Transfer Patients to a New Payor

Because of the changes this utility may make to the database, before you proceed it is imperative that:

• All other users are logged out of EXACT

• You take a full back up of the EXACT database files.

Please Note: It is not currently possible to change all patients with a blank/no payor to a new payor.
If you wish to find all patients with a blank payor you can find these by running a contact list. See: https://soeidental.atlassian.net/wiki/spaces/PHS/pages/1011581272

1. Log in as a user with access to; Administration > Search and Change
   The first screen is informational; read the instructions carefully, then click the Next > button.
   From the Type of Search and Change screen, select the option to Change patients to a new payor, then click the Next > button.

   Open

   

2. In the Change a Patient's Payor screen;
   Enter or search for the code for the Existing/Old Payor
   Leave this field blank if you wish to change all patients current payor selection to a new payor
   Enter or search for the code for the New Payor
   Leave this field blank if you wish to change all matching patients payors field to blank.

   Open

   

3. If necessary use the Only for Provider field to select only those patients of a particular provider.
   If you also specify an Old Payor, only those patients who belong to the specified payor AND this provider will have their payor changed.
   If you leave the Only for Provider field blank, it will be ignored in the search process.

4. If the New Payor scheme is a capitation scheme, you can set the Band for the selected patients so it is applied at the time of the change, otherwise this field is greyed out.

5. The Next > button will be ‘greyed out’ until all fields have been filled out correctly.
   When you click it, you will be given some final instructions before you opt to abort the process, make changes, or finish the search and change.

Read the instructions on the screen carefully. Note that if the change involves many patients, and your system is busy, the Search and Change process may take quite some time to complete.