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Overview

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Info

The Practice: New and Practices: [name] pages are comprised of eight tabs:

The General Practice Information tab collects demographic information and business rules for aging accounts receivables and determining the rendering provider on anesthesia cases.

See the Configuring Practices topic for additional details.

Info

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title	How to Get Here?

To open the General Practice Information tab for new practice:

From the Home Page:	From the Menus:	Via Shortcut Keys:
Click Practices from the Admin list. Click Create.	Open the Admin menu and select Practices. Click Create.	From the Practices page, press [Alt] + [C].

To open the General Practice Information tab for existing practice:

From the Home Page:

From the Menus:

Via Shortcut Keys:

Click Practices from the Admin list.
Select the practice to be modified.
Click Update*.

*Alternate Navigation: Double-click the practice from the list.

Open the Admin menu and select Practices.
Select the practice to be modified
Click Update*.

*Alternate Navigation: Double-click the practice from the list.

From the Practices page, select the practice to be modified.
Press [Alt] + [U].

(Click an image below to enlarge.)

Practice: New Page / General Practice Information Tab

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Practice: [name] Page / General Practice Information Tab

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Field Definitions

Field	Type	Required	Description
Practice Name and Address Section


Practice Type	Radio Selection	Yes	Identifies if the practice includes a group of providers or an individual physician. The options include: Group - Indicates the practice belongs to a group of practitioners. By default, this option is selected and is used for electronic claim submission. If this option is selected, record the group NPI numbers for the practice. Solo Provider - Indicates the practice belongs to a physician who is practicing as an individual out of a private office.
Practice Name	Free Text	Yes	The name of the practice. The name must be unique. The practice name will be used on billing statements, claims, various reports, and documents. If the Practice Type is Group, enter the name of the group who owns the practice.
Solo Name	Free Text	Yes	The Last, First, and Middle names of the provider who owns the practice. A Suffix, for example, Sr., Jr., or III, can also be entered, if applicable. This information is required if the Practice Type is Solo Provider. The provider name will be used on billing statements, claims, various reports, and documents. Enter the name of the provider who owns the practice.
Address	Free Text	Yes	The street address of the practice, including lines 1 and 2. The practice address is printed on the billing statement unless the remittance address is provided.
City	Free Text	Yes	The city where the practice 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 Down	Yes	The two-character state abbreviation of the practice 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 Text	Yes	The five-digit plus 4-digit postal code where the practice is located.
Use practice's state as default	Checkbox	No	Specifies whether the state of the practice will be the default value for all states entered when creating records that require a state. By default, this checkbox is not selected.
Remittance Address Section


Same as physical address	Checkbox	No	Specifies the address for remitting payments is the same as the physical address of the practice. If checked, the remittance address fields are read-only and populated with the practice address details. If the practice is configured for the remittance address and the plan requires the physical address to be sent in the 2010AA loop of the electronic claim file, set the Address option of Plan Claim Options on the Claims tab in the plan configuration.
Address	Free Text	Yes	The address used on the paper claim form. The remittance address appears on billing statements, claims, various reports, and documents for the practice.
City	Free Text	Yes	The city for the remittance address. 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 Down	Yes	The two-character state abbreviation of the remittance 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 Text	Yes	The five-digit plus 4-digit postal code of the remittance address.
Anesthesia Rendering Provider Selection Section

Rendering

Drop Down

Yes

The provider who will be specified as the billing provider when a claim is generated. The selected option determines the configuration of the Provider Time in Connect Back Office. The options include:

The provider with the most time on the case (default) - The provider who spent the most time administering anesthesia on a case is the billing provider
The provider that started the case - The provider who started administering anesthesia on a case is the billing provider
The provider that finished the case - The provider who finished administering anesthesia on a case is the billing provider

Phone Numbers Section

To configure or modify the primary contact and telephone numbers for the practice.

Contact Name

Free Text

Yes

The Last, First, and Middle names of the primary contact at the practice. A Suffix, for example, Sr., Jr., or III, can also be entered, if applicable.

Note
The contact name is required for electronic claims. If a contact name is not provided, electronic claim batches will not be created.

Contact Number

Free Text

(Numeric)

Yes

The 10-digit telephone number and extension, if applicable, of the primary contact at the practice.

Fax Number

Free Text

(Numeric)

No

The 10-digit telephone number and extension, if applicable, of the fax machine at the practice.

Billing Inquiries

Free Text

(Numeric)

No

The 10-digit telephone number and extension, if applicable, used to direct billing inquiries for the practice. This number is included on guarantor statements.

Tax ID Section

To record or modify the tax number used by the practice.

