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MANUAL.PT4
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(T)ABLES
This section of the system contains all your charge
codes (CPT codes and codes for adjustments and receipts)
for your billing purposes and other financial
transactions. It has multi-level capabilities, and with
it, you can set up as many as 99 different files, 00-98.
Table #99 is reserved for ICD-9 codes and descriptions.
Selecting the (T)ables option from the MASTER MENU
will give you the CHARGE TABLE - SUB-MENU (screen).
(NOTE: Since the other sections of this system rely on
the availability and accuracy of information in this
section, you MUST set up your tables first.)
For the benefit of the first-time computer users, we
will take you through this section in detail. More
experienced users can take a coffee break.
(D)isplay tables: Once you've been working with the
system for some time, the most efficient use is to take
the first option from the sub-menu to (D)isplay tables.
It will list tables by name and code number. From there,
you can select a table by highlighting it and pressing
<ENTER>.
(C)harge code display: After you have selected the table
you are requested to identify the sequence in which to
display the code by. This sequence is either by code, or
by alpha description. Following the sequence selection
you are provided the option to identify a starting value
for section of the table you wish to display. If you
enter no value then your display starts with the first
entry in the table. Your table is then displayed to you
so that you can select the code entry you wish to do
maintenance on.
Within the (C)harge code display, you can highlight the
table record you want to access, press <ENTER>, and that
table record will be brought up under the (I)nquiry mode
of the (M)aintenance function.
CHARGE TABLE MAINTENANCE: Following the initialization of
your system you go directly to the (M)aintenance option
of your CHARGE TABLE - SUB-MENU. Enter (M)aintenance by
moving the cursor until that option is highlighted and
press <ENTER>, or by just pressing the 'M' key. This
will give you the CHARGE TABLE - MAINTENANCE (Screen).
(Note: When you setup your tables remember that table
numbers '00' - '98' are reserved for chargeable codes,
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receipts, and adjustments. Each table within this range
must have a full complement of code types: C=charges,
A=adjustments, and R=receipts. With this full complement
of code types you are able to post charges, adjustments,
and receipts to a patient without changing tables. Table
'99' is reserved for your ICD-9 (diagnostic) codes and is
made available to all patients.)
(I)nquire - The (I)nquire function allows you to request
the display of a specific charge code within a specific
table. If you selected a specific table code from the
table display routine it will be passed to the
maintenance function and initially displayed in the
(I)nquire mode. Once a specific table code has been
displayed you are returned to the (M)aintenance sub-menu
from which you can select the next desired action to be
taken.
(A)dd new - You can add new tables and codes by entering
the '(A)dd new' function.
First identify the table by entering its assigned
number. (For setting up your standard, or 'DEFAULT',
table we encourage you to use the code of '00. This will
save you key strokes in setting up patients and assigning
them to this table.) The 'DEFAULT' table will be used
most of the time. You can use the UTILITIES to copy any
existing table on file for use for setting up other
tables. (Note - This table copy routine will only work
for tables '00' - '98'. Table '99' is reserved for your
ICD-9 codes and must be setup manually.)
SETTING UP YOUR CODE TABLES
(Note: for tables '00' - '98' you must setup - WITHIN
EACH TABLE - codes for 'C = Charges, R = Receipts, and A
= Adjustments'. When you setup codes for adjustments and
receipts use codes that are easy for the operator to
remember such as: ADJ, ADJ_INS, CASH, CHECK, CHARGE,
INS_PAY, etc.. MED#1 uses a common posting screen for
entering of charges, receipts, and adjustments and all of
these codes can be posted in the same posting cycle.)
The system is setup so that you can either enter the
standard CPT codes, or define your own. These codes can
be any combination of numbers or alphabetic characters.
For your charge codes you have two formats within a
single code structure. The first five characters are your
primary code, the last three characters are for an
optional modifier. You can setup standard codes with
modifiers that will be retrieved when you enter that
eight position code in your transaction posting cycle. If
in the transaction posting cycle you enter codes having
modifiers not already setup in your tables the MED#1
system will look for a table entry that matches the first
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five characters entered. In this manner you do not have
to setup codes in your tables for all possible modifiers
you may use. When you are in the transaction posting
cycle you have the option to key over the description and
rate returned for valid codes. After you have entered the
code the system checks for the possible existence of that
code already on file for this table. You cannot setup
duplicate codes within a given table. If there is no
duplicate code on file you are requested to enter the
'description' field. (Note - For setting up codes for
receipts and adjustments we suggest that you use codes
that are easy to remember such as: CASH = for a cash
payment, etc. YOU DO NOT NEED TO SETUP RECEIPT CODES FOR
EACH CHARGE CODE. For setting up your charge codes you
can use the standard five digit CPT codes followed by up
to a two position modifier separated with a hyphen.) The
'Code description' is a free form field. In it you can
use whatever designation you want, but for uniformity you
may want to use a code description from the standard CPT
codes.
