Tracking each individual assessment for AB (Accident Benefits) claims is a tedious task that requires attention to detail and monitoring strict timelines. And while this task can be accomplished manually using spreadsheets, it requires an enormous effort that can still miss important milestones as a result of human error.
Universal Office simplifies the assessment process through a three-dimensional approach – the workflow, the alerts and the reports. The workflow is the guiding ingredient, as it takes each and every assessment through a pre-defined process that includes all important milestones and deadlines.
The alerts are responsible for drawing your attention to next steps in the workflow as well as reminding you of missing or overdue tasks. And finally, the reporting (both statistical and medical) allows you to upload or create medical reports right in patient files and extract statistical information that reveal numbers affecting your bottom line.
Here is Universal Office’s three-dimensional approach in more detail:
Workflow
There’s no efficiency without workflow. That’s why Universal Office features the dynamic Tracking function, taking you through every step – from referral to collection. The flexibility of this Tracking tool lies within its ability to customize the already predefined tracking flows or to create a new flow tailored to your specific needs.
When you receive a referral for one or more assessments, you’ll start by creating an OCF-18. To speed up the process, you’ll want to use predefined OCF-18 templates (In-home, FAE, Psychological, etc.) for assessments you provide in your facility. These templates will help complete the claim forms faster by pulling claimant and insurer information from the patient file as well as other parts of the OCF-18, such as proposed services with their measurements and total amounts. Don’t worry about templates being carved in stone, you can change any information pulled from templates on the fly.
The next step is submitting the OCF-18 to HCAI for review and approval by the insurance adjuster. If declined, you can choose to go through IE approval or abort the assessment altogether.
This pre-defined tracking flow will then take every assessment through booking, completion of the assessment report, invoicing, and collection.
Alerts
Instead of spending hours of your workday monitoring those little details that add up, Universal Office lets you customize a list of alerts – letting you focus on important tasks that need your attention. Ensure nothing slips through your fingers by reviewing alert lists daily. The following alerts are some of the more important ones you’ll absolutely want to review:
- OCF-18s to Send: The OCF-18s that have been completed, but not yet submitted
- No Response: List of OCF-18s submitted more than 10 days (time is customizable) ago that have not received adjuster response
- Assessments to be Booked: List of assessments for which OCF-18s were approved and communicated via HCAI
- IE Response Due: Assessments scheduled for insurer examination (IE) more than 10 days (time is customizable) ago that have not received adjuster response
- Assessment Denied by IE: Assessments returned as denied after the Insurer Exam
- Assessments Booked: Assessments being performed today (or the ones performed in the past with a missing Assessment Complete date)
- Assessments Cancelled/No Shows: Assessments that clients failed to attend
- Awaiting for Report: Completed assessments (or assessments assigned to external providers) more than 2 weeks (time is customizable) ago for which report has not been handed in
- Assessment Reports Received: List of assessments for which the reports have been received and are ready for billing
Reports
The Assessment Report is the outcome of each assessment.
If you receive assessment reports by mail, fax or email, you’ll attach them to respective patient files in an effort to keep all case-relevant documents in one place. Providers who have access to Universal Office can use predefined Assessment Report templates to create the report right in the patient’s file. This gives assessors the advantage of having the system pre-populate client details, claim and insurer information – saving time and ensuring accuracy.
You also have access to other types of reports that allow you to gather performance statistics. Universal’s reporting tool extracts such reports as Assessments by Referral Source, Number of Approved versus Denied Assessments, Overdue Balance for Approved and Completed Assessments, and much more.
In addition, you also have the option to use services of third-party consulting firms that specialize in training office administrators in assessment centres. We can refer you to experienced specialists who provide onsite training right at your office. Please contact us for more information.
For additional information about using Universal Office, visit our online knowledge base at support.antibex.com. And if you already use Universal’s assessment tracking system, feel free to share your thoughts and experiences below!
