This Option is found in the Reports & Forms Menu. This Report allows you to print Letters to Patients meeting specific criteria. Optional settings are Patients seen or not seen during a period of time, Patients of a certain age range and whether a Patient has a particular diagnosis or has been seen for a specific service. The Letters you print will be created by you in the Letter Table* and can be correspondence, lists, labels, etc.

* For more information on Raintree Letters, refer to the Raintree Manual or press F1 for help. The September 2002 Raintree Review also featured an article on the Raintree Letter List & Editor.

When you select Recall Survey, a Sort Option Screen is displayed:

" Number
" Name
" Social Security
" Drivers License
" Zip Code
" Status Code

This Report can be printed in any order listed above. Your choice will depend on the usage to which you are going to put the Survey results. If you are printing a report for Medicare you may want the list in Social Security# order, if it is correspondence you may want to use zip code order, if it is an internal report you may like to create it in either name or account# order. Select the desired order and press Enter. The Recall Survey Screen will display.

AGES / SEX
Leave both age fields as zero or blank for ALL ages or define an age range to be included in the report. The age of the Patient is based on the birth date logged in the Patient File. You may be as specific as you like in specifying ages.

The Sex Field requires either an "M" or "F" if you want the Patient selected on the basis of sex. Leave that Field blank if you want to ignore the Patient's sex.

FROM / TO DATES
There are two sets of date ranges available for use in the Recall Survey. The first set of dates is used to choose Patients who have had Charges posted
during that date range (have been SEEN); the second is used for Patients who do not have Charges posted during the specified date range (NOT SEEN). You may use both ranges as long as they don't contradict one another.

FILTER FIELDS:
" Financial Class
" Referral Source
" Treating Physician
" Patient Status
" Patient Location

Defining a Code in any of the above filter fields LIMITS the Report to that code only. Leave the Fields blank to select ALL.

For example, if you specify the "IP-Y" Financial Class ONLY, Patients who are assigned to that Financial Class are printed to the Report. If you choose to limit any of the above Fields, type in the Code if you know it, or press Tab to display the Table where you may select the desired Code.

DIAGNOSIS
Typing a Diagnosis Code in this Field LIMITS the Survey to Patients with that Diagnosis defined in their Diagnosis Screen. 

Leave this Field blank and the Program ignores the assigned Diagnosis'.
For example, if you specify an "0010" Diagnosis Code, ONLY Patients who have that Diagnosis Code defined in their Diagnosis Screen will be included in the Recall Survey. You may need to find Patients with a particular medical problem to inform them of new treatment, medications, etc; specifying a Diagnosis can be useful in this manner. If you choose to limit this Field, type in the Code if you know it, or press Tab to display the Diagnosis Table where you may select the desired Code.

SERVICE
Typing a Charge Code in this Field LIMITS the Survey to Patients who have had that Charge posted to their Ledger. Leave this Field blank and the Program ignores the posted Charge Codes.

For example, if you specify an "A01" Charge Code, ONLY Patients who have that Charge in their Ledger will be included in the Recall Survey. You may need to find Patients that have had a particular procedure performed to inform them of new developments. Specifying a Service can be useful in this manner. If you choose to limit this Field, type in the Code if you know it, or press Tab to display the Charge Table where you may select the desired Code.

NOTE
Typing a bit of text in this Field LIMITS the Survey to Patient's who have matching text in a Ledger Note (a yellow note) posted in their Ledger. Leave this Field blank and the Program ignores the Ledger Notes.

For example, if you type "Follow Up" here, ONLY Patients who have a Ledger Note with matching text will be chosen to be printed on the Recall Survey. You may have several ledger notes with text like "Follow Up on balance", "Follow Up with insurance" or "Follow Up with Letter". If you want a list of all Follow Up Notes, type "Follow Up" in this Field, all of the above would be selected (the search is case sensitive "FOLLOW UP" would NOT find those Notes).

