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PCS for Managers

PCS Manager

University of Miami Clinical Enterprise Technologies 2

About this Manual This IDX Training Manual is written to give you a step-by-step guide for your classroom training and a handy reference for your daily work. The list of features in this manual helps you use it more effectively.

Objectives and Summaries - The manual contains class lesson objectives which provide you with the overall goals you will achieve by the end of the course. The manual contains a summary for your review at the end of each lesson.

Practice Sessions - Most modules end with a practice session to help you practice the skills you learned in the lesson. Your instructor will be available to assist you if you need it during the exercises.

Keys - References to keys are presented in bold brackets, for example, <Enter>. Key combinations are referred to in the following format <F7><P>, this would mean to press the F7 key, then press the P key.

Special terms - Important terms or ideas introduced for the first time are presented in bold italic. Thereafter, the word or phrase appears as normal text.

Special Symbols - The manual provides symbols that have special meanings. Look at the samples below for an explanation of each symbol:

This symbol points out a note of additional information for the user.

This symbol calls your attention to a very important point, note, or warning.

This indicates a system short cut for a procedure or indicates options or terms supplied to the users as a reference aid.

The computer icon indicates it is time for an on-line exercise.

This is the symbol that data is being pulled from or checking data in a dictionary or table.

The hourglass icon denotes the end of a section or lesson.

This symbol indicates to write this information down for reference later in the class.

PCS Manager

3 University of Miami Clinical Enterprise Technologies

Use this Page for Notes

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Table of Contents Module 1 - Introduction..................................................................................................................5

Course Objectives.................................................................................................................................... 5

Introduction to PCS ................................................................................................................................ 6

Integration................................................................................................................................................ 7

Terminology............................................................................................................................................. 8

PCS Dictionaries.................................................................................................................................... 10

Signing into the PCS Application......................................................................................................... 11

PCS Manager Activities........................................................................................................................ 14

Module Summary.................................................................................................................................. 16

Practice Exercise.................................................................................................................................... 17

Module 2 - Create a PCS Workfile...............................................................................................19

Workfile Overview ................................................................................................................................ 19

Step-by-Step Process ............................................................................................................................. 20

Workfile Definition ............................................................................................................................... 21 Screen A ..............................................................................................................................................................23 Screen B...............................................................................................................................................................27 Screen C...............................................................................................................................................................32 Screen D ..............................................................................................................................................................35

Filing the Workfile Definition .............................................................................................................. 38

Editing the Workfile Definition............................................................................................................ 39

Inquiring into a Workfile Definition ................................................................................................... 40

Assigning Users to Workfiles................................................................................................................ 41 Assigning Users to a Workfile.............................................................................................................................42 Deleting Users from a Workfile ..........................................................................................................................43 Inquire into User/Workfile Assignments.............................................................................................................44 Reassigning Ownership of a Workfile.................................................................................................................45

Recompiling Workfiles......................................................................................................................... 46

Module 3 - Appendix.....................................................................................................................47

Function Keys ........................................................................................................................................ 48

Patient Lookups..................................................................................................................................... 50

Entering Dates ....................................................................................................................................... 51

Entering Time........................................................................................................................................ 51

PCS Manager


Module 1 - Introduction

Course Objectives

After completing this course, you will be able to:

understand PCS concepts

create the necessary PCS workfiles for your department

edit PCS workfiles

inquire into PCS workfiles

list PCS workfile items

assign collectors to PCS workfiles

process a workfile

interpret PCS reports

PCS Manager


Introduction to PCS

The IDX Paperless Collection System (PCS) is designed to help you track and follow-up on collectibles. PCS is a sub-system of the Billing & Accounts Receivable Application (BAR). Utilization of this application enhances organizational collections by letting you use your computer and Billing and Accounts Receivable (BAR) to efficiently manage your collection process. The dependency upon paper production for access to the detail within an account is eliminated, as this information is available on-line, and real time.

