Click Transfer Registration from the main screen of the Patient Registration module. The Transfer Registration screen is displayed. [+]
The Transfer Registration window is used to transfer an admission from one patient class or patient type to another or to change the primary insurance.
Episodes cannot be transferred to or from Home Health (PC type =10) and Long Term Care (PC type = 9 or 11). The Primary Insurance can be changed for Home Health and Nursing Home (PC type = 9).
When a registration is transferred:
The Transfer Registration Default Settings master file is used to default key values required when transferring a patient, e.g., ED to IP, when the Transfer To patient class matches the settings in the master file.
If the Maintain both Episodes box is CHECKED:
A new episode is created with the new patient class. NOTE: The original admitting service (when first registered) is not overwritten.
The Transfer From (original) episode is discharged.
If Allow Charge Entry on Old Episode is selected (in the master file), the admission status of the Transfer From (original) episode is discharged. If unchecked, the admission status is transferred.
If Transfer Charges to New Episode is selected (in the master file), the charges of the original episode are moved to the Transfer To episode.
If the Maintain both Episodes box is UNCHECKED, the original episode is changed to the new patient class.
The episode transaction is updated with a transfer patient transaction (008 - Transfer Patient).
If the Transfer From patient class is different than the Transfer To, the necessary journal entries are created to move the AR and revenue.
The Admit Origin (in the master file) is applied to the Transfer To episode.
If the Syndromic Surveillance interface is configured, and the patient type changes between the Transfer From and the Transfer To, the appropriate Syndromic Surveillance ADT messages are created based on the default setting.
Clinical charting and orders are NOT transferred to the new episode.
Claim details are created/updated based on revenue code exceptions as set up in the Revenue Codes master file.
If a bill has already been posted, journal entries and changes to the claims are optional.
The appropriate user roles in Centriq Administration must have permissions to transfer or cancel the transfer of a bill that has already been posted. Two user role settings are required: Transfer Registration popup – Cancel Button and Transfer Registration popup – Transfer Button.
Examples [+]
Click Transfer Registration from the main screen of the Patient Registration module. The Transfer Registration screen is displayed. [+]
To display all admitted patients, click Find without entering any search criteria. The grid displays the patients by Patient Name in alphabetical order. You can click any column heading to sort the list based on that column. Click the column heading again to reverse the order (i.e., ascending or descending).
Change or narrow your search results by entering specific search criteria:
The Patient Class and Unit fields default to All. To edit, use the drop-down list in each field to select a specific patient class/unit to include in the search results.
In the Search By field, use the drop-down list to select how you want to search the list and sort the results. Select from the following sort options: Alternate Name, Date of Birth, External Patient ID, Medical Record No, Patient Name (default), or Patient Name(Phonetic).
In the Search For field, enter the specific term to search for based on the Search By field choice. Enter all or part of the term (or, if a drop-down list displays, select an option) to retrieve all episodes that match the criteria.
In the Facility field, use the drop-down list to select a specific facility to include in your search criteria. Only episodes from the chosen facility are displayed in the search results. Leave the default of All to include all facilities in the search.
Check the Display Discharged Patients box to display only discharged patients.
The From Date and To Date fields are used to filter the list of patients by discharge date. The date range defaults to one day back. To edit, use the drop-down calendar in each field to specify the discharge date range to include in the search criteria.
Click Find to display the search results in the grid.
Highlight the appropriate patient and click Select.
In the Transfer Date/Time field, select the date/time that identifies the effective date for transactions associated with the transfer. This date is also used to calculate the Cycle End Date when transferring a patient to a recurring patient class.
The Fiscal Year field identifies the fiscal year that transactions are posted for in the general ledger. To edit, use the drop-down list to select the fiscal year.
The Accounting Period field identifies the period that transactions are posted for in the general ledger. To edit, use the drop-down list to select the period.
The Patient Class field defaults to the current patient class. If you are transferring this registration to a new patient class, select the new class. NOTE: Home Health patients cannot have their patient class edited. The Patient Type field is displayed based on the selected patient class and cannot be edited.
If the selected episode is a Home Health patient, the Maintain both Episodes, Discharge Location, and Discharge Status fields are disabled, and the message, Only the Primary Insurance can be changed for this episode is displayed. Click OK.
If the selected Transfer To patient class matches the settings in the Transfer Registration Default Settings master file, the system populates the Maintain both Episodes, Discharge Location, Discharge Status, and Discontinue Orders values, and the Admit Origin (in the Edit Admission screen) based on the settings in the master file.
The Insurance field displays the patient's current primary insurance. To edit, use the drop-down list to select a different insurance from a list of the patient's active insurances. Once selected, the Patient Type is updated based on the patient class/financial class cross-reference established in the Patient Classes master file.
Choose from the following options:
If the episode has gone through the bill processing/posting, the Maintain both Episodes, Discharge Location, and Discharge Status fields are disabled.
