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Text File | 1994-04-01 | 29KB | 597 lines

████████████ ██████████████ ████████████ ██████████████ ████ ████ ████ ████ ████ ████████████ ████ ██████████████ ████ ████ ████ ████ ████ ████ ████████████ ████ ████ ████ ████ M A N U A L David Iseman, M.D., F.R.C.P.(C) 183 St. Clair Avenue, West Toronto, Ontario M4V 1P7 Telephone: (416) 929-1269 Installation ■ before you use STAT for the first time: "Boot up" (turn on) your computer. At the system prompt, either use diskcopy to make a copy of the distribution diskette, or copy the program onto a blank diskette, and put the distribution diskette away for safekeeping. Hard Drive System Installation Put the copy in drive A, and at the dos prompt type: a:install (press ENTER) ■ (If B drive is to be used, put the diskette in the drive and type: b:install <enter>) Install will make a directory on your hard drive called STAT (you will have the opportunity to type a different name), copy the program files into it, and configure the program for use by selection of a diskette drive for submission, reconciliation and back-up; setting the default Service Code, Number of Services, and Diagnosis and Billing period. (The Hardware and Practice defaults can be changed by using STATUTIL, which is discussed on page 11.) As well, the Locations ■ Office and/or Institutions, Payment Type ■ Opted-In/Opted-Out, Specialty Code, and District Office will be set. (These can be changed by using STATUTIL.) Finally, Install, will read the Config.Sys in the root directory of the C drive. If there is a files = statement, it will determine that the number is equal to, or greater than 20. (In that case it will do nothing and exit, and you may start the program.) If the files = statement contains less than 20, Install will re-write Config.Sys, with the existing contents, and write files = 20. After Install has finished you will have to reboot before you can use the program. Installation on a MacIntosh STAT will run on any Mac with 4 megs of memory. First open the dos emulating software, such as Soft PC or Soft AT. Then install STAT as outlined in Hard Drive Installation section. After installation the program can be run by opening the dos emulating software, and then starting STAT as outlined on page 3 of the manual. The data is stored permanently on your hard drive. Starting STAT ■ Running the Program Turn on the computer, and at the dos prompt type: cd \stat (press ENTER) stat (press ENTER) The first screen will display the copyright information. Next, the main menu screen will appear. The current date is displayed in the lower right corner and the path (drive + directory) displayed in the lower left. The program requires that the computer's clock calendar is accurate and current. If the date is not the current date, Quit and at the prompt type: date <enter> type the current date. All selections may be made by pressing the first letter of the command, or by using the arrow keys to highlight the choice and pressing ENTER. (All available menu choices will be displayed on screen on one or more status lines at the bottom of the screen.) The keys used in the program: ENTER : initiates most activity. ESC : to escape from a screen without saving. DEL : where implemented will erase the data. F2 : saves. F3 : Review Billing displays the contents of the OHIP database. F4 : entry of a new record. F5 : find a name in the patient database ■ exact match. F6 : while in Review Billing, will display/print a summary. F8 : display the database for a PICK. F9 : displays preceding record. F10 : displays the successive record. : arrow keys for movement. PgDn PgUp : move through a database or report. Home End : move through a database or report. CTRL-S : while in Prior, CTRL-S will resubmit. Space Bar : will toggle a mark. Name : search for a name, service descriptor, or referring doctor. Patient or Dates: The patient surnames will be displayed on entry to either of these sections. Use the direction keys to travel around the database, or type a name to search for it. The cursor will advance as the string of letters accumulates and the letters will be displayed in the lower right corner of the display window. Press Space Bar to clear the buffer to accept a new string. Saving Data ■ "Backing-Up" ■ Sundry (p.9) or STATUTIL (p.11) STAT has a built in back-up command which will test the dates of all active databases in the STAT directory against the dates of the copies it has previously made on a diskette. It will copy those databases with more recent dates to the diskette. (At the main menu choose S(undry), B(ackup).) Patients Dates Ohip Sundry Quit All menu choices are displayed on-screen on one or more lines at the bottom. After the program has been used once, the patients' names will be displayed. Press ESC to leave Patient records. Press F4 to add a new patient record, or press Enter to retrieve the record of the highlighted name from