Billing with OnePacs
The OnePacs system provides a convenient means of keeping track of radiology work performed and creating billing invoices regarding this work.
OnePacs provides means of keeping track of per-case fees owed by radiology client facilities, as well as per-case interpretation fees that may be owed to individual radiologists by the group using OnePacs.
Creating study types
Study types can be defined within the OnePacs system, such that interpreted cases can be classified and billed for, or reimbursed, appropriately.
When a study type is created, a global name for the study type is defined. Study types can be selected by a technician or radiology assistant when confirming the study, or by the radiologist when completing the report. According to how the facility is configured, this step may be required, optional, or not available.
The global billing name should be the most general name applicable to the study in question across all serviced facilities, such as “CT Abdomen - Three phase liver”.
Extra matching tokens can be entered optionally to match various fields like study description to highlight certain study types for quicker selection.
Shared standard report texts can optionally be associated with a study type. This can enter the associated standard report text if the study type is selected for the study either during confirmation or when the radiologist is completing the report.
A study type may be hidden by default for special cases.
Selecting study fees
Study fees can be set optionally or mandatory during study confirmation, using the manage study option, or when completing a report. The facility configuration allows configuration of when the study types may be entered whether they are not available, optional, or mandatory. The selection will bold text and move the best matches to the inside of the reported modality for quicker selection.
Setting study fees
Study fees can be managed by selecting the “Study types and fees” option in the “Admin” menu.
Fees can be set for both the facility as well as radiologists. Fees can be configured by both exam urgency as well as read type. By default the read types configured by the facility will display. If the facility is set to allow critical/stroke exams, the critical column will also show by default. Study types can be hidden for an individual facility or the local study type name can be modified for the billing report. It is also possible to define facility-specific “Local study type” names for each study type. For example, a described triphasic protocol CT of the abdomen may be defined as simply a “CT - Abdomen” for certain facilities, and as “CT - Liver protocol” for other facilities. When exporting data for billing purposes, this offers the option of customized study type names for each serviced facility. Select the facility by selecting the down arrow next to the facility name, modify the data inside of the list of study types and click the "Save" button. Additional columns may be made visible by placing the mouse over the header of the column and selecting the arrow menu options to show additional columns.
If the fees for this facility are similar to another facility, select the new facility from the drop down list use the "Copy from facility" button to quickly copy the fee data from another facility. An adjustment can also be made if necessary. Click the save button to save the data. Similarly, data from one column can be copy and adjusted to another column. For example, you may fill out the fees for preliminary / routine exams and then use the "Copy from column" button to copy that fee data into the "Preliminary / Stat" column adding a adjustment for the "Stat". LIkewise, fee data may be copied for additional read types using the "Copy from column" button. Use the "Clear column" button to clear the fee data from a particular column.
There are additional buttons that may be used to quickly show or hide all the study types.
The following screenshot shows the “Radiologist” tab selected in the study fees management window. Random data has been entered into the grid for demonstration purposes: Similar to the facility fee settings, select a radiologist to configure their reading fees. The "Copy from radiologist" button can be used to copy and adjust fees from an existing radiologist. "Copy from column" can be used to copy fee data from one column to another read type or urgency, adding a adjustment if necessary. The "Clear column" can be used to clear a column. Click the "Save" button to save the fees.
Creating billing invoices
The data export feature of OnePacs is used to export case and billing information for a desired period of time into a spreadsheet format (csv) which is compatible with Microsoft Excel, or any other standard spreadsheet software.
The exported data file can then be opened in a spreadsheet and the data therein organized and sorted appropriately for the generation of invoices or the calculation of funds owed.
Maintaining Confidentiality of Billing Data
While OnePacs maintains strict protocols and procedures for the protection of confidential customer data, nonetheless some clients who wish to take advantage of OnePacs's billing features may not wish to disclose financial information into any third party system. As a means of solving the problem of not wishing to store confidential financial data in a third party system while enjoying full access to the range of billing features available in OnePacs, it is possible for users to 'encode' the financial information input into OnePacs. For example, a group that bills for certain studies in the amounts of $15, $20, and $25, might encode these amounts as $0.10, $0.20, $0.30.
Following export of data from the OnePacs system, the spreadsheet column in question may be converted to its true desired values with search and replace operations.
This process of search and replace for a table of data can be automated by third party utiltiies, for example, Batch Replace for Microsoft Excel. This third party utility (which requires Microsoft Excel 2003 in order to work) allows users to define a "conversion table" spreadsheet in which the first column of the Excel spreadsheet represents the values to convert from, and the second column represents the values to convert to. This table may be applied in the batch-conversion of files containing the confidential billing data.
For example, the conversion table spreadsheet for the above example, where the amounts of $15, $20, and $25 are represented by $0.10, $0.20, and $0.30 would be as follows: