Overview

The General Case Information tab collects information about the case.

When viewing a case in read-only mode, you can only view information and cannot change any related information on this tab.

How to Get Here?

From the Home Page:From the Menus:Via Shortcut Keys:
  1. Click Charge Batches from the Manage list.
  2. Double-click the charge batch to review.
  3. Double-click the case to review.
  4. Click the General Case Information tab.
  1. Open the Manage menu and select Charge Batches.
  2. Double-click the charge batch to review.
  3. Double-click the case to review.
  4. Click the General Case Information tab.
  1. Press [Alt] + [M] + [C].
  2. Double-click the charge batch to review.
  3. Double-click the case to review.
  4. Press [Alt] + 2 to navigate to the General Case Information tab.

 


Field Definitions

Field

Type

Required

Description

General Information Section




Case ID

Display Only

(system-generated)

Yes

The identification number assigned to the case when it is created.

Date of Service

Calendar Date

(mm/dd/yyyy)

Yes

The date the services were rendered.
Accounting Date

Calendar Date

(mm/dd/yyyy)

Yes (if your practice is configured for accounting dates)

The date use as the accounting date for tracking charges and reporting the activity.

The Accounting Date can be up to 14 days in the future. 

Case Status

Display Only

(system-calculated)

Yes

The current status of the case. The values are:

  • Submitted
  • Unsubmitted
  • On Hold
  • Reversed
Charge Received Date

Calendar Date

(mm/dd/yyyy)

NoThe date recorded on the case for when the charge was received.
Batch IDLinkYesThe identification number of the charge batch and a direct link to the charge batch. Use this link to review information on the Charge Batch Information tab, Charge Batch Error Check tab or the Image Batches tab.
FacilityDrop Down

Yes

The facility affiliated with the practice. By default, this option is set to the facility specified for the charge batch.

If you select a different facility, all procedures and provider time previously entered on the case will be discarded.

  • To select the facility and to clear the procedures and provider time, select Yes.

  • To select the default facility and to retain the procedures and provider time, select No.

Facility Case IDFree TextNoThe identification number assigned to the case by the facility, for example, the hospital medical record.
RoomDrop DownNo

The list of rooms defined for the facility in Admin > Rooms. By default, this option is blank and not available until the facility is selected. Select a room from the drop down list. If the room is not listed, you will first need to add the room and associated it with the selected facility via Admin > Rooms.

Typing in the field will auto-search the values in the drop down field and jump you to that place in the list.


External Case IDFree TextNoThe identification number assigned to the case as an additional means of tracking the case.
Participation: Treat non-par providers as participating for plansCheckboxNoIndicates the providers on the case will be handled as participating providers on the plan. If you want providers to be treated as participating providers on the plan, select this checkbox. If the provider is PAR on the plan, this setting will be ignored.

Custom Fields

Pop-Up Window with Free Text FieldsNo

Any field or value your practice deems useful to capture when creating and managing cases.

The available custom fields are created and maintained via the Admin > Custom Fields page.

Patient Assigns BenefitsDrop DownYes

Designates if the provider can receive reimbursement directly from the payer or plan on behalf of the patient. By default, this option is set to Yes.

  • If the patient receives reimbursement instead of the practice, select No (non-typical).
  • If the patient refuses to indicate where benefits will be assigned, select Patient Refuses.
If Yes is selected, specify the applicable option for Patient Signature on File on the Additional Case Information tab.
EmergencyDrop DownYes

Indicates whether the patient was treated as a result of an emergency condition. The options include:

  • Yes - Indicates the patient was treated as an emergency case
  • No - Indicates the patient was not treated as an emergency case
Case Reporting TypeDrop DownNo

The list of categories that can be associated to a case for reporting purposes, for example, Cardio (for treatments associated with the heart and lungs). By associating the case reporting type to a case, you can generate reports that show trends and cost analysis of certain treatments.

Case Reporting Types are defined via the Case Reporting Types page.

Utilize the [Alt]+[Y] hotkey combination to jump to this field during data entry. Click the [↓] on your keyboard to open the drop down to select an option.

Provider GroupDrop DownNo

The Provider Group, or associated group of providers for the case. The information may be used for reporting and/or financial purposes.

