Permissions Required: Clinic Staff must have Administrator, Billing Manager, Clinical Director, Front Office, Operations Manager, PTA, Staff Therapist, or Therapy Student Permissions assigned in order to manage Case Info.
Other Case Info: General Information
This section contains information about the case that does not fit into any of the other sections.
General Information
| Clinic | The clinic the patient is currently assigned to. If the patient is scheduled at another facility, a warning will show indicating that this is not the clinic they are normally associated with. The schedule will not keep the patient from being scheduled with a different clinic. This information is used in reports, so it should be entered correctly. Obviously, this only applies to organizations with more than one clinic. |
| Therapist | The therapist the patient is currently assigned to. If the patient is scheduled with a therapist other than the one listed here, a warning indicator will display. The schedule will, however, allow you to schedule with a different therapist. This information is used in reports and potentially by the Providers table so should be entered correctly. |
| Service Type | Allows selection of a service type. These types are set in the Administration > General Information > Service Types menu. |
| Account Type | Allows selection of an account type. These types are set in the Administration > General Information > Account Types menu. |
| Documentation Required | If set to No, the patient’s visits will not appear in Charges and Documentation as Needing Notes. By default, this is set to Yes. |
| Visit Limit | Displays the current visit limit and the current visit total. |
| Fee Schedule | Allows selection of a different fee schedule for the patient. |
| Patient Billable | Indicates whether the patient is billable or not. If the patient is not billable, no patient statements will be sent to this patient. |
| Patient Statement | Allows you to specify which type of patient statement form the patient receives. |
| Direct Access | Overrides the necessity for a Referring Doctor and a Prescription. |
| Employment Status | Indicates whether the patient is Employed, Unemployed or Full-Time Student. |
| Visits at Collections | Indicates how many visits have an invoice state of At Collections. |
| Referring Doctor | The doctor who referred the patient. |
| Supv. Doctor | Allows you to specify the supervising doctor for the patient, who may be different from the Referring doctor. |
| Plan Doctor | Allows you to specify a plan doctor for the patient, who may be different from the Referring doctor. |
| Workers Comp | Indicates whether the patient is a worker's compensation patient. |
| Unable to Work | The date range the patient was unable to work. Required information for some carriers. |
| Injury Related To | Indicates whether the injury was related to an Auto Accident, Employment or Other. Required by some carriers. |
| Case Manager | Allows selection of a case manager. These names are set in Administration > General Information > General > Auxiliary Bios. |
| Adjuster | Allows selection of an adjuster. These names are set in Administration > General Information > General > Auxiliary Bios. |
| Referred | The date the patient was referred. Often entered as the date the patient was first entered into the system. |
| Discharge Date | Date the patient was discharged. If blank, the patient has not yet been discharged. |
| Injury Date | Date of injury. Required information for some carriers. |
| KX Date | Used by the KX Modifier charge validation rule. If present, a KX modifier will appear on all charges on or after that date. |
| POS Override | Allows a different Place of Service code to be used for this patient instead of the system default. |
| TOS Override | Allows a different Type of Service code to be used for this patient instead of the system default. |
| Special Program Code | Used when required by the insurance carrier. |
To edit the general information select Edit General Information from the Case menu. This option will bring up the Edit General dialog.
Edit General Information
| Clinic | The drop-down has a list of all clinics currently in the system. |
| Therapist | The drop-down has a list of all therapists currently active in the system. To add a therapist see Chapter 21: General Information |
| Service Type | The drop-down has a list of service types that can be assigned to the case. Useful when you have two different cases for the same patient and the patient is seeing an OT and a PT. Service Types are defined in the Administration menu. |
| Account Type | The drop-down has a list of account types that can be assigned to the case. Useful when you would like to see reports on groups of patients in similar situations, i.e., Commercial, W/C, Self-pay, etc. Service Types are defined in the Administration menu. |
| Docs Required | Uncheck this box if the therapist is not required to do notes on a patient. |
| Visit Limit | Number of visits approved by the insurance carrier. When the visit limit is met, a warning will show in the schedule the next time the patient is scheduled or checked in. Also, a task may optionally be inserted into the Office Managers task list reminding them that the patient's visit limit has been met. |
| Fee Schedule | Different fee schedules may be set up and assigned to different cases. If an alternate fee schedule is needed, it may be specified here. |
| Patient Billable | Indicates whether the patient should receive a patient statement or not. This field is not visible when the case is set to Workers Comp. |
| Patient Statement | The drop-down has a list of available patient statement formats. |
| Direct Access | Check this box if a Referring Physician and Prescription are not required in your state. |
| Employment | Drop-down presents the following choices: Employed, Unemployed, Full-Time Student. |
| Referring Doctor | Right-clicking the referring doctor box will present two choices: Find and Clear. Find will load the Find Doctor dialog and present a list of doctors currently in the system. Clear will clear the doctor currently listed. To add a new doctor see Chapter18: Doctors |
| Supervising Doctor | On the ANSI 837 Claim form, there is a provision to specify a supervising doctor as well as a referring doctor. Editing the Supervising Doctor works the same as Referring Doctor |
| Plan Doctor | In some PPO situations, it is desirable to be able to note the Plan Doctor (or treating doctor). This is purely a reference field and is not used in billing. |
| Workers Comp | Check this box to indicate the case is workers comp. When workers comp is set, the patient billable checkbox will disappear. |
| Unable to Work From / To | Dates patient was unable to work. Required information for some carriers. |
| Injury Related To | Indicates whether the injury was related to an Auto Accident, Employment, or Other. Required by some carriers. |
| Case Manager | The drop-down has a list of available case managers who can be assigned to the case. Useful for tracking and reporting purposes. |
| Adjuster | The drop-down has a list of available adjusters who can be assigned to the case. Useful for tracking and reporting purposes. |
| Referred | Date patient was referred. This will be used in all of the referral reports as the date the patient was referred. |
| Discharge Date | Date the patient was discharged. If blank the case has not yet been discharged. |
| Injury Date | Date of injury. Required information for some carriers. |
| KX Date | Allows a date to be set after which all charges will appear with a KX modifier. |
| POS Override | Used to override the system default Place of Service. |
| TOS Override | Used to override the system default Type of Service. |
| Special Program Code | Used in special circumstances where extra information is needed on an 837-formatted claim. |
To choose a Referring, Plan, or Supervising Physician, click on the ellipsis to the right of the text box. To clear, click the X.