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MED_ICD9 MS-DOS DOWN LOAD & SEARCH UTILITY for The American Medical Association ICD-9-CM Code Table by MEDshare, Inc. 4100 West 15th, #103 Plano, Texas 75093 1-800-233-0560 Copyright (C) 1992, MEDshare, Inc. All Rights Reserved While the American Medical Association distributes (for a small fee) their ICD-9-CM codes in an ASCII format on either 3 1/2" or 5 1/4" floppy disks, it does not provide you with the computer software necessary to access this information. MEDshare, Inc. has developed 'MED_ICD9.EXE' ICD-9-CM search utility to allow all medical practitioners and medical billing professionals to use their MS-DOS micro computer to quickly locate desired ICD-9-CM codes. Using your computer to search for specific diagnostic codes will save you valuable time and at the same time reduce the need to keep those large ICD-9 code books within reach. This 'MED_ICD9' program can be used either on a single user computer or with multiple users on a network of connected micro computers. No other software is required to be purchased to make this utility function other than purchasing diskettes of the AMA ICD- 9-CM code (table). If you are a current user of the MED#1 - Medical Office Management System you will gain the ability to down load selected ICD-9-CM codes directly into the MED#1 ICD-9 table. Almost all software currently on the market must be fully paid for before you - the user - are given the ability to use or EVEN TEST a program to see how it covers your needs. Anyone who has purchased software will soon develop a small library of programs they had to purchase before they found out that the programs would not provide the needed functions. All software developed by MEDshare, Inc. is distributed on a 'TRY-BEFORE-YOU-BUY' concept that eliminates this excessive up front cost. With software from MEDshare, Inc. you know if it will cover your needs before you purchase it. With 'MED_ICD9.EXE' you have immediate - unrestricted access - to all of its features the minute you load it into your computer. You can load the entire AMA ICD-9-CM code table into it and utilize its searching functions immediately. ***************** BECAUSE MEDSHARE, INC. IS IN THE BUSINESS OF DEVELOPING SOFTWARE FOR A PROFIT YOU WILL BE PRESENTED WITH TWO (and after 90 days - three) PRODUCT INFORMATION SCREENS EACH TIME YOU LOAD THE PROGRAM. EACH OF THESE SCREENS WILL BE DISPLAYED FOR 15 SECONDS EACH. UPON RECEIVING YOUR PAID REGISTRATION YOU WILL RECEIVE A UNIQUE PASSWORD (REGISTRATION NUMBER) THAT WILL REMOVE THESE PROMOTIONAL SCREENS FROM YOUR VIEW. THIS IS THE ONLY INCENTIVE BUILT INTO THIS 'MED_ICD9' PROGRAM TO ENCOURAGE YOU TO REGISTER YOUR USAGE. KEEP IN MIND THOUGH THAT WITHOUT 'PROFIT' NO BUSINESS CAN STAY IN EXISTENCE AND OTHER PROGRAMS YOU MAY FIND USEFUL MAY NEVER BE DEVELOPED. IF YOU FIND 'MED_ICD9' TO BE BENEFICIAL TO YOU PLEASE SEND IN YOUR PAID REGISTRATION. ****************** INDEX System requirements........................... American Medical Association ICD-9-CM codes... How to register your use of 'MED_ICD9'........ CONFIG.SYS modifications: Single user systems...................... Network users............................ Sub-directory setup: Users not using MED#1.................... Current MED#1 users...................... Initial setup: Sample ICD-9-CM table.................... Removing sample ICD-9-CM table........... Search functions: Search by code........................... Search by description (key words)........ (N)ext function..................... Need for correct spelling........... Capture ICD-9 code and transfer to MED#1. Utilities: Rebuilding file index pointers........... Load AMA ICD-9-CM codes to disk.......... Delete ICD-9-CM codes from disk.......... Update personalization information....... Printing 'User Registration' form........ Entering your 'Unique Registration No.'