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Frequently Asked Questions

Frequently Asked Questions

 

Q.

How can I get a provider ID to print on CMS-1500 forms for just one carrier?

A.

Open the provider record (Setup > Lookup Lists > Providers > {select provider}) and   select the Carrier-Specific IDs tab. Select the carriers you are interested in and either double-click it or click the Change button. On this screen, you can select the ID you want to change for that carrier. Your choices are the NPI or secondary ID in boxes 24 i/j and box 33. You can also change the tax ID that prints in box 25.

 

Q.

Why don't provider secondary IDs and their qualifier codes print in boxes 17a, 24i and j, 32b and 33b?

A.

When the provider has an NPI, the default behavior is to blank the corresponding secondary IDs. This is a Carrier option (Setup > Lookup Lists > Carriers > CMS-1500). Look for the Ignore provider secondary IDs check box and remove the check to print the secondary IDs even when the NPI is present.

 

Q.

How do I write-off everything owed on a patient's account?

A.

If you make a patient inactive (i.e. remove the check on the Patient is active check box on the right side of the Miscellaneous tab of the patient record). When you remove the check, you will get a system warning message if there is a balance on the patient's account. The balances will be zeroed when you save the patient record. If you don't want the patient to be inactive, you can return to the record and check the Patient is active check box. The balances will remain at zero.

 

Q.

I added a service but now I can't see it.

A.

Click the Show Closed Transaction check box in the upper right corner of the transactions list. Transactions with a zero balance that are more than 30 days old are hidden on the list unless this box is checked.

 

Q.

When I print claims for one patient why does it split the services onto multiple pages even though there is room for more on each page?

A.

There are two reasons that this can happen:

 

1.

The services were performed by different providers. Aeris keeps each rendering provider on separate forms because several of the variables that affect how claims are generated are contained in the provider record. If having different providers is correct, there is nothing to do about it. If the services were actually rendered by the same provider, go to the services and select the correct provider.

 

 

2.

Services had different authorization numbers or no number. There is room for only one authorization number on a claim form so they must be separated. If this is in error and there is only one authorization number, you can add that number to services that have either no number or a different number.

Q.

How do I add a payment applied to multiple patients?

A.

Basically, you enter the payment for the first patient and leave a balance for the other patients. This then becomes the active payment. Then you apply the remainder of the active payment to the other patients. Click here for step-by-step instructions.

 

Q.

Why are there are the procedure and diagnosis code lists empty?

A.

Aeris does not include these codes by default but you have a couple of choices:

 

1.

If you use only a limited number of codes, you can add these codes yourself.

 

 

2.

If you use a broad range of codes and it would be impractical to enter them yourself, you purchase them from Beaver Creek Software. The Codes Module contains all diagnosis codes, all CPT codes, all HCPCS Level II codes, and everything with searchable key word indexes.

Q.

I need reports that Aeris does not provide. How can I get these reports?

A.

Aeris itself is not customizable in this way. However, with the purchase of the Aeris ODBC Module, the raw data can be accessed directly by programs such as Microsoft Access, Microsoft Excel, Crystal Reports, and other programs that can read data via ODBC.

 

Q.

What kind of envelopes will fit my patient statements and plain paper claims.

A.

Both the patient statements and plain paper claims were formatted to fit in the most commonly available #9 double window envelopes. You should be able to find them in most office supply stores or on the Internet. Any envelope designed to work with Quicken or QuickBooks should work.