TCM System FAQ

TCM System Frequently Asked Questions (FAQ)

On this page we have assembled frequently asked questions users have submitted to us. Use the links below to jump to the topic of your choice, or scroll down the page.

Enounters Invoices Login Download

ENCOUNTERS

Question: I entered my encounters for the current fiscal year but a message says I need a provider agreement.

DHCS does not have a copy of the provider agreement on file.

Question: I entered my encounters and some of the encounters have a status of 'expired'.

The encounters are older than 12 months old, or a newborn Date of Birth is greater than the allotted Date of Services time (month of birth and 1st month thereafter).

INVOICES

Question: We have been paid for our 1^st and 2^nd quarter invoices. I need some instructions as to how to document on my system invoice the date the invoice has been paid.

Do an invoice search. When the invoice appears on the screen, you'll see an empty box next to 'Paid Date'. Move your cursor to the box, type in the date and scroll down to the end of the screen and click on the 'Paid' button at the bottom of the invoice.

Question: I created an invoice, then found out I have more encounters to invoice for. What do I do?

You have several choices. You can 'Cancel' the current invoice as long as it has not yet been 'Submitted' and create a new invoice to include the additional encounters. Or you can just create another invoice with the additional encounters.

Question: When I created my invoice for program 06, I noticed there was an encounter on it for program 09. How do I correct this?

As long as the invoice is still in the 'Create' mode, you can 'Cancel' the invoice, correct the encounter and create a new invoice.

Question: Newborn Duplicates: For the referenced invoices, the overridden encounters are all shared visits except for encounter ID 4888888, 8666666, 8111111, which are Newborn visits. How do I distinguish the Newborn visits as valid?

When an encounter duplicates because it is a Newborn using the mother's ID, you need to put the Newborn's date of birth in the DOB field and select 'Newborn' on the dupe encounter drop down box when overriding the encounter.

Question: I've looked through all of the invoices on the system and there is no record of either of our denied encounters attached to any invoices. Shouldn't the system still be keeping the denied encounter on the invoice with a denied reason on it?

The encounter ID is reset for denied encounters and does not reference the invoice that it was denied from. To find a denied encounter in the system, look at the Encounter search, select Encounter status=Denied in the drop down box. To narrow your search, select the Program type if your know it. And fill in any additional fields that will help.

Question: I am trying to log on to the TCM system and can not. I get an Error 500. What do I do?

Call Dan Laffoon @ 916-552-9571

DOWNLOAD

Question: Why is download saving an HTML type file instead of the encounter data I requested?

This is a known problem which can occur in the following Microsoft Internet Explorer browsers:

Microsoft Internet Explorer version 5.5 Service Pack 1, for Windows 2000

Microsoft Internet Explorer version 5.5 Service Pack 1, for Windows 98 Second Edition

Microsoft Internet Explorer version 5.5 Service Pack 1, for Windows NT 4.0

Resolution:

To resolve this problem, obtain the latest service pack for Internet Explorer version 5.5. To obtain the latest service pack go to: http://www.microsoft.com/windows/ie/downloads/archive/default.asp

Workaround:

To work around this problem:

When you receive the File Download dialog box, choose the option "Open this file from its current location".
Click OK (you may have to do this two or three times) until the download.zip file opens.
Click Save As on the File menu after the document opens to save the document to your computer.