NOTES/HISTORY and CODE
Typing a Notes/History Category Code or a Note Code in the appropriate Field LIMITS the Survey to Patients who have that Note Category and/or Note Code in their Medical Records area. Leave these Fields blank & the Program ignores Medical Records.

If you do not use the Medical Records area of your Patient Files, you can leave these fields blank and continue to the next step.

If you do use the Medical Records area, then you may use the Recall Survey to print Letters to specific Note/History Categories and Note Codes. For example, you have added the Notes/History Code "ALLGY" (for Allergies) to all Patients with allergies. You now want to inform all "ALLGY" Patients about new treatments that are available, type "ALLGY" in the Notes/History Field and ONLY Patients who have that Notes/History Category Code in their File will be included in the Recall Survey.

For more information on Note/History Categories and Note Code uses and options, contact the Raintree Training Department.

LETTER FOR RECALL
Type the Code of the Letter the Recall Survey results should print to, or press Tab to display the Letter Table where you may select the Letter Code. The Letter you choose (correspondence, list, labels, etc) will be printed for the Patients who fit the criteria defined in the Recall Survey Screen.

Once you have selected a Letter to print, simply press F10 to send to your printer.

The Raintree Training Department is always available to help guide you through the Recall Survey process. Please do not hesitate to contact our office should you need assistance.

Ten Minute Training Tips

Cynthia Goss - Training Specialist

An Aging Report is the report to run to find your Accounts Receivables.
Raintree provides several types of Aging Reports:

1. Simple Account Aging
2. Detail Showing Billing Dates
3. Detail Showing Payment Dates
4. Continuous Ledger Activity

Aging Reports can be created based off of Posting Date or Date of Service. By default the Aging Report will be calculated by Posting Date. If desired, contact your Raintree Trainer to set your Aging Report to calculate based off of Date of Service.

Aging Reports will calculate totals based on the Expected Amount of your services therefore displaying a more accurate Account Receivables.

Aging Reports can be set to print patients in Alphabetical Order or by Patient Account # Order.

Printing a Simple Account Aging Report:

1. From the Raintree Main Menu, Press R for Reports/Forms.
2. Press A for Aging Reports
3. Press ENTER on Simple Account Aging.
4. Select Number or Alpha. This will determine the Order the report is printed in.
5. Select 0+ to obtain all account aging.
6. Ledger Data - Posting Date Range.
(Use Date Range of 01-01-80 to Today's Date for ALL LEDGER ACTIVITY.)
7. Leave Start / End Patient Fields blank for ALL patients.
8. Indicate greater than and less than balances.
(For accurate accounts receivables be sure to set balances from $-99999.99 to $99999.99. This specific number range setting will print a report of all credit and debit balances and will suppress zero balance accounts.)
9. Leave Filters blank for ALL.
10. Press F10 to Print.

The Aging Report header displays your filter settings. The report lists either in alphabetical or patient account # order and portrays the Patient's Financial Class code. The columns to the right of the Financial Class code are amounts for total charges, total payments and total adjustments for each account. The balances are broken down into aging buckets and the total account balance lists in the second to last column. If you use Follow Up Notes, the date of the last follow up note added to the account appears to the very right. Grand totals will appear along the bottom of your Aging Report.

Printing a Detail Showing Billing Dates:

Follow the same steps as listed above with two more filter options. With the Detail Showing Billing Dates Report, you can filter an Insurance / Payor code and you may indicate a specific Billing Code. Leave those two extra fields blank to get a report for all accounts. You could define a specific Bill Code to get an Accounts Receivables report for Patient Balances only, Primary Insurance, Secondary Insurance, etc.

This report will list with similar information as the Simple Account Aging with the addition of listing the Insurance / Payor name and phone number under the Patient's name. The amounts that appear along the right of this report relate to the total billed amount, the amount of the last bill and the date of that bill.

Printing a Detail Showing Payment Dates:

This Aging Report is set up the same as Detail Showing Billing Dates in regards to the new filter options.

