External Collections / Transactions Tab

Overview

The Transactions tab is used to manage external collection transactions, which are the service fee lines of guarantor accounts that have been transferred 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 Transactions tab is the permanent storage area of external collection transactions posted from the automated external collections process* or from the posting function on the Pending tab. The Transactions tab shows all activity recorded on an external collection transaction by activity code*, including any miscellaneous adjustments*. The activity and transaction codes are listed under the Code column on the external collection transaction where the activity was posted.

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.

Activity is recorded as a parent/child relationship with the EXCOL activity code identifying the external collection transaction as the parent. As other activity is recorded on the external collection transaction, the activity code for that activity is nested as children under its parent. For example, EXCOL is the parent to EPYMT, AGTFR, and RVCOL. Some children activity codes can be parents to other activity codes. For example, EPYMT is the parent of RVPAY.

Use the Transactions tab to manage all external collection transactions. When an external collection payment is recorded in payment entry, the outstanding balance of an external collection transaction is updated. While in external collections, an external collection transaction can be adjusted, reversed, or reassigned.

The adjustment function allows you to adjust the outstanding balance of an external collection transaction, for example, a write-off. Adjustment activity is recorded as either MADJN or MADJP activity code.
The reversal function allows you to transfer the external collection transaction back to active AR as a service fee line of the guarantor account, reverse an external collections payment or commission. The activity codes that indicate a reversal are RVCOL, RVPAY, and RVCOMM.
The reassignment function allows you to assign the external collection transaction to a different external collection agency. This function can be managed manually from external collections or through the automated external collections process. The activity code is AGTFR on the external collection transaction being reassigned.

Automatic reassignments are managed through the automated external collections process by reassigning the external collection transaction based on its outstanding balance and the original age of the service fee line, not the age of the external collection transaction.

For example, suppose the external collection rules are configured to select service fee lines by outstanding balances greater than $99.00 for two external collection agencies, Agency 1 and Agency 2. For Agency 1, the age parameter is set to 45 days. For Agency 2, the age parameter is set to 89 days. Through the automated external collections process, all service fee lines between the age of 46 and 89 days with an outstanding balance of $100.00 or more are transferred to external collections and are assigned to Agency 1 as external collection transactions. On the 90th day, any of these external collection transactions with an outstanding balance of $100.00 or more are reassigned to Agency 2.

How to Get Here?

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

Field Definitions

Field

Type

Required

Description

Date

Display Only

(pulled from Account)

Yes

Dates associated with the service fee line and subsequent transactions. The date shown on the service fee line of the table reflects the date of service. All other lines reflect the posted date of the applicable transaction. If the transaction has not been posted, the word "pending" appears in the Date column.

Agency

Display Only

(pulled from External Collections File)

Yes

The name of the external collection agency to which the external collection transaction is assigned.

Acct

Display Only

(pulled from Account)

Yes

The account number of the guarantor account for the service fee line transferred to external collections.

Guarantor

Display Only

(pulled from Account)

Yes

The name of the guarantor responsible for the outstanding balance of the service fee line that was transferred to external collections.

Code

Display Only

(pulled from Account)

Yes

The transaction code of the external collection transactions activity, e.g., EXCOL.

Activity Code

The following is an alphabetical listing of the activity codes that might appear on the Transactions tab according to the type of transaction activity recorded:

