As discussed in the previous section, the Plan Details Screen will populate with some data based on what details are entered in the Health Plan Transaction. It is important to verify the details are accurate in this screen as well as verify that the Plan is configured properly to terminate, that there are Services that can be billed to the Plan and that the Patient does not have multiple, active Plans on file.
1. Family Members: linked Families can share a Financial Plan. Be sure to configure the Plan on a single Family member account and check off the box for members who are sharing the Plan.
2. Plan Details Area: enter the specific details of the Plan here
· Plan Name: type in a name for the Plan
· Duration: enter numerical value – in months – for length of Plan
· Plan Start / End: select specific start and end dates for this Plan – Atlas will automatically calculate the end date based on the duration and start date
·
Max
Visits: enter the maximum number of visits (adjustments) allowed on this Plan.
Important to set this number if you are using the ‘Terminate Plan when Max
Visits Reached’ option. Can be left blank if Plan has no max count.
·
Max
Dollars: enter the maximum dollar amount that can be charged against the Plan.
Important to set this figure if you are using the ‘Terminate Plan when Max
Dollars Reached’ option. Can be left blank if Plan has no max dollar amount.
·
Used
Visits: this represents the total number of visits charged to this Plan to
date. It is based on the Services that are marked to ‘count as visit’ in the
Services setup screen.
NOTE: this field automatically updates based on charges going against the
Patient account moving forward; however you can manually change this number to reflect past visits not yet associated
with the Plan. This is helpful for situations where a Patient agrees to a
Health Plan after care has begun.
·
Used
Dollars: this represents the total Dollar Amount charged against the Plan to
date. This includes Services that count as Visits and Services that do not.
NOTE: this field automatically updates based on charges going against the
Patient account moving forward; however you can manually change this number to reflect past charges not yet
associated with the Plan. This is helpful for situations where a Patient agrees
to a Health Plan after care has begun.
·
Payments:
total amount of Payments posted against the Plan to date
This field will automatically update as Payments are placed against the Plan OR
can be manually updated to include
past Payments not originally assigned to the Plan.
This field will also calculate based on the dollar amount entered in the Health
Plan Transaction as ‘Amount Tendered’.
· Balance: current Plan balance calculated from the Payment amount and Used Dollars amount - this may differ from the patients overall balance because of Transactions not associated with the Financial Plan.
·
Bonus
Dollars: calculated based on the Total Plan Cost and the Patients’ Used Dollar
Amount. Reflects the total amount of charges the Patient received as ‘bonus’
for signing up on a Financial Plan.
Some clinics offer discounted rates for patients who sign up on Financial Plans
– for example the out of pocket on 52 visits might be $1500 in the above
example the Patient paid only $1200 for those visits. The Bonus Dollar amount
at the end of the Plan would be $300.
Bonus Dollars can be configured to be handled in one of three ways – the options can be configured in System Information under the CHAS/VTC screen:
a. Default – this option is set by default, the box ‘Use Write-offs for Plans’ is unchecked using this option, when Bonus Dollars are reached, the Patient is charged 0 for Services and instead the charge is entered into the Plan Bonus box on the Transaction Ledger. No Write Off is required.
b. Use Write-offs for Plans – this option continues to charge the patient when Bonus Dollars are reached, however, the Bonus amount for each Service is entered into the Bonus Dollars box – this final total will have to be written off MANUALLY by the clinic using this option
c. Write-off Each Transaction – when you choose the option ‘Use Write-offs for Plans’ this option becomes visible – this option will create a charge on the Patient account for the dollar amounts and then create a corresponding Write Off amount automatically – this is the most common option when Write Offs are being used.
3. Termination Methods: these options determine the criteria for ending – there are three options to choose from – multiple options can be selected causing the Plan to Terminate when the first criteria is reached.
a. End Date – the Plan will terminate when the selected end date is reached
b. Max Visits – the Plan will terminate when the Max Visit amount is reached
c. Max Dollars – the Plan will terminate when the Max Dollar amount is reached
4. Total Plan Cost: the Total Plan Cost can be automatically filled in from the Amount box when creating the Health Plan Transaction. The TPC is the Total Dollar amount the Patient will be paying for the Plan. This amount is important to ensure the Plan properly calculates the Bonus Dollars.
· Payment: this field is only a view field – it can be left blank – if you prefer you can fill in the amount the Patient’s Payment will be – this will display on the Patient’s Transaction screen and in other areas to help remind you what the Patient’s Payment should be
5. Included Services / Inventory: in the Services window (Setup > Services), we established Services that could be included on a Plan (Plan Eligible).This list reflects that option. In each Patient Plan, you can customize the actual Services and/or Inventory that can be covered by checking them off. If you use the same Services for most of your Plans, you can set the selections as the default using the ‘Set as Default’ button – Services not checked as ‘included’ cannot be charged to a Plan
6. Suspend Plan: click to suspend a Plan,
useful if a Patient goes onto an Insurance case or leaves the area for a
prolonged period – suspended Plans can be reinstated
Suspended Plans can be marked to Suspend for a specific period of time. They
will automatically re-activate based on your choice.
· Terminate Plan: Plans automatically Terminate based on the methods mentioned above, however you also have the option to manually Terminate a Plan, useful if a Patient drops out of care or a Plan doesn’t Terminate properly – Terminated plans can be re-activated if necessary but do not re-activate automatically.
· Notes Area: shows status notes if a Plan was Suspended or Terminated, along with User Initials of user who performed the action – also you can enter notes manually
7. If multiple Plans are setup on a Patient file (either Active or Inactive), you will see a NEXT and PREVIOUS button in this area to help you navigate the details. It is important not to have two ACTIVE Plans on a Patient file that cover the same Services. Atlas will associate all charges to the first Plan only.
Once the options are completely filled, be sure to SAVE your
plan and exit.
To test you can run a test Transaction against the Patient – be sure to choose
a Service that is covered by the Plan. If everything was configured properly,
the Service Amount should post a YES in the Plan column.