Transfer Patients to a New Payor

Because of the changes this utility may make to the database; before you proceed it is imperative that:

• All other users are logged out of EXACT

• You take a full back up of the EXACT database files.

Please Note: It is not currently possible using this tool to change all patients with a blank/no payor to a new payor. If this is something you require, please contact the EXACT support team who will be able to schedule a time to do this for you.

1. Log in as a user with access to Administration > Search and Change
   
   The first screen is informational, read the instructions carefully, then click the Next > button.
   From the Type of Search and Change screen, select the option to Change patients to a new payor, then click the Next > button.

   
   
   

2. In the Change a Patient's Payor screen:
   Enter or search for the code of the Existing/Old Payor.
   Leave this field blank if you wish to change all current patients payor to a new payor.
   Enter or search for the code for the New Payor.
   Leave this field blank if you wish to change all matching patients payors field to blank (private).

   

3. If necessary use the Only for Provider field to select only those patients of a particular provider.
   If you also specify an Old Payor, only those patients who belong to the specified payor AND this provider will have their payor changed.
   If you leave the Only for Provider field blank, it will be ignored in the search process.

4. If the New Payor scheme is a capitation scheme, you can set the Band for the selected patients so it is applied at the time of the change, otherwise this field is greyed out.

5. The Next > button will be ‘greyed out’ until all fields have been filled out correctly.
   When you click it, you will be given some final instructions before you opt to abort the process, make changes, or finish the search and change.

Read the instructions on the screen carefully.

Please note the line: "Remember, there is no way to undo this process once it has begun, so if you have not created a backup, click Cancel now and make one."

Note that if the change involves many patients the Search and Change process may take quite some time to complete.