Recording Information on Fee Slips

1. Create or open a fee slip. For more information, see Creating and Opening Fee Slips.
2. Select product names and codes using one of the following methods:
   • Type the product name or code in a Product Name/Code empty cell.
     • If you type the product name and code in the Product Name/Code cell and you assign the item to an insurance carrier, you will not be able to produce an accurate CMS 1500 form.
     • The information that you type in the Product Name/Code cell will be available in the Handwritten/No Category section in your Production reports.
     • As you record product and service information, OfficeMate updates the charges at the bottom of the fee slip. The sales tax is calculated and applied to the patient or insurance according to preferences set by the administrative location.
   • Type a few letters or numbers of the product name or code in a Product Name/Code empty cell and then click the Product Name/Code column heading to open the Find Product window and search for and select a product.
   • Type ? in a Product Name/Code empty cell and then click the Product Name/Code column heading to open the Find Product window and search through all of your products and select one for the fee slip.
   • Type % and any of the letters of the product name in the Product Name/Code empty cell and then click the Product Name/Code column heading to open the Find Product window and search through all of your products that contain the letters that you typed and select one for the fee slip.
   • Place your cursor in a Product Name/Code empty cell and then press the F5 key to open the Product Quick List window and select a product or service that you frequently use. For more information, see Recording Product Information.
   • Click the Product Name/Code column heading to open the Find Product window and search for and select a product.
   • Place your cursor in a Product Name/Code empty cell and press the Ctrl and P keys at the same time to open the Find Product window and search for and select a product.
   • Place your cursor in a Product Name/Code empty cell and scan product names and codes into the Fee Slip window using your barcode scanner.

     After you find and select a product code or name, information associated with the product (product name/code, CPT code, fee amount, patient amount, and provider/staff member) is recorded in the Product Name/Code, CPT, Fee, Patient, and Provider columns.

3. Place your cursor in the DIAG 1 cell and select a diagnosis code using one of the following methods:
   • Select a code from the drop-down menu (if available).
   • Press the Ctrl and D keys at the same time to open the Select Diagnosis Codes window and search for and select a diagnosis code.
   • Place your cursor in the DIAG 1 cell and press the F5 key to open the Select Diagnosis Codes window in the QuickList Items view.

     • If the procedure and diagnosis information was transferred from ExamWRITER, the first procedure line item will have the associated diagnosis assigned to it, but any subsequent line items will not. Select a diagnosis from the DIAG drop-down menus as needed.

     • You can add 12 diagnosis codes for print or print image claims. ANSI-format claims also support up to 12 diagnosis codes.
4. Place your cursor in the DIAG 2, DIAG 3, and DIAG 4 cells and select additional diagnosis codes associated with the product name/code using one of the methods described in step 3.

   You can add four diagnosis codes for each product name/code. The diagnosis pointers in box 24E on CMS 1500 forms will also automatically populate (up to four) so that all of the procedure codes in box 24D have all of the necessary diagnosis codes from box 21 associated with them.

5. Type the quantity of the item that you sold in the Qty cell.
• If you sell a product that is not in stock or if you sell more units of a product than are in stock, a negative quantity is reflected in the inventory.
• If the patient’s insurance is VSP, the product quantities cannot be edited on the fee slip. Quantities must be adjusted on the Rx Order windows, the order must be priced, and fees must be transferred to the fee slip.
6. To view and edit the fee breakdown information, click the MODIFY button. For more information, see To view and edit fee breakdown information.
• The Fee Slip Item Breakdown is locked for VSP orders. To modify the Product Fee, Pat. Charge, and Co-Pay fields, click the Modify button. A dialog displays a warning that modifying the patient charge and copay information will overwrite the VSP calculations. If you have sufficient security privileges, the fields will become editable. If you do not have sufficient security, you will need to ask a user with administrator access to log in.
• If the insurance type for the item is VSP and you want to record a negative amount in the Fee or Patient column, type a minus sign in front of the amount in the Fee or Patient cell.
7. Select a provider from the Provider column drop-down menu.
8. Select a staff member from the Staff Member drop-down column as needed.
9. Repeat steps 2–8 to add additional products to the fee slip as needed and see To record payment information on fee slips.

