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MANUAL.PT1
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1992-01-06
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INTRODUCTION
MED#1 - Medical Office Management system for micro
computers will increase efficiency in the daily
administration of the business side of your medical
practice. MED#1 has been designed with special features
unavailable in other medical systems and is very 'user
friendly'. We're confident you will find MED#1 one of
the easiest systems to use, especially if you are already
acquainted with computer operations. But, even if you
aren't, MED#1 will take you through operations with
simple one-key functions that follow the logical
progression of your normal routine.
With an awareness of the spiraling costs of office
administration, MEDshare, Inc. has developed its
marketing concept to deliver the best possible product at
a price far below existing medical systems.
MED#1 WILL OPERATE ON MOST POPULAR MICRO COMPUTERS,
ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE
FOR HARDWARE SUPPORT.
MED#1 IS SO EASY TO USE YOU DON'T HAVE TO SPEND
THOUSANDS OF DOLLARS TO TRAIN OFFICE PERSONNEL.
And of course the best advantage of MED#1 is this
opportunity to fully test the system before you make your
purchase decision - 'TRY-BEFORE-YOU-BUY'. While you are
limited to 100 patients in the un-registered version,
that is the only limitation. You can take those 100
patients through every function of recording, posting
transactions and billing, allowing you to test to the
full extent of the system. Upon registration you receive
a unique registration number that will unlock you from
this 100 patient limit. THE SYSTEM YOU ARE TESTING IS THE
ACTUAL SYSTEM YOU WILL BE USING. (You will receive a
copy of the newest version of MED#1 available along with
your registration.)
No other software company gives you this kind of
opportunity, and we encourage you to copy your un-
registered disk and share it with a colleague who might
be interested.
No special forms are required for printing. All
reports will be printed on 8 1/2" by 11" standard stock
paper. Custom statement forms, the standard insurance
HCFA-1500 (AMA-1984 and AMA-1990) forms, and various
state insurance forms are supported and available through
MEDshare, Inc., but the system will print without them.
Copies of the standard forms are available will be sent
to you upon request. You will need to contact your local
supplier for all state required insurance forms.
Page 1
Now, more than ever, computerization is a part of
every medical practice. It's faster, more accurate and
opens you up to the opportunities of future technical
advances. MEDshare, Inc. is committed to making that a
reality, especially for the single doctor practice where
cost factors and limited personnel made it impractical in
the past. We are also committed to a 'stand by you'
philosophy of business, offering a sales and phone
support team to provide assistance as needed. MEDshare,
Inc. will keep you updated on advancements that will
enhance or improve your existing system.
Page 2
FEATURES
Speed and efficiency are the most important
qualities of any medical office management system, and
the features of MED#1 were designed to provide time
saving factors. The following list describes some of
those features as well as providing other helpful
information.
----------------------------------
1. Information is only entered one time. This information
is stored in a manner that makes it available to all
functions that need this information.
2. If you're updating a file and change your mind or
make a mistake, pressing <ESC> will cancel the new
information and leave the previous record intact.
3. Use of the 'F1' hot key on all input fields during
operation will provide a pop-up help screen.
4. The 'F2' hot key allows you to do patient
search/select while the cursor is in the patient account
number field. This 'F2' hot key also allows for
insurance company search/select while the cursor is in
the insurance company ID field.
5. The 'F3' hot key allows you to (A)dd a new insurance
company at the time of transaction, and patient
maintenance, when the cursor is in the insurance company
ID field.
6. Your disk capacity is your only true file size limit.
Up to 99,999 accounts can be set up with MED#1.
7. Each account can have up to 100 patients, with
automatic patient numbering, within that account. Each
patient can have his own doctor assigned.
8. Rates can fluctuate within the accounting functions
allowing you to accommodate variances without altering
your tables.
9. Statements, letters, and insurance forms can be batch
printed or selectively printed.
10. Patients can have unlimited notes and history with a
patient profile recap printed at any time.
11. Up to 100 doctors can be set up. These can be both
doctors within your practice and referring doctors.
12. Up to 99 standard recall letter formats can be setup
and attached to specific charge codes.
Page 3
13. Recall letters can be scheduled during patient
transaction posting, and each request can be maintained
individually. A special recall feature allows you to
produce listings, labels, and letters for patients based
upon various select parameters such as age, sex, date
last seen, and other information in the patient master
record.
14. Up to 99 (00-98) unique charge code (CPT) tables can
be set up. Tables can be copied to create a new table.
There is no limit on the number of codes per table. Each
table is complete with codes for charges, adjustments,
and receipts.
15. A separate table for ICD-9 codes (table 99).
16. Each charge (CPT) code can be flagged for history,
recall, or insurance.