ICD-9 CODE TABLE
Note: Table '99' is reserved for your ICD-9 codes.
This table only requires fields for the codes, a code
reference modifier, and the code description. By using
the code reference modifier you can setup multiple table
entries for the same code, each having a different
description. (Note: Leave the reference modifier field
blank for all primary ICD-9 codes. Only use the reference
modifier for alternate descriptors.) You retrieve these
codes in your transaction posting cycle by pressing the
'F2' key and selecting the ICD-9 code you wish to use. If
you are posting to table '99' you will have a screen
displayed that only displays/requests these three fields.
CPT CODE TABLE(S)
There are three types of codes to set up; charge,
adjustment and receipt in each of these tables. This is
what the 'Type (C,A,R)...' field is asking for.
TYPE 'C' = Charge
For charge's enter the actual charge amount in the
'Rate' field. This field is passed over for adjustments
and receipts. When you post charge transactions you have
the option to override this rate with any value you wish.
'Taxable (Y/N)...:N' has an automatic default for
the 'no' response since most services are not taxable.
But you can select 'yes' for those few occasions when a
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charge is taxable. (NOTE: There is a built in
flexibility in the system which allows you to override
the 'Taxable' designation when you're working in the
(P)atients section of the main system. So if you
designate non-taxable here, and at a later point it
becomes a taxable service, you can change it at the time
of transaction posting. It will change on individual
billing and not alter your main charge table.)
The 'G/L Account...:' field is an optional field for
use if you have an outside General Ledger account you
want this system to interface with. If you do, just type
in the GENERAL LEDGER CODE this charge item should be
posted against. The system will group them when Journal
Reports are posted based on that number.
The 'Insurance (Y/N): N' field is for identifying
whether transactions posted using this code are insurance
related. The system assumes a default of 'Y' for all
charge codes, and a default of 'N' for all adjustments
and receipts. For all charge codes this must be a 'Y' and
also the patient assignment flag must be a 'Y' before the
transaction is automatically flagged for insurance
posting. For adjustments and receipts only the flag in
this record is used to determine if the transaction being
posted is insurance related and therefore automatically
flagged for insurance posting upon entry. The following
table summarizes this relationship:
Patient Coded for Transaction
assigned insurance flagged for ins.
Charge Codes: N N N
N Y N
Y N N
Y Y Y *
(* = transaction is automatically flagged for insurance
upon posting.)
In the 'History (Y/N)...: N' field you have the
ability to flag a charge transaction as being something
you want to be part of the patient's permanent record.
If you answer 'yes', then during transaction posting a
mini-screen is called up where you can enter that
information for history. This eliminates the need to
remember to call up a separate function for entering
patient history information.
The 'Recall (Y/N)...: N Letter:' field will let you
set up a recall letter for follow up visits pertaining to
this charge. Answering 'yes', at time of transaction
posting, will give you a mini-screen where you can setup
the next patient recall for this service. (Note - You
must have already setup the recall letter format before
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you enter a 'Y' for recall request.)
TYPE 'R' = Receipts and TYPE 'A' = Adjustments
The 'G/L Account...:' field is an optional field for
use if you have an outside General Ledger account you
want this system to interface with. If you do, just type
in the GENERAL LEDGER CODE this charge item should be
posted against. The system will group them when Journal
Reports are posted based on that number.
The 'Insurance (Y/N): N' field is for identifying
whether transactions posted using this code are insurance
related. The system assumes a default of 'Y' for all
charge codes, and a default of 'N' for all adjustments
and receipts. For all charge codes this must be a 'Y' and
also the patient assignment flag must be a 'Y' before the
transaction is automatically flagged for insurance
posting. For adjustments and receipts only the flag in
this record is used to determine if the transaction being
posted is insurance related and therefore automatically
flagged for insurance posting upon entry. The following
table summarizes this relationship:
Patient Coded for Transaction
assigned insurance flagged for ins.
Adjustment & N N N
Receipts N Y Y *
Y N N
Y Y Y *
(* = transaction is automatically flagged for insurance
upon posting.)
(C)hange - The (C)hange option allows you to change
information for a specific code within a specific table.
(Note - If you need to setup multiple tables that have
only minor variances with the standard, 'DEFAULT', table
use the function in the UTILITIES section for making a
copy of an existing table. After you have made a copy of
the standard table you can then use this '(C)hange'
function to modify it as needed.)
