Financial Systems for Long Term Care

Sales: Contact Lynne Hammond
lynne@hi-techsoftware.com
(207) 474-7122

For more information, click the application as it would appear on our menu

	Resident Accounting		Therapy System
	General Ledger		Resident Trust Accounting
	Accounts Payable		Interfaces
	Payroll		Condensed GL
	Human Resources		Exception Billing
	Fixed Assets		Resident Referral System
	Outstanding Checklist		Clinical Census
	Clinical: Nursing Care		Clinical: Residential Care/Assisted Living

Resident Accounting (Accounts Receivable)

Maintain a daily census and billing records for each resident in your facility. The System handles Private, Medicaid, Medicare A PPS, Managed Care on a PPS schedule, Medicare B, Medicare C and commercial insurance billing.
Bill on UB04 or 1500 forms. The System also maintains admission and discharge statistics. It uses Resident Stay Tables to track stays based on admit and discharge dates, level of care changes and payer changes.

Daily Census Reporting:

Record Admits, Discharges, Bed Transfers, Bed Holds, and other changes
Use these details to create room charges on your own schedule
For statistical reporting, record levels of care, town and county of origin, gender, admitted from and discharged to details

Resident Face Sheet:

Record personal and demographic data required for billing
Include Medicare, Medicaid and other insurance numbers
Enter ICD9 medical diagnoses, Primary Physician identification, and Family, Financial, and Legal contacts
Resident's financial data is automatically updated with last billing and payment dates and balances by payer
Record up to 99 separate free-text notes per resident. Include additional information such as medical history, maiden name, names of spouse, parents, children and grandchildren; nationality or ethnic background, etc.

Therapy Time Processing:

Records the number of days and units or minutes of therapy so that this information can be posted to resident detail and General Ledger
Compares therapy minutes to the Medicare Assessment Schedule to determine the optimal start date for each required assessment. Maximize payment by assessing the resident for the days with the most therapy time

Daily Charges and Receipts

Cash Receipts

Record payments by payer source for Private, Medicaid, Medicare and Commercial Insurance
Download remittance details from Medicare and Medicaid for automatic posting
Record other income, such as vending machine collections and guest lunch receipts
Transfer funds from the patient liability payment to the resident’s Trust account

Charges

Enter Ancillary Charges by Item Number or HCPC code
Process Reoccurring charges such as cable TV charges and newspaper subscriptions for automatic posting
Establish automatic markup of chargeable items
Create automatic contractual adjustments based on fee schedules

Adjustments

Record charge and payment corrections
Split payments between months
Process room rate changes for the whole facility or one payer source
Write off balances, record resident refunds and process other adjustments
Make changes to previous period room charges

Billing

Paper Billing

Private
Patient Liability
Commercial Insurance
Managed Care/HMO (electronically if provider accepts an electronic file)
Medicare C plans (electronically if provider accepts an electronic file)

Medicaid Billing

Maintain Medicaid patient liability worksheet to track patient liability charges and receipts
Create the Electronic claim file in the 837 billing format (5.0 format for Maine) for submission
Re-bill for prior periods
Download Medicare remittance for automatic posting of receipts (if your State offers this feature)

Medicare A Prospective Payment System (PPS) Billing:

Track the Medicare stay in a Stay Table for each Medicare admission using the Medicare stay start date and available Medicare days
Automatically collect information to prepare Medicare billing, including MDS dates, days and RUG scores
Create an 837 electronic billing file for submission
Download Medicare remittance for automatic posting of receipts

Medicare B Billing:

Maintain Medicare B table for recording onset dates and value codes for therapies
Use the CMS Medicare B Fee schedule for your region
Report MTD and YTD therapy fees and charges
Create an 837 electronic billing file for submission
Download Medicare remittance to posting receipts automatically

Medicare A and B Logs

Medicare billing updates monthly logs
Include days, gross revenue, ancillaries, payments, and contractual adjustment
Use to reconcile Medicare activity for the year with the Medicare PS&R Report

General Ledger

Offers standard financial statements, including cost per day, actual vs. budget, budget variances, and FTE reports, as well as customized financial reports and HUD specialized reports. Remote locations can use the Condensed GL and send data to a central office.

Post from Accounts Receivable, Accounts Payable, Payroll, and Fixed Assets
Access Year-to-Date inquiry of any account, including detail transactions by posting source
Review critical accounts with the Monthly or Annual Activity Reports that show transactions by account and source
Use Report Writer to create your own custom financial statements
Enter budget information and include on financial reports for comparison
Create Per Diem Cost Component Reports

Condensed GL

Facilities use the Condensed GL when the full General Ledger and financial statements are maintained at a Central Office for multiple facilities. The facility creates the journal entry file from activity recorded through Resident Accounting, Accounts Payable and/or Payroll, and then transfer the file to the Central Office for posting

Accounts Payable

Maintain invoices by vendor, print checks and 1099 forms. Access details through vendor and invoice inquiry. Interface to HTS Check Reconciliation and General Ledger Systems.

