Utilizing the Medicaid Volumes/Eligibility Report in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for effectively utilizing the Medicaid Volumes/Eligibility Report feature within the MDLand iClinic system. 

• Key Features: Accessing the report, applying filters for specific data, reviewing Medicaid eligibility, making updates directly from the report, and exporting data to Excel. 

2. Accessing the Medicaid Volumes/Eligibility Report 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Reports Icon:  

• Click on the Reports Icon from the dashboard. 

3. Navigate to Medicaid Volumes/Eligibility Report:  

• Under Dashboard Reports, locate and click on Medicaid Volumes/Eligibility. 

4. Report Interface:  

• On the left side, you will see various options and filters for customizing the report. 

3. Setting Date Filters 

1. Adjust the Date Range:  

• Change the From Date to your desired start date. 

• The To Date will automatically adjust to be 90 days from the selected From Date. 

4. Selecting Providers 

1. Include All Providers:  

• Leave the checkboxes next to all provider names selected to include every provider in the report. 

2. Select Specific Providers:  

• Remove the checkmarks next to the names of providers you do not want to include in the report. 

5. Generating the Report 

1. Apply Filters:  

• After setting the date range and selecting providers, click the Refresh Button to generate the report. 

2. Understanding the Results:  

• The report will display:  

• Total Medicaid Encounters 

• Total Patient Encounters 

• Total Medicaid Patients 

• Total Patients 

6. Troubleshooting Low Medicaid Encounter Numbers 

If the Total Medicaid Patient Encounters seems lower than expected, check the following: 

1. Medicaid Payment Confirmation:  

• Ensure the encounter was paid by Medicaid (not returned with a $0.00 amount). 

2. Claim Status:  

• Verify that the claim is marked as Paid and not in statuses such as Waiting, Rejected, Received, or Processed. 

3. Linked Office Visits:  

• Ensure there is an Office Visit associated with the claim and that the claim wasn’t created manually. 

• Confirm the visit and claim are properly linked, meaning the visit has been fully checked out. 

7. Reviewing Detailed Information 

1. View Medicaid Encounter Details:  

• Click the blue "Detail" link next to Total Medicaid Patient Encounters. 

2. Acknowledge Impact of Changes:  

• Check the box labeled: "By checking this box, I acknowledge that changes made in this report will directly impact the patient record." 

3. Update Plan Type:  

• A Save and Update Plan Type button will appear, allowing you to make changes directly from the report. 

8. Making Changes to Increase Medicaid Counts 

1. Review Total Patient Encounters:  

• Click Detail next to Total Patient Encounters. 

2. Verify Insurance Types:  

• Check each patient’s insurance. 

• For the encounter to count as Medicaid:  

• Insurance must be Medicaid (government) or HMO Medicaid (private insurer). 

3. Update Insurance Information:  

• Select the appropriate radio button under the Is Medicaid column. 

• Choose the specific plan type from the dropdown menu. 

• Click Save and Update Plan Type before proceeding. 

9. Reviewing Non-Medicaid Encounters 

1. Check Non-Medicaid Encounters:  

• Click Detail next to Total Non-Medicaid Patient Encounters. 

2. Verify Insurance Details:  

• Ensure that insurance types are correctly categorized. 

• Follow the same process as outlined for Medicaid encounters to make changes. 

10. Exporting the Report to Excel 

1. Download the Report:  

• Click the To Excel button after making all necessary changes. 

• The report will download as an Excel file (in Google Chrome, it appears in the bottom-left corner). 

2. Open the File:  

• Click on the downloaded file to open it in Microsoft Excel. 

3. Review Excel Sheets:  

• The report will be divided into sheets:  

• Total Medicaid Patient Encounters 

• Total Patient Encounters 

• Total Non-Medicaid Patient Encounters 

4. Secure the File:  

• If needed, apply password protection in Excel before sharing with third-party consultants. 

11. Best Practices 

• Review Before Export: Always double-check data and make necessary corrections before exporting to Excel. 

• Frequent Monitoring: Regularly monitor Medicaid encounter data to ensure timely updates and accurate reporting. 

• Documentation: Keep records of changes made, especially when submitting reports for audits or external reviews. 

12. Troubleshooting Tips 

• Low Medicaid Counts:  

• Confirm claims are paid, linked to office visits, and not manually created. 

• Excel Export Issues:  

• Ensure your browser allows downloads. 

• Check for pop-up blockers that may interfere with the download. 

• Missing Data:  

• Recheck filters for date range and provider selections. 

• Click Refresh after making adjustments. 

13. Support Guidelines 

• In-App Support: Use the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for issues related to report generation, data exports, or system errors. 

• Compliance Officer: Consult for questions regarding Medicaid reporting requirements and data submission protocols. 

Thank you for following this guide. Effective use of the Medicaid Volumes/Eligibility Report ensures accurate tracking of Medicaid encounters, proper eligibility reporting, and improved data management.