.. SYSTEM REQUIREMENTS ******************* MS-DOS Version 3.3 (or greater) 640k of Memory * Hard disk with 5 Mega bytes of free space 1 Floppy disk drive (either 3 1/2" or 5 1/4") Monitor (either color or monochrome) Printer (any) * To load and test the MED_ICD9 program you will only need about 1 Mega bytes of disk space. To load the full AMA ICD-9-CM code table you will need an additional 3+ Mega bytes of disk space. AMERICAN MEDICAL ASSOCIATION ICD-9-CM CODES ******************************************* MEDshare, Inc. does not distribute, nor will ever distribute, copies of the AMA ICD-9-CM code tables. The sample table of about 100 ICD-9-CM codes distributed with the MED_ICD9 program is only provided to allow you to test the basic functions of the MED_ICD9 program. Before you can make productive use of the MED_ICD9 program you will need to purchase your copy of the AMA ICD-9-CM codes directly from the American Medical Association. You can order your copy of the ICD-9-CM on diskettes by writing to: AMERICAN MEDICAL ASSOCIATION 100 ENTERPRISE PLACE DOVER, DE 19901 1-800-621-8335 Be sure to request: Item # OP050891 - 91 ICD9 FLOPPY DISK (Note - The AMA does not distribute this information free of charge. If you are a member of the AMA you can expect to pay a fee of around $150.00. If you are not a member of the AMA your fee will be around $180.00.) The MED_ICD9 program has only been tested using this version of the AMA code table. Prior versions, or newer versions, may not work correctly with our program. If you have any problems with the table you have received from the AMA please give us a call. A newer version of MED_ICD9 may be available and may be required to be used. HOW TO REGISTER YOUR USE OF 'MED_ICD9' ************************************** IT'S SIMPLE! 1. Bring up the 'MED_ICD9' program. 2. Pull up the 'Utilities' Sub-Menu. 3. Verify and update your personalization information. 4. Print out your 'User Registration' form. 5. Complete any missing information. (Be sure to indicate the size of disk you are currently using: 5 1/4" or 3 1/2".) 6. Send in your 'User Registration' form along with the required registration fee ( $100.00 single user, $200.00 network) to: MEDshare, Inc. 4100 West 15th, #103 Plano, Texas 75093 6. Upon receipt of your paid registration, MEDshare, Inc. will release to you a unique user registration number that you can enter into your system. The entry of this unique registration number will: A) clear all 'Un-registered' messages from the sign on screen, and B) remove the product promotion display screen. 7. If any new changes have been made to the MED_ICD9 program, you will also receive a new copy of the updated program. (Note - If you are in a hurry to receive your registration number you can request that you be telephoned upon receipt of your paid registration.) CONFIG.SYS Modifications ************************ SINGLE USER SYSTEMS: If you are a current user of MED#1 your current system configuration will handle all requirements by MED_ICD9. If you are not a current MED#1 user you should review your current CONFIG.SYS values and ensure that you have at least 'FILES=20' and 'BUFFERS=9'. Any values greater than these are sufficient to allow MED_ICD9 to operate correctly. NETWORK USER SYSTEMS: MED_ICD9 will require the use of up to five file handles. Ensure that your CONFIG.SYS file has a 'FILES=n' value large enough to handle the total number of files equal to the sum of the largest application(s) available to each user. MED_ICD9 network user requirement should work well with this calculated value. (Note: Sometimes you may encounter a 'sharing' violation when trying to use MED_ICD9 on a network. In almost all of these situations you can correct this by setting the ATTRIBUTE of the MED_ICD9.EXE module to 'READ ONLY'. Read the DOS 'ATTRIB' command instructions on how to do this.) PEER TO PEER NETWORK USERS: After you have loaded all of the distribution files onto your hard disk you will need to create a small file named 'PCNETLIB.LOK' used by your network to track file status. The 'MAKELOK.COM' program will create this file for you. To execute the 'MAKELOK.COM' program just enter: C>MAKELOK <enter> This 'PCNETLIB.LOK' file must reside in the same sub-directory as your 'MED_ICD9' data files. INITIAL SETUP ************* 1. If you are a current user of MED#1 install MED_ICD9.EXE into the same sub-directory that you have installed the MED1.EXE module in. If you are not a current user of MED#1 you should create a sub- directory to contain the MED_ICD9.EXE and all distribution and data files. To do this enter the following command: MD\MED1 <enter> (this will create a sub-directory named 'MED1'.) 