From time to time, we ask our clients (and potential clients too) what they would require out of their legacy archive system.  Here is a compiled list of some most common requests, as told by each user.

Revenue Cycle Legacy Data Archive Features

• I want to have the ability to attach supporting documentation (EOB/Letter) to archived claims/encounters/accounts or have a searchable way so that it is accessible for future reviews
• I want to be able to search/print supporting documentation on archived accounts so that if there are inquiries, I can locate them.
• I want to store charge data that is patient specific, charge specific, encounter specific so that I can identify and follow up on any inquires in a timely manner
• As an RCM leader, I want to be able to search by patient name or date of birth
• As a user of the legacy archive system, I want to be able to locate a specific encounter, data of service or patient by various options so that the system is easy to use
• I want the ability to be able to post payments to an outstanding balance so that all patient balances will be reflected accurately
• I want to be able to generate an industry standard patient statement with detail on payments, adjustments, charges, etc. so if a patient requests this information, I can easily print the statement and send to the patient
• I want to view the last claim for each payer assigned to a specific encounter to be easily available for reference if a payer requires a copy or I need to rebill the insurance
• I want to be able to view details and EOBs so that I can figure out how to resolve any possible credit balances on an encounter
• I want the ability to create reports that show appropriate detail so that I can submit the report to our Finance team, and they can issue a refund.
• I want to be able to track refunds ( include check #s, data of issue, amount, etc.) in the system and post those refunds in a way that keeps the patient account/encounter balance accurate
• I want to have the copies of patient statements readily accessible & able to be printed in the archiving system so that I can respond to patient, attorney or payer inquires after the encounter(s) have been archived
• I want the ability to product HCFa1500 and UB claim forms and or their electronic equivalent so that I can bill a payer, attorney, etc. if needed after the encounter has been archived. ( corrected claim or repayment as two possible reasons why a claim would be needed)
• I want the archive solution to retain alerts and release of information logs so they can be reviewed and printed to meet operational and regulatory requirements
• or Medical Records Release vendor I want to be able to batch print and batch fax documents in a record
• I want to have an archive solution that I can determine the age of charge information based on date of service and patient date of birth so that I can comply with the company retention schedule
• I want to be able to categorize the documents that are stored so that I can adhere to the different retention requirements in our retention policy
• I want to have a logging of when and which billing records are released so that I can comply with HIPAA
• I want to have an archive solution that can track the specific business unit (division or system) in which the data originated

Access Control and Reporting for Legacy Data Archiving

• I want to be able to limit access based on specific roles or criteria( on user access) so that unexpected changes do not occur
• I want to know how many users can access the Archive at a time
• I want to have view only access for those users who need to review but not change data in the legacy archive system.
• I want to have single sign on capabilities or multi factor authentication, so I can comply with security
• I need to have a way of reporting credits/debits on open claims so that we can best track what is still in there
• For reporting purposes I want to retain all line-item charge and transaction data,
• For reporting purposes I want to retain all encounter level data to include charges, 3rd party payments, patient payments, balance and status.
• For reporting purposes I want to retain all available schedule data including appt details and patient demographics
• To be able to print out patient specific charge and payment activity when requested
• A report that will accurately identify any patient encounters needing a refund and include detail so that I can process the corresponding refund check
• I want to be able to generate daily reports on transactions posted

IT and Tech Legacy Data Archiving Requirements

• To know the implementation support model so that I can be assured to have the appropriate resources to implement the system
• If historical data from multiple different systems can be converted into the legacy archive system so that I can readily access prior data after legacy system is discontinued
• To know the Post Implementation Support plan so that we can be assured to have resources in place to support the software at/after go-live
• SSO functionality so that users do not have to login once logged into pc/laptop
• Robust Reporting capabilities from the legacy archive system so that we have better access to reports, tailored to our business needs
• Auditing capabilities so that we can easily audit system related records as needed
• To be able to query the database directly/do a raw data extraction so that I can create custom reports if needed
• To know how data extraction is planned so that we can understand resource and cost associated

Partner Up

As more features and requirements are collected, we will post them here as well. If you have any immediate questions, shoot me a message, I can steer you in the right direction.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com