Closing Personal Injury
8 min
Purpose
To prepare a complete and organized PI records packet for doctor review before sending to the attorney or insurance company.
Procedure
1. Document the Release Date
- Pull the patient’s PI folder.
- Write the patient’s release date on their PI Log.
2. Print Closed Appointments
- Print all of the patient’s closed appointments from ChiroTouch
- Go to Appointments.
- Set Filters:
- Change Appointment Status to Checked Out Only.
- Select Apply.
- Scroll down to Past Appointments.
- Print appointment list
3. Scan PI Information
- Scan all PI information into one file.
- Save the file as: Last Name, First Name – PI Folder
4. Retain Internal Office Documents
Keep the following in the office file:
- Lien
- PI Log
- Any work notes
- Any school notes
5. Gather DC Notes and Re-Exams
- Collect all DC Notes and Re-Exams.
6. Identify Key SOAP Notes
- Highlight the following visit types, as these are the SOAP notes needed:
- New Patient (NP)
- Re-Exams
- Final Visits
7. Print Missing Notes if Needed
- Print these notes from ChiroTouch.
- If any required note is missing, notify Dr. Mays so he can complete it.
8. Organize Notes Chronologically
- Organize all DC Notes from oldest to newest.
- If any notes are missing, check OHSC to see if they were scanned there.
9. Print the Itemized Bill/Transactions
Only do this after all DC Notes and Re-Exams have been accounted for.
Steps:
- Select the patient.
- Open the patient's Profile
- Click the Ledger tab
- Select Balance section
- Click the Superbills subtab
- Click Generate New Superbill
- Choose the Date Range:
- Date of Loss through Final Treatment Date
- Check any boxes needed to exclude charges or other information
- Check Select Billing Location if an alternate billing location is needed
- Click Preview and review carefully to make sure every date of service is included
- Click Generate and Print
10. Generate HCFAs Forms
Steps:
- Select the patient.
- From the Patient Profile go to CLAIMS
- Open Ready to Submit
- Select all Date of Service
- Click Generate and Submit
- Go to Claim Batch
- Click the Print icon (do not print)
- Download and save as PDF
- Last Name, Frist Name - HCFAS
Important Notes
- Do not print the HCFA forms.
- These will be stacked later.
Packet Assembly Order
Prepare the packet in the following order:
- Lien
- Itemized Bill
- HCFAs
- Do not insert yet if they still need to be stacked
- Work/School Notes
- Initial / Re-Exam / Final Exams
- DC Notes / Re-Exams
Final Review
- Give the complete packet to Dr. Mays for review.
- Do not send anything to the attorney or insurance company until after doctor review.
Notes
- HCFAs will be stacked in PaperPort or CoolNew.
- Training for stacking HCFAs will be provided separately.