1. If the items on the fee slip qualify for a package discount, click Packages. For more information, see To apply package discounts.

   Package discounts are applied to the fee slip prior to insurance charges and affect the amounts charged to insurance carriers and patients. Packages are special pricing for bundles of products or discounts that are applied to combinations of products, for example, buy a frame and ophthalmic lenses and get a free scratch coat.

2. To view or modify the patient’s insurance eligibility, click Eligibility. For more information, see Recording Additional Insurance Claim Information

   The Eligibility button is only available if the insurance plan is set up as a detailed benefit plan, the plan copay is set at zero, and if a copay is not listed in the patient’s insurance eligibility.

3. Select an insurance carrier from the Insurance drop-down menu, if applicable.
• To delete a selected insurance carrier from a line item, select the Insurance drop-down menu in the line item and click the Delete key on your keyboard.
• If you select an insurance that was set up with the detailed benefits pricing method, the detailed benefits will override any edits made before selecting the insurance.
4. To view or retrieve insurance eligibility and authorization information, click Auth/Copay.
   • If the patient has VSP insurance, see To obtain VSP member eligibility and authorization information for more information.
   • If the patient has non-VSP insurance, see Recording Patient Information for more information.
5. If the patient is qualified to receive a discount, click Discount. For more information, see To apply discounts.

   Discounts are applied to the fee slip after insurance payments. Discounts affect only patient charges.

6. If a product does not have a CPT code or if you want to add item modifiers, remove the sales tax, keep the item from printing on the fee slip receipt, or record additional information for an item on the fee slip, select an item on the fee slip and click Line Add’l Data or press the F4 key to open the Fee Slip Item Additional Data window. For more information, see To add data to fee slip items.
7. Record patient payment information as needed. For information on recording payment information, see To record payments.
8. Click Recall to view or modify the patient’s recall schedule, as needed. For more information, see Assigning Recall Dates to Patients.
9. If the patient’s insurance is VSP, click VSP Estimator to retrieve insurance, copayment and patient amounts information from VSP.

   The Price Order or Price Order (Calculated locally) window opens.

   • If the insurance plan is VSP Signature Choice, Signature, VSP Choice, Exam Plus, or Exam Only, the Price Order window sends product descriptions, fees, and wholesale costs (when necessary) to VSP Web Services and retrieves copays, coverage information, and patient out-of-pocket expenses. For more information, see Pricing VSP Orders.
   • If the insurance plan is not VSP Signature Choice, Signature, VSP Choice, Exam Plus, or Exam Only, but is another VSP plan, the Price Order (Calculated locally) window displays copays, coverage information, and patient out-of-pocket expenses based on the insurance plan’s authorization and eligibility information.
   1. Click Print, if available, to print payment breakdown as needed.
   2. Click Transfer to Fee Slip to populate the fee slip with the payment breakdown.
   3. Click Close to close the Price Order window.
10. When you are finished editing the fee slip, perform one of the following actions:
    • Click Record to save the fee slip. OfficeMate will give you the option of printing the fee slip or printing the insurance claim.
    • Click Claims to view the insurance claims associated with this fee slip. The Claims button is only available for previously recorded fee slips.
    • Click Void to cancel the fee slip and changes the Rx Order status to canceled. The Void button is only available for previously recorded fee slips.

      • Voiding the fee slip cancels any associated orders in OfficeMate. You may need to notify the lab of the cancellation.

      • The Payment Restriction Warning window opens if the patient has not made the minimum required payment for the products purchased or services rendered. The Payment Restriction window displays the minimum amount immediately due. A user with sufficient security privileges may override the minimum payment requirement to record the fee slip, but orders are not processed until the minimum payment is received and recorded.

