Overview
The aging file generated from OfficeMate will populate claim data in the 'Aging' module.
The 'Aging' module will prompt you to upload the aging report by location; therefore, the aging report generated from OfficeMate should be exported by location. The following instructions outline how to export an aging file by location.
OneSpot accounts onboarded before 06/13/2024: If the 'Aging Files by Location' feature has not been enabled for your account, and you do not see the location filter in the 'Aging' module, these instructions will not apply. For instructions specific to your account, refer to "OfficeMate - Exporting an Aging File for All Locations."
If you are unsure if this feature has been enabled, please contact support@onespotbilling.com.
How to Export an Aging File
1. Login to OfficeMate and select ‘Reports.’
2. Select the tab that contains the 'Insurance Aging by Patient Detail' report, then select the report.
3. Select ‘Preview.’
4. Use the filters to set the following search criteria:
a. Report>Report Name: Select 'Insurance Aging by Patient Detail.'
b. Data Selection>Report Options: Place a checkmark in the ‘Insurance Balance’ box.
c. Data Selection>Report Options: In the 'Balance Types' field, ensure that 'Fee Slip Balances' is checkmarked. Uncheck 'Unapplied Deposits.'
d. Data Selection>Report Options: Uncheck ‘Age by Transfer from Insurance Date.’
e. Report Grouping: Select 'Insurance.'
5. Select 'CSV File.' Then, if needed, enter a file name.
Note: For multi-location accounts with separate databases, it is recommended that you include the location name in the file name when running the report. This will help differentiate your reports and avoid confusion when uploading the file to the 'Aging' module in OneSpot.
6. Select 'Locations - ALL.' Then, use the double arrow button to move all available locations from the 'Selected' box to the 'Available' box.
7. Determine which location you are running the report for, then select the location from the 'Available' box, use the arrow button, and transfer it to the 'Selected' box.
8. Once the location appears in the 'Selected' box, select ‘Process.’
9. Repeat steps 1-8 for each location.