PCS accomplishes this by allowing you to set up collection criteria to create workfiles that contain accounts or invoices that require follow-up. You can then assign users to the workfiles who will access the data and work on-line to resolve the items in their workfile. The following steps are done:

Management establishes follow-up activity and procedures

Workfile definition is completed

Workfile is compiled to capture and sort items within the definition

Staff processes items within their assigned workfile using Action Codes to record activity

Reports are generated to review activity and balances

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Integration

The PCS Application is fully integrated with the Billing & Accounts Receivable Application (BAR), the Scheduling Application, the Managed Care Application (MCA), the Report Writer Application (DBMS) and the Security Plus Application. Integration is performed using PCS Action Codes that allow the user to perform:

Account Inquiry

Payment Posting

FSC Transfers

Claim/Statement Requests

Appointment Inquiry

Enrollment Inquiry

Referral Inquiry

Dictionary Inquiry

Form Letters

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Terminology

Below is a list of terms commonly used in the Paperless Collection System:

Term: Description:

BAR Acronym for the IDX Billing and Accounts Receivable (BAR) application. The BAR application allows you to register patients, enter charges, post payments, produce insurance claim forms and patient statements, and statistical and A/R reports.

PCS Manager The PCS Manager is the person in the department who determines which accounts will be worked and who will work them.

PCS Collector The PCS Collector(s) are the staff who actually work the patient accounts and insurance invoices for follow up purposes.

PCS Workfile A workfile is a compilation of all the accounts or invoices that meet the criteria in the system, determined by the PCS Manager, for which collection activity needs to be performed. The workfile definition is set up by the PCS Manager and then compiled off the current accounts receivables in the BAR application.

Item During the workfile compile, items are added to the workfile. Items are either invoices or patient accounts that met the criteria in the workfile definition. Invoice items will be insurance balances that will need to be worked by the originating department. Account items are self pay or statement balances that will be worked by the UMMG Patient Financial Services office.

Action Codes Action codes are used by collectors to process a workfile. Action codes specify what type of action the collector is taking on an account or an invoice.

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Term: Description:

Ticklers Ticklers are used by the collectors to remind themselves to follow up on an account for a specified amount of time in the future. Collectors can send themselves ticklers or be prompted for automatic ticklers based on certain action codes.

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PCS Dictionaries

IDX uses dictionaries in its applications to expedite data entry and ensure standardized data for reporting purposes.

Dictionary entries can be accessed by using the name, number or mnemonic of the entry. If you do not know any of these, you can also type a <?> to do a lookup to the entire dictionary.

The following is a list of dictionaries that are used in Paperless Collection System:

Dictionary: Description:

PCS User Parameters All collectors and billing managers need to be set up in the PCS User Parameters dictionary, #177, in order to access the PCS application.

PCS User Teams All collectors and billing managers will be assigned to a team. These teams will be loaded in dictionary #179. Each department will have their own collection team, including the Patient Financial Services department.

PCS Action Codes All action codes used by collectors for processing of a workfile need to be contained in the PCS Action Codes dictionary, #174. Action Codes are 2-3 character codes that specify some type of collection action. They record collector activity and can be used to produce daily or monthly reports.

Action Code Categories Similar action codes can be grouped under action code categories for reporting purposes. All Action Code Categories are defined in dictionary #173.

PCS Tickler Messages Some action codes will assign a tickler to prompt you to follow up on the item at a later time. You can add standard tickler messages in the Tickler Messages dictionary, #180. During the processing of a workfile, ticklers are assigned to items. The user has the option of choosing a standard tickler message from the dictionary or typing their own each time a tickler is used.

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Signing into the PCS Application

To access the Paperless Collection System application, select PCS from the application menu:

Press <Enter> after typing in the name or the number of the PCS application.

Your application menu may have different options than those shown above, depending upon your security access.

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The system will then branch you to the main PCS Function menu:

Type a <?> at the Select Function prompt and then press <Enter> to view the main PCS Function menu.

Your PCS function menu may have different options than those shown above, depending upon your security access.

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The following is a list of functions used in the Paperless Collection System application:

PCS Function: Description:

1-Manager Activities Restricted to PCS Managers or Billing Managers. Allows them to create and compile PCS workfile definitions.

2-Process A Workfile Used by collectors to process items in assigned workfiles. This is where all the collector activity is done.

3-PCS Reports Allows the IS department or Billing Managers to compile and print PCS daily and month end reports.

4-PCS Operations Restricted to the IS department.

