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Overview

This page allows you to create or update the name, address, and contact information of an external collection agency for use in Connect Back Office. There are two forms of this page. The fields and information displayed are identical between the two, but the pages are used for different functions:

  • The External Collection Agency: New page is used to configure an external collection agency.
  • The External Collection Agency: [name] page is used to maintain and make modifications to a previously created external collection agency.

How to Get Here?

 To open the External Collection Agency: New page:

From the Home Page:
From the Menus:
Via Shortcut Keys: 
  1. Click External Collection Agencies from the Admin list 
  2. Click Create
  1. Open the Admin menu and select External Collection Agencies
  2. Click Create
  • From the External Collection Agencies page, press [Alt] + [C]


To open the External Collection Agency: [name] page:

From the Home Page:
From the Menus:
Via Shortcut Keys: 
  1. Click External Collection Agencies from the Admin list 
  2. Select an external collection agency to modify
  3. Click Update

*Alternate Navigation: Double-click the collection agency from the list of external collection agencies.

  1. Open the Admin menu and select External Collection Agencies
  2. Select an external collection agency to modify
  3. Click Update

*Alternate Navigation: Double-click the collection agency from the list of external collection agencies.

  1. From the External Collection Agencies page, select an external collection agency to modify
  2. Press [Alt] + [U]

 

(Click an image below to enlarge.)

External Collection Agency: New Page

 External Collection Agency: [name] Page



Field Definitions

Field

Type

Required 

Description

NameFree TextYes

The name of the external collection agency. This information must be unique.

Address Free TextYesThe street address (lines 1 and 2) of the external collection agency.
City Free TextYesThe city where the external collection agency is located. The field will auto-populate when the Zip Code is entered. However, the field can be edited by typing the name of the city in the space provided.
State Drop DownYesThe two-character state abbreviation of the external collection agency address. The field will auto-populate when the Zip Code is entered. However, the field can be edited by typing the state abbreviation or selecting an option from the drop down list.
Zip Code Free TextYesThe five-digit plus 4-digit postal code where the external collection agency is located.
Contact Name Free TextNoThe person who is the primary contact at the external collection agency.
Phone Number 

Free Text

(Numeric)

NoThe 10-digit telephone number and extension, if applicable, of the external collection agency.
Fax Number 

Free Text

(Numeric)

NoThe 10-digit telephone number and extension, if applicable, of the fax machine at the external collection agency.
Email Free TextNoThe electronic mail address of the contact at the external collection agency.
File Type Drop DownYesThe file format used for outputting the external collections file to the external collection agency. The file type determines which fields are included in the output file, and can be either CSV or XML.

The following table includes the list of fields for the specified file type. 

CSV XML

Account ID

Date of Service

Billed Amount

Adjustments

Contractual Write-Offs

Payments

Balance Transferred to ExCol

Last Statement Date

Guarantor Name

Guarantor Address

Guarantor City

Guarantor State

Guarantor Zip Code

Guarantor Daytime Phone

Guarantor Evening Phone

Guarantor SSN

Guarantor DOB

Guarantor Employer

Patient Name

Primary Insurance Address

Primary Insurance City

Primary Insurance State

Primary Insurance Zip Code

Patient Daytime Phone

Patient Evening Phone

Patient DOB

Patient SSN

Patient Employer

Procedure

Facility

Rendering Provider

Referring Provider

Primary Insurance Name

Primary Insurance Address

Primary Insurance City

Primary Insurance State

Primary Insurance Zip Code

Primary Insurance Subscriber Name

Primary Insurance Subscriber DOB

Primary Insurance Group ID

Primary Insurance Member ID

Primary Insurance Subscriber ID

Secondary Insurance Name

Secondary Insurance Address

Secondary Insurance City

Secondary Insurance State

Secondary Insurance Zip Code

Secondary Insurance Subscriber Name

Secondary Insurance Subscriber DOB

Secondary Insurance Member ID

Secondary Insurance Group ID

Secondary Insurance Subscriber ID

Tertiary Insurance Name

Tertiary Insurance Address

Tertiary Insurance City

Tertiary Insurance State

Tertiary Insurance Zip Code

Tertiary Insurance Subscriber Name

Tertiary Insurance Subscriber DOB

Tertiary Insurance Group ID

Tertiary Insurance Member ID

Tertiary Insurance Subscriber ID

Payment Plan Start Date

Payment Plan

Payment Plan Amount

Payment Plan Due Day of Month

Payment Plan Interval Days




Account Number

Payment Plan Start Date

Payment Plan Indicator

Returned Mail Status Indicator

Guarantor First Name

Guarantor Middle Name

Guarantor Last Name

Guarantor Suffix

Guarantor Gender

Guarantor Marital Status

Guarantor Language

Guarantor SSN

Guarantor Date of Birth

Guarantor Date of Death

Guarantor Daytime Phone

Guarantor Evening Phone

Guarantor Email

Guarantor Employment

Guarantor Occupation

Guarantor Address

Guarantor Address History

Account Notes

Procedure Name

Procedure Code

Date of Service

Facility

Billed Amount

Balance

Facility

Financial Class

Patient Name

Patient Gender

Guarantor Marital Status

Guarantor Language

Patient SSN

Patient Date of Birth

Patient Date of Death

Patient Daytime Phone

Patient Evening Phone

Patient Email

Patient Employment

Patient Occupation

Patient Address

Patient Address History

Rendering Provider

Referring Provider

Primary Insurance Name

Primary Insurance Payer

Primary Insurance Rank

Primary Insurance Address

Primary Insurance City

Primary Insurance State

Primary Insurance Zip Code

Primary Insurance Member ID

Primary Insurance Group ID

Primary Insurance Subscriber ID

Primary Insurance Subscriber Name

Primary Insurance Subscriber DOB

Primary Insurance Subscriber SSN

Secondary Insurance Name

Secondary Insurance Payer

Secondary Insurance Rank

Secondary Insurance Address

Secondary Insurance City

Secondary Insurance State

Secondary Insurance Zip Code

Secondary Insurance Member ID

Secondary Insurance Group ID

Secondary Insurance Subscriber ID

Secondary Insurance Subscriber Name

Secondary Insurance Subscriber DOB

Secondary Insurance Subscriber SSN

Tertiary Insurance Name

Tertiary Insurance Payer

Tertiary Insurance Rank

Tertiary Insurance Address

Tertiary Insurance City

Tertiary Insurance State

Tertiary Insurance Zip Code

Tertiary Insurance Member ID

Tertiary Insurance Group ID

Tertiary Insurance Subscriber ID

Tertiary Insurance Subscriber Name

Tertiary Insurance Subscriber DOB

Tertiary Insurance Subscriber SSN

Claim Type

Payments

Adjustments






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