When you create a visit, the record has three components identified by the file folder tabs shown below.

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1 P r a c t i c e M a t e M a n u a l 56 PATIENT VISITS TAB OVERVIEW The Patient Visits Tab is where you can record and store information used to report events, create charges in the patient record, and generate claims. The visits also integrate with the Accounting module to create your accounts receivable, generate patient billing statements, and produce accounting reports. When you access the Patient Visits Tab, you will see a list of visits that have been created. The visits are listed by visit date. There are filters at the top of the list to search for particular past visits. It is important that each patient encounter is reported, whether there is a claim created or not. You may edit and delete visits from this list. Also, claims may be created from this list, which will be discussed in a later section. PATIENT VISIT TAB Patient Visit Tab>Add New Visit This link will allow you to manually enter a visit. This means you are not pulling the information from another source, like an appointment or encounter. Click Add New Visit to begin. When you create a visit, the record has three components identified by the file folder tabs shown below. Visit Info: Contains all of the patient demographics, primary insurance, secondary insurance, guarantor, provider, etc. Billing Info: Contains diagnosis codes, CPT codes, modifiers and charges. This tab also has access to your Superbills for ease of data entry. Billing Options: Contains options for all the other fields of the CMS 1500 form including referring physician, facility, billing provider, conditions, dates, etc.

2 Patient Visit Tab>Add New Visit>Visit Info P r a c t i c e M a t e M a n u a l 57 The Add New Visit screen will open. Most of the information will be blank. Use the Search button,, next to the Patient ID field to select the patient. This will populate the patient information, and insurance information that is in the patient s record. If there is a default provider selected in the preferences section of the Manage Office Tab, their information will be populated into the Provider ID section. This is highlighted in blue in the figure below. The Visit Date and Reason for Visit automatically populates as well, shown in green below. The date defaults to the current date, but can be changed. The Reason for Visit can be defaulted in the Manage Office Tab>Reason For Visit. Use the Search button,, to change if necessary. Complete any other necessary information, and then click on the Billing Info tab. Note: You DO NOT need to click Update before you move to the next tab. Patient Visit Tab>Add New Visit>Billing Info The Billing Info tab is where you will enter the information regarding the diagnosis and treatment or procedure performed, along with fees associated with the treatment or procedure. There are three ways to complete this screen: 1. You may manually enter information by typing in the fields. 2. You may use the Search buttons,, to select from your User Defined lists of ICD-9 or CPT codes that you have created in the Manage Office Tab. This will populate the fields, including the date of service, with the exception of the diagnosis pointer(s). 3. You may use any Superbills you ve created. This will be present in the lower portion of the Billing Info tab. Use the drop down list for Superbill Template to make your selection, and the Superbill will display at the bottom of the screen. By selecting items from the Superbill, it will populate the fields, including the date of service, with the exception of the diagnosis pointer(s).

3 P r a c t i c e M a t e M a n u a l 58 A completed screen is shown below. You may report up to eight diagnoses and 12 lines of treatment in a single visit. The Diagnosis Pointer refers to the number next to the relevant Diagnosis Code for the CPT Code. In the example on the right, the first two CPT codes are in reference to the Diagnosis Code in box 1 on the top of the screen. The Diagnosis Code and the Diagnosis Pointers for box 1 are highlighted in blue, and for box 2 you will see them highlighted in green. When you have finished with the Billing Info tab, click on the Billing Options tab. Adding Non-Billable Items to Patient Visits Under the Billing Info tab, click on show nonbillable products/services. The screen will expand to include an area to enter non-billable items. Click on the Search box,, to see your Product Inventory List, which was created in the Manage Office Tab. Select the product or service from the product list. Edit the quantity, if applicable, in the Qty column. If information is manually entered, the Line Charges column must be updated manually also. Any Non-Billable Products/Services entered in a visit will only be used for accounting and inventory purposes, and will not be included in a claim created from the visit. You will be able to add and apply payments for Non-Billable Products/Services the same way you do for regular patient or insurance payments. Note: You DO NOT need to click Update before you move to the next tab.

4 Patient Visit Tab>Add New Visit>Billing Options P r a c t i c e M a t e M a n u a l 59 The Billing Options tab contains other information needed for billing. The top portion has space for a Referring Physician, Supervising Physician, and Ordering Physician. Use the Search buttons,, to make your selections if those fields are needed. The Facility and Billing Provider fields, highlighted in blue in the figure to the right, will be populated when you first come to this page if selected as defaults in the preferences section of the Manage Office Tab. Enter any remaining information that is necessary, and click Update at the bottom of the page. The visit will now appear on the Patient Visit List. Visit ID- Clicking on the number in this column will take you to the Edit Visit screen. Visit Type- This will record how the visit was created. o A- Created from an appointment o E- Created from an encounter o T- Created from a template o M- Created manually from the Add New Visit link Status- This will always appear as Open on all new visits. You may change this by using the icon in the Edit column, and select a Visit Status from the drop down box under the Visit Info tab. Charges- Costs associated with the visit Balances- What is still owed for the visit cost. o Until patient and insurance payments have been applied, the Balance will remain the same, even if payments have been received. Edit- Directs you back to the Edit Visit screen Del- Deletes the visit o May only delete the visit if you have not processed any payments or adjustments to the charges. Patient Visits Tab>Patient Visit List The Patient Visit List is the default view when you first click on the Patient Visits Tab. Click the Patient Visit List link to navigate back to the main page at any time.

5 Patient Visit Tab>Patient Visit List>Select Actions P r a c t i c e M a t e M a n u a l 60 From the Patient Visit List, check the boxes to the left of the visits you want to create claims for. Hover over the Select Actions link and choose the claim you d like to start. You may select multiple visits. The check box in the column header will select all items in the page. Practice Mate will check the claim data automatically to ensure that all standard requirements are met. If the required fields are complete, your claim will be created. You will receive a confirmation message, the Status will change to Claim Created, and you will see the claim number in the Insurance column. If the visit is missing data, or if there are other problems detected, you will receive a message informing you what is missing, as shown below. The Status will not change, and you will not see a claim number. If you wish to view the claim image, you may click on the claim number. When the claims are created, they are sent to the Claims/Billing Tab. Patient Visits Tab>Check Eligibility To access the Check Eligibility feature, hover over the Check Eligibility link, and click on Patient Look Up. Patient Visits Tab>Reports Reports are accessed by hovering the mouse on the Reports link, and choosing the report you want to run. All reports may be viewed, saved, or printed in PDF form, or exported to Excel. Below are the report descriptions.

6 Patient Visits Tab>Reports>Patient Visits Report P r a c t i c e M a t e M a n u a l 61 This report can be generated for a particular day, date range, or a given month. You can further narrow the results to an individual provider. Generate a report for all providers in the office(s), or by insurance. This report displays the results in order of Visit ID, but can be displayed differently with the Sort By filter, with each patient visit itemizing CPT code, charges, payments and adjustments, and any balance due. You may also run this report for an individual patient by using the Search button,, at the top of the screen for Patient ID. Patient Visits Tab>Reports>Daily Visit Summary Report This report provides a monthly summary showing number of visits for each day of the month, total daily charges, payments, and adjustments, and account balances at the end of each day. Use the search criteria to narrow your results. Patient Visits Tab>Reports>Daily Visit Summary Chart This report presents a graphic representation (bar graph) showing the number of daily visits in any given month. This chart can be generated for an individual provider or all providers in a practice.

7 Patient Visits Tab>Reports>Visit Summary By Provider Chart P r a c t i c e M a t e M a n u a l 62 This is a graphic representation (pie chart) showing the percentage of visits for each provider in the practice.