5-List a Patient’s Workfiles Allows collectors to find out which workfiles a patient is assigned to.

13-PCS Dictionaries Allows those with security access to add, edit and/or inquire into PCS dictionaries.

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PCS Manager Activities

Function 1 from the PCS main function menu is Manager activities. This function contains all the necessary activities to define, compile and assign users to the PCS collector workfiles.

The following is a copy of the PCS Manager Activity menu:

Again, depending upon your security access, you may or may not have access to all the above manager activities.

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Each of the PCS Manager Activities is described in further detail in the table below:

PCS Activity: Description:

1-Create a Workfile This activity allows managers to define the specific collector workfiles.

2-Edit a Workfile’s Definition Allows managers to edit an existing workfile definition.

3-Delete a Workfile Restricted to IS. Allows IS staff to delete a particular PCS workfile.

4-Workfile Definition Inquiry Allows managers to inquire into their PCS workfile definitions.

5-Access to Workfiles This activity allows managers to access collector workfiles, even though they are not assigned to them. This activity works exactly like PCS Function 2-Process a Workfile.

10-Compile Workfiles This activity is restricted to the IS department. This activity allows IS to compile a PCS workfile.

20-User/Workfile Assignments This activity is used by managers to assign the workfiles to specific collectors. Collectors will not be able to access workfiles until they have been assigned to them.

25-No Activity Warning List Allows managers to view the No Activity Warning List. This report lets you know that some of the items in the workfiles have not been worked recently.

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Module Summary

The Paperless Collection System (PCS) is the application where all collection activity is performed. PCS virtually eliminates the need for paper by allowing collectors and managers to work accounts and invoices on-line.

PCS workfiles are defined by collection managers and then compiled off the accounts receivables database in the IDX Billing and Accounts Receivable application.

PCS integrates with many other IDX applications by allowing collectors the ability to inquire into managed care eligibility information, patient appointments, and invoice inquiry. Collectors also have the ability to access full payment posting for FSC transfers or adjustments.

Collectors use action codes in PCS to process their assigned workfiles. These action codes record collector activity for follow up purposes and reporting.

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Practice Exercise

1. What is the primary purpose of the PCS module?

2. What is the difference between the PCS manager and the PCS collector?

3. What function in PCS is used to set up a PCS workfile?

4. What function in PCS is used by collectors to work patient accounts and invoices?

5. What are PCS ticklers used for?

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Module 2 - Create a PCS Workfile

Workfile Overview

A workfile is a set of items that meet specified criteria. The PCS workfile is the system’s grouping of outstanding Billing and Accounts Receivable (BAR) accounts or invoices, for which collection activity needs to be performed.

For example, one workfile might contain all of department of Surgery’s invoices that are over 30 days old for all non-self pay FSCs. Another workfile would contain all of the self pay accounts that are at a dunning level of 2 or greater for a specific alpha range. The system is very flexible to how workfiles can be defined.

At UMMG, each department will be responsible for maintaining and working their own specific invoices, with the exception of self pay. All self pay receivables will be worked by the UMMG Patient Financial Services department.

The PCS application provides 3 types of workfiles:

The invoice workfile includes individual invoices from the BAR application. These invoices are usually in a third party payor FSC, i.e. Medicare, Medicaid, HMOs/PPOs, and Commercial Insurances.

The statement workfile contains an entire patient self pay or statement balance. This type of workfile will be defined, compiled and worked by the UMMG Patient Financial Services department.

The account workfile contains an entire patient account and is usually used in centralized billing offices to divide patient accounts alphabetically by collector to work both insurance and self pay invoices at the same time. At this time, we will not be using this type of workfile.

The type of workfile determines what type of items are compiled into the workfile: invoices, statements or patient accounts.

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Step-by-Step Process

Before collectors can begin to work outstanding receivables through the Paperless Collection System, the workfiles must be set up using the following procedure:

1. Managers create the workfile definition through PCS Function 1, Activity 1.

2. Workfiles are compiled. All items meeting the criteria of the workfile definition will enter the workfile at the time of the compile.

