Electronic Medical Records, EMR Software, Medical Billing, Practice Management Software – Fox Meadows Software, Ltd.

Encounter Manager Features - Encounter Manager is HIPAA compliant and supports all specialties in all states

Establishes Accountability 

• By logging in with a unique user name and password, the system will time and date stamp every user transaction such as appointment scheduling, charge entry, demographic entry, etc.
• End of day reports can be run for a single user or combined users. 
• The system tracks when users log off and log on by noting the time.
• Each user name can have specific security levels. 

Insurance

• Electronic filing of claims via internet
• NPI Compliant
• Verify Eligibility on-line
• Electronic Remittance (ERA) Posting
• Claims portal for on-line correction of claims, workflow, reports (i.e. top ten rejections)
• Claim edit report detects potentially faulty claims prior to submission to insurance carrier
• Supports primary, secondary, tertiary, automobile, worker’s compensation insurance and DME claims. 
• All Medicare, Medicaid, and Tricare regulations are supported for all 50 states. 
• Handles Capitation (per member per month report) and Managed Care Plans
• Supports the UB-04 claim form
• Insurance coverage uses effective and expiration date logic.
• Patient charges are saved with the appropriate insurance coverage on that date of service. 
• Supports HPSA ‘QB’ modifier logic
• Tracks how and when a claim was filed
• Can file claims selectively based on user criteria

Fee Schedules

• Unlimited fee schedules can be created. 
• Medicare allowable amounts for your region will be maintained by our support department at no cost
• There are several reports to run that will analyze financial results across the various fee schedules. 
• When allowable amounts are maintained you will be able to view your A/R at any time based on the allowable amounts. 

Reports

• Over 180 reports for tracking financial and patient information
• No closeouts
• Reports can be created for any date range at any time
• Reporting can be generated by location and by provider
• Numerous insurance carrier analysis reports that can be run by insurance carrier, procedure code, or procedure category
• You can choose between five accounts receivable reports
• “User Daily Balancing” report
• Ability to group procedure codes, insurance carries, and patients for reporting purposes
• Track NP and/or PA productivity
• Referring Provider Revenue analysis
• Any report that is run can be saved to preserve its original contents, or emailed as an attachment
• On-screen previewing
• See also Scheduler and Collections
• Custom Reporting - Encounter Manager is one of the few if not the only Practice Management Software application that gives you the ability to create custom reports with the base system. In most cases, you would have to purchase a third party software (and programmer) or an additional module.  Encounter Manager gives you the Expression Builder which enables you to compare and contrast any database at the same time.  For Example: Create a custom report for all patients with a diagnosis code of 250.00, female, have been seen in the last two years, are between the ages of 18-55, and have Aetna insurance.  The collection department can use this feature as well.  When the data is returned you can view the report on screen, print to paper, or send it to Microsoft Word for a mailout.

Scheduling

• Supports multiple providers, locations, equipment, and exam rooms
• Can view schedule on a PDA
• Each “column” has its own defined availability
• Schedule multiple patients per time slot
• Pre-Certification tracking
• Calendar assistant
• Unlimited space for notes
• Can view week, month and year at a glance (by provider and location)
• Find next available
• Look up history and future appointments for patients
• Automatic recalls for appointments based on services performed
• Various edits in place to prevent user error
• Schedulers can make sure referrals are valid using of Encounter Manager's referral tracking system.  They will be able to see if “good until” dates are expired, or visit limits have exceeded. 
• "Reason for appointment" codes can be created and color-coded. This can also default the duration of the appointment, and limit how many can be booked concurrently or daily. 
• Superbills are produced at no additional cost, eliminating the need for preprinted forms.
• Print Superbills for walk-ins, for entire day, and from the scheduler
• Pop-up warnings when scheduling – collections, patient warning, notes
• When rescheduling, the characteristics of the appointment when it was originally booked are preserved

Scheduler Reports

• Manage your no-shows, reschedules, and cancellations
• Make certain the demographics, coverage, and proper signatures are kept current by utilizing the demographic verification report.  This can be printed for everyone with an appointment or just patients with outdated signatures.  This is designed for the patient to review and make changes before they see the provider.
• Recalls can be printed on report for calling by the staff, can be exported to Microsoft Word for a mailout, or automatically calling with ReminderPro.
• Today’s appointments can be printed in summary or detail.

Demographics

• Multiple System Defaults to eliminate user errors and improve efficiency
• Pop-up help windows for data entry assistance and ease of learning
• Pop-up notes and alerts
• Email patient from demographic screen
• Attach digital picture of patient
• Supports “family billing” or individual accounts
• Captures various “above and beyond” demographic details such as: nickname, mobile phone, emergency contact, how did you hear about us, school, driver’s license number, referred to, etc.
• Can identify a guarantor for each account
• Assign billing codes to each account
• Designate primary and referring physicians

Charges

• Eliminate manual charge entry by utilizing Medinotes E.
• Procedure code cases (macros) to simplify charge entry
• Procedure code/diagnosis edits help eliminate coding mistakes and errors at charge entry
• Calculates patient responsibility for collections at time of service
• Modifier edits to ensure proper modifiers are being used
• Can enter multiple charges for multiple patients at one time
• Attach notes to charges

Payments

• Line item posting
• Payment transfer vs. deletion
• NSF tracking
• Post single or bulk payments
• Print receipt at time of visit
• ERA Posting - 90% reduction in insurance payment posting time

Collections

• Numerous collection reports available including summary and detailed; structured by insurance carrier and patient aging analysis
• Ability to create your own customized aging reports (user defined sorting)  and work them directly from the computer (no paper required)
• Automatically create collection notices based on severity of delinquency and utilize Microsoft Word ® to have them seamlessly print
• Collection efficiency report by user
• Ability to set up payment plan
• Print on-demand or batch statements directly out of Encounter Manager or send them electronically
• Aging amounts displayed are calculated in real time. 
• You control the general aging messages that appear on the statement. 
• You can customize an aging message for a particular patient.
• Supports single patient or batch statement processing.  Batch by patient group, doctor, or range of account numbers.  You can customize what line items print on statements.  For example, you can suppress line items where insurance is pending.
• Group insurance carriers for collections purposes

Microsoft Integration

• Financial or demographic data can be imported into Microsoft Excel for analysis and/or graphing.
• You should never have to type patient, insurance carrier, or referring provider demographics on a letter or label.  Let Encounter Manager and Microsoft Word ® take care of it. 
• Examples of mailouts or notifications Encounter Manager and Word will help streamline are: appointment notices, recalls, missed appointment notices, birthdays, new patient packet, letters to insurance companies and referring providers, collection letters, mail outs from custom reporting, and much more. 
• Email patients directly from Encounter Manager
• Invoke Internet Explorer from within the system

Standard Image / Document Management

• Scan insurance cards, driver’s license, EOB’s etc., directly into Encounter Manger
• Keep record of mail outs by saving them in the patient’s file in Encounter Manager
• Want to be paperless without using an EMR....please learn more about E-Scan

Additional Capabilities

• Lab integration - LabCorp and Quest
• Inventory control for tracking supplies that warns users when supplies are low and when to reorder
• Electronic notes that can be attached to patients, appointments, charges, and payments
• Customize the color appearance of the system by user
• Look to “what’s new” after an upgrade
• User Reminders