Release Notes, AmkaiOffice, version 4.1
Surgical Information Systems is pleased to provide our users with AmkaiOffice version 4.1. This topic provides an overview of new features, enhancements to existing features, defects fixed in this release. While this document is intended to inform users of significant changes made to the software, all changes may not be reflected in the document. If you have questions, please contact Amkai Client Support.
As with all new release versions, administrators should check roles and permissions for new features and new reports and provide access to staff members who will use these enhancements.
All product documentation is available from Online Help and from links on AmkaiCentral, our Web-based client portal If you have not yet registered for AmkaiCentral, please contact Amkai Client Support for assistance.
Please note that certain features in AmkaiOffice version 4.1 require additional Amkai modules and interfaces in order to function properly. They include: eVerify: Electronic Insurance Verification.
Features Overview Video
New Features
Code Updater Tool Added
A self-service Code Updater Tool has been added to the System Administration module to enable you to update the appropriate dictionaries in AmkaiOffice with new code sets as they become available. You can access this tool under the Dictionary heading from the System Administration sheet bar.
You can use the tool to update the following code sets:
-
Updates are made to the CPT Code and Procedure dictionaries. You have the option to update either CPT or HCPCS codes or both at the same time.
HCPCS codes are using the “Long” descriptions which may be up to 400 character long. CPT codes will default to the “Short” description which is 28 characters long. You may wish to use the “Full” description which is up to 48 characters long. The “long” description for CPT codes will be pulled to the Note field in the CPT dictionary. This description may be up to 4000 character long. Selecting Replace Procedure Descriptions will update the Procedure Dictionary descriptions if the descriptions in AmkaiOffice differ from those in the loaded code file.
ICD Diagnosis CodesICD Diagnosis Codes
Updates are made to the ICD-10 Diagnosis Code and Diagnosis. Selecting Replace Diagnosis Dictionary Descriptions will update the Diagnosis Dictionary descriptions if the descriptions in AmkaiOffice differ from those in the loaded code file.
ICD Procedure CodesICD Procedure Codes
Updates are made to these dictionaries: ICD-10 Procedure Code and ICD Procedure Code. These codes are required only for inpatient encounters, but can be loaded by facilities for use on Outpatient encounters if needed.
-
Updates are made to the DRG Group dictionary. These codes are required only for inpatient encounters, but can be loaded by facilities for use on Outpatient encounters if needed.
For complete information and instructions for using the Code Updater Tool, click here.
Video Demo: How to update a code set using the Code Updater Tool
Screen Shot of Code Updater Tool
Insurance Billing
New Contract Carve-Out Option: “Case Rates”
Changes have been made to AmkaiOffice to accommodate the trend among insurers to reimburse based on a flat rate, or “Case Rate,” for some cases with multiple procedures. When a procedure that would ordinarily fall under the Case Rate is performed, either the standard allowed rate or the Case Rate may be applied based on the negotiated contract. For more information, click here.
- Changes
to Contract Creation ProcessChanges
to Contract Creation Process
No new contract type has been added to accommodate Case Rates. Instead, you would select one of the primary types of contract from the current options and then set up the Case Rate procedures as “Carve Outs.” The contract can be set up as adjustment at time of charge or at time of payment or net.
A new tab has been added to the Contract Details screen to enable you to define Case Rates for your organization. A new Case Rate column has been added to the Procedures detail dialog. This column provides a drop-down menu that enables you to select a case rate to apply to a specific procedure when setting Carve-out Procedure rates for an insurance contract. The Case Rate Tab includes the following new options:
A radio button labeled "Lesser of % of Billed Charges"
A radio button labeled "Lesser % of Allowed Amount"
A field labeled, “%” which enables you to enter a number representing the % of Billed or Allowed
- Billing
ConsiderationsBilling
Considerations
The addition of the Case Rate option impacts billing procedures in the following ways:
The system takes into account the Case Rates when estimating a patient's out of pocket expenses and when running costing reports.
If the option Lesser of % of Billed Charges has been selected for a Case Rate contract, the lower of the two rates will be applied for the case.
If the option Lesser of % Allowed Amount has been selected for a Case Rate contract, the lower of the two rates will be applied for the case.
