Aesto Health

Patient Accounting Archive

Preparing for Loss of Legacy System Access

In the event that you will lose access to your legacy EHR system before your Patient Accounting Archive project is complete, please review the information below to ensure you take the following proactive measures to ensure a smooth transition and mitigate potential risks during Quality Assurance (QA).

Taking these steps will provide a solid foundation for QA testing and assist your team in successfully completing your Patient Accounting Archive project.

Remember, due to the loss of access to your legacy EHR system, your team will be responsible for ALL QA testing throughout your project.

For the items listed below, download and store these files securely for use during QA testing.

Comprehensive Printed Billing Records for 5-10 Patients

Print detailed billing records for five to ten patients to support QA testing. This should include:

IMPORTANT: Please pull these records for actual patients instead of test accounts to ensure the best Quality Assurance testing may be completed. For these patient records, pull examples of all data points listed below.

  • Charges
  • Payments
  • Adjustments
  • Refunds
  • Any Other Transactions Affecting Account/Patient Balances (i.e., Write-Offs, Transfers, etc.)
  • Verified Outstanding Balance
  • Financial Class per Visit
  • Insurance Details & History
  • Patient Account Notes
  • Billing Documents

Generate a Detailed Patient Aged Trial Balance

  1. Generate and print an aged trial balance or detailed patient aging analysis report, ensuring the date aligns with the timing of your database or file backup.
  2. Save the report in Excel (preferred) or PDF format, if possible.
  3. Upload the saved report to your DataCapture portal using the Practice Attachments button.

The Aesto team has compiled information about generating aged trial balances from specific legacy vendors. Take a look at our documentation for eClinicalWorks (eCW) and NextGen below.

eCW Aged trial balances
NextGen Aged trial balances

Report Requirements:
The report should include a detailed listing of all accounts with outstanding balances, both positive and negative. If possible, include the following details:

  • Patient Name
  • Medical Record Number
  • Visit/Encounter/Claim Number
  • Outstanding Balance

This report provides Aesto with a comprehensive account aging overview, enabling accurate and efficient data processing for your archive.

Documents for Billing Project

If your statement of work (SOW) includes any non-patient documents that will be part of the billing project, print those documents for review in Aesto’s DataCapture Platform.

If you have any questions, please reach out to your Aesto Project Manager. We will gladly assist you.