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Overview

The Pending tab is used to manage new external collection transactions prior to posting them. Use the Pending tab to manage the service fee lines of guarantor accounts that have been selected and queued for transfer from active AR to external collections.

A practice must be selected before transactions will display in the table. Select a practice via the Search button. The selected practice name appears in the header at the top of the page.

The Pending tab is a temporary storage area for the service fee lines of guarantor accounts that have been selected and queued for transfer from active AR to external collections. These service fee lines are pending external collection transactions in external collections. The selection process can be managed either through the automated external collections process* or manually by adding them from active AR, internal guarantor collections, or external collections. To add service fee lines to the Pending tab manually from external collections, use the Add button.

Automated External Collections Process

The automated external collections process is a nightly process controlled by the external collection rules that are configured for the practice. The external collection rules determine which external collection agency the external collection transactions are assigned to, how service fee lines are selected for transfer to external collections, whether the external collection transactions are automatically posted, and if the electronic file of the posted external collection transactions is automatically created.

The following occurs during the nightly process through the automated external collections process:

  • If the balance and age thresholds are set, service fee lines of guarantor accounts are selected by outstanding balance and age and are queued for transfer from active AR to external collections.
  • If the auto approval is set, service fee lines pending transfer from active AR to external collections are automatically posted to external collections and appear on the Transactions tab as external collection transactions.
  • If the auto create file is set, the electronic file of the external collection transactions is automatically created for the external collection agency.

The automated options for posting and creating the electronic file can only be set if the balance and age thresholds are set.


Pending external collection transactions remain on the Pending tab until they are posted, unless they are posted automatically through the automated external collections process. If service fee lines are posted automatically, the service fee lines bypass the pending queue and go directly from active AR to external collection transactions, which are listed on the Transactions tab. The EXCOL activity code is entered on the SVCFE line in active AR as pending with a negative amount for the outstanding balance. The pending external collection transactions will remain in the pending queue until they are denied or posted. Upon posting, the balance of the service fee line in active AR will be zero. The balance of the external collection transaction will be the amount of the outstanding balance that was transferred to external collections.

If a payment is applied to a service line on the External Collections / Pending tab that brings the balance to $0, the transaction is automatically removed from the Pending tab.


Pending external collection transactions can be posted one at a time, in a group of two or more, or all at once. Pending external collection transactions must be posted to transfer the service fee lines from active AR to external collections. Posting is part of the approval process. If the practice is configured for automated external collections, any service fee lines transferred manually will not be posted through the automated external collections process. Any external collection transaction created manually must be posted through external collections. To post pending external collection transactions, use the Post All or Post Selected button.

An external collection transaction can be transferred from the pending queue back to active AR prior to posting through the denial function on the Pending tab or after posting through the reversal function on the Transactions tab. You can only deny one pending external collection transaction at a time. To deny the transfer to external collections, use the Deny button.

How to Get Here?

From the Home Page:From the Menus:Via Shortcut Keys:
  • Click External Collections from the Manage list.
  • Open the Manage menu and select External Collections.
  • Press [Alt] + [M] + [X].


 

Field Definitions

Field

Type

Required

Description

Account IDLinkYesThe account number of the guarantor account from which the service fee line is being transferred to external collections.
Facility

Display Only

(pulled from Account)

YesThe facility where the procedure was performed.
Guarantor

Display Only

(pulled from Account)

YesThe name of the guarantor responsible for the account from which the service fee line is being transferred to external collections.
Patient

Display Only

(pulled from Account)

YesThe name of the person who received medical services for the service fee line being transferred to external collections.
Date of Service

Display Only

(pulled from Account)

YesThe date the procedure was performed.
Rendering Provider

Display Only

(pulled from Account)

YesThe physician that rendered the services.
Referring Provider

Display Only

(pulled from Account)

YesThe name of the physician who referred the patient.
Balance

Display Only

(pulled from Account)

YesThe current balance of the service fee line being transferred to external collections.
Description

Display Only

(pulled from Account)

YesThe description of the procedure for the service fee line being transferred to external collections.
Age

Display Only

(pulled from Account)

YesThe age (in days) of the service fee line being transferred to external collections.
NoteRead-onlyNoThe reason the service fee line is being transferred to external collections. This information is only displayed for the pending external collection transaction that is currently selected. If there is more than one pending external collection transaction selected, this area is blank. This information is recorded on the service fee line (SVCFE) when it is selected and queued for transfer to external collections from active AR or internal guarantor collections.

Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

Search[Alt] + [S]

To search and locate external collections transactions for a practice.

  1. Click Search. The Search Criteria window opens.
  2. Enter search criteria.
  3. Click OK.
Add[Alt] + [A]Opens the Add External Collection Transactions window for transferring service fee lines of guarantor accounts from active AR to external collections.Adding External Collection Transactions
Post All[Alt] + [P]Opens the Post External Collection Transactions window for selecting the external collection agency to which all external collection transactions are posted. After posting, these transactions are moved to the Transactions tab.Posting External Collection Transactions  
Post Selected[Alt] + [O]Opens the Post External Collection Transactions window for selecting the external collection agency to which the selected external collection transactions are posted. After posting, these transactions are moved to the Transactions tab.Posting External Collection Transactions
Deny[Alt] + [D]Opens the Deny External Collection Transfer window for recording the reason the service fee line is not being transferred to external collections. The service fee line is transferred from the pending queue in external collections back to active AR.Denying External Collection Transactions
View Account[Alt] + [V]To open the Act: [ID] > Active AR tab for the guarantor account.
  1. Select the account to review.
  2. Click Account. The Act: [ID] > Active AR tab opens.

 

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