The report will print with the same Insurance / Payor information as in the Detail Showing Billing Dates. The difference with this Aging Report is that the amounts shown this time relate to the total payments received, the amount of the last payment and the posting date of that payment.

Printing Continuous Ledger Activity:

This Report is set up similar to the Simple Account Aging and lists all patient accounts and phone numbers in one generalized summary. If you specify a date range then detailed Ledger activity is also listed. You also have the choice of only including accounts with ledger activity in the report. When you select this Option, a Filter Screen will display:

" Start at patient
" End at patient
Leave Start / End Patients blank for ALL patients.
" Ledger detail
" Only account with activity (Y/N)
Specify Ledger Dates and define 'Only Account with Activity' as Yes to print ledger detail.
Leave Ledger Dates blank and define 'Only Account with Activity' as No to print only patient names, phone numbers and balances.
" Balances >
Indicate greater than and less than balances.
" Financial Class
" Referring Source
" Treating Phys
" Patient Status
" Patient Location
Leave Filters blank for ALL.
Press F10 to Print.

Note: To define an Aging report for a specific Insurance / Payor such as primary, secondary, etc use Detail Showing Billing Dates or Detail Showing Payment Dates Options as mentioned above. Those reports have filter fields to define an Insurance / Payor code and will allow you to define a specific Bill Code.

The Raintree Training Department is always available to help guide you through the Aging Report process. Please do not hesitate to contact our office should you need assistance.

Ten Minute Training Tip

Cynthia Goss - Training Specialist

 

The Billing Bar, a Ledger Entry with a light blue background, is your visual sign that a bill to an Insurance Company or Attorney has been generated. Information displayed on a Billing Bar entry consists of the Billing Date, Billing Code, Payor Name, Dates of Service billed and total amount billed. Billing Bar text can appear as black or green indicating whether the Billing Bar is paid or open.

Billing Bar Fields are not directly accessible for Editing other than the Billing Date and Insurance Name Field. The remaining Fields contain information about the Billing that was done:
RESPONSIBILITY: This letter corresponds to the Bill Code assigned to the Payor source that received the Bill (e.g., A=Primary; B=Secondary, etc.).
PAYOR NAME: This contains the Name of the Insurance Company or Attorney who received the Bill. This can be edited, as noted above, but does NOT change the Responsibility Bill Code.
SERVICE/POSTING DATES: The From-To Date of Service/Date of Posting of the charges included in the Bill.
AMOUNT BILLED: This is the sum of all the charge's Billed Amount Fields and matches the total on the Bill.
AMOUNT EXPECTED: This is the sum of all the charge's Expected Amount Fields, this is the amount displayed in the Allowed Amount field seen when you Add a Payment.
AMOUNT PAID: This is the sum of all Payments made to the Charges covered by this Bill when attaching the Billing Bar to the payment.
DOCTOR/LOCATION/GROUP: The Doctor Code, Location Code and/or Billing Group Code used will be recorded in these fields.

When you edit a Billing Bar, a Menu is displayed with the Options listed below:

L - Log Follow Up
D - Change billing date
B - Rebill this claim
P - Set bill to PAID
O - Set bill to OPEN
R - Reassign charges
C - Collection Letter
1 - Claim Denied
2 - Reset Denied Claim


L - Log Follow Up:

You may Add Follow up Notes here that are specific to the Billing Bar. When exiting you may notice that an exclamation mark appears within the billing bar entry indicating that a follow up note is now attached. Users will be able to easily identify which billing bars contain follow up notes and which billing bars do not.

* Tip: For more information on Follow Up Notes, refer to the Raintree Manual or press F1 for help. The September 2001 Raintree Review also featured an article on Follow Up Notes.

D - Change billing date:

Changing this date will move the Billing Bar in the Ledger since Posting Date sorts Ledger Entries. Changing the billing date will impact future re-billings.
In addition to changing the date, you may type changes to the Payor Name. Although this field can be edited, as noted previously, it does NOT change the Responsibility Bill Code.