the database for editing. When you have finished editing press F2 to save, or ESC to abort saving the edited record. (The "old" record will be retained.) Press DEL to delete the record of the patient whose name is highlighted. Search for a name: type and as the string of letters accumulates, the cursor will advance to highlight the names which most closely match the letters typed. Press F5 to find a record ■ type the name when prompted. The record will be retrieved into the edit record screen. When all database operations have been completed, press ESC to get back to the main menu. (Search is an inexact match; find is an exact match.) Duplicate patient surnames. The program will test a name before recording it in the database. If it is a duplicate, the program will prompt you for a variation that will make the entry unique. The easiest way to differentiate patients with the same surname is to add one or more initials to the end of the surname field when entering the data. e.g., Smithj or some logical variation that will allow retrieval of the name. Clear the error message by pressing Enter; then re-type the name and append one or more initials. The Fields: Surname: used by the practitioner as a key to identify and retrieve the patient's HCN. Province: ON is default, but out of province claims can be claimed by typing the appropriate 2 alpha code. The plan type defaults as HCP. Plan: the default HCP is displayed. If an out of province code has been typed previously, then this field will switch to display RMB for Reciprocal Medical Billing. If Worker's Compensation Board claims are being made then type WCB. Number: claims require the Health Care Number. STAT performs a mod 10 check of validity. (If RMB claims are to be submitted then the health care number field will expand to allow the user to type up to 12 numbers and characters in the field.) Version Code: after the initial mailing, a version code will be required if the patient has moved and advised OHIP of the change of address. If the patient neglects to advise the practitioner the practitioner's claim will be rejected. Date of Birth: enter in the European Day-Month-Year format as DD/MM/YY. (STAT will internally format the date according to the Technical Specifications for Submission of Machine Readable Input.) Sex: type f or m. The record will be tested to ensure that it is not a duplicate, and then saved. When a record has been entered and saved, the index will be redisplayed with the new name alphabetically arranged. Patient Dates Ohip Sundry Quit Dates will collect dates and services. Manual Review can be requested for claims which will be entered. If more than 1 claim is to marked for review, then enter them sequentially. A "form" will be generated when the submission is made which will allow the user to write the reasons, and must accompany the diskette. The Fields: 1. When Dates has been selected, an Office/Hospital Menu will be displayed, unless Office or one hospital location only was selected during configuration. The index of patient surnames will be displayed next. 2. Index of Patient Surnames: use any of the direction keys, and/or type the surname for a Search ■ press ENTER to retrieve the name; press F5 for a Find; press F3 to review the contents of the OHIP database that has been saved to this point. (See below under REVIEW BILLINGS.) Press F4 to enter new patient records. The record will be saved automatically, and the name pulled into the Dates and Services collection field. 3. In/Out: If a hospital has been selected, the cursor will be flashing in the In/Out field. Type I or O as applicable, and the cursor will advance automatically. If the patient is an inpatient, the cursor will move to the admission date field. STAT will store the admission date. (Note that the date is in the format DD/MM/YY.) 4. Service Code: the cursor will move to the Service field. The default service will be displayed. If you wish to accept the default, press ENTER, or type the 5 character Service code, or press F8, in the field to display and pick a service. ■ Special Visit Premiums Codes Premium codes must be entered first if they are to be claimed. This will "prime" the program. Then while the cursor is flashing in the Service field, type, or pick the service. ■ Visit, Consultation, Procedure. ("Special Visit" will be displayed on the right.) If the Consultation or Visit code has been entered first, type ESC to discard the data, and re-enter starting with the Special Service Code. Once saved, the data may be reviewed by pressing F3. ■ Types of Services ■ STAT will recognize a variety of psychiatric service types: i Consultations: if a consultation code is entered or Picked, STAT will require a referring physician number. It will present the user with a field to collect or pick the referring physician number. ii Psychotherapy, Family Therapy, Group Therapy: the default Number of Services will be presented. You can accept the