Vendors

Any individual or company that provides a service associated with a claim is considered a vendor in the ATS system. If you use some other software package that tracks vendors, your system may be customized to import the relevant data to save time and ensure accuracy.

Entering a New Vendor Record

Operators with the appropriate access rights may use the Vendor tab to enter a new record. The first of the two sections is shown below.

Figure 3‑1: Vendor Page - General Section

The first section (General) contains general information on the vendor. The fields are described as follows:

Field Name	Description
Tax ID	Although any code may be entered for tracking purposes, a valid federal ID or social security number must be entered if a 1099 will be filed. The ATS system often refers to a vendor code which is the tax ID, an asterisk, and the location code if any. In the example above, the vendor code is 77-7878787* since the location code is blank.
Location Code	A code should be entered when a vendor has multiple locations that use the same tax ID. For example, a medical clinic with several offices may have one tax ID and a unique location code for each office. When looking up an existing record, enter the tax ID into the Vendor Selection dialog and all of the locations with that number will be listed. Note: This field is also referred to as the Alternate Vendor Code.
Search Name	The name to be used for lookup purposes. If the vendor is an individual such as John Brown, we recommend entering a Search Name as “Brown, John” so that the record is easier to find. In that case, the person’s real name should be specified as the Print Name to be displayed on a check or voucher.
Address	The complete mailing address. A second line may be used if necessary.
City	The vendor’s city.
State	The vendor’s state code.
Zip	The zip or postal code.
District	The district or region where the vendor is located.
Country	The code for the country where the vendor is located if outside the US.
Phone Fax	The vendor’s phone and fax numbers. Enter 10 digits such as 4101234567 and the program will display 1+ (410) 123-4567 for a US number.
E-mail	The vendor’s e-mail address.
Contacts	The name of a contact person or two.
Active	A check indicates that the vendor is active. If the box is unchecked, the Payment program will not allow payments to be issued to the vendor. Since vendor records are normally kept in the system for historical purposes, we recommend that you use this feature to indicate that the vendor is inactive instead of deleting the vendor’s record.
Reason	The reason why the vendor is considered inactive may be entered when needed.
Rsv Category Pay Code	The default reserve category and pay code to use when making payments to the vendor. For example, if the vendor is a hospital, enter “2” or Medical as the reserve category and the appropriate pay code. The fields will be automatically filled in when making payments to the hospital.
Filter	The Claims program will use this code to generate the lists that appear when selecting vendors. If an “A” (attorney) is entered, the vendor will only appear when selecting a legal firm for the claimant or defense. When an “P” is entered, the vendor will only be listed as a medical or rehab provider.
NPI	The National Provider Identifier assigned to medical care providers.
Biller ID	A code or number assigned to the vendor by the accounting department.
DBA Name	The “doing business as” name should be entered for vendors classified as individuals for 1099 reporting purposes.
Print Name	The name to be printed on payments made to this vendor. If this field is empty, the Search Name will be used.
State/Federal Levy	Check the box if the Payment program should display a message indicating that the vendor has a state or federal lien.
Specialty	Press the Ellipsis button to select from a list of available codes.
Examiner #	The medical examiner number required in certain states such as Florida.
Work Status	A special field used in the PERI Interface. If this data is required by the PERI Data Exchange, press the Ellipsis button to select from a list of available codes.
Direct Deposit	Check this box if the vendor is to receive payments electronically.
Routing Number	The routing number for the vendor’s bank.
Bank Account	The vendor’s bank account number.

The second screen contains the information needed to produce the 1099-MISC returns. The rest of the fields are used in the optional Medical Fee - Bill Review module.

Figure 3‑2: Vendor Page - Finance Section

The fields in the Finance section of the page are described as follows:

Field Name	Description
W-9 on File	Check this box if the W-9 is on file.
W-9 Expiration	The date the current W-9 expires.
Class	Exempt indicates that the vendor should not receive a 1099. If you file your 1099s electronically, enter Individual if the vendor's tax ID is a social security number, otherwise it will be reported as a federal ID. In either case, the program will strip out all dashes and report a nine digit number.
Primary Vendor	If there is more than one vendor with the same tax ID but different location codes, use this field to indicate the Primary Vendor that should get the 1099.
Name Control	Filing Electronically: The name control should be the first four significant letters of the name excluding spaces and titles such as Mr. and Dr.
2nd TIN Notice	A check indicates that you have received two notices within three years stating that the vendor's tax ID is incorrect. The 1099 program will also check this box on the form so the IRS will not send any further notices regarding this vendor.
Special Data	Filing Electronically: This field may be used to enter special data to be included when using the 1099 Combined Federal/State Filing program.
1099 Year	The 1099 Accumulation program will enter the year to be reported.
1099 Other 1099 Legal 1099 Med 1099 Misc	The 1099 Accumulation program will update the 1099 Other (Income), Legal, Medical and Misc (Non-employee Comp) fields with the payments for pay codes that have 3, C, 6, or 7 as the 1099 Type value. Refer to the 1099 Reporting Information below to find out which record gets updated when there is more than one vendor with the same tax ID.
Service Zip	The zip code where the vendor provides service.
HMO/PPO Info	Press the Ellipsis button for a list of valid HMO/PPO providers. Selecting a code will automatically display the description and the range of dates when valid. Up to four may be used when making payments to the vendor with the Medical Fee module. The program will check to see if there is an HMO/PPO that covers the From Date in the payment record. If so, the program will use the alternate rate table for the HMO/PPO when reviewing the billed items.
Facility	The type of facility when it affects the repricing of medical bills.
Vendor Type	The type of vendor to use for DOH filing purposes.
PPS Exempt	Check this box if the vendor is exempt from PPS.
Paid as Billed	Check this box if medical bills should NOT be reduced for some reason (e.g. the vendor is under the Maryland Health Services Cost Review Commission).
Notes	Any notes regarding the vendor.

1099 Reporting

A medical clinic with several offices may use one tax ID and a unique location code for each office. When the 1099 Accumulation program is launched with the Combine Vendor option, the first record for the vendor is normally used by default. In this example, the one with the blank Location would be considered the primary vendor to receive the 1099. (When sorted, numbers come before letters.)

Tax ID	Location	1099
94-1234567		YES
94-1234567	110A	NO
94-1234567	ABC	NO

If the primary vendor is not the first record, check the Primary Vendor box so it will be updated by the 1099 Accumulation program.

Editing an Existing Record

The Vendor menu provides a number of standard options that will return pre-defined results lists based on the value of the Filter field on the Vendor record or some other criteria.

· Medical Providers (Vendors with a Filter = “P”)

· Attorneys (Vendors with a Filter = “A”)

· Pharmacies (Vendors with a Filter = “R”)

· Other Vendors (Vendors with a Filter = “O”)

· All Vendors (Vendors on claims where the current user is the adjuster)

Optionally, Selected Vendors can be used to locate the record you want to view and/or modify. The Selected Vendors page displays a number of fields for input of search criteria that will be used to find matching records. By default the system looks for active vendors. If you need inactive vendors, change the active filter in the list to “NO”.

Note that the following example uses the standard result list. The one on your system may be different. The search and filter features on the results list page can be used to further narrow down the results.

Figure 3‑3: Vendor Result List

If the Tax ID or Location is changed, every payment made to the vendor will be updated for (1099) reporting purposes, even those that are still in batch. Any batched payment will also be updated when the address is modified. In that case, the historical payments will not be changed.