3. Workfiles need to be assigned to specific users or collectors through PCS Function 1, Activity 20.

4. Collectors process the items in their assigned workfiles through PCS Function 2.

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Workfile Definition

The first step in setting up a collector’s workfile is to define the criteria through PCS Function 1, Activity 1-Create a Workfile. This module will instruct you, field by field, on how to set up a PCS workfile definition. Before signing into the system, you should have your workfiles defined on paper.

The workfile definition is the specific criteria with which PCS searches the BAR database when collecting items to include in a workfile. The workfile definition specifies things such as: the aging of an item, the minimum balance of an item, or the FSC of an item.

PCS Manager


The system first prompts you to identify the workfile type. The departments will be using invoice type workfiles (#2) and the UMMG Patient Financial Services office will be using statement type workfiles (#1).

The system also asks you if you would like to copy the new definition from a previous workfile definition.

Next, there will be a series of 4 screens the system will branch you to in order to complete the workfile definition.

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Screen A The following is a copy of the Workfile Definition-Screen A:

The example used in this workfile definition is based on an invoice type workfile.

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All of the fields on Screen A are described in the following table:

Field: Description:

Workfile Type This field is already filled in with the workfile type you entered in the section above. The different PCS workfile types are: statement, invoice or account.

Workfile Name Enter a name for this workfile. The name can be up to 30 characters long. This is a required field.

Description Enter a brief description of this workfile. The description may be up to 30 characters long. This field should help identify the contents of the workfile.

Mnemonic Enter a 3 letter abbreviation for this workfile. This is a required field and may be used to access the workfile.

Item Ownership Workfile ownership describes who can access the items within a workfile. Item ownership also determines who gets credit on month end reports for processing the items in a workfile.

There are 3 options:

Shared ownership allows any collector assigned to the workfile to work with any item in the workfile. On month end reports, the person who last accessed the item receives credit for the item’s activity.

First Access assigns ownership to the collector who first accesses the item. The collector who works with the item first, owns the item and no other collector may work with it.

Assigned Ranges allows you to assign a specific sequential range of items within a workfile to each collector. This method is usually used with alphabetical ranges.

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Field: Description:

Auto Delete Answering yes to this option will automatically delete items in a workfile if the item’s balance drops to zero. The system deletes the item when you attempt to access it, unless you accessed the item with the JUMP or ADD commands, or the item’s status is unfinished.

Auto Compile Answering yes to this field will branch you to the auto compile screen, discussed later. The auto compile feature tells the system to compile the workfile on a regular basis. The system performs the auto compile during PCS night jobs.

Add Invoices You may set up the workfile so that your collectors can add new items to it as they work with it. You may also include a password collectors must use in order to add items.

Password This field is optional. Enter a password the collector must use in order to add items to this workfile.

Delete Invoices You may set up the workfile so that your collectors can delete items from their workfile.

Password This field is optional. Enter a password the collector must use in order to delete items from this workfile.

Transfer Invoices You may also set up the workfile so that your collectors can transfer items out of the workfile to another collector’s or manager’s workfile.

Password This field is optional. Enter a password the collector must use in order to transfer an item to another workfile.

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Field: Description:

Last Compiled This field is a display only field that will show the date when the workfile was last compiled. This field only displays during the edit workfile activity.

Workfile Access Form The form to use for accessing a workfile is called APAS. The form name will default here.

Use Report Writer query Enter the name of a report writer query to include in the workfile. A report writer query is used to include data that cannot be identified through the workfile definition screens. For example, if you wanted to compile a workfile of invoices by facility, you would have to create a query first. Only the IS department will have access to creating report writer queries.

Continue compile after inclusion of query data?

Answering yes to this field will allow the compile to gather data included in both the report writer query, as well as the workfile definition. Answering no to this field will include only the data found in the report writer query.

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Screen B The following is a copy of the Workfile Definition-Screen B:

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All of the fields on Screen B are described in the following table:

Field: Description:

Minimum Invoice Balance Enter the minimum balance an invoice must have in order to be included in an invoice-type workfile.

If you do not enter a minimum balance, the system will include all invoice that meet the other workfile definition criteria, regardless of their invoice balance.

Maximum Invoice Balance Enter the maximum balance an invoice cannot exceed in order to be included in an invoice-type workfile.

