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MANUAL.PT2
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1992-01-07
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PATIENT SEARCH/SELECT
The ability to search for a given patient by account
number or by name has now been standardized. This was
done in order to make MED#1 PATIENT FUNCTIONS more
uniform and to reduce the total size of the MED#1
program. While the total size reduction of the MED#1
program has not changed much this is primarily due to the
addition of new features not previously in MED#1.
To search for a given patient just advance the cursor '_'
to the account number field in any PATIENT FUNCTION
screen. Then once in this field press the 'F2' key. You
will then be presented with a small sub-menu screen for
you to enter the search method you wish to use. Select
this search method by highlighting the desired one and
pressing the <ENTER> key. Next you will be requested to
enter a starting search pattern to be used. If you wish
to start at the top of the file just press the <ENTER>
key. If you wish to search for a specific known value
just enter one or more of the value you wish to start
your search with and then press the <ENTER> key. You
will then be presented with a displayed listing of
patients starting with the search value you entered. You
can select the patient you wish to process by using the
arrow keys to highlight the desired patient record and
pressing the <ENTER> key. That patient number will be
remembered by MED#1 while you are within the PATIENT
FUNCTIONS or until you select another patient.
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(P)atients
The first time you use your MED#1 system you should
enter the (P)atients section first to create records for
each patient. (Note: You must have setup entries in both
your DOCTOR Master file and CHARGE CODE TABLE file.
Setting up new Accounts and Patients require the ability
assign valid DOCTOR and CHARGE TABLE codes to the
patient. Failure to setup a CHARGE TABE and DOCTOR
master will prevent you from setting up an ACCOUNTS and
PATIENTS.) Later you can select the other options
directly and pull information from the (P)atients
section.
Entering the first option of the sub-menu will give
you a the first of two screens used to capture your
patient information. Along with this screen is a sub-menu
that allows you to indicate the type of maintenance you
wish to perform. If you wish to locate a specific patient
currently on file, but you do not know that patients
account number, press the 'F2' key. Pressing the F2 key
will call up a mini-screen with three options for
searching for this patient:
(L)ast name
(F)irst name
(A)ccount/patient ID
You can 'SEARCH' in any of those categories. For
example, move the cursor with the <ARROW> key until
you're on (L)ast name. Press <ENTER> and type in the
first few letters of the patient's name. The system will
display the file with the requested name at the top of
the list. Highlight the name you are looking for and
press <ENTER> - that record will be called up and
displayed on the screen.
The sub-menu options displayed perform the following
functions:
(I)nquire
(I)nquire will display information for a specific
patient/account. No maintenance is allowed. If you want
to use this option to scan information to see if it is
correct, press <ENTER>. You will then get a 'prompt'
asking for the ACCOUNT #. Type in the ACCOUNT # and
press <ENTER>.
Pressing the <ARROW> key's will take you through all
the records of this 'Patient/Account'. To return to the
PATIENT/ACCOUNT MAINTENANCE (Screen) press <ESC>. If
there are any notes on file for this patient they will be
displayed prior to the patients address screen.
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The first time you're using the system, you won't
have any data in your files to (I)nquire about, so you
will move to the second choice (A)dd new, and begin to
develop your patient/account records.
(A)dd new
When you enter the (A)dd new section, the system
will give you a mini-screen to choose whether you want to
add a new ACCOUNT or PATIENT record. (Note - You must be
already within an existing account before you can select
the 'PATIENT' add new request. When you select the
PATIENT add new request the next available patient number
within the current account will automatically be assigned
for you. If you select the ACCOUNT add new request the
next available account number will be returned to you.
You can override this with any other unused number by
simply typing over the returned number. (DO NOT RE-USE
ACCOUNT NUMBERS UNTIL AFTER YOU HAVE PURGED OLD INVOICING
FROM YOUR DATA FILES.)
Choosing either the (A)ccount or (P)atient
option will activate the screens needed for the display
and/or entry of the fields required. As you enter the
information, the cursor moves automatically from FIELD
to FIELD and SCREEN to SCREEN. If you process by Account
then the billing information for this patient will only
valid if this patient is also the account master (patient
number '00'). If you process your Aged Receivables and
Statements by patient then this patients billing
information is valid.
A. All FIELDS for dates are set up for double
digits so all single digit months and days should be
preceded by a 0.
B. The 'CODE' field is a free-form field for use if
you have some sort of coding system for patient
filing. One use of this field is to identify BAD
DEBT account/patient's. This field is displayed next
to the account/patient ID. when you use the F2
search/display/select function. If you don't, or
don't want to use it, you can skip this field
by pressing <ENTER>. (Note: You can use this code
field to sub-group your patients. You can then use
the 'Special Recall' report feature to select these
patients for letters, labels, and listings.)
C. The 'SALUTE' field is provided to enter the
salutation you want to use in recall letters. An
example of this field usage is: Dear Mr. Ed Jones
D. If you leave a field before you're ready, press
the <ARROW> key and it will take you back.
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E. If you make a typing error, move the cursor,
using the <ARROW> keys, to the mistake and press
<DELETE> or <BACKSPACE>. Either one will remove the
error.
F. The system automatically capitalizes the first
letter in a field containing a word that is not
preceded by numbers. Example: LAST NAME - Doe. In
the address field the street name will not be
automatically capitalized.
(Insurance information.)
