7.1. Clinics


These are vendors that provide treatments or examination rooms or both. Fundamentally, in W5 a clinic is a service location that can be used by any service provider as long as the service provider is on the providers list for that clinic.


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


You can also attach documents.


7.2. A Note About Clinic Resources


Resources are things that belong to a clinic and can be scheduled as part of an appointment. These could be individual rooms within the clinic or special equipment needed for the exam.


Currently, the only resource that we provide is a Room. This will be expanded in the future.


7.3. Setting up a Clinic


1.  Click on the Admin tab.


2.  Click on Maintenance.


3.  Select Provider Coding.


4.  Select Clinic.


7.3.1. The Clinic Detail



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


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


2.  Leave the Clinic 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 Clinic ID code using your company’s naming convention which can be up to 10 characters (numbers and letters).


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


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


Setting
Details/Examples
Instructions
Type
For clinics this is generally for information only.
You can define whatever types have meaning for you.
You must select a type.
Name
Enter the name of the clinic.
Enter the unqualified full name of the clinic.
Phone
Cell
Fax
Home Phone
Email
As indicated
Enter Phone number and Email address and the other information, if needed.
Is Internal When selected, displays details in green when viewing this Clinic.
If Provider is internal.  It distinguishes if the Provider works within the office (e.g., clinic).
● Some clinics may actually
   be “staff”. You can
   indicate this to W5 by
   check marking this field.
● You can set up a special
   relationship between
   internal service providers
   and internal clinics for
   purposes of setting rates,
   priorities and analysis.
Visibility
This is one way to control whether a clinic is allowed to be used.


7.4. The Address Detail for the Clinic


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


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


2.  Enter the address for the clinic.


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


- Otherwise -


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


7.5. The Accounting Detail for a Clinic


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


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
Tax Id
Tax Identification Number

Tax Form Received
Checkmark if the tax form has been received.
Tax Form Requested
The date the form was requested.
Specify when applicable.
Tax Form Received
The date the form was received.
Specify when applicable.
Approved (Accounting) There will be instances when the schedulers will need to enter a new provider to schedule a case.  This box enables a supervising personnel to approve the set up and provider 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.
Services will be Billed This tells W5 that whenever you use this vendor in a service that there will be a fee charged for its services.
If not selected, W5 will not look for or apply service rates.
In other words, if unchecked if the vendor’s services are assumed to always free.
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.
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
This is an optional extra informational field that may be used in letters.
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).


7.5.1. The Services and Rates Detail for the Service Provider


Undoubtedly you provide multiple kinds of services to your clients and perhaps you do so in more than one jurisdiction. Your providers may not do all of the services in some or all of those jurisdictions. Therefore, in order to allocate a provider’s expense rate, you must tell W5 which services it provides for you and in which jurisdictions.


Setting rates uses the “Case Type”, “Ax Service”, “Ax Type”, “Venue” and “County” lists as well as providing the ability to identify that a rate is for any or all of the following:


● A specific Client

● A specific Service Location

● A specific Specialty


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


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


2.  Click on the Provider Services and Rates button.


The Provider Services Maintenance form displays.


Process Overview



Select Case Type, Ax Service, Ax Type and Venue.
Make further decisions on the selections.
Indicate the Rate, specify Unit or Flat or checkmark N/C when applicable.
The rates are setup for the Provider as created.  Edit existing rates directly here by selecting the “Change Rates” button.


7.5.2. Setting up Provider Rates for the Service Provider


Clinic Maintenance - only if you’re not already there:

Admin tab > Maintenance > Provider Coding > Clinic > specify Clinic

Accounting tab > Provider Services and Rates button                          


In order to process W5 smoothly, it is strongly recommended that the Provider Rates are setup prior to using the Provider's services.


1.  Click on the RATES Change button.


2.  Click on the Case Type to which the rate will apply or select * for all Case Types.


3.  Click on the Ax Service to which the rate will apply or select * for all Ax Services.


4.  Click on the Ax Type to which the rate will apply or select * for all Ax Types.


5.  Click on the Venue to which the rate will apply or select * for all Venues.


Your selections display highlighted.



6.  Set a rate on the selected Case Type.



– OR –


Click on the All button to set a rate for all of the Case Types for this Provider.



7.  Set a rate on the selected Ax Service (a list of your services).



– OR –

 

Click on the All button to set a rate for all of the Ax Services for this Provider.



8. Set a rate on the selected Ax Type (a list of your service types).



– OR –


Click on the All button to set a rate on all of the Ax Types for this Provider.



9.  Set a rate on the selected Venue (typically the jurisdictions).



– OR –


Click on the All button to set a rate for all of the Venues for this Provider.


10.  Click on the County link, and select a specific County from the list, if needed.



– OR –


Leave the County field empty to set to All.


11.  Select the Service Method from the drop-down menu:


● Direct

● Paper

● Any


12.  Specify a rate specific to a Client by clicking on the Lookup button, and selecting the Code from the list.


– OR –


Click on the All button to set the rate for all clients when billing for this Provider.



13.  Specify a rate specific to a Service Location by clicking on the Lookup button.


(a) Click on the Show All button in the Location Search section.


– OR –


Click on the Search button in the Location Search section to locate the Service Location needed.


– OR –


Click on the All button to set the rate for all Service Locations when billing for this Provider.



14.  Specify a rate specific to a Specialty by clicking on the Lookup button.


– OR –

 

Click on the All button to set the rate for all Specialties when billing for this Provider.



15.  Enter the rate and rate type for the needed charges.


The types of charges are identified by Activity codes (some examples illustrated below):



(a) Click in the Rate field and enter an amount for the applicable Activity.