If you do not enter a maximum invoice balance, the system includes all invoices that meet the other workfile definition criteria, regardless of their invoice balance.

If you are compiling a credit balance invoice workfile, enter 0.00 here. The system will not, however, include $0.00 balance invoices during a compile.

Aging Enter 1 to calculate an item’s aging from the date the invoice was created, or 2 to calculate an item’s aging from the date the item was transferred to the current FSC.

Minimum Age Enter the minimum number of days that an item must meet before it can be included in this workfile. The age of an item is calculated in number of days since the invoice creation date or the FSC transfer date, whichever is specified in the previous field.

If you don’t specify a minimum, the system includes all items that meet the other workfile definition criteria, regardless of their age.

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Field: Description:

Maximum Age Enter the maximum number of days that an item must meet before it can be included in this workfile. The age of an item is calculated in number of days since the invoice creation date or the FSC transfer date, whichever is specified in the Aging field above.

If you don’t specify a maximum, the system includes all items that meet the other workfile definition criteria, regardless of their age.

Min Days Since Service Date Enter the minimum number of days that must pass from the last service date for the invoice to be selected for this workfile.

Max Days Since Service Date Enter the maximum number of days since the service date for the invoice to be included in this workfile.

Min Days Since Spec’d Paycd Enter the minimum number of days that must pass from the last posting of a specified paycode in order for an invoice to be included in this workfile.

You specify valid paycodes on the third screen of the workfile definition in the INCLUDE Paycodes field.

Max Days Since Spec’d Paycd Enter the maximum number of days since the specified paycode was used in order for an invoice to be included in this workfile.

You specify valid paycodes on the third screen of the workfile definition in the INCLUDE Paycodes field.

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Field: Description:

Maximum Write Off Enter the maximum dollar amount that can be written off an item in this workfile.

When performing a write-off from this workfile, the system will also check the maximum allowable write-off amount of the action code and the collector. The system will apply whichever of the three allowable write-off amounts is the lowest.

Maximum Col Referral Enter the maximum dollar amount of an item that can be referred to collections. This is a required field, however, it should only be used for statement workfiles. Enter 0.00 here.

Major Sort Criteria Enter the primary sort parameter for this workfile. Invoice type workfiles can be sorted using one of the following methods:

1 or PATIENT to sort by patient name

2 or INVOICE to sort by invoice balance due

3 or MRN to sort by patient UMMG account number (or MRN)

4 or AGE to sort by age of oldest invoice

5 or FSC to sort by FSC

6 or INSURANCE to sort by insurance company name

7 or SERVICE to sort by service date

Minor Sort Criteria Using the above options, you may enter a secondary sort parameter for items in this workfile.

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Field: Description:

Start Pat Name Range Enter the patient’s last name or the letters with which to start selecting items to be included in this workfile.

When PCS searches through the database to compile the workfile, you can tell it to include only accounts and invoices for patients whose names fall within a specific alphabetical range.

If you don’t specify a start or end range, the system includes all patients, regardless of what letter their last name begins with.

End Pat Name Range Enter the patient’s last name or the letters with which to end selecting items to be included in this workfile.

If nothing is entered, the compile will end with the last entry in the patient database.

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Screen C This screen allows you to include specific paycodes, FSCs, groups, divisions, billing areas, providers and/or locations. When you choose to include an entry, only that entry will be included in the workfile.

You may also change the INCLUDE field to EXCLUDE by simply typing over the word INCLUDE. When you choose to exclude an entry, all other entries will be included except that one. The EXCLUDE feature works with all but the paycodes field on the C screen.

The following is a copy of the Workfile Definition-Screen C:

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All of the fields on Screen C are described in the following table:

Field: Description:

Paycodes Enter a valid payment code from the Payment Codes dictionary, #2. When you enter a payment code here, you are telling the system to include only those invoices which contain this paycode. This field repeats so you can include multiple paycodes in this workfile definition.

The INCLUDE Paycodes field works in conjunction with the Min Days Since Spec’d Paycd and Max Days Since Spec’d Paycd fields on Screen B. The system first checks the paycodes in this field and then checks if there is any aging criteria to apply to the paycodes.

You cannot EXCLUDE paycodes.