1. Open a fee slip that contains items to which you want to add item modifiers, remove the sales tax, keep the item from printing on the fee slip receipt, or record additional information. For more information, see Creating and Opening Fee Slips.
2. Select an item.
3. Click Line Add’l Data or press the F4 key to open the Fee Slip Item Additional Data window and follow the instructions below:
   • To apply a discount to an item, select the discount type from the Discount Type drop-down menu, type the discount amount in the Discount text box, and select the Amount or Percent radio button.

     You can only apply discounts in the Fee Slip Item Additional Data window if the Activate Detailed Benefits and Max Allotment Calculations and Activate New Discounts and Packages system preferences are set to No. For more information, see To set up financial preferences.

   • To remove sales tax for tax exempt items, delete numbers in the State Tax, County Tax, and Local Tax text boxes.
   • To add sales tax to an item, type amounts in the State Tax, County Tax, and Local Tax text boxes.
   • To select a CPT/HCPCS code for an item, select an appropriate CPT/HCPCS code from the CPT/HCPCS drop-down menu.
   • To record insurance codes that justify overcharges or undercharges for an item, select modifiers in the Modifier(s) box.
   • To change the service dates for the item, type or select dates in the Service Date text boxes.
4. To add your own comments to the item, select a category for the comment from the Note Reference drop-down menu and type the comment text in the Item Narrative text box.
   • The text that you type in the Item Narrative text box appears in electronic claims files.
   • You must select a Note Reference in order to include the note in the electronic claim file.
5. Click OK to save your changes.

You must have two or more items recorded on a fee slip before you can delete an item.

You cannot delete items that have been recorded on a lab order.

1. Open a fee slip that contains items that you want to delete. For more information, see Creating and Opening Fee Slips.
2. Select an item to delete.
3. Click Delete Line.

   The Line Delete Warning window opens.

4. Click Yes to delete the item from the fee slip.
5. If you are deleting an item that is also on a lab order, click Yes to delete the item on the lab order also.
6. If you are deleting a service, click Yes to close the patient open charges.

   To close patient open charges for services, you must set up the following information:

   • From OfficeMate Administration, click Setup, select Preferences, click the Finance tab, select the Yes radio button next to the Activate Patient Open Charges Button preference, and click OK.
   • From OfficeMate Administration, click Setup, select Security, and ensure that the user has a role assigned to him or her that allows him or her to close patient open charges.
7. Click Yes, if prompted, to reset the fee slip.

Check, cash, and other payments can be accepted on fee slips. Payments can only be applied to items recorded on fee slips. If a payment amount exceeds the fee slip amount, the excess amount is either recorded as a credit or applied to any previous fee slip balances, depending on the preferences established by your administrative location.

1. Create or open a fee slip. For more information, see Creating and Opening Fee Slips.
2. Record product and service information on the fee slip. For more information, see Recording Information on Fee Slips.
3. Click the Check, Cash, Debit, Credit, or Other tab and follow the instructions below for the payment method that you selected.

   You can select multiple payment methods; however, in order to avoid double-posting payments, you must correct any errors that you make when you enter the payment amount before you click another payment tab and enter additional payment amounts.

   • If you are recording a check payment, type the amount, check number, and bank number in the Amount, Check #, and Bank # text boxes.
   • If you are recording a cash payment, type the payment amount, the amount received from the patient, and any change returned to the patient in the Amount, Tendered, and Change text boxes.
   • If you are recording a debit payment, type the payment amount in the Amount text box and select the payment type from the Type drop-down menu.
   • If you are recording a credit card payment type, type the payment amount in the Amount text box and select the credit card type from the Type drop-down menu.
   • If you are recording another payment type, type the payment amount in the Amount text box and select the payment type from the Type drop-down menu.
4. If you have activated the Safeguard - Red Flags Rule feature, select the appropriate Credit Card (only available when you click the Credit tab in the Payments box), Driver’s License/Photo ID, and Insurance Card check boxes in the Verify Patient Identification box to indicate whether or not you have verified that the patient’s identity matches the types of identification listed.
   • If a red “RFR” box appears in the Fee Slip window, the patient’s identity has possibly been stolen.
   • To activate the Safeguard - Red Flags Rule feature, see To set up financial preferences.
   • If you have received a notification that the patient’s identity may have been stolen, see To set up financial preferences to record the notification.

