E X A R O     S o f t w a r e

C l a s s i c

Management
Designate and modify user access
User Access Security protects sensitive data. Management can assign data access by department and customize per user. Information may be hidden, designated read-only or made available for edit, depending on management appropriated security rights.

Database management
Save time and eliminate double-entry using more complete data management tools. All modules are linked to one relational database. Data input from any screen is immediately reflected throughout the system. Double-click on any item to instantly review, update and edit records. Access security protects this data.

Customizable data mining
Powerful research tools make it possible to customize dashboards for an at-a-glance view of the business. Data can be organized and extracted to facilitate manipulation, analysis and presentation based on the objectives of the inquiry. Reports may be created, edited and then forwarded to internal or external parties.

Report management
Exaro is designed to easily draw reports for any data within the system. Because the system is well-organized and thorough, date analysis is a breeze. From interpreter pay to receivable breakdowns, reports are preprogrammed for designated personnel. Customizable reports may be generated internally, or requested for a small service fee.

Flexible data export
To forward information to an outside party or produce internal production analysis, nearly every item, report and grid within the database may be exported to a secondary program. Exaro can interpret its data for export to HTML, PDF, MS Word, MS Excel, and more!

Invoice entry/edit trail
An accurate trail of entries is maintained with the automatic electronic date, time, and user name stamping of every entry and edit of an invoice. This resource provides data to compile staff productivity reports.

Automatically generate deposit detail lists
Automatically generate deposit slips with check details. Deposit summaries expedite quality control and allow designated users to accomplish the most effective bookkeeping.

Designate and modify user access
Financial and payment analysis is effectively accomplished with search and filter capabilities. Manipulate multiple criteria including case, payer, check, amounts, venue, dates, and more!

Broadcast notes
Easily preview critical information entered to broadcast note fields. Broadcasts may be generated for specific appointments and invoices, interpreters and translators, attorneys, medical facilities, insurance carriers, employers, courthouses, cases, and more.

Error flags and missing data alerts
Automated diagnostics identify crucial data fields that are missing information. These alerts guide entry personnel to be sure all pertinent information is properly acquired. Furthermore, potential entry errors are flagged, such as duplicates, double-booking at a single location, assignment conflicts, and exuberant time frames. Exaro warns users as anomalies are detected.

Scheduling
Dynamic master calendar
The main calendar presents a comprehensive overview of all assignments. Versatile filter and sort options facilitate selective research by any combination of date, city, county, customer, interpreter, recipient and much more. These options may be used to delegate scheduling related projects, to identify missing data or to analyze scheduling activities. The calendar offers a quick glance of appointment status- scheduled, assigned, reported, reviewed, or billed.

Quick appointment entry
Scheduling operations are optimized with hypertext data fields in the appointment entry screen. Hypertext fields are activated as a user begins to type company names, case names, interpreters, charge types, and status fields. Appointment entry is expedited while entry errors are virtually eliminated.

Appointment data replicator
Cut down entry time using an appointment data replicator. Venue and case information is automatically transferred from existing appointments to enter follow-up appointments. For multiple appointments requested by a single party, caller and customer information may be automatically transferred from one appointment to the next. By eliminating tedious entry practices, the amount of time to enter appointments and error potential are dramatically reduced.

Automated interpreter to appointment matching
Quickly match qualified interpreters to appointments near their residences. Interpreters are matched based on distance to the venue, certification requirements and customer preferences. A list of available and acceptable interpreters is presented, highlighting preferred interpreters. Unacceptable interpreters are excluded by the automated interpreter search. Should a scheduler bypass the automated interpreter search and attempt to assign an excluded interpreter, the system presents a warning flag.

Appointment flag and instruction notes
Effective coordination of appointments is accomplished with reliable and consistent communication. Exaro provides a method of quickly accomplishing that communication. A special instruction note field displayed for each appointment alerts staff to any special instructions.

Appointment status indicators
Indicators of appointment status are displayed at every stage of processing, so that users do not have to dig into entry and billing screens. Filters and sorts allow users to isolate appointments of a particular status. This feature streamlines project coordination by eliminating excessive research.

Interpreter and client confirmation
The system automatically populates and presents a confirmation form with relevant case and assignment details and instructions. The form contains an assignment’s date, start time, type of appointment, address, notes, and signature fields, as well as the agency’s information for reporting purposes. These forms may be extracted from the database and edited to forward to internal or and external parties.

Billing
Automated billing
Exaro’s automated billing feature facilitates the fastest and most accurate billing possible. Automated billing amounts are generated based on appointment specific factors, including language, certification, procedure type, minimum billing periods, and supplementary periods used. For special circumstances, or prearranged service charges, appointments may be flagged for amount adjustment during the entry process. The built-in capability to factor multiple criteria for each case and service appointment ensures optimum allowable fees are billed every time.