When you've finished the patient information
section, the system automatically moves you to the
'Financial/Insurance' patient information screen. One of
your first functions here is to assign a 'code table'
number to this patient. We highly encourage you to
assign DEFAULT 00 by pressing the <ENTER> key. What this
means is that majority of the time this will be the table
you want to use. The code table you assign to the
patient is the DEFAULT table that other sections of the
system will access for functions associated to this
patient. (You can also copy and make modifications to the
STANDARD table to create other tables. SEE 'UTILITIES -
APPLICATION SUPPORT'.)
A. The doctor assigned to patient is designated by a
number which you set up in your DOCTOR FILE. This is
the doctor that normally sees this patient. If you
handle both MEDICARE and MEDICAID patients and have
different ID numbers that must be used in insurance
filings you should setup two doctor master records -
one for each ID number - and then assign the
respective doctor master to the patient.
B. Referring doctor field contains the
identification number that relates to a specific
doctor you have setup in your doctor master file
that provided this patient referral to you. This
doctor must already be setup in your doctor master
file before you can enter this number. This
referring doctors name, and ID number, will be
printed on all HCFA-1500 forms you print for this
patient. The other field for referrals is for you to
enter comments for other types of patient referral
were used to encourage this patient to use your
services.
C. CHANPUS information: If you need to enter
information into these fields for insurance
processing, but do not remember the acceptable
values, just press the 'F2' key when the cursor is
on any of these fields. You will be displayed a
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table of acceptable values that you can chose from.
Only the values displayed in these tables are valid.
D. In the 'insurance provider' field you can
designate the person within this account that has
the insurance policies that cover this patient
'X = self, S = spouse, P = parent, and O = other' by
entering the patient ID. for the current patient
record being processed. If someone else is the
'insurance provider' enter the patient number for
that person (must be a patient within this account
and must be currently on file).
To fill in the field for #1 Insurance carrier, type
in the abbreviation for the appropriate insurance
company as set up in your (T)ables. Example - Blue
Cross can be abbreviated as BX. If you don't
remember the abbreviation, type in an approximation.
You will then receive a 'prompt' if not found:
'F2' SEARCH - 'F3' TO ADD
Press the <F2> key which will access your insurance
(T)able and give you the proper abbreviation. Press
the <ENTER> key to return to your previous function.
Then you can type in the correct abbreviation for
that insurance company.
(NOTE: Be sure to identify the TYPE of insurance
claim this specific policy is. This claim TYPE is
identified by a code value of '1' to '9' and
corresponds to the nine different types of claims
you setup form information for in your 'UPDATE
PRACTICE DATA' screen. Incorrect TYPE assignment
will result in possible incorrect insurance form
usage.)
E. Repeat this sequence of steps if this patient has
a secondary insurance carrier.
At the bottom of this section is a line:
Assigned (Y/N): N Ins. Co.: %
This is asking if payment is assigned directly to
the doctor from the insurance company. The percent
sign (%) in that same line is for what percentage
that insurance company pays.
Signature Date: xx/xx/xx
Signature date is the date that you received written
patient authorization to accept payment directly
from the insurance company for all charges to this
patient. These dates are valid only for twelve
months. Review this date each time you display each
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patients information.
(Billing information)
This is at the bottom of the second of two screens
used to setup information relative to this patient. KEEP
IN MIND THAT THE INFORMATION YOU ENTER INTO THIS SCREEN
IS DEPENDENT UPON THE MODE OF AGED RECEIVABLES AND
STATEMENT PROCESSING YOU ARE USING. IF YOU ARE LISTING
YOUR RECEIVABLES BY PATIENT THEN THIS INFORMATION IS USED
FOR EACH PATIENT YOU SETUP. IF YOU ARE LISTING YOUR
RECEIVABLES BY ACCOUNT THEN THIS INFORMATION IS USED ONLY
IF THE PATIENT NUMBER IS '00'.
BILLING CYCLE CODES - REMEMBER THAT A BLANK ' ' IS A
VALID BILLING CYCLE CODE AND IS TREATED THE SAME AS ANY
OTHER CODE YOU MAY USE. WHEN YOU PROCESS STATEMENTS ONLY
PATIENTS OR ACCOUNTS HAVING A BILLING CYCLE CODE MATCHING
THE ONE YOU REQUEST STATEMENTS FOR WILL BE PROCESSED.
After entering the all of the required account/patient
information the system will ask you if you want to SAVE.
A 'Y' will be highlighted on your screen. Press <ENTER>
for YES and the entered information will be saved to the
hard disk. If you do not wish to save the entered
information PRESS <ESC> TO EXIT and you will be returned
to the sub-menu.
(C)hange.
Selecting that function will initiate a 'prompt' for
the ACCOUNT/PATIENT #. Type in the # of the account you
wish to change. The sequence of screens in this function
is the same as in (I)nquire and (A)dd new.
(D)elete.
You will use this function as your practice grows
and changes. Deleting old patient masters makes room for
new ones. (Note: Deleting old patient masters will also
delete all transactions, history, etc. for that patient.
If you delete an ACCOUNT MASTER then 'ALL' patients
within that account, and their related records, are also
deleted.) Selecting the (D)elete function will again
'prompt' for the ACCOUNT/PATIENT #. If you aren't sure
of the number, you can press the <F2> key. (A HELP LINE
is displayed at the bottom of your screen.)
