...

This article covers:

Collections Manager interfaces directly with TransWorld, and as such is subject to TransWorld's policies and procedures. Before using Collections Manager, we highly advise that you review TransWorld's provided materials to ensure a full understanding of their policies and procedures.

...

To use the Collections Manager, a user must have the User Group Privilege to View Collections Manager enabled in the User Group Privileges.

A TransWorld representative typically handles the set-up portion, but these basic instructions are available to assist with the set up should you need them. For any questions and concerns, please contact TransWorld support.

The Transworld credentials must also be set in the Transworld Preferences. Set the Username and Password credentials as follows:

...

You will also need to add three Financial Statuses in References > Financial Status.

• Accelerator (31-90 days)

• Profit Recovery (91-180 days)

• TSI Collections (180+ days)

...

After creating these Financial Statuses, you will want to use the Accounts Receivable Report in Reports > Accounting/Financial to determine which accounts have portions that fall into one of the three financial statuses. You can set an Account's Financial Status by navigating to the Patients Ability > Account Tab.

Sending Accounts to TransWorld for Collections

...

If your transmission to TransWorld fails, you'll want to double-check the basics first.

1. Go back to Setting Up Collections Manager and ensure everything in Preferences is entered correctly.

2. If Preferences are correct, double check your Internet connection. Are you able to navigate to any other websites in a web browser? If not, you may be experiencing some connectivity issues that would cause problems connecting to TransWorld.

3. If your Internet connection is stable, then this may be a problem with TransWorld. We highly encourage you contact them to ensure everything is correct on their end. Their phone number is (877) 377-5378.

...

Within the Report results, use the Search field to search by Guarantor Name. Each result displays the Guarantor Name, Service Status, Date Sent, Transmittal Number (number of the transmitted batch), and Total Remaining (combined total of all attributed to the Guarantor). To select a result, click the checkbox in the Send column. To select all results, click the Check All checkbox. To change the status of the selected results, click the corresponding buttons, Reinstate Service, Suspend Service, or Cancel Service.

• Reinstate Service: This option will reinstate a Suspended Service on an Account.

• Suspend Service: This option will temporarily suspend TSI's collection efforts for the account. This will retain the Transmittal Number. Oftentimes used if a patient comes into contact with the practice.

• Cancel Service: This option will cancel TSI's collection efforts for the account. If you need to add them again, they will be assigned a separate Transmittal number.

Handling Collection Payments on a Ledger

Handling Collection payments when working with TransWorld is different from the normal Collections efforts described in Ledger - Collections.

The important thing to remember is that you cannot pre-emptively zero out Accounts sent to Collections. As Collections Manager interfaces directly with TransWorld, any payments or adjustments made to an account that has been sent to Collections will also notify TransWorld of the change to the account's balance, and zeroing out an account indicates to TransWorld that payment has been received on these accounts. For more information on this topic, please contact TransWorld Support.
Therefore, it is important when referring to the Accounts Receivable report to filter out the appropriate Financial Statuses to exclude those accounts sent to any level of Collections Manager.

...

If an Account has been sent to the Collections level of TransWorld service, this payment should be received by TransWorld initially and then TransWorld will issue a payment to your office. This payment will have a deducted amount for TransWorld's collection fee.
Note: If you receive a payment from an Account placed in Collections from the patient instead of TransWorld, please contact TransWorld first before posting the payment.
You will first need to post this payment as a custom patient payment type. This Patient Payment Type is usually set up by a TransWorld representative, and is typically named "Patient Payment Collections - TransWorld" but may not exactly be that name.
You can review all of your custom Patient Payment Types by checking References Ability > Payment Type.

...

When posting, you will apply the payment to any open charges as normal. This will leave you with a remaining portion equaling the value of TransWorld's Collection fee. 
In the Payment window, before clicking Save, you will need to locate the remaining unpaid amount and use the Negative Adjustment column to adjust the remaining balance. This will effectively "write off" the balance of the account and zero out the Account in a manner that will work with TransWorld's process.
You will also want to utilize an Adjustment Type that indicates this adjustment is for a TransWorld Collection Fee. We recommend simply naming this Adjustment Type TransWorld Collection Fee.
It is important that you apply this negative adjustment in the same payment window as the Collections payment to ensure successful processing of this payment on TransWorld's side.

...