Financial Message Mandatory

This scenario shows the claim transactions, financial transactions and financial messages that would be created for a claim that is initially covered and paid and is then adjusted resulting in a lower covered amount. Before sending out a invoice to take back the delta amount a refund letter is send to the provider. Depending on whether or not the provider sends back a check the following happens:

  • if a provider sends a check in response to a letter, the check details will be entered in the financial transaction process data in the UI, the financial message mandatory indicator is set and the claim hold is released.

  • if a provider does not send in a check in response to a letter, the retraction will be taken in the first payment run after the claim pend has expired

Alternatively, the claim could potentially be reprocessed while the claim is still on a hold. In this situation a new transaction is created which is held back as a result of the hold which has already been set.

The setup for this scenario is as follows:

Dynamic fields

  • A dynamic field configured on the financial transaction process data table to record the type of check

  • A dynamic field configured on the financial transaction process data table to record the check number

Grouping

  • set financial message bulking group to claim code

Summary:

  • Claim 1

    • Second version is in response to a refund check and results in a retraction

    • Paid before there is a third version

  • Claim 2

    • Second version is in response to a refund check and results in retraction

    • Third version is created before second version is 'paid'

Setting the Scene: Claim CL123

0.1 Adjudicate Claim

The claim is adjudicated resulting in the following details in OHI.

  • $110.00 Coverage

This claim is successfully finalized on the first of March 2014 creating a first version claim transaction. This transaction is paid in the payment run on the 3rd of March 2014.

This scenario describes the claim into detail from the point it is finalized the second time. This means the first version claim transaction is processed and paid but is not explicitly described.

On 12 March 2014 the claim is unfinalized and re-adjudicated resulting in a second version claim with the following details:

  • $90 Coverage

  • $20 Copay

Working Copy Claim

Code Person Code Provider Code Total Claimed Amount Total Covered Amount

CL123

456

789AB

110.00

90.00

Working Copy Claim Lines

Sequence Payment Receiver Allowed Amount Action Amount Label

1

789AB

110.00

Covered

110.00 90.00

Covered

Withhold

20.00

Copay

0.2 Finalize (Second Time)

The claim is finalized for the second time on 12 March 2014. The following are created at the same time:

  • Second version claim transaction

  • A financial transaction with a Base Financial Object

Claim Transaction

The claim transaction has the following details.

CTR Claim

Claim Transaction Code Version Transaction Date Person Code Provider Code Total Allowed Amount Total Covered Amount Reversal Ind

CL123

1

10-Mar-2014

456

789AB

110.00

110.00

N

CL123

1

10-Mar-2014

456

789AB

-110.00

-110.00

Y

CL123

2

12-Mar-2014

456

789AB

110.00

90.00

N

CTR Claim Line ⇒ Coverages

Claim Transaction Code Reversal Ind Version Claim Line Transaction Code Allowed Amount Payment Receiver Action Label Amount

CL123

N

1

1

110.00

789AB

Covered

Covered

110.00

CL123

Y

1

1

-110.00

789AB

Covered

Covered

-110.00

CL123

N

2

1

110.00

789AB

Covered

Covered

90.00

Withhold

Copay

20.00

Financial Transaction

The financial transaction has the following details:

Base Financial Object

Type Claim code Status

CLA

CL123

IN

Financial Transaction & Financial Transaction Process Data

Version Processing Type Reversal? Creation Date Total Amount Due Date Financial Message Mandatory Check Type Check Reference Financial Message Bulking Group Financial Message ID Financial Message Result

1

Regular

N

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203984

M

1

Regular

Y

10-Mar-2014

-$110.00

25-Mar-2014

N

CL123

null

null

2

Regular

N

12-Mar-2014

$110.00

25-Mar-2014

N

CL123

null

null

Financial Transaction Detail & Financial Transaction Detail Process Data

Version Reversal Claim Line Code Component Code Amount Invoice Indicator Invoice Line Grouping Accounting Detail Grouping Payment Receiver

