Change Document Status

This article will help you change the status of documents, correspondence, and invoices so as to track when you submit them and receive responses to them.

You can change the status of documents listed on the Documents and Correspondence tabs and of invoices on the Account Activity tab.

The document types submitted to HCAI (OCF-18, OCF-21-B, OCF-21-C, and OCF-23) are updated by the system whenever electronic correspondence takes plan. On occasion, you may want to override the HCAI status of these documents.

Set To Sent

By default, a document’s status is set to Created when it is saved. You can change a document’s status in order to track its state.

1. On the Documents, Correspondence, or the Account Activity tab, select a document with a status of Created.
2. Click the arrow next to [Set Status] on the toolbar, then select Set to Sent.
   Note: Not all documents can have this status. See the Documents and States table for details.
3. Choose a date and enter an explanatory memo.
4. Click Save and Close.

Tip: You can change a document’s status at any time to Set To Reply or back to Created as per the Documents and States table. As you change a document’s status, the current status is shown in the Status column, and the date of the change is shown in the appropriate date column.

Set To Replied

You may change a document with the status Created or Sent to the Replied status.

1. On the Documents, Correspondence, or Account Activity tab, select a document with a status of Created or Sent.
2. On the toolbar, click the arrow next to [Set Status], then click Set To Reply.
3. Choose a Reply date and enter an explanatory memo.
   Tip: For OCF-18 and OCF-23 you will also be required to choose Replied as and enter Approved amount (if applicable).
4. Click Save and Close.

Set To Create

You may change a document with the status Sent or Replied to the Created status.

1. On the Documents, Correspondence, or Account Activity tab, select a document with a status of Sent or Replied.
2. On the toolbar, click the arrow next to [Set Status], then click Set To Created.
3. Enter your User password, then click OK.

Change HCAI Status

Warning! This change will break the connection with the related document on HCAI. As a result, the status in Universal Office will not correspond to the status of the document on HCAI. This change will be recorded in the document’s audit log.

1. On the Documents or Account Activity tab, select a document with any HCAI status.
2. On the toolbar, click the arrow next to [Change HCAI Status], then choose one of the available status options.
   Note: Optionally, you may change the date and time for the status change. You may also lock the document status so that it remains unchanged in Universal Office, regardless of changes applied in the HCAI system. For example, the document status on HCAI can be “Denied”, but Universal Office will keep the status you set manually, for example, “Deemed Approved”.
3. Enter your User password, then click OK.
4. Click Yes when prompted.

Documents and States

This table summarizes the states (statuses) that documents can be set to per patient’s case tab.