NextGen® Practice Management

Accounts and Patient Records Guide

Version 5.8
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In as much as possible, default procedures in this guide were developed using the most current Microsoft
operating system and most current Microsoft server operating system. When required, procedures in this
guide were developed based on the Microsoft Windows 7 operating system and/or Windows Server 2008
and SQL Server 2008, unless otherwise noted. Screen shots in this document were primarily developed
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Notice:
The following are all registered trademarks or trademarks of NextGen Healthcare Information Systems,
LLC:
 NextGen® Ambulatory EHR NextGen® Dashboard NextGen® EHR Connect
Insight Reporting™ NextGen® HIE NextGen® HQM
NextGen® KBM NextGen® Mobile NextGen® Patient Portal
NextPen® NextGen® Appointment NextGen® Billing Services
Scheduling Management
NextGen® CHC Reporting NextGen® Document NextGen® Optical
Module Management Management
NextGen® Population Health NextGen® Practice NextGen® Real Time
Management Services
NextGen® Remote Patient
Chart Synchronization

The following terms may be used interchangeably throughout this document:

NextGen Ambulatory EHR and NextGen EHR
NextGen Practice Management and NextGen EPM
NextGen Optical Management and NextGen Optik
NextGen Document Management and NextGen ICS
NextGen Patient Portal and NextMD
NextGen Remote Patient Chart Synchronization and NextGen PatientSync
NextGen Real Time Services and NextGen Real-time Transaction Server
NextGen CHS and NextGen HIE
Document Revision History
App Build Author* Date Document Summary of
Version Number Version Changes^
5.8 5.8.104 Steven 9/16/2013 2.0 General
Release
5.8 5.8.0.99 Steven 8/1/2013 1.0 Initial Release
 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

Contents
Chapter 1 Introduction 9
About This Guide ........................................................................................................................ 9
Assumptions ................................................................................................................................ 9
Logging on to the NextGen Applications ................................................................................... 9

Chapter 2 Patient Chart 13

Patient Chart Lookup ................................................................................................................ 13
Creating a Patient Chart ............................................................................................................ 15
Setting Default Physicians for a Patient on the Patient Information Dialog Box ................. 17
Patient Status ......................................................................................................................... 19
Changing a Person's Address ................................................................................................ 19
Automatically Updating Patient Addresses ..................................................................... 20
Patient Information - Demographics Tab .................................................................................. 22
Modifying Patient Information from the Chart ..................................................................... 22
Adding a Patient Photo to the Chart ...................................................................................... 23
Printing the Patient Photo ................................................................................................ 24
Patient Information - Relationship/Contact/Guarantor Tab .................................................. 24
Adding Patient Relationships ........................................................................................... 25
Adding a Person as Guarantor ......................................................................................... 28
Adding an Employer as Guarantor................................................................................... 29
Changing the Patient Guarantor ....................................................................................... 31
Patient Information - Chart Details Tab ................................................................................ 32
Setting Default Physician and Medical Information for a Patient in the Chart ............... 32
Exempting a Patient from Outsourcing ............................................................................ 33
Maintaining Privacy Notices ............................................................................................ 34
Setting Patient Co-Manage Information .......................................................................... 35
Recording Patient Marketing Plan Information ............................................................... 36
Patient Information - Provider Tab ....................................................................................... 37
Modifying Provider Information from the Patient Chart ................................................. 37
Patient Information - Case Management Tab ....................................................................... 39
Adding or Modifying Patient Cases from the within Patient Chart ................................. 39
Deleting, Copying or Printing a Patient Case .................................................................. 40
Patient Information - Rental Information Tab....................................................................... 41
Financial Tab ............................................................................................................................. 42
Filtering Financial Information in the Chart ......................................................................... 44
Clinical History/Notes Tab........................................................................................................ 45
Adding Chart Notes ............................................................................................................... 46
Creating a Quicknote ............................................................................................................. 46
Sealing Notes ................................................................................................................... 47
Unsealing Notes ............................................................................................................... 48
Encounters - General Tab .......................................................................................................... 49
Viewing Encounter Diagnoses .............................................................................................. 50

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Viewing Diagnosis Mapping ........................................................................................... 51

Encounters - Insurance Tab ................................................................................................... 52
Adding Insurance to an Encounter in NextGen Practice Management ........................... 52
Setting Up and Maintaining Insurance............................................................................. 53
Adding Dental Appliance Information to Patient Insurance ............................................ 55
Overriding a Policy Number and Co-Pay ........................................................................ 55
Adding Insurance Verification Information ..................................................................... 56
Adding Authorizations ..................................................................................................... 57
Adding Referral Information ........................................................................................... 58
Adding Benefit Information to Insurance ........................................................................ 59
Viewing and Editing Benefit Financial Information........................................................ 59
Determining Where the Co-Pay is Pulled From .............................................................. 61
Scanning Patient Insurance Cards .................................................................................... 62
Viewing Patient Eligibility Information .......................................................................... 62
Encounters - Transactions Tab .............................................................................................. 63
Encounters - Note Tab........................................................................................................... 64
Encounters - Case Mgmt Tab ................................................................................................ 66
Adding Certificate of Medical Necessity Information .......................................................... 66
Reversing Automatic Adjustments from the Patient Chart ................................................... 67
Accessing the Previous Patient ................................................................................................. 69
Accessing the Active Patient ..................................................................................................... 69
Setting the Active Patient ...................................................................................................... 70
Managing Patient Portal Enrollment from the Chart ................................................................ 70

Chapter 3 Accounts 73
Creating and Maintaining Accounts .......................................................................................... 73
Maintaining Account Demographic Information .................................................................. 73
Maintaining Account Encounter Information ....................................................................... 75
Viewing Account Summary Information .............................................................................. 75
Filtering Account Summary Information ......................................................................... 76
Viewing Account Payment Details .................................................................................. 77
Person/Patient Accounts ............................................................................................................ 77
Creating an Account with a Person/Patient as the Guarantor ............................................... 78
Person/Patient Account Demographics ............................................................................ 78
Maintaining Account Notes .................................................................................................. 79
Employer Accounts ................................................................................................................... 80
Creating an Account with Employer as Guarantor ............................................................... 80
Viewing Account Budget Information .................................................................................. 81
Setting up a Budget Plan .................................................................................................. 82
Employer Account Invoice Summary ................................................................................... 85
Employer Account Invoice Detail.................................................................................... 86
Accessing the Previous Account ............................................................................................... 86
Setting the Active Account ....................................................................................................... 87
Accessing the Active Account .................................................................................................. 87

Chapter 4 Invoices 89
Invoicing an Account ................................................................................................................ 89

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Viewing Invoice Summary Information ................................................................................... 90

Viewing Invoice Details ............................................................................................................ 90
Creating a New Invoice ............................................................................................................. 91
Adding Charges an Invoice ....................................................................................................... 91
Billing Invoices ......................................................................................................................... 92
Rebilling an Invoice .............................................................................................................. 93
Billing Invoices on Demand ...................................................................................................... 94
Billing Invoices in a Batch ........................................................................................................ 96

Index 99

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

CHAPTER 1

Introduction
This section provides information about the organization and purpose of the NextGen Practice
Management Accounts and Patient Records Guide. It provides a general overview of the topics
covered in this guide, defines the audience, and lists assumptions about the level of knowledge
required for this guide.
Reference: For a brief description of the functionality covered in each of the guides that makes up the
core series of guides, refer to NextGen Practice Management Core Series of Guides in the NextGen
Practice Management Getting Started Guide.

About This Guide

The NextGen Practice Management Accounts and Patient Records Guide provides the information
you need to create and maintain accounts and patient records in the NextGen Practice Management
application.
This guide is intended for both NextGen Practice Management users. A NextGen Practice
Management user is any person who works for your practice and has the proper authorization to log in
and use the application. Each practice could have different standards and internal procedure;
therefore, NextGen Practice Management users might have diverse rights and permissions for the use
of the application. Your System Administrator should assist all users with the setup of authorization
needed to log in, as well as specific rights and permissions needed to use the application.

Assumptions
This guide assumes that you have basic knowledge and skills for all of the following:
Microsoft Windows operating systems
Microsoft Office applications
All applicable NextGen ambulatory products

Logging on to the NextGen Applications

You must log on with a user name and password to access the applications. However, with Single
Sign On, if you are already logged on to a non-administrative application, such as NextGen
Ambulatory EHR, NextGen Practice Management, NextGen ICS, or NextGen Optical Management,
you can access other non-administrative applications without logging on again.

Reference: For additional detail and for application-specific information, refer to the NextGen
Ambulatory EHR and Practice Management Logon Guide.

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Chapter 1 Introduction

To access any of the NextGen applications:

1 From the START button on the Taskbar, click Programs > NextGen > NextGen or double-click the

NextGen shortcut on your desktop.

The NextGen Application Launcher displays.

Note: The items listed in the Application Launcher may differ for individual users depending on
the user security rights set in the System Administrator application. Some utilities may not be
available from the Application Launcher and must be accessed from either the C:\Nextgen (the
default location) or \NextGenRoot folder.
2 Click the appropriate application.
The Security Logon dialog box displays.

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Note: The Authentication field displays only if your System Administrator enables integrated
authentication.
There are three types of integrated authentication available:
NextGen Database requires manual authentication using your NextGen user credentials.
Active Directory requires manual authentication using your Windows user credentials.
Windows Integrated automatically authenticates by applying the Windows logon credentials
used for the current session.
3 Select the appropriate Enterprise and Practice.
4 To log on with your NextGen credentials:
If the Authentication field displays, select NextGen Database.
Enter your User ID and Password. User ID is case-sensitive.
5 To log on manually with your Windows credentials:
In the Authentication field, select Active Directory.
The Domain field displays.
Enter your User ID, Password, and Domain associated with your Windows log on credentials.

6 To log on automatically with your Windows credentials:

In the Authentication field, select Windows Integrated.

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Chapter 1 Introduction

The Windows credentials used to log on to the computer automatically displays in the User ID,
Password, and Domain fields and cannot be changed.

