Patient Balance Forwarding

Resilience Balance Forward Procedure:

Clients will inevitably need to transfer balances from other software platforms into the Resilience platform. The list of balances to move should be obtained either from the client or by Resilience staff extracting the information manually.

When entering the new balance into the platform the following steps should be taken to ensure data quality.

• Review the account in the old system for outstanding claims
• Ensure any unapplied credits are applied or marked for transfer.
• Ensure outstanding balances are as accurate as possible, then mark for transfer.
• Spreadsheet formats are preferable for documenting needed data and a double checking by other staff members.
• Create a note under the “Business office Notes” section as follows: This balance is carried forward from the patients prior TherapyNotes Account. A printed statement is in the "documents" section.
• When at all possible create a statement from the old system to upload into the new system documenting all charges.
• Create an encounter using the balance forward cpt and diagnosis codes.

Instructions from a TherapyNotes account (if access is available)

Balance forward instructions:

· Review the old balance/credit for accuracy

· If a credit exists, attempt to apply it to the old account.

· If the balance/credit is accurate, create a statement for the account to document the balance or credit. (This works best by creating a file to save to the desktop for upload into kareo)

· Upload the statement into the patients Kareo account under the documents tab.

· Upload the statement into TherapNotes account under the document tab.

· Create a “Billing Note” on the account indicating the balance has been moved to kareo. OR

· If the patient is an inactive patient who we are not actively attempting to collect from, upload a copy of the statement to the documents section of therapy notes and title it “Write Off Balance”. For this patient do not create a Kareo account.

· If a credit exists, create a payment in the amount of the credit noting it was carried over from TherapyNotes. Payment can be applied as and where needed later.

· If a balance is owed, create a new encounter under the patients account.

o List the case as self-pay.

o Check “Do Not Submit Claim Electronically”

o From Date: Use the date of the last charges from TherapyNotes.

o Batch Number: current date and full initials (120319GAB)

o Ensure rendering provider, location and place of service match the provider

o Mode must be ICD9

o Procedure code: 1 Balance Forward

o Unit charge: the balance being brought forward.

o Diagnosis: balfwd

o Save as Draft (moves the encounter to be approved).

· After you have verified the Kareo account now accurately reflects the updated balance, enter the TherapyNotes account and write off any remaining balance items.