17. You can search both CPT and ICD-9 tables by either
code or alpha description sequence starting with a
specific value. This search ability is available while
within the transaction posting cycle and the table
maintenance function.
18. You can associate up to four ICD-9 codes to the CPT
codes being posted for a given patient posting cycle.
19. During individual transaction posting changes can be
made to charge tables, doctors can be re-assigned and
charge rates can be changed.
20. Daily charge and adjustments recap reports can be
listed in four formats:
by: Patient
by: Charge code and patient
by: Charge table, charge code and patient.
by: Invoice number
by: Doctor, code, and patient
21. Daily receipts recap report can be listed in three
formats:
by: Patient
by: Charge code and patient
by: Charge table, charge code and patient.
by: Doctor, code, and patient
22. Monthly Summary of all postings can be ran any time
and will recap by each day of the month total charges,
adjustments, and receipts.
23. Aged Accounts receivable can be run by account number
or account last name. When you setup you system you
identify how you wish to process your receivables - by
Account or by Patient (Patient is the default and
perferred method). When you print your receivables you
Page 4
also have the option of not printing zero balance
accounts.
24. Statements can run for any given period and can
contain a printed message. When you print statements you
have the option of printing zero balance accounts, credit
balances accounts, and/or debit balance accounts over a
given minimum balance.
25. You have the option to maintain your accounts
receivables in either of two modes (transactions by date
or transactions by invoice and date). You select this
mode of processing at the time you setup your system.
This can be changed anytime through use of the MED#1
utilities.
Modes:
A) Transaction date: all transactions are maintained
in date order for each account and each patient. Aging is
by transaction date with all receipts being applied to
the oldest open balance. Statements will list a prior
statement ending balance and only those transactions with
dates greater than the last statement date and less than
or equal to the current statement date.
B) Invoice number: (default mode) all transactions
are maintained in invoice number order for each account
and each patient. Aging is by transaction date within
each invoice number block of transactions. Receipts are
posted only to specific invoice's. Statements do not list
a prior statement ending balance but list all
transactions for all invoice's within the selection
limits. IF YOU ACCEPT INSURANCE ASSIGNMENTS THIS IS THE
AGING OPTION YOU SHOULD BE USING.
Page 5
Aging by Invoice No. vs. Aging by transaction date.
MED#1 has been designed to maintain, and process, your
accounts receivables in either of two primary modes: A)
by transaction date, and B) by invoice number. While
your transaction information is the same, and there is no
difference in your posting cycle, your choice of
processing mode is critical to how you will be able to
maintain your accounts receivables.
You can switch between aging modes of operation anytime,
using your system utilities, without any loss of data.
You do this by calling up your UTILITIES - APPLICATION
SUPPORT and UPDATING YOUR PRACTICE INFORMATION. (Be sure
to make a backup of your data files before switching
modes as you will be deleting and rebuilding the index
files for your posted transactions.) The time it takes to
re-index your transaction data file will depend upon the
number of transactions posted and the speed of your
computer. You will see a major difference in the aging
of your receivables and the printing of statements even
though the balances will be the same.
Aging by Invoice No.: (DEFAULT MODE)
This mode of operation will require you to take more time
in the posting of receipts and adjustments. Each invoice
numbered group of transactions per patient must have
receipt and adjustment amounts posted in relation to the
charges posted for each specific invoice. While this
mode of operation requires more of your attention it is
the only effective way to track insurance assignments.
IF YOU DO ANY ACCEPTANCE OF INSURANCE ASSIGNMENT YOU
SHOULD USE THIS MODE OF OPERATION.
When you use this mode of operation:
1) all transactions are maintained in sequence for each
patient by invoice number and date of transaction. When
you do a ledger display (or print) you will see all
transactions listed in this manner.
2) The invoice number (with optional transaction date
range) is used when you request the printing of a Super
Bill.
3) Aged receivables reflect the open aged balances of
open invoices (invoices not having a zero balance).
Receipts and adjustments must be applied to specific
invoice's if your aged receivables are to be listed
accurately.
4) Statements DO NOT list the ending balance from the
last statement. Statements list ALL OPEN INVOICES on file
for that patient account.
Aging by transaction date:
This mode of operation is the easiest to use BUT SHOULD
ONLY BE USED IF YOU DO NOT ACCEPT INSURANCE ASSIGNMENT'S.
When you are in this mode the invoice number is generated
Page 6
but not used to control transaction sequence. Receipts
and negative adjustments are posted to the oldest open
balance for the patient or account. (If you are using
this mode of operation, but plan to switch to the invoice
mode, please take care in the posting of receipts and
adjustments and be sure to reference the invoice number
of the charges being offset.
When you use this mode of operation:
1) You can request a Super Bill by either invoice number
and/or transaction date range.