2. Make the MED1 sub-directory your current default sub-directory you are operating from by entering: CD\MED1 <enter> 3. Load the MED_ICD9 distribution disk into your computers 'A' drive and copy its contents into the current default sub- directory. COPY A:*.* <enter> Upon completion of this copy, remove the MED_ICD9 distribution disk from the 'A' drive and place in a safe place. 4. All data files needed by MED_ICD9 are created the first time you load the program. To load the MED_ICD9 program just enter: MED_ICD9 <enter> If you are not a current MED#1 user, you will be requested first to enter in your personalization information. This information is required before you can continue. The information requested will consist of your name and address and the disk drive reference your data files will reside on. If you are a current MED#1 user, the information contained in your MED#1 personalization record will be used to personalize your copy of the MED_ICD9 program and will use the same disk drive that MED#1 uses for its data files. (Note - The total space required on your hard disk for a full set of ICD-9-CM codes and related index files will be about 4 mega-bytes. Be sure you have sufficient free disk space before loading the full set of ICD-9- CM codes.) After your data files have been built you will be asked if you are installing MED_ICD9 for either 'SINGLE USER' or 'NETWORK' use. Select the correct configuration and press the 'ENTER' key. (Note: When you initially build your MED_ICD9 data files you will also be loading a limited sample of the AMA ICD-9-CM codes - about 100 codes. Before you attempt to load the full set of AMA ICD-9-CM codes you will need to delete this sample set of codes otherwise you will have these codes duplicated. This is done through the use of the 'UTILITY - DELETE ICD-9 CODES'.) ** YOU CAN NOW TEST YOUR 'MED_ICD9' PROGRAM SEARCH FEATURES. ** SEARCH FUNCTIONS **************** SEARCH BY CODE: Searching by CODE is the simplest of all searches. With this search function you can immediately display all ICD-9 codes starting with a given value. To locate codes in the '100' code range just enter the value '100'. The first code equal to - or greater than - the entered search value will be located and displayed to you. Keep in mind that if you are looking for a code value of '10' you will need to insert a '0' in front of this value to make it '010'. All of the ICD-9-CM codes are loaded in a code format of three leading digits, a decimal point separator, and up to a two digit trailing number. SEARCH BY DESCRIPTION: The true power of MED_ICD9 search and display feature is when you need to locate ICD-9-CM codes and you only know certain key words to look for. You can enter in up to three key words (or portions of key words) to search for. You do not need to enter full key words BUT YOU MUST SPELL CORRECTLY THE PORTIONS OF THE KEY WORDS YOU ARE SEARCHING FOR. INCORRECTLY SPELLED WORDS CANNOT BE LOCATED! Each ICD-9-CM code on file can have up to 250 characters of descriptive text. When you use KEY WORDS as your search arguments the MED_ICD9 program will look for elements of text that will match. Sequence of KEY WORD entry is not important as only one key element is looked for at a time. Once one key element is located then the MED_ICD9 program checks for the existence of the remaining search elements within the total text for the located ICD-9 code. If no match is found then the search continues for the next ICD-9-CM code that has a match for the KEY WORDS you are looking for. ONLY THOSE