Files > AR DEBTOR

name
AR DEBTOR
number
340
location
^RCD(340,
description
This file should **NOT** be edited directly by FileMan. By editing this file directly data corruption can occur. This file holds information pertaining to debtor accounts. A debtor can be an insurance company, patient, person, institution, or vendor. Per VHA Directive 10-93-142, this file definition should not be modified.
Fields
#NameLocationTypeDetailsIndexDescription
.01debtor(+)0;1VARIABLE-POINTER2, 200, 36, 4, 440BThis field contains the debtor to which this account belongs to. An account can belong to an insurance company, vendor, institution, person, or patient. Accounts can be set up for Medical Care Cost Recovery charges and also for non-benefit debts, such as: Employee bills, Ex-employee bills, and Vendor bills.
.02patient statement detail0;2SET OF CODES0:USE SITE DEFAULT
1:BRIEF
2:EXPANDED
This field is used to determine the amount of detail to be displayed on the patient statement for RX Copay charges. A site can define brief or detailed information for each patient to be displayed on the statement. Brief information consists only of the RX # and Fill date, while the expanded information consists of much more (Physician, drug name, etc.).
.03statement day0;3NUMERICACA statement day is assigned to all types of debtors, except insurance companies. A statement day is the day that a patient statement is generated or a follow-up letter is generated for non-benefit debts. The AR package will hold 'notifications' from being sent until the debtors 'statement day' arrives. This allows all activity since the previous statement to print and update the debtor on the account activity. Patient statement days never change, but Institution, Person, and Vendor statement days are changed by the AR software. When these type debtors have a new active bill, the date the new active bill is created becomes their 'statement day'. This statement day remains in effect until no active bills exist for the debtor, at which time the statement day is 'deleted'. Insurance companies are notified based on a bill-specific date. Since insurance companies have much more activity, they are notified on a constant basis depending on each individual bill 'due-date'.
.05receivable code0;5SET OF CODES0:DEFAULT
1:FEDERAL
2:NON-FEDERAL
3:OWCP
This field identifies the type of of debtor
.06vendor link0;6POINTER440This field is used to link a vendor from file 440 to a debtor that is not a vendor debtor. It is used to get the vendor ID to send to FMS on Billing Documents (BDs).
.08acct. processed (katrina)0;8BOOLEAN1:YES
This field will be set by the software whenever a debtor is processed for a possible refund of payments made to interest and/or administrative charges that were charged inappropriately during the Hurricane Katrina emergency period. A '1' in this field indicates that the account was already processed and should not be processed again.
.09copay charges cancelled?0;9BOOLEAN1:YES
0:NO
This field is used to flag debtors, who were affected by Hurricane Katrina, who had copay charges from 8/29/05 through 2/28/06 cancelled by patch PRCA*4.5*241.
.12last date acct charged admin.1;2DATE-TIMEThis field is used to track the last date the account was charged an administrative charge.
1.01street address #11;1FREE TEXTFor patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the first address field on patient statements and profiles.
1.02street address #21;2FREE TEXTFor patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the second address field on patient statements and profiles.
1.03street address #31;3FREE TEXTFor patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the third address field on patient statements and profiles.
1.04city1;4FREE TEXTFor patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the city field on patient statements and profiles.
1.05state1;5POINTER5For patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the state address field on patient statements and profiles.
1.06zip code1;6FREE TEXTFor patients, the MCCR/Fiscal staff can enter a 'billing address' that will over-ride the address fields in the patient file. This is necessary for patients that may be incompetent and may need to have a separate billing address from their home address. Once the MAS package supports 'billing addresses', then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the Zip Code address field on patient statements and profiles.
1.07phone number1;7FREE TEXTFor patients, the MCCR/Fiscal staff can enter a "billing phone number" that will over-ride the address fields in the Patient file. This is necessary for patients that may be incompetent and may need to have a separate phone number from their home phone number. Once the MAS package supports "billing phone numbers", then the AR software will incorporate this functionality from the MAS package. This field will be displayed as the phone number on the patient account profiles and bill profiles.