Third-party and multiple-party billing
For a single recipient of services, multiple organizations may take part in billing and payment processes. Exaro allows for several parties, even alternating parties, to be selected for invoicing. Sometimes the invoiced party is not the payer. Any company may be selected as a bill-to or payer for any given case at any given time. Exaro handles these circumstances with ease, eliminating the burden of excessive data maintenance.

Pre-invoice diagnostics
An automated diagnostic screen displays appointments at the pre-invoice stage. Potential errors, including duplicates and conflicting data, are flagged to indicate that adjustment may be necessary. During the entry process personnel are flagged to potential errors; additionally, the pre-invoice diagnostic screen provides a more comprehensive review of all entry.

Billing instructions and notes
Management and scheduling staff may direct appointment related notes and concerns to billing staff. Staff may choose to flag notes regarding discounts, fees or even interpreter charges.

User-friendly invoice management
Exaro boasts highly versatile invoice management options that maximize the capacity to search, sort, display, and even edit financial information. These options expedite billing related tasks, facilitating quick and effective analysis and management of invoices. A historical detail of actions and references to invoices guarantees security and accountability.

Easily amend invoice amounts and details
Adjust fees, dates, hours, charges, case, and customer information for invoices with the click of a button. Make batch updates to multiple invoices with ease. Access to edit invoices is limited, of course, adding reliability and security to the system.

Invoices and itemized statements
Invoices and itemized statements may be batched for preview, edit and monitored printing. Invoices may be merged with collateral documents such as Proofs of Service and liens.

Payment posting made easy
Payments can be posted in 20 seconds or less. Numerous search fields facilitate fast location of data based on a myriad of case and payer information. A user may search by invoice number, date of service, Social Security number and more. Using advanced search tools, payments may be posted instantly and without having to exit the module or follow up with payers for further details.

Customers
Detailed company profiles
Create well-organized comprehensive customer profiles that include multiple company addresses, individual contact details for marketing analysis, a breakdown of customer specialties, and an effective method to perform mail merges.

Customer relations activities log
To help you maintain a highly organized record of customer relations activities and notes, all entries are recorded with automatic stamping of the date, time, and name of author.

Customer broadcast service notes
Keep interoffice personnel informed about ongoing customer matters and post customer specific instructions to each customer’s contact card. This information is permanently stored and automatically displayed throughout the system. It is displayed within individual appointments, by a preview pane of the main calendar, and multiple billing screens.

Interpreters
Comprehensive interpreter database
Capture extensive demographic and professional details in this comprehensive database. Multiple languages, certifications, contact information, as well as customized commission rates are input to a consolidated interpreter’s reference record. Customer preferences and feedback are logged and stamped. Interpreter availability is noted to feed the automated interpreter search in the appointment entry screen.

Interpreter performance rating
Extensive performance and rating records are compiled, providing a comprehensive work history for each interpreter. Every entry is automatically stamped with the date, time, and name of the author. Based on these entries, management can generate reports related to customer satisfaction, or enhance agency to interpreter relations practices.

Incident log
Maintain a historical record of customer-related issues between interpreters and cases, such as compliments or complaints.

Broadcasted interpreter related details
Important information regarding an interpreter which needs to be displayed on an ongoing basis may be posted into a public note field. This information is displayed for each appointment, and presented in a preview pane of the master calendar.

Payables
Automated interpreter pay
Automated processing of interpreter pay is facilitated through a highly capable fee schedule system that factors language, certification, start and end times, and type of assignment. The automation of this process eliminates countless hours spent calculating and maintaining interpreter pay. Because it is automated, management and interpreters can rest assured knowing pay is accurate and processed in a timely manner every time. Consistent interpreter pay practices are essential for an effective interpreting agency.

Customizable commission tables
Commission processing may be set for each interpreter to the default company master commission schedule or to one customized for each interpreter in their maintenance screen.

Mileage reimbursement calculations
Using an automated mapping system, Exaro automatically calculates distances from interpreter location to appointment venue, and multiplies it by the reimbursement rate.

Commission worksheets
Before interpreter pay is processed, a workable commissions’ worksheet is available for user and management review.

Interpreter pay reports
Conduct research regarding interpreter pay based on appointment date or pay date, or simply review any interpreter’s pay history. Answer interpreter pay concerns quickly without delaying production.

Service Account Management
Account maintenance
Each party to a case may reference one of a hundred pieces of information for billing, payables, case updates, and legal correspondence. Exaro stores and presents this information in an extremely organized and accessible format. Information may be updated as new activity occurs against a case, providing a current and comprehensive perspective for each individual case. Appointment and respective payment history is accessible at any point of processing, allowing authorized personnel to conduct relevant and productive activities throughout a case’s duration.

