Medical Practice Management Software
McKesson's PracticePoint Manager
Daily Operations: Effective Maintenance of Your Medical Systems
The key to keeping your system running smoothly is regular maintenance. By performing the recommended daily, weekly, month-end and year-end procedures described in this section, you will keep your system in balance and maintain optimum performance. Part of this process is the generation of reports. These reports provide an audit trail of new patients and accounts receivable activity for each provider, as well as the practice as a whole. All the information you need to run your practice profitably.
Keep Your Practice Running Smoothly
- Daily Procedures
- Weekly Procedures
- Month-End/Year-End Procedures
- System Backups
Daily Procedures
Daily Procedures This is a recommended daily routine for running PracticePoint Manager in your practice.
1. In the Appointments module, print the Appointment lists and close out your day.
2. If you are not using the batch processing feature, post charges, payments and adjustments through Transaction Entry.
3. If you are using the batch processing feature
• Create a new batch, open or reopen a batch with the Transaction Entry Batch option
• Post charges, enter adjustments, and post payments through Transaction Entry
• Run the Batch Trial Balance report. Compare the figures on the report to the source documents to ensure that all transactions have been entered correctly. If your daily batches do not balance, investigate and correct the errors.
• After discrepancies are corrected, close the batches for the day. Run the Batch Listing to make sure all batches are closed.
4. After all transactions are entered, run the Group Totals report and the Day Sheet with the Trial Close option selected. Compare totals on the Automated Write-Off Listing and Day Sheet with your source document totals to ensure everything is in balance. If errors are encountered, make the necessary changes.
5. Compare the Day Sheet’s net effect on A/R with the current and prior day’s Group Totals. Resolve any differences you may have.
6. Run any optional reports you wish, such as the A/R End of Day report. (Must be done prior to the final close.)
7. Once you have verified that all transactions have been posted correctly, print the bank Deposit Slip.
8. Run the Day Sheet again, this time with the Final Close option selected. After you run this report, do not enter any more transactions for the day. A Day Sheet with Final Close must be run before transactions will print on insurance claims.
9. Do a system backup according to the procedures outlined for your practice. McKesson recommends that you keep backups for the current week and two prior weeks. For more information, see “System Backups” on page 6-7 of the User Manual.
Here are some other recommendations about statements and insurance: • Run insurance at least once a week, or more often for high volume payers.
• Most practices run statements at least once a week. If cycle billing is used, run statements according to your established schedule, based on name range. If you are using finance charges, calculate them only once a month, prior to generating statements. A batch must be opened when posting transactions if the Require Batches option is set on System Defaults in Utilities. If transactions do not balance, discrepancies could be the result of:
• transactions on a source document that were omitted
• transactions that were entered multiple times
• transactions that were entered incorrectly (wrong provider, wrong fee, and so on)
• transaction in which the standard fee should have been overridden.
Weekly Procedures
Weekly Procedures Perform these procedures on the last day of every week.
1. Follow all Daily procedures as outlined in “Daily Procedures” on page 6-2.
2. Generate insurance claims. Claims for high volume payers may be run daily or at least two to three times a week. However, at minimum, McKesson recommends running insurance at least once a week.
3. If using cycle billing for statements, generate statements according to your established schedule, based on name range.
4. Run any optional reports you desire such as the A/R Complete report. A/R Complete will age all accounts as well as find discrepancies with any accounts. In addition, if you are using the Recall module, you may wish to run an Appointment Listing to determine patients needing to schedule appointments.
5. Do a system backup according to the procedures established for your practice.
Month End / Year End Procedures
Month-End/Year-End Procedures End of year processing is done with your month-end based on the Current Period inSystem Defaults in Utilities. Perform these procedures, preferably on the last day of every month.
1. Follow all Daily procedures as outlined in “Daily Procedures” on page 6-2 of user manual.
2. Generate insurance claims, if you have not already done so.
3. Assess finance charges. Finance charges are generated every time the Yes button is clicked on the window in Finance Charges of the Billing menu. It is important that you establish a schedule for generating finance charges so that duplicate charges are not generated.
4. If cycle billing is used, generate statements according to your established schedule, based on name range.
5. Run any optional reports needed by your practice. Some recommended reports you may wish to print and retain include: • Analysis of Services (by date of entry
• A/R Complete with update
• Group Totals
• End-of-Day Monthly Summary
• Suspended Payment/Credit
• Provider Transfer of Revenue Audit
6. Other optional reports include:
• Complete Family History The A/R Complete and Complete Family History reports are time and paper intensive, especially when sending a detailed report to the printer
• Responsible Party Listing
• Appointment Listing, if using Recall
• All General Summary reports
• Patient Listing
• All A/R Aging Summary reports
• Any custom reports
7. Do a system backup according to the procedures established for your practice. The month-end backup should be labeled and stored off-site or in a fireproof vault for added security.
8. Run End-of-Month/Year processing at the close of the month, before beginning the next month’s transactions. Three important notes regarding end-of-month processing:
• The system date must be the last day of the month you are closing.
• End-of-Month processing must only be run after the reports listed above, statements, and month-end backups are run because it clears month-to-date totals.
• No reports print with End-of-Month processing because this process does the following:
• Clears month-to-date totals for the following month’s transactions.
• Ages all accounts based on the age date for each transaction.
• Generates a charge for all patients that have a budget plan, in the amount specified by the plan.
9. Run all MTD/YTD Totals Summary reports. The totals for the month just closed do not appear on these reports until after End-of-Month/Year processing is run. If you do not run End-of-Month/Year processing, any new charges that you enter will be added to the previous month’s totals instead of the new month’s totals.
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