Patient Accounting Archive Implementation Model
Aesto Health’s Patient Accounting Archive offers a convenient solution to archive accounts receivables carried over from your legacy system(s). Additionally, you can purchase add-on functionality to manage and wind down patient accounts receivables. This capability scales to allow for multiple practice AR data to be managed from a single archive and eliminate additional expenses associated with maintaining the legacy systems.
Patient Accounting Archive Program Levels
BASIC
- Patient Accounting Archive Access
- Payment Posting
- Statement Generation
- Dunning Letter Configuration
- Basic Reporting
- Patient Payment Platform (Coming Soon)
STANDARD
- Patient Accounting Archive Access
- Payment Posting
- Statement Generation
- Dunning Letter Configuration
- Basic Reporting
- Patient Payment Platform (Coming Soon)
- Patient Accounting Archive Access
POWERED By
RevSpring
- Ongoing API Integration to Archive
- Patient Payment Platform Includes:
- Personalized Payment Portal
- Multiple Payment Options (Plans, Financing, Assistance)
- Patient Self-Service Payment Management
- Electronic Statement Delivery
- Digital Wallet Support
- Merchant Services & Payment Processing
- Automated Payment Reconciliation
Learn more about how RevSpring + Aesto are better together.
Advanced Reporting Options are available to all program levels.
Contact your Aesto Sales Executive to get a quote.
Patient Accounting Archive Implementation | 8 WEEKS
STEP 1
Complete Assessment
Complete Assessment
The first step in completing your Patient Accounting Archive will be to submit your Self-Assessment workbook to our team. This content will show our team precisely how and where you record the details we should plan to extract from your legacy system.
Who will be involved in this step?
CLIENT
How?
- Complete the provided workbook with all the requested information.
- Upload to DataCapture Practice Attachments.
AESTO
How?
- Create user logins for customer users to archive.
- Enable Practice Attachments for customer users.
STEP 2
Deliver Legacy EHR Data to Aesto Health
Deliver Legacy EHR Data to Aesto Health
Before delivering your legacy EHR data to Aesto Health for a Patient Accounting Archive project, you MUST ensure no further data entry will be completed in your legacy EHR.
Who will be involved in this step?
CLIENT
How?
- Basic: All claim generation, balance-impacting activity (payment/adjustment posting), and other data entry must be completed in the legacy EHR prior to delivery of data to Aesto Health.
- Standard & Advanced: All claim generation must be completed in the legacy EHR prior to the delivery of data to Aesto Health.
- Deliver legacy EHR data to Aesto Health.
AESTO
How?
- Confirm appropriate level of completion of data entry in legacy EHR.
- Facilitate receipt of data from the customer.
- Perform internal scope review and deliver PAA plan to customer.
Important notes for this step:
If a full database backup cannot be provided, please see Plan C in Aesto Health’s Patient Accounting Archive Policy. CLICK HERESTEP 3
Attend Project Kick-Off Call & Training
The customer should plan to bring all key stakeholders to their kick-off and training meeting with their Aesto Health Project Manager. At this time, we will facilitate the setup and configuration of your Patient Accounting Archive application.
Who will be involved in this step?
CLIENT
How?
- Basic: Provide Aged Trial Balance (ATB) report for data balancing, and attend training for DataCapture portal navigation.
- Standard: Basic-Level plus complete transaction code, financial class, dunning, and statement configuration.
- Advanced: Standard-Level plus steps to integrate RevSpring.
AESTO
How?
- Offer support for completing configuration steps.
- Ensure all appropriate setup steps are completed.
- Concurrently complete Step 4: Begin Patient Accounting Archive Build
Begin Patient Accounting Archive Build
Begin Patient Accounting Archive Build
The Aesto team will begin loading the Patient Accounting Archive portal using the Aged Trial Balance report provided by the customer from the legacy EHR as a guide for balancing.
Who will be involved in this step?
AESTO
How?
- Aesto Health’s Data Services team will populate the archive tables during this step.
- Internal peer review and quality assurance checks are performed.
- Individual patients are selected and reviewed for quality.
- The provided Aged Trial Balance is compared to ensure all accounts balance as expected.
Conduct QA Testing
Who will be involved in this step?
CLIENT
How?
- Attend training session on performing QA.
- Conduct QA on the Patient Accounting Archive and provide feedback to the Aesto Health team.
AESTO
How?
- Facilitate training and ensure adequate access to the archive.
- Apply any needed updates to the archive based on QA findings.
& Transition to Support
Go-Live & Transition to Support
Who will be involved in this step?
CLIENT
How?
- Sign-off on Patient Accounting Archive.
AESTO
How?
- Produce the Balancing Document and provide it to the Customer.
- Provide all needed information for Support after Project Closure.
Project Complete
Important Considerations for all Patient Accounting Archive Projects
Plan A | Ideal Data Scenario (Standard Migration)
Requirements:
-
- Full database backup
- ATB Report by Encounter/Visit ID
- All financial postings are complete (charges, payments, adjustments, etc.)
✅ This optimal scenario enables a standard, accurate migration and reconciliation process.
Plan B | Minor Gaps (Adjusted Migration with Supplemental Reporting)
Requirements:
-
- Full database backup
- ATB Report by Encounter/Visit ID
- Most financial postings are complete
- However, either of the following is outstanding:
- Unapplied credits are not applied
- Unposted transactions are not cleared
➡️ In this case, the client must provide additional reports to assist with validation and balancing. Aesto will confirm if the additional reports provided are enough to move forward with the project; otherwise, the project will move to Plan C.
📝 Note: Report naming conventions vary by vendor.
Plan C | Significant Gaps (Limited Validation, Requires Client Sign-off)
Scenario:
-
- No ATB Report by Encounter/Visit ID
and/or - Financial postings are incomplete
and/or - No access to the Legacy System
- No ATB Report by Encounter/Visit ID
📌 Without the ATB or complete financials, Aesto cannot balance to any known source.
In this situation:
-
- Aesto will rely on internal tables from the database backup to estimate balances
- The client must sign off on the balance as generated by Aesto’s DaC system from the available data
⚠️ Important: Aesto cannot guarantee the accuracy of the data under this condition.
Plan D | Incomplete Data & No Sign-Off (Project Cannot Proceed)
Scenario:
-
- Client is unable or unwilling to provide sign-off on the estimated balance from Plan C
❌ In this case, Aesto will not proceed with the project, as no validation or assurance of data quality can be established.
Losing access to your Legacy EHR before your project will be complete?
CLICK HERE to learn more about how this will impact your project and the immediate steps you must take.