1. Create or open a fee slip. For more information, see Creating and Opening Fee Slips.
2. Record product and service information on the fee slip. For more information, see Recording Information on Fee Slips.
3. In the line item grid, click MODIFY to view the fee breakdown information for the item.

   The Feeslip Item Breakdown window opens and displays the fees, discounts, and copays based on insurance plan and product type.

   If the insurance is VSP Signature Choice plan or VSP Signature plan, see Pricing VSP Orders.

4. Edit the fee slip item breakdown information as needed:

   The Pack Disc and Disc Retail columns are hidden if the Activate Detailed Benefits and Max Allotment Calculations and Activate New Discounts and Packages preferences are set to No. For more information on setting up these preferences, see To set up financial preferences.

   • If no insurance plan was selected, you can edit the Prod Fee field.
   • If the insurance plan was set up using the maximum allotment or detailed benefit method, you can edit the Replace Code and Prod Fee fields.
   • If the insurance plan was set up using the percentage method, you can edit the Replace Code, Qty, Prod Fee, Cov%, Pat Charge, Ins Charge, and Co-Pay fields.
5. Click OK when you are finished.
• If the amounts in the Feeslip Item Breakdown window appear to be incorrect, contact your administrative location. Only the administrative location can update insurance plan information.
• To view the patient’s insurance plan information, open the Patient Demographic window. For more information, see Recording Patient Information.

1. Open a fee slip that contains items to which you want to apply discounts. For more information, see Creating and Opening Fee Slips.
2. Record product and service information on the fee slip. For more information, see Recording Information on Fee Slips.
3. Click Discount.
   1. If the Discounts window opens and displays all open orders for the patient, see step 4.
   2. If the Fee Slip Discount window opens, select a discount type from the Type drop-down menu, type a percentage in the Percent text box, and click OK to apply the discount percentage to all fee slip items.
• The Fee Slip Discount window only opens if the Activate Detailed Benefits and Max Allotment Calculations and Activate New Discounts and Packages system preferences are set to No. For more information, see To set up financial preferences.
• To apply a discount to an individual line item, see To add data to fee slip items.
4. Select one or more of the following discount options:
   • Select a discount from the Global Discount drop-down menu to apply a discount to all of the open orders.
   • Select the order that you want to discount and select a discount from the Order Level Discounts drop-down menu to apply a discount to the selected order.
   • Select a discount from the Line Discount drop-down menu to apply a discount to an individual fee slip line item.
     • If you select global and order-level discounts, the Line Discount column will display “None,” indicating that the line item does not have a line item discount, but does have a global or order-level discount.
     • Discounts can be applied only globally to all items, only to individual items, or both depending on how the discount is set up on the Discount & Package Setup window (Discount/Package tab) in OfficeMate Administration.

   The Percent, Amount, and New Item Price columns update to reflect the discount.

5. Click OK.

1. Open a fee slip that contains items to which you want to apply discounts. For more information, see Creating and Opening Fee Slips.
2. Record product and service information on the fee slip. For more information, see Recording Information on Fee Slips.
3. Click Packages.

   The Packages window opens and displays all open orders for the patient.

4. Select a discount from the Global Package drop-down menu to apply a package discount to all of the open orders.

   OR

   Select the item(s) you want to discount and select a discount from the Order Level Packages drop-down menu.

   If the order meets the requirements of the package, the Percent, Amount, and New Price columns update to reflect the package discount.

5. Click OK.