B - Rebill this claim:

Select this to submit a re-bill to the Payor. This function duplicates the bill as it was originally printed. At the top of the re-bill, ** Rebilling ** is displayed. The billing date of the original Bill is placed on the re-bill. This is important as most insurance companies legally must pay or deny your bill within a specific time period.

This is the Method used to duplicate a single Bill. You may also generate Batch Re-billings for a series of Bills. This is done through the Tracers / Rebilling selection located in the Reports/Forms section on the Raintree Main Menu.

P - Set bill to PAID:

A Billing Bar is closed (marked as paid) when you have received all you expect from the Payor Source. This is generally automatic when attaching a billing bar to a payment during posting. However, you can use this Option to manually Point at and Close a Billing Bar when necessary (i.e., when you find that a Bill is not going to be paid at all). You may still be expecting money from the Patient or another Payor Source for the amount not covered but that is a separate issue from the Billing Bar in question.

O - Set bill to OPEN:

A Billing Bar may have been closed when a previous payment was posted or it may have been manually closed using Edit Billing Bars (see above). In either case, you may discover that further payment has arrived from the Payor and needs to be posted. When a Billing Bar has been closed (marked as Paid) it no longer appears in the Open Bills Table and is unable to be attached to a payment. Use this Option to return a Closed Bill to open (unpaid) status prior to payment posting; you may then attach the Billing Bar to the payment. The payment amount will be stored within the Amount Paid field of the Billing Bar and the Billing Bar will once again appear as Closed (marked as Paid).

R - Reassign Charges:

This is an Option when you use the Find option at a Patient Ledger. It is also an option when you use the Edit Billing Bars menu. The Reassign Charges function allows you to assign a new, or remove an existing Bill Code to ledger entries. When using the Reassign Charges function at the Billing Bar, certain information will be predefined based on the fields within the Billing Bar.

* Tip: For more information on Reassign Charges, refer to the Raintree Manual or press F1 for help. The June 2002 Raintree Review also featured an article on Ledger Find Options highlighting the Reassign Charges function.

C - Collection Letter:

This allows you to print an individual collection letter immediately for the particular bill you are pointing to. When you select this option a "Merge Letter" window opens where you may type the Letter Code of the Letter you want; or press Tab to display the Letter Table where you may select the letter you desire. Once you have specified a Letter Code press F10 to merge the letter or press Esc to abort the process. Once the letter has "merged" with account information, it is displayed to screen. You may then make special changes as you like. When you are ready to send the letter to the printer press Alt P.

1 - Claim Denied and 2 - Reset Denied Claim:

The Claim Denied function is used when the claim is denied by insurance and you wish to reassign the charges temporarily to the patient. The patient can either pay the bill or follow up with the insurance company themselves. Once the insurance payment is received, the Reset Denied Claim function can be used to switch the responsibility back to the insurance company and payment can be posted accordingly.

For any further questions, please feel free to contact our Training Department, we are always willing to offer assistance or you may refer to your Raintree manual

Ten Minute Training Tip      

Cynthia Goss - Training Specialist

Ten Minute Training Tip

Cynthia Goss - Training Specialist

When a patient's insurance changes, a common error is to delete the Bill Code and Carrier located in the patient's Ins & Payor Info Screen.

Charges may be flagged to the Bill Code and are awaiting payment! If the Bill Code is deleted, the responsible payor source will no longer be defined for those charges. You will have difficulty posting the outstanding payments when they are received. In addition, deleting Bill Codes will not maintain a billing history and will create undefined codes in your Collection Worksheet.

For these reasons, when insurance changes, the user will first make the carrier inactive by using Bill Codes S, T, U, V, W, X, Y or Z. Then the new carrier can be added (if applicable) using Bill Codes A or B. For consistency in billing procedures, primary insurance should always be defined as Bill Code A and secondary insurance should always be defined a Bill Code B.

