Time is money.

And when people owe you money, it costs you time. Time to record it. Time to track it. Time to collect it. Time you could be spending making more money. At Ontario Systems, we didn’t come up with the idea of collecting more money in less time. We perfected it. Our FACS application is quite simply the best and most widely used in the collections business. It doesn't just make you more money. It makes you more productive. More profitable. And isn’t it about time?

 

Knowledge is power.

Knowing more about your accounts, what's at stake with each one and what that means to your business makes yours a smarter, more efficient operation.

 

To utilize FACS, you’ll need a FACS subscription license. It’s essentially a permit that allows the system to manage the number of users who log in to the FACS application. Your sales representative will work with you to determine how many FACS subscription licenses your business will need and will activate your license(s) when the system is installed.

Once installed, the system provides detailed tracking and summary statistics about your FACS subscription license(s). Statistics like your license usage information are easily accessible through FACSQL using the FACSQL_Help file on the Client Resource Center (CRC). Detailed tracing statistics are purged after 60 days, while summary statistics can be kept indefinitely. It’s a system that allows you not only to gather valuable information and eliminate capital expenses, but also to match your operating costs with operating revenue.

For more information on FACS subscription licenses, contact your sales representative.

 

Check Writer	DISQ
Enable	Enterprise OAR
FACS Claims Manager	FACSQL
Guaranteed Contacts

 

Check Writer

The FACS CheckWriter product is seamlessly integrated with Ontario Systems’ FACS system, which allows immediate bank account verification. The check writer feature minimizes data entry and eliminates turnaround time, since it eliminates the wait for a customer to mail a check.

Check Writer Features:

• The business can print responsible parties’ checks in-house.
• Information immediately is verified from the FACS product’s collect screens.
• The FACS CheckWriter product can print the MICR line on blank check stock.
• Supervisor verification can be done immediately or by batch.
• The FACS CheckWriter product allows you to add postdated checks.
• You can print checks directly from the FACS system and also have the ability to print check registers.
• The feature’s seamless integration with product databases allows report writer features to be used.
• The FACS CheckWriter product uses the ABA file of 97,000 banks in debtor cash, new business and bank account verification. ABA updates the database quarterly.

DISQ

The DISQ product is a full-featured document imaging system integrated with the FACS system and tailored to the receivables management industry. Users can scan, view, print and store resources within the FACS system.

What is document imaging?

Document imaging takes paper documents and turns them into electronic files stored on computer media, eliminating labor- and time-intensive filing. Many documents already are in electronic formats because they were created on your computers, or received by email or other electronic means. Paper documents, such as debtor correspondence, applications and forms, can be stored by scanning them into the DISQ software.

Stored documents are attached to a FACS system debtor, client or payer record, or table entry and can be accessed on a collector’s PC through a FACS collect screen window. Documents can be viewed on the screen or printed.

How can the DISQ module benefit my office?

Documents in a typical office must be stored in file cabinets with complicated indexing methods. As an office grows, document storage also must grow. Document retrieval is a time-consuming process; collectors must leave their workstations, search for the proper document and call the debtor back. Those steps reduce productivity and effectiveness.

The DISQ product increases collector productivity by making all documents available through the FACS system collect screen. A collect screen message informs collectors digital images are available for that account.

DISQ Features:

• Fully integrated with the FACS product
• Displays image on the account representative’s screen
• Designed for collections
• Operates from collect, client or new business screens
• Document images linked to accounts, payers, clients or user defined tables
• Remote printing from any FACS system workstation
• Unlimited document access

Enable

The Enable product is a FACS system module that allows in-house file-format creation. These formats can be used to read into and report out of the FACS database. It provides you with the ability to program data input and output formats for your client’s file and tape formats. With the Enable module, an agency does not need to pay outside vendors to write client data interfaces.

The fastest way to process a client’s file is to have a tool that allows you to do it yourself. The Enable module puts that control in your hands, giving you an incredible advantage over your competition.