7 Click the Logon button or press the Enter key.

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

CHAPTER 2

Patient Chart
This section provides information on working with the patient chart within NextGen Practice
Management.
Reference: See the NextGen EHR and Practice Management Patient Demographics Guide for
information about entering and maintaining person/patient demographic information.

Patient Chart Lookup

A patient is a person who has at least one encounter with a physician recorded in NextGen Practice
Management. To locate a patient in NextGen Practice Management, you must locate the patient chart.
NextGen Practice Management displays the number of results based on your user-defined Lookup
Limits.
To locate a patient chart:
1 From the NextGen Practice Management main menu select Tasks menu > Lookup > Charts.
- or -

2 Click the Chart button on the NextGen Practice Management main toolbar.
The Patient Lookup dialog box displays.

3 Enter the search criteria you want to use to search for a patient chart.
You can use any combination of the following fields:

Search Description
Criteria
Last, Search by the patient name. You can enter the last name, first
First/Nickname, name (or nickname), middle name, or any combination a patient
Middle name.
Previous Last If the patient last name has changed, you can search on the
previous last name to find the chart.
City Search by the patient city of residence.

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Chapter 2 Patient Chart

Search Description
Criteria
Address Line 1 Search by the street address of the patient.
Zip Search by the patient's zip code.
Mother's Maiden Search by the maiden name of the patient's mother.
Name
Social Security Search by the patient Social Security Number.
Birth Date Search by the patient date of birth.
Sex Search by the patient gender.
Home Phone Search by the patient home phone numbers
Search By You can search by one of the following search criteria in the
drop-down list for this field:
 Med Rec Nbr: Medical Record Number
 Person Nbr: This is the number assigned to the person by
NextGen Practice Management.
 Other ID Nbr: This is an ID field used by NextGen's EHR
(Electronic Health Records) patient demographic
template. If you know the Other ID used by NextGen
EHR, you can selecting this option for the Search By field
and then enter the Other ID Number.
Policy Nbr Search by the policy number of the patient's insurance
company.
Enc Nbr Search by an encounter number that is associated with a
patient.
View By You can specify how you want the results of your search to
display. You can sort the results by:
 All Patients
 Appointment
 Default Location
 Preferred Provider
 Provider
 Provider Specialty
 Provider Appointment
 Primary Care Provider
External System If you have a third party application that interfaces with NextGen
Practice Management and also stores patient chart records, you
can include it in the patient lookup by selecting it from this drop-
down list.
External ID If the external application you selected in the External System field
identifies the patient chart you are looking for with a number that
differs from the ID number NextGen Practice Management uses
(and you know the number), enter the ID number that the
external system uses in this field.
Exclude Expired If you want the search to not include patients who are no longer
Patients living, select this option.
Birth Date Search by the patient date of birth. You can enter the date
manually or select the date from the pop up calendar. This is a
secure lookup field.

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Search Description
Criteria
L4DSSN You can select to search for a patient using the last 4 digits of
his or her Social Security Number. This is a secure lookup field.
Chart Status - You can narrow the search by selecting either Active or Inactive
Home Loc for the chart status.
Phonetic Search Select this option to perform a phonetic search when you do a
patient lookup. A phonetic search is a search that returns results
which include names that sound similar to the name you entered
as search criteria.
Note: This option is available only if the phonetic search feature
has been activated for your practice by your system
administrator.

4 Click Find.
The search results display in the Matching Records list. Double-click on the patient record that
you want to access.
Recommendation: Search at least twice by using different criteria to avoid creating duplicate records.
If you use the City field as the only search criterion, NextGen Practice Management displays a list of
all the patients in the system that live in the city you specified. Enter as much information as possible
to narrow the search.

Creating a Patient Chart

The results of the search on the Patient/Person Lookup dialog box lists both patients and persons. The
persons that do not have a chart display in the list with a globe next to their names. The persons
who have a chart display in the list with a folder next to their name. To set up a person as a
patient, you must create a chart for the person.
To create a patient:

1 Click the Chart Lookup button and click the New button on the Patient Lookup dialog box.

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Chapter 2 Patient Chart

The Add Patient Information dialog box displays.

2 Enter the applicable information.

3 Click Chart.
The Chart Details dialog box displays.

4 Complete any requires fields on the Chart Details dialog box (displayed in red), as well as any
additional information you want to include in the chart. See "Patient Information - Chart Details
Tab" on page 32 for instructions on entering Chart Details information.
5 Click OK.

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The application creates the patient chart.

Note: If your NextGen Practice Management installation is configured to check for possible duplicate
records, a warning displays when a possible duplicate chart exists.

Setting Default Physicians for a Patient on the Patient Information

Dialog Box
To set the default physicians for a patient:
1 Use the People Lookup feature to locate the patient record.
2 Double-click on the patient in the Matching Records list.

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Chapter 2 Patient Chart

The Update Patient Information dialog box displays.

3 Select the Provider tab.

4 Click the Open Menu button and select New.
The Add Patient Provider dialog box displays.

5 In the Preference Name field select a type of provider. (Provider types are set up on the Providers
tab of Practice Preferences.)
6 In the Provider field, select an individual provider.
7 In the Effective Date and Expiration Date fields, indicate the dates when the provider became a
default provider for the patient and/or the date on which the provider ceased to be a default
provider for the patient. These fields are not required.
8 If you entered an expiration date for the provider, indicate the reason why the provider ceased to
be a default provider for the patient in the Expiration Reason field.
9 Click OK.

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Patient Status
You can use Patient Status selections to control the number of patients classified as active. This helps
to limit the amount of information the system returns when you run reports or perform searches.
To add a person's status:
1 Access the Add/Update Patient Information dialog box.
2 Click the Status tab.

3 In the Patient Status field, select the patient's status from the list.
4 If applicable, in the Patient Status Change Reason field, from the list, select an appropriate reason
for the patient's status change.
5 Click OK.

Changing a Person's Address

To change a person's address:

1 On the NextGen Practice Management main menu, click the Lookup button.
2 Enter the search criteria and click Find.
3 Select the person who’s address you want to change.
4 Make the change to the address and click OK.
The application updates the related person's address (if identical) for all relationships except:

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Chapter 2 Patient Chart

Child-Insured Not Responsible

Emancipated Minor
Employee
Injured Plaintiff
Organ Donor
Other
Self
Sibling
Unknown
Ward
Address field is blank

Automatically Updating Patient Addresses

You can automatically update patient demographic information if you subscribe to and receive the
FastForward Postal Address Update. When you subscribe to the electronic change of address service,
the Change of Address Update… option is available.
The FastFoward feature handles:
Handles FastFoward line items created from appointment reminders/recall letters by matching the
person's name and address.
Updates the addresses for related persons that match the FastForward file for F/Family type
accounts.
Handles family and individual moves accordingly through the creation of tasks. The application
creates tasks for bad FastFoward addresses, or no forwarding FastForward addresses.
Note: If you want more information on this service contact Client Support.

To access the Change of Address Update:

1 From the File menu, select Processes, and then Change of Address Update.
The Electronic Address Change dialog box displays:
2 Click the Open File button to select the Address Input File.

The application can create address updates for Fast Forward files from Appointment
Reminders/Recall Letters.
3 Check the Update Address Records check box to have the patient demographic information
automatically updated when an appropriate match is found.
If you do not check the check box, then the patient demographic information only prints on the
Address Change report, which generates after the Address Input File is run against your database.
Certain conditions determine an appropriate match between the patient demographic information in
your database and the Address Input File, which determines whether a patient’s demographic
information is updated or not.

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The patient’s name must match exactly to the name in the Address Input File. This includes
spelling, middle names, and middle initials.
The address information maintained in your database must match exactly with the “old” address
information in the Address Input File.
The new address information in the Address Input File must be valid, and the effective date for
the change of address cannot be later than the current date. For example, if you run the Address
Input File against your database in March 2002, then the effective date must be March 2011 or
earlier (it could not be April 2011).
If all of the conditions listed above are met and the Update Address Records check box is checked,
then the patient demographic information in your database is automatically updated.
Note: The Address Change dialog box and report use the Person Number as the primary person
identifier for Fast Forward address changes.

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Chapter 2 Patient Chart

Patient Information - Demographics Tab

The Patient Information - Demographics tab of the patient chart is the default tab that displays when
you first access the chart. It displays Demographics, UDS, Patient Status and Client Defined
information for the patient. You can click the Who/When button to access Created By and Last
Modified By information.
Reference: For information on adding patient demographic information, see the NextGen EHR and
Practice Management Patient Demographics Guide.

Modifying Patient Information from the Chart

You can make modifications and updates to the demographic information of the patient whose chart
you have accessed.
To access the Modify/Update Patient Information dialog box from the patient chart:
1 Access the patient chart.
2 Click the Open Record button in the upper left hand corner of the chart's Patient Information -
Demographics tab.

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The Modify Patient Information dialog box displays.

3 You can make modifications to any of the tabs contained within the Modify/Update Patient
Information dialog box, as you did with the Add Patient Information dialog box.
Reference: For information on adding patient demographic information, see the NextGen EHR and
Practice Management Patient Demographics Guide.

Adding a Patient Photo to the Chart

You can attach a scanned image of the patient photo to a chart.
To attach a patient photo:
1 Click the Open Menu button under Patient Picture in the Chart Details section of the chart. The
short-cut menu displays with two options:
Click New to scan in a new photograph.
Click Open to edit the picture currently stored.

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Chapter 2 Patient Chart

2 When you click Open or New, the Scanning Device Input dialog box displays.

3 Place the patient insurance card face up in the scanner and adjust the scan guide so that it fits the
original.
4 Click the Open Record button under Front and choose the Acquire option.
When the scanner has finished with the card, the image will display on the dialog box. Use the
following options to help you adjust the scanned image:

Use the keys to rotate the card, if necessary, so that it appears upright.
Use the Crop option to get only the image detail needed.
Use the Copy/Paste option to move the image into other files, if needed.
Use the AutoScan Mode to start the scanning process as soon as you open this dialog box.
Use the Show Scanner Interface option to display the scanner's options box. This will let you
manipulate the image you are scanning.
Use the Brightness/Contrast options to change and improve the appearance of the image.
The image in the Selected Segment box displays on the Demographics tab. If this image needs to
be replaced, right-click in the Selected Segment, and select Delete.
Printing the Patient Photo
To print the patient photo from the chart:

1 Click the Open Menu button under Patient Picture in the Chart Details section of the chart and
select Open.
The Scanning Device Input dialog box displays.
2 Right-click on the image in the Selected Segment box and select Print to print the patient photo.