(D)elete - The (D)elete options allows you to delete a
specific table code from a specific charge table. (Note -
If you wish to delete an entire table use the routine in
the UTILITIES section.)
(S)how - This option will take you back to the table
display screen where you can select another code for
maintenance.
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(+)skip / (-)skip - The (+)skip and (-)skip options allow
you to sequentially step forward, and backward, through
the codes of a selected table.
LIST TABLES TO PRINTER
The (L)ist tables option can be used for printing
out copies of existing tables for review or filing
purposes. Upon requesting this option you are asked to
identify the sequence that you wish to list your tables
code in. This sequence is either by code, or by alpha
description.
After selecting the sequence you are provided with the
opportunity to either list all tables on file, or to
select a specific table for listing. If you request to
list only a specific table you will then be displayed a
list of the tables you have on file from which you can
make a selection from.
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(U)TILITIES
This section of the system is designed to assist you
in modifying and maintaining the overall MED#1 system to
meet the unique needs of your individual practice.
(Note: if you are using MED#1 on a network only one user
can be signed on to use MED#1. This restriction has been
put in place due to the overall affect these utilities
have on your MED#1 system.)
Selecting the (U)tilities option from the MASTER
MENU will give you the UTILITIES - SUB-MENU (screen).
There are two major grouping of utilities provided in the
MED#1 system:
(A)pplication support: Application support utilities
directly affect your data files and information posted to
them.
(S)system support: System support utilities cover all
other areas.
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(U)TILITIES - APPLICATION SUPPORT
Select the (A)pplication support utilities option
first, which will give you the UTILITIES - APPLICATION
SUPPORT (Screen) with the following options:
UTILITIES - APPLICATION SUPPORT
UPDATE PRACTICE INFORMATION
(U)pdating practice information: This utility is key to
your system.
Practice Name: The name you enter for your practice name,
along with your postal zip code, is what your
REGISTRATION number is calculated on. Any change to this
information - in spelling, punctuation, case, and spacing
- will result in the voiding of your current registration
number.
Practice address, City, and State: This address
information is printed on all insurance forms and used
for your return address on statements. As long as your
practice name and postal zip code do not change you can
change your address any time without affecting your
registration number.
Practice postal zip code: This is used in conjunction
with your practice name to formulate your unique
registration number. If you change your postal zip code
after registration your registration number will become
invalid.
Practice Phone Number: This is printed on the standard
HCFA-1500 insurance form along with your practice name.
S.S. No. and Tax Code: This information is printed on
your HCFA-1500 insurance form. You only need to setup one
of these numbers. If you are not incorporated you need to
setup your Social Security number. If you are
incorporated then set up your Federal Tax ID. number.
Sales Tax %: This is the sales tax percent that is
applied to all taxable charges you post in your system.
Claim type Ins. PID No., and Ins. Forms Used:
Claim type Ins. PID No.: You have the ability to setup a
different unique Practice Identification Number for each
of the nine different types of claims you can process.
This ID. number will be printed along with your practice
name.
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Ins. Forms Used: With this release of MED#1 you now have
the ability to identify the specific insurance form to be
printed for each claim type for both assigned and non-
assigned patients. To see a listing of the current
insurance forms available to select from press the 'F2'
key when you are in these fields. Only these claim forms
are currently supported. (Note: If you have a special
form that is not included in this listing send us a copy
of it and we will make every effort to place it into our
MED#1 program.) There are three types of Electronic
Claim form codes setup within MED#1. Only the first one
will be valid for the MED#1 Electronic Claims System.
The other two codes are reserved for use by other
developers for extracting transactions to be filed
electronically to State or specific Insurance agencies.
Print Aging/Statements by (A)ccount or (P)atient: Enter
an 'A' if you wish to print your Accounts Receivable by
Account, enter a 'P' if you wish to do it by Patient.
(Note: Patient is the preferred method due to insurance
tracking. Under this method each patient will be listed
individually on your aging reports and also receive a
statement. Statements will still be addressed to the
account master but will only be for the patient
referenced.)
Age receivables by (I)nvoice or (D)ate: Enter an 'I' if
you wish to maintain your aged receivables by invoice
number. Enter a 'D' if you wish to maintain your aged
receivables by transaction date. ('I' IS YOUR CURRENT
DEFAULT MODE OF AGING YOUR RECEIVABLES.) You can change
between aging modes any time. When you change your
transaction index files will be rebuilt for the new
sequence. If you are doing any insurance processing you
should always use the (I)novice mode of processing. This
will require greater operation attention when posting
receipts and adjustments, but it is the only way you can
properly track invoicing covered by insurance.
Last invoice number: This