ICD-9-CM CODES THAT HAVE TEXT THAT EXACTLY MATCH THE KEY WORDS OF YOUR SEARCH ARGUMENT WILL BE LOCATED AND DISPLAYED TO YOU. NEXT search: The 'NEXT' search function is only available to you when you SEARCH BY KEY WORD. With the 'NEXT' search function the MED_ICD9 program will continue the search starting with the LAST successful search ICD-9 code. If you have used the arrow keys to scroll up and down the display of ICD-9 codes you could be past the ICD-9 code that will be located by the 'NEXT' search function. THE 'NEXT' SEARCH FUNCTION STARTS ITS SEARCH FROM THE ICD-9 CODE LOCATED IN THE LAST SUCCESSFUL SEARCH. CORRECT SPELLING: When you enter key words to search on you MUST correctly spell that element of the key words you use in your search argument. INCORRECT SPELLING CANNOT BE USED TO LOCATE ICD-9 CODES IN SEARCHING TEXT. You do not need to start with first characters in each key word to search for. You only need to enter correctly spelled portions of the key words you are searching for. CORRECT SPELLING IS A MUST. CAPTURE AND TRANSFER: If you are not a current user of MED#1 you will not be displayed this feature. If you are a current user of MED#1 you have the ability to capture the located ICD-9-CM code and transfer a copy of it directly into your MED#1 ICD-9 (diagnostic) code table. The descriptive text of each ICD-9-CM code in the MED_ICD9 data file can be up to 250 characters. The maximum size of the descriptive text you can transfer to the MED#1 ICD-9 code table is 32 characters. Due to this difference in descriptive text size you have the ability to modify the text description being passed to MED#1. If you capture and transfer an ICD-9-CM code that you already have in your MED#1 ICD-9 code table - YOU WILL NOT DUPLICATE THAT CODE BUT YOU WILL MODIFY ITS DESCRIPTIVE TEXT TO THAT OF THE TEXT YOU ARE TRANSFERRING. With this 'CAPTURE AND TRANSFER' capability you can easily build and/or maintain your MED#1 ICD-9 code table. UTILITY - RE-INDEX ICD-9-CM DATA FILE ************************************* It is possible that over time your ICD-9-CM data file index's (pointer files that maintain your data file in code sequence) can become corrupted. This does not mean your data files are in error, it just means that the MED_ICD9 program will have difficulty in locating specific ICD-9 codes. Use this 'RE-INDEX' utility to regenerate your ICD-9-CM file pointers. UTILITY - LOAD AMA ICD-9-CM CODES TO DISK ***************************************** The master ICD-9-CM code set that you will receive from the AMA will consist of four ASCII data files. These data files are in a special text format that can be read by almost all text editors and by specific programs designed to process this data. Due to the variable length of each ICD-9-CM code descriptive text element (maximum of 250 characters of text per code), the ASCII files distributed by the AMA can contain from one to four lines of ASCII text. Before you can utilize the MED_ICD9 search features, you must first load these ASCII files onto the hard disk in a format the program can use. This is done through the use of this utility. When you receive your AMA ICD-9-CM code files they will be on from one to four floppy disks and each disk will contain at least one block of ICD-9-CM codes and text, and up to four blocks of codes and text. Each ASCII code block will have a file type of 'ASC'. Only those files that have a file type of 'ASC' will be looked at by the MED_ICD9 'LOAD' utility. When you are asked to enter the disk drive reference you are loading these ASCII code blocks from the MED_ICD9 program will display the names of the 'ASC' type files found on that disk. You then are presented with the name of the first file displayed and asked if you wish to load that file onto your hard disk. If you have more than one file name listed you can change the name of the file to be loaded to any of the other displayed names. The file having the name that you wish to process will then be accessed by the MED_ICD9 program and loaded onto your hard