Some ideas for you before you post any charges for 2017:
- Complete all posting of payments and charges that you have received up until 12/31/2010. Do not post 2011 information until this is completed.
- Run all the reports your accountant wants for year end. Ask the CPA now if they have all the documentation they need BEFORE you post next year's stuff.
- Reconcile all accounts. (This re-adds the transaction ledger. If items are changed/removed in the transaction the patient/insurance balance may be off. Reconciling corrects any of those balances.)
- Do all patient statements.
- Check other claim status from the Paper Claim Billing Menu. All open/hold/rebill/inquiry claims should be reviewed. Verify that all claims that can be billed are changed to the appropriate status and available to be billed. Only claims in an unbilled/rebilled/inquiry status will be prepared.
- Work all Edit Reports and rejections from 2016.
- Run Delinquent claims Report . Work all non-paid claims. Especially those that will reach filing limits early next year.
- Run an Aging by Patient Report. Review all balances including credit balances for patient account that need corrections. If your office writes off balance under a certain amount (ex: any patient balance under a $1.00) do so at this time.
- Prepare and send all electronic files. (including inquiry claims)
- Prepare and send all paper claims.
- During the following steps everyone needs to be out of the system. All computers need to be completely out of THOMAS. Depending on the size of your system the time of these functions can vary.
- Do a back up that you can store off site. (Backing up is extremely important on a daily basis, however, at year-end it may be more important. If for any reason you need to pull the data that was in your system when you sent data to the accountant you may have that ability. (but you should have run them before next year's postings) You will also have a back up that is off site in case something happens in your office, it really does happen!) You should have everyone out of THOMAS before backing up.
- Review your backup practices. Are you backing up as often as you can afford to lose it? If your building burned down tonight, do you have a recent backup off site that will get you back in business without a huge loss? Have you considered a cloud backup solution such as CrashPlanPro? Is your backup encrypted? Have you tested your backup in the last few months? What exactly is it backing up?
- After you do your backup run a Pack databases. (When you delete information from THOMAS it is not necessarily removed right away. When you pack it deletes any information that you have deleted that is being held in you databases.) You must have everyone out of THOMAS to pack. You run it from the THOMAS Maintenance Icon -> Reindex, and check the Pack checkbox.
- Review your security practices involving your computer. Is the hard drive with THOMAS encrypted? Have you made certain Windows updates are being installed regularly (usually by end of second week each month).
- Are you using a anti-virus/malware program and is it up to date? Have you disabled users that are former employees? Are your employees on Facebook or risky web sites on business computers? Is your computer old and slow?
Learn more about THOMAS. Check our YouTube page at https://www.youtube.com/user/geniussolutionsinc and watch tutorials on recent changes to the program. Call Genius and schedule training for new employee or those wanting to learn new trick and tips. Many times clients find very useful things they didn't even know about with training.
Don't forget to join us for our December First Friday of the month conference Call 12/2/16 @ 10am EST
The next Genius Solutions First Friday of the Month
Conference Call is scheduled for Friday December 2nd at 10:00 a.m. Eastern
time.
Planned topics for the conference call (so far) are:
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Annual End of year things to do list for THOMAS (see
details below)
Final comments
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A few minutes before 10:00 on Friday you may call the
FreeConference main number at 1-712-432-3100 and use Conference Code: 478288.
Please note, it sometimes takes up to a minute to ring through and get prompted
for the conference number.
If at the time of the Conference Call you can't possibly
get in on the main number, then you should check the http://www.geniussolutions.com/news
page to see if we have an alternate number.
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We plan to also host a "Webinar" at the same
time, so if you have high speed Internet you may also be able to watch Genius'
computer screen while you listen to the phone call.
To join the webinar you will need to register at https://attendee.gotowebinar.com/register/15308879383317764
as soon as possible.
After you register, a link will be emailed to you. This
link is used to join the webinar at 10:00 a.m. We recommend trying to join the
webinar about 10 minutes before the webinar is scheduled.
The webinar does not play the audio, you still need to
dial into the conference call phone number from your phone.
Even if you do not have high speed internet, or can't get
the webinar to work on your computer, you can still hear the audio portion with
the Dial-In Conference Number, just as all the previous conference calls have
worked.
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As usual, we will try to record the conference for those
who can not attend in person and make it available on our News Page a couple of
days later. http://www.geniussolutions.com/news
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