1

N

1

Covered

110.00

Y

N

N

789AB

1

Y

1

Covered

-110.00

Y

N

N

789AB

2

N

1

Covered

90.00

Y

N

N

789AB

0.3 Sending Refund Letter

A batch process runs to determine if a refund letter is required. As the projected payment amount for the second version transaction is negative (-$20) the following steps are taken:

  • A refund letter event is send out to the correspondence service to indicate that a letter is required

  • A hold is placed on claim level to prvent the transactions for this claim to be included in a payment run

Financial Hold

A financial hold is placed on claim level to prevent the financial transactions from being paid. For this scenario the expiration date is set to:

  • The date the refund letter is sent + 30 days

Financial Hold Type Start DateTime Expiration DateTime Release DateTime Table Subject ID

REFUND_LETTER_HOLD

12-Mar-2014

11-Apr-2014

CLA_CLAIMS

CL123

At this point in time claim CL123 is on a hold. Scenario 1 describes the situation in which the refund check is received back and the transaction is paid. The claim is reprocessed once more, but only after the second version has already been paid. Scenario 2 describes the situation in which the claim is reprocessed before the refund check is received back and before the transaction is paid.

Scenario 1: Claim is Paid Before There is a Third Version

The first scenario shows the following:

  • The second version transaction is paid, the financial message includes:

    • The reversal of the first version financial transaction

    • The second version financial transaction

    • A single invoice with a calculation difference between version 1 and 2

    • The check details included in the invoice

  • A third version transaction is created after the second version is paid, the financial message includes:

    • The reversal of the second version financial transaction

    • The third version financial transaction

    • A single invoice with a calculation difference between version 2 and 3

1.1 Processing Refund Check

In response to the refund letter the provider sends back a $20 check to balance off the retraction amount, which is received on 30 March 2014. The following steps are taken:

  • The check details are entered on the second version financial transaction process data

  • The financial message mandatory indicator is set to Yes to ensure the check details are included in the financial message

  • The claim hold is released allowing the claim to be paid

Financial Transaction

The financial transaction is updated as follows:

  • The financial transaction process data for claim CL123, version 2, is updated so that the financial message mandatory indicator is set to Y.

  • The check type is set to 'RETURNED_CHECK' and the check reference is set to the check number (192837465)

Base Financial Object

Type Claim code Status

CLA

CL123

IN

Financial Transaction & Financial Transaction Process Data

Version Processing Type Reversal? Creation Date Total Amount Due Date Financial Message Mandatory Check Type Check Reference Financial Message Bulking Group Financial Message ID Financial Message Result

1

Regular

N

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203984

M

1

Regular

Y

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

null

null

2

Regular

N

12-Mar-2014

$110.00

25-Mar-2014

N Y

RETURNED_CHECK

192837465

CL123

null

null

Financial Hold

The financial hold is updated so that:

  • A release date is set to 30 March 2014 making the transaction available for payment

Financial Hold Type Start DateTime Expiration DateTime Release DateTime Table Subject ID

REFUND_LETTER_HOLD

12-Mar-2014

11-Apr-2014

30-Mar-2014

CLA_CLAIMS

CL123

1.2 Create Financial Message

The payment run is executed on 3th of April 2014. Claim CL123 is included in this selection.

Financial Message

The contents of the various parts of the financial message are as follows and include:

  • The reversal financial transaction of version 1

  • The financial transaction version 2

Financial Message

Job ID Message Date Message Bulking Group

132432

03-Apr-2014

CL123

Financial Message - Invoice

ID Invoice Type Vendor Num Invoice Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Check Type) Attribute 4 (Check Reference)

89070

Standard

789AB

-20.00

CL123

2

RETURNED_CHECK

192837465

Financial Message - Invoice Line

ID Line Number Line Type Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code)

123572

1

ITEM

-110

CL123

1

Y

1

123573

2

ITEM

90

CL123

2

N

2

Financial Message - Accounting Detail

ID Ledger ID Accounting Date Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code) Attribute 5 (Component Code)

8719048

32423432

03-Apr-2014

-110.00

CL123

1

Y

1

COVERED

8719049

32423432

03-Apr-2014

90.00

CL123

2

N

1

COVERED

8719050

32423432

03-Apr-2014

20.00

CL123

2

N

1

COPAY

1.3 Unfinalize Claim

The claim is unfinalized on the 5th of April 2014 making the working copy of it available for changing and readjudication. When unfinalizing the following occurs:

  • Version 2 of the CTR Claim (transaction) is labeled as unfinalized

  • A reversal CTR Claim (transaction) for version 2 is created with the allowed and covered amounts reversed

  • A reversal Financial Transaction for version 2 is created with allowed and covered amounts reversed. It will be associated with the base financial object created when the claim was first finalized.