As a built in safeguard, the 'prompt' at the end of this
function will ask:
Page 32
DELETE THIS ACCOUNT (Y/N):
or
DELETE THIS PATIENT (Y/N):
The default will automatically be set to an 'N'.
This avoids the possibility of making a mistake by
hitting the wrong key at the wrong time. The system
wants you to be sure you're ready to delete. Deleting is
easy, restoring isn't. (If you delete a patient - all
transactions, history, notes, etc. are deleted for that
patient. If you delete an account all patients, and their
records, for that account are deleted.)
(+)skip/(-)skip
The (+)skip and (-)skip options allow you to advance
to the next (+), or previous (-), patient record within
the current account. Account/patient records selected in
this manner are then displayed on the screen and you are
returned to the (P)atient sub-menu to select the next
function.
(N)otes.
You enter this function the same way you entered
previous functions. These 'NOTES' can consist of any
information you may wish to maintain on a specific
account/patient. This information differs from history in
that it is not prompted for at time of transaction
posting but patient notes are displayed to the operator
upon initial presentation of patient information while in
patient maintenance, and upon initial request to post
transactions to this patient. Some good possible uses of
these notes are for patient credit status and/or initial
diagnosis codes used in patient transaction posting. If
you are displaying an account/patient using the (I)nquire
function, and that account/patient has notes on file, the
notes of that account/patient will be displayed to you
automatically before the first data screen.
(P)rint.
With this 'PRINT' option you can request a listing of a
specific patients profile to the printer. You can print
any or all of the records you created in the other
functions. This patient profile sheet can be given to the
patient each time they come into your office. In this
manner the patient can mark any corrections needed to be
entered. This use of this form makes it easier to update
known patient data that must be changed.
Page 33
TRANSACTION POSTING
Within this function you can perform the tasks of: 1)
posting charges, receipts, and adjustments, 2) deleting
(and recalling deleted) transactions, and 3) displaying
the ledger for patient, or account, you are posting
transaction to.
POST TRANSACTIONS: Currently this is the only set of
screens you are provided with to post charges, receipts,
and adjustments with. When you setup a patient you
assign to that patient a specific charge table to be
used. That charge table is the default table for all
codes and values you will be using for that patient. If
you wish to use a different table for the patient be sure
to enter the proper table ID number prior to entering the
transaction code.
(Note: A common problem for new users of the MED#1 system
is in not understanding how to post receipts and
adjustments. When you setup each of your charge tables
'00' - '98' you must setup codes for transaction types
'C' = charges, 'R' = receipts, and 'A' = adjustment's.
These three types of codes (C,A, and R) must be present
within each table. You post receipts and adjustments the
same as you post charges. Review instructions on setting
up your tables if this concept is not clear.)
If you're ready to post transactions, press <ENTER>.
Then type in the patient's account/patient number. (If
you do not know the patient account/patient number press
the 'F2' hot key in order to search for that patient.)
Upon entering the patient account/patient number the
patient's name and current insurance filling status.
Upon the initial location of the patient master that you
are to post transactions to you will be displayed any
notes on file for that patient. (Note: Notes are only
displayed if there are notes on file for this patient.
This is a convenient way to notify the operator of the
financial status of the patient, or to display the
diagnostic codes used for last patient visit.) This
display of notes can be terminated by pressing the <ESC>
key.
Next you are displayed a screen of additional insurance
information on this patient that will be more specific
for the charges being posted and related insurance forms.
Give this information a good review prior to posting any
transactions. Almost all information on this display will
be printed on the HCFA-1500 and other insurance forms.
After you accept the displayed patient insurance
information you will be presented with a new screen
Page 34
showing the last four ICD-9 (DIAGNOSTIC) codes you used
the last time you posted any charges. If these codes are
correct for the current posting just enter a 'Y' to
terminate this display. If you need to change, or add
any new, ICD-9 codes enter a 'N' and you will be able to
Add, Change, or Delete ICD-9 codes to the current
display. If you do not know the specific ICD-9 code you
need to enter just press the 'F2' key. This 'F2' key
will allow you to search your current ICD-9 master table
for the desired code. If you still do not find the code
you wish to use PRESS THE 'INSERT' KEY SO YOU CAN ADD A
NEW CODE TO YOUR ICD-9 MASTER TABLE. With this feature
you are able to add new IDC-9 codes to your table without
having to abort the transaction posting cycle in order to
access 'Tabel Maintenance'.
After having accepted the patients current insurance
information display, and established the ICD-9 codes you
wish to use for this patients posting, you will enter
into the actual transction posting function. With this
function you can post up to (15) fifteen transaction to
any single invoice for a patient (if you must enter more
than fifteen transactions you will need to enter a second
invoice). Within this function you have the options to
(P)ost, (E)dit, or (D)elete transaction line items to the
current invoice. THESE OPTIONS ARE ONLY AVAILABLE TO YOU
WHILE YOU ARE INITIALLY ENTERING A NEW INVOICE. YOU
CANNOT CALL UP AN EXISTING INVOICE WITH THIS FUNCTION.
(P)ost a transaction - With this feature you can setup a
transaction (charge, receipt, or adjustment) to be
entered on this invoice. The codes you use must reside
in the 'TABLE' you have associated with this patient, or
the specific table you reference in this posting. If you
do not know the exact code to enter just press the 'F2'
key when you are in the 'Code' entry field. You will
then be allowed to callup and search the selected table
for the desired code. If you do not see the desired code
in the displayed table JUST PRESS THE 'INSERT' KEY AND
YOU WILL BE ALLOWED TO ENTER A NEW CODE INTO THE CURRENT
TABLE. WITH THIS FEATURE YOU DO NOT HAVE TO TERMINATE
THE POSTING CYCLE IN ORDER TO ADD NEW CODES TO YOUR
TABLES.
