You can enter the following information for groups:

 

●· Name and address

●· Mailing address

●· Accounting information

●· Service providers that belong to the group

●· Notes

●· Satisfaction rating

●· Resources


1.  Click on the Admin tab.


2.  Click on Maintenance.


3.  Select Provider Coding.


4.  Select Group.


6.1. The Group Detail



Group Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Group tab (left pane) if not already selected.


2.  Leave the Group field blank if it is set to  Auto Generate as W5 will automatically assign a unique identification code.


– OR –


If it has not been set to automatically assign a unique code (e.g.,Auto Generate), enter a new unique Group ID code using your company’s naming convention which can be up to 10 characters (numbers and letters).

  

  Tip:
 
Click on the Group Lookup button to see the naming convention when unknown.
 

 

3.  Complete the Group tab settings as needed for the following:

                                  

   Setting
   
   Details/Examples
   
   Instructions
   
  Type
 
For Groups this can be used for searching.
 
Select a vendor type.
You can define whatever types have meaning for you.
You must select a type.
 
  Name
 
Enter the unqualified full name of the vendor.
 
Enter the name of the vendor.
 
  Phone
  Fax
  Email
 
As indicated
 
Enter the Phone  and Email contact details.
 
 Visibility
 
Visibility is one way to control whether a vendor is  allowed to be used.  You will typically never change this setting when you are adding a new vendor.
 
Set as needed.
 
 Is Internal
 
Some groups may actually be for internal use only.  You can indicate this to W5 by check marking  this field.
 
Set as needed.
You can set up a special relationship between internal  service providers and internal clinics for purposes of setting rates,  priorities and analysis.
 


6.2. The Address Detail or the Group

Group Maintenance 
- only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1. Click on the Address tab (left pane) to complete the following:


2. Enter the Street Address for the vendor.

 

3. If the vendor wishes to have letters and checks delivered to a different address then enter that in mail to address.


- Otherwise -


Check mark Mail to Address is the same as Street Address.


6.3. The Accounting Detail for the Group

Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Accounting tab (left pane) to complete the following:

                                                                                                         

   Setting
   
   Details/Examples
   
   Instructions
   
  Resource Id
 
The resource and currency fields will default to system setting.
 
Unless you pay the vendor in a different currency, you can simply ignore these fields.
 
  Currency
 
  TIN
 
  Tax identification number.
 
  N/A
 
Tax Form Received  
   
 
  N/A
 
Tax Form Requested
 
The date the form was requested.
 
  N/A
 
Tax Form Received
 
The date the form was received.
 
  N/A
 
Approved (Acctg)
 
This box enables a supervising personnel to approve the  set up and vendor for future scheduling. This box can also be set to NOT PERMIT vendors to be scheduled in appointments unless they are approved. This allows you to take the necessary  time to set up a vendor and vet them without worrying that they will be assigned to cases.
 
Select if Vendor approved.
 
Can Generate an Invoice
 
This tells W5 that this vendor will send you a bill for  their services.
Some doctors will provide their services through a  different group and it will be that group who will send you the bill for the doctor’s services.
 
Check this only when this vendor specifically will be sending the bill.
 
Send Payment To Mail to Address
 
This just overrides the default selection.
If you connect W5 with QuickBooks then when W5 sends  over payment information for a vendor it will send the address selected as checked.
 
Select if you want the payments sent to the Mail To  Address (indicated under the Address tab).
 
  Default Billing Vend.
 
Some providers may bill directly for their own services however some of their  services may be billed through one or more groups. In this situation you can indicate where the bill will normally come from. This can be changed for an  individual booking.
 
Enter the vendor code here, if different from the actual vendor.
 
Lock Billing Vendor
 
Where the services for a provider are always (without exception) billed through a billing entity such as a group. This will tell W5  that your users will never have any opportunity to change who you will be paying.
 
If the services for this provider are (without exception) billed through a billing entity:
1.  Check  mark this
     option.
2.  Indicate the Vendor Id 
     code into the Default 
     Billing Vend. field.
 
  Payee Name
 
When exporting data to an external system (such as QuickBooks or Great Plains), for cheque writing. When the name on the check to the vendor should be something different than what is outlined as the Vendor name in W5.
 
●· QuickBooks
●· General Plains
     If applicable, enter the
     Payee name (cheque
     payable to)  into this
     field.
 
  A/P Account
 
When exporting the data, the external system has a G/L  account # Vendor payment account should be allocated to (send the Vendor’s  information for cheques).
 
If applicable, specify in this field the external  system’s G/L payable account number.
 
