Centricity PM and EMR Housekeeping:
Daily:
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Resolve any unapplied funds
Close batches
Run daily reports (What reports do you run?)
Charge & appointment reconciliation/reconcile the NEW billing statuses with the NO SHOW appointments on
the schedule
Retrieve billing charges – or manually enter charges
Send Primary and Secondary Insurance claims (electronic and paper)
Payment Posting (Insurance and Patient)
Work on Rejected Claims
Work on Appeals / Denial management follow-up
Insurance and Patient Internal and External Collections/Patient and Insurance correspondence, calls/Budget
plans/Payment Plans
Check Visit Owner Queue/Work other task queues or lists
Make any necessary adjustments to visits with capitated insurance plans. Get it off you A/R!
Balance payments entered in the system and print a deposit slip report
IT Admin: Review System Audit Logs
IT Admin: Backup Centricity system database
EMR Interface - LinkLogic errors –check 1-2 times daily
Go to Billing and check “visits awaiting charge import”.
Watch Fax Queue
Weekly:
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Send patient statements
Credit balances/Refunds
Work on Returned mail/Bad address
Run “Unsigned EMR” document report
Audit desktops for flags, check flag proxy buckets, orders, reports, MU report checking, etc.
Monthly:
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Run monthly reports (What reports do you run?)
Audit all outstanding billing for insurance and patient due
Hard close
EMR Desktop Audit – check for old documents or unsigned documents that need signed
Audit your average A/R days.
Audit your charge lag time.
IT Admin: audit your backups to be sure your system for backing up is actually working.
Quarterly:
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If you do not close monthly, at least hard close quarterly.
Clean up custom medication or problem lists that aren’t updated automatically by service pack updates.
IT Admin: Security audit
IT Admin: EMR Knowledge Base Updates – Read release notes
IT Admin: Check GE Website for service pack updates
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IT Admin: Check to see if the plug-ins are up to date
Review Insurance Carriers – make sure all setup to go electronic when possible
Review top 10 Rejection Reasons per payor – identify opportunities to fix.
Coding and Compliance - Perform a billing audit. – Take a few visits from each provider, and audit the chart for
documentation, audit the billing side for CPT codes used and the insurance submission process. Ensure each
provider is coding to the highest level available that the documentation supports. You may want to also do a
geographic peer evaluation per specialty to compare coding to other providers in the same area.
Observe and shadow a couple of patient appointments from beginning to end. You will see the patient flowing
through the office and it is a good time to identify bottlenecks, training opportunities, or workflow optimization
opportunities.
Save backup copies of your EMR forms or key components.
Yearly:
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Update fee schedules
IT Admin: Annual Security audit
Clean up schedule templates and appointment types
Run monthly and yearly reports
Hard Close the System
Review your system downtime plan
Visit Statuses Audit in Centricity:
Status
Description
NEW
IN PROGRESS - PRIMARY
APPROVED
APPROVE FAILED
BATCHED
FILED
Untouched visit (appointment on schedule)
Either a copay was entered or charges entered
Charges entered – visit passed CPS first edit
Charges entered – visit failed CPS first edit (reason on notes tab)
Claim is ready to be sent electronically
Claim was printed on paper. Assume it was mailed to insurance
carrier for adjudication.
Visit failed CPS second edit or clearinghouse or payor rejected
Claim was sent to the clearinghouse electronically
Claim was accepted electronically by the insurance payor for
adjudication
FILED REJECTED
SENT
FILED SUCCEEDED
IN-PROGRESS
SECONDARY
WAITING PATIENT
PAYMENT
COLLECTIONS
HOLD
VISIT OWNER QUEUE
Primary insurance carrier EOB received and claim is ready to be
prepped for secondary filing
Visit balance in patient responsibility
Visit balance in either patient or insurance responsibility and is in
the internal collections process
User manually put visit on hold (please include notes on the visit)
User manually assigned a visit owner. Check queue daily
Recommended
Days in Status
2
2
1
1
1
45 days from
last filed date
Work on daily
1
10-30 days
from last filed
date
Work on daily
Work on daily
Work on daily
Work on daily
Work on daily