Patient Information - Relationship/Contact/Guarantor Tab

You can view and edit the patient's relationship, contact and guarantor information on the Patient
Information - Relationship/Contact/Guarantor tab.
To add or modify relationship/contact/guarantor information:

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Click the Open Menu button in the upper left hand corner of the Relationships section to add,
modify, hide or delete relationship information. A relationship cannot be deleted if the person is
the guarantor on one or more encounters for the patient in any practice.

Click the Open Record button in the upper left hand corner of the Contact section to
add/modify contact information. The person entered as a contact for the patient will also display
in the Relationships section of this tab. If the contact person has insurance, their insurance
becomes available for use on the patient’s encounters unless a relationship of “Other” or
“Unknown” is used.

Click the Open Record button in the upper left hand corner of the Guarantor section to
add/modify guarantor information. The person entered as the guarantor for the patient will also
display in the Relationships section of this tab. The guarantor will default onto all future
encounters created for the patient.

Adding Patient Relationships

A relationship is any person with a connection to the patient who is using (or could use) his or her
insurance to cover the patient charges. If the patient is covered by another person's insurance, such as
a child covered by a parent, then you can add that person as a relationship to the patient chart. A
patient can have more than one relationship connected to his/her chart. For example, if a child is
covered by parents' insurance, both parents could be entered in the Relationships list.
Note: Any insurance that you attach to a relationship automatically becomes available to the patient
when you create an encounter for the patient. For more information on attaching insurance to an
encounter, please refer to Attaching Insurance to a Person.

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Chapter 2 Patient Chart

Information that you add to the Default Guarantor dialog box and Contact Information dialog box
automatically creates a record in the patient chart. Relationships are enterprise-wide, so if someone
creates a relationship in another practice, that relationship displays when you create a chart for your
practice.
Establishing patient relationships on the Patient Information dialog box accomplishes two things:
Establishes a guarantor for insurance and billing purposes.
Tracks the family unit in the NextGen Practice Management application.
To define a patient relationship in the chart:
1 Access the patient's chart and select the Relationship/Contact/Guar sub-tab on the Patient
Information tab of the chart.
2 Click the Open Record button and select New.
The Relationship Lookup dialog box displays.

3 Double-click on the appropriate person for this patient relationship.

The Modify Relationship Information dialog box displays.
4 In the Relationship field select from the drop-down list the option that best describes the actual
relationship between the patient and this person. Click OK.
The Modify Relationship Information dialog box closes.
The Patient Information dialog box is still open and active with the new patient relation
displaying.
5 Enter a date in the Birth Date field if the date of birth for the patient relation is required, .
6 Click OK.

Note: You can also add patient relationships to the patient record by performing a Person Lookup
and accessing in the Relationship tab from the Update Patient Record dialog box.

Hiding a Patient Relationship

You can configure a patient relationship so that neither the person nor his/her insurance displays in
the Insurance Listing dialog box or the Chart/Ins tab on the Add/Edit Appointments dialog box.
Note: You cannot hide a relationship if the person is a guarantor.

To hide a relationship:
1 Access the patient chart and click the Relationship/Contact/Guar tab.

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2 In the Relationships section, right-click and select Hide from the short-cut menu.
Note: The application can track hiding a patient relationship as a Significant Event.
3 Click OK to confirm hiding the relationship.
Deleting a Patient Relationship
If the patient has a life-changing event, you may need to change the relationship attached to that
patient.
To delete a patient relationship:
1 Access the patient chart and click the Relationship/Contact/Guar tab.
2 In the Relationships section, highlight the relationship to delete.
3 Right-click and select Delete from the short-cut menu.
4 Click OK to confirm removal of the patient relationship.
Adding/Modifying Support Roles
Support roles are non-family members who play an important role in support of the patient. Persons
with a support role can be associated with a patient just as patient family relationships can be
associated with a patient. Examples of support roles are caregivers and emergency contacts.
To add or modify a support role for a patient:
1 In the patient chart, access the Patient Information tab and then select the
Relationship/Contact/Guarantor tab.
- OR -
After you've perform a patient lookup, click the Relations/Role tab on the Add/Update/Modify
Patient Information dialog box. The Relations/Role tab displays.
2 To modify an existing support role, double-click on the name of the person in the list of support
roles in the Support Role section of the dialog box. To add a new support role, click the Open
Menu button in the Support Role section.

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Chapter 2 Patient Chart

The Add (or Modify) Support Role Information dialog displays.

3 If you are modifying an existing support role, change or add the information as needed and then
click OK. If you are adding a new support role, proceed to step 4.
4 Enter the last and first name of the support role person as well as contact information for the
person. Only fields labeled in red are required.
5 Select a relationship and a support role from the Relationship and Support Role lists. Note: If the
support role person has no relationship to the patient, you can select None from the Relationship
list.
6 Click OK. The support role you added now displays in the list of support roles.
Note: You cannot delete patient support roles. However, you can hide them from view. To hide a
support role, right-click on the person's name in the list of support roles and select Hide from the
shortcut menu.

Adding a Person as Guarantor

To assign a person as guarantor to a patient:
1 Access the patient chart and click the Open Menu button in the Guarantor section of the Patient
Information - Relationship/Contact/Guarantor tab.
2 Select the Person as Guarantor option.
The Guarantor Lookup dialog box displays.

3 Perform the lookup and select the person you want to add as guarantor from the search results.

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4 The Modify Guarantor Information dialog box displays.

5 Enter the relationship of the guarantor in the Relationship field if it is not already specified.
6 Click OK.

Adding an Employer as Guarantor

To assign an employer as guarantor to a patient:
1 Access the patient chart and click the Open Menu button in the Guarantor section of the Patient
Information - Relationship/Contact/Guarantor tab.
2 Select the Employer as Guarantor option.

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Chapter 2 Patient Chart

The Guarantor Search dialog box displays.

3 Enter the employer name in the Employer Name field and click Find.
4 Select the employer you want to add as the guarantor from the Matching Records list.
The Employer Maintenance dialog box displays.

5 Complete the required fields in the Employer Maintenance dialog box

6 Click OK.
Note: When changing/adding an employer to the encounter or chart as a guarantor, the address fields
are required. If a chart/encounter already has an employer attached as a guarantor, the address fields
display as required in Employer Maintenance if the fields are blank.

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Changing the Patient Guarantor

To change the patient guarantor:
1 Access the patient chart and click the Open Record button in the Guarantor section of the
Patient Information - Relationship/Contact/Guarantor tab.
If the existing guarantor is an employer, the Employer Maintenance dialog box displays. If the
existing guarantor is a person, the Guarantor Maintenance dialog box displays.
2 Click the Change button on whichever dialog box displays.
The application asks you if you want to change the guarantor to a person of an employer.

3 Select the type of guarantor you want to change to.

Either the Guarantor Search dialog box or the Guarantor Lookup dialog box then displays,
depending on the type of guarantor you selected in step 2.
4 Perform the search to locate and select the guarantor you want to apply.
5 Complete the necessary fields on the maintenance dialog box that displays and then click OK.

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Chapter 2 Patient Chart

Patient Information - Chart Details Tab

The Patient Information - Chart Details tab displays the import practice-related information about the
patient, such as the patient's provider, Medical Recorder Number, and Privacy Notice information.
Click the Open Record button in the upper left hand corner to add/modify Chart Details
information for the patient.

Setting Default Physician and Medical Information for a Patient in the Chart
To set the default physicians for a patient in the chart:
1 Access the patient's chart and select the Chart Details sub-tab on the Patient Information tab of the
chart.
2 Click the Open Record button.

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The Chart Details dialog box displays.

3 In the Default Rendering Provider field, select a provider name from the drop-down list.
4 In the Default Referring Provider field, select a provider name from the drop-down list.
5 Enter information for any of the User-Defined fields that have been set up for the chart (such as
Medical Record Number, Open MRI?, Transport Van?, Same Name).
6 Select a Marketing Plan.
7 Click OK.

Exempting a Patient from Outsourcing

You can configure a patient chart so that charges on the patient's encounters are exempt from
outsourcing to a collection agency.
To make a patient exempt from outsourcing:
1 Access the patient's chart and select the Chart Details sub-tab on the Patient Information tab of the
chart.
2 Click the Open Record button.

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Chapter 2 Patient Chart

The Chart Details dialog box displays.

3 Place a check mark in the Exempt from Outsourcing check box.

4 Click OK.

Maintaining Privacy Notices

To maintain privacy notice information for a patient:
1 Access the patient's chart and select the Chart Details sub-tab on the Patient Information tab of the
chart.
2 Click the Open Record button.
The Chart Details dialog box displays.

3 Make pertinent selections for the following fields:

Field Definition
Privacy Notice Issued to  Click the calendar icon to enter the date you issued the Privacy
Patient Notice to the patient.

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Field Definition
 You can also type directly into the field.

Privacy Notice Received  Click the calendar icon to enter the date you received the Privacy
from Patient Notice from the patient.
 You can also type directly into the field.
Privacy Notice Reason  Select a Reason from the drop-down list to indicate the status of the
Privacy Notice.
 This field populates from the Privacy Notice Master List.
Privacy Notice Notes Enter information related to the patient’s Privacy Notice, if applicable.

4 Click OK.

Setting Patient Co-Manage Information

If the patient is being co-managed by two physicians within the enterprise, you can indicate this, as
well as the name of the co-managing physician, in the patient chart.
To set patient co-manage information:
1 Access the patient's chart and select the Chart Details sub-tab on the Patient Information tab of the
chart.
2 Click the Open Record button.
The Chart Details dialog box displays.