  Vendor A/P Code
 
When exporting the data, the external system may  already have an existing vendor code (unique ID). This field allows the two systems to match  the vendors.
If you are using an accounting system that requires a  vendor’s account code and that code and you cannot use the vendors name or  the W5 vendor ID then you can enter the correct code into the Vendor A/P Code  field.
 
If applicable, enter the unique ID (A/P Code) from the  external accounting software.
 
  Expense Account
 
When exporting the data, the external system has a G/L expense account the vendor expense should be allocated to
 
If applicable, enter the expense G/L account number here.
 
  Business Type
 
   
 
Not applicable
 
  Prepay Direct
  Assessments
 
Used when a vendor has requested to be prepaid before a service occurs. More than one option can be checked.
●· Never
    You don’t pre-pay them.
●· Service Amount
     You pre-pay entire service
     fee.
●· Late Cancellation Amount
    You pre-pay the amount the
    provider charges for late
    cancellation.
●· No Show Amount
    You pre-pay the amount the
    provider charges for No
    Shows.
●· Rate Override
    You pre-pay a specific
    amount.
 
Setup the pre-payment on Direct Assessments for this Vendor, if it applies.
NOTE: You  will have the option to change the pre-payment amount at the time that you  prepare the pre-payment for a booking.
 
  Prepay Paper
  Reviews
 
Sets up for prepayments before a service occurs as  above.
●· Never
    You don’t pre-pay them.
●· Service Amount
    You pre-pay entire service
    fee.
●· Rate Override Amount
    You pre-pay a specific
    amount.
 
Setup the pre-payment on Paper Reviews for this Vendor, if it applies.
   
NOTE: You  will have the option to change the pre-payment amount at the time that you prepare the pre-payment for a booking.
 
  Prepay Instructions
 
Sets up for prepayments before a service occurs as  above.
These instructions will show in the Workflow Monitor.
 
You can include a short message that will be available to a user when they are preparing the prepayment in W5.
 
  Default Payment
 
●· Check
●· Electronic Funds Transfer
 
Select the default method of payment
 


2.  Click on the Save button (on the bottom toolbar).


6.4. The Providers Detail for the Group

Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Providers tab (left pane) to complete the following:


6.4.1. Attaching a Service Provider to a Group


1.  Click on the Attach Provider button.


(a) In the Detailed Search section, click into the appropriate Billable radio button, if different then the defaulted selection.


(b)  In the Detailed Search section, click into the appropriate Can Generate Invoice radio button, if different then the defaulted selection.


(c) Click on the Search button to locate the Provider you want to add to this group.


(d) Click on the ID for the Provider that you want to associate to this Group.


The Group Location will be added to the Providers Locations listing


6.5. The Locations Detail for the Group


6.5.1. Viewing a Group Location


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Locations tab (left pane).


6.5.2. Editing a Group Location


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Locations tab (left pane).


2.  Click on the Edit button belonging to the Group Location needing changes.


3.  Make the necessary changes.


4.  Click on the Save button (on the bottom toolbar).


6.5.3. Creating a Group Location


Refer to the 8 SETTING UP LOCATIONS section of this manual for details on Creating a Group Location.


6.6. The Notes Detail for the Group


6.6.1. Viewing Notes for a Group


Group Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Notes tab (left pane).


6.6.2. Creating New Notes for a Group


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Notes tab (left pane) to complete Provider specific notes:


2.  Click on the New button (on the bottom toolbar).


3.  Click on the Class Lookup button to select a Class for this note.


4.  Enter the Note.


5. Click on the Save button (on the bottom toolbar).


6.6.3. Editing the Group Notes


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Notes tab (left pane).


2.  Click on the Edit button belonging to the note you wish to change.


3.  Make the necessary changes.


4.  Click on the Class Lookup button to select or change a Class for the Note.


5.  Click on the Save button (on the bottom toolbar).


6.6.4. Printing the Group Notes


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Notes tab (left pane) to complete Provider specific notes:


2.  Click on the View Note Detail button.


3.  Click on the Print Note Detail button.


A Note Details Report will be generated and displayed and options are provided for:


● Searching within the Vendor notes

● Printing Vendor notes

● Changing views in the Vendor Notes Report

● Copying Vendor notes


6.7. The Documents for the Group


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


A place for documents for the Vendor.


1.  Click on the Documents tab (left pane).


2.  Click on the New button (on the bottom toolbar).


3.  Enter a Document Ref.


4.  Click on the Document Class Lookup button and select a Code for the document that will be uploaded for the Service Provider.


5.  Click on the Browse link.


6.  Select the document, then click on the Open button to upload.


7.  Click on the Save button.


6.8. The Diary Detail for the Group


These scheduled events are for non-service related meetings (e.g., discuss Provider performance, etc.).