INVOICE NUMBER: The first thing you must enter is the
invoice number to be used with this posting cycle.
(MED#1 now presents you with the next available invoice
number to be used.) If you are posting a new set of
charges you should accept the displayed invoice number by
pressing the <ENTER> key. If you are posting receipts,
or adjustments, to an existing invoice you should replace
the displayed invoice number with the invoice number of
the charges you are posting against. If you do not wish
to use an invoice number just press the 'CTRL - Y' key
combination to blank out the invoice number field. You
Page 35
will not be requested for this invoice number entry again
within this posting cycle.
TRANSACTION DATE: This is the date the transaction
originated and can be different from the transaction
posting date. (The transaction posting date is the
current system date and cannot be changed within the
posting cycle.) Enter the correct date for the
transactions you are posting.
SERVICE PROVIDER: The first information you must enter is
the ID of the doctor performing the service. This must be
a valid ID currently in your doctor master file. (Note -
If you have different medical ID numbers for MEDICARE and
MEDICAID you should setup two doctor master records - one
with the MEDICARE number and the other with the MEDICAID
number. Be sure to assign the proper doctor record to the
patient in order to access the proper doctor medical ID
number. This ID number is printed in column 24.H of the
HCFA-1500 1984 form.)
PLACE OF SERVICE: Enter the correct place of service code
for this transaction. These are the codes found on the
back side of the HCFA-1500 form. You are presented with
the default place of service code. If you need to set a
different default place of service code use the UTILITIES
- SYSTEM SUPPORT - SET DEFAULT VALUES function. (NOTE -
THERE IS THE POSSIBILITY THAT STANDARD PLACE OF SERVICE
CODE YOU ENTER IS NOT THE ONE THAT SHOULD BE PRINTED ON
THE INSURANCE FORM. IN THE 'SYSTEM' UTILITIES UNDER 'SET
DEFAULT VALUES' YOU HAVE THE ABILITY TO SET UP DIFFERENT
PLACE OF SERVICE CODES TO BE PRINTED. YOU CAN SETUP A
DIFFERENT CODE FOR EACH OF THE NINE DIFFERENT TYPES OF
CLAIMS YOU CAN PROCESS. You as an operator only need to
learn the standard codes needed to post a transaction.
TYPE OF SERVICE: Enter the correct type of service code
for this transaction. These are the codes found on the
back side of the HCFA-1500 form. You are presented with
the default type of service code. If you need to set a
different default type of service code use the UTILITIES
- SYSTEM SUPPORT - SET DEFAULT VALUES function. (NOTE -
THERE IS THE POSSIBILITY THAT STANDARD TYPE OF SERVICE
CODE YOU ENTER IS NOT THE ONE THAT SHOULD BE PRINTED ON
THE INSURANCE FORM. IN THE 'SYSTEM' UTILITIES UNDER 'SET
DEFAULT VALUES' YOU HAVE THE ABILITY TO SET UP DIFFERENT
TYPE OF SERVICE CODES TO BE PRINTED. YOU CAN SETUP A
DIFFERENT CODE FOR EACH OF THE NINE DIFFERENT TYPES OF
CLAIMS YOU CAN PROCESS. You as an operator only need to
learn the standard codes needed to post a transaction.
CPT TABLE CODE: This is provided to you and is the
default table code you setup in the patient master. Only
those charge, receipt, and adjustment codes within this
table are valid for this transaction posting. If this is
Page 36
not the table you wish to use enter the correct valid
table code to be used.
CPT CODE or TRANSACTION CODE: This is the CPT (charge),
receipt, or adjustment code you must use in order to
enter this transaction. Only codes that currently exist
in the table are valid to be used. If you do not know
what code to be used you can press the 'F2' key and
search for the desired code. The code you select is then
returned to you along with its description. (MED#1
returns the full code of the code you selected to use for
posting along with its default description.) (NOTE: IF
YOU DO NOT SEE THE CODE YOU NEED TO POST IN THE TABLE
DISPLAY USING THE 'F2' SEARCH YOU CAN 'ADD NEW' THE
DESIRED CODE DIRECTLY TO YOUR TABLE FILE. PRESS THE
'INSERT' KEY AND YOU WILL BE TAKEN DIRECTLY INTO 'TABLE
MAINTENANCE - ADD NEW' FUNCTION. WITH THIS FEATURE YOU
DO NOT HAVE TO CANCEL THE TRANSACTON POSTING CYCLE IN
ORDER TO SETUP MISSING CODES.
TRANSACTION CODE DESCRIPTION: This is the standard code
default description currently limited in the table for
this code. If you wish to change this description just
type in the description you wish to use. (NOTE: IF THIS
INVOICE IS BEING POSTED TO AN ACCOUNT MASTER AND THIS IS
A 'CORPORATE ACCOUNT' REPLACE THE TRANSACTION DESCRIPTION
WITH THE NAME OF THE PATIENT. * THIS IS ONLY FOR
CORPORATE ACCOUNTS. * WHEN STATEMENTS ARE PRINTED BOTH
THE PATIENTS NAME AND TRANSACTION DESCRIPTION WILL BE
PRINTED.
