Collections Workflow Builder

The Collections Workflow Builder page allows you to define queries that automatically assign all accounts that meet the specified selection criteria to Collections Tracking. These accounts are then available for review through the Collections Worklist.

The Collections Workflow queries run each day and automatically assign matching accounts to Collections Tracking and attach the specified collections information, such as rank, user the account is assigned to, collections category, and so on.
You can create specific queries for each collections agent or for each contract profile in Contract Manager.

Note: Permission to access the Collections Workflow Builder must be defined at the user level. If you do not have access to this page, the menu option does not display.

To access the Collections Workflow Builder page, select Go To > Collections Tracking > Collections Workflow Builder.
Add or edit a collections workflow query.

Add a Collections Workflow Query

Use the following procedure to create a new collections workflow query. Each query is used to automatically identify accounts that should be moved to Collections Tracking and apply collection information to those accounts.

The schedule for the execution of the collections workflow queries is determined by your facility, but typically they are scheduled to run daily as part an automated process. Changes to your queries will not impact the Collections database or Collections Worklist until the next time the query is executed.

Enter the criteria used to identify accounts to be flagged for Collections Tracking in the Selection Criteria section.
- Select a Payor Class:
  - Select All Payors to search for all payors, regardless of payor class.
  - Select Primary to limit your search to only primary payors.
  - Select Secondary to limit your search to only secondary payors.
  - Select Tertiary to limit your search to only tertiary payors
- Select a Filter Description option:
  - Select ProductFilter to search by products.
  - Select Contract Filter to search by contract profiles.
  - Your selection here determines what appears in the Product/Contract Description drop down list.
- Make a selection from the Product Description or Contract Description drop down list.
  - To display results for a single product or contract, select the name of the product or contract.
  - To select all products or contracts, select either All Product for Facility or All Contracts for Facility.
  - To see only the most recent, active contract profiles in the list, select the Display Only Latest Active Profiles check box. This ensures that you are viewing at the most current contract information available. This option is only available when the Filter Description is set to Contract.
- To select multiple products or contracts:
  - Select Custom Selection from the Contract Description list. The Custom button displays.
  - Click Custom. The Multiple Contract Profile Selection window opens.
  - Select the check box for each contract you want to include in your search.
  - Click Select.
- Select the remaining search criteria you want to use.
  - To enter a specific criteria, select the check box for that criteria and enter the relevant data.
  - For more information about a specific field, refer to the Field Description table below.
Enter the collection information that will be assigned to all accounts returned by this query in the Workflow Defaults section.
- Each field in this section is a required field.
- For more information about a specific field, refer to the Field Description table below.
Click Save Query. The Save As window opens.
Type a name for your query in the Save As field.
- Use a name that is readily identifiable and reflects the nature of the query.
- If the name you chose for your query already exists in the system, you must enter a new query name to save the query.

Click Save.

Edit an Existing Collections Workflow Query

Use the following procedure to edit an existing collections workflow query. Each query is used to automatically identify accounts that should be moved to Collections Tracking and apply collection information to those accounts.

Note: The schedule for the execution of the collections workflow queries is determined by your facility, but typically they are scheduled to run daily as part an automated process. Changes to your queries will not impact the Collections database or Collections Worklist until the next time the query is executed.

Select the query you want to edit from the Select Saved Query list. The details of the query display.
Make the desired changes to the selection criteria.
- The selection criteria are used to identify accounts to be flagged for Collections Tracking.
- For more information about a specific criteria, refer to the Field Description table below.
Make the desired changes to the workflow defaults.
- The collection information in this section is automatically assigned to all accounts returned by this query.
- Each field in this section is a required field.
- For more information about a specific field, refer to the Field Description table below.
Click Save Query. The Save As window opens with the name of the current query in the Save As field.
Click Save.
To delete an existing query:
1. Select the query you want to delete from the Select Saved Query list. The details of the query display.
2. Click Delete Query. The selected query is deleted.
To rename an existing query:
1. Click Rename Query. The Save As window opens.
2. Type a name for your query in the Save As field.
  - Use a name that is readily identifiable and reflects the nature of the query.
  - If the name you chose for your query already exists in the system, you must enter a new query name to save the query.
3. Click Save.

