Overview of Close Out Feature

The 'Close Out' feature in CareStack is a system state that locks updates and deletions to certain items prior to the chosen Close Out date. For example, if you closed out for the previous month, you would not be able to make changes to procedures and other items that occurred before the current month.

Every practice has the option of whether or not they want to use this feature. Also, be sure to avoid mistakes while utilising this feature, as correcting those would be difficult.

Note: The Close Out enabled for your practice can be of two types: Account Close Out or Location Close Out. If you wish to change the type of Close Out enabled for your practice, contact support at [e-mail].

Topics Covered

• Initiate a Pending Close Out
• Finalise a Close Out
• View Close Out History
• Revoke a Close Out
• Configure Auto Close Settings
• Manage Permissions

Initiate a Pending Close Out

Explore this video for an in-depth walkthrough.

To initiate a Close Out, perform the steps below.

• Navigate to the System Menu > Close Out under Billing.

On the Account Close Out section:

• Select the Close Out Date.
• Select the Close Out Status as Pending.
• Enter Closing Remarks to indicate why it is being initiated.
• Click Initiate Pending Close Out.

• Click Yes on the Confirmation modal.

Note: The following are the items that will be affected during the Close Out period:

1. Deletion of receipts: Deletion of receipts whose payment date precedes the close out date will not be possible.
2. Backdated addition of receipts: Backdating payment receipts for a date preceding close out will not be possible.
3. Payable modification: Payable modification for procedure codes which are checked out and whose date of service is before the close out date will not be possible.
4. Appointment details update: Modification of appointment details for appointments scheduled before the close out date will not be possible.
5. Checkout of procedure codes: Procedure codes cannot be checked out on dates preceding the close out date.
6. Procedure code details update: Modification of procedure code details for codes that are checked out and whose date of service precedes the close out date will not be possible.
7. Deletion of checked out codes: Deletion of procedure codes checked out before the close out date will not be possible.
8. Codes with a Completed status dated on or before the close out date cannot be changed to Proposed. Attempting a change will trigger a warning for codes locked by close out, in addition to other existing restrictions.

Finalise a Close Out

You can finalise a Close Out in two ways. Follow the method that best suits your practice.

Method 1: Direct Method 

To directly finalise a close out, follow these steps:

• Under Initiate Close Out, select the Close Out Date.
• Select the Close Out Status as Finalized.
• Enter Closing Remarks to indicate why it is being finalised.
• Click Finalize Close Out.

• Click Yes on the Confirmation modal.

Method 2: Finalising a Pending Close Out

To finalise a pending close out, follow these steps:

• Select the Pending Close Out tab.
• Click Finalize on the intended Close Out entry.

• Click Yes on the Warning modal.

View Close Out History

To view the close out history, perform the steps below.

• To see the Close Out history, click All Close Out Details.
• You can see information such as the previous close out period, the users who Initiated and Finalized it, the close out Status and Closing Remarks.
• You can select multiple items and perform bulk actions such as Revoke, Reject, or Finalize.

Revoke a Close Out

If you need to revoke a close out for codes or insurance, follow these steps:

• Select the All Close Out Details tab.
• Locate the Close Out with the Finalized status you need to revoke.
• Click Revoke next to the entry.

• Click Yes on the warning modal to proceed.

Configure Auto Close Settings

Practices can set an automated Close Out to help protect financial data by automatically processing a pending close out for transactions after a set period of time. You can configure it at the location level. Super admins can override it when needed and manually finalise transactions as usual.

To configure Auto Close Out:

• Select the Auto Close Settings tab.
• Click Edit.

• Enter the number of Days for the Close Out Interval.
• Click Save.

To terminate the saved auto close out settings,

• Click Edit.
• Select Terminate.

• Click Proceed on the Confirm Termination pop-up.

Manage Permissions

Watch this video for a comprehensive walkthrough.

To enable permissions for Close Out, follow these steps:

• Navigate to the System Menu > select Practice Settings > Administration > Profiles.

• Click Manage Permissions on the required profile.

• Select General on the left and locate Close Out.
• Check the relevant boxes to activate the required permissions.
  • View Close Out Details: Allows you to view previous close out details.
  • Initiate Close Out: Allows you to initiate a new close out.
  • Finalize/Reject Close Out: Allows you to finalise/reject a close out.
  • Revoke Close Out: Allows you to revoke a close out.
  • Allow Backdated Code Checkout During Pending Close Out: Allows you to add/checkout codes during pending close out.
  • Override Pending Close Out: Allows you to override pending close out
• Click Save.

Practices can use this simple guide to learn how to initiate a pending close out, finalise or revoke a close out, and view close out history in CareStack.