3 Place a check mark in the Co-Managed Patient check box.

4 Select the co-managing physician in the Co-Managed Physician field.
5 Click OK.

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Chapter 2 Patient Chart

Recording Patient Marketing Plan Information

You can record which marketing plan brought your practice to the attention of the patient.
To enter and update market plan information:
1 Access the patient's chart and select the Chart Details sub-tab on the Patient Information tab of the
chart.
2 Click the Open Record button.
The Chart Details dialog box displays.

3 In the Marketing Plan field select which of the marketing plans applies to this patient, if any.
Note: The available Marketing Plans are set up for the practice in the Marketing Plans master file
in the File Maintenance application.
4 In the Marketing Data field, enter information that provides more detail about the plan. For
example, if the patient saw an advertisement in a newspaper, you can record the name of the
newspaper. In some instances, the Marketing Data field is requires. If another patient or a
physician referred the patient to the practice, you must record the name of the referring person.
5 In the Marketing Comments field, you can enter additional details about how the patient found out
about your practice.
6 Click OK.

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Patient Information - Provider Tab

Patient Information - Provider tab enables you to view information for the patient's providers
(view/read only). To modify provider information, you must access the Provider tab of the Modify
Patient Information dialog box. See Modifying Provider information from the Patient Chart (on page
37) for more information.

Modifying Provider Information from the Patient Chart

To modify provider information from the patient chart:
1 Click the Open Record button in the upper left hand corner of the chart's Patient Information -
Demographics tab.

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Chapter 2 Patient Chart

The Modify Patient Information dialog box displays.

2 Click the Provider tab.

3 Double-click on the provider you want to update.
4 - or -
5 Click the Open Menu button and select New to add a new provider for the patient.
The Modify Patient Provider (or Add Patient Provider if you are adding a new provider) dialog
box displays.

6 Click the arrow in the Preference Name field and select one of the user-defined names that you
entered on the Practice Preferences dialog box.
7 Click the arrow in the Provider field and select the appropriate provider. If necessary, select the
search button to access the Provider Lookup dialog box
This list populates from the Provider Master List.
8 Click the calendar button to select an effective date or enter a date in the Effective Date field in
mm/dd/yyyy format to indicate when the provider became a provider for the patient.
The remaining fields are typically not used when attaching a provider to a patient.
9 If the provider requires an expiration date, define it in the Expiration Date field.

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10 If you enter an expiration date, you must select an expiration reason in the Expiration Reason field.
11 Click OK.

Patient Information - Case Management Tab

The Patient Information - Case Management tab enables you to view and manage cases for the patient.
This tab is available only when the Enable Case Management option has been selected on the General
tab of Practice Preferences.
Reference: For detailed information on management patient cases with NextGen Practice
Management, see the NextGen EHR and Practice Management Case Management Guide.

Adding or Modifying Patient Cases from the within Patient Chart

To add or modify case information from the Patient Information - Case Management tab:
1 Click Open Menu button in the upper left hand corner or the tab.
2 Select New (or Open to modify or delete an existing case.)

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Chapter 2 Patient Chart

The Case Management dialog box displays.

Caution: Each new Case is automatically assigned a numeric Case Number. All Case Numbers are
sequential.
The Case Management window displays the name of the selected patient, as well as the Case #.
3 Enter all required General Case Information.
4 Enter all available additional information on the General tab.
5 Click the Financial tab and enter all pertinent Payer information.
6 If necessary, click the Worker's Comp tab and setup all pertinent Worker's Comp information.
7 If necessary, click the Website tab and select the default website for the Case.
8 Click Notes tab and enter any relevant Notes for the case.
9 Click OK.
Reference: For detailed information on management patient cases with NextGen Practice
Management, see the NextGen EHR and Practice Management Case Management Guide.

Deleting, Copying or Printing a Patient Case

To delete, copy or print case information from the Patient Information - Case Management tab:
1 Click Open Menu button in the upper left hand corner or the tab.
2 Select Delete or Copy or Print, depending on the action you want to perform.

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Patient Information - Rental Information Tab

You can view and manage patient rental arrangements on the Patient Information - Rental Information
tab.

To create a rental for a patient:

1 Click the Open Menu button and select New.

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Chapter 2 Patient Chart

The Rental Information dialog displays.

2 In the Rental Devices field, click the Open Record and select the SIM code you want to apply
to the rental.
3 Enter the serial number of the rental device in the Serial Number(s) field.
4 In the Rental Limit Tracking fields, enter the time frame information, return date and next billing
date.
5 Select the rendering physician for the patient in the Rendering field.
6 Enter additional information about the rental in the Notes field.
7 Click OK.

Financial Tab
You can view the patient's financial history by selecting the Financial tab of the patient chart. This tab
displays a financial summary of all encounters for the patient. Double-click on an encounter in the list
to expand the view to the charge level. Right-click on an encounter to access the options menu.

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Reference: For information about adding charges to an encounter or billing an encounter, see the
NextGen Practice Management Billing and Collections Guide.

The Financial tab lists all the encounters that are associated with the patient and provides a full
breakout of the payments received according to primary, secondary, or tertiary insurance. Patient
balance per encounter displays, as well as relevant billing information.
The following columns appear on the Financial tab of the patient chart:

Column Description
Date Date of Encounter
Encounter Encounter number
Charges Amount of charges
Adj/Refunds Adjustments/Refunds
Ins 1 Primary insurance
Ins 2 Secondary insurance
Inn 3 Tertiary insurance
Self Self-Pay
Bad Debt Bad Debt
Outsource Agency Outsource Agency
Outsource Date Outsource Agency
Case Case number
Patient Type Patient Type
Ln Item Bal Line Item Balance
Create Age Create Age
Patient Resp Age Patient Responsibility Age
Encounter Age Encounter Age
First Bill First Bill date
Last Bill Last Bill date
Credit Age Credit Age (in days)

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Chapter 2 Patient Chart

Filtering Financial Information in the Chart

Click the Filter button on the Financial tab of the patient chart to narrow the display to only those
encounters that meet the selected filter criteria.
To filter the Financial information:
1 Open the patient chart and select the Financial tab.
2 Click the Filter button.
The Financial filter displays.

3 Enter or select the filtering information in the filter dialog box.

4 Click the Search button.
The results display in the main window of the Financial tab.

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Clinical History/Notes Tab

The Clinical History/Notes tab of the patient chart displays encounter and chart related information for
the patient by topic. Click on a topic to display the stored information. You can also view notes and
add notes to the chart from this tab. The available topics are:
Diagnosis
Immunizations
Medications
Orders
Problems
Vitals
Results
Therapies
Images
Procedures
Appointments
History
Recall
Chart NotesAlerts
Collections (notes)
Notes

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Chapter 2 Patient Chart

Adding Chart Notes

Sometimes you need a place on the patient's chart to put informal information. This information could
be personal notes made based on the encounter with the patient or these could be more formal notes.
There are three types of notes:

Note Description
Chart A notation concerning the patient, financial circumstances - any
number of items that can be stored in this informal format.
Encounter An encounter note is a type of chart note. Any notation about an
encounter, saved under the Encounter - Note section, is an encounter
note.
Quicknotes A Quicknote is usually for shorter, less extensive notes and enables
the note to be easily accessible on-line. This type of note is also
attached to the chart.

You can create a chart note in one of two ways:

From your word processor or notepad. Notes created externally from NextGen Practice
Management remain in their native format, stored on the database, and attached to the chart. This
is usually a formal note to be stored with the medical chart.
You can also create a Quicknote from within NextGen Practice Management. A Quick Note is
part of the application and is usually for shorter notes, but is very effective for getting data in
quickly and making it easily accessible on-line.

Marking Chart Notes as Non-Printable

You can designate a chart note as non-printable. When a note is marked as 'non- printable' then only
the creator of the note or the NextGen Practice Management administrator can change it back to
'printable'.

Creating a Quicknote
To create a Quicknote:
1 Open the patient chart and select on the Clinical History/Notes tab.
The Clinical History/Notes window of the patient chart displays the Topics section on the left and
the Description section on the right
2 In the Topics section on the left side of the window, click the category to associate the note with
and then right-click in the Descriptions section and select Quicknote from the short-cut menu.

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The Quicknote dialog box displays.

3 Enter the subject of the quicknote in the Subject field.

4 Select a User Note Description from the drop-down list in the User Note Description field. User
Note Descriptions are pre-entered text items that you can select when you create a note.
5 Enter the content of the note in the Note Entry field.
6 Click OK.
Note: The NextGen Practice Management application timestamps the creation and author of the
note along with any modification information.
Sealing Notes
When you create a QuickNote or add a Chart Note, you can seal the note by checking the Seal Note
option on the Chart Notes and Quicknote dialog boxes. When you check the Seal Note option, the
application displays the NextGen User Authentication dialog box where you must enter your NextGen
user ID and password.

If you are authorized to seal notes in the NextGen Practice Management Operations rights (in the
System Administrator application), then the note is sealed.

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Chapter 2 Patient Chart

After you have entered your credentials to seal a note, you don't have to re-enter them again during
your session to seal additional notes. If you log off the application, however, and then log back on,
you must enter your credentials again to seal notes.
Unsealing Notes
Sealed notes can be unsealed by users with the appropriate security access rights. Once unsealed, the
note can be modified or deleted.
Caution: If a note is deleted, there is no Significant Event recorded in the patient’s chart.

To unseal a Note or a Quicknote:

1 Right click on the sealed note
2 Select Unseal from the drop-down menu. (This option is available only for those users with
sufficient security rights.)
You can also:
1 Open the sealed Quicknote
2 Remove the check from the Seal Note check box
The Seal Note dialog box displays.
3 Enter your NextGen password.
4 Click OK.
The sealed note is now unsealed and can be deleted if necessary.

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Encounters - General Tab

The Encounters - General tab of the patient's chart displays general, provider, diagnosis and guarantor
information for the highlighted encounter. On this tab, you can:
Open an encounter to access the Encounter Maintenance dialog box.
Right-click on an encounter to access the options menu.

Click the Open Menu button to add a new encounter or to modify/delete the highlighted
encounter.