If the option Include Supplies Billed in Case Rate is checked on the contract, the system will include the supplies billed/allowed amount when determining which is rate is to be used for billing. If this option is not checked, the system will bill supplies outside the Case Rate.
When posting charges with a contract set to take adjustments at time of payment for cases with procedures that have Case Rates associated to them, the system will apply a portion of the Case Rate to each procedure at the time of posting the payment.
Write offs would be calculated per line item using a weighted value (% of total charge per procedure).
When the Case Rate is applied, multiple procedure discounts are not applied.
If there are multiple Case Rate procedures in the same case, the highest case rate would apply.
When estimating revenue, the system applies the same rules as applied at the time of billing.
When running costing reports, the system applies the same rules as applied at the time of billing.
(Reference # 16815)
Free Text Field Enables Users to Display Case-Specific Notes on Estimated Revenue Report
A new free text field, External Notes, has been added to the Insurance Verification dialog to enable you to enter specific notes about the case. These notes will display on the Estimated Revenue output report. (Reference # 18096)
Coinsurance Percentage Displays on Estimated Revenue Print Out
The Estimated Revenue Printout now shows the percentage of coinsurance in addition to the dollar amount of the coinsurance. The value is shown for both in network and out of network services. (Reference # 1081900)
Enhancements to Existing Features
Electronic Insurance Verification (eVerify)
AmkaiOffice Compatible with New TLS Version Used by Zirmed
AmkaiOffice Electronic Insurance Verification module is now compatible with the new TLS version used by electronic clearing house vendor, Zirmed. (Reference # 22667)
eVerify Imports Additional Benefit Information into AmkaiOffice
The eVerify feature has been enhanced to import additional benefit information from the insurance company into AmkaiOffice to enable Schedulers to more quickly and efficiently verify coverage for upcoming cases.
The new changes improve the application's efficiency in identifying what data in the file to use and what date to ignore. When parsing what values to pull into AmkaiOffice, the system will prioritize benefits for Service Type Code 13 for ASCs. If this code is not found, the system will look for Service Type Code 30 General Health Benefits. The system will first look for individual benefit information and if none is found, it will look for family benefit information. (Reference # 19908)
Revenue Cycle Management
RCM Turnover Enhancements
When a write off added by the Turnover to Collections option is inactive or manually corrected out, the charge will be available in the new Turnover, because the write off no longer exists. (Reference #16829)
CDM (Clinical Documentation Management)
Reinstate Case with Previously Depleted Items
Previously, if a case had supplies depleted from the CDM module, and then the case was cancelled and later reinstated, the depleted supplies were not returned to stock. The system has been modified to automatically return previously depleted items to stock.
Returning Depleted Items to Stock Restores Serial # and Expiration Date
When an item has been depleted from inventory for a case in the CDM module, and then returned to stock, the original serial number and expiration date of the item are also restored.
If multiple units of an item were depleted and you then restore an item, you will be presented with a selection of only those serial numbers and expiration dates that correspond to the items depleted,
The price and location of the item when it was depleted will also be restored. If the original location is no longer active, the system will use the default location entered in the Inventory Configuration. If no default location has been designated, you will receive an error message. For serialized items and items with an expiration date, if you do not select a serial number for or an expiration date, you will receive an error message. The transaction date and posting date of the return will be the date you restore the item to stock. (Reference # 20737)
Reinstate Case with Depleted Supplies that was cancelled prior to upgrade to AmkaiOffice v. 4.1
If your facility cancelled a case for which supplies had been depleted, and then you reinstate the case after upgrading to AmkaiOffice 4.1, any items still associated to the case will be returned to stock, and the case status will be set to In-Progress.
The original quantity, serial number, expiration date, location, and price of the item used at depletion are also restored. If the original location is no longer active, use the default location entered in the Inventory Configuration. If no default location has been designated, you will receive an error message, and the item will not be returned to stock, and will display in the CDM module. For serialized items and items with an expiration date, if you do not select a serial number for or an expiration date, you will receive an error message.
