Update for 1095-C Forms

Posted on January 8, 2016 by Support

Available with main Office Software Version 5892 dated 01/07/2016, agencies now have an option to print both an employer copy and an employee copy of the 1095-C form using the new field labeled, ‘1095-C Format’.

Posted in All Messages, HHC 3000 Office Software, Payroll | Leave a comment

OASIS errors

Posted on January 7, 2016 by Support

Agencies receiving an OASIS error related to the OASIS Version when submitting xml files to CMS will need to update to the most current Main Office software version, 5891 dated 01/07/2016.  The software populated the new 2016 OASIS version for assessments completed in late 2015.  The version update will correct this problem.

Posted in All Messages, HHC 3000 Office Software, OASIS | Leave a comment

New Service Statistical Subgroups

Posted on January 5, 2016 by Support

Available with the current Main Office Software Version 5888 dated 01/04/2016, statistical subgroups have been made available for assignment in Services Set Up.   The field for the statistical subgroup can be found to the right of the statistical group field on the Service Billing Rate tab.  The statistical group for each service is still required.   For example, a service code for an LPN visit  must have the statistical group RN applied and the subgroup LPN can now also be assigned.  Historical Statistical Report, Cost Report Visit Counts & Patients can be generated to include the statistical subgroups by selecting the new check box in the report parameters screen.

Posted in All Messages | Leave a comment

1095-C Forms

Posted on December 21, 2015 by Support

Available with Main office software version 5882 dated 12-17-15, the software now has the ability to generate 1095-C forms.  A new button is now available in the Payroll module labeled 1095-C Forms which will allow agencies to set up the required data for each eligible employee and generate the 1095-c form.  Upon accessing the 1095-C button the screen will display a list of agency employees.  Agencies must next indicate which employees will be included.  As each employee is highlighted in the grid on the left side of the screen, the check box on the right under the Employee 1095-C information labeled “1095-C needed” must be checked.  Once eligible employees are marked use the filter at the top of the screen to display only eligible employees by marking the check box ‘1095-C Needed’ and selecting the green Apply Filters button.

Each eligible employee must have the tax year populated and the Plan start month.  If this will be the same for all eligible agency employees then the date can be entered in the Posting Defaults section Tax Y/E.  Selection of the lightning bolt button will post the date to all marked eligible employees.

Each eligible employee will be required to have entered modifiers and dollar amounts for required lines 14, 15, and 16 of the 1095-C form.  Agencies will use either a 12 month default (labeled as All 12 Months in the screen) or will post the line items by individual month in the Employee 1095-C Information section of the screen.   Per 1095-C instructions if the ‘All 12 Months’ fields are used then By Month posting should not be completed.  If both fields have been entered in the software, the software will default to use the ‘By Month’ entries on the 1095-C form.

The Posting Defaults section holds data entry fields for posting All 12 Months.  The Post button will populate the same information to all marked eligible employees.  Alternatively, if the default ‘All 12 Months’ is populated in the Posting Defaults section which may be correct for some eligible employees but not all, the arrow button available beside the  ‘All 12 Months’ data entry fields in the Employee 1095-C Information section can be selected.  The software will populate the ‘All 12 Months’ data to the specific highlighted employee only.

Agencies may post the required data by individual month for marked employees.  If the default By Month data is populated in the Posting Defaults section, the arrow button may be selected next to the month in the Employee 1095-C Information section to populate the default data for that month for the employee.   The software does also allow for direct data entry into each month.

Report parameters at the bottom of the screen provide options to perform.  Ensure the Report Tax Year End is entered and matches the Tax Year entered on each eligible employee.  Under ‘Operation to Perform’ the option Listing will display the 1095-C information in listing format to allow for verification all data entry is complete and correct.  The Software provides an option to print an individual employees 1095-C form or 1095-C forms for a batch of all eligible employees.

Posted in All Messages, Payroll | Leave a comment

Software Changes for Medicare Hospice Routine Home Care Charges Beginning January 1, 2016

Posted on December 18, 2015 by Support

Agencies will need Main Office software version 5882 dated 12-17-15 or later to accommodate Routine Home Care charges for Medicare Hospice days 1-60 (High Rate) and day 61 and after (low rate) to begin January 1, 2016.  Service set up will now have a new data entry field.  Agencies will need to use their current Routine Home Care service.  NO ADDITIONAL SERVICE CODE SHOULD BE CREATED OR ENTERED IN THE SOFTWARE.  Agencies who enter and update yearly the current Routine Home Care rates in the billing rate field in the Service Billing Rate tab will need to update the billing rate field with the Routine Home Care rate for days 1-60 (high rate).  An additional field has been added under a new section “Hospice Routine Charges Posting”.  The field is labeled “Hospice Routine Charges 61+days rate.  Agencies will need to enter the Routine Home Care rate for day 61 and after (low rate).

If your agency is using the system calculated Hospice rates and the check mark is in place to “Use system calculated Hospice rates based on national payment rates adjusted for wage index”, no updates to the service set up are needed.

The software will calculate and post the correct high and low rates to the routine charge when posting Routine Hospice charges through the Billing Utility- Hospice Routine Charges.  The software will use the Start Of Care date as entered in the patient demographics screen as day one when counting hospice days for each patient.

All agencies will need to indicate if a patient used Hospice days at another agency or in a different election period within the past 60 days of the current election.  The number of days used previously must be counted and a Date entered in the Patient/Insurance/Hospice tab in the Election/Certifications/CHAPS tab to indicate when the low rate, day 61 or after should be applied to generated Routine charges using the Billing Utility to Post hospice Routine Charges.

The software will use the additional fields to calculate the anticipated invoice total and will post this invoice total when Accounts Receivable is updated during invoice or electronic claim generation process in the software.