Multiple period General Ledger processing on invoices
Automated check processing (multiple vendors, demand checks or prepaids)
Reporting by vendor and expense distribution
Invoice posting to unlimited expense distributions
History reporting for invoice number, invoice date or check date ranges
Process and print 1099 Forms

Payroll

Maintain employee master files including employee demographics, YTD wages, hours and deductions. Print quarterly and end-of-year reports and W-2 forms. Payroll interfaces can be set up between the General Ledger, Human Resources, Check Reconciliation and your time clock company.

Record 10 Hourly Pay Types, 20 Other Pays (Call pay, commission, shift differential, etc.) and up to 300 Deductions (user-defined)

Enter taxable/nontaxable status for earnings and deductions
Track balance deductions (charitable pledges, employee loans, etc.)
Accrue benefit time (vacation, sick, personal) based on a variety of criteria
Calculate 401k/403b deductions and employer match. Create the electronic file for submission
Allow Direct Deposit for multiple banks (magnetic media, optional)
Post employer tax expenses by department (FICA, unemployment, workers' comp and MSR)
Print many informational reports, including user-defined custom reports

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Human Resources

Use as a standalone system or integrated with Payroll.

Pre-screening and Interviewing

Maintain details on all applicants: demographics, contact information, positions for which the applicant qualifies, resume details, interview dates and details
If applicant is hired, transfer information into the employee HR and Payroll record
Keep all applicant information on file for future hiring

Employee Record:

Maintain Demographics. Define employee’s position, a home department and up to four other departments in which he or she works. Link Position code to minimum education requirements to track the education received vs. required

Integrate Demographics, Position, Payroll and Benefit Time with the Hi-Tech Payroll System
Record details of insurance plans, benefit time, licensing with expiration dates, and vehicles with insurance and registration details
Use standard sets of evaluation criteria defined for the company or the position. Edit and add to the criteria for the specific employee. Add comments. Evaluate each performance criteria using a company-defined value. Calculate the composite score for this evaluation
Save company and employee documents in the original recorded format, i.e., a word processing document or a scanned image, such licenses or W-4 forms and access anytime
Add miscellaneous information that is unique to each employee. Create a library of frequently-used Notes text and templates and pull them into employee Notes for individual completion

Outstanding Check List

Provided with Accounts Payable and/or Payroll to track all checks written through these systems.

Interfaces with Accounts Payable and Payroll Systems to account for all checks
Tracks all processed checks and provides listings of outstanding checks
Allows you to indicate voided checks, or record manual checks

Fixed Assets

Interfaces with the General Ledger to record depreciation.

Enter an individual record of each asset
Record purchase price and date, salvage value, life
YTD and accumulated depreciation calculated by the system
Print or display a fixed asset list by department
Review a selective listing by status (i.e. sold, fully depreciated)
Purge sold assets at year end

Therapy Systems

Rehab Therapy Time Tracking integrates with Resident Billing by creating charges from HCPC-coded therapy time. Record PT, OT and ST as services are provided and print reports. Maximize reimbursement by using therapy time scheduling to select optimum assessment reference dates.
Click Rehab Therapy Time Tracking to learn more.

Respiratory Care Therapy Time Tracking integrates with Resident Billing by creating charges from HCPC-coded therapy time. Select respiratory therapy procedures from the facility-defined library. Establish minimum and maximum ranges for procedures by resident. Set up a schedule of procedures by shift by resident. Print and review detail, summary and 24-hour reports. Click Respiratory Care to learn more.

Resident Trust Accounting

Maintain and report on your residents' personal funds.

Tracks deposits and withdrawals of personal funds of each resident
Build a library of charge and deposit descriptions specific to your facility.
Record interest based on the end-of-month balance
Print end of day and end of month reports, including Trial Balance
Print Resident Statements and Balance Verification letters for resident or family
Automatically transfer funds from the patient liability payment recorded in Resident Accounting

Interfaces

HTS has developed relationships with other vendors, and we provide programs that interface to their program data. These alliances help Hi-Tech and these vendors share expertise and expand capabilities.

These interface programs have been developed through years of use and with substantial input from our clients. They save time and eliminate data-entry errors. We offer the following interface programs, and if you do not see one that you need, let us know and we can create a new one.

Therapy

· Genesis

· Rehab Works

· PeopleFirst

Therapy Detail

Casamba

Medical Supplies

· Gulf South

· RedLine

· MedLine

· ChargeTracker

Time Clocks

· TimeTrak

· Kronos

· Simplex

Electronic Charting

Resource Systems CareTracker

Resident Referral System

Use the Referral System to track prospective admissions to your facility and keep history of where your referrals come from, whether or not you admit them and if not, why not.

Focus your marketing efforts and increase your census with residents whom your facility can serve best
Create a referral record for each potential resident, and gather demographic data like admit and referral sources, level of care, payer and gender
Use a laptop PC to capture this info on-site at the hospital, other facility or applicant’s home
If you admit a potential resident, the system imports the referral record to the resident’s Face Sheet Record
Record the reasons for not admitting an individual for use in future marketing efforts

Clinical Census

Use this application when your Clinical staff is responsible for entering census details, but not for posting charges or billing. With very limited access to census records they can record activity such as admissions, discharges and bed transfers, which is used by the accounting staff to reconcile and create room charges