6.8.1. Creating a Diary Entry for the Vendor


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Diary tab (left pane).


2.  Click on the New button (on the bottom toolbar).


3.  Complete the Appointment form for the Vendor.


4.  Click on the Save and Close button (at the top of window).


6.8.2. Creating a Diary Entry for the Vendor


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Diary tab (left pane).


2.  Click on the View Diary Detail button.


A list of the Diary entries, with a Diary Class for this Vendor will display.


6.9. The Rating Detail for the Group


The rating specifies if the Group should be used as compared against other Groups.


6.9.1. Creating a New Rating for the Group


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


The instructions below are for creating a rating for this Group for the first time.  Please proceed to the 6.9.2 Updating a Rating on a Group section, if a rating currently exists and a new one is needed for the Vendor.  Some rating examples, include:


● Parking availability – If it is difficult for the claimant to park, the claimant may refuse to attend apt.

● Transit conveniences – The harder it is to get there, the lower the chance of a completed apt.

● Vendor reporting (quick or late).


1.  Click on the Rating tab (left pane).


2.  Click on the New Rating drop-down button and select the one you wish to set for this Vendor.



3.  Enter details into the Comment field.


4.  Click on the Save button (on the bottom toolbar).

  

  Tip:
 
 Use the or   cursor  keys to scroll through the text in the Current  Rating Comment field if it is beyond view.
 

  

  Note:
 
The ratings from the highest to the lowest ratings  will display after performing a Provider  Search or a Vendor Simple Search  from the Admin tab.
 


6.9.2. Updating a Rating on a Group


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


The instruction below provides the ability of maintaining the rating history for this vendor as the detail in the Current Rating Comment field will be lost when a New Rating is applied.  For example, the information in the Comment field below will be replaced with the New Rating Comment.


1.  Click on the Rating tab (left pane).



2.  Select all of the Current Rating Comments.


3.  Press the Ctrl+C shortcut keys to Copy the text.


4.  Click on the New Rating drop-down button and select the one you wish to replace the Current Rating with.



5.  Click into the New Rating Comment field and press Ctrl+V shortcut keys to paste the Current Rating Comments here.


6.  Click above the pasted information and enter in current details.



7.  Click on the Save button (on the bottom toolbar).


The New Rating and updated Comments will display in the Current Rating section of the Rating window.

  

  Tip:
 
Use the or   cursor  keys to scroll through the text in the Current  Rating Comment field if it is beyond view.
 

  

  Note:
 
The ratings from the highest to the lowest ratings  will display after performing a Provider  Search or a Vendor Simple Search  from the Admin tab.
 


6.10. The Txn History Detail for a Group


This tab provides the ability of viewing a list on this vendors Transactions and Charges (Accounting history attached to the Provider):


● Have you been invoiced?

● Charges for cases

● Payments made to the vendor

● Credit Adjustments


6.10.1. Viewing the Transactions that Pertain to this Vendor


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


To view the A/P transactions for this vendor:


1.  Click on the Txn History tab (left pane).


2.  Click in the Transactions radio button.


3.  Optionally select the Txn Status:


● O/S only (outstanding only)

● Closed only


4.  Optionally select the Txn Type:


● All Types

● Any Debits

● Any Credits

● (D) DA – Debit Adjustment

● (D) INT – Interest

● (D) IN – Invoice

● (D) RRRF – Refund

● (C) CA – Credit Adjustment


5.  Optionally specify the needed Date From and to range


6.  Optionally specify the Bank using the Lookup button if needed.


7.  Optionally specify the Currency if needed.


8.  Click on the List button.


A list of the Transactions that apply to the specifications indicated display.


Transaction Distributions


(a) Click on the Dist. button to view the distribution details for that listed item.


6.10.2. Viewing the Charges that Pertain to this Vendor


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


1.  Click on the Txn History tab (left pane).


2.  Click in the Charges radio button.


3.  Optionally select the Status


O/S only (outstanding only)

closed only


4.  Optionally specify the needed Date From and to range.


5.  Click on the List button.


A list of the Transactions that apply to the specifications indicated display.


6.11. The Eforms Detail for the Group


Group Maintenance
 - only if you’re not already there:
Admin tab > Maintenance > Provider Coding > Group > specify Group


It sometimes happens that you need to save special information about a client, case, or service that doesn’t have a dedicated place to be recorded within W5.


W5 provides a mechanism that allows you to define your own Electronic Forms (EFORMS) which allow you to have a “form” within W5 that can record this special information. These EFORMS can record as many fields as you want and they can be numbers, dates, text and even your own custom codes.


1.  Click on the Eforms tab (left pane) to create or list the W5 Eforms.