Working with queues
There are two main queues used by the system when communicating with HCAI: 1) Successfully Delivered and 2) Adjuster Response. The other queues are used to move the claim forms through process workflows.
Please note that the Pending feature has been discontinued on HCAI. The queue will continue to remain in Universal Office; however, you may not see any activity in that queue.
In the following section you will learn about each queue and the available features.
In each of the available queue types, you can preview an OCF form and look into the claim form log.
The system places OCFs into this queue the moment it receives confirmation of acceptance from the HCAI system.
Ready to Submit
Every document you save as HCAI Compliant, but do not submit, is placed in this queue. From here, you can submit OCFs to HCAI individually or all at once. When submitted, they are moved to the next queue.
Submissions in Progress
Documents do not reside in this queue permanently; this is a temporary queue in which documents pass through while they wait to receive a response from the HCAI system. Once the response is received from HCAI, Universal Office moves the document to its next queue.
The Submit feature is available only under the Ready to Submit queue. It allows you to select one or multiple OCFs and submit them to HCAI.
The To File feature is available only under the Adjuster Response queue. This feature allows you to clean up the Adjuster Response queue. To use the feature, check the box beside one or more OCFs, and then click To File.
Note: The OCF and the adjuster response are NOT removed from the system. That information is available in the patient’s file. This feature allows the system to archive aged HCAI correspondence to make viewing recent adjuster responses easier.
You may search OCFs (both archived and unarchived) that appear in all available queues. The search option is available from every queue.
You may search OCFs by patient first name, last name, and HCAI Document Number. In addition, you may filter documents to view them by OCF type (OCF-18, OCF-21B, OCF-21C, and OCF-23), Invoices, or Plans.
To search for a patient’s first name:
- Click [Search].
- Enter the patient’s first name in the search field.
- Click the drop-down arrow beside [Search] and select [First Name].
If you are searching by patient last name, type the name in the search field, and then select [Last Name] in the Search drop-down menu. If you are searching by HCAI document number, type the number in the search field, and then select [HCAI Document Number] in the Search drop-down menu.
The results appear in the main Search window.
The OCF Summary feature is available from every queue and allows you to preview Claim Information, the OCF Financial Details along with Adjuster Response (if applicable), and the OCF Correspondence Log.
You can preview and print the list of OCFs that appear in every queue. To preview, check the box beside each OCF you want to appear in the list (or check the Select All box), and then click [Preview].
In Print Preview, select [Print…] to print the list, or [Export To PDF].
Grouping options help you organize the data you send and receive from HCAI. You can apply up to three (3) grouping layers in every queue.
For example, you may want to group documents in the Adjuster Response queue by the Delivery Date.
To group documents:
- Select the Successfully Delivered queue.
- In the Grouping box (located at the bottom of the screen), select Date from the Field drop-down list.
- Confirm that Ascending is selected in the Order drop-down list, and then click [Apply].
The list will now be grouped by date. You can expand or collapse each date group to show or hide group contents.
Note: Grouping options under Field drop-down menu will vary depending on the queue selection.