2) Ledger display's and listings will list transactions
in transaction date sequence.
3) Aged receivables have all receipts and negative
adjustments posted to the oldest balance.
4) Statements will list the ending balance of the prior
(or last) statement cycle as a Balance Forward. Only
those transactions having dates greater than the last
statement date and less than or equal to the current
statement date will be listed.
Page 7
SYSTEM REQUIREMENTS:
MS-DOS 3.3 (or greater)
(DOS 5.0 is preferred)
640 K memory
(1) Floppy disk (to load program with)
(1) Hard disk (for program and data files)
Monochrome or Color Monitor
Printer (any dot matrix or laser printer)
NO SPECIAL FORMS ARE REQUIRED. ALL REPORTS CAN
BE PRINTED ON 8 1/2" X 11" STANDARD STOCK PAPER.
(Note: MED#1 - Version 1.07 is certified as both a single
user and multi-user system. In single user mode the
multi-user logic is not used. When you request multi-
user you must know the type of multi-user system you
computer will support. Unless you specifically requested
the NOVELL version of MED#1 - 1.07 you will be sent the
NET BIOS version. While NOVELL can be optioned to support
the NET BIOS version those network systems that require
NET BIOS will not support NOVELL.)
Files contained on your distribution disks:
-------------------------------------------
README.1ST = Basic instructions and new information
INSTMED.BAT = Routine to decompress your distribution
program files.
INSTMED1.EXE = The compressed MED1.EXE module.
INSTMED2.EXE = The compressed MED10001.OVL module.
INSTMED3.EXE = The compressed MED_UPDT.EXE module. This
module will update your current 1.03,
1.04, 1.05, or 1.06 MED#1 program files
to 1.07 format.
INSTMED4.EXE = The compressed MED1 user manual files
MANUAL.BAT = control string to print the
MED#1 user manual (all four parts).
MANUAL.SW1 = User manual (1 of 4)
MANUAL.SW2 = User manual (2 of 4)
MANUAL.SW3 = User manual (3 of 4)
MANUAL.SW4 = User manual (4 of 4)
(After you have copied all of the distribution files to
your hard disk execute the INSTMED.BAT routine by
entering:
INSTMED <enter>
This will decompress all distribution files and then
delete the distribution files returning that space to
your system for use.
Page 8
SYSTEM INSTALLATION
On your primary distribution disk you will find a
'README.1ST' text file. This file will be kept current
with any new information that is not in your MED#1
printed user manual. You should print and read this file
before attempting any installation of the distribution
disk(s).
This file can be printed by following these steps:
1) Insert distribution disk #1 into drive 'A'.
2) Turn on your printer.
3) Enter:
C>COPY A:README.1ST PRN <return>
Read this information before going any further.
Steps to follow for primary system installation:
-------------------------------------------------------
1. Make a backup of the MED#1 distribution disks and
store the originals in a save place. Use the newly
created backup disks for all following installation
instructions.
2. Check to insure that you have a 'CONFIG.SYS' file in
your root directory with the following MINIMUM values:
SINGLE USER:
FILES = 50 (or greater)
BUFFERS = 9
MULTI-USER NOVELL or NET BIOS:
FILES = 100 (or greater)
BUFFERS = 9 (or greater)
If you do not have a 'CONFIG.SYS' file, or it does not
contain these minimum values, consult your DOS manual on
how to create/modify your 'CONFIG.SYS' file.
(Note - MED#1 will not operate properly, and may crash,
if your 'CONFIG.SYS' file does not exist with these
values. If you needed to create, or modify, your
'CONFIG.SYS' file be sure that you reboot your system
before you continue. Your system only reads the values
contained in your 'CONFIG.SYS' file at initial system
boot.)
3. Other 'System Configuration' considerations:
Page 9
NOVELL installations:
A. (Version 3.11 and earlier releases) no special
instructions are required other than normal NOVELL setup
requirements. If you are using the 'NET BIOS' multi-user
version of MED#1 be sure to follow the NOVELL
instructions for setting NOVELL to use 'NET BIOS' file
handling routines.
B. NOVELL LITE = This new 'PEER TO PEER' version of
NOVELL should use the 'NET BIOS' multi-user of MED#1
1.07. Currently testing using NOVELL LITE has not been
to successful. Before using NOVELL LITE please make a
call to MEDshare for any information on how to install
MED#1 1.07 with NOVELL LITE.
NET BIOS installations:
This is the most common type of installation that
operates over a standard DOS operating system. LANTASTIC
is one such system. While each such system have their
own unique setup requirements the following requirements
should be also followed:
A. In the AUTOEXEC.BAT or LOGIN script of each station,
create the following environment variables:
SET STANUM=nn
SET STAMAX=mm
Where nn is a unique station number from 1 to 255, and mm
is the total number of stations on the network.
