Collection Manager is an interface provided by PracticeSuite to enable easy and consistent follow up of accounts receivable. It helps the Account Receivable to follow up a claim at regular intervals until the claim closes. Thus, the Provider Collection increases while reducing the provider expenditure on claim processing.


* A variety of search criteria are provided in the Collection Manager home screen so that users can categorize and filters the claims. 

* A manual refresh button is provided at the top right hand side of the collection manager home screen to refresh the category listing. This is to prevent auto reload of the entire data on each update/save of a claim/line. Users will need to click the refresh option to have their update displayed on the screen.

* Excel and CSV export options are provided in Collection Manager to export the data. CSV files being lightweight, export faster and take lesser load on the computer and application resources.

* The flexible drag feature provides users to adjust the grid size of the search section, category section and the bottom claim listing section.

Collection Manager Home screen

Image 1


Search Criteria Section

Collection Manager has various search fields which help to filter the claims based on the requirements.

Image 2

Click on to view all the filtering options explained in Table 1.

Search Criteria Description
Denials This radio button is used to filter claims which have been denied.
Claims over payer response Limit Threshold This filters claims for which no response has yet been received even after the threshold is reached. The default claim response limit can be set up at Advanced Setup-> Billing Options.
All This is used to display all claims under both ‘Denials’ and ‘Claims over payer response Limit Threshold’.
All Open Lines This radio button displays all claims that have a balance (remaining) amount. Denied and no response claims are separately listed under their respective denial and no response categories. The remaining open claims will be shown in the respective payer categories.
Denial Category Helps filter claims that fall under a specific denial category. This is a multi-selection field where multiple denial categories can be selected from the drop-down.
Coll. Status Helps to filter claims based on the collection statuses-NEW, PENDING, RESOLVED, etc. This is also a multi-selection field.
Coll. Sub Status Helps to filter claims based on the collection sub statuses (Claim Resubmitted, Paid EOB requested, Paid ERA in Transit, etc.) This is again a multi-select field.
Legal Entity Select a Legal Entity from the drop-down to display claims in that LE.
Provider Select a Rendering provider to filter based on Rendering Provider
Patient Type in the first three characters of the patient name or MR # and select an appropriate patient to filter for a particular patient.
CPT To filter claims according to procedure code. Multi-select field
ICD To filter claims with the given ICD codes. Multi-select field.
Modifier Provide modifiers to filter the claims. Multi-select field
Show Claims in Next Action Queue This, if checked, displays claims already pushed to the work queue.
Aged between: DOS/LCD/LFD Claims can be filtered according to days from DOS, LCD(Last Claim Date), and Last Follow up Date.
Date between: DOS/ Claim Date Filter claims according to whether their DOS and/or claim date fall in the given date range.
A/R Method Web/Calling/VOB. Select one from the drop-down
Amt > To filter claims with amount more than the specified value
Collector  To filter claims by the user who works on the claims in the collection manager
Assigned To To filter claims by the user to whom a task has been assigned in the collection manager.
Case Type To filter claims by Case type
Show Reminders Show claims for which reminders have been set

Table 1

Category Listing

According to the search criteria provided, the results are displayed as in Image 3.

Image 3

Claim Listing

To view the claims in any category, click anywhere on the category line, and the corresponding claims are listed as shown in Image 4.

Image 4

  1.  Multiple claims can be selected in the selected category (through the multi-select option) for adding a collection note and to record the collection activity for all the selected claims; see Image 4.
  2. If a claim is rebilled to the same payer insurance level, Collection Manager sub status, First Follow-up Date and Last Follow-up Date of the previous claim will show up in Collection Manager. These fields will cease to appear when the payer level changes.
  3. Once a claim is touched, it will be removed from the listing.
  4. Click on the button (highlighted in Image 1.2a) to open a popup window to add the information; refer to Image 4a. The info entered in the popup will apply to all the selected claims.

Image 4a

Color Codes in claims listing

Age since DOS and Age since Last INS remittance received fields are color-coded to indicate the priority of the claim, as shown in Image 5.

Image 5

Table 2 explains the different color codes.

Color (DOS & Last INS remittance received) Indication
Yellow 16-30 days
 Orange 31-45 days
Red More than 45 days

Table 2

Click anywhere on the claim line to open the encounter line for follow up. Denials workshop screen will pop up with details of the invoked encounter.

The different sections of the denials workshop are numbered (as highlighted in Image 5)  and explained below.

1. Patient and Claim details: Patient demographics and claim details can be found in this section.

2. Encounter lines and its details: Encounter line details can be found in this section.

3. Links: Help in navigating to other pages such as Patient demographics, Case, Insurance, Charge Master, Ledger, Eligibility, Document Management, and eFax. To know how to fax from Collections Manager, click here.

4. Claim History and previous notes: This section has four tabs- Line activities, Denial History, Follow-up History, and Claim status history.

5. Follow up notes and status section: This section lets you update notes and tag follow up status and sub status for future follow up. The claim status and sub status can be updated here.