FSCs Enter a valid Financial Status Classification (FSC) from the FSC dictionary, #19. When you enter a FSC here, you are telling the system to include only those invoices which are currently in this FSC.

This field repeats so you can include multiple FSCs in this workfile definition.

It is important to EXCLUDE self pay FSCs, since the UMMG Patient Financial Services office will be working the self pay accounts. The self pay FSCs are contained in the 1-20 range.

Groups Enter the BAR group which should be searched when compiling the workfile.

If nothing is entered here, the system assumes all BAR groups are eligible for inclusion in the workfile.

Most everyone should be including Group 3 only.

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Field: Description:

Divisions Enter the division name from dictionary #102 to include in the workfile.

If nothing is entered here, the system assumes all divisions are eligible for the compile.

Billing Areas Enter the billing areas to include in the workfile from dictionary #202.

If no billing areas are entered, the system assumes all billing areas are eligible.

Providers Enter the providers to include in the workfile from dictionary #3.

If no providers are entered, the system assumes all providers are eligible.

Locations Enter the locations to include in the workfile from dictionary #100.

If no locations are entered, the system assumes all locations are eligible.

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Screen D The system will only branch you to Screen D if you chose YES to the Auto Compile field on Screen A. From this screen you select how often and under what conditions the system should automatically compile the workfile.

The following is a copy of the Workfile Definition-Screen D:

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All of the fields on Screen D are described in the following table:

Field: Description:

Compile how often Enter how often the automatic compile should be run:

n-a number of weeks since the last compile

m-monthly

c-after PCS close books

On which day of the week Enter the day of the week on which the compile should automatically start, i.e. Monday, Tuesday, Wednesday, etc.

The workfile will automatically compile the first time night jobs is run on the day of the week you enter here, assuming the Compile how often criteria has been met.

Before conducting an automatic compile, the system determines if a manual compile has been run within the last seven days. If a manual compile has been run, the system will skip the autocompile for that week.

Should UNFINISHED items automatically be included?

Compiling the workfile overwrites the current version of the workfile and creates a new one. You may, however, tell the system to keep all unfinished items and automatically include them in the new version of the workfile.

Answer YES to include an unfinished item in this workfile, regardless of whether or not the item still meets the workfile definition.

Answer NO to indicate that unfinished items must meet the workfile definition to be included again.

Should items ON HOLD automatically be included?

Answer YES to include ON HOLD items in the workfile, regardless of whether or not the item still meets the workfile definition.

Answer NO to indicate that ON HOLD items must meet the workfile definition in order to be included again.

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Field: Description:

Should accounts already in another workfile be allowed?

If you have more than one workfile, the same account might qualify for several of them. You can tell the system to include an account in this workfile only if it does not already belong to another workfile.

Answer YES to indicate that an account may be included in this workfile even though it may already be included in another workfile.

Answer NO here to prevent an account from being in more than one workfile at the same time.

Should invoices already in another workfile be allowed?

If you have more than one workfile, the same invoice might also qualify for several of them. You can tell the system to include an invoice in this workfile only if it does not already belong to another workfile.

Answer YES to indicate that an invoice may be included in this workfile even though it may already be included in another workfile.

Answer NO to prevent invoices in other workfiles from being included in this workfile.

Should Report Writer query be automatically rerun?

A response to this prompt is only necessary if the workfile definition is based on a report writer query.

If you have based the workfile on a report writer query, you may tell the system to automatically run the query before running the compile. This will ensure that the workfile always has the most recent data available.

Allow Inquiry/Access into which groups?

Enter the group numbers which you want to allow a collector to inquire into during processing of the workfile.

Enter ALL or press <Enter> to allow collectors to inquire into all groups.

If you enter a list of groups in the INCLUDE Groups field on screen C, you must allow access to inquire into all groups here.

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Filing the Workfile Definition

Once all the screens have been completed, you need to file the workfile definition by pressing <F10>. The system will then assign workfile number. Workfiles can also be accessed using the workfile number.

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Editing the Workfile Definition

Workfile definitions can always be edited and updated using the PCS Manager Activity, #2-Edit a Workfile’s Definition. The system presents you with the same four screens and allows you to edit the current values in each field.