default or enter a new number. (Remember, these types of services are in half hour blocks.) Then the cursor will advance to the Diagnosis field, to the Month field, and then to the Date field. The cursor will revolve on the Date field, which means that you may enter a day of service, and the cursor will be flashing in the Date field ready to accept the next day of service. (The days of service may be entered in any order.) When you have finished entering the days of service press F2 to save, or ESC to abort the entry. iii Premium Codes: if you are claiming a premium, it must be entered first to prime the program to treat the next service as the one to which the premium is applied. i.e., when you have entered the patient name and the cursor has advanced to the Service field, enter or pick the Premium, then you will see that the cursor is flashing again in the Service field waiting for the service to be entered. iv Office visits, Reports, Meetings: STAT will accept the service, diagnosis, month data for one day of service. Then save (F2), or abort (ESC), and respond to the prompt for other services. 5. The cursor will advance and display a field that depends on the type of service entered above: ■ Number of Services: will display the default number that was entered when the program was installed, or subsequently changed via STATUTIL. You may accept it by pressing ENTER, or type a new value. ■ Referring Physician: a number field for entry of the referring physician's OHIP registration number. If the referring physician number had been previously entered in the referring physician database (see under Sundry), you may press F8, and then pick the name. 6. Diagnosis: the cursor will advance to the Diagnosis field. The default diagnosis will be displayed. To accept that diagnostic code press ENTER, or type the new code. The diagnosis will be stored as a part of the patient record, and displayed after the first time it has been entered and saved. If the diagnosis is not known, press F8. This will will access a diagnostic code look-up table. You may Search for a code by beginning to type the description, or using the direction keys to scroll. When you have highlighted the desired code press Enter to retrieve or pick the number. (The code must have been entered in the look-up table. See STATUTIL below.) 7. Month: ■ type the month number. 8. Date: ■ STAT will discern whether multiple dates are to be collected and revolve on the date field, or whether only one date is required. e.g., a consultation. When multiple dates are collected STAT will delete any duplicates and arrange them chronologically (e.g., up to 31 days for K197A in multiples of half-hour blocks can be entered in a month). When all data have been entered for a patient, press F2 to save, or ESC to discard the data. (Incidentally, use ESC while in any field to discard the data, and restart the data collection, or exit.) The question Are there other services? pertains to that patient. If there are other services for that month, or a different month answer Y. The name will be retained and the next service can be entered, or dates for a different month can be entered. If you have finished entering service information, for a particular patient, answer n, and the name field will clear in readiness for the next name. F3 will allow the user to Review Billings. REVIEW BILLINGS F3 while the index of patients' names is displayed, will display the service and claim information that has been saved. This screen is updated automatically as data is entered for each patient. The data can be discarded by pressing the DEL key. Claims that have been submitted for payment will display the Account Number. Claims that have not been previously compiled may be displayed and printed by pressing F6. (This "preview" summary will not include the account numbers which will be assigned by STAT when the submissible file is made.) When all Dates have been entered, press ESC to return to the Dates menu, and then Quit to return to the Main menu. Patients Dates OHIP Sundry Quit OHIP will produce the following menu: Submission Reconcile Journal Prior Quit Submission STAT will select the data for compilation into the submissible file, and print a summary. ■ Make sure that a formatted diskette is in the drive which was chosen at installation, and your printer has been turned on. The monitor will display the number of Claims and Records for inclusion in the appropriate boxes on the OHIP label. The file name will be displayed in the lower pane of the window. A summary which includes an Account Number, will then be displayed. The account number is composed of the month that the data was compiled for submission + the year + three digits num- bered sequentially from 1, (in the form of 001,...). In any month, the account numbers will continue sequentially through successive submissions. The summary can be printed by pressing ENTER. Reconciliation A sub-menu with 3 choices