Working with the Charges & Documentation Dialog: Retrieving Visits

  Permissions! Clinic Staff must have Administrator, Billing Assistant, Billing Manager, Clinical Director, Front Office, Operations Manager, PTA, Staff Therapist, or Therapy Student assigned in order to manage some of the features in Charges & Documentation.

Fusion Enterprise understands that managing all of your cases is a critical function of any practice. We have created Fusion Enterprise to not only be easy to use, but also allow any therapist to be able to sit down and with very little instruction be able to complete an evaluation or a daily note. We have designed the actual documentation to be as customizable as possible. This series of introductory articles will cover the essential aspects of the Charges & Documentation with Fusion Enterprise.

Retrieving Visits

When the dialog is first opened the left side will look similar to the image below.

Through a series of filters, you may select patients and visits that meet your criteria. The filters are as follows:

Filters

Therapist	Pulls patients for just the selected therapist.
Clinic	Allows you to designate which clinic you would like to deal with for the selected therapist. May designate a single clinic or all clinics.
Needing Charges	Visits that need charges.
Needing Notes	Visits that need notes.
Needing Approval	Visits that need approval.
Editable Visits	Visits that have editable charges. Any charge may be edited by the Therapist Charge Entry dialog as long as it has not yet been invoiced.
Needing Signature	Visits that need a signature.
Today's Visits	Pulls visits that are scheduled for today but have not yet been checked in.
Special	All visits that meet the filter criteria will be displayed unless a minimum date is set using this feature. For instance, if you only wanted to see visits occurring within the past 30 days, you could set the minimum visit date accordingly and only those visits would be displayed.

NOTE: If there are therapists that are not showing up in the drop-down make sure you have set the Clinic / Therapist table up correctly, per chapter 21. 

Logically, the filters are separated by “OR’s”, meaning if you select Needing Charges and Needing Notes you will get a list of visits that need Charges OR Notes (NOT a list of visits needing both charges AND notes).

In a typical scenario, you would select a Therapist, set Clinic to <All>, and check Needing Charges and Needing Notes. The dialog will remember which you chose last time and will default to this each time you reenter the dialog.

After the filters are set, click the Retrieve button and a list of patients and visits will be presented in the treeview below the filter list.

The treeview is divided into two sections, As Treating Therapist, and As Case Therapist.

The patients and visits under As Treating Therapist will be those patients who were checked in on your Schedule. As Case Therapist will be for those patients who were treated by a different therapist but who have you assigned in their Case as the Case therapist. Visits in the As Case Therapist section are provided to give you an opportunity to cosign the notes, if legally necessary.

Opening up one of these branches in the tree reveals a list of patients that satisfy the retrieval filter that you had set previously.

If we continue on and open up the patient nodes we see the visits that meet the filter requirements that were set when we pressed retrieve.

In front of each visit are two icons: The first icon (N) indicates the status of the documentation and the second deals with the status of the charge.

Visit Icons

	A Note is Required.
	The note is signed by the primary and completed.
	Note that has been started but not signed.
	Note that has been signed by the secondary but not the primary.
	Documentation is not required on this visit.
	Charges are needed.
	Charges have been entered.
	A Flow Sheet is needed, but it has not been done.
	Visit that has a completed Flow Sheet.
	Visit that is set as the flow sheet is optional.

The appointment date and time will be one of four colors.

Visit Text Colors

Black	Ready for charges.
Green	Charges have been entered and approved.
Red	Charges have been entered and require approval.
Grey	Charges have been entered and billed.
Blue	A visit for today that has not been checked in yet.

You may also right-click on the treeview and select Show Legend if you need a quick reference as to the meaning of the various icons and colors.