Collection Agencies

For each collection agency that you use, you must create a unique agency-specific transaction code. All collection adjustments and recoveries are tagged with the custom transaction code for the agency that you use. The custom transaction code identifies the collection agency in the Activity Wizard report and the Collections AR Report.

1. Display the Custom Transaction Codes page: On the Main Menu, click Settings > Practice Manager. In the left menu, under Practice Links — Miscellaneous, click Custom Transaction Codes.
2. Code — Enter a unique code to be used for collections, such as AGENCY1COLLECTIONS.
   Note: For reporting purposes, each custom transaction code used for collections should correspond to a single agency.
3. Name — Enter the name of the collection agency.
4. Text on Patient Statement — You can enter text in this field that will be printed on patient statements when this transaction code is applied to a patient balance.
5. Note — Enter any internal notes about this transaction code. We strongly recommend including the name of the person who created this custom transaction code, the date added, and any details about the collection agency that others may need to know.
6. Click Save.
   The custom transaction code appears in the list below.

athenahealth maintains electronic connections with established agencies. Collection files created by the practice will be submitted electronically by athenahealth on behalf of the practice. To view a list of Marketplace partner and established agencies, see the list of established collection agencies.

Important: If your practice would like to use Transworld Systems (TSI) as your collection agency, please contact TSI to set up an account. The TSI service representative will walk you through the athenaOne setup steps when you establish your TSI account.

1. Display the Collection Agencies page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Collections, click Collection Agencies.
2. Click Add new. Additional fields appear.
3. Name — Select the name of the collection agency. This menu contains the list of Marketplace partner and established agencies.
   Note: If you choose to use a non-established agency, select the Other (Non-established agency) option from the menu. For more information, see "To set up a non-established collection agency" on the Collection Agencies page.
4. Custom transaction code — Select the custom transaction code that you created for this agency.
   Note: You create and administer custom transaction codes on the Custom Transaction Codes page.
5. Who submits batches for this collection agency? — When this field is set to athena, all collection files will be delivered to the agency through our secure electronic connection.
6. Status — Select Active to indicate that the practice has an active contract in place with the collection agency.
7. Customer ID — Enter your agency-provided customer ID, if required by the agency.
8. Display Order — Enter a digit to specify the order of this collection agency in the list of agencies. Agencies with lower order numbers appear nearer the top of the list.
9. Notes — Enter any notes about this agency. We strongly recommend including the name of the person who created this collection agency, the date added, and any details about this agency that others may need to know.
10. I agree — Select this option to confirm that your practice is already contracted with the collection agency.
11. Click Save, or click Save and Add Another to add another collection agency.

athenahealth does not maintain an electronic connection or relationship with non-established collection agencies. If a practice chooses to use a non-established agency, the practice is responsible for submitting collection files to the agency outside athenaOne.

1. Display the Collection Agencies page: On the Main Menu, click Settings > Billing. In the left menu, under Practice Links — Collections, click Collection Agencies.
2. Click Add new. Additional fields appear.
3. Name — Select Other (Non-established agency) (last item in the menu).
   A free-text field appears.
4. Enter the name of the collection agency in the field.
5. Custom transaction code — Select the custom transaction code that you created for this agency.
   Note: You create and administer custom transaction codes on the Custom Transaction Codes page.
6. Who submits batches for this collection agency? — This field defaults to Practice. The practice is responsible for downloading and submitting all collection files to this agency.
7. Status — Select Active to indicate that the practice has an active contract in place with the collection agency.
8. Customer ID — Enter your agency-provided customer ID, if required by the agency.
9. Display Order — Enter a digit to specfy the order of this collection agency in the list of agencies. Agencies with lower order numbers appear nearer the top of the list.
10. Notes — Enter any notes about this agency. We strongly recommend including the name of the person who created this collection agency, the date added, and any details about this agency that others may need to know.
11. Click Save, or click Save and Add Another to add another collection agency.