Click the Open Record button in the upper left hand corner of the ICD10 section to
add/modify encounter level diagnosis codes for the highlighted encounter. You can view the
ICD9 to ICD10 mapping for the ICD10 codes that have been attached to the patient for the
encounter.

Click the Open Record button in the upper left hand corner of the Guarantor section to
add/modify guarantor information for the highlighted encounter.
Reference: For detailed information on working with encounter, see the NextGen Ambulatory EHR
and Practice Management Encounter Maintenance Guide.

Note: When Case Management is enabled for the practice and there is a case associated with the
encounter, an Existing Case icon displays next to the encounter on the Encounter tab of the chart.

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Chapter 2 Patient Chart

Viewing Encounter Diagnoses

You can view the diagnosis codes that are attached to a patients by highlighting the encounter in the
Encounters list on the Encounter > General tab of the patient chart. The encounter's diagnoses display
in the ICD-CM field on the tab. You can select to view either Diagnoses or Procedures. Up to twelve
diagnosis codes per procedure can be attached to an encounter.

To add Diagnostic or Procedure ICD-CM codes to the highlighted encounter:

1 Click the Open Record button next to the ICD-CM list box.
The Diagnosis Selection dialog box displays.
2 Click either the Diagnostic or Procedural radio buttons to indicate which type of code you want to
add.
3 Enter a descriptive word for the diagnosis or enter a number that the code you want to use begins
with. To broaden the search, click the Search for key phrases anywhere in the diagnosis check
box.)
4 Use the blue arrow button to move a diagnosis code that you want to add from the search results
list to the Selected ICDCM Codes field on the right.
5 When you have located and selected all the ICD codes that you want to add to the encounter, click
OK.

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Viewing Diagnosis Mapping

When a diagnosis that was selected in Charge Entry multiplies into more than one code for a payer
based on the alternate diagnosis mappings in the Diagnosis Library, you can view the diagnosis code
mapping on the Encounters- General tab of the patient chart.

When you select one of the COB Alt Diag radio buttons, you can view which ICD10 codes map to the
attached ICD9 code for the payer and vice-versa.

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Chapter 2 Patient Chart

Encounters - Insurance Tab

The Encounters - Insurance tab displays insurance information for the highlighted encounter. The
Insurance Information sections displays information for the highlighted insurance based on the setup
for the payer in the payer's master file in the File Maintenance application. See the NextGen®
Ambulatory Products Administrator Guide for information on setting up payers.
On the Encounters - Insurance tab you can:

Click the Open Menu button to add a new insurance to the highlighted encounter or to
modify/delete an existing insurance from the highlighted. encounter
Right-click on an insurance to add/modify authorizations for the highlighted encounter.

Click the Open Record button in the upper left hand corner of the Verification section to
add/modify Assignment of Benefits, Release of Information, Notification, Verification or
Authorization information for the highlighted insurance.

Adding Insurance to an Encounter in NextGen Practice Management

To assign Insurance to an encounter in NextGen Practice Management:
1 Access the Encounters - Insurance tab of the patient chart.
2 Right-click on the encounter and select Add Insurance.

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The Encounter Insurance Selection dialog box displays.

3 Choose the insurance to attach to the encounter, and use the Right arrow button to move it to the
selected box. If there is more than one payer, attach them in the following sequence:
Primary
Secondary
Tertiary
The insurance display order dictates the order for billing.
Note: If the plan has expired, a warning message displays as you try to select it. If the primary
insurance requires a co-pay, a notification message displays.

4 Clicking the Open Menu button gives you more options:

Open Patient (Relationship) Information - If you have "Patient" or one of the guarantors
highlighted, you can go to the Insured Maintenance screen to enter or modify information.
New Relation - Enables you to set up a new relationship, which can be used as another insured.
New Insurance - Will take you to the Insurance Listing screen so that you can add new
insurance to the list of available insurance.
Authorization - Displays the Authorization Listing dialog box, which allows you to select or
add an authorization for the insurance.
Referral - Displays the Referral Listing dialog box, which allows you to select or add a referral
for the insurance.
CMN - Displays the Certificates of Medical Necessity dialog box.
5 Click OK.

Setting Up and Maintaining Insurance

After you attach insurance to a patient, you can access the Insurance Maintenance dialog box.

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Chapter 2 Patient Chart

Note: The Referral Required check box displays on the Insurance Maintenance dialog box when
Practice Preferences is set up to include it. The Referral Required check box enables you to require
manual referrals.

The Insurance Maintenance dialog box has the following tabs:

Tab Description
Ins Detail Under the Ins Detail tab you enter the basic insurance
information.
Detail 2 View and enter insurance card name override and coverage
information.
Ins Card If you scanned the patient insurance card, it displays on this
tab.
Authorizations Any current authorizations from the insurance company
display on this tab. You can also add a new authorization,
delete or open an existing one.
Benefit Info View benefit information that is associated with the
insurance.
Eligibility/Referral A history of the patient inquiries that have been submitted
display here.
Referrals A history of the patient referrals that have been submitted
display here.
Website View the web site for the insurance provider.
External If you are using an application interface outside of EPM, it

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displays here. You can also add one here.

Adding Dental Appliance Information to Patient Insurance

You can add the dates on which a dental appliance has been placed and removed on the patient by
accessing the following fields on the Patient Insurance - Encounter dialog box of the patient chart:
Appliance Placed Date - The date on which the dental appliance was placed with the patient
Appliance Removed Date - The date on which the dental appliance was removed from the patient

Overriding a Policy Number and Co-Pay

The application provides an override option for entering a patient's policy number and a co-payment
that is different from the insured's co-payment amount. The override function accommodates payers
who issue unique policy numbers and/or co-payment amounts for each individual on a single policy.
This function enables you to override a policy number and co-pay with individual policy numbers and
co-pays and track a policyholder's individual policy number on a patient basis.
An example of when this function might be used is with a family policy. For example, the policy
number for the policyholder is typically their social security number followed by a dash (-) and the
numbers 01. The spouse's individual policy number would be the policyholder's social security
number, followed by a dash and the numbers 02. Each dependent thereafter is also assigned an
individual policy number with the policyholder's social security number, followed by a dash (-) and
the last two-digits incremented by one from the oldest child to the youngest child. The following
examples show the individual policy numbers for each member of the family:

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Chapter 2 Patient Chart

Policyholder: 123456789-01

Spouse: 123456789-02

Oldest Child: 123456789-03

Youngest Child: 123456789-04

To override the policy number and co-pay set up at the practice or enterprise level, you need to access
the Modify Payer Information dialog box and the Insurance Maintenance dialog box.
Note: The override policy number displays on the patient's fee ticket.

Adding Insurance Verification Information

To add verification information to the encounter insurance:
1 Access the patient chart and select the Encounters - Insurance tab.
2 Click the Open Record button in the Verification section of the tab.
The Patient Insurance - Encounter dialog box displays.

3 Enter the name of the person who verified the insurance in the Verified by field.
4 Identify the date of the verification in the Verification Date field.
5 Click OK.

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Adding Authorizations
To add an insurance authorization:
1 Access the patient chart and select the Encounter - Insurance tab.
2 Right-click the insurance listed on the Encounter Insurance section of the tab and select
Authorization from the shortcut menu.
The Authorizations Listing dialog box displays.

3 Select the authorization that you want to use.

4 If no authorizations exist in the list, create a new one by clicking the Open Menu button and
selecting New.
The Authorization Code Tracking dialog box displays.

5 Enter the authorization code given to you by the insurance company in the Authorization Code
field.
6 You can select the effective date from the pop-up calendar in the Effective Date field.
7 Select the expiration date for this authorization in the Expiration Date field.
8 In the Authorization Mode section, select whether this authorization is for the entire encounter or
for units (procedures).

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Chapter 2 Patient Chart

9 In the Nbr Encounters field enter the number of encounters allowed under this authorization.
As the patient returns for encounters under this authorization, the number of authorized
encounters remaining display in the Encounters Left field.
10 Select the rendering physician in the Rendering field.
11 You can add a description of what the authorization covers in the Description field.
12 Add the appropriate ICD9 and CPT4 codes in their respective fields.
13 Click OK.
An authorization line displays below the insurance.
Adding Referral Information
To add referral information:
1 Access the patient chart and select the Encounter - Insurance tab.
2 Right-click the insurance listed on the Encounter Insurance section of the tab and select Referral
from the shortcut menu.
The Referrals Listing dialog box displays.

3 Select the referral that you want to use.

4 If no referrals exist in the list, create a new one by clicking the Open Menu button and
selecting New.
The Referral Code Tracking dialog box displays.

5 Enter the required referral information and then click OK.

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Adding Benefit Information to Insurance

You can capture annual and lifetime benefit information to help determine patient responsibility.
To add benefit information to a patient's insurance:
1 Highlight an encounter on the Encounters field of the patient chart.
2 Select the Insurance tab and then highlight the insurance in the Insurance field to which you want
to add benefits.
3 Right-click on the highlighted insurance and select Open from the drop-down menu.
The Insurance Maintenance dialog box displays.
4 Select the Benefits Info tab and ensure that the Eligibility and Benefits sub-tab is selected.
5 Click the Open Menu button and select New (or select Open to access existing benefit
information).
The Eligibility and Benefits Maintenance dialog box displays.

6 Enter the benefit information that you want to record.

7 Click OK.

Viewing and Editing Benefit Financial Information

You can maintain the financial information that is associated with a patient's insurance benefits.
To view and edit benefit financial information:
1 Highlight an encounter on the Encounters field of the patient chart.
2 Select the Insurance tab and then highlight the insurance in the Insurance field to which you want
to add benefits.
3 Right-click on the highlighted insurance and select Open from the drop-down menu.
The Insurance Maintenance dialog box displays.
4 Select the Benefits Info tab and then select the Financial Information sub-tab.
5 Click the Open Menu button and select New (or select Open to access existing financial
information).

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Chapter 2 Patient Chart

The Financial Information dialog box displays.

6 Enter or edit the benefit financial information.

7 Click OK.

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Determining Where the Co-Pay is Pulled From

You can use this diagram to see how the application determines patient cop-pay amounts.

