Record Center Overview

When tasks are completed in the Work Center, a record of each completed task is created and stored in the Record Center. Additionally, documents received by the payer, such as ERAs (Remits) and manually uploaded documents, are also stored in the Record Center. Let's review this section of the RCM together!

Documents

The Documents section of the Record Center is divided into four subtabs, each categorizing documents: Insurance Payer Documents, Practice Documents, Organization Documents, and Managing Organization Documents.

• Documents relating to enrollments, contracts, or any other payer-related document can be uploaded and stored under this subtab. This area offers users four filters to refine their search and a streamlined workflow for uploading documents. Let's review how to add an insurance payer document!
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    1. Click Add Payer File.
       
    2. Update the Organization and Practice drop-downs when applicable.
    3. Next, update the Payer drop-down to associate the payer with the document.
       
    4. Select the document type and click Choose File.
       
    5. After the file is uploaded, click Create to complete the process.
       
• Documents related to contracts, specific providers, or other practice-level features are stored in this section. Let's review how to upload practice documents!
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    1. Click Add Practice File.
       
    2. Update the Organization and Practice drop-downs when applicable.
       
    3. Select the document type and click Choose File.
       
    4. After the file is uploaded, click Create to complete the process.
       
• Organization-related documents can be uploaded and stored under this subtab. This area offers users three filters to refine their search and a streamlined workflow for uploading documents. Let's review how to add a managing organization document!
  •  
    1. Click Add Payer File.
       
    2. Update the Organization drop-down when applicable.
    3. Select the document type and click Choose File.
       
    4. After the file is uploaded, click Create to complete the process.
       
• When a report is run at the Managing Organization level, a copy of the report will be created and stored within this subtab. Users can view a copy of the report in this section by clicking Download.
  

VOB

The VOB tab stores records of each eligibility check, as well as eligibility checks that were performed in batches.

• The Eligibility History subtab offers users five filters to search and refine eligibility information on a per-patient basis. In this section, users can view information such as the patient's name, the payer's name, and the overall result. Additionally, users can click the View Eligibility quick link to view the eligibility response without needing to navigate further.
  
• For organizations that utilize the batch eligibility feature, records of each batch run are held in this subtab. Each batch is assigned a batch (control) number and, when clicked into, displays information such as how many patients were included in the batch, the patient's name, the overall result, and the quick link to view each eligibility response without needing to navigate further. 
   

Insurance Claims

All claims created and submitted from the Work Center will be stored under this tab of the Record Center. The claims are then categorized into three subtabs: Claims, Claim Instance Deviations, and Batches. Let's review each subtab together!

• This subtab displays all submitted (or marked as submitted) claims within the established date range. In this area, users can view the details of the claim by clicking the claim hyperlink and update the payer status. For instructions on updating the payer status on a claim, click here. 
  
• This subtab displays all claims where a correction (or resubmission) was ignored, created, and/or submitted.
  
• The Batches subtab displays all batches of claims submitted (or marked as submitted) from the Work Center. In this area, users can view information about the submission status of the batch, the number of professional and/or institutional claims submitted, and the total charges for each batch. Clicking on the Control Number quick link will open the batch, where you can view EDI information as well as details about each claim that comprises the batch.
  

Insurance Payments

The Insurance Payments tab in the Record Center contains records of all insurance payments entered into the RCM. Users can view payment information by check, individual payment, and provider-level adjustments. Let's review this section together!

• The Payment Collections subtab houses records of payer-issued checks through remits. A collection is created for each check received, and individual payments are applied to the corresponding claims based on the information provided in the remittance sent by the payer. In this section, users can utilize six filters to refine results and quick links to view the details of the collection, the associated EOBs, and even collect payments using an insurance credit card.
  
• The Payments subtab provides users with a comprehensive view of each payment in the RCM. Here, users can click on the ICN hyperlink to view the payment details, associated VOBs, and review the claim details.
  
• When a provider-level adjustment has been created within a payment collection, a record of the adjustment will be stored here. From this area, users can utilize the Adjustment quicklink to view the details of the adjustment, as well as the Check Number quicklink to view the collection details of the check.
  

Patient Billing

For Organizations that utilize the Patient Billing module, the Record Center features an additional tab that stores information related to patient billables, patient payments, and patient statements. Let's review this area together!

• The Statements subtab contains records of statements generated within the established period. Here, users can see information contained within the statement, such as the total charges, how much that patient has paid toward the balance, and any remaining balance due. Additionally, clicking on the Statement # hyperlink allows users to view the statement details, as well as the PDF sent to the patient.
  
• Once a patient billable has been created and approved, a record of it will be created under The Patient Billables subtab of the Record Center. This area provides a broad overview of approved patient billables and includes information such as the approval date, the source of the billable, and the total amount of the billable.
  
• The Patient Billable Instance Deviations subtab displays a record of approved patient billables that we created or voided from an existing patient billable. Here, users can view the patient's name, type of deviation, and their current status.
• The Patient Payments subtab displays records of any patient payments made, regardless of the method used. Here, users can view information such as the method of payment used, the action taken, and access email receipts through the use of quick links.