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/policies/administrative/uwmf/uwmf-wide/patient-business-services/113033.policy

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Policies,Administrative,UWMF,UWMF-wide,Patient Business Services

Split Visits - Non-EpicCare Sites (113.033)

Split Visits - Non-EpicCare Sites (113.033) - Policies, Administrative, UWMF, UWMF-wide, Patient Business Services

113.033

PBS – 26: Split Visits – Non-EpicCare
7-21-06

1


University of Wisconsin Medical Foundation
Patient Business Services Policies & Procedures
SPLIT VISITS - NON-EPICCARE SITES


__ __ New __X__ Revised

If Revised, Supersedes Policy Dated: 1-23-06

Effective Date: 7-21-06

Policy Number: PBS – 30
Approved By (Name): Connie Kinsella, Vice President, Patient Business Services


Purpose
To define the process, at sites not fully deployed on EpicCare, for documenting and billing visits
where more than one account is involved. Most commonly, this occurs with research, workers
compensation, or confidential services.


Policy
1. Visits where all services are to be billed to a single account should be scheduled and
associated with that account.

2. Visits where some services are to be billed to the patient’s personal/family (p/f) account and
some services are to be billed to another account (e.g., workers compensation or research)
should be split. One visit should be scheduled and associated to the p/f account. A second
visit should be scheduled and associated with the other account. This ensures that
documentation of the encounter is not mixed (which can lead to inappropriate disclosure) and
that billing is appropriately directed.

3. Confidential accounts should be processed per the Confidential Accounts policies (EpicCare
sites and Non-EpicCare sites).


Procedure

Other Visit Known at Time of Appointment Scheduling
1. If, at the time of appointment scheduling, the patient indicates that s/he will be seen for a
personal visit and a workers comp, research or other account visit, schedule two back-to-back
appointments. Tie one appointment to the p/f account. Tie the second appointment to the
other appropriate account.

Other Visit Known at Time of Sign-In or Check-In
1. If the patient indicates, at the time of sign-in or check-in, that s/he will be seen for multiple
reasons and those reasons require that the visit be split, schedule a walk-in visit for the
second reason and attach it to the correct account.

PBS – 26: Split Visits – Non-EpicCare
7-21-06

2
a. For example, if a patient is scheduled for a physical which is attached to the p/f
account and, at the time the patient presents, he states he’d also like the physician to
evaluate him for a back injury he suffered at work, schedule a walk-in visit for the
back injury and tie it to a worker’s comp account (if one needs to be created, contact
central registration at (608) 287-2725).
b. Alternatively, if the patient is scheduled for evaluation of a work-related injury and
the appointment is tied to the w/c account and, at the time the patient presents, he says
he’d also like to be treated for the flu, schedule a walk-in appointment and tie it to the
p/f account.

2. Produce a second encounter form and set of labels for the walk-in visit. The provider
should appropriately document the p/f visit on the p/f encounter form and the other visit (w/c,
research, etc.) on the other visit encounter form.

Other Visit Known when Patient is with Provider
1. If the patient does not indicate until s/he is with the provider that s/he is being seen for
multiple reasons and those reasons require that the visit be split, the provider should call the
front-desk and have a second, walk-in appointment created and tied to the correct account.

2. After scheduling the walk-in appointment, the front desk should produce a second encounter
form and set of labels for the walk-in visit and ensure it is delivered to the provider. The
provider should appropriately document the p/f visit on the p/f encounter form and the other
visit on the other visit encounter form.


Attachments
None


References
Split Visits, EpicCare Sites
Confidential Account Policy, Non-EpicCare Sites
Confidential Account Policy, EpicCare Sites