On the 5th of each month, a list of proposed patient registration changes from the MOH arrives with the daily remittance records. Proposed patient registration changes are based on a review of patient visits (occurring both inside and outside the practice), patient eligibility, and address information.
You have 10 days to review the proposed registration changes and can choose to accept or override a registration change. Any proposed registration changes that you do not accept or override will automatically be applied to the CHR and take effect on the 16th of the month. The patient's registration status is updated in the PBF Registration widget.
You must have Patients permissions to access the proposed PBF registrations.
📌Note: During the 10-day review period (the 5th-15th of the month), MSP will use a patient's proposed registration status when evaluating claims. To ensure you are viewing the patient's current registration status in the CHR, and are creating bills accordingly, we recommend you review and act on the proposed registrations in a timely manner.
1. From the main menu, click Patients. At the top of the window on the right, click the button to see the Suggested PBF Registrations.
💡 Tip: The button displays the number of proposed registration changes that have not yet been acted on.
📌Note: The Suggested PBF Registrations page may be displayed when you first log in if your landing page is set to Patients and you were viewing the Suggested PBF Registrations when you last logged out.
2. The Manage PBF Registration Changes window appears, listing up to 15 proposed registration changes. If there are more than 15, at the bottom of the window, click the page numbers or the arrows to navigate through all the proposals.
For each patient, you see the proposed Primary Practitioner, Type of proposal (R - registration or D - de-registration), Effective date, and Reason. You can also view a History of the patient's population-based funding registration (refer to Viewing a patient's population-based funding registration history for more information).
💡 Tip: You can filter the list by Type (proposed registrations or de-registrations) and Practitioner using the fields at the top of the window.
3. Review each proposal and, in the Action column, choose to Accept or Override the proposed change.
If you choose to Override, select a reason from the Select Reason Code list (such as the patient is deceased or has moved). If you select A- Another reason, you must also add a Reason note explaining why you are overriding the proposal.
💡 Tip: Click the Accept All button at the top of the list to accept all of the proposed registration changes on this page instead of setting them one by one. If there is more than one page of proposals, navigate to each page and click Accept All for each page.
4. When you are finished, click Submit. Several actions occur:
For any changes that were accepted, the patient's registration status is updated in the PBF Registration widget.
If a patient becomes registered, the patient's Primary Practitioner in the CHR is updated to the proposed practitioner (if they did not already match).
If you chose to override a proposal, a new bill is created with the appropriate fee code (96092 for a registration override or 96093 for a de-registration override), and a diagnosis code of 780. The bill is set as Ready to Submit and text is added to the Internal Notes field to indicate the bill was automatically generated.
The list is updated to show only proposed registration changes that were not accepted or overridden. You can come back later to manage any remaining proposed registration changes.
📌 Note: Multiple people in the clinic can manage registrations simultaneously as long as they are not managing the registration for the same patients. If more than one person manages the registration for the same patient, when the second user clicks Submit, a message appears that another user is updating the records.
⚠️ Important: Any proposed registration changes that you do not accept or override will automatically be applied to the CHR and take effect on the 16th of the month.
Updated December 13, 2022