(b) Select the rate type setting needed.


Unit
The fee is a per unit value (i.e., per hour or in the case of mileage, per mile).
Flat
The fee is a single value regardless of the effort (i.e., it doesn’t matter how long it takes you are paying the provider a predetermined amount - $100.00).




The rate must be a value that is more than zero.


(c) When applicable, check in the N/C box column for an activity that is a no charge (as in you don’t pay the provider for anything but still want to recognize that the service was completed).


(d) Repeat steps (a) to (c) for each Activity needed.



16.  Click on the Save Rates button


A confirmation prompt displays asking: "Are you sure you want to APPLY the rates?"


(a) Click on the Yes button to save the rates or click on the No button to cancel.


When Yes has been selected, the rates that have just been saved will display below.



7.5.3. Changing the Providers Rates for the Service Vendor

 

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

Accounting tab  Provider Services and Rates button                                        


The rates that you have already set up for the provider are all listed in the CHANGE EXISTING RATES section.  Refer to section 2.3.2. - Setting up Provider Rates for the Service Provider for step-by-step details.


1.  Perform any of the following:


Save
Save changes made to:
● The Unit or Flat setting
● The Rate value
● The Service method setting (direct, paper, any)
Change the value, then click on the Save button on the row.
Delete
Delete the rate on that row.
Clear Selections
Clear any selections in the Case Type, Ax Service, Ax Type and Venue listings.
Clear Rates
Clear the Rates displayed in the Charge Codes section.
AX SERVICES
Change / Save button


RATES
Change button

Click on this button to receive a list of all of the rates that exist for this provider.


7.5.4.  Listing/Identifying the Rates Set for the Provider

 

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

Accounting tab  Provider Services and Rates button                         


1. Click on the RATES Change button.

 

2. Click on the specific Case Type or Ax Service or Ax Type or Venue you wish to view the rates on for this Provider.


Any existing rates, on that selection will display in the CHANGE EXISTING RATES section of the window. 


If nothing displays in the CHANGE EXISTING RATES, that is an indicator that a Provider rate for that selection has not yet been created for this Provider.



3.  Further refine your listing by clicking on Ax Service and/or Ax Type and/or Venue.



7.6.  The Provider Detail for the Clinic


When a service provider belongs to a group of providers (e.g., a clinic).


Note:
When searching for this provider, the results will show that this Service Provider belongs to a group that also offers some or all of the other specialities needed for a claimant.  As a result you could forego searching for each Provider individually and schedule the claimant to see, different providers, at one time, at one location.


7.7.  Adding a Service Provider to a Clinic


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


2.  Click on the Attach Provider button.


By default the Can Generate Invoice – Any radio button option will be selected, resulting in a complete list of groups.


- OR -


Select one of the alternative Can Generate Invoice options if you wish to target one of those types of Groups.


3.  Click on the ID that you wish to associate this Service Provider to.


4.  If applicable,


(a) Click on the Remove button to remove the Service Provider from that group.


When selected a prompt will ask: “Are you sure you want to remove this Group? Note: this will NOT delete the Group.”


(b) Click on the Yes button to complete the process or the No button to cancel.


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


7.8.  The Notes Detail for the Clinic

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


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


7.8.1.  Creating New Notes for the Clinic

 

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


1.  Click on the Notes tab (left pane) to complete Vendor 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).


7.8.2.  Editing the Clinic Notes

 

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


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


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).


7.8.3. Printing the Clinic Notes

 

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


1.  Click on the Notes tab (left pane) to complete Vendor 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


7.9. The Documents for the Clinic

 

 A place for documents for the General Vendor:

 

●· Certificates

●· Diplomas

●  Resumes

●· Accreditations

●· Etc.

 

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


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 General Vendor.


5.  Click on the Browse link.


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


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


7.10. The Diary Detail for the Clinic


You can schedule meetings, reminders and other events with a vendor and these events may or may not be related to cases.


7.10.1. Creating a Diary Entry for the Clinic


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


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 General Vendor.


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


7.10.2. Viewing Diary Entries Pertaining to the Clinic


Clinic Maintenance - only if you’re not already there:
Admin tab > Maintenance > Provider Coding Group specify the 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 will display.


7.11. The Rating Detail for the Clinic


The rating specifies if the Vendor should be used as compared against other Vendors. It helps categorize same type vendors in order of precedence.


7.11.1. Creating a New Rating for the Clinic

 

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


The instructions below are for creating a rating for this Vendor for the first time.  Please proceed to the 7.11.2 Updating a Rating on a Clinic section, if a rating currently exists and a new one is needed for the Clinic. 


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.


7.11.2. Updating a Rating for the Clinic

 

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


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.


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.


7.12. The Txn History Detail for the Clinic

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

 

●· Have you been invoiced?

●· Charges for cases

●· Payments made to the vendor

●· Credit Adjustments


7.12.1. Viewing the Transactions that Pertain to this Clinic

 

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


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.


7.12.2. Viewing the Charges that Pertain to this Clinic

 

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


To view the charges for services rendered by this vendor:


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.


7.13. The Resources Detail for the Clinic

 

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


1.  Click the New button (on the bottom toolbar), to add a Room that can be scheduled for an appointment.


7.13.1. Defining a Clinic Resource


1.  Enter the Identification.


2.  Enter a Description (e.g., Room 201a – private, 10 x 10)


3.  Enter Addtl Info.


This can be any extra information about the room and any special equipment or furniture that is available.


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


7.14. The Eforms Detail for the Clinic

 

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


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.



  

    

  








 




  

  






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