Occasionally, you will need to change the date on a line item of the invoice without changing the entire invoice.
To reveal the line item dates of an invoice:
Click on the double triangle symbol above the CPT Code field to shift the line items.
The dates on the invoice will them appear.
You may then modify the dates on the line items as needed.
The Receivables Activity report gives you a snap shot of your current receivables – basically, how much money is outstanding at any given point in time. Invoices increase your receivables, and payments and adjustments decrease your receivables.
When you backdate an invoice, payment, or adjustment, you are actually affecting the receivables for that date in the past. Many security issues are related to staff being able to pre-date payments or adjustments far enough in the past to make them invisible to the practice owners.
In an effort to clean up your receivables and secure your practice, KIP is now limited to how far back you can date an invoice, payment, or adjustment. The default maximum number of days KIP allows is 45. This number is not modifiable by the end user at any password level.
What this means is, you must enter all your invoices into KIP within 45 days of when the patient was treated, and you must enter all payments into KIP within 45 days of when the money was deposited into the bank.
As you can see, these dates are quite reasonable, since many insurance companies now require that all claims be submitted within 90 days of the date of service.
By instituting these parameters, we have already uncovered improper accounting practices in several facilities. The offices are now more secure from payment tampering, and receivables numbers are now accurate and reliable.
Is KIP Deluxe 10.3 compatible with Mac OS 10.5 (Leopard)?
KIP Deluxe version 10.3 is written with 4D 2003.
The official statement by 4D is that 4D 2003 will not be supported with Mac OS 10.5 (Leopard) and they do not recommend upgrading to Mac OS 10.5 if you are using 4D 2003.
However, it seems that 4D 2003 users are currently using Mac OS 10.5 without problems.
4D is supporting 4D 2004 and 4D v11 SQL compatibility with Mac OS 10.5, and KIP Deluxe will move to 4D v11 SQL sometime this year.
We understand that new Apple computers will be shipped using Mac OS 10.5, so if it becomes necessary to use Mac OS 10.5, we expect that using KIP Deluxe should not be a problem.
In the meantime, we recommend staying with Mac OS versions earlier than 10.5 until you upgrade to KIP Deluxe versions created using 4D v11 SQL.
This brings up the question:
Why are we using 4D 2003 and not 4D 2004 (or 4D v11 SQL)?
Our users are medical practices and businesses that require the most stable versions of software possible. 4D releases updates and patches of their software continually to improve stability. The most stable version of 4D is the one they are no longer updating. With the recent release of 4D v11 SQL, 4D 2004 has just reached this level of stability, and we will therefore be moving a newer version of 4D shortly.
Initial releases of 4D v11 SQL have already proven to be extremely fast and stable enough to use in a critical business environment. Once 4D Server v11 SQL is released, expect us to move to that version.
Adjusting HCFA form printing (version 10.3.40):
KIP has moved to a more flexible alignment of the HCFA claim form. The latest version of KIP now adjusts printing of each claim form horizontally and vertically. In addition, parts of the claim form can now be adjusted.
This adjustment process now allows the most flexibility when printing your claim forms.
As you can see from this view of the HCFA preferences, the entire form can be adjusted horizontally and vertically, as well as portions of the form.
If you have forms that print with the line items slightly off but the top and bottom of the forms print fine, you may now adjust the form so that all fields print to your exact specifications.
Many times users wish to sort lists such as the Ledger or Tickler file to get more insight as to which invoices require attention first. The most intuitive way to sort a list is to click on the column header above the items.
You will notice which lists can be sorted this way by the presence of an arrow (
) next to one of the column headers.
For example, when you go to the Ledger of a patient, an arrow () is next to the header “Type.” This means that the ledger is sorted on that column. Click on the header “Charges” and the ledger with be sorted by the Charges column and the arrow now moves to that column.
Whenever a list has an arrow () present, it may be sorted on any column in that list.
So the next time you think you might like the ledger or tickler file sorted a different way, look to the column headers and just click.
Re: KIP 10.3.36
Co-management claims require you to attach the date you assumed care of the patient to each claim.
An example of this type of claim would be an optometrist who begins caring for a patient who had a surgical procedure by an ophthalmologist.
If you send the claims electronically, you will need to add the Date Assumed Care to your claim.
To enter the DATE ASSUMED CARE, open the invoice entry screen and click the SUPPLEMENTAL DATA tab. You will see the field COMGT CLAIMS: DATE ASSUMED CARE field.
Be sure to click OK to save the invoice after entering this date.
Paper claims require this data to be entered in BOX 19 of the CMS-1500 claim form.
It seems that Medicare and the private insurance carriers have been changing their requirements as the year progresses, and so KIP has gone through some changes as well.
1) Three modifier codes appearing on invoices.
2) Line Item Report sorted by zip code.
This was added because of new competitive bidding requirements placed on our DME providers. This gives you the ability to show how many of each item was dispensed in each geographic area.
3) The ability to HIDE invoice lines when printing CMS-1500 forms and sending claims electronically.
If you frequently enter invoices with items billed to insurance and patients for a single date of service, you may enter them on a single invoice and “hide” the patient billed items from the insurance billing. This feature, however, does not add the hidden items to the “patient balance” until the invoice is marked as “billed to patient.”
If you wish the patient to receive bills immediately for patient responsibility items, you should still create a separate invoice for the patient billed amount.
4) CMS-1500 Box 32 now prints on every claim no matter how you enter the treatment location name.
5) UPIN numbers and NPI numbers appear on all claims.
The NPI number was originally meant to replace the UPIN number. Now, however, both numbers are required on all claims and therefore are printed.
* * * * *
As you can see, many more changes are required when printing the claim forms than when sending the claims electronically. If you haven’t moved to electronic claim submission, you may save some headaches down the road by using this method of billing.
We have also been informed that Medicare is requiring all new providers to receive payments via electronic fund transfer and intends to delay payments to providers who do not accept this method of payment. You may wish to consider registering for Electronic Fund Transfer for faster payments.
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