Activity Code	Description	Effect on External Collections
AGTFR	The sub-code of the EXCOL activity code that represents the transfer of the external collection transaction from one external collection agency to another. This sub-entry activity code decreases the outstanding balance, resulting in a zero balance. To view this activity code, select the Show Zero Balance checkbox.	Negative
COMM	The sub-code of the EXCOL activity code that represents the commission amount collected by the external collection agency. This sub-entry activity code decreases the amount collected on the external collection transaction, resulting in an increase to the outstanding balance.	Negative
EXCOL	The parent activity code that represents the transfer of the outstanding balance on a service fee line from a guarantor account to external collections. This activity code is recorded as a positive amount in external collections and a negative amount on active AR, resulting in a positive outstanding balance.	Positive
EPYMT	The sub-code of the EXCOL activity code that represents the payment applied to an external collection transaction. This sub-entry activity code decreases the outstanding balance, by the amount of the payment less the commission amount, if applicable.	Negative
MADJN	The sub-entry of the EXCOL activity code that represents a negative adjustment applied directly to the external collection transaction. The MADJN activity code decreases the outstanding balance. The MADJN activity code has several transaction codes that represent many different reasons for an adjustment, for example, BNKRU (bankruptcy) and CHAR (charity). The description for a posted transaction is shown in the following format: MADJN: [Transaction Code and description], for example, MADJN: HARD (Hardship Write-Off). The description for a pending transaction is shown in the following format: MADJN: [Transaction Code and description] \| Pending: [amount], for example, HARD (Hardship Write-Off \| Pending: 36.00. The amount in the Amount column will be blank until the adjustment is posted on the external collection transaction.	Negative
MADJP	The sub-entry of the EXCOL activity code that represents the positive adjustment applied directly to the external collection transaction. The MADJP activity code increases the outstanding balance. The MADJP activity code has several transaction codes that represent many different reasons for an adjustment, for example, LFEE (late fee) and RTCHK (returned check fee). The description for a posted transaction is shown in the following format: MADJP: [Transaction Code and description], for example, MADJP: RTCHK (Returned Check Fee). The description for a pending transaction is shown in the following format: MADJP: [Transaction Code and description] \| Pending: [amount], for example, MADJP: RTCHK (Returned Check Fee \| Pending: 10.00. The amount in the Amount column will be blank until the adjustment is posted on the external collection transaction.	Positive
RSCND	A sub-entry activity code representing the payment amount rescinded to another payment. This code appears on the Active AR as a sub-entry of the IPYMT activity code, on the Misc Income page as a sub-entry of the SMISC activity code, and on the Suspense page as a sub-entry of the GSUSP activity code. On the Active AR tab, this sub-entry does not affect the account balance until the payment is posted. The date for this sub-entry code is recorded as the posted date of the rescinded payment. The description is shown in the following format: [date] RSCND Rescinded Payment. Before the payment is posted, the line item description is (pending) RSCND Rescinded Payment. On the Misc Income and Suspense pages, the description is shown in the following format: [date] RSCND Rescinded to payment: [ID]: [description]. Before the payment is posted, the line item description is (pending) RSCND Rescinded to payment: [ID]: [description].	Positive
RVCOL	The sub-code of the EXCOL activity code that represents the reversal of the transfer of the service fee line from the guarantor account to external collections. This sub-entry activity code decreases the outstanding balance on the external collection transaction, resulting in a zero balance.	Negative
RVCOMM	The sub-code of the COMM activity code that represents the reversal of the commission collected by the external collection agency. This sub-entry activity code increases the amount collected on the external collection transaction.	Positive
RVPAY	The sub-entry of the EPYMT activity code that represents the reversal of the external collection payment. This sub-entry activity code increases the outstanding balance of the external collection transaction.	Positive

Description

Display Only

(pulled from Account)

Yes

The description of the procedure for the service fee line transferred to external collections.

Transaction Codes for Miscellaneous Adjustments

The transaction codes for the miscellaneous adjustment activity codes. MADJN and MADJP are listed as follows:

Activity Code	Transaction Code	Description	Effect on Active AR
MADJN	BDWOF	Bad debt write off	Negative
	BNDIN	Bundled/Incidental to main procedure	Negative
	BNKRU	Bankruptcy	Negative
	CHAR	Charity adjustment	Negative
	CHGDS	Charge disallowed	Negative
	CMPLA	Compliance adjustment	Negative
	COBAD	COB adjustment	Negative
	COMSN	Commission	Negative
	CPENA	Correct posting error negative adjustment	Negative
	DECEA	Deceased patient	Negative
	DECRS	Decrease/adjust account balance	Negative
	DISPU	Disputed balance	Negative
	FINAP	Financial assistance program	Negative
	FNFEE	Facility negotiated fee	Negative
	GWOFF	Guarantor exempt from payment write off	Negative
	HARD	Hardship write off	Negative
	IADJN	Insurance negative adjustment	Negative
	INDG	Indigent care	Negative
	INTER	Insurance interest	Negative
	MCOFF	Medicare write off	Negative
	MCDOFF	Medicaid write off	Negative
	MRFND	Miscellaneous reversed adjustment	Negative
	MRNA	Medical records negative adjustment	Negative
	NAHFL	NAH flat rate discount	Negative
	NGFEE	Negotiated fee	Negative
	NMNEC	Not medically necessary	Negative
	NOATH	No authorization	Negative
	NOCON	No consent form	Negative
	NOTEN	Provider not enrolled	Negative
	OLDRC	Recoupment from DOS in old billing system	Negative
	PECNA	Posting error correction negative adjustment	Negative
	PRCRT	Professional courtesy adjustment	Negative
	PRMPY	Prompt pay	Negative
	SAHFL	SAH flat rate discount	Negative
	SBWO	Small balance write off	Negative
	SELF	Self-pay adjustment	Negative
	STDBY	Standby services	Negative
	TIME	Timely filing	Negative
MADJP	COMTB	Commission takeback	Positive
	CPEPA	Correct posting error positive adjustment	Positive
	EXTRF	Transfer from External Collections	Positive
	GRNSH	Continuing garnish fee	Positive
	IADJP	Insurance positive adjustment	Positive
	INCRE	Increase adjustment account balance	Positive
	INTOF	Interest offset	Positive
	LFEE	Late fee	Positive
	PRSRV	Process server fee	Positive
	RECRD	Recording fee	Positive
	REVWO	Reversed write off	Positive
	RSELF	Reversed self-pay adjustment	Positive
	RTCK	Returned check fee	Positive
	RTIME	Reversed timely filing	Positive
	RVBKR	Reversed bankruptcy write off	Positive
	RVPAY	Reversed external collection payment	Positive
	SMBAL	Small balance credit	Positive
	SMCLM	Small claims filing fee	Positive
	WRITX	Write of execution fee	Positive

Amount

Display Only

(pulled from Account)

Yes

The amount of the transaction recorded on the external collection transaction.

Balance

Display Only

(pulled from Account)

Yes

The current balance of the external collection transaction.

File

Display Only

(pulled from External Collections File)

Yes

The ID of the electronic file the external collection transaction is in.

Button Descriptions

Button	Shortcut Keys	Description	Step-By-Step Guides
Search	[Alt] + [S]	To search and locate external collections transactions for a practice.	Click Search. The Search Criteria window opens. Enter search criteria. Click OK.
Adjust	[Alt] + [A]	Opens the External Collection Transaction Adjustment window for entering the amount the external collection transaction is being adjusted.	Adjusting External Collection Transactions
Reverse	[Alt] + [R]	Opens the Reverse External Collection Transaction window for recording the reason the external collection transaction is being reversed. This action transfers the external collection transaction back to active AR as a service fee line of the guarantor account.	Reversing External Collection Transactions
Reassign	[Alt] + [E]	Opens the Reassign External Collection Transaction window for selecting the external collection agency to which the external collection transactions are being assigned.	Reassigning External Collection Transactions
Transfer	[Alt] + [T]	Opens the External Collections Transfer window for transferring the service line from external collection back to Active AR.	Transferring Service Fee Lines to Active AR
View Attachment	[Alt] + [V]	Opens the Image Viewer window for previewing the image attached to the external collection payment. If the payment has an image attached, the appears in the row where the EPYMT is recorded.	From the External Collections / Transactions tab, search and select the Practice to which the external collection transaction(s) is associated. Select the external collection transaction with an attachment to be viewed. Click View Attachment. The Image Viewer window opens with the attachment displayed.

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Overview

Field Definitions

Field

Type

Required

Description

Button Descriptions

Button

Shortcut Keys

Description

Step-By-Step Guides

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