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Chapter 2 Patient Chart

Scanning Patient Insurance Cards

You can scan and record images of one or more insurance cards for the patient.
To scan an insurance card:
1 From the Insurance Maintenance dialog box, click Scan.
The Scanning Device Input dialog box displays.

2 Place the patient insurance card, face up, in the scanner and adjust the scan guide so that it fits the
original.
3 Click the Open Record button under the Front section and choose Acquire.
When the scanning process is finished, the card image displays in the Scanning Device Input
dialog box.
4 Use the following options to help you adjust the scanned image.

Option Description
These buttons to rotate the card image, if
necessary, so that it appears upright.
Crop You can crop the image so that it displays only the
needed information.
Copy/Paste You can insert the card's image into other files.
AutoScan Mode Click this to start the scanning process.
Show Scanner Interface Select this to display the scanner's options box. You
can then manipulate the image.
Brightness/Contrast You can change and improve the appearance of the
image.

5 Scan the back of the card by repeating steps 2 - 4.

When you are finished scanning the front and back of the card, click OK to return to the Insurance
Maintenance dialog box. The application now provides you with a new Ins Card button that makes it
possible for you to view the image.
Duplex Scanning
The NextGen Practice Management application supports duplex scanning. Duplex scanning enables
you to scan both side of a piece of paper (such as an insurance card), simultaneously.
Viewing Patient Eligibility Information
You can view the patient's eligibility information by accessing the Encounters > Insurance tab of the
patient's chart. The eligibility information is located in the Verification section of the dialog box.

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Note: The information will not be visible if the resolution of your monitor is set to 800x600.

Encounters - Transactions Tab

The Encounters - Transactions tab displays charges and transactions (payments, adjustments, refunds)
for the highlighted encounter. On this tab, you can:
Right-click on a charge to access the Charge Ledger (Charge Posting) dialog box.
Right-click on a transaction to access the Transaction Detail (Payment Entry) dialog box
Right-click on the encounter to view the ICS EOB.
Right-click on the encounter to view the ICS Fee Ticket.
Right-click on the encounter to view the ERA EOB.

The following columns appear on the Encounters - Transactions tab of the patient chart:

Column Description
Created Transaction creation date
Svc Date Service Date
SIM Description SIM Description
CPT4 CPT4
Qty Quantity
Amount Monetary amount of transaction
Type Type of transaction
Deductible Deductible amount
Tracking Desc Tracking Description

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Chapter 2 Patient Chart

Column Description
Transaction Notes Transaction Notes
Reason Reason for transaction
Tooth Tooth identification
Surface Tooth surface
Quadrant Tooth quadrant
Outsource Date Date balance was outsourced
Outsource Agency Outsource agency used
Units Anesthesia Units, which is the sum
of the following units:
 SIM Base Units
 Calculated Time Units
 Anesthesia Modifier Units
Optik Order Number Optik order number

Encounters - Note Tab

The Encounters - Note tab displays notes attached to the highlighted encounter. You can add a new
note or modify/delete/print/seal an existing note on the highlighted encounter.

To add a note to an encounter of the Encounter - Note tab:

1 Highlight the encounter to which you want to attached the note.
2 Click the Open Menu button and select New.

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The Patient Note dialog displays.

3 Enter the subject of the note in the Subject field.

4 Enter the note's message in the Note Entry field.
5 Click OK.

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Chapter 2 Patient Chart

Encounters - Case Mgmt Tab

The Encounters - Case Mgmt tab displays the cases, if any, that are linked to the highlighted
encounter. On this tab, you can click the Open Menu button in the upper left hand corner to:
Create a new case for the highlighted encounter
Open the existing case for the highlighted encounter
Open all existing cases for the patient
Clear the existing case from the highlighted encounter
Reference: For information on managing patient cases with NextGen Practice Management, see the
NextGen EHR and Practice Management Case Management Guide.

Adding Certificate of Medical Necessity Information

To access the Certificates of Medical Necessity dialog box:
1 Highlight an encounter in the patient chart.
2 Select the Insurance tab.
3 Right-click on the name of the insurance that is attached to the encounter in the Encounter
Insurance field and select CMN from the drop-down menu.

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The Certificates of Medical Necessity dialog box displays.

4 Select the CMN form that you want to use from the drop-down list in the CMN Form field.
5 Completed the remaining fields as needed.
6 Click OK.

Reversing Automatic Adjustments from the Patient Chart

Within the patient chart, you can correct adjustments made to charges from outdated contracts when
the encounter meets the following criteria:
Auto adjustment from a contract have been applied to a charge.
The Allowed Amount for the charge line item has been updated in the contract for the time period
of the encounter.
The encounter has a status of Unbilled, Billed, Rebilled, or History.
The Begin DOS for charge is during the effective time period of the CPT4 that is defined in the
Fee Schedule tab of the contract.
The user attempting to reverse automatic adjustments has proper security set up.
To correct adjustments made to charges from outdated contracts from within the patient chart:
1 Access the patient chart and select the Encounter tab.
2 Right-click the encounter and select Reverse Automatic Adjustments from the drop-down menu.

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Chapter 2 Patient Chart

The Reverse Automatic Adjustments dialog box displays.

3 Place a check mark in the check box for each adjustment in the Encounter List that you want to
reverse.

4 Click Preview to view a preview report of all applicable charges.

5 Click the Process to update the selected charges with new adjustment amounts.
The selected auto adjustments are reversed and replaced with a new auto adjustment. The
application runs the new Reverse Automatic Adjustments report to summarize the changes made.
To print Fee Tickets from the patient chart:
1 Access the Encounters or the Financial tab.
2 Right-click on an encounter in the Encounters list and select Print > Fee Tickets from the options
menu.

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Accessing the Previous Patient

When you are working with multiple patients, you can access a recently accessed patient chart
without performing an chart lookup.
To access a previous patient:
1 From the current patient chart, click the Open Menu button.

2 Select Access Previous Patient.

The patient charts that were most recently accessed display.
3 Select the patient that you want to access from the list.

Accessing the Active Patient

To access the active patient:
1 From the current patient chart, click the Open Menu button.

2 Select Access Active Patient. The active patient name displays next to the option.
The active patient becomes the current patient.

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Chapter 2 Patient Chart

Setting the Active Patient

When you set a patient as the active patient, it remains in memory when you work with other patient
charts and is available for quick access.
To set a patient as the active patient:
1 From the current patient chart, click the Open Menu button.

2 Select Set Active Patient.

The current patient becomes the active patient.

Managing Patient Portal Enrollment from the Chart

The enrollment process enables you to provide patients access to their accounts on the NextGen
Patient Portal Web site. You can enroll patients in NextGen Patient Portal from within the patient
chart.
You can add a care manager to manage the selected patient’s NextGen Patient Portal account (such as
a husband having access rights to his wife’s account), add a dependent for the selected patient to
manage (such as a mother having access to her children’s NextGen Patient Portal account) at the time
of enrollment or at the request of the patient. You also can change access rights, add or terminate a
care manager or dependent relationship at any time.
Note: For instructions on managing Patient Portal enrollment, see the NextGen Patient Portal
Provider Guide for NextGen Practice Management guide.

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

CHAPTER 3

Accounts
This section provides information on accounts within NextGen Practice Management .

Creating and Maintaining Accounts

Any person or employer who serves as a guarantor for a patient must have an account. A patient can
also have an account.
Note: Before you can set up the account, the guarantor must already be entered in NextGen Practice
Management.

Maintaining Account Demographic Information

The first information that displays when you open the account profile for an employer is the
demographic information on the Properties tab of the Account Profile dialog box.

To open and enter an employer's demographic information:

1 Locate the appropriate account.
2 In the search results list, double-click on the appropriate account.
The Account Profile for that account displays.
The Properties tab is active, displaying the current demographic information for the account.
The first section, Account Demographics, populates automatically using the information in the
Employer Master File.
3 In the Account Settings Collections section, select from the following options:

Option Description

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Chapter 3 Accounts

Credit rating You can select from the following values:

 Good
 Bad
 None
Exempt from To prevent this account from being sent to a collection agency
Outsourcing for collection on a bad debt,
Collection Letter Select the collection letter for the account from the list of
available collection letters.
Send Collection Indicate whether or not a collection letter is to be sent for the
Letter account.
Last Letter Print The date of the last time a collection letter was printed
Date: displays here.

4 In the Account Settings Statements section, select from the following options:

Option Description
Print Statements Click the check box to specify that you want to print hard
copies of this account's statements.
Last Statement The last date that statements for this account was printed
Print Date: displays here.
Next Statement This date field enables you designate the next time statements
Print Date automatically prints for this account.
Generate Statement Indicate whether or not you want the application to generate a
Next Run statement during the next batch run.
Suppress Dunning Indicate whether or not you want the application to suppress
Messages Dunning Messages.

5 In the Account Settings Invoices section, select from the following options:

Option Description
Print Invoices Click the check box to specify that you want to print hard
copies of this account's invoices.
Last Invoice Print The last date that invoices for this account was printed
Date: displays here.
Next Invoice Print This date field enables you designate the next time invoices
Date automatically prints for this account.

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Maintaining Account Encounter Information

The Encounters tab of the Account Profile dialog box contains a listing of all the encounters
associated with this account.

A folder displays for each patient under this guarantor. Double-click to view the details of each
encounter.

Viewing Account Summary Information

The summary for the entire account displays on the Account Summary tab of the Account Profile
dialog box.

While viewing the Account Summary, you can:

Sort the items by clicking on the column headings.
View the details of each transaction by double-clicking on it.

Column or Description
Field
Date Date of the encounter
Enc/Inv Encounter or invoice number
Name Name of the patient

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Chapter 3 Accounts

Column or Description
Field
Description Description of the source of the charge or transaction
Charges Monetary amount associated with this encounter and invoice
Payments Any payments made towards this encounter/invoice
Adj/Ref Any adjustment or refunds for this encounter/invoice
Balance Monetary balance due and owing on this encounter/invoice
Tracking Any description added to track this transaction
Description
Filter Click the Filter button to display the filter dialog box. You can use this
dialog box to filter the contents of the Account Summary display by
rendering provider, encounter and payer.