disk in a format that the MED_ICD9 program can read and search. This cycle will be repeated until you have loaded all distributed ASCII code files onto your hard disk. TAKE CARE NOT TO DUPLICATE YOUR LOAD FILE NAME REQUEST AS THIS WILL RESULT IN DUPLICATE SETS OF ICD-9-CM CODES BEING PLACED INTO YOUR MED_ICD9 DATA FILE. (Note: When the MED_ICD9 program data files were first initialized a sample set of ICD-9-CM codes were loaded into the newly created MED_ICD9 data file. There are only about 100 sample codes in this set but unless you delete these codes before you load your AMA ICD-9-CM ASCII code files, you will end up with a duplicate set of these 100 codes in your search file. PLEASE BE SURE TO DELETE ALL CODES IN YOUR MED_ICD9 DATA FILE BEFORE YOU LOAD YOUR FULL AMA ICD-9-CM CODE SET.) UTILITY - DELETE ICD-9-CM CODES FROM DISK ***************************************** If for some reason you must remove and/or replace a section of your AMA ICD-9-CM master code set from your hard disk search data file you will need to use this utility. There are three basic functions provided by this utility: 1) remove all entries in your ICD-9-CM search data file. This utility will return to you a blank ICD-9-CM search data file. (Note - When you first initialized your MED_ICD9 program data files a sample set of 100 ICD-9-CM codes were setup for you in your ICD-9-CM search data file. You must delete these codes before you load your full set of AMA ICD-9-CM codes. Failure to remove these sample codes will result in duplicates of these codes in your search data file.) 2) remove a selected block of codes from your ICD-9-CM search data file (these defined blocks of ICD-9-CM codes are grouped identically to the range of codes distributed in each of the AMA ICD-9-CM 'ASC' text file code blocks). If you have a damaged set of distribution disks from the AMA, or for some reason you wish to reload a section of your MED_ICD9 search data file, use one of these specific file deletion routines. You will then be able to reload from the AMA ICD-9-CM master distribution disk(s) those specific codes by selecting the correct 'ASC' distribution file. 3) reorganize your ICD-9-CM search data base into the primary order of CODE. All new ICD-9-CM codes are physically loaded at the end of the current MED_ICD9 search data file. If you load the AMA ICD-9-CM distribution files out of order, or delete a set of ICD-9-CM codes from your search data file and reload them, you should reorganize your ICD-9-CM file back into CODE order. This will require about 2 Mega-bytes of disk space. The resulting ICD-9-CM search data file will be in CODE order which will make your KEY WORD search start with the lowest code on file and progressively advance through to the end of the file. UTILITY - UPDATE PERSONALIZATION INFORMATION ******************************************** Before you register your use of the MED_ICD9 program you should be sure that your personalization information is correct. This personalization consists of your name and address and your use of the system as either a 'SINGLE USER' or 'NETWORK USER'. If you are a current user of MED#1 you will not be able to change your personalization name and address because the name and address you are using for MED#1 will be used. Keep in mind that your unique registration number (password) will be derived from your name and postal zip code. Any change made later to your name or postal zip code will make your unique registration number invalid. PLEASE VERIFY THE ACCURACY OF YOUR NAME AND ADDRESS! UTILITY - PRINT USER REGISTRATION FORM ************************************** To register your usage of the MED_ICD9 program you will need to submit your registration form along with the proper registration fee. Your registration fee is set depending upon your registration of either a 'SINGLE USER' or 'NETWORK USER' usage of the MED_ICD9 program. Each usage type will result is a specific unique registration number for you to enter into the MED_ICD9 program. Each registration number is unique. You