B. Create a file 'PCNETLIB.LOK' in the same SHARED
directory that most of your data files reside in. You
can create this file by running the program 'MAKELOK.COM'
included on your distribution disk in compressed format
along with the MED1.EXE' program file.
C. All stations must point to the same copy of
'PCNETLIB.LOK. (MED#1 assumes that it resides in the
current sub-directory along with all other data files.)
4. From your root directory create a sub-directory that
will contain your MED#1 program and data files. The
following DOS command will create a sub-directory called
"MED1".
C>MD\MED1 <return>
5. Once you have created the sub-directory, select the
new sub-directory by entering:
C>CD\MED1 <return>
Page 10
6. Insert MED#1 distribution disk #1 into drive A. Copy
the contents of drive A into the newly created MED1 sub-
directory by entering the following DOS command:
C>COPY A:*.* <return>
Remove disk from drive A upon completion. Repeat this
process for disk #2 (if provided).
7. Decompress your distribution files by entering:
C>INSTMED <return>
8. Print your user manual and read before going any
further.
a: turn on your printer
b: enter C>MANUAL <return>
------------------------------------------
Steps to follow for installation of upgrades and new
versions:
---------------------------------------------------------
1. Make a backup of the MED#1 distribution disks and
store the originals in a save place. Use the newly
created backup disks for all following installation
instructions.
2. Backup your current data files. It is possible that
new versions of MED#1 will require modification of
your current data files. This file modification (if
needed) will be performed for you upon your initial
loading of the new MED#1 program. To provide you a
safe point of recovery in case of any unexpected
problems you should always make a backup of your
current data files prior executing any new version of
MED#1.
3. Select your MED#1 sub-directory by entering:
C>CD\MED1 <return>
4. Insert MED#1 distribution disk #1 into drive 'A'. Copy
the contents of drive 'A' into the newly created MED1
sub-directory by entering the following DOS command:
C>COPY A:*.* <return>
Remove disk from drive 'A' upon completion.
Repeat this process for disk #2 (if provided).
5. Decompress your distribution files by entering:
Page 11
C>INSTMED <return>
(Answer 'Y' to all messages requesting to replace
existing module.)
6. If you load MED#1 you will be displayed a message
requesting that you run the MED_UPDT.EXE program. This
program will update your current MED#1 system to the new
MED#1 requirements.
7. Run the 'MED_UPDT.EXE' program to update your current
MED#1 system to the new system requirements.
C>MED_UPDT <return>
Upon execution of MED_UPDT any files needing to be
modified will automatically be upgraded and all new files
will be created. (This program will only need to be ran
once. Nothing will happen if you try to run it again.)
------------------------
ALL COPIES OF MED#1 WILL INITIALLY LOAD AS 'UN-
REGISTERED' HAVING A 100 PATIENT LIMIT. THIS PATIENT
LIMIT WILL BE REMOVED UPON THE ENTRY OF A VALID 'USER
REGISTRATION NUMBER' INTO YOUR PRACTICE DATA. THIS 'USER
REGISTRATION NUMBER' IS UNIQUE TO EACH USER AND IS
PROVIDED TO THE USER UPON RECEIPT OF A FULLY PAID AND
PROPERLY FILLED OUT REGISTRATION FORM. WHEN YOU SEND IN
THIS FORM CHECK TO INSURE THAT YOUR PRACTICE NAME IS
ENTERED EXACTLY AS YOU WISH IT TO BE - ANY CHANGES IN
ENTERING YOUR PRACTICE NAME WILL INVALIDATE YOUR UNIQUE
REGISTRATION NUMBER.
-----------------------
Page 12
SYSTEM INITIALIZATION
MED#1 initialization is an automatic process
performed at the time of initial loading of MED#1
program. (If you have been testing a prior release of
MED#1 and are attempting to use the data files built by
this earlier release, you will be requested to run
program 'MED_UPDT.EXE' before you can use your new
system. This program is supplied to all REGISTERED users
and will perform all file conversions for you.) This
initialization process will create your data files and
your personalization file.:
MEDMVBLS.MEM
This file contains your practice personalization
information as well as other information needed by MED#1.
(Note: If you have installed MED#1 on another system and
then copied your installed base to another computer you
should delete this 'MEDMVBLS.MEM' file as it points to
the disk drive your data files are expected to reside on.
If you are displayed an error message ending with a '2'
in brackets your are trying to access your files on a
disk that does not contain them.)
