Case Information Tab 

Each patient can have unlimited cases simultaneously.  (Think of Cases as sub-accounts.)

• Unlimited account entries
  
• Unlimited conditions (Diagnoses)
• Unlimited bills
• Up to three Payors (Primary, Secondary, Tertiary)

Example:

If a patient starts out in your clinic as a Cash patient and is later hurt on the job.  That would be a new Case. (W/C).  Later, the same patient is injured in an automobile accident.  This would be another new Case.  (PI).  Etc.

Click the Patient Icon

Open Patient

Click the Case Information Tab

Click the New button to Add a New Case

Highlight a Case and Click Edit to Edit an Existing Case

Return to Patients      Return to Reference Guide

Patient / Case Information Tab / General Tab

Case Description:  Case Description is for internal use.  You will use the Case Description to select the appropriate case for:

• Appointments
  
• Charges (ledger)
  
• SOAP Notes
  
• Payments
  

Note: The Case Description should allow you to easily identify the Patient Case.

Example:

• W/C Low Back 12/05/08
  
• Cash
  
• Medicare
  
• PI 11/27/2008
  

Case Type:  Case Type is used for Billing and Reports.

Note: The Case Type should be generic.  Ex. If you want to run billing or reports for all W/C patients, the Case Type should be W/C, not W/C Los Back 12/05/08.

Fee Schedule:  Select the appropriate Fee Schedule for this Patient / Case.

Note: The Printer Icon allows you to view or print the selected fee schedule.

Finance Charges:  Select whether to Enable or Disable Finance Charges for this Patient / Case.

Status:  Select the Patient Case Status from the following:

• Active - patient is still under care
  
• Pending Settlement - Patient has been released from care, however, the case has an outstanding balance
  
• Closed - Patient has been released from care and there is NO outstanding balance.
  

Note: New Patient's would have an Active Status.  This is where you update the patient's case status to Pending Settlement or Closed when applicable.

It is important to select the correct case when scheduling appointments, posting payments, running reports, generating bills, etc.  By assigning a Case Status, it is easier and more accurate to select the correct case.

Note: The Case Window is visible throughout Quixote making it easy to switch between Cases.  Clicking on the Case Status button offers the following views:

• Active
  
• Settlement
  
• Closed
  
• All
  

Attorney:  If there is an Attorney associated with this Case, select the Attorney from the drop down list.

Note:  Any drop down field that has the little green pencil, allows the list to be edited.

Reserved for Local Use HCFA Box 19:  Click the List button, to select a customized statement for Box 19, if applicable.

Click the Manage button (green pencil) to Add or Edit

Medicaid Resubmission Code HCFA Box 22:  If there is a Medicaid Resubmission Code associated with this Case enter here

Original Reference Number HCFA Box 22:  If there is an Original Reference Number associated with this Case enter here

Billing Provider HCFA Box 33:  Select a Billing Provider for this Case.  This information will Print in Box 33 on the HCFA / CMS form.

Treating Provider:  Select a default Treating Provider for this Case. 

Note:  Billing Provider and Treating Provider can be the same.

Show HCFA Settings for:  Select which HCFA / CMS form from the drop down

What Prints in Box 31:  Select What Print in Box 31 from the drop down.

What Prints in Box 31 options:

• Billing Provider (Separate HCFAs by Treating Provider)
  
• Billing Provider (Combine Treating Providers on one HCFA)
  
• Treating Provider
  
• Billing Clinic's Group Representative (Separate HCFAs by Treating Provider)
  
• Billing Clinic's Group Representative (Combine Treating Providers on one HCFA)

Patient Signatures on File:  Quick way of keeping a record of when signatures have been obtained from the patient.

Note:  Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.

• Release of medical info Box 12:
• Authorization of benefits Box 13:
• Accept assignment Box 27:
• HIPAA Privacy Statement
  
• Q-mmunicate service
  
• Treatment authorized
  
• Lien Signed
  

Release of medical info Box 12: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed a Release of medical info

Authorization of benefits Box 13: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed an Authorization of benefits

Accept assignment Box 27: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed an Authorization of benefits. 

Note:  Yes, send check to Provider.  No, check goes to patient.

HIPAA Privacy Statement: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed a HIPAA Privacy Statement.

Q-mmunicate service: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if you use Q-mmunicate (optional appointment reminder service) and the patient has agreed to this service

Treatment authorized: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed an authorization for treament form

Lien Signed: Clicking the radio button "Yes" will automatically display today's date.  To change the date, click on the date or use the drop down calendar.  Click Yes if the patient has signed a Lien

Note: It is recommended to have the patient sign at least 3 liens, so you always have a signed lien in the file. 

Billing Hold:

Place a Billing hold indefinitely for:

• HCFAs
  
• Patient Statements
  
• Itemized Statements
  
• Receipts
  

by placing a check in any applicable box.

This applies to all charges in this Case.  Bills for Selected Bill Types cannot be created until the Billing Hold is removed.  (unchecked)

Click the Save button

Return to Patients      Return to Reference Guide

Next click the Conditions Tab

Note: Quixote Conditions is a powerful feature that makes resubmitting insurance claims a snap. Never worry about which diagnosis will print on a claim form. Quixote looks at the dates of service and then matches the correct condition, based on the effective date of the condition.

A condition includes the diagnosis and information about the patient's condition. i.e. illness/injury date, employment or auto related, disability, etc.

Print the Conditions.pdf for easy reference.

Conditions.pdf

Click on the New Button to Add a New Condition

Click on the Edit Button to Edit an Existing Condition

Note:  Be sure and select the correct Condition to Edit.  Use the Green Back and Forward arrows

Effective Date for this Condition:  Enter the effective date for this condition.  (Does not print)

Note:  This is a powerful feature of Quixote.  The Effective Date eliminates the need to track the applicable diagnosis per date of service.  Quixote will keep track of the correct diagnosis per date of service automatically.

Example:

Condition # 1 Start Date 3/1/08

Condition # 2 Start Date 4/1/08

All dates of service between 3/1/08 and 3/31/08 will have Condition #1. 

Illness / Injury Onset Date Box 14: Enter the date of Illness or injury. Clicking the box will automatically display today's date.  To change the date, click on the date or use the drop down calendar.

First seen for this condition:  Enter the date of First Seen for this Condition.  Clicking the box will automatically display today's date.  To change the date, click on the date or use the drop down calendar.

Patient Disabled from Box 16:  Enter dates patient is unable to work in current occupation

• From:  Enter first FULL day patient was unable to perform job duties. Clicking the box will automatically display today's date.  To change the date, click on the date or use the drop down calendar.

• To:  Enter the last day patient was disabled before returning to work. Clicking the box will automatically display today's date.  To change the date, click on the date or use the drop down calendar.

Partial Disability / Total Disability:  Check if Partial Disability or Total Disability

Return to Work (RTW): Enter the date the Patient is able to return to work, if applicable.  Clicking the box w