The only thing in a PCS workfile definition that cannot be edited is the workfile type. If you want to change the workfile type, you will need to create a new workfile through activity 1-Create a Workfile.

Once you have made the change to the workfile, you need to file the change by pressing <F10>. If the definition has changed, the workfile will also need to be recompiled.

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Inquiring into a Workfile Definition

Once a workfile has been created and the definition saved, you can view the definition through PCS manager activity #4 - Workfile Definition Inquiry. You may view a workfile definition at any time.

This is an inquiry only activity, therefore, you cannot change any of the workfile definition information using this activity.

Use the <Page Up> and <Page Down> keys to view the different screens of the workfile definition.

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Assigning Users to Workfiles

Once a workfile has been created, you can now assign the collectors to it. Keep in mind that the compile still has to run before there will be any invoices in the workfile to actually work.

User/Workfile Assignments are performed through PCS Manager activity #20.

Workfile assignments determine which collectors can process specific workfiles.

There are four sub-activities under the User/Workfile Assignment activity:

Assign users to a workfile

Delete users from a workfile

Inquire into assignments

Reassign assignments

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Assigning Users to a Workfile This activity allows you to:

Assign users to a workfile, or

Assign workfiles to users

Only those users assigned to a workfile can process items in that workfile.

Field: Description:

Set Assignments

1) by user

2) by workfile

Enter 1 to assign a user or collector to a workfile. The system will then prompt you for the username and the workfile number.

Enter 2 to assign a workfile to a user. The system then displays the workfile number and then asks you for the username.

If the selected workfile has an Assigned Range type of item ownership, the system will also prompt you for the first and last value in the major and minor sort criteria.

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Deleting Users from a Workfile This activity allows you to delete a user’s workfile assignment.

Field: Description:

Enter User Enter the username or collector for whom you want to delete a workfile assignment.

Workfile to be de-assigned Enter the number of the workfile from which you want to delete the user assignment. The system removes the user from this workfile and the user can no longer access this workfile.

The Enter User prompt reappears so that you may delete another users workfile assignment. Enter another username or press <Enter> to return to the Assignment activity prompt.

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Inquire into User/Workfile Assignments This activity allows you to inquire into workfile assignments. This activity enables you to:

inquire by user mnemonic, or

inquire by workfile number

If you choose to inquire by user, the system presents a list of all the workfiles to which the user has been assigned.

If you choose to inquire by workfile number, the system presents a list of all users who are assigned to this workfile.

Field: Description:

Inquire

1) by user

2) by workfile

Enter 1 to inquire about a user’s assignments. The system will then prompt you for the username.

Enter 2 to inquire into a workfile’s assigned users. The system then prompts you for the workfile number.

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Reassigning Ownership of a Workfile This activity lets you transfer workfile assignments from one user to another.

Reassigning workfiles is a three part procedure:

1. Select the user whose workfile assignment you want to transfer.

2. Select the workfile from which the assignment is being changed.

3. Select the new user to whom to assign the workfile.

If you want to change a user’s assignment without reassigning the workfile to another user, you should use the Delete User From Workfile activity instead. The Reassign Ownership of a Workfile activity is reserved for transferring workfile assignments.

PCS Manager


Compiling PCS Workfiles (F1/A10/A1) The following compile and recompile messages now appear as message boxes instead of in a scrolling format: Final check: Are you ready to process now?

This version will also allow the designated PCS Managers to compile workfiles in the background, thus freeing up the terminal. To do so, take the following steps:

At “Do You want to queue this activity?” Answer No Answer Yes at the Final: Are you ready to process now? Box

A new message appears, giving the user the option of running the compile in the background. Answer Yes to run the compile in the background

PCS Manager


Module 3 - Appendix

PCS Manager


Function Keys

Function Keys when using a PC (Personal Computer)

Fixed Screen Functions (most fields)

Action Description <F7> <C> Deletes field group <F7> <P> Enables user to choose another screen/page <Enter> Enters data and moves cursor to next logical field <F7> <Q> Exits form without filing data <F10> Files data and exits form (O-kay) <F7> <> Moves cursor to last filed on a page or group <> Moves cursor to previous filed on page <F8> Toggles insert mode; enables user to insert text