The following files will be created during system
initialization:
1. PATIENT.DBF = Account/patient master file
2. PATCASE.DBF = Detail patient case information
3. COMMENT.DBF = Account/patient notes file
4. HISTORY.DBF = Account/patient history file
5. RECALL.DBF = Patient recall note file.
6. INSCO.DBF = Insurance company master file
7. DOCTOR.DBF = Doctor master file
8. CHGTABLE.DBF = Charge table (s) master file
9. LETTER.DBF = Recall letter master file
LETTER.DBT = Recall letter formats
10. TRAN.DBF = Transaction posting data file
These 'data base files' (DBF's and DBT) receive and
store information that will be accessed during the
functions of the MED#1 system. These are the only files
you really need to backup in order to restore your system
from any major fault that corrupts your current database,
or makes it inaccessible for use.
__________________
(Note: The file 'MEDMVBLS.MEM' existence signifies that
your system has been initialized. If this file is deleted
you will repeat the initialization cycle upon loading
MED#1. If your data files still exist you will be given
the opportunity to either leave them as they currently
exist - or delete and replace them with blank data files.
Page 13
Please take care during this cycle so that you do not
lose any critical data.)
_________________________
One function of your system initialization is the
setup of your practice information and mode of aging your
accounts receivables. Please be sure you understand the
difference between - Aging by Invoice and Aging by
Transaction Date when selecting your mode of operation.
While you can switch modes at any time your attention to
how you post your receipts and adjustments is dependent
upon the mode of aging you use.
After you've initialized your data files, you'll be
asked to enter your 'practice' information. This is your
personal practice data, ie. name, address etc. Enter all
requested information in the exact format you wish it to
be displayed/listed. YOUR REGISTRATION NUMBER IS
DEPENDENT UPON THE PRACTICE NAME AND ZIP CODE YOU ENTER.
PLEASE TAKE THE TIME TO INSURE THAT YOUR PRACTICE NAME
AND ZIP CODE ARE EXACTLY AS YOU WISH TO USE IT. ONCE
REGISTERED ANY CHANGE TO THIS NAME WILL REQUIRE YOU TO
RE-REGISTER YOUR SYSTEM. When you finish entering the
information, your system initialization will terminate
and the MED#1 - MASTER MENU will be displayed.
Page 14
REGISTERING YOUR COPY OF MED#1:
After you've worked with the un-registered package of
MED#1, and decide you want full access to the system,
follow these simple steps to register:
1. Enter the (A)pplication support section of the
UTILITIES sub-menu, select '(U)pdate practice data' and
verify that the information displayed is correct and
entered exactly as you want it to be displayed in all
usages.
2. Enter the (S)ystem support section of the
UTILITIES sub-menu, select '(U)ser registration form,
and print out a copy of the REGISTRATION FORM.
3. Finally, mail the form and a check to cover the
registration fee to MEDshare.
REGISTERED USERS WILL RECEIVE THE FOLLOWING BENEFITS:
> PHONE NUMBER TO CALL FOR SUPPORT
> LISTING OF THIRD PARTY SUPPORT AVAILABLE BY STATE (call
for most current listing for your area).
>FREE BUG REPLACEMENT DISKS (These free replacement disks
will be for any bug that results in either an abnormal
program termination, or that results in loss of data
integrity. You will be notified of program problems
that do not cause abnormal program termination or loss
of data integrity. You will be able to purchase
corrections for these problems for a modest shipping and
handling fee.);
>PRINTED USER MANUAL;
>CURRENT VERSION OF MED#1;
>LOW COST PRODUCT UPGRADES;
>SPECIAL PRICES ON NEW PRODUCTS FROM MEDshare.
(SORRY BUT WE CAN ONLY SUPPORT OUR REGISTERED USERS.)
Page 15
GENERAL KEY USAGE
The following key, and key combinations, can be
used by the operator in the posting of data in all
screens.
FULL SCREEN NAVIGATION KEYS:
----------------------------
KEY PURPOSE
--------------------------------------------------------
Left arrow, Character left. Does not move the
Ctrl-S cursor to previous input field.
Right arrow, Character right. At end of input the
Ctrl-D, cursor moves to the next input field.
Ctrl-Left arrow, Word left.
Ctrl-A
Ctrl-Right arrow, Previous word.
Ctrl-F
Up arrow, Previous input field.
Ctrl-E
Down arrow, Next input field.
Ctrl-X,
Return,
Ctrl-M
Home Beginning of input field.
End Last character of input field.
Ctrl-Home Beginning of first input field.
Ctrl-End Beginning of last input field.
FULL SCREEN EDITING KEYS:
-------------------------
KEY PURPOSE
--------------------------------------------------------
Del, Delete character at cursor position.
Ctrl-G
Backspace, Destructive backspace (deletes the
Ctrl-H character left of cursor.
