Set Up Tasks for Auto Creation for Transaction Approvals

Before you begin

Before you can create a Transaction Approval task type, you must:

Set up at least one approval profile in the Task Approval Profiles master file.
Turn on transaction notes in the Transactions Practice Preferences. You must enable transaction notes so that transaction approval tasks can automatically create.

You can set tasks to automatically generate when management approval is needed for adjustments, payments, and refunds that exceed certain dollar amounts.

To set up a task to be automatically generated when a payment is posted, perform the following steps:

Open or create a task type.
In the Source Type field, select Transaction. This field is required.
A list of task action descriptions for the Transaction source type display in the Action column. The items in the list represent events that occur in the application that you can select to automatically generate tasks.
If you want to assign a value to the task for reporting purposes, select the up and down arrows in the Task Value field. The higher the number, the more important the task is. This number ranks all of the tasks by source type. Therefore, if you have three tasks with a source type of encounter and they have task values of 1, 5, and 10, the task with a task value of 10 is more important than the tasks with values of 1 and 5.
In the Default Assigned To for all selectedactions field, select who you would like to follow up on the tasks that are generated from these Auto Creation actions.
Select one or more of the following actions by selecting in the Activate column to the left of the action.
- Approval needed for adjustment amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
- Approval needed for payment amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
- Approval needed for refund amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
A green check mark displays in the Activate column.
Note: If the Transaction Notes field in NextGen® Enterprise PM is enabled in the Transactions Practice Preferences, the Transaction Notes field becomes required when any of the "Approval needed" Auto Creation actions is activated.
Right-click the selected action to set the parameters.
- Parameter 1 and Parameter 2 – Enter the dollar range.
- Parameter 3 – Select Include or Exclude to set whether to include or exclude the transaction codes selected in Parameter 4.
- Parameter 4 – Select the folder button and select the transactions to associate with Parameter 3.
- Parameter 5 – Select which encounter statuses to include.
- Parameter 6 – Select the Place the batch on hold check box if you want the entire batch to be put on hold. The batch cannot be posted until a manager approves it.
- Parameter 7 – If you selected the Place the batch on hold check box, you can select the Carve out the transaction to a separate batch check box if you want the system to remove the transaction from the batch to prevent delaying the batch. The removed transaction would be put in a separate daily batch that is then put on hold (transaction approval hold batch). The original batch will be allowed to post.
Note: If parameters 6 and 7 are selected, then the transaction is transferred into a separate new batch by itself and that batch is placed on hold. The Original Batch is free and clear. If neither 6 nor 7 is selected, then the task generates as an information-only task. Nothing is held up as a result of the setting and nothing is carved out. If only parameter 6 is selected, then the transaction is stored in the original batch with all the other transactions (if any). The entire batch is on hold pending approval. If you delete the transactions that caused the hold, the batch would be released to post. If you delete the task, the batch would be released to post.
If you want to override the default user or group that the tasks are assigned to, then right-click in the Override Assigned To field, and then select Open to select a new user or group.
Right-click in the Approval Profile column to select an approval profile for the action. The approval profile contains the users that can approve transactions.
Select OK.
A task is generated each time a payment is posted as specified in the Action column.
Note: The task type will be updated immediately. You cannot change the setting in the Processed column.

Set Up Tasks for Auto Creation for Transaction Approvals

Before you begin

Before you can create a Transaction Approval task type, you must:

Set up at least one approval profile in the Task Approval Profiles master file.
Turn on transaction notes in the Transactions Practice Preferences. You must enable transaction notes so that transaction approval tasks can automatically create.

You can set tasks to automatically generate when management approval is needed for adjustments, payments, and refunds that exceed certain dollar amounts.

To set up a task to be automatically generated when a payment is posted, perform the following steps:

Open or create a task type.
In the Source Type field, select Transaction. This field is required.
A list of task action descriptions for the Transaction source type display in the Action column. The items in the list represent events that occur in the application that you can select to automatically generate tasks.
If you want to assign a value to the task for reporting purposes, select the up and down arrows in the Task Value field. The higher the number, the more important the task is. This number ranks all of the tasks by source type. Therefore, if you have three tasks with a source type of encounter and they have task values of 1, 5, and 10, the task with a task value of 10 is more important than the tasks with values of 1 and 5.
In the Default Assigned To for all selectedactions field, select who you would like to follow up on the tasks that are generated from these Auto Creation actions.
Select one or more of the following actions by selecting in the Activate column to the left of the action.
- Approval needed for adjustment amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
- Approval needed for payment amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
- Approval needed for refund amounts from $0.00 to $0.00, for transaction codes <Include/Exclude><Unknown>, for billing status <Unknown>, place batch on hold <Y/N>, carve out the transaction to a separate batch <Y/N>, suppress patient statement when pending approval <Y/N>.
A green check mark displays in the Activate column.
Note: If the Transaction Notes field in NextGen® Enterprise PM is enabled in the Transactions Practice Preferences, the Transaction Notes field becomes required when any of the "Approval needed" Auto Creation actions is activated.
Right-click the selected action to set the parameters.
- Parameter 1 and Parameter 2 – Enter the dollar range.
- Parameter 3 – Select Include or Exclude to set whether to include or exclude the transaction codes selected in Parameter 4.
- Parameter 4 – Select the folder button and select the transactions to associate with Parameter 3.
- Parameter 5 – Select which encounter statuses to include.
- Parameter 6 – Select the Place the batch on hold check box if you want the entire batch to be put on hold. The batch cannot be posted until a manager approves it.
- Parameter 7 – If you selected the Place the batch on hold check box, you can select the Carve out the transaction to a separate batch check box if you want the system to remove the transaction from the batch to prevent delaying the batch. The removed transaction would be put in a separate daily batch that is then put on hold (transaction approval hold batch). The original batch will be allowed to post.
Note: If parameters 6 and 7 are selected, then the transaction is transferred into a separate new batch by itself and that batch is placed on hold. The Original Batch is free and clear. If neither 6 nor 7 is selected, then the task generates as an information-only task. Nothing is held up as a result of the setting and nothing is carved out. If only parameter 6 is selected, then the transaction is stored in the original batch with all the other transactions (if any). The entire batch is on hold pending approval. If you delete the transactions that caused the hold, the batch would be released to post. If you delete the task, the batch would be released to post.
If you want to override the default user or group that the tasks are assigned to, then right-click in the Override Assigned To field, and then select Open to select a new user or group.
Right-click in the Approval Profile column to select an approval profile for the action. The approval profile contains the users that can approve transactions.
Select OK.
A task is generated each time a payment is posted as specified in the Action column.
Note: The task type will be updated immediately. You cannot change the setting in the Processed column.

Set Up Tasks for Auto Creation for Transaction Approvals

Before you begin

Recommendations

Set Up Tasks for Auto Creation for Posted Payment Reason Codes

Setup Auto-Create Tasks for Transactions Posted to a Voided Charge

Set Up Auto-Create Tasks for Remaining Authorizations

Set Up Tasks for Auto Creation for Transaction Approvals

Set Up Tasks for Auto Creation

Set Up Tasks for Auto Creation

Set Up Tasks for Auto Creation for Transaction Approvals

Before you begin

Set Up Tasks for Auto Creation for Posted Payment Reason Codes

Setup Auto-Create Tasks for Transactions Posted to a Voided Charge

Set Up Auto-Create Tasks for Remaining Authorizations

Set Up Tasks for Auto Creation for Transaction Approvals

Set Up Tasks for Auto Creation

Set Up Tasks for Auto Creation