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 close. Thus, the Provider Collection increases while reducing the provider expenditure on claim processing.

Image 1

Note: The collection manager will project only outstanding claims.

Search Criteria Section

Collection Manager has different 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. These claims are categorized payer-wise.
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.

Table 1

Categorized Search Result

According to the search criteria provided, the results are displayed as in Image 3. The search result is either categorized based on denials or by the payer.

Image 3

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

Image 4

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.

Image 6

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.

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.