1.08foreign country code1;8FREE TEXTThis field will be used for foreign addresses where the state is a foreign country.
1.09address unknown1;9BOOLEAN0:NO
1:YES
This field will indicate whether the address is unknown or not.
2comment2;0WORD-PROCESSINGThis field should contain any necessary "general" comments about the debtor. This information will be displayed at the top of the Account Profile.
3.01account at dmc?3;1SET OF CODES1:ACCOUNT FORWARDED TO DMC
DMCThis field will contain a '1' if this account has been referred to the Debt Management Center (DMC). It will be automatically set by the AR software upon creation of the DMC Master Record.
3.02date sent to dmc3;2DATE-TIMEThis is the date the DMC Master Record was created and transmitted.
3.03dmc discovery date3;3DATE-TIMEThis is the date bill established of the oldest bill referred to DMC.
3.05current total at dmc3;5NUMERICThis is the current amount of the debt that has been referred to DMC. This field will be updated by the DMC weekly transmission.
3.06current principal at dmc3;6NUMERICThis is the current principal amount of the debt that has been referred to DMC. This field will be updated by the DMC weekly transmission.
3.07current interest at dmc3;7NUMERICThis is the current interest amount of the debt that has been referred to DMC. This field will be updated by the DMC weekly transmission.
3.08current admin at dmc3;8NUMERICThis is the current admin amount of the debt that has been referred to DMC. This field will be updated by the DMC weekly transmission.
3.09lesser withholding amount3;9NUMERICThis field is used to enter a lesser withholding amount for DMC (Debt Management Center). Currently, when a debtor is identified for withholding by DMC, the full amount that the debtor holds is withheld. An amount in this field will allow the DMC to take a lesser amount monthly until the full debt is paid.
3.1site deletion flag3;10SET OF CODES1:DELETED BY SITE
This field will be sent whenever a site deletes a debtor from DMC. When the weekly updates encounters this flag, a '0' balance code sheet will be sent to DMC to delete the debtor from their files. However, the debtor could be resent with the next master record run.
4.01original top tin4;1FREE TEXTThis is the SSN or Tax ID number sent to TOP on the original referral document.
4.02original top debtor name4;2FREE TEXTThis is the name as sent on the original TOP referral document.
4.03current top debt amount4;3NUMERIC
4.04alias top tin4;4FREE TEXTThis field contains the most current "Alias" TIN sent to TOP.
4.05alias top name4;5FREE TEXTThis field contains the most current "Alias" name sent to TOP
4.06top delinquency date4;6DATE-TIMEThis is the date of the oldest active bill currently sent to TOP. This is initially entered upon creation of the master documents and may be changed during the creation of the update documents.The date in this field is placed on Recertification and Refund/ Refund Reversal documents.
5.01top debtor address, line 15;1FREE TEXTThis contains the 1st line of the current debtor address transmitted to TOP.
5.02top debtor address, line 25;2FREE TEXTThis contains the 2nd line of the current debtor address transmitted to TOP.
5.03top debtor address, city5;3FREE TEXTThis contains the city included in the current debtor address transmitted to TOP.
5.04top debtor address, state5;4FREE TEXTThis field is a pointer to the State file. It includes the state from the current address sent to TOP.
5.05top debtor address, zip code5;5FREE TEXTThis contains the Zip Code included in the current debtor address transmitted to TOP.
6.01date debtor referred to top6;1DATE-TIMEThis contains the date the account was 1st referred to TOP.
6.02stop top referral flag6;2SET OF CODES1:STOP TOP REFERRAL FLAG SET
This flag is set whenver a 'Stop TOP Referral' is entered by the user through the menu option RCTOP STOP REFERRAL.
6.03stop top referral eff. date6;3DATE-TIMEThis field contains a date, for which bills generated after, are eligible for TOP referral.
6.04stop top referral reason6;4SET OF CODESW:WAIVER
B:BANKRUPTCY
N:NOT FORWARDED BY AAC
O:OTHER
R:REJECTED BY TOP
This field contains a code ,detailing the reason TOP referral was stopped.
6.05stop top referral comment6;5FREE TEXTThis field must be answered whenever a reason of 'Other' is entered for stopping TOP referral.
6.06top referral hold date6;6DATE-TIMEThis field contains the date the Vendor or Ex-Employee referral will be forwarded to TOP by the AAC.
6.07current top trace number6;7FREE TEXTThis is the number assigned by TOP to the last payment from the debtor.
110ssnCOMPUTEDThis field is used to display the SSN of patient and persons on AR reports or local reports.
111large print needed on stmt0;7BOOLEAN1:YES
0:NO
This field will identify 1st party debtors requiring statements with large print.

Referenced by 3 types

  1. AR EVENT (341) -- debtor
  2. AR CCPC STATEMENTS (349.2) -- patient
  3. ACCOUNTS RECEIVABLE (430) -- debtor