Enable Features:

• Reads ASCII or EBCDIC data
• Reads fixed- or variable-length fields and records
• Tests formats before sending or processing
• Eliminates most custom programming; saves money

New Business Input

The Enable product allows you to receive files from clients and process the accounts into your FACS system without sending the data to Ontario Systems or a third party for custom programming. You can work client accounts sooner than your competition.

Features:

• Design format to read new business data
• Duplicate checks on client reference number and client
• Reads in new business batches ready for verification and approval
• Sets client ID on account-by-account basis
• Uses “filters” to scrub and manipulate data
• Easy to use

Payments In/Payments Out

The Enable product allows you to receive payment information files from clients and process payments into or out of the FACS system without sending the file to Ontario Systems or a third party for custom programming.

Payments In Features:

• Read payment files in almost any format
• Post to cash batch automatically for verification and approval
• Receive detailed exception report for transaction errors
• Translate client payment codes to FACS payment codes with user-maintainable table
• Total any dollar amount in data for balancing

Payments Out Features:

• Report payments in user-definable data range
• Translate FACS payment codes to client payment codes with user-maintainable table
• Specify payment types reported
• Define headers and trailers to “subtotal” selected items
• Specify record terminators for variable-length records
• Include hard text at any output position

Universal Interface

The Enable product allows you to exchange data with your client’s computer system. You can update client data with FACS system data, and the FACS system can accept updates from client databases.

Features:

• Demographics update in
• Demographics update out
• Recalls
• Multi-level translation tables
• User-definable auditing
• Performs functions of SSI, Rothenberg and Recovery One

Benefits:

• Integrate with your client and provide unique business solutions.
• Share information faster and cheaper.
• Provide clients with daily account activity updates directly to their software applications.
• Provide clients the ability to send you data you can read into your FACS system.

Enterprise OAR

The Enterprise OAR product lets you easily archive, retrieve and reinstate accounts from an online storage device seamlessly integrated with the FACS system.

Archiving Information:

The Enterprise OAR product provides permanent data storage by allowing you to archive inactive accounts. Account information, including notes and user-defined window data, is available in a few keystrokes, enhancing future collection efforts on an account. Duplicate efforts in gathering basic information such as previous addresses and work information are reduced.

Retrieving Information:

Collectors can select an archived account from the collect screen. If the retrieved account is the one they desired, it can be reinstated as an active account. When restored, the account will have the same account number and include all information it had before being archived.

Enterprise OAR Benefits:

• Allow immediate access to archived accounts.
• You do not have to search microfilm.
• Restore accounts from the FACS system collect screen.
• Use all information you gathered from the most recent time you worked with the debtor.
• Empower collectors with a tool that will help you collect on accounts faster.
• Reduce data storage costs.

FACS Claims Manager

The FACS Claims Manager product is a receivables management solution designed for healthcare. It is compatible with the standard transactions and code sets as defined by the Health Insurance Portability and Accountability Act of 1996 to provide governmental, commercial and self-pay receivable follow-up functionality to healthcare providers, hospital-owned agencies, collection agencies and outsourcers.

The FACS Claims Manager product empowers users to process HIPAA-compatible transactions for insurance claims (837 Institutional, 837 Professional), payment/advice (835) and claim status (276/277), extending these transactions to a clearinghouse, value-added network or electronic data interchange translator application. Additionally, support for UB92 and HCFA1500 claims is maintained.

The FACS Claims Manager product uses the HIPAA Implementation Guide’s spirit and language in defining data elements, loops and segments. HIPAA complexity is managed with version control of transaction data elements and code sets, powerful data element validations and user-defined windows to display transaction data. Enhanced data element searches support references by full name, keyword, loop ID, segment ID and implementation guide page number.

The FACS Claims Manager product provides the necessary tools to work healthcare receivables:

• Work queues are built offline or “on the fly.”
• Flexible work queue criteria segregate work by relevant database fields: a queue organized by bill date and expected payment.
• Automated letters and letter series support management defined workflow.
• User, client and payer statistics reflect follow-up activity.
• Powerful trending and ad hoc reporting improve operations.