If the bill for the episode has not yet been processed/posted:
Choose from the following options:
Check the Maintain both Episodes box to allow the system to automatically create a new episode number for the transferred visit/registration.
The Maintain both Episodes box should be checked if the patient received services under the original patient class and then transferred to a different patient class.
If the Maintain both Episodes box is checked, the system checks the Transfer Registration Default Settings master file settings to determine if the original episode is marked as transferred or not for statistical purposes.
The Maintain both Episodes box MUST be checked if running the Syndromic Surveillance interface, unless the original episode was erroneous and should not be included in statistics.
Leave the Maintain both Episodes box unchecked to keep the original episode and mark it as transferred.
Do not check the Maintain both Episodes box if the original admission was saved with the wrong patient class.
In the Discharge Location field, use the drop-down list to select the discharge location for the original episode. This is the location the patient is being discharged to.
In the Discharge Status field, use the drop-down list to select the discharge status.
Check the Print Face Sheets box to print all admission forms associated with the patient class.
Once selections have been made, click Transfer. If the insurance was changed, a Change Insurance Transaction is written. If the patient type was changed, journal entries are written for the existing charges.
The following message is displayed when the fiscal period for the transfer date is closed: Transfer date entered is for a closed fiscal period. Please check the Transfer date. Click OK, and check the transfer date.
The following message is displayed when the selected fiscal year and period for the transfer date/time are closed: G/L Period for the transfer date/time has been closed. G/L transactions will be posted to the current period, unless specified otherwise. Click OK. The current fiscal year/period from the Billing System Parameters are displayed in the Fiscal Year and Accounting Period fields. Edit if needed. NOTE: A transaction can never be posted to a closed period; you must select an open period.
The message, Continue to edit further details, is displayed. Click OK.
If the bill for the selected episode has been processed and posted, the following message is displayed: Bills have already been posted for this Episode. The following options are available. Check at least one option and click Transfer.
Only Update Visit - The episode is updated and transactions are written for the transfer registration and insurance change (if applicable). When selected, all other options are disabled.
Create Journal Entries - The episode is updated, transactions are written for the transfer registration and insurance change (if applicable), the revenue and AR journal entries for all charges for this episode are written, and the bill is updated with the patient class and patient type.
Recreate UB - The episode is updated, transactions are written for the transfer registration and insurance change (if applicable), and the current UB is deleted and recreated with the new information after changes are made to the visit.
Recreate 1500 - The episode is updated, transactions are written for the transfer registration and insurance change (if applicable), and the current 1500 is deleted and recreated with the new information after changes are made to the visit.
Transfer registration of episodes set up with a recurring patient class to a non-recurring patient class is allowed only when the recurring episode has been discharged. Transfer registration of HH and LTC is not allowed.
When the primary insurance is
discontinued, the secondary insurance is used in the transfer. If the
secondary is discontinued, then the tertiary insurance is used. If there
is no tertiary, then the default insurance in the Transfer Registration
Default Settings master file is used if set up for the Transfer To patient
class, e.g., Self Pay can be set up as the default insurance.
If there is no insurance found, the message, Warning:
Missing insurance information for this registration. Please add insurance
information by accessing Patient Registration > Registration > Edit
MPI > Patient Insurances tab, is displayed.
The Admission screen is displayed. Review the episode and update information as necessary.
If the patient class has changed, admission (and possibly discharge) information must be updated in order to save the visit.
If only the insurance has changed, verify the information on the visit is correct. After selecting a payer, a validation message is displayed if the claim has already been filed with that payer. Click Yes to make the insurance change on the claim, click No to leave the claim unchanged, or click Cancel.
Click Save to save changes, completing the registration transfer and closing the Admission window, or click Cancel to cancel the registration transfer.
The following message is displayed if active orders with a status that requires confirmation before discharging exist for the visit: Episode selected for discharge has active orders. Do you want to discharge these orders along with the episode? Note: Orders are not restated when a discharge date is removed.
Click Yes if you want to discontinue active orders. If Pharmacy (medication) orders to be discontinued exist and the POM application is active, those orders are discontinued through the POM application. If the POM application is not active, those orders are discontinued through the Patient Registration discharge process.
Click No if you do not want to discontinue active orders.
When attempting to transfer an episode that was already transferred and discharged to the same patient class, the following message is displayed: There is an active episode and transfer is attempted on a discharged episode. Do you want to proceed?. Click Yes to continue with the transfer, or click No to cancel and select a different patient class, if needed.
(For Syndromic Surveillance reporting) The Principle DX code and SNOMED CT code from the Transfer From episode is updated to the Admitting DX code and SNOMED CT code of the Transfer To episode if one does not already exist. Both the Principle and Admitting DX code will be the same for the Transfer To episode.
