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NextGenedi FastForward NCOA: Downloading and Posting ResultsNextGenEDI’s Patient Address Updates (FastForward NCOA): A supplemental statement andcorrespondence service offered to aid in keeping your patient address records current. The AddressUpdate Service utilizes address information, provided by the United States Postal Service (USPS), toforward patient statements to those who have moved and left their forwarding details with the USPS.FastForward works to ensure that patient statements/cards/letters are sent to the most currentpatient address at the time of printing and mailing. Within 48hrs of file mailing, your patients’ newaddresses are reported back to you electronically, via posting to the edi website, for download andimport into NextGenepm system. Using EPM’s Change of Address Update function, you canimmediately update your patient demographics with a few mouse clicks, eliminating hours of dataentry.** See Pages 6 & 7 for EPM and USPS Special Considerations**Downloading and Saving Your FastFoward ReportGo to the NextGenedi Website and access EDI File Submission/Retrieval1
Double click on the F-file and hit Save.We suggest creating a FastForward Report Folder, in proximity to your Patient Statement Folder, forsaving the patient address update information. You will need to remember where you’ve saved yourreport in order to post.2
Posting the FastForward DataOn your EPM system, Go to File\Processes\Change of Address UpdateClick on the Folder Icon within the Electronic Address Change Box and locate your saved FastForwardreport. Double Click on your report, so that it populates the Address Input File space. To update yourPatient Demographics, check Update Address Records and then click OK. For a Report Only, leave theUpdate Address Records box unchecked.3
Your Address Update Report will print at the same time your patient records are updated (if UpdateAddress Records was selected).Testing the Posting Results:Test the Results by reviewing a patient that is listed on the update Report4
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Reading FastForward Raw Data ReportsUse the steps below for reading raw FastForward data files, should a problem exist with automatedposting that has not yet been resolved. Reviewing the raw data files will allow your practice tomanually update the patient records in the interim to correcting any existing EPM posting problems.While viewing the report, be sure that Word Wrap is disabled (select Format and make sure wordwrap is not checked).The date is read as such from left to right (spaces normally present in data have been removed forinstructional purposes): Client ID File Name Acct .# Last Name First Name Old Street Address Old City, ST, Zip New Street Address New City, ST, Zip Date Forwarding was left with USPS (month, year) Status of Move Move Status LegendI - IndividualF - FamilyM - Forwardable new addressK - Moved but left no addressB - BusinessG - Box closed no orderD - Foreign newUSPS Considerations:Per the USPS NCOA Regulations, file under 100 pieces will not be processed for updates. Toensure that your files are processed using FastForward, you may need to run you statementless frequently to build larger files.FastForward’s function is to change the patient address in the statement data file if theUSPS has reported that the previous resident(s) have moved (left forwarding). This serviceis designed to ensure that your statements get to the new address. In certaincircumstances, mail can be forwarded “incorrectly” when the USPS has incorrect informationon file. For example: If a child has moved from the parent’s home and left forwarding withthe USPS as “family move” (rather than individual move), then all mail, sent by anycompanies utilizing the USPS NCOA database, for that family will be forwarded to the child’snew residence. In some cases, the USPS makes the mistake of filing the forwardinginformation incorrectly themselves. In either case, only the person who filed the move (orperson named as moving) can make the correction.If utilizing FastForward, you should download and post the results (or manually update) toensure that you are not continually receiving the same patient updates, thus incurringadditional fees, 0.60 charge for each update.6
EPM Change of Address Update Special ConsiderationsEPM Versions 5.x.xAll clients utilizing EPM versions 5.x.x have access to the Change of Address Update program.However, certain 5.x versions are not completely operational with the ability to automatically postthe FastForward NCOA data into the patient demographics. If you are on a 5.x version with knownposting issues, please be advised that your patient statements are being forwarded and the report isstill being sent to the edi website. Though, the report is meant for posting and not reading, you canstill review the data report for manual updating. Please see details at the end of this document forreading the FastForward raw data report.NextGenEDI and NG Development discovered a Change of Address Posting error that exists in all 5.xversions below 5.2.16. This program error causes the address update feature not to update thepatient demographics or print a report. The error fix was built into version 5.2.16. If you are currentlyon a EPM version prior to 5.2.16, please contact NextGen Support (215-657-4373) to have yourupgrade scheduled.Multiple Practices using FastForward should always export statement data with the practice prefixchecked in Admin\Preferences\Practice. Multiple Practices operating on any version prior to 5.3.38run the risk of updating all patient accounts (cross practices) for any given account number whileusing the Change of Address Update Feature for automated posting, due to the missing practicenumber (not an option on 5.x to 5.3.37).All versions as of 5.3.38: If the guarantor is not the patient, the guarantors address does not getupdated, but rather the patient’s address does. These updates would have to be manually enteredusing the EDI supplied FastForward Report.For clients on the EPM version 5.4.29 that have their practice id (practice prefix) pre-pended to theirpatient statement account numbers: If your practice has the practice id in the account number,please use the fast forward file with the " 5.4.29.txt" (ex: F-MTST.010107 5.4.29.txt). This file willpost into the EPM system. If this file is not present under Download Results, continue to use theexisting F- file as you should not have an existing posting issue. However, if while attempting toupdate your patient addresses, you receive a message stating that there is “No Data to Report,”please contact NextGenEDI for raw data file updates that can be used to post. Email EDI atedi.nextgen.comEPM Version 3.x.xClients on earlier versions of the EPM system (3.x.x versions) need to contact NextGen Support tohave the Change of Address Update Posting Flag enabled. There are no fees associated with havingthis flag enabled. NextGen Support can be reached at 215-657-4373. Once the script is enabled, thedirections below will apply as noted.Within 48hrs of your statement/correspondence files being processed and mailed, NextGenedi willcreate an electronic report of all patients who have moved to a new address. Your reports will post tothe secure NextGenedi Website (same website where you upload your statement and correspondencefiles) for you to download. Please note that FastForward Information is not emailed due to privatepatient information. The report will appear under Download Result as F-MXXX (date).txt.Note: EPM versions 3.6 have the ability to automatically update the patient address information.EPM versions prior to 3.6 do not have the data posting function.7
edi.nextgen.com EPM Version 3.x.x Clients on earlier versions of the EPM system (3.x.x versions) need to contact NextGen Support to have the Change of Address Update Posting Flag enabled. There are no fees associated with having this flag enabled. NextGen Support can be reached at 215-657-4373. Once the script is enabled, the