All stock that is successfully returned to stock will be hidden on the screen unless the Show Undepleted check box is selected.(Reference # 20740)
System
AmkaiOffice is now compatible with Java versions 8 and 10. (Reference # 18415)
Inbound Scheduling Interface
Physician Matching Improved
AmkaiOffice now more accurately matches physician data coming from an inbound interface with physicians who are already entered in the Physician Dictionary. When there are multiple matches, only active physicians are matched. When a physician has been matched on full name (first, middle, and last), other physicians with the same first and last names are ignored. (Reference #16835)
Error Messages in Response to Incoming Data Are More User-Friendly
Error messages have been revised to make it easier to understand what action to take to resolve the issue. (Reference # 16836)
Reports
Press Ganey CAHPS Report
The format for the CAHPS Report for vendor, Press Ganey, has been updated to match the current specifications by adding a column for Transferred/Admitted to Inpatient. This column will populate with a Y (yes) or N (no) based on the discharge status for the case. (Reference # 26894)
Scheduling
New Right-Click Menu Options
New options have been added to the menu that appears when you right-click a scheduled appointment on the Scheduling Grid:
You can print the appointment details by selecting Print Form from the menu. (Reference # 28141)
You can print labels by selecting Print Labels from the menu. (Reference # 28142)
Defects Fixed
RCM
Turnover to Collections Status Field Error
Previously, when you were working with the RCM features associated to Turnover to Collections, and the Collector field was empty, it caused an error with the Status field. This error has been fixed. (Reference # 617780)
Insurance Billing
Correction to UB-04 Paper Claims with Debits
When a debit is applied to a charge, Box FL 55 now shows the correct Estimated Amount Due based on the claim customization setting configuration, regardless of what role the balance due was assigned to when the debit was applied to the charge. (Reference # 16812)
State Reporting
New York State Report 2018
New Message Warns User that the State Reporting Payor Code is Missing
When a patient who receives care in New York is insured, and that insurance has no State Reporting Payor Code listed in the Insurance Plan Dictionary in AmkaiOffice, the system will generate a warning message when the New York State report is run, providing users the opportunity to correct the error.
The warning reads, “State Reporting Payer Code missing for Insurance Plan INSPLANNAME. Please add to the Insurance Plan Dictionary State Reporting Payer Code field.” The warning displays once per report run, no matter how many patients hold that plan. (Reference # 27173)
Texas State Report 2018
Source and Type of Admit Now Pull Correctly to Report
Previously, when the Source and Type of Admission were left blank in the CDM module, the report would pull in an incorrect value. This issue has been fixed so that, when Source and Type of Admission are left blank in CDM, Source will fill with option 1 (Non-healthcare), and Type of Admission will fill with 3 (Elective). (Reference # 16839)
Electronic Insurance Verification (eVerify)
Error with In-Network Benefits
Previously, when In-Network benefits field was blank, an error was being generated during the electronic insurance verification process. This error has been fixed. (Reference # 19907)
Inventory Management
Incorrect Supplies Were Shown on the Purchase Order
Previously, when you searched for a purchase order by purchase order number in the Inventory Management module, supplies that were not part of the purchase would populate the screen, giving the false impression those supplies were part of the purchase order. This issue has been fixed, so that only supplies that are actually part of the purchase order appear on the screen. (Reference # 16831)
Reports
Items Received Report Was Not Displaying the Correct Price
Instead of pulling the order price for an item, the Items Received Report was showing the current price on the Item Master. This issue has been fixed. (Reference # 28139)
Value of Supply Resource on Hand Report Inaccurate After Physical Inventory
Previously, if you updated Quantity on Hand for supplies, and then immediately ran the Physical Inventory Report, the new values you added were not shown on the report. However, if you ran the report hours or days after updating the Quantity on Hand, the report displayed the values you had entered.
This issue has been fixed, so that the values entered for Quantity on Hand display on the report regardless of the date or time the report is run. (Reference # 700901)
Value of Supply Resource on Hand Report -Transaction Date as Search Function Not Accurate
Previously, when you ran the Value of Supplies on Hand report as of a specific date, items entered on the that date were not included in the report. This issue has been fixed.(Reference # 16866)
Insurance Verification/Estimated Revenue
Previously, when entering data in the Estimated Revenue screen, users sometimes encountered a “Concurrent User” error. This issue has been fixed. (Reference # 21889)
Financial Management
Patient Statements and Reports now both reflect Last Payment amounts at the net value (Payments less Corrections). (Reference # 33160)