The FACS Claims Manager product helps you get paid faster by facilitating payer follow-up, ensuring clean claims and managing denials:

• Insurance follow-up of UB92, HCFA1500 and 837 claims and their attachments are facilitated.
• Standard import and export definitions for supported transactions are provided.
• Conversion of UB92/HCFA1500 claims to 837 claims is facilitated.
• Work queues segregate accounts to match account representatives’ skills: a Blue Cross specialist is provided only Blue Cross accounts.
• Work queues are sorted by plan code, which allows account representatives to follow up on multiple claims during a payer call.
• Standard and user-defined windows improve account representative accuracy and efficiency.
• Claim templates support the billing process by pre-filling claim fields, providing a clear path through the complexity of the claim and presenting the biller with a defined window sequence to review.
• Powerful validations are performed with errors and warnings immediately reported to the biller, allowing quick resolution.
• Itemized bills and claim attachments are viewed or printed to support claim processing and coordination of benefits.
• Claims are submitted individually or in batches to yield paper forms or electronic interfaces.
• Claim rejection or adjustment reason codes are posted to submitted claims, tracked and responded to by management-defined work rules.

The FACS Claims Manager product turns active receivables and bad debt into cash:

• Private pay and balance-after-insurance follow-up are facilitated.
• Standard windows intuitively support guarantor debt collection.
• Payment arrangements are established and tracked to resolution.

The FACS Claims Manager product improves operations by facilitating the vision for automation that motivated the HIPAA transactions and code sets legislation:

• Automation streamlines processes and eliminates needless paperwork.
• HIPAA transactions of claim submittal, claim payment/advice and claim status checks are powerful when automated, and many manual processes will be eliminated by the information flow these transactions support.
• Electronic claim payment/advice transactions reduce staff time posting payments and adjudication.
• Rules-based workflow provides automated claim submittals and rebills and automated claim status requests.
• Workflow responds to payment/advice notices and claim status notifications.
• Automated activities such as a claim status request, receipt of status notification, a workflow-initiated rebill, and automated payment and adjustment posting can be accomplished.
• Payments and adjustments are posted electronically and manually.
• Payments and adjustments are posted to 837 claim detail items.

Select and Import FACS Data from Your Host to a PC

The FACSQL module allows you to select and import data directly from the FACS database on your host system into an application on a PC networked to that host. After the data has been imported, the data can be manipulated by the application to produce reports, presentations or other data representations. The data being pulled from the FACS database is live, as it exists in the database. It is not data that has been captured and stored within a separate data structure. You also can refresh the data at any time, real time.

For example, collection statistics and listings could be pulled from the FACS system into a PC-based report writing software package of your choice, such as Crystal Reports, Microsoft Excel or Lotus. Then pie charts could be constructed and displayed using the charting features, or that data could be analyzed using your software’s data regression features.

 

FACSQL

FACSQL Features and Benefits:

• Graphical representation of FACS data and point and click report building environment
• Standard Access - SQL standards are maintained for all DBMS vendors and supported
• Interactive (real-time) database access from PC tools
• Increased data access to much of the FACS database

Guaranteed Contacts

Guaranteed Contacts is an inbound/outbound contact management system designed with complete integration, to create a highly efficient method of contacting debtors.

Operating as an integrated add-on module to the Artiva and FACS systems, the Guaranteed Contacts system is integrated with the system database and account workflow tools. The Guaranteed Contacts system is designed to maximize account representative productivity by relieving representatives of the dialing function, reducing “wait time,” and providing a continual flow of “live” contacts.

 

Guaranteed Contacts Benefits:

Seamless Integration

One of the highlights of the Guaranteed Contacts system is the seamless integration with the Artiva and FACS systems. The need for file transfers or uploads and downloads is eliminated due to the use of one database. Your accounts will no longer get lost or delayed in overnight processing, incomplete or failed transfers, or rebuilding of files.

If any action is taken on an account that resides in a dialing campaign of numbers, the Guaranteed Contacts system automatically removes the account from that campaign. This eliminates potential for harassment from unneeded calls.

Keeping management and account representatives in touch with production goals and results is achieved as all activity is online and real time.