Ctrl-T Delete work right of cursor.
Ctrl-Y Delete from cursor position to the
end of the current input field.
Ctrl-U Restore current input field to
original value.
Page 16
HOT KEYS
F1 - The use of the 'F1' key (for all data input
fields) will display a brief informative message
concerning the field you are currently ready to enter
data into. Press the 'F1' key whenever you need more
information concerning the field you are in.
F2 & F3 Hot keys: These hot keys are only activated while
in the 'PATIENT' functions. A message indicating that the
'F2' or 'F3' key has been activated will be displayed for
those fields that utilize these hot keys.
F2 - The use of the 'F2' key varies depending upon the
field you are currently in.
ACCOUNT/PATIENT ID. field - Pressing the F2 key will
allow you to search/display/select a listing of
accounts/patients in one of three sequences starting with
a specific reference. The search/display/select sequences
are: by ACCOUNT/PATIENT number, by last name, and by
first name. You can select the desired account/patient by
highlighting the desired record and pressing the <RETURN>
key.
INSURANCE COMPANY ID. field - Pressing the 'F2' key
will allow you to search/display/select insurance company
records already setup. These records will be displayed in
ID. sequence. From the displayed listing of insurance
companies you can select the one you wish to bring into
your current display by highlighting the desired company
and pressing the <RETURN> key.
CHARGE CODE field - Pressing the F2 key while in
this field will display all the codes in your currently
selected charge table. You select the desired code by
highlighting the desired code and pressing the <RETURN>
key.
DIAGNOSTIC CODE field - Pressing the F2 key while in
this filed will display the codes you have setup in table
'99' (your ICD-9 table). You can select the desired
DIAGNOSTIC code by highlighting it then pressing the
<RETURN> key.
CHAMPUS INFORMATION fields - Pressing the F2 key
while in these fields will display the acceptable values
the operator can enter. All other entries are invalid.
INSURANCE FORM fields - In the setup of your
Practice Information you must identify the specific
insurance form to be used for each type of claim to be
processed for both assigned and non-assigned patients.
If you do not know the valid forms that can be used just
press the F2 key and you will be displayed a table of
Page 17
valid insurance form codes you can chose from.
F3 - If you are in the INSURANCE COMPANY ID field
pressing the 'F3' key will allow you to add a new
insurance company to your INSURANCE COMPANY MASTER FILE.
F10 - The F10 hot key has been installed to help you to
determine if you have sufficient memory to operate the
MED#1 system. This key is activated at all times the same
as the F1 key. Pressing the F10 key will display the
current available memory you still have after loading the
MED#1 program. This memory displayed value will vary
depending upon the function you are in. To insure that
you have sufficient memory try to maintain at least 100K
of free memory at the date promt on your 'SIGN ON SCREEN'
at all times. INSUFFICIENT MEMORY WILL RESULT IN THE
CRASHING OF THE MED#1 SOFTWARE.
Page 18
GETTING STARTED
The first thing to do when you are ready to start
using the MED#1 system is to set up the files you will be
accessing. (The initialization process merely created
the files. Here you will be entering the information to
make the system work for you.)
1. DOCTOR - in this file you enter the information
needed to identify the doctors that operate in your
practice and referring doctors. If you have both a
MEDICARE and a MEDICAID identification number you will
need to setup two DOCTOR records - one for each ID
number. When you setup a patient master be sure to assign
the correct DOCTOR record to the patient. This ID number
will be automatically printed no the HCFA-1500 form for
you.
2. LETTERS - in this file you create letter formats
for all patient recalls. For this function, the MED#1
system works as a word processor to create the 'body' of
the letter. A recall letter format MUST be set up before
any CHARGE TABLE CODES can be set up to request a patient
recall.
3. CHARGE TABLES - in this file you establish all
the charge tables and the charge codes necessary for
posting transactions. Tables '00' - '98' are reserved for
your CPT charge codes. WHEN YOU SETUP EACH OF THESE
TABLES BE SURE TO SETUP CODES FOR "C"=CHARGES,
"A"=ADJUSTMENTS, AND "R"=RECEIPTS. Failure to setup a
full complement of codes will make it impossible for you
to post 'Receipts' and 'Adjustments' to patient ledgers.
When you set up a patient/account record, you will assign
one of these tables to the patient for all patient
transaction posting. The use of multiple tables adds
flexibility to how you define your practice. (Table '99'
is reserved for your ICD-9 "DIAGNOSTICES" codes.)
NOTE: The UTILITIES function of MED#1 contains routines
that will assist you in creating a new table from an
existing one. We suggest you first create a 'default'
standard table containing all the codes you normally use,
and then create copies of that table using the utilities.
You can then modify the tables as needed.