cannot use a 'SINGLE USER' registration number to register as a 'NETWORK USER'. PLEASE VERIFY THE ACCURACY OF YOUR NAME AND ADDRESS AS ANY CHANGE LATER TO THIS INFORMATION WILL MAKE YOUR REGISTRATION NUMBER INVALID! After you have printed out your 'USER' registration form be sure to complete any missing information. Be sure to indicate the size of disk you are using on your computer system ( 5 1/4" or 3 1/2"). Also if you need a copy of the MED_ICD9 program for use on a NOVELL 2.XX or greater network system, be sure to indicate you require a 'NOVELL' specific program version - NOVELL requires special file handling features. (NOVELL LITE - This version of NOVELL does not require any special file handling features and therefore does not require - AND YOU SHOULD NOT ASK FOR - a NOVELL specific version of MED_ICD9.) Submit a signed copy of your 'USER REGISTRATION' form to MEDshare, Inc. - along with a check for the proper user registration fee. Upon receipt of both your 'USER REGISTRATION' form and registration fee MEDshare, INC. will release to you your unique registration number and if necessary a more current copy of the MED_ICD9 search program. THIS NUMBER IS UNIQUE TO YOU AND YOU ALONE. ANY CHANGE IN YOUR NAME OR POSTAL ZIP CODES WILL MAKE YOUR REGISTRATION NUMBER INVALID. PLEASE REVIEW THE ACCURACY OF YOU NAME AND ADDRESS BEFORE SUBMITTING YOUR REGISTRATION FORM. UTILITY - ENTER USER REGISTRATION NUMBER **************************************** With this utility you can enter your unique 'USER REGISTRATION NUMBER' into the MED_ICD9 program. Once you enter your number you will then exit from the MED_ICD9 program and be asked to reload it into memory. YOUR 'USER REGISTRATION NUMBER' IS ONLY VALIDATED AT THE TIME YOU LOAD THE 'MED_ICD9' PROGRAM INTO MEMORY. If you have not entered a valid 'USER REGISTRATION NUMBER' or have changed your name or address, your user unique registration number will be invalid. Once you have entered a VALID 'USER REGISTRATION NUMBER' you will immediately notice two items of change: 1. Your 'MED_ICD9' sign-on screen will no longer say 'UN- REGISTERED' anywhere on it. 2. The MEDshare, Inc. product information display screens that appeared for fifteen seconds each will no longer display. YOU WILL HAVE IMMEDIATE ACCESS TO THE ICD-9-CM SEARCH FUNCTIONS. VALUE OF BECOMING A REGISTERED USER ************************************ Registered users of 'MED_ICD9' will also receive notification of new releases of the 'MED_ICD9' program and other programs as they become available. New releases of the AMA ICD-9-CM code table may not be the same format as that currently supported by the MED_ICD9 program. Registered users will have the right to purchase updates at a reduced price (normally 50% or less) of a new registration. In the near future MEDshare, Inc. should also have a search module for CPT codes. HELP SPREAD THE WORD ******************** The 'MED_ICD9' program is distributed in a form that allows all potential users to 'TRY BEFORE YOU BUY'. If you find the 'MED_ICD9' program to be of value to you and you feel that others you know could possible make use of its features - FEEL FREE TO GIVE THEM COPIES OF THE MED_ICD9 PROGRAM DISK. KEEP IN MIND THAT YOUR REGISTRATION NUMBER IS UNIQUE TO YOU AND WILL NOT WORK FOR ANYONE ELSE. MEDshare, Inc. strongly believes in the value of 'WORD OF MOUTH' advertising. Our entire product line of medical programs are distributed on a 'TRY BEFORE YOU BUY' concept. ALL USERS, AND POTENTIAL USERS, OF OUR PROGRAMS ARE ENCOURAGED TO GIVE COPIES OF OUR PRODUCTS TO ANYONE THEY FEEL COULD BENEFIT FROM THEIR USE. OUR BUILT IN USER REGISTRATION CONCEPT THAT MAKES EACH USER REGISTRATION UNIQUE ALLOWS THIS TYPE OF DISTRIBUTION. Also, as long as our primary source of new users comes from 'WORD OF MOUTH' advertising our product pricing will be kept low. The cost of advertising is one of the major reasons most medical software packages cost so much. PASS ON COPIES OF ALL 'MEDshare, Inc.' PRODUCTS TO ANYONE YOU FEEL WILL BENEFIT FROM THEIR USE.