To Inactivate Insurance:

1. Go to the patient ledger
2. Generate a claim for any outstanding charges
3. Go to the Ins & Payor Info Screen
4. Press E to Edit at the carrier to make inactive
5. Press ENTER on Ins & Payor
6. Arrow over to BILL CODE and TAB. Select S, T, U, V, W, X, Y OR Z
7. Go to DESCRIPTION FIELD
8. Press the INSERT KEY and place an * (asterisk) in front of carrier name
(If an asterisk automatically appeared there, you can go from step 6 to 9.)
9. Press F10 to save your changes
10. Press ENTER at YES - SET TO NEW BILL CODE
11. Press F10 to CHANGE BILL CODE IN LEDGER (you may leave the date fields blank to update the entire ledger)
12. If the patient has a new carrier - Add the new insurance information using bill code A or B. (For details, refer to the Raintree Manual or press F1 for related Help screens).
13. Leave the Patient Responsibility as "/ Patient billed after insurance pays" **
14. Change the patient's Financial Class (if applicable) and Press F10 to save

Good job! See how easy that was! This process can be repeated as needed.

**Important note! When inactivating insurance with an outstanding amount due, it is important to leave the Patient Responsibility as "/ Patient billed after insurance pays" in the Ins & Payor Info Screen. If the responsibility is changed to "Cash Patient", the Raintree program will not be able to properly post an inactivated insurance payment. The balance due amount reassigned to the patient will be calculated incorrectly. The forward slash (/) in the Patient Responsibility is necessary for correct payment and adjustment posting to occur.

If the Financial Class of the patient account has been changed to a Cash Patient status, it is still necessary to have the Patient Responsibility defined as "/ Patient billed after insurance pays". This type of entry in the Ins & Payor Info Screen will not affect future ledger entries; the "P" bill code will automatically be assigned to all new charge, payment and adjustment activity.

To Post a Payment to an Inactivated Carrier:

1. Go to the patient ledger
2. Press A to Add
3. Press P for Payment
4. At the Payment Type Menu, select the type identified as the INACTIVE PMT
5. At this time, another screen may appear asking you to identify which bill code to assign the payment to. Simply key in the new bill code that was assigned to the inactivated carrier (ie: S, T, U, V, W, X, Y or Z) and press F10 to continue.
*If this screen does not appear, simply proceed with step 6.
6. Complete the payment screen as usual
7. Press F10 to save

Well Done! For any further questions, please feel free to contact our Training Department, we are always willing to offer assistance or you may refer to your Raintree manual.

Top Error Codes

Mike Goss - Support Technician

Following are the most common error codes encountered in Raintree.

Each error code includes a brief explanation and/or handling.

Error 103
Most likely to occur when printing, but technically is a File not open error. It means that Raintree has attempted to open a file, but the file is either not found, write protected, unreadable, or locked by another user. Raintree Support can help determine which file is causing the problem. Common reasons for error include a missing or corrupt form script or a locked spool file. Check for two users (or same user) logged into a Raintree station twice.

Error 105
This is print problem. It indicates a user has selected a printer that is currently offline, or non-existent. Check printer configuration and retry print job. Ensure that Raintree as well as printer are spooling the print job before printing.

Error 10010
Bad or missing index file. This means that the index file associated with the data file you are attempting to access is either corrupt, missing, or does not match the data file in some way. Rebuild the index with the Raintree rebuild utility.

Error 10070
Bad or missing data file. The data file being accessed is damaged or missing. Rebuild the data file.

Error 8:256
Expired, missing, or bad license file. Need to replace Raintree license file.

Error 9:256
Exceeding # of licensed users. This most commonly happens when a user is using a station # within Raintree that is higher than the # of users they are licensed for. For example, if your copy of Raintree was licensed for only 3 users, but you created and chose station #6 in Raintree, you will be bumped out with the above error. This occurs even if it is the only station in use. Use a station # in Raintree equal to or lower than the number of licensed users.