Solutions for the Business of Healthcare

Payment Receipt Journal

The Payment Receipt Journal (PRJ) is a web based front office solution that automates daily collection activity at the registration desk and in customer service calls centers. Highly configurable, PRJ provides the means to enforce business rules for payment collection, audits, payment histories, and patient classifications. PRJ allows users to collect more patient due balances by importing patient due balances from external systems. PRJ is a flexible platform that lets the users decide what type of collection activity is best suited for each collection point system-wide, including IVRs and payment portals. PRJ alleviates the need for 3rd party equipment by processing payments directly from within the system.

Web-based solution for collecting patient-due balances

Standardize workflow for collectors, customer service call centers, etc.

Integration with ADT HL7 registration activity

Screen pops for new registrations

Import due balances from multiple sources

Adds new visit balance for new registrations

Real-time credit card and direct debit payment authorization

Live audit of journal activity by user or collection center

Receipt journal report with drill-down to receipt and more

Track chain of custody for deposit bags and change funds

Identifies out-of-balance deposits and change funds

Alerts supervisor for payment reversals and out-of-balance journals

Monitor daily activity in real-time

Full audit trails with drill-through audit reports

Generate files for export to payment posting systems

Export journals to the Revenue Control System

Exceeds HIPAA requirements

> Collect All Patient Due Balances

Through integration with billing systems, the Payment Receipt Journal provides access to all available patient due balances across your organization through a simple balance request.

> Exceed HIPAA Requirements

All journal activity is recorded in the audit history, with reports that list all people that accessed a MRN and all MRNs accessed by an employee, and when.

> Implement Structured Workflow

The Payment Receipt Journal automates manual processes and repairs broken ones wherever they exist in payment collection and processing. PRJ allows staff resources to focus on exceptions and not spend valuable time on routine or mundane processing activities. The journal will identify out of balance situations and their source through discrepancy reporting allowing supervisors to focus on solutions and not spend valuable time searching manually for the source of inaccuracies.

> On-Demand Balance Requests

For walk-ins, call-ins, payment research and any part of the organization, access to current balances throughout the organization for any patient is available using the journal's on-demand balance request.

> Integrated Credit/Debit Card Processing

Process credit/debit card authorizations and settlements through the Payment Receipt Journal using secure connectivity to the card agent and deposits are in your account the next day. The Payment Receipt Journal has an integrated swipe bar that alleviates the need for third party equipment and maintenance costs and allows for processing directly through the system. Credit card data is not stored and signed slips are no longer needed.

> Eliminate Re-Keying Payments

The Payment Receipt Journal's integration engine automatically sends all payments to the appropriate billing system and posts the payment to the correct MRN and invoice without user intervention.

> Calculate Co-Pay and Self-Pay Balances

The Payment Receipt Journal's patient payment matrix accurately determines self-pay, co-pay, and other patient-due balances.

> Real-Time Monitoring of Activity

Supervisors, auditors, and other authorized users can monitor journal activity as it happens for an individual collector, a collection center, or across the entire organization.

The first step in implementing a 3 Chopt Software solution is an onsite review of existing systems, workflow, processes, and identification of key business objectives. By understanding the workflow and roles of each stakeholder 3 Chopt can tailor the rules, tools, settings and reporting to meet the specific needs of each client according to their own established processes.

Once installed 3 Chopt will provide training classes to educate staff on the use of Payment Receipt Journal and Revenue Control System. Typically, employees can begin using PRJ immediately based on the intuitive interface and overall ease of use. Managers and Administrators will be provided initial and ongoing training on the various reporting and monitoring functions and custom reporting needs can be designed into the system.

3 Chopt Software users are supported through our customer support team reachable 24/7 365 days a year to answer questions.

> How does the Payment Receipt Journal know what the patient owes?

The Payment Receipt Journal imports outstanding patient-due balances from external systems, adds any co-pay or visit balance, and uses business rules to calculate the amount to collect from each patient.

> Is registration the appropriate time to collect on past accounts?

Registration presents an active opportunity to collect, where the patient wants services. This has been very successful in capturing small balances that would otherwise be written off. Presenting this to the patient shows that you are aware of the current patient-due balances and help entice payment.

> What happens with legal balances?

Legal balances can be filtered to not be included in the amount to collect. This filter can be customized for different parts of the organization. The legal call center may have only legal balances in the amount to collect while other collection points do not see legal balances.

> Does the Payment Receipt Journal support customer service call centers?

The Payment Receipt Journal has special journal types to support call centers, cashiering, registration, and more. Each collection point will see only their specific journal type. The customer service call center journal has its own business rules, such as only electronic payments - credit cards and direct debit - are accepted and customer service center journals can link with IVR systems for enhanced productivity.

> What about new visit balances?

New visit balances for insured and uninsured patients are automatically added to registration journals, if the patient comes through the ADT flow. Insured patient co- pays are added through the insurance card, while uninsured visit balances are found through the patient payment matrix that is set up for each clinic.

> How does the patient get on my Journal?

For registration, the patient is automatically added to the system via the HL7 ADT message. Patients can also be manually added to a journal using the patient finder.

> What payment types are supported?

Payments currently configured include cash, check, credit card, money order, traveler's check, endorsed check, direct debit, and third-party credit lines.

> Does the Payment Receipt Journal approve payments in real-time?

Through the web-based electronic payment (EPay) module, the Payment Receipt Journal can approve credit card and direct debit payments in real-time.

> How does the Payment Receipt Journal support HIPAA requirements?

The Payment Receipt Journal generates an audit record for each user that views detail information on a journal. Drill-through reports based on either user or MRN can be used to see who accessed any patient through the PRJ.

> Does the Payment Receipt Journal comply with Payment Card Industry standards?

PCI standards currently call for 128 bit encryption of credit card data at rest. The Payment Receipt Journal uses a dual key 256 bit encryption algorithm to store secure information related to credit card and direct debit payments. Plus, only the electronic payment web service can decrypt payment information.

> What other tools are available with the Payment Receipt Journal?

There are many additional features within the Payment Receipt Journal like chain of custody tracking for deposit bags and change funds; supervisor controls for assignment of collectors and resources; alerts for out of balance journals, payment reversals, and missing bags; live auditing of collector activity; integration with the Revenue Control System and other posting systems; and many pre-defined reports.