DAILY

8:45

1. OPEN DOOR

2. LISTEN TO ANSWER MASHINE - AGRESS THESE ISSUES

3. PULL TRAVEL CARDS FOR THE MORINING- PUT IN ORDER OF APPOINTMENT TIME

4. ANSWER PHONE

RECORDING ON ANSWERING MACHINE SHOULD BE AS FOLLOW: YOU HAVE REACHED (INSERT NAME OFFICE) WE ARE PRESTENLY OUT OF THE OFFICE IF THIS IS A NEW PATIENT OR AN EMERGENCY PLEASE CALL DR. (INSERT NAME OF DR.) AT (INSERT DR. #), OR LEAVE YOUR NAME NUMBER AND WE WILL GET BACK WITH YOU. THANK YOU.

9:00

PROCESS PATIENT VISITS

1. Schedule appointments and re- confirm next appointment

2. Collect co- pays, pre- pays and outstanding balances - mark patient card immediately to reflect these collections

3. Call any missed appointments from the previous day

4. Prepare and mail day 2 letter & day 4 later

9:20

1. Prepare for day 1-4 at 9:30

2. Input new patients from previous day into the new patient

10:30

1. Input into medisoft any remaining money that was received afterv5:30 the previous day

RECONCILING DAY SHEET

RECONCILING DAY SHEET FROM PREVIOUS DAY

PRINT OUT DAY SHEET FROM THE PREVIOUS DAY. MARK THE CORRECT DATE IN UPPER RIGHT HAND CORNER ON THAT DATE SHEETS AND HIGHLUGHT THE DATE. IT IS ONLY ACCEPTABLE TO PRINT OUT THE DAY SHEET THE FOLLOWING MORINING.

CONFIRM THAT THE DAY SHEET NAMES MATCH THE APPOINTMENT BOOOK AND THE SIGN IN SHEET.

High light the patient name and the charges (those visit that was charged) on the day sheet. It is easiest to work from the appointment book to the sheet since the day sheet is in alphabetical order. Note that payments will appear on a day sheet for the date those payments are entered even if that patient did not come in that day. These payments on the day sheet under patient receipts. Only highlight the show up on the day sheet under patient receipts. Only highlight the charge visits, not the payments that were entered (reconciled from EOB'S). You must check the day sheet charges to the appointment book and the sign in sheet. If there is a walk in patient who signs in, be sure to immediately put them in the appointment book.

Count the number of total charges for patients on that date in place the number on the top left of the first page of the day sheet and circle it. This is the number of visits for the previous day. This is number should match the top number of the fraction you have for that date in the appointment book.

Total procedure charges- this is placed on the total services / production portion of the daily control sheet.

Total insurance payments- this is place on the insurance collection portion of the daily control sheet - this always show up as a negative.

Total patient cash payments & total patient check payment- these are added together and placed of the on the cash collections portion of the daily control sheet.

The total receipts should equal the amount of your deposit slip.

Note: total number of the patients is not an accurate number of patient visits from the last page of the day sheet because it includes the total number of transactions of that day which includes charges and payments.

Mark 'NC' next to free (no charge - day 1) patient on the sign in sheet and in the appointment book next to green patients. The number of NC'S on the sign in sheet should match the number of NC's are not counted in any statistic.

11:00 input the patient into the medisoft systems- cards should in the hot box

12:15 Prepare bank deposit for the doctor- from insurance eob's

2. Verify if any prepay checks can be deposited on this deposit. Note the patient has to have been actively receiving care before the prepay checks can b cashed.

12:30 -1:30 Lunches

1. Complete the daily control sheet from the previous day (see below)

2. On each Monday, print out a complete daily control sheet with the previous week's information and fax to Marilyn at UPC - 502- 753-2322 (Fax). The copy that is faxed to UPC should be placed in the folder in the binder for that week.

Daily control sheet

1. Fill in the total services/productions, cash collections and insurance collection from the last page of the day sheet (per the instructions above)

2. Fill in scheduled O.V-This is obtained from the number of patients in the green ink NC's this number includes no show (N/S) it is the same number as the bottom number of the fraction that is placed in the appointment book.

3. Fill in actual O.V. - This is obtained by the number of patients with checks marks in the appointment book except those that are marked no charge (N/C). This number should match the number of patients that signed in minus the number of patient names that had a NC next to them on the sign in sheet and the appointment book.

4. Fill in the referral section - this information is obtained from the new patient log.

NEW PATIENT LOG

List all knew patients first and last name, under type list whether they are cash, major medical etc.

Under referred by: what referred them to our office on the 1st Tuesday of the month mark all previous month actual or inactive

Pull travel cards for the evening - put in order of appointment time

Process patients

Input patients into the medisoft system - cards should be in the hot box

1. Prepare day 2 call back list

2. Do medisoft CD back up for the day

3. Prepare daily evening deposit

Stop inputting all patient MONEY into medisoft, but continue to input dates of services and the associated charges into the computer for that day. Any money collected after 5:30 of the day gets placed in the following day's morning deposit. Print out deposit report from medisoft

Go to enter deposit & APPLYMENT (4TH icon from right of top tool bar, then print for that date.

Confirm the deposit report:

1. Patient checks

2. EOB checks

3. Check total

4. Cash total

5. Total for the deposit report

Each of the above must match with the deposit ticket. Staple the deposit report and copy of slip to the day sheet when reconciled the next day.

4. Finish calling any missed appointments that needed to be called later in the day.

5. Count the total number of scheduled o.v. for that day (red or black ink) minus any reschedules (R/S) but including cancellations © and no shows (n/s). This is the bottom number of your fraction

6. Count the total number of actual o.v for the next day (red or black ink) minus any reschedules that have check mark next to them except those that are no shows. This is the bottom number of your fraction

7. Mark fraction in the appointment book before you leave.

8. Give the deposit slip and the CD up for that day to the doctor.

FOR MISSED APPOINTMENT

As appointments are missed, call the home and work number 15 min after the scheduled appointment time. If you can reach the person, reschedule for that afternoon. If you can't, put the name in the missed appointment log daily sheet. Calls should be made once and the afternoon and then once in the evening until you speak with that person. If is later in the afternoon call in the morning. Leave one message on their machine asking if they are ok and to have a good day do not say give a call back for you to reschedule if after 5 days ca is unable to reach the person, the person's name and contact information is copied into the missed appointment log sheet and is given to the doctor to call the patient.