Roster Report Reconciliation

How to Roster a Patient

To roster a patient with the Ministry of Health (MOH), you need to submit an invoice with the Q200A code (rostering code). You can verify whether the Q200A has been submitted for a patient by viewing their billing history in their master record. Simply select 'Billing History' on the left-hand menu.

What are Roster Capitation Reports?

Each month, the MOH sends a roster capitation report to providers through their MCEDT mailbox, listing patients officially rostered to them.

If a Q200A code is submitted before the MOH cutoff date (around the 19th of each month), the patient will be included in the next month’s roster capitation report. If the code is submitted after the cutoff, they will be included in the report two months later.

When you receive the roster capitation report and run the update process (outlined in the steps below), the roster status of all patients at your clinic will automatically adjust to match the MOH report. This will include the updates below among others:

If no Q200A was submitted, patients marked as rostered will revert to FFS (fee-for-service).
If the Q200A was submitted after the cutoff but marked as rostered, they will revert to FFS for this month and be updated to rostered next month.
Patients de-rostered by the MOH will also revert to FFS.
Successfully rostered patients will update from FFS to RO (rostered).
etc.

How to Reconcile the MOH Roster Report with your Clinic?

In the Schedule Dashboard Menu → Click 'Administration';

Click on 'MCEDT Mailbox' under the Billing Tab;
Click on the 'Download' folder of the 'MCEDT Mailbox';

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Select the Doctors individually from the drop down menu;
Hit the 'Load Page' button;

Their unique roster reports from the MOH will appear under their individual accounts rather than the group billing account.

Select the check boxes of the Roster Reports;

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Once the Roster Report file is selected, scroll down and click the 'Download' button;

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How to Reconcile Roster Reports?

Once the File is downloaded, it will appear in the 'View MOH Files' tab.

In 'View MOH Files', click on the file name of the Roster xml file to run the report and automatically synchronize the MOH roster list for that provider with your Avaros Roster list and update the roster status for patients.

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