Generic Key Functions

Action Description <Insert> Copies a column in the custom report formatter [Insert] <F4> Deletes character at cursor [Erase Char] <F1> Deletes content of current field [Erase Field] <Shift-F3> Displays function keys [More Keys] <Shift-F5> Displays help message [Help] <Shift-F2> Displays list of options [List] <Tab> or <> Jumps to next field on page <Page Down> Jumps to next page in a form or next screen of items in a selector

list [Next Page] <Page Up> Jumps to previous page in a form or previous screen of items in a

selector list [Prev Page] <F7> <> Moves cursor to first field on a page of group [First Field] <Shift-F4> Moves cursor to next major field on screen [Major] <HOME> Moves highlight bar to an item in a selector list [Find] <Shift-F11> Redraws garbles screen [Refresh Screen] <F2> Restores current field [Restore Field] <End> Selects an item in a selector list [Select] <Shift-F6> Selects and files an item in a selector list [Do]

Miscellaneous Key Functions

Action Description <=> Brings up the last provider you were working with <T> Inserts today’s date <T> - / + number of days

Inserts today’s date plus or minus number of days

PCS Manager


Scrolling Prompt Functions

Action Description DEL Delete contents of current field ? Displays a list of options GO field number Enables user to jump to other fields in form <Enter> Enters data and moves cursor to next logical field STOP Exits from without filing data

Word Processing Functions

Action Description <F7> <J> Connect current line and next line <F4> Delete character at cursor [Erase Char] <F1> Delete current line [Erase Line] <F3> Delete to end of next word [Erase Word] <F7> <Q> Exit form without filing data <F10> Finish editing and jump to next field inform <F9> Insert blank line above cursor <F7> <=> Jump to beginning of line <F7> <-> Jump to end of line <F7> <> Move cursor to last field on a page or group <F7> <> Scroll back length of field <F7> <H> Scroll to first line of field <F7> <E> Scroll to last line of field <F7> <C> Search again for same text <F7> <S> <F7> <S> Search for specified text <F7> <L> Show number of lines in field <Tab> Space to next tab position <F7><B> Split line at cursor <Enter> Start new line of text <F8> Toggle insert mode; enables users to insert text

PCS Manager


Patient Lookups

The table below outlines the methods which may be used to retrieve a patient at any Patient: prompt:

Patient Lookups

LOOKUP FORMAT EXAMPLE

Patient’s Full Name Last Name,First Name Doe,John

Patient’s Last Name Last Name Doe

Partial Name First few letters of the patients first and last name

Do,Jo

Partial Name;DOB First few letters of the patient’s last name, first few letters of the patient’s first name, a semicolon and the year of birth

Do,Jo;70

Partial Name;DOB;Sex First few letters of the patient’s last name, first few letters of the patient’s first name, a semicolon and the year of birth, semicolon, and sex

DO,JO;70;M

Partial Name;;Sex First few letters of the patient’s last name, first few letters of the patient’s first name, two semicolons, and sex

DO;;M

Social Security S followed by the patient’s social security number

S123456789

UMMG Account Number M followed by the patients account number

M9876543

Alias The name entered at the AKA prompt DOE,JUAN

Soundex First few letters of the patient's last and followed by a ?

DOW,JON?

Recall last displayed patient

R R

Invoice Number I followed by the invoice number I101342

PCS Manager


Entering Dates

The system accepts dates entered in any one of the following formats. The table below outlines the methods used to enter a date.

Ways to Enter the Date

Symbol Definition/Example

MM/DD/YY 02/01/96

MM/D/YY 02/1/96

MM.DD.YY 02.01.96

MM-DD-YY 02-01-96

T Today’s date

T-n Where “n” is a number of days in the past Example: T-7 = today minus 7 days

T+n Where “n” is number of days in the future Example: T+7 = today plus 7 days

Entering Time

Enter time into the system in any one of the following formats:

Ways to Enter the Time

Symbol Definition/Example

HH:MMAM 8:00AM

HHAM 8AM

HH:MMPM 3:00PM

HHPM 6PM

Military Time 1300

N If entering data at 11:01am - 11:01am will be the recorded time

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