Find Correspondence

athenaCollector

athenaOne for Hospitals & Health Systems   

The Find Correspondence page allows you to generate customized Correspondence Worklists.

Note: You can also use the Correspondence Dashboard page to generate standard Correspondence Worklists.

 

On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under Correspondence, click Find Correspondence

 

 

 

  1. Display the Find Correspondence page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under Correspondence, click Find Correspondence.
  2. Use the search fields to locate correspondence. You must select at least one option before you generate a worklist or report.
  3. Click Generate Worklist. The Correspondence Worklist appears in the Task Bar.
  4. On the Correspondence Worklist in the Task Bar, you can click an individual record ID. The Correspondence Record page appears in the Workspace.
  5. On the Correspondence Record page, you can review the record and view the image located below the Details section. You can click the smaller, larger, and rotate links to adjust the image. Record details are located at the top of the page, followed by data input fields.

Tip: A Return to Correspondence Dashboard link appears at the top of the worklist so that you can quickly redisplay the Find Correspondence page after working a correspondence record in the Workspace.

 

 

  1. Display the Find Correspondence page: On the Main Menu, click Financials. Under PAYMENTS, click Unpostables. In the left menu, under Correspondence, click Find Correspondence.
  2. Last Correspondence event — Click the select/update link. The Correspondence Event Lookup tool appears.
  3. Correspondence Type — Select a correspondence type to display a list of correspondence events for that type, for example, Payer Correspondence.
  4. Select one or more of the last correspondence events for your search. Any events that you select remain in the list.
    You can deselect selected events, or click Clear All to deselect all selected events.
  5. Click Save to populate the list of last events selected for the Last Correspondence event filter.
  6. Do one of the following:
    • Click Generate Worklist to view your results as a worklist in the Task Bar.
    • Click Printable Report to view your results as a report displayed at the bottom of the page, which you can then choose to print.
    • Click Download CSV to view your results as a spreadsheet in a new window.
    • Click Download PDF to create a PDF file of the EOB pages from the results.

      • Note: The "Download PDF" function limits you to 50 unique correspondence records. If your results exceed 50 records, you receive an error message. Update your filter options to further limit your results, or choose a different method of displaying your results.

 

 

 

Correspondence is paper "non-check" mail that arrives in a practice lockbox. Eastern Bank, Bank of America, other lockbox providers, as well as our own athenaMailbox service all receive correspondence from payers, patients, and other entities that the practice administrators should review. Correspondence items can include the following (for a description of all correspondence types, see Correspondence Types Summary).

  • Information-only mail and junk mail
  • Legal correspondence
  • Medical record requests and other patient correspondence
  • Authorizations from payers for future services
  • Notices that may affect the patient account and require updates to the patient's information (for example, change-of-address and bankruptcy notices)
  • W-9 requests
  • Payer forms requiring provider signatures
  • Bills

These correspondence items are scanned by athenahealth so that the practice can quickly access them through athenaOne. These scanned "correspondence records" become part of the practice administrative workflow. Many correspondence records require some action by the practice, such as: provider signatures, approvals, patient information updates, and notifications that should be filed for future reference or auditing purposes. Practice staff members perform the necessary actions and then close the correspondence record.

 

You can use Correspondence Worklists to review each correspondence record, view the image of the correspondence (embedded in the page), and update the data fields as needed.

 

Note: The number of records returned is limited to 500 records; the limit is 1000 records when you select a specific payment batch and a single correspondence type. When the output option is set to Download CSV, the record limit is always 1000.

 

 

Correspondence ID

Enter the correspondence record ID.

ERA record ID

Enter the ID of the ERA record that contains the correspondence record.
ERA batch ID Enter the ID of the ERA batch that contains the correspondence record.
Deposit batch ID

Enter the ID of the deposit batch associated with the correspondence record.
Payment batch ID

Enter the ID of the payment batch that contains the correspondence record.
Patient ID

Enter the ID of the patient associated with the correspondence record.
Attached to patient record?

Select Yes to locate correspondence records that are attached to a patient record.
Urgent?

Select Yes to locate correspondence records marked urgent.
Bank account

Select the bank account of the deposit batch associated with the correspondence record.
Deposit date

Enter a date range for the deposit date of the batch associated with the correspondence record.
Deposit batch closed date

Enter a date range for the closed date of the deposit batch associated with the correspondence record.
Correspondence created date

Enter a date range for the created date of the correspondence record.
Correspondence post date

Enter a date range for the post date of the correspondence record.
Payment batch created date

Enter a date range for the created date of the payment batch associated with the correspondence record.
Pend alarm date

Enter the date range for the pend alarm associated with the correspondence record.
Correspondence status

Select a status for the correspondence record.
Responsible party

Select the party responsible for this correspondence record.
Assignment group

Select the assignment group.
Correspondence type

Select one or more correspondence types.

For a description of all correspondence types, see Correspondence Types Summary.
Last Correspondence event

Click select/update to select the last events applied to a correspondence record as a filter to generate a worklist. The Correspondence Event Lookup tool appears. Select a correspondence type from the menu to display a list of correspondence events for that type. You can select any or all of the last correspondence events for your search.

 

You can also select an additional correspondence type from the Correspondence type menu to display more correspondence events.

Kick reason category

Select one or more kick reason categories associated with the correspondence records.
Insurance package

Select one or more insurance packages associated with the correspondence record.
Insurance reporting category

Select one or more IRCs associated with the correspondence record.
Medical group

Select one or more medical groups associated with the correspondence record.
Provider group

Select one or more provider groups associated with the correspondence record.
Provider

Select one or more providers associated with the correspondence record.

 

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