will allow the user to make a new reconciliation, or review an old report, or Q(uit) to the preceeding menu: A new reconciliation may be made by putting the OHIP diskette with the yellow label in the drive that was selected at installation, and close the door. Then press R(econcile) or while highlighting Reconcile press Enter. STAT will display the physician's name and the amount that has been paid. The remittance advice displayed will list the patients' names and account number in order. If the claim was paid in full, it will be marked PAID. If there is a difference, or an error notice, it will be noted. Any messages from OHIP will be printed on the bottom. The report can be printed by pressing the Enter key. You may press Esc to exit without printing. The report will be saved under the name shown in the lower right border of the main window. e.g., PG224089.001 on the diskette with the yellow label, would be saved as on your hard disk as JUL90.RPT, and can be reviewed and printed at a later time by choosing Old Report from the menu. Journal When a submission is made, the file name and date it was created is written in STAT.LOG. Each claim is assigned an account number and the patient's name and account number are written in STAT.LOG under the submissible file name. The log can be displayed by selecting Journal. When a reconciliation is made, the paid or flagged items will be taken out of the log file. When a submissible file has been completely reconciled, the file name is also taken out of the log, so that the log will contain only file names, and patients' accounts that have not been paid. ■ Check the journal entries after a reconciliation has been made, to make sure that OHIP has neither neglected to pay, nor not flagged an item. (Occassionally, one or more claims, may be taken "off line" or, OHIP's computer system may break down and a "batch" of claims may not be produced.) Prior ┌──────────────────────────────┐ │ Jan Feb Mar Apr maY jUn │ ├──────────────────────────────┤ │ juL auG Sep Oct Nov Dec │ └──────────────────────────────┘ The current month will be highlighted when you select Prior. You may chose the month you wish to review by using the capital letter in each month, or using the arrow keys to move to the month and pressing ENTER. A REVIEW BILLING screen will allow you to review the data that has previously been compiled. The arrow keys can be used to scroll through the data, and CTRL S can be used to re-compile the data. F6 will display all data that has been sent, (i.e., those claims with account numbers), and re-print the summary. Re-Submission: either re-submit the whole month by pressing CTRL-S, or 1 or more claims may be marked (or unmarked) for re-submission and re-printing by highlighting the name and pressing the Space Bar. A + will be displayed to the left of the name, and the number of Marked names will be displayed in the lower right corner of the lower pane. When all the names have been tagged, press CTRL-S. Only the tagged names will be re-submitted and displayed on the monitor. (By the way, make sure a diskette has been placed in the drive, and the printer has been turned on.) The previously assigned account number will be used, but the first letter will be replaced with R. Patients Dates OHIP Sundry Quit Sundry will produce a submenu: Referral Services Index Backup Quit Referral Referral will allow Adding, or Editing of the referring physician database. A name and 6 digit OHIP registration number may entered and edited or deleted as desired. Enter, ESC, F2, F4, F9 and F10 keys function in the same way as in Patient data collection. Services Service codes, descriptions and fees may be added and edited. Note that the description can be up to 15 characters long (e.g., Psychotherapy, or Hosp Consult'n, etc.). The Service codes must be entered as a letter followed by 3 numbers, followed by a final 'A'. (The program will automatically append the final 'A' if it is not added by the user. Type the fee in an unformatted fashion (e.g., 4920 for $49.20, or 11080 for $110.80). An example: Description : Psychotherapy Service Code : K197A Fee : 4920 Index Index will rebuild the database and indexes by purging deleted records from the database, and then rewriting the database and index. If you have made many deletions, rebuilding the indexes will ensure that the keys are accurate. Backup This will save, or update on a diskette, the files that have been edited since the last time the databases were saved. (Files are stamped with the date when they have been used. The dates are compared against the previously saved copy, and the program will copy only those files that have changed, and overwrite the older version on the backup diskette.) The files that are included in the list are: STAT.CFG, STAT.LOG, PATIENT, SERVFEE and REFDOC databases, as well as the current OHIP database. STATUTIL ■ a utility to change operating choices for STAT While in the STAT directory, at the dos prompt type: statutil (press ENTER) A menu will be displayed: Hardware Practice Maintenance Quit Hardware will produce a submenu: Colours Drive Quit Colours Try STAT with the default colours before changing them. 1. Start with Menu Choice, press Enter. Set the colours so that the word OHIP is white on red background, press Enter. 