CHARGES: If the code you selected for posting is a type
'C' (charge) you will be requested to enter information
in the remaining displayed fields. If the code is a type
'R' (receipt) or 'A' (adjustment) you will be displayed a
small window to enter only that information necessary for
a receipt or adjustment.
DX (diagnostic) codes: Enter either a 'Y' or 'N' in order
to accept or reject the application of one, or more, of
the four diagnostic codes entered at the top of this
screen. Only the codes you enter a 'Y' for will be
associated with this specific transaction.
UNITS: Enter the number of units for this transaction
posting.
RATE: Enter the charge rate (per unit) for this
transaction. You will be presented with the default
charge rate but you can override this value with any
value you wish to enter.
DISCOUNT: If this patient is subject to a percent
discount (screen #3 of patient maintenance) that discount
Page 37
will be calculated and presented in this field. If you
do not wish to accept this value enter the value you wish
to accept.
TAX: If this patient is subject to a sales tax AND this
charge is taxable you will be presented with the
calculated tax for this transaction. If you do not wish
to accept this value enter the value you wish to accept.
RECEIPTS: When you are posting receipts you will be
presented with a window for only the information you need
to enter.
AMOUNT: The total for all charges posted for this invoice
in this posting cycle will be presented to you as the
default value for the receipt amount. If this amount
does not equal the manually calculated total for the
charges you have posted you may need to check to insure
that you have posted all charges, or that the manually
calculated amount is correct. Enter the amount of the
receipt you are accepting.
CHECK NO.: If you are being paid by check enter the check
number into this field.
ADJUSTMENTS: When you are posting adjustments you will be
presented with a window for only the information you need
to enter.
AMOUNT: Enter the amount of the adjustment you wish to
post. (KEEP IN MIND THAT ADJUSTMENTS ARE ACCEPTED AT
VALUE ENTERED. IF YOU WISH TO REDUCE THE OPEN TRANSACTION
AMOUNT ENTER A NEGATIVE '-' AMOUNT (negative sign must
precede the amount being entered). IF YOU WISH TO
INCREASE THE OPEN TRANSACTION AMOUNT ENTER A POSITIVE '+'
AMOUNT.)
TERMINATION MESSAGES: If the transaction you are entering
is coded in your table as being insurance applicable you
will be presented with the following message following
its entry.
******* Print on insurance form (Y/N): x *******
The default response to this message is the patients
insurance assignment status. If you do not wish to print
this transaction on an insurance form be sure to enter a
'N'. This is especially true for receipts. Receipts can
be posted at any time and do not need to be printed on an
insurance form if they are insurance receipts received
after you have filed for insurance payment. A stand
alone receipt posted and receiving a 'Y' print request
Page 38
will be held and printed with the next set of charges to
be printed on and insurance form for this patient. This
type of posting error is common and results in insurance
forms being printed with total much less than the total
of the charges being posted.
After you have finished entering the current transaction
the posting screen will be cleared and the transaction
will be displayed in invoice format along with all other
transactions for this invoice. To post another
transaction just select the (P)ost function from the menu
options at the bottom of the screen. To edit a selected
transaction select the (E)dit function then select the
desired transaction. To delete a selected transaction
select the (D)elete function then select the desired
transaction.
** YOU CAN POST A TOTAL OF FIFTEEN TRANSACTIONS TO A
SINGLE INVOICE. IF YOU NEED TO POST MORE TRANSACTIONS
YOU WILL NEED TO USE ANOTHER INVOICE. **
To termintate the posting of transaction to an invoice
select the <ESC> from the menu at the bottom of the
screen. If you have posted any transactions that are to
be printed upon an insurance form you are next displayed
the following messages in a window:
Print PRIMARY insurance form.. (Y/N): Y
Print SECONDARY insurance form (Y/N): N
PRINT INSURANCE FORMS NOW (Y/N): N
If you answer with a 'N' to the last message then the
insurance form print request is passed on to the BATCH
PRINT REQUEST. If you answer with a 'Y' then you will be
print the insurance forms immediately.
PRINT 'SUPER BILL' (INVOICE): Finally you are presented
with a request to print a super bill. This request is
made at the end of all transaction posting cycles and is
presented in a small window.
PRINT SUPER BILL (Y/N): N
If you answer with a 'N' then this invoice is not printed
on a super bill (invoice). If you answer with a 'Y' then
you will be presented with a set of questions needed to
properly format the type of super bill you wish to print.
Page 39
DELETE/(RECALL DELETED) TRANSACTIONS
Due to the possibility of transactions being posted in
error you are provided this utility to delete selected
transactions after an invoice has been posted. Along
with this ability to delete selected transactions is also
the ability to recall deleted transactions to active
status. Deleted transactions are not physically removed
from your data files until you do a PURGE DELETED RECORDS
(UTILITIES - SYSTEM SUPPORT).
Deleting a transaction: You can delete specific
transactions by simply calling up this function, locating
the transaction to be deleted, and selecting it for
deletion. When you delete a transaction it is flagged as
deleted and made invisible to other functions within
MED#1. When you delete a transaction its transaction
posting date is changed to the current system date. At
the end of day when you run your DAILY CHARGES and DAILY
RECEIPTS reports you will receive a follow-up report of
all deleted transactions for that day. When you run a
GENERAL LEDGER JOURNAL for a given time frame you will
also receive a follow-up report of all deleted
transactions.