Hospitalization Dates Section

The section is used to record the dates the patient was admitted and discharge from the hospital, if applicable.
Admission

Calendar Date

(mm/dd/yyyy)

Yes

(if the patient was admitted to the hospital)

The date the patient was admitted to the hospital.
Discharge

Calendar Date

(mm/dd/yyyy)

Yes

(if the patient was admitted to the hospital)

The date the patient was released, or discharged, from the hospital.
Disability Dates

This section is used to record the onset and end dates that the patient became disabled as a result of the conditions for which the patient was treated.
Begin Date

Calendar Date

(mm/dd/yyyy)

No

The date in which the patient's disability began.
End Date

Calendar Date

(mm/dd/yyyy)

No

The date in which the patient's disability ended.
Work Comp / Accident Information Section

This section is used to record information related to an accident and the type of accident in which the patient was involved.
Related to EmploymentCheckboxNoIf selected, the patient was injured at work or while performing work-related tasks.
Case Involves AccidentCheckboxNoIndicates whether the patient was involved in an accident. If selected, complete the Accident Date & Time and State Where Auto Accident Occurred fields, if known.
Accident Date

Calendar Date

(mm/dd/yyyy)

Yes

(if Case Involves Accident is checked)

The date the accident occurred. By default, this option is blank. Type or click the date from the calendar.

Automobile AccidentCheckboxNoIf selected, the patient was injured in an automobile accident. If selected, select the State Where Auto Accident Occurred.
State Where Auto Accident OccurredDrop Down

Yes

(if Automobile Accident is checked)

The state abbreviation where the accident occurred.
Another Party ResponsibleCheckboxNoIf selected, the patient was injured by some other person.
Paper Claim Local Use Fields Section

This section is used to record any additional information to include in boxes 10d and 19 on the NUCC 1500 claim form.
Box 10dFree TextNoThe additional information to include in box 10d of the NUCC 1500 claim form. This option corresponds to the value set in Paper Claim Options in the plan configuration. The information entered on the case overrides the value specified for the paper claim in the plan configuration. The field allows up to 19 characters.
Box 19Free TextNoThe additional information to include in box 19 of the NUCC 1500 claim form. This option corresponds to the value set in Plan Claim Options and Paper Claim Options in the plan configuration. The information that you enter on the case overrides the value specified for the paper claim in the plan configuration. The field allows up to 83 characters.
Medicare Secondary Insurance Type Section

This section is used to indicate Medicare is the secondary insurance plan for the patient and the insurance type of the plan.
Insurance TypeDrop Down

Yes

(if Medicare is the secondary payer)

Indicates that Medicare is the secondary insurance plan for the patient. The options listed are based on the claim type specified in the plan configuration. By default, this option corresponds to the Claim Type on the plan configuration. The following options are available:

  • 12 - Medicare Secondary Working Aged Beneficiary or Spouse with Employer Group Health Plan
  • 13 - Medicare Secondary End-Stage Renal Disease Beneficiary in the 12 month coordination period with an employer's group health plan
  • 14 - Medicare Secondary, No-fault Insurance including Auto is Primary
  • 15 - Medicare Secondary Worker's Compensation
  • 16 - Medicare Secondary Public Health Service (PHS) or Other Federal Agency
  • 41 - Medicare Secondary Black Lung
  • 42 - Medicare Secondary Veteran's Administration
  • 43 - Medicare Secondary Disabled Beneficiary Under Age 65 with Large Group Health Plan (LGHP)
  • 47 - Medicare Secondary, Other Liability Insurance is Primary
Referring Physician Section


Referring PhysicianDrop DownNoThe name of the physician referring the patient to the provider.
Referring physician is patient's primary care physicianCheckboxNoIf checked, indicates that the Referring Physician on the case is also the patient's primary physician.
Phone Numbers Section

Contact information for the Referring Physician.
Facility

Display Only

(pulled from the Providers information)

NoThe 10-digit telephone number and extension, if applicable, of the facility associated with the Referring Physician.
Referring Office

Display Only

(pulled from the Providers information)

NoThe 10-digit telephone number and extension, if applicable, of the office of the Referring Physician.
Referring Mobile

Display Only

(pulled from the Providers information)

NoThe 10-digit mobile phone number of the Referring Physician.
Referring Pager

Display Only

(pulled from the Providers information)

NoThe 10-digit pager number of the Referring Physician.
Referring Fax

Display Only

(pulled from the Providers information)

NoThe 10-digit fax number of the Referring Physician.
Referring Home

Display Only

(pulled from the Providers information)

NoThe 10-digit home telephone number of the Referring Physician.
Patient Details Section

This section displays the telephone numbers of the facility and referring physician, if applicable.

If you update the telephone number of the referring physician, the most current information is displayed.
WeightFree TextNoThe weight of the patient on the case.
PregnantDrop DownNo

Indicates if the patient is pregnant. The following options are available:

  • Yes
  • No
Last Menstrual Period

Calendar Date

(mm/dd/yyyy)

NoThe date of the patient's last menstrual period. The field is required if Yes is selected for Pregnant field.
Errors and Warning Section

This section reports problems detected through the Error Check validation process. Use the Display options to select the validations to verify.