These reversals are shown below.

1.4 Adjust Claim

The claim is adjusted resulting in a change to the copay. It now has the following details in OHI Claims:

Working Copy Claim

Code Person Code Provider Code Total Claimed Amount Total Covered Amount

CL123

456

789AB

110.00

100.00

Working Copy Claim Lines

Sequence Payment Receiver Allowed Amount Action Amount Label

1

789AB

110.00

Covered

90.00 100.00

Covered

Withhold

20.00 10.00

Copay

1.5 Finalize (Third Time)

The claim is finalized for the third time on the 5th of April 2014. The following are created:

  • A third version claim transaction

  • A third version financial transaction

Claim Transaction

The claim transaction has the following details.

CTR Claim

Claim Transaction Code Version Transaction Date Person Code Provider Code Total Allowed Amount Total Covered Amount Reversal Ind

CL123

1

10-Mar-2014

456

789AB

110.00

110.00

N

CL123

1

10-Mar-2014

456

789AB

-110.00

-110.00

Y

CL123

2

12-Mar-2014

456

789AB

110.00

90.00

N

CL123

2

12-Mar-2014

456

789AB

-110.00

-90.00

Y

CL123

3

05-Apr-2014

456

789AB

110.00

100.00

N

CTR Claim Line ⇒ Coverages

Claim Transaction Code Reversal Ind Version Claim Line Transaction Code Allowed Amount Payment Receiver Action Label Amount

CL123

N

1

1

110.00

789AB

Covered

Covered

110.00

CL123

Y

1

1

-110.00

789AB

Covered

Covered

-110.00

CL123

N

2

1

110.00

789AB

Covered

Covered

90.00

Withhold

Copay

20.00

CL123

Y

2

1

-110.00

789AB

Covered

Covered

-90.00

Withhold

Copay

-20.00

CL123

N

3

1

110.00

789AB

Covered

Covered

100.00

Withhold

Copay

10.00

Financial Transaction

The financial transaction has the following details:

Base Financial Object

Type Claim code Status

CLA

CL123

IN

Financial Transaction & Financial Transaction Process Data

Version Processing Type Reversal? Creation Date Total Amount Due Date Financial Message Mandatory Check Type Check Reference Financial Message Bulking Group Financial Message ID Financial Message Result

1

Regular

N

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203984

M

1

Regular

Y

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203985

M

2

Regular

N

12-Mar-2014

$110.00

25-Mar-2014

Y

CL123

9203985

M

2

Regular

Y

12-Mar-2014

$110.00

25-Mar-2014

Y

CL123

null

null

3

Regular

N

05-Apr-2014

$110.00

25-Mar-2014

N

CL123

null

null

Financial Transaction Detail & Financial Transaction Detail Process Data

Version Reversal Claim Line Code Component Code Amount Invoice Indicator Invoice Line Grouping Accounting Detail Grouping Payment Receiver

1

N

1

Covered

110.00

Y

N

N

789AB

1

Y

1

Covered

-110.00

Y

N

N

789AB

2

N

1

Covered

90.00

Y

N

N

789AB

Copay

20.00

N

N

N

789AB

2

Y

1

Covered

-90.00

Y

N

N

789AB

-20.00

N

N

N

789AB

3

N

1

Covered

100.00

Y

N

N

789AB

10.00

N

N

N

789AB

1.6 Create Financial Message

The payment run is executed on the 10th of April 2014. Claim CL123 is included in this selection.