Filtering Account Summary Information

You can filter the financial history information that the application displays for a person. The filter
enables you to narrow the information displayed according to one or more of the following criteria:
Rendering Physician
Encounter Location
Encounter Primary Payer
Tracking Description
Encounter Status
Date range
Self-Balance
The filter criteria entry window displays when you move your mouse over the Filter button.

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Field Definition
Rendering Filters the financial history information to match the rendering
Physician physician(s) you select.
Encounter Filters the financial history information to match the encounter
Location location(s) you select.
Encounter Primary Filters the financial history information to match the encounter primary
Payer payer you select.
Tracking Filters for information entered on the Payment Entry dialog box. For
Description example, if patient pays the co-pay with a check, you can enter the
check number in the Tracking field. Or, if it was an insurance payment,
you can enter the Payer's EOB date.
Encounter Status Filters the financial history information to match the encounter status you
select.
Date range Filters the financial history information to match the date range you
enter.
Self Balance Filters the financial history information to match the self balance amount
amount you enter. You can set the filter to match financial entries that are:
 Equal to the amount you enter
 Not equal to the amount you enter
 Greater than the amount you enter
 Less than the amount you enter


Viewing Account Payment Details

You can view the account payment details for a patient by accessing their account. From the Account
Profile dialog box, click the Account Summary tab.
While viewing this dialog box, you can:
Sort the items by clicking on the column headings.
View the details of each transaction by double-clicking on it.
Filter the transactions

Person/Patient Accounts
Person/Patient Accounts in the application display the following tabs:
Properties
Encounters
Account Summary
Budget
Notes

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Chapter 3 Accounts

Creating an Account with a Person/Patient as the Guarantor

To create an account with a person/patient as the guarantor:

1 Click the Chart button on the NextGen Practice Management main toolbar.
The Patient Lookup dialog box displays.

2 Enter the search criteria you want to use to search for a patient chart.
A list of persons matching your search criteria displays.
3 Double-click the person for which you want to create an account.
The Modify Person Maintenance dialog box displays.
4 At the bottom of the dialog box, click Account.
A confirmation message displays.
5 Click OK.

Person/Patient Account Demographics

The Properties tab of a person's account displays the patient's basic demographic information.

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Maintaining Account Notes

You can add, edit, delete, and view any notes attached to the account on the Notes tab of the Account
Profile dialog box. Just like with a patient or a person's chart, you can attach notes and review history,
etc. from the Notes tab.

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Chapter 3 Accounts

Employer Accounts
Employer accounts in the application display the following tabs:
Properties
Encounters
Account Summary
Invoice Summary
Invoice Details
Notes
Note: Before you can set up the account, the guarantor must already be entered in NextGen Practice
Management.

Creating an Account with Employer as Guarantor

To create an account with an employer as the guarantor:
1 From the NextGen Practice Management main menu, select Tasks > Lookup > Employers.
The Employer Lookup dialog box displays.

2 Enter the employer number and click Find.

A list of employers matching your search criteria displays.
3 Double-click the employer for which you want to create an account.

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The Employer Maintenance dialog box displays.

4 Ensure that all the information for the employer is correct.

5 At the bottom of the dialog box, click the Account button.
The Account Profile displays.

Viewing Account Budget Information

The Budget tab displays budget plan information for the guarantor.

The following fields display on the Budget tab of the Person Account Profile dialog box.

Field Description
Enable Budget Check this to activate the budget plan for this account.
Account Note: If this option is not checked, you cannot access or use the
budget plan or any of the fields on this dialog box.
Budget Start Date The date the budget plan is in effect.
Budget Due Date The date that all monies owed should be paid.

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Chapter 3 Accounts

Field Description
Sched End Date The date that the plan ends.
Last Letter Sent On The date the last budget letter was sent to the account.
Last Delinquency The date of the last time the account paid towards the balance after
Date the due date.
Termination Date The date that the plan was terminated.
Payment Cycle The payment cycle is monthly.
Total # Payments You can enter the total number of payments.
Payment Amount Enter the amount for each payment.
Beginning Budget The initial amount owed and set up to be repaid on the budget plan
Amount displays here.
Remaining Budget As you post each payment, the remaining balance adjusts itself and
Amount displays here.
Balance from The balance of monies owed from billable encounters displays here.
encounters
Charges Covered by Any charges covered by insurance, and not eligible for the budget
Insurance plan, displays here.
Total Patient Balance The entire balance owed, after insurance payments, displays here.
Encounter At the bottom of the Budget tab is the Encounter Information section.
Information Section
You can use the Open Menu button to add encounters. If there
are no eligible encounters to add to the budget plan, the Norton
button is disabled.

Setting up a Budget Plan

You can set up a monthly Budget Plan for patients that have an account balance that they are unable
to pay in full.
Note: The patient whom you create the budget plan for must have an account.

To set up a Budget Plan:

1 Locate the account for the patient that you want to create a budget plan for.
2 Select the Budget tab.
3 Click the Open Menu button in the Budget Plans section and select New or Open.

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The Budget Details dialog box displays.

4 Indicate whether the Budget Plan is Perpetual or Non-Perpetual. A perpetual budget plan rolls over
to each encounter, whereas a non-perpetual budget plan applies to only the selected encounters.
5 Select a Payment Cycle for the budget plan.
6 Click the Open Menu button in the Encounter Information section and select the Add, Delete,
All, or None option. (Non-Perpetual budget plans only.)
If you choose Add, the Encounter Lookup dialog box displays. Proceed to step 6.
If you choose Delete, the highlighted encounter is deleted from the Budget Plan.
If you choose All, any encounter that has a patient balance is included in the budget plan.
If you choose None, the Budget Plan is no longer be active and the dialog box disables all
fields.
7 Highlight the encounter to add to the plan, and click Add.
8 Right click to display the short-cut menu and choose Select.
The encounter is added to the plan.
9 Enter one of the following:
Enter the total number of payments in the Total # Payments field, if the budget plan is being
setup based on a set number of payments. NextGen Practice Management automatically
calculates the dollar amount for each of those payments, which are distributed evenly over the
total number of payments.
Enter the payment amount in the Payment Amount field, if the budget plan is being setup based
on a set payment amount every month. NextGen Practice Management automatically
calculates the total number of payments, based on the amount that is to be paid each month.
Caution: Because NextGen Practice Management distributes the payment amount evenly over the
total length of the budget plan, when you enter a dollar amount and the total number of payments
is calculated, the application also recalculates the payment amount to reflect a payment amount
that is equally distributed over the total length of the budget plan. If you re-enter the payment
amount in the Payment Amount field a second time, the dollar amount you enter does not
recalculate the second time.

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Chapter 3 Accounts

Example: If you are setting up a budget plan on an account that has a total balance due of
$5845.00 and you want the monthly payment amount to be $150.00, then the total number of
payments calculates as 39, but the payment amount is recalculated to $149.87. To set the payment
amount to $150.00, you need to re-enter $150.00 in the Payment Amount field a second time.
Note: Encounters on a budget plan display in the patient chart with a checkbook icon next to them.
Adding Encounters to a Budget Plan
Once you set up the budget plan, you must add encounters to that budget. The encounters you add are
already billed, but unpaid.
To add encounters to a budget plan:
1 On the Account Profile click the Budget tab.
2 In the Budget Plans section, click the OK button.
3 From the drop-down menu, select New.
The Budget Details dialog box displays.

4 Enter the budget due date, the payment cycle, the total number of payments and the dollar amount
for each payment.
5 In the Encounter Information section, click the OK button and select Add from the drop-down
menu.

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The Encounter Lookup dialog box displays.

Only the encounters for this patient display. If this patient is the guarantor for other patients, those
encounters display as well.
6 Double-click the appropriate encounter to add it to the budget.
Note: If there are no eligible encounters, a message displays indicating that. At that point, even if
you double-clicked an encounter it is not added.
7 Click Apply.

Employer Account Invoice Summary

All invoices associated with this account display in summary format on the Invoice Summary tab of
the Account Profile dialog box.

You can add, edit, delete invoices as well as add charges by clicking on the Open button.

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Chapter 3 Accounts

Employer Account Invoice Detail

To view the details of each invoice billed to this account, you can view that information on the Invoice
Detail tab of the Account Profile dialog box.

The following columns sort the invoice detail information:

Column Description
Location This is the service location for the encounter.
Description 1 If you entered anything in the Appointment Book Description field, it
displays here.
SIM The SIM code assigned to these charges displays here.
Qty This is the number of items billed under this SIM code.
Amount This is the amount for the entire invoice.
Payments Any payments credited to this account displays here.
Adj/Ref Any adjustments or refunds applied to the account display here.

Accessing the Previous Account

When you are working with multiple accounts, you can access a recently accessed account profile
without performing an account lookup.
To access a previous account:
1 From the current account profile, click the Open Menu button.

2 Select Access Previous Account.

The accounts that were most recently accessed display.
3 Select the account that you want to access from the list.

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Setting the Active Account

When you set an account as the active account, it remains in memory when you work with other
accounts and is available for quick access.
To set an account as the active account:
1 From the current Account Profile, click the Open Menu button.

2 Select Set Active Account.

The current account becomes the active account.

Accessing the Active Account

After an account has been set as the active account, you can quickly select it from the toolbar of the
current account. (See Setting the Active Account (on page 87) for information on setting an account
as the active account.)
To access the active account:
1 From the current Account Profile, click the Open Menu button.

2 Select Access Active Account. The name associated with the account displays next to the option.
The active account becomes the current account.

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Chapter 3 Accounts

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

CHAPTER 4

Invoices
The section provides information on working with invoices within NextGen Practice Management.
Invoices are the means by which you can bill employer accounts.

Invoicing an Account
When an account is not associated with a specific encounter, invoices provide an alternative to
Encounter Billing. For example, a company orders drug screening for all employees to be provided on
site. Rather than bill separate encounters for each employee, one invoice can be created for the
employer's account.

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Chapter 4 Invoices

Viewing Invoice Summary Information

The Account Profile for an employer account in NextGen Practice Management includes the Inv
Summary tab. This tab displays high-level information about each invoice, such as its creation date,
total charges, and billing status.

