance Card and upload the images – enter the

  • Co-pay and the
  • Deductible

Choose Save.

Now you have your Primary and Secondary, and of course, you would continue to Add New if the patient had more than two insurance policies.

If the Insurance Company has changed since the Patient's last visit, and they have new policies, you should follow these steps:

  • Click on the one you want to edit.
  • If this Insurance is no longer good, select Deprecated in the Filing Order drop-down and put in the Expiration Date.
  • Choose Save. (You can see it is now removed from your list.)

And, if you need to Add a New Policy, just choose Add a New Policy.
The drop-down will default to Tertiary since this is the third Insurance you are entering for this Patient.
Choose Primary if you are replacing the Primary Insurance (Secondary if you are replacing the Secondary).
Type in the information and save the new Insurance.

If you Deprecated an Insurance, and you did not mean to, you can go back in and change it back. It now appears back in your list.

Any Claims you have billed against that Insurance Company will stay attached to that Insurance.

Even though you have Deprecated the Insurance Policy, the Claim always stays attached to the Insurance.

If you have a patient who has no Insurance,the Insurance Box will say, "No Policies for this patient."

Batch Check Eligibility is explained in another section of the manual.