4. INSURANCE COMPANIES - in this file you will enter
all the information necessary to address a specific
insurance company. If you already have a master list of
insurance companies you file with, those are the ones you
can set up in advance. New companies can be added later.
When you setup an insurance company master use a four, or
five, alpha character abbreviation of the companies name
followed by a number for the ID number. With this format
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of insurance company ID numbers you can display the
insurance companies in a basic alphabetical sequence. The
number can be used to distinguish between multiple
agencies providing the same insurance policy coverage.
NOW you are ready to set up your ACCOUNT/PATIENT
master files. The following list contains information
about how the system operates that you should find
helpful in understanding the cross-referencing
capabilities of MED#1.
1. ACCOUNTS are the party that will be responsible
for the patient and payment and will be listed in AGED
A/R (past due bills), and on all other STATEMENTS.
2. ACCOUNTS can also be a patient.
3. ACCOUNTS will have a patient code of '00'.
4. ACCOUNTS can have up to 100 patients each.
5. ACCOUNTS can be a business or an individual.
6. PATIENTS can have a code of '00' to '99' (system
assigned).
7. PATIENTS can provide insurance coverage for
other patients within the same account. (Patient
providing coverage must already be set up within the
account.)
8. PATIENTS can be assigned to any doctor on file.
9. PATIENTS can be assigned to any charge table on
file.
10. DELETING a patient will delete all related
patient transactions, patient notes and patient
history.
11. DELETING an account will delete all patients,
patient transactions, patient notes and patient
history within that account.
Within the MED#1 system is a UTILITIES section
which is provided to assist you in maintenance of your
files. They should be used with great care because of
their ability to modify your data files. They should
ONLY be used after you've made a BACKUP of your data
files (*DBF & *.DBT). With the UTILITIES function you
can re-index your files which will rebuild all data file
index pointer files. If you are having any problems
locating data you know exists this RE-INDEX utility
should be ran.
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If you restore your data files from a BACKUP, you
must run the 'RE-INDEXING' function before they can be
used. Failure to do this will corrupt the restored data
files and you will have to re-load them from the same
BACKUP and start over.
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******************************************
*** COMMON PROBLEMS AND THEIR SOLUTION ***
******************************************
1. INSUFFICIENT MEMORY: MED#1 operates totally within
the 640K limits of your system. This area is also used
by your operating system and other programs you may have
been using. To see if you have sufficient memory to
load MED#1 run the DOS 'CHKDSK' routine. You should
have in excess of 550 K free memory. Next, after you
have loaded MED#1 press the 'F10' key when you are at
the DATE PROMPT on the MED#1 sign-n screen. You
should have available free memory of 100K. (NOTE:
MED#1 REQUIRES UP TO AN ADDITIONAL 100K OF MEMORY FOR
SEVERAL OF ITS FEATURES TO RUN. IF YOU DO NOT HAVE THIS
100K OF FREE MEMORY CHECK YOUR 'CONFIG.SYS' AND
'AUTOEXEC.BAT' FILES TO SEE WHAT OTHER PROGRAMS YOU
ARE USING. THE BEST TEST IS TO REMOVE ALL BUT THE
'FILES' AND 'BUFFER' COMMANDS FROM THESE FILES, REBOOT,
LOAD MED#1, AND SEE HOW MUCH FREE MEMORY IS AVAILABLE.
THEN ADD BACK IN THE FEATURES YOU WANT UNTIL YOU LOSE
THE 100K REQUIREMENT.)
2. ERROR MESSAGES ENDING WITH A '(2)': This error is a
result of MED#1 not being able to locate its data
files. This error is normally a result of MED#1 being
installed on one system and then copied to another
system and to a different disk drive designation.
To correct this problem just delete the
'MEDMVBLS.MEM' file then re-load MED#1. You will be
taken into the system initialization cycle and asked to
identify the disk your data files are to reside on.
After you have entered the disk drive reference MED#1
will attempt to build your data files. If it finds that
the data file is currently in existence you will be
provided the opportunity to either save it or build a new
one.
3. ERROR MESSAGES ENDING WITH A '(4)': This error is a
result of MED#1 not being able to open a file due to
limits controlled by your DOS system. This is
corrected by correcting your 'CONFIG.SYS' file to
have the minimum 'FILES' and 'BUFFERS' commands as
required for system setup. After you have corrected your
'CONFIG.SYS' file reboot your system - THIS IS THE ONLY
TIME THAT THESE PARAMETERS ARE READ.
DOS Errors
----------
The following errors may be returned in relation to
opening files on a network.
0 = Not a "real" DOS error. Usually indicates a
corrupted index file.
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2 = File not found. Indications: file was deleted,
filename and/or path were misspelled; improper network
authorization to required directory; 'SET PATH TO' or
'SET DEFAULT TO' improperly specified.
4 = Too many files are opened. Solutions: close some
opened files; increase the FILES=nn value in your
CONFIG.SYS file.
Note: Novell places a limit of 40 handles per station,
regardless of the station's local setting. This can be
modified by creating the following file and placing it in
the same directory as your CONFIG.SYS file for each work
station.
File name: SHELL.CFG
Contents.: FILE HANDLES = nn (value greater than 40)
CACHE BUFFERS = xx (optional entry)
5 = Access denied. (Should not occur.) Indications:
another station has file opened; improper authorization
in the required directory, e.g., creating a file without
'create' rights; creating a file with a device name,
e.g., CON, AUS, etc.
A consistently recurring DOS error not listed above may
point to one of many possible problems including errors
in your network configuration.
DBF Required or No DBF = You have performed a database
operation in an area where no DBF file is opened.
Possible reasons: you do not have enough file handles for
the files to be opened; you are not selected to the area
which you think you are selected to.
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MASTER MENU
The first screen that will come up when you activate
the system contains a date that should be current.
Beside the date is a 'Y' which is highlighted with the
cursor flashing underneath it. If the date is correct,
press the <ENTER> key. That will automatically call up
your MASTER MENU from which you can choose the section
you want to work in. If you answer 'N' to this message
you will be taken back to DOS so that you can correct
your system date.
Starting with MED#1 - Version 1.07 all data files
are opened prior to entering your MED#1 Master Menu.
These files are kept open while you are in MED#1. DOS
3.3 (and newer operating systems) provide the ability to
update your file directories while the files are open.
This ability prevents the loss of data in case of an
abnormal system shut down. This feature also reduces the
number of disk accesses the MED#1 program needs to make.
Failure to use DOS 3.3 (or newer operating systems) could
result in a loss of data because file directories are not
updated until they are closed. DO NOT RUN MED#1 1.07 ON
ANY DOS SYSTEM LESS THAN 3.30.
The system automatically puts you at the top of the
menu in the (P)atients section. You can select any of the
displayed functions by entering either the letter
contained in brackets, or by high lighting the desired
selection and pressing the <ENTER> key.
(P)atients: This is the section where most of your work
will be done in creating, and maintaining, patient
medical and financial records.
(R)eports: All reports related to End of Day reports,
Aged Receivables, Statements, General Ledger listings,
Insurance Batch printing, Patient recalls and Patient
recaps.
(L)etters: This selection provides you with the ability
to maintain and list all letter formats you use within
your system. Contained within this selection is a limited
word processor to assist you in the creation and
maintenance of your letter formats.
(I)nsurance companies: This selection provides you with a
central set of functions necessary for displaying,
maintenance, and listing of the insurance company mailing
addresses you will need for filing claims with. (You are
also provided the maintenance ability within selected
functions of your (P)atient functions set.
(D)octors: This selection provides you with the functions
necessary for displaying, maintenance, and listing of the
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doctors in your practice and all referring doctors.
(T)ables: This selection provides you with the functions
necessary for to display, maintain, and list both your
CPT (tables '00' - '98') and your ICD-9 "DIAGNOSTICS"
(table '99') tables.
(U)tilities This selection is divided into two sections:
utilities that directly support your MED#1 application
functions, and utilities that provide general system
support functions. NOTE: Because the functions within
your utilities have a major impact on your total MED#1
system ONLY ONE USER CAN BE ON THE SYSTEM WHEN THESE
UTILITIES ARE IN USE.
<ESC>: This is selection used to terminate the processing
of the MED#1 system and will return you to DOS.
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(P)atients Sub-Menu
NOTE: This is the section where most of your work
will be done in creating patient medical and financial
records. Information stored here can be flagged for use
in the other sections.
ENTERING the (P)atient section, will give you a sub-
menu for all functions you can perform. Again, selection
can be made by moving the cursor with the ARROW keys
until you are on the section you want to work in. To
enter that section, press the <ENTER> key or the letter
in () preceding the name on the sub-menu.
(P)atients - This function provides you with the ability
to maintain your Account/Patient master file and patient
notes.
(T)ransaction post - This is a set of functions that
allow you to post and delete patient charges, receipts,
and adjustments. You are also provided the ability to
display the ledger for the patient and account and to
DELETE selected patient transactions.
(L)edger - This function allows you to display, or print,
the patient, or account, transaction ledger.
(B)ill - This function allows you to reprint either a
super bill (Invoice) or insurance form.
(R)ecall - This function allows you to display and
maintain each patients recall schedule.
(H)istory - This function allows you to display and
maintain each patients history file (transactions you
want to keep a record of).
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