Recalling a deleted transaction: Recalling a deleted
transaction is as simple as deleting a transaction and
follows the same basic selection process. The only
difference is that when you select the transaction to be
recalled you press the 'X' key for its selection instead
of the <ENTER> key. When you recall a deleted
transaction its posting date is restored back to its
original posting date.
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LEDGER DISPLAY
Along with the ability maintain your open accounts
receivables by invoice number is the need to be able to
identify those invoices with open balances to post
receipts against. In order to provide the operator with
an easy method of doing this MED#1 has brought the LEDGER
DISPLAY function into the transaction posting function.
Before you post any receipts, or adjustments, call up a
display of the patient's ledger and identify those
invoices to make your posting against. REMEMBER IF YOU
ARE AGING YOUR ACCOUNTS RECEIVABLES BY INVOICE NUMBER ALL
INVOICES NOT HAVING A ZERO BALANCE ARE PRINTED - IN FULL
- ON YOUR STATEMENTS. TAKE THE TIME TO IDENTIFY AND POST
THE CORRECT AMOUNTS TO OPEN INVOICES.
Upon selecting the LEDGER DISPLAY function you will be
provided with a small window display for you to use to
identify if you wish to display the ledger for the
patient or for the entire account the patient is a part
of. If you are processing your accounts receivables by
account (and not by patient) you may first wish to
display the account ledger in order to identify those
patients with open balance. (Ledger displays will not
show deleted transactions. Deleted transactions are only
visible when you list transactions using the DELETE
TRANSACTION function.
PLEASE TAKE THE EFFORT TO IDENTIFY THOSE PATIENTS THAT
ARE TO RECEIVE RECEIPT AND ADJUSTMENT POSTINGS. POSTING
OF ALL RECEIPTS TO THE ACCOUNT MASTER MAY BE EASY BUT IT
MAKES IT DIFFICULT (IF NOT IMPOSSIBLE) TO MAINTAIN PROPER
PATIENT LEDGERS.
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LEDGER
Ledger displays can be for the ACCOUNT or the PATIENT and
you will be prompted to identify the type of ledger you
wish displayed. Transactions are displayed in sequence by
the mode of aging you are operating under. If you are
using the Invoice mode all transactions will be
displayed, and listed, in invoice number and date within
invoice sequence. If you are using the Transaction Date
mode all transactions will be displayed, and listed, in
transaction date sequence.
ACCOUNT/PATIENT - LEDGER - LEDGER REQUEST
(D)isplay
The initial display of the ledger will consist of a
display of the current aged account/patient balance and
the last seven transactions for the account/patient. You
are then prompted if you want a display of ALL
transactions in the account/patient ledger.
If you select the display of all transactions you will be
presented with a clean screen and you will be displayed
about 20 (or less) transactions at a time starting with
the oldest transaction on file. (If you are displaying a
ledger for an account the transactions are displayed in
date/patient sequence with each patient's name displayed
before their transactions.)
(P)rint
You are then provided the option of listing either a
ledger for the ACCOUNT or PATIENT and also limiting the
listing to only those transactions for a given date
range.
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BILLING
While MED#1 provides you the opportunity to print both a
Super Bill and the INSURANCE forms from the transaction
posting cycle there are times you will need to make a
special request for this printing. This BILLING function
was provided just for that special request. From this
function you can request and select the printing (or re-
printing) of either an insurance form or a super bill.
SUPER BILL:
Selecting this option allows you to print an invoice
(super bill) for a given patient for transactions for a
given invoice and/or date range. (The ability to request
a date range is only available if you are maintaining
your open accounts receivables in date order. When using
this mode of aging your receivables you do not need to
enter an invoice number in order to print a super bill.)
After you have identified the invoice and/or date range
of transactions to print you are presented with a small
window of options for further modification of your super
bill.
Print non-insurance related items (Y/N): This option
limits those items selected for printing to only those
items that are assigned to insurance coverage. By
limiting your super bill (invoice) to only these items
you can suppress the inclusion of any patient co-pay
amounts. With the patient co-pay amounts not shown you
chances of receiving more from the insurance company are
increased. (Many insurance companies pay a discounted
percentage of the net of the invoiced amount. Without
the co-pay being applied to the listed charges you will
receive payment based upon the total of all charges not
charges less co-pay.)
Print Aged A/R balance on bill (Y/N): If you respond with
a 'Y' then this super bill (invoice) can also act as a
current statement requesting full payment for all amounts
due and not just current charges. If you respond with a
'N' then this super bill (invoice) only reflects the
amounts of the transactions listed on it.
(A)ccount or (P)atient aged balance: If you answered the
preceding question with a 'Y' you have the ability to
list the entire (A)ccount aged balance for collection or
only the (P)atients age balance for collection. The
answer for this question is ignored if you did not
request the printing of an aged balance.
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Print message on bottom of bill: You have the option to
print up to seven lines of message at the bottom of each
super bill. The default message setup by MED#1 is for
the patients assignment of payment to be made directly to
the doctor. In the UTILITIES - SYSTEM SUPPORT - SET
DEFAULT VALUES function you are provided with the ability
to change this message. Answering this question with a
'Y' will print your message at the bottom of each
invoice. Answering with a 'N' will not print this
message at the bottom of each invoice.
