Provider Maintenance

Use Provider Maintenance to maintain information about the providers in the practice.  This maintenance contains demographic and billing information for each provider including billing numbers that will be used for both electronic and paper billing to insurance carriers.  Some statistical information is maintained including the provider's month-to-date and year-to-date financial summary of services, payments and adjustments, and last year's accounts receivable (AR).

Tips:

• Use this maintenance to add providers to the EPM Value List to display in EPM drop-down lists when appropriate.  To add a provider to the EPM Value List, click Add Value List Item .

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening Provider Maintenance, click More.

   

  1.  Click File Maintenance from the Menu Bar.

  2.  Click Standard Maintenance.

  3.  Click Provider.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [m] [t] [v].

   

  Provider Maintenance Window Example:

  

   

• Creating a New Provider, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Provider Code and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Provider Code and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Provider, New  displays near the Provider Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  Provider Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Provider Code	Enter the code assigned to the Provider. (up to 4 characters) Required
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing Providers, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing Provider, enter the Provider Code and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  	To allow the Provider to be added to the EPM Value List, click Add System Value List Item. Notes:  When the Provider is added to the Value List, the Provider displays in appropriate drop-down list during EPM.  If you do not add to the Value List, the provider will not display in any drop-down lists. If the System Value List is active for the Provider, the System Value List Item button displays . To remove the Provider from the EPM Value List, click Remove System Value List Item.
  Provider Name	Enter the name of the Provider.  The Provider Name displays whenever the Provider Code is entered during daily processing. (up to 20 characters)
  Prof. Name	Enter the full Name and title of the Provider here.  The Provider's Professional Name will print on claim forms. (up to 30 characters)
  SSN	Enter the Provider's Social Security Number. (11 characters, include dashes) Tip:  This field is required if the practice doesn't have a Federal Identification Number.
  Address	Enter the Provider's Address. (up to 25 characters)
  City	Enter the City Name, Town Name or a valid City Code to display the associated City, State and Zip Code where this Provider is located. (up to 15 characters)
  State	The US Postal Service State Code displays if you entered a City Code above.  Press [Tab] to accept or enter another state code. (2 characters)
  Zip	The Zip Code displays if you entered a City Code above.  Press [Tab] to accept or enter another Zip Code. (up to 10 characters)
  Phone	Enter the Provider's Phone Number. (10 characters, include dashes and area code)
  Group Number	Enter a valid Group Number assigned to this Provider. (2.0 numeric)
  Federal ID #	Enter the Provider's Federal Identification Number. (up to 10 characters)
  	Note:  Because you can tailor the labels of the nine Form Type fields, the field labels in your software may not match the field names listed.
  Form Type 1 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters) Tip: To quickly enter the same Provider Print Code for each successive Form Type (if applicable) use the copy and paste commands. Keyboard shortcuts:  [CTRL + c] = copy and [CTRL + v] = paste
  Form Type 2 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 3 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 4 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 5 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 6 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 7 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 8 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Form Type 9 Provider Code	Enter the specific Provider Code to print for this Form Type.  This usually is the Provider's state license number or PIN #.  The Provider print Code will print on the appropriate claim form.  (up to 15 characters)
  Note: The fields below are generally used for viewing only.  They are updated by the system and under normal situations you do not need to edit them.
  Services MTD	Displays the dollar amount of services rendered by this provider so far this period. (7.2 numeric)
  Services YTD	Displays the dollar amount of services rendered by this provider so far this year. (9.2 numeric)
  Payments MTD	Displays the dollar amount of payments received for services rendered by this provider so far this period. (7.2 numeric)
  Payments YTD	Displays the dollar amount of payments received for services rendered by this provider so far this year. (9.2)
  Adj/Ref MTD	Displays the dollar amount of adjustments and refunds received for services rendered by this provider so far this period. (7.2 numeric)
  Adj/Ref YTD	Displays the dollar amount of adjustments and refunds received for services rendered by this provider so far this year. (9.2 numeric)
  Cases MTD	Displays the number of cases this provider has seen so far this period. (7.0 numeric)
  Cases YTD	Displays the number of cases this provider has seen so far this year. (7.0 numeric)
  Note: The following fields are for viewing only.
  Totals MTD	Displays the A/R dollar amount for services rendered by this provider so far this period. (7.2 numeric)
  Totals YTD	Displays the A/R dollar amount for services rendered by the provider so far this year. (9.2 numeric)
  Last Year End A/R	Displays the A/R amount for services rendered by the provider last year. (9.2 numeric)
  Current A/R	Displays the current A/R dollar amount for services rendered by the provider this year. (11.2 numeric)

   

• Editing an Existing Provider, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Provider Code and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Provider Code, you can click Search  to see a list of Providers.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting an Existing Provider, click More.

   

  1.  To display the record to be deleted, enter the Provider Code and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Provider Code, you can click Search  to see a list of Providers.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note: After you click Proceed, you will see the following message on the Status Bar.
  
  

   

• Maintaining Provider Extension Records, click More.