All Guaranteed Contacts system control is performed from the Artiva or FACS system menus.

The Guaranteed Contacts system offers the ability to have multiple directories in multiple locations served by a single dialer or to have multiple dialers served by a single directory, without any additional software application.

When an account representative’s process fails due to operator error or network failure, the GC High Availability software allows for automatic process restart keeping productivity at its highest.

The Guaranteed Contacts system also provides the ability to change the dialer parameters that control least cost routing, campaign dialing and Call-by-Call Blending without restarting the dialer or rebuilding dialer pools.

 

Increase Productivity

Because of its seamless integration with the Artiva and FACS systems, the Guaranteed Contacts system increases the contact rate while account representatives use account information screens. The system’s advanced algorithms filter non-live accounts and passes live accounts directly to the account representatives, significantly reducing the cost per contact, as contact rates often increase threefold.

Call-by-Call Blending gives account representatives the ability to continue outbound calling while managing inbound calling simultaneously.

Utilizing Automatic Number Identification (ANI) you are able to route calls based on account ownership and perform automated account searches and screen pops on inbound calls.

The Guaranteed Contact system gives you the ability to dynamically record calls and attach the recording directly to the account record, reducing the speed for retrieval. Also, historical recordings can be played back directly to the debtor.

Configuration of the Guaranteed Contacts system is flexible enough to adjust the pacing of each campaign for a wide variety of business needs, which can include the need to work accounts as fast as possible, but to never place a contact on hold or hang up on a contact. Through the seamless integration, the response time between the account screen actions and the dialer operations is exceptionally fast when compared to nonintegrated dialing engines.

 

Enhance Management Control

The Guaranteed Contacts system allows managers to monitor their account representatives call activity by providing tools that include:

• The ability to evaluate staff production and efficiency either real-time or historically.
• The ability to analyze call statistics alongside collection statistics using standard Artiva and FACS reports.
• Campaign/Pool Linking can seamlessly migrate representatives from one campaign to another based on a wide variety of criterion, including campaign penetration or time of day.
• Having complete control over the system parameters and pool selection, maximizing account representative efficiency and productivity.
• Real-time monitoring of account representative performance through the use of the GC Command Center tool in a userfriendly graphical format. This same tool allows real-time advanced monitoring features such as; Chat (Coach), Listen, Barge-In, Commandeer, and Whisper during the account representative's live call. Assisting clients in monitoring account representatives and the way in which the client’s accounts are worked.
• The ability to redirect projects seamlessly, regardless of which office or directory the projects reside. This is possible because every directory becomes the local directory, with full control over dialer functions through advanced tools such as campaignlinking and drag and drop agent functionality in Artiva Manager.

 

Increase Efficiency

The Guaranteed Contacts system maximizes efficiency by automatically managing the mix of inbound/outbound calls, always giving precedence to inbound calls. The built in ACD functionality provides for advanced inbound routing matching client specifications. The system is completely flexible in its account representative connections allowing direct T-1, ISDN or VoIP through SIP.

Dialed Number Identification Service (DNIS) enables you to route calls to the proper account representative group based on specific skill sets or client criteria. The Guaranteed Contacts system also has answering machine detection which immediately identifies operator intercepts or answering machines, and will pass the call to an operator, hang up or leave a recorded message on the answering machine.

The Guaranteed Contacts system’s outbound dialing modes include Predictive, Progressivepreview and Unattended, enabling you to tailor your activity to your clients’ needs. The system’s pacing algorithm dynamically adjusts itself to minimize account representative wait time and consumers’ hold time. It also has the ability to operate from 1 to 600 dialing pools simultaneously, each with different pacing options.

The Guaranteed Contacts System’s inbound capabilities include user-defined skills based routing, inbound call center reporting as well as dynamic Service Level compliance tool. The service level compliance tool will allow your management team to ensure your inbound calls are being answered in compliance to your service standards. If the system predicts that calls will be on hold longer than the thresholds you have established the system and automatically adjust the number of representatives that will be able to receive the inbound calls.