Financial Message

The contents of the various parts of the financial message are as follows and include:

  • The reversal financial transaction of version 2

  • The financial transaction version 3

Financial Message

Job ID Message Date Message Bulking Group

132432

03-Apr-2014

CL123

Financial Message - Invoice

ID Invoice Type Vendor Num Invoice Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Check Type) Attribute 4 (Check Reference)

89070

Standard

789AB

10.00

CL123

3

Financial Message - Invoice Line

ID Line Number Line Type Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code)

123572

1

ITEM

-90

CL123

2

Y

1

123573

2

ITEM

100

CL123

3

N

2

Financial Message - Accounting Detail

ID Ledger ID Accounting Date Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code) Attribute 5 (Component Code)

8719048

32423432

03-Apr-2014

-110.00

CL123

2

Y

1

COVERED

8719049

32423432

03-Apr-2014

90.00

CL123

3

N

1

COVERED

8719050

32423432

03-Apr-2014

20.00

CL123

3

N

1

COPAY

Scenario 2

The second scenario shows the following:

  • The second and third version transactions are paid in the same finance run, one financial message is created which includes:

The claim is re-adjudicated the same way as described in scenario 1, only the sequence of steps is different.

2.1 Unfinalize Claim

The claim is unfinalized on the 5th of April 2014 making the working copy of it available for changing and readjudication. When unfinalizing the following occurs:

  • Version 2 of the CTR Claim (transaction) is labeled as unfinalized

  • A reversal CTR Claim (transaction) for version 2 is created with the allowed and covered amounts reversed

  • A reversal Financial Transaction for version 2 is created with allowed and covered amounts reversed. It will be associated with the base financial object created when the claim was first finalized.

These reversals are shown below.

2.2 Adjust Claim

The claim is adjusted resulting in a change to the copay. It now has the following details in OHI Claims:

Working Copy Claim

Code Person Code Provider Code Total Claimed Amount Total Covered Amount

CL123

456

789AB

110.00

100.00

Working Copy Claim Lines

Sequence Payment Receiver Allowed Amount Action Amount Label

1

789AB

110.00

Covered

90.00 100.00

Covered

Withhold

[line-through]#20.00 #10.00

Copay

2.3 Finalize Claim (Third Time)

The claim is finalized for the third time on the 5th of April 2014. The following are created:

  • A third version claim transaction

  • A third version financial transaction

Claim Transaction

The claim transaction has the following details.

CTR Claim

Claim Transaction Code Version Transaction Date Person Code Provider Code Total Allowed Amount Total Covered Amount Reversal Ind

CL123

1

10-Mar-2014

456

789AB

110.00

110.00

N

CL123

1

10-Mar-2014

456

789AB

-110.00

-110.00

Y

CL123

2

12-Mar-2014

456

789AB

110.00

90.00

N

CL123

2

12-Mar-2014

456

789AB

-110.00

-90.00

Y

CL123

3

05-Apr-2014

456

789AB

110.00

100.00

N

CTR Claim Line ⇒ Coverages

Claim Transaction Code Reversal Ind Version Claim Line Transaction Code Allowed Amount Payment Receiver Action Label Amount

CL123

N

1

1

110.00

789AB

Covered

Covered

110.00

CL123

Y

1

1

-110.00

789AB

Covered

Covered

-110.00

CL123

N

2

1

110.00

789AB

Covered

Covered

90.00

Withhold

Copay

20.00

CL123

Y

2

1

-110.00

789AB

Covered

Covered

-90.00

Withhold

Copay

-20.00

CL123

N

3

1

110.00

789AB

Covered

Covered

100.00

Withhold

Copay

10.00

Financial Transaction

The financial transaction has the following details:

Base Financial Object

Type Claim code Status

CLA

CL123

IN

Financial Transaction & Financial Transaction Process Data

Version Processing Type Reversal? Creation Date Total Amount Due Date Financial Message Mandatory Check Type Check Reference Financial Message Bulking Group Financial Message ID Financial Message Result