Field Descriptions

The following table explains the fields on the Collections Workflow Builder page.

Field	Description
Selection Criteria
Payor Class	The type of payors included in your search: primary, secondary, tertiary, or all. Note: This field only displays if the Coordination of Benefits (COB) feature is enabled for your facility.
Filter Description	Specifies the type of filter used.
Product Description	The product name. To display results for a single product, select the name of that product. To select all products, select All Products for Facility.
Contract Description	Description of the contract profile. To display results for a single contract, select the name of that contract. To select all contracts, select All Contracts for Facility.
Payor Code	The payor code associated with the product. You can select an operator, such as Equals, Starts With, Does not equal, and so on.
Gross Charges	The total charges incurred for the claim or set of claims that have been repriced. You can select an operator, such as <, >, =, and so on. For example, selecting > and typing 1000, only returns accounts for the selected contract with gross charges that are greater than $1000.00.
Variance Amount	Specifies a discount, EOB, or payment variance in relationship to (greater than, less than or equal to) a dollar amount or a percentage. For example, selecting Discount and > and typing 100 only returns accounts for the selected contract with a discount variance greater than $100.00. Note: The two separate variance amount fields allow you to enter two different types of variances in a single query. Accounts returned by the query must meet both variances. For example, if you enter a discount variance greater than $100.00 in one field and a payment variance greater than $100.00 in the other, only accounts that have both a discount variance and a payment variance greater than $100.00 will be returned in your results.
Payment Received	Selecting this check box only returns accounts for the selected contract that have actually received a payment. This helps to identify true suspected underpayments. If you do not select this option, accounts that have not yet received a payment could be erroneously identified as a suspected underpayment and moved to Collections Tracking. You can choose to include accounts where a payment has been received at the account level, master account level, or either the account or master level.
User Code	User-defined code (four digit maximum) that is assigned to all accounts returned by this query. You can select an operator, such as Equals, Starts With, Does not equal, and so on.
Report Marker	Allows you to define the query based on one or more reporting level hierarchies: Division Department Bill Area Service Location Note: These labels will have different meaning for different customers.
Workflow Defaults
Rank	Determines the order in which your queries are run. Queries with lower numbers execute first. For example, a query with a rank of 100 executes before a query with a rank of 200. The rank you enter is relative to the rank of other queries. You can use any numbering system you desire, but should leave room between queries so you can insert queries later. For example, if you rank your queries 1, 2, 3, and 4. You have to renumber your existing queries to insert a query between 1 and 2. if you rank your queries 100, 200, 300, and 400, you can easily insert a query between 100 and 200. You should set up your queries so that the most specific queries execute first, that is, any query that is a subset of another query should be run before the larger set. This is due to the fact the queries only consider accounts that have not been moved to collections. Once an account is in collections, it is no longer impacted by these queries. For example, suppose you want to create a query to target accounts with a discount variance greater than $1000.00 to assign to Collector X and a second, broader query to target accounts with a discount variance greater than $500.00 to assign to Collector Y. The query for Collector X is a subset of the query for Collector Y. If you rank the second query for Collector Y to run before the query for Collector X, all accounts with a discount variance greater than $500.00 will be assigned to Collector Y before the query for Collector X runs. This means that the query for Collector X will return no accounts.
Collector ID	User ID of the collector that identified the account as requiring collections follow up.
Assign To	ID of the user to which the accounts returned by this query are assigned for research and follow up.
CTT Category	Label identifying a general reason the accounts require collection activity, including the category code. The category you enter in this field is assigned to all accounts returned by this query.
CTT Sub-Category	Label identifying a specific reason the accounts require collection activity. The sub-category you enter in this field is assigned to all accounts returned by this query.
User Code	User-defined code (four digit maximum) that is assigned to all accounts returned by this query.
Follow-Up Days	Number of days before follow-up activity is scheduled for the accounts returned by this query.
User Comment	User-defined comment that contains Information about the account. This comment is assigned to all accounts returned by the query. The limit is 250 characters.