Case specific instructions
Post important information or special service instructions specific to each case, and they will continually be displayed in various screens, including the main calendar, the appointment entry screen and billing screens. Users can preview instructions such as “Patient prefers male interpreter due to the nature of the injury”, or “Patient speaks English, but cannot read as result of the injury.”

Interpreter pay reports
Maintain an organized record of case management activities for Scheduling, Billing, and Collections purposes. Scheduling personnel may not need to be posted on collections activities. Any entry to the more private note fields are automatically stamped with the date, time and user’s name.

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P r o d u c t i v i t y    E n h a n c e r    M o d u l e

Log of activities
The appointment history screen presents a chronological detail of user reviews and edits to any given appointment. Activity against an assignment is automatically logged with respective dates, times and users’ names. By identifying who is making changes to specific appointments, communication between scheduling personnel is facilitated. Management may choose to gather reports regarding specific user productivity, determine how long it takes to assign interpreters, identify trouble-assignments, and perform quality control maintenance to extinguish any unsavory entry practices.

Missing information auditor
The system searches and identifies cases which are missing essential billing information. It also identifies parties to the case who are privy to missing details. User may then select the automatic generation of an information request letter any case, which is addressed to the selected party.

Interoffice authorization communications
Conduct organized inter-office communications with electronic authorization requests for unusual scheduling circumstances. Requests and authorization confirmations are permanently recorded along with date, time and user stamps.

Interpreter availability posting
The Auto-Interpreter Search reads posted interpreter availability entered to the interpreter contact card. Hundreds of interpreters’ availability may be reflected for a single appointment, dramatically reducing the time it takes to assign an interpreter.

Reoccurring appointment templates
Half-day, full-day, and individual assignments may be added to a template to expedite entry for recurring schedule items. This serves as a reminder to scheduling staff and guarantees accurate entry for future assignments.

Customer preference selection
Names of interpreters deemed preferred by a customer or venue are clearly listed with their names highlighted in the interpreter search result list. Conversely, those precluded from a specific venue are precluded from assignment to those appointments.

Merge customer records
Duplicates happen! Clean up your case database without difficulty. A few clicks will merge all data history related to two customers. Customer records are extremely sensitive; maintaining two records for one customer can result in a dramatic loss of efficiency, especially for reporting purposes.

Merge account records
Appointment and invoice details are merged in seconds so that AR does not get misappropriated or slip through the cracks during the settlement process.

Merge interpreter records
Having duplicate interpreter detail records complicates payables and taxes! If personnel can not effectively research interpreter pay, the potential for making duplicate payments increases. With Exaro, a few quick clicks and interpreter information is consolidated!

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L e g a l    C a s e   M a n a g e m e n t    M o d u l e

Legal case management
Legal reference options facilitate thorough case management. As the case takes its course and legally pertinent activities occur, the legal case management module matches those activities every step of the way. Accordingly, staff can generate legal documentation such as liens and proofs of service, etc. Multiple tabs provide user-friendly screens to add and manage information regarding parties to a case. Benefits include the ability to customize billing protocols, maintain case status updates, automatically generate reports and legal documentation, plus serve multiple parties.

Authorization request forms
Need authorization to use a non-certified interpreter? The system automatically generates legal consent forms to be signed by authorizing parties.

Batch billing actions
Perform billing and print invoices based on any combination of batch criteria including date range, payer, service venue, requestor, authorizer, case type, interpreter, language, case, procedure, and more!

Automated Proof of Service
Users may elect to automatically print and merge a Proof of Service form with any individual or batch of invoices or statements. This time-saving feature cuts as much as 99% of the staff time required to perform these printing tasks with standard practices.

Automated Lien Form
User may select to automatically print and merge lien forms for an individual or a batch of invoices or statements. All case and financial data is automatically exported to the form along with electronic Signature and date, saving hundreds or thousands of production hours each year.

Case contact screen
Designed to meet the requirements for legal cases, this screen provides generous demographic and legal case information fields for data that is subsequently used to perform accurate and complete med/legal billing and to automatically populate special forms such as liens, proof of service and more. Multiple languages and modes of contact can be captured in this screen. Clicking the history tab will detail the history of appointments for each case.

Automatic distribution of settlement payments
Settlement payments are automatically distributed to all open invoices of a case with the click of a button. Users may choose whether invoices remain open or closed, and may include payment specific notes for each invoice record. Settlement payments may be applied in 20 seconds or less. Using less sophisticated tools, users may expect to spend 100 times that processing settlements!

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