2. Next, highlight Field prompt, press Enter. Set the colours so that the word Patient Name is white on blue background, press Enter. 3. Finally, highlight Data field, press Enter. Set the colours so that word Joe Doe is black on white, press Enter. Then highlight Quit, press Enter. Drive The drive which will be used to send the submissible file to OHIP, to make the reconciliation and back-up the databases will be selected. (The user is presented with a vertical menu displaying Drive A and Drive B. The current default is highlighted.) Hardware Practice Maintenance Quit Practice will produce the following submenu: Defaults Location Payment type Specialty OHIP district Quit Defaults The program will allow you to specify certain defaults ■ Service, number of services, diagnosis and billing period. Billing period ■ If a Calendar month (C) billing period has been selected, the program will retain the "month" as a temporary default during a data session. For practitioners who enter data once a month, Mid-month to Mid-month (M), there is no practical advantage to retaining the month as default, so the default should be set to M. Locations The location menu will be displayed. If your practice is solely an office practice, select Office from the menu. (Remember, if this changes in future you may reconfigure using STATUTIL.) If patients are seen in an office and also in a hospital, select both. If the practitioner's office is located in a hospital, (choose One Hosp if the practitioner is located at one hospital and you will not bill for other locations), highlight the choice, then press ENTER. A data collection screen will be displayed. The first field will display OFFICE, and the cursor will be blinking in the second data field. Type the name of the hospital or an acronym that you will be using, and press ENTER. The cursor will be in the hospital number field. The four digit hospital number should be entered here. When all the hospitals and numbers have been entered, press F2 to save and exit. A small vertical menu will display the names that were typed. If it is correct press ENTER. This may be edited at a later date by using STATUTIL. Payment type Pay subscriber (Opted-Out), or pay practitioner, (Opted-In), must be selected by positioning the cursor so that the correct choice is highlighted, then press ENTER. The selection will be saved as it is made. Specialty A choice will be offered with two or more choices of relevant specialty codes ■ General 00, Psychiatry 19, etc. Make sure that you choose the appropriate code and press enter. OHIP district A vertical menu of district offices will be displayed. Use the arrow keys to move until the correct district office has been highlighted, then press ENTER. The selection will be saved as it is made. Hardware Practice Maintenance Quit Maintenance will produce the following submenu: Restore Codes Diagnoses Fees Journal Quit Restore Restore will allow the user to restore the compressed files which have been previously backed-up. (This is the counterpart to backup which is in the Sundry submenu.) Codes (*** Use cautiously ***) There are a variety of types of service codes (as noted in the dates section). The program will test a service code for the category to which it belongs ■ a consultation will require a referring physician; a timed service will rotate on the day field, etc. The user will be prompted for the first 4 characters of the service, and then a vertical menu will appear which will display the type of service. Select the type of service. The program will prompt for confirmation before saving. Diagnosis The diagnostic look-up table is alphabetized automatically. The same keys which are active in the Journal editor are active in this section. Remember to press F2 to save the additions or deletions. By the way, STAT.DX, the diagnostic look-up table, is a straight ASCII file. Any word processor which can produce ASCII text can be used, not just the editor which is part of STATUTIL. Make sure that the diagnostic description is not longer than 39 characters, and the number begins in the column aligned with the previous codes. Fees The Services and Fees database can be updated automatically when the fee revisions are available on diskette. Journal (*** Use cautiously ***) Occasionally, the user may need to delete entries from the log file. An individual item may be deleted using Del, or undeleted using Alt-U. A number of entries may be marked (or unmarked) using Space Bar. They can be deleted, using Del, or undeleted using Alt-U. The edited file may be saved by pressing F2, or unsaved, by pressing Alt-F2.