Viewing Invoice Details

The Inv Detail tab on each employer Account Profile breaks out the information for each account
invoice by SIM. You can use this tab to view the specific procedures and charges included on each
invoice.

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Creating a New Invoice

Remember the following when creating an invoice:
An invoice must be created before you can add charges to it.
Only one invoice can be open for each account in an unbilled status at a time.
An invoice is considered billed once you print it.
To create a new invoice:

1 From the main toolbar, click the Account button.

The Account Lookup dialog box displays.
2 Once you locate the appropriate account, double-click on it to open it.
The Account Profile displays.

3 On the Account Profile dialog box, you can click Invoice Detail tab.
4 In the blank space on the right, right-click to display the shortcut menu.
5 Select New Invoice.
A new line adds to the Account Profile , indicating an invoice has been created.
A new invoice creates with the current date as the Create Date, and the status of Unbilled.
To add charges to the new invoice, see Adding Charges to the Invoice (see "Adding Charges an
Invoice" on page 91).

Adding Charges an Invoice

After you create the account invoice, you can add charges. Invoices are billed directly to an account
and not to a payer. An account does not have a chart.

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Chapter 4 Invoices

To add charges to an invoice:

1 From the NextGen Practice Management main menu select click the Account button.
The Account Lookup dialog box displays.
2 Locate the appropriate account and then double-click it.
The Account Profile displays.
3 Select either the Invoice Summary or Invoice Detail tab.
4 Highlight the appropriate invoice and click the Open Menu button.
5 From the shortcut menu, select Charges.
The Charge Posting dialog box displays. The Invoice field displays the newly created invoice
number and date.

Note: Adding charges to an invoice that has a status of Billed changes the status to Rebill.
6 Click New.
Your cursor is automatically in the Service Item field.
7 Beginning with the Service Item field, go to each field entering the appropriate information.
8 Once you enter all the necessary information, you can click Save. To save this charge and add
another, click Next.

Billing Invoices
When all appropriate charges are included on the invoice, you can bill the invoice by simply printing
it. An invoice is in an Unbilled status until it prints, then it has a Billed status. If you add more charges
to an invoice after you bill it, NextGen Practice Management automatically places it is Rebill status.
You must print the invoice again to set the added charges to a Billed status. If you need to process a
claim for insurance reimbursement, you must use Encounter Billing.
Note: The status of an invoice - Unbilled, Billed, Rebilled - displays on the Charge Posting dialog box
on each charge line.

To manually bill an invoice:

1 From the main toolbar, click the Account button.

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

2 The Account Lookup dialog box displays. Once you locate the appropriate account, double-click
on it to open it.
The Account Profile dialog box displays.

3 Select either the Invoice Summary or Invoice Detail tab.

4 Right-click on the invoice to Print > Invoice.
The Demand Invoice dialog box displays.

5 Complete the fields on the Demand Invoice dialog box and then click Print.

Rebilling an Invoice
There are occasions when you need to rebill an invoice. It could be that a charge was entered
incorrectly or there are more charges to add.
1 To change the status of an invoice from Billed to Rebill, click on either the Invoice Summary or
Invoice Detail tab of the Account Profile.
2 Right-click the invoice and select ReBill.
After an invoice has a Rebill status, it returns to the print queue the next time you batch print invoices.
If you add or delete charges to an already billed invoice, its status automatically changes to Rebill.

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Chapter 4 Invoices

Note: You can only rebill an invoice with a Billed status.

To manually rebill an invoice:

1 From the main toolbar, click the Account button.

2 The Account Lookup dialog box displays. Once you locate the appropriate account, double-click
on it to open it.
The Account Profile dialog box displays.
3 Click on either the Invoice Summary or Invoice Detail tab.
4 Right-click on the invoice and select Print > Invoice.
The Demand Invoice dialog box displays.
5 Complete the fields on the Demand Invoice dialog box and click Print.

Billing Invoices on Demand

Invoices can be printed on demand for an employer. This is useful if the employer needs a copy of the
invoice, or if more charges have been added and you would like to rebill immediately.
To print an invoice on demand:

1 From the main toolbar, click the Account button.

The Account Lookup dialog box displays.
2 Once you locate the appropriate account, double-click on it to open it.
The Account Profile dialog box displays.

3 Click either the Invoice Summary or Invoice Detail tab, highlight the invoice to print and click on
the Open button to display the shortcut menu.
4 From the shortcut menu select Print Invoice….

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

The Demand Invoice dialog box displays.

Your practice preference settings determine which options are available to you on this dialog box.
If you need to change these settings, or some are not available to you, check with your practice
administrator.
5 Complete the following fields:

Field Description
Minimum Invoice Enter the minimum invoice amount to qualify that invoice
Amount for printing. Any invoice amount less than this setting
does not print.
Invoice Sort By Select whether to sort the invoices by Employer or Invoice
ID.
Show Grid Lines If you select this option, grid lines display on the printed
invoice.
Include Invoices of Select whether or not to include rebilled and unbilled
Status: invoices.
Update Invoice Dates You can select to update the invoice dates with the print
and Billing Status date as well as update the billing status to Billed
automatically once the invoices print.
Auto Note Not available at this time.
Preview Click this button to preview the invoices prior to printing
them.
Print Click this button to print all the invoices that match the
options you selected.
Close This button closes the Practice Invoices dialog box
without printing any invoices.

Once you make your selections, you can click:

Preview to ensure that the information looks correct.
Print to send the invoices to the printer.
6 If you selected Update Invoice Dates and Billing Status, a confirmation message displays after you
click Print.
When you click Yes:
The invoice status changes to Billed.
The Last Date field updates with the print date. If this is the first tine to print the invoice.

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Chapter 4 Invoices

Billing Invoices in a Batch

To print invoices in a batch for the practice:
1 From the NextGen Practice Management main menu, select File > Print Forms> Invoices.
The Practice Invoice dialog box displays.

2 Complete the fields on the Practice Invoices dialog box.

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 NextGen Practice Management Accounts and Patient Records Guide, Version 5.8

Index
A Creating an Account with a Person/Patient as the
Guarantor • 80
About This Guide • 9 Creating an Account with Employer as
Accessing the Active Account • 89 Guarantor • 82
Accessing the Active Patient • 71 Creating and Maintaining Accounts • 75
Accessing the Previous Account • 88
Accessing the Previous Patient • 71 D
Accounts • 75
Deleting a Patient Relationship • 27
Adding a Patient Photo to the Chart • 23
Deleting, Copying or Printing a Patient Case • 40
Adding a Person as Guarantor • 28
Determining Where the Co-Pay is Pulled From •
Adding an Employer as Guarantor • 29
62
Adding Authorizations • 57
Document Revision History • 4
Adding Benefit Information to Insurance • 59
Duplex Scanning • 63
Adding Certificate of Medical Necessity
Information • 68 E
Adding Charges an Invoice • 94
Employer Account Invoice Detail • 88
Adding Chart Notes • 46
Employer Account Invoice Summary • 87
Adding Dental Appliance Information to Patient
Employer Accounts • 82
Insurance • 55
Encounters - Case Mgmt Tab • 68
Adding Encounters to a Budget Plan • 86
Encounters - General Tab • 49
Adding Insurance to an Encounter in NextGen
Encounters - Insurance Tab • 52
Practice Management • 52
Encounters - Note Tab • 66
Adding Insurance Verification Information • 56
Encounters - Transactions Tab • 64
Adding or Modifying Patient Cases from the
Exempting a Patient from Outsourcing • 33
within Patient Chart • 39
Adding Patient Relationships • 25 F
Adding Referral Information • 59
Filtering Account Summary Information • 78
Adding/Modifying Support Roles • 27
Filtering Financial Information in the Chart • 44
Assumptions • 9
Financial Tab • 42
Automatically Updating Patient Addresses • 20
B H
Hiding a Patient Relationship • 26
Billing Invoices • 95
Billing Invoices in a Batch • 99 I
Billing Invoices on Demand • 97
Introduction • 9
C Invoices • 91
Invoicing an Account • 91
Changing a Person's Address • 19
Changing the Patient Guarantor • 31 L
Clinical History/Notes Tab • 45
Creating a New Invoice • 93 Logging on to the NextGen Applications • 9
Creating a Patient Chart • 15
Creating a Quicknote • 46

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Index

Setting the Active Patient • 72

M Setting up a Budget Plan • 84
Maintaining Account Demographic Information Setting Up and Maintaining Insurance • 54
• 75
U
Maintaining Account Encounter Information •
77 Unsealing Notes • 48
Maintaining Account Notes • 81
Maintaining Privacy Notices • 34 V
Managing Patient Portal Enrollment from the Viewing Account Budget Information • 83
Chart • 72 Viewing Account Payment Details • 79
Modifying Patient Information from the Chart • Viewing Account Summary Information • 77
22 Viewing and Editing Benefit Financial
Modifying Provider Information from the Patient Information • 60
Chart • 37 Viewing Diagnosis Mapping • 51
Viewing Encounter Diagnoses • 50
O Viewing Invoice Details • 92
Overriding a Policy Number and Co-Pay • 55 Viewing Invoice Summary Information • 92
Viewing Patient Eligibility Information • 64
P
Patient Chart • 13
Patient Chart Lookup • 13
Patient Information - Case Management Tab • 39
Patient Information - Chart Details Tab • 32
Patient Information - Demographics Tab • 22
Patient Information - Provider Tab • 37
Patient Information -
Relationship/Contact/Guarantor Tab • 24
Patient Information - Rental Information Tab •
41
Patient Status • 19
Person/Patient Account Demographics • 81
Person/Patient Accounts • 80
Printing the Patient Photo • 24
R
Rebilling an Invoice • 96
Recording Patient Marketing Plan Information •
36
Reversing Automatic Adjustments from the
Patient Chart • 69
S
Scanning Patient Insurance Cards • 63
Sealing Notes • 47
Setting Default Physician and Medical
Information for a Patient in the Chart • 32
Setting Default Physicians for a Patient on the
Patient Information Dialog Box • 17
Setting Patient Co-Manage Information • 35
Setting the Active Account • 89

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