In addition to errors and warnings, the date and time the last error check occurred is reported. If an error check has never been performed on a charge batch or case, the text displayed will be Last Check: (pending). Each time an error check is completed, this text is updated and displayed in the following format: Last Check: mm/dd/yyyy, hh:mm:ss AM/PM, for example, Last Check:  07/08/2013, 4:35:14 PM.

Display FiltersCheckboxesNo

This filter determines the type of errors or warnings listed in the Error Check list. Errors must be corrected before a case or charge batch can be submitted and claims can be generated. Warnings may or may not cause rejection of a claim and are not required to be corrected. A checkmark next to the display filter indicates that the filter is selected.

The filter options dynamically affect the contents of the error checklist. When you clear a checkbox, the list hides the applicable errors or warnings. When you click the checkbox again, the list refreshes, showing the hidden errors or warnings.

Type

Read-only

(system-generated)

Yes

The classification of the problem detected in a category during the Error Checking process. Cases in the charge batch are validated for certain conditions reported as errors or warnings.

TypeDescription
ErrorsConditions on a case that affect claims generation. Errors must be corrected before cases can be submitted and claims can be created.
WarningsConditions on a case that may cause the claim to be rejected by a payer. Warnings do not have to be corrected before cases can be submitted and claims can be created.
Category

Read-only

(system-generated)

Yes

The component that may contain an error or warning when either condition is detected during error check validation, for example, Concurrency or Data. By default, all categories are selected and all errors and warnings are displayed on the Charge Batch Error Check tab. Errors must be corrected before a claim can be created. Warnings do not have to be corrected before a claim can be created.

The categories listed in the error check table are controlled by the Display filters on the Charge Batch Error Check tab. The following categories are available:

CategoryDescription
ConcurrencyExceptions reported on anesthesia provider time for violations that occur across multiple cases. In most cases, concurrency exceptions are reported as errors unless concurrency validation is excluded on the case. If concurrency is excluded on the case, exceptions are reported as warnings.
CCIExceptions reported on code auditing for detecting discrepancies between the diagnosis code and the procedure code. CCI edit warnings are not required to be resolved before a claim can be created, but if not correct, the problems may result in claim rejections by the payer.
ICD-9/ICD-10Exceptions reported on diagnosis codes for authenticating that the diagnosis is appropriate for a particular age or gender. ICD-9 edit warnings are not required to be resolved before a claim can be created, but if not correct, the problems may result in claim rejections by the payer.
PayerExceptions reported on payers or plans for evaluating claim filing rules specific to a payer or plan, for example, provider identification numbers, or date of service of procedure occurs after provider effective date.
DataExceptions reported on data for identifying primary data elements (for example, primary diagnosis code) that are missing, are required for all cases, or are required based on specific conditions within a case. Required data must be entered before a claim can be created.
Message

Read-only

(system-generated)

YesThe description of the error or warning.
Related CasesLinkNoA direct link to cases related to the case that has a warning or error. To go to a related case, click the direct link. If the related case has a warning or error that is corrected, the Error Check validation process will verify the case and remove it from the Charge Batch Error Check tab. 

Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

General Information Section


View[Alt] + [I]To view the custom fields.
  1. Click the View button. The Custom Fields window opens.
  2. Enter or review the custom field information.
The Custom Fields are defined on the Custom Fields page.
Error and Warnings Section


Error Check[Alt] + [K]To run the Error Check validation for either a charge batch or a case in a charge batch.Running Error Check Validation


 

Related Topics

Charge Batches

Charge Batches / Batches Tab

Charge Batches / Cases Tab

Charge Batches / Case Holds Tab

Charge Batches / EDC Files Tab

Charge Batches / Eligibility Tab

Charge Batch / Charge Batch Information Tab

Check Eligibility Window

Charge Batch / Charge Batch Error Check Tab

Charge Batch / Concurrency Log Tab

Charge Batch / Image Batches Tab

Charge Batch / EDC Files Tab

Case / Patient, Guarantor & Insurance Tab

Case / Procedures & Provider Time Tab

Case / Case & Claim Holds Tab

Case / Additional Case Information Tab

Case / Outcomes Tab

Case / Notes Tab

Add Distribution Window

Creating Charge Batches

Updating Charge Batches

Deleting Charge Batches

Running Error Check Validation

Correcting Errors and Warnings

Copying Charge Batches

Submitting Charge Batches

Generating the Charge Batch Log

Creating Cases

Updating Cases

Deleting Cases

Cloning Cases

Moving Cases





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