As a reminder per Medicare requirements, both high and low routine charges will be included in the total dollar amount on the same summary line for routine charges on paper invoices and electronic claims.  You will not see line items separating the two rates.

Posted in All Messages, Billing, System Setup | Leave a comment

2016 Federal Tax Tables

Posted on December 18, 2015 by Support

The 2016 Federal Tax Tables are now available with Main Office software version 5882 dated 12-17-15.

Posted in All Messages, Payroll | Leave a comment

A New PECOS File is Available

Posted on December 9, 2015 by Support

A new PECOS file is now available for download.

Posted in All Messages, Billing, Physicians | Leave a comment

Software Enhancements to the Patient Visit Calendar

Posted on November 11, 2015 by Support

Enhancements have been made to the Patient Visit Calendar with Main Office Software version 5862 dated 11/10/15 that allow for more efficient manipulation, transfer and assignment of scheduled visits and documentation of Employee contact.

Upon accessing a specific patient’s visit calendar when the patient’s scheduled visits are displayed, a new button displays in the upper right corner labeled ‘Schedules’.  Once selected the screen will display both patient and employee information as well as two grids separating patient and employee scheduled visits.  When the number for a specific date is selected on the Patient Visit Calendar screen, which has been available historically, the new screen will be available with only the scheduled visits for that day displaying on the Patient portion of the screen.  The Employee assigned a scheduled visit will display on the right side of the screen.  If a scheduled visit highlighted in the patient scheduled visits grid has a different employee assigned, selecting the arrow button will convert the employee on the right side of the screen.  The Transfer button available historically remains available in the patient scheduled visits grid.

New features below the Patient scheduled visit grid include a new grid displaying Assigned Employees from the Responsible Employee field on the patient demographics screen, Employees assigned by discipline in the Therapy screen and any employees assigned in the Responsible employee screen for those agencies using the Patient/Employee Filtering.  The patients documented Home Environment , Traits, Home Management and Daily Living are displayed in read only format at the bottom of the screen.

New features below the Employees scheduled visits grid include a grid and fields to document employee contact.  The ‘Add’ button will open screens to document the date of contact, the outcome, and a small memo field for additional comments.  Employees contacts are saved historically in the grid and will also display in Notifications.  The Employee Qualifications, Restrictions and Schedule Availability comments will display in read only format at the bottom of the Employee side of the screen.

Posted in All Messages, Employees, HHC 3000 Office Software, Schedules & Unverifieds | Leave a comment

Fiscal Year 2016 Hospice Rates

Posted on November 10, 2015 by Support

REMINDER:  Agencies providing Medicare Hospice services should update billing rates for the 2016 fiscal year in Service Set Up.  Agency established services for  Routine Home Care, Respite Care, General Inpatient Care and Continuous Care for dates of service 10-1-15 should be updated as per the posted rates in the Federal Register Final Rule titled, Fiscal Year 2016 Hospice Wage Index and Payment Rate Update and Hospice Quality Reporting Requirements.  Medicare Hospice Invoice Rates, if agencies are utilizing the internally programmed rates, for discipline specific visits will be updated January 1, 2016 by Allegheny Software Publishers, Inc.

Agencies should  not  make any changes in the software at this time for the high and low rate Routine Home Care charges to begin  January 1, 2016  and wait for further instructions from Allegheny Software Publishers, Inc.   Further instructions will be posted on Allegheny Messages.

Posted in All Messages | Leave a comment

New Required G Codes for RN and LPN Visits for Medicare Home Health and Hospice

Posted on October 30, 2015 by Support

Medicare will be retiring G Code G0154 for Home Health and Hospice.  Beginning for Hospice date of service on or after January 1, 2016 and for Home Health episodes ending on or after January 1, 2016, agencies will need to report new G/HCPCS Code G0299 for “Direct skilled nursing services of a Registered Nurse- RN in the Home Health or Hospice Setting”.  Agencies will need to use new G/HCPCS Code G0300 to report “Direct skilled nursing services of a Liscensed Practical Nurse-LPN in the Home Healt or Hospice setting.

Agencies must have Main Office Software version 5854 dated 10/28/15 prior to initiating new G Code set up in the software.

Agencies currently using different service codes for RN and LPN visits can update the HCPCS field with the new G code.

Agencies that do not currently differentiate in services between RN and LPN visits will need to update their current Skilled Nursing Visit service to reflect the RN visit and enter the new RN G Code in the HCPCS field.  Agencies will then need to add a new service for the LPN Skilled Nursing Visit using the new G code for services by an LPN in the HCPCS field.  The Service or Revenue code remains the same for both visits and unchanged from previously required 0551.

When invoicing Medicare Home Health and Hospice, the software will look at the date of the visits being reported.  If the date of service is prior to January 1, 2016, the software will replace the new G Codes with Go154.  When invoicing for dates of service on or after January 1, 2016 the software will use the new G codes already attached to the visits by complying with the previously detailed set up instructions.

ADDITIONAL IMPORTANT SERVICE SET UP TO CONSIDER:

Agencies using the Service Billing Rate tab for both Medicare and other Commercial Insurance billing codes and rates will need to add medicare in the Insurance Company Rates tab grid with the new G code/HCPCS with the original revenue code and billing rate.  The new G code is required specifically for Medicare Home Health and Hospice.  Agencies should contact their commercial insurance or Medicare Advantage/ HMO plans to verify if any changes are required for those payers.

Agencies that have Medicare or Medicare Hospice already entered in the Insurance Company Rates tab will just need to update the existing record.  A new record line for Medicare or Medicare Hospice should NOT be added.

Posted in All Messages, Billing, System Setup, Visits | Leave a comment