1

Regular

N

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203984

M

1

Regular

Y

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

null

null

2

Regular

N

12-Mar-2014

$110.00

25-Mar-2014

Y

CL123

null

null

2

Regular

Y

12-Mar-2014

$110.00

25-Mar-2014

Y

CL123

null

null

3

Regular

N

05-Apr-2014

$110.00

25-Mar-2014

N

CL123

null

null

Financial Transaction Detail & Financial Transaction Detail Process Data

Version Reversal Claim Line Code Component Code Amount Invoice Indicator Invoice Line Grouping Accounting Detail Grouping Payment Receiver

1

N

1

Covered

110.00

Y

N

N

789AB

1

Y

1

Covered

-110.00

Y

N

N

789AB

2

N

1

Covered

90.00

Y

N

N

789AB

Copay

20.00

N

N

N

789AB

2

Y

1

Covered

-90.00

Y

N

N

789AB

-20.00

N

N

N

789AB

3

N

1

Covered

100.00

Y

N

N

789AB

10.00

N

N

N

789AB

2.4 Processing Refund Check

In response to the refund letter the provider sends back a $20 check to balance off the retraction amount, which is received on the 7th of April 2014. The following steps are taken:

  • The check details are entered on the second version financial transaction process data

  • The financial message mandatory indicator is set to Yes to ensure the check details are included in the financial message

  • The claim hold is released allowing the claim to be paid

Financial Transaction

The financial transaction is updated as follows:

  • The financial transaction process data for claim CL123, version 2, is updated so that the financial message mandatory indicator is set to Y.

  • The check type is set to 'RETURNED_CHECK' and the check reference is set to the check number (192837465)

Base Financial Object

Type Claim code Status

CLA

CL123

IN

Financial Transaction & Financial Transaction Process Data

Version Processing Type Reversal? Creation Date Total Amount Due Date Financial Message Mandatory Check Type Check Reference Financial Message Bulking Group Financial Message ID Financial Message Result

1

Regular

N

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

9203984

M

1

Regular

Y

10-Mar-2014

$110.00

25-Mar-2014

N

CL123

null

null

2

Regular

N

12-Mar-2014

$110.00

25-Mar-2014

N Y

RETURNED_CHECK

192837465

CL123

null

null

2

Regular

Y

12-Mar-2014

$110.00

25-Mar-2014

N

CL123

null

null

3

Regular

N

05-Apr-2014

$110.00

25-Mar-2014

N

CL123

null

null

2.5 Create Financial Message

The payment run is executed on the 10th of April 2014. Claim CL123 is included in this selection.

Financial Message

The contents of the various parts of the financial message are as follows and include:

  • The reversal financial transaction version 1

  • The financial transaction version 2

  • The reversal financial transaction version 2

  • The financial transaction version 3

Financial Message

Job ID Message Date Message Bulking Group

132432

10-Apr-2014

CL123

Financial Message - Invoice

ID Invoice Type Vendor Num Invoice Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Check Type) Attribute 4 (Check Reference)

89070

Standard

789AB

-20.00

CL123

2

RETURNED_CHECK

192837465

89071

Standard

789AB

10.00

CL123

3

Financial Message - Invoice Line

ID Line Number Line Type Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code)

123572

1

ITEM

-110

CL123

1

Y

1

123573

2

ITEM

90

CL123

2

N

1

123574

3

ITEM

-90

CL123

2

Y

1

123575

4

ITEM

100

CL123

3

N

1

Financial Message - Accounting Detail

ID Ledger ID Accounting Date Amount Attribute 1 (CTR Claim Code) Attribute 2 (CTR Version) Attribute 3 (Reversal Indicator) Attribute 4 (CTR Claim Line Code) Attribute 5 (Component Code)

8719048

32423432

10-Apr-2014

-110.00

CL123

1

Y

1

COVERED

8719049

32423432

10-Apr-2014

90.00

CL123

2

N

1

COVERED

8719050

32423432

10-Apr-2014

20.00

CL123

2

N

1

COPAY

8719051

32423432

10-Apr-2014

-90.00

CL123

2

Y

1

COVERED

8719052

32423432

10-Apr-2014

-20.00

CL123

2

Y

1

COPAY

8719053

32423432

10-Apr-2014

100.00

CL123

3

N

1

COVERED

8719054

32423432

10-Apr-2014

10.00

CL123

3

N

1

COPAY