Tax ID Number

Drop Down / Free Text

No

The Employer Identification Number (EIN) or Social Security Number (SSN) used as the tax identification number for the practice. Select the one that applies, then enter the value in the space provided. The options include:

EIN - Nine-digit Employer Identification Number of the practice; Format: ## - #######, without the dash
SSN - Nine-digit social security number of the solo provider; Format: ###-##-####, without the dashes

AR Aging Buckets Section

To configure or modify intervals for aging account receivables.

Intervals (days)

Free Text

(Numeric)

Yes

The number of days for aging accounts receivables. By default, the aging buckets are based on 30-day intervals: 30-60-90-120-180. This information is mainly used for reporting purposes.

For example, a report that lists your accounts receivables will be organized according to these aging buckets. These values must be positive whole numbers and increment according to the first interval value. For example, if 15 is entered as the first interval, the second interval must be greater than 15.

Accounting Dates Section

Charge

Radio Selection

Yes

Determines dates for recording charges in Connect Back Office and reporting them in Connect Portal. Charges will be included in a report as long as the date falls within the date of service, posted, or accounting date specified when the report is generated in Portal.

Date of Service (default) - Specifies that charges are recorded as the date that services were rendered. For reporting purposes, a charge will be included in a report by the date of service as long as this date falls within specified date of service date range. By default, this option is selected.
Posted Date - Specifies that charges are recorded as the date they are posted. For reporting purposes, a charge will be included in a report by the date the charge is posted as long as the posted date falls within the specified posted date range.
Accounting Date - Specifies that charges are recorded on a going-forward basis as of a specified date. The Accounting Date option controls all financial activity in Back Office, for example, charges, payments, refunds, and miscellaneous income.

Warning

After Accounting Dates are configured, do not change the method for tracking financial activity. If you do, reports will not reflect accurate information.

Transactions are included in the reports based on these settings. When set to posted date, all transactions posted within the specified date range are included in reports. When set to accounting date, transactions are included regardless of when they are posted, as long as they were posted within the specified accounting date range.

Payment

Radio Selection

Yes

Determines dates used for recording payments in Connect Back Office and reporting them in Connect Portal. Payments will be included in a report as long as the date falls within the posted or accounting date specified when the report is generated in Portal.

Posted Date (default) - Specifies that payments are recorded as the date they are posted. For reporting purposes, a payment will be included in a report by the date the payment is posted as long as the payment is posted.
Accounting Date - Specifies that payments are recorded on a going-forward basis from a specified date.

Warning

After Accounting Dates are configured, do not change the method for tracking financial activity. If you do, reports will not reflect accurate information.

Transactions are included in the reports based on these settings. When set to posted date, all transactions posted within the specified date range are included in reports. When set to accounting date, transactions are included regardless of when they are posted, as long as they were posted within the specified accounting date range.

Note

If the accounting date is changed, the system checks for all unposted payments with an entered date older than the new accounting date. If any unposted payments are found, they are listed and must be posted or changed to prevent the active date from being changed.

This verification will also occur during the payment posting process in Back Office.

Active Date

Date (mm/dd/yyyy)

No

The date used as the accounting date for accepting new charges and payments in Connect Back Office. This field is enabled and required if the Accounting Date option is selected for either Charge or Payment. Use this date as an effective date for when charges or payments can be accepted in charge or payment entry in Back Office.

Charges or payments prior to this date are not accepted in Back Office.
Charge or payments on or after this date can be entered in Back Office.

Account Prefix Section

		To configure an account prefix to populate on statements and collection letters.
Account Number Prefix	Free Text	No	If used, populates an account number prefix on all statements and collection letters. Up to three alpha-characters can be entered in this field.
Display Prefix in Ext Collections files	Checkbox	No	If selected, the account number prefix displays on the External Collections export files.

Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

Reports

[Alt] + [R]

To generate common end-of-month financial reports.

Click the Reports button. The Generate Reports window opens.
Specify the Accounting Date Begin by typing or clicking the drop down calendar control box and choosing the applicable date.
Specify the Accounting Date End by typing or clicking the drop down calendar control box and choosing the applicable date.
By default, all reports are selected in the window. Uncheck the box next to any report you do not wish to run.
Click OK. The Generating Reports progress bar appears.
When all reports have generated, each will automatically open as a separate PDF.

Note
All report PDFs are automatically saved to a folder within the local user folder. For example: User A in Practice X chooses to generate the AR Aging and Financial Activity Summary - Payer reports. A folder called Solutions Connect Reports is created in C:\Users\User A\Solutions Connect Reports. The PDF reports inside the folder use a "report-practice name-serial stamp" naming convention.