INSURANCE CLAIM FORM
INSURANCE CLAIM: Selecting this function allows you to
select specific transactions to be printed on either a
plane paper, HCFA-1500, or any of the other special
insurance claim forms available.
Upon requesting this function you are first requested to
confirm the patient you wish to print an insurance form.
If the patient number displayed is not the correct
patient either enter the correct patient number or press
the 'F2' key in order to search for the desired patient.
After you have located the correct patient to process you
are displayed that patients insurance status information.
This is the same display you were presented when you
posted the transactions. ** REVIEW THIS INSURANCE
INFORMATION FOR ACCURACY AND CORRECT ANY INFORMATION THAT
WILL BE PRINTED ON THE CURRENT INSURANCE FORMS REQUESTED.
** If the displayed information is not correct enter a
'N' and enter in the correct information. If the
information displayed is correct enter a 'Y' to terminate
this display.
After you have verified the patients insurance
information status you are presented with a screen
listing all transactions on file for that patient. You
identify those transactions you wish to print on an
insurance form by using the arrow key to highlight the
desired transactions and then pressing the <ENTER> key.
If you select a transaction that you do not wish to print
just highlight that transaction and press 'X'. This will
remove the request to include that transaction on the
insurance form to be printed. (NOTE: BECAUSE YOU CAN
HAVE ONLY FOUR ICD-9 CODES ASSOCIATED WITH THE
TRANSACTIONS TO BE PRINTED ON MOST INSURANCE FORMS TAKE
CARE IN SELECTING THE TRANSACTIONS. TRANSACTIONS TO BE
PRINTED ON THE INSURANCE FORM SHOULD BE OF THE SAME DATE
AND INVOICE NUMBER.) You terminate the selection process
by pressing the <ESC> key.
The following set of questions control the type of
insurance form printed and the number of forms printed.
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Print PRIMARY insurance form.. (Y/N): Y
Print SECONDARY insurance form (Y/N): N
PRINT INSURANCE FORMS NOW (Y/N): N
If you answer with a 'N' to the last question then
printing of the selected insurance forms will be held for
Batch Printing. If you answer with a 'Y' then you will
be requested to load the forms for each of the insurance
forms to be printed as required.
PREPRINTED INSURANCE FORMS: If you have requested the
printing of preprinted insurance forms you will be
requested to load the desired insurance form and asked
the following questions for each type of form to be
printed.
PERFORM FORMS ALIGNMENT TEST (Y/N): N
This request allows you to print a test pattern necessary
to correctly position your insurance forms in your
printer. You can repeat this test as many times as
necessary to correctly position your forms. The test
pattern consists of a pattern 'XXX's in an alignment box
for that form. Other questions may be asked depending
upon the type of form to be printed. After the insurance
form has been printed its print request will be deleted
and all transactions selected for printing on the form
will be flagged with a 'P' if the patient assignment is
'N', or it will be flagged with a 'Y' if the patient
assignment is a 'Y'.
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RECALLS
With this option you can either (D)isplay all
scheduled recalls for this patient, or you can (P)ost
updates to this patients recall schedule.
(D)isplay schedule (P)ost updates to schedule
(D)isplay
The display option will list to the screen all
current recalls pending for this patient in date order.
If no recalls are on file a message stating that fact
will be displayed.
(P)ost updates to schedule
With this option you can perform the maintenance
functions of (A)dd new, (C)hange, and (D)elete recalls
scheduled for this patient. Normally all recalls are
setup at time of transaction posting to this patients
file and are deleted upon the posting of a follow-up
visit transaction. These maintenance functions are
provided to assist you in maintaining the patient recall
schedules without having to post transactions.
(A)dd new - With this option you can setup a new recall
schedule for the patient. The information required will
be the date for the recall and the letter to be printed.
(C)hange - With this option you can change any of the
parameters of a specific recall on file for the patient.
When you request this option a listing of the pending
recalls for the patient will be displayed from which you
can select the one you wish to perform maintenance on. In
this manner you do not have to know the date to key in to
pull up the specific recall.
(D)elete - With this option you can delete any of the
scheduled recalls on file for a patient. Again when you
request this option a listing of the pending recalls for
the patient will be displayed so that you can select the
one to be deleted. You will be displayed a prompt
requesting confirmation of the (D)elete request before
the recall selected is deleted.
(+)skip & (-)skip - These options allow you to skip
forward (+), or backward (-), within the patients recall
schedule and display the pending recall.
The actual printing of patient recall letters is a
function in the REPORTS - LETTERS AND RECALL sub-menu of
the MED#1 system.
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HISTORY
With this option you can keep your patient history
file current for all office visits. Upon selecting this
function you are displayed a sub-menu for patient history
routines.
(D)isplay history (P)ost updates to history
(D)isplay history
With this option you can display, in date order, all
history you have on file for the selected patient. This
patient history file is keyed from the posting of
transactions but is a separate permanent file attached to
the patient master. Entries in this file will not be
deleted unless you specifically delete them or you delete
the patient master. If there is no history on file for
the patient a message stating that fact will be displayed
to you.
(P)ost updates to history
With this option you can perform the standard
maintenance functions of (A)dd new, (C)hange, and
(D)elete of patient history records. These functions are
provided so that you can better maintain your patient
history file without posting additional transactions.
(A)dd new - With this function you can post new history
records to the patient history file. Normally you will be
posting history immediately following the posting of
charges to the patient file. The request for normal
history posting is determined by a flag set in you charge
table codes.
(C)hange - Upon selecting this function you will be
displayed a listing of all history on file for this
patient from which you can select the history record to
receive maintenance. You can change any information,
other than the date, displayed in this history record.
(D)elete - Upon selecting this function you will be
displayed a listing of all history on file for this
patient from which you can select the history record to
be deleted. After selection, and prior to actual
deletion, you are prompted to confirm your request for
deletion. In this manner the chances of accidentally
deleting a history record is minimized.
(+)skip and (-)skip - These options will allow you to
advance forward (+), or backward (-), in this patients
history file and display each history record.
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The posting of any changes to the patient history file
will setup a record for that patient in the TAG_RCAP.DBF
file. This record will trigger the request to print a
patient RECAP profile sheet. These sheets should be
printed and placed into the patients file folder. To
print these RECAP profile sheets use the REPORTS sub-
menu. Once printed this tag record is deleted.
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REPORTS
ENTERING the (R)eports option will give you a sub-
menu that allows you to identify the specific report you
wish to print. As in the previous section, make your
selections by moving the cursor to the area you need to
work in and press <ENTER>.
This sub-menu contains the following items:
1. Charges and Adjustments: This series of reports will
recap your DAILY postings for charges and adjustments.
Keep in mind that this report extracts transaction
information based upon transaction POSTING date (your
system date at time of transaction posting). These
transactions are then separated into groups by
TRANSACTION DATE and printed as such on the report.
(NOTE: Deleted transactions have their posting date
changed to the current posting date valid at time of
deletion. All deleted transactions are listed as a
separate report following your regular report listing.)
2. Receipts: This series of reports will recap your DAILY
postings for receipts. This report, while limited to
receipts only, is identical to the Charges and
Adjustments series of reports.
3. Month-to-date Summary: This report recaps all postings
for the current month summarized by day. There are two
formats of this report. The first format is for total
liability that includes both patient and insurance
transactions. The second format is for insurance
liability only and is provided to give you an idea of the
charges and receipts assigned for insurance payment.
These numbers are determined by the patient assignment
status and the percent you identified as being covered by
insurance.
4. General Ledger Journals: There are two basic formats
to this report. The first format provides you with the
ability to list the occurrences of a specific transaction
for a given period of time. The second format of this
report allows you to generate a Journal of all
transactions posted for a given period of time. Both
formats of this report also generate a data file that can
be passed on to a Ledger System if one is available.
5. Aged Accounts Receivables: This is your Accounts
Receivable Aging report. You can run this report any
time without affecting the patient/account balances. This
report reads the entire patient transaction file and only
prints total calculated by this reading.
6. Statements: This is your Accounts Receivable Statement
print routine. You can print statements at any time and
Page 49
for any given range of patient's or account's. If you are
aging your receivables by date the transactions printed
on the statement are determined by the date range you
identified that this statement request covered. If you
are aging your receivables by invoice number only
invoicing that meets your selection requirements will be
printed showing all transactions up to the current
statement date.
7. Insurance Forms Batch Print: This is the routine you
use to print all insurance forms that were requested, but
not printed, during the day. You also have the ability
to preview the insurance forms pending to be printed.
From this preview you have the ability to selectively
remove insurance form print requests.
8. Letters and Recalls: This is a combined set of reports
that allow you to print listings, labels, and letters to
patients scheduled for recall, and a SPECIAL feature that
allows you to print listings, labels, and letters for
patients, and accounts, based upon age, sex, date last
seen, and other parameters.
9. Patient Recaps: This request provided you with a
listing of patients profiles sheets that have been
modified (updated) since the last time you printed this
listing.
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DAILY CHARGES/ADJUSTMENTS
KEEP IN MIND THAT THIS REPORT EXTRACTS TRANSACTIONS BASED
OPON 'TRANSACTION POSTING DATES'.
You can then print a record of daily charges in any
of the displayed sequences. Select your option and press
<ENTER>. Verify the date and press <ENTER> again.
All transactions extracted for this report are sequenced
in transaction date order and then in the sequence
requested by the report. In this manner you are provided
a report that not only shows you the posting made for the
current date but also the actual date that these posting
affected. (Note: All transactions that were deleted
during the current day are given the current posting date
of the date they were deleted. These deleted transactions
are listed on a separate report following the report for
active transactions.)
The selection options provided allow you to view the
current daily charges in any of five different groupings.
With these reports you can better gain an idea as to
where your time is being spent and revenues are
generated. (NOTE: If there was no activity in this area
to report, the system will put you back to the (R)eports
sub-menu.)
The option to print 'by: Invoice number' has been
provided to assist you in auditing your postings for the
day. When you select the option to list all charges by
invoice number all gaps in the invoice number sequence
printed will be flagged. This flagging of missing numbers
will assist you in insuring that all Super Bills
(invoices) have been posted.
DAILY RECEIPTS
KEEP IN MIND THAT TRANSACTIONS ARE SELECTED FOR THIS
REPORT BASED UPON TRANSACTION POSTING DATES.
The (R)eceipts report selection works like the
(C)harges and Adjustments report selection, providing you
a daily recap of receipts in any one of four sequence
groupings. Transactions are selected based upon posting
date and are then sorted in to transaction date sequence
and into the desired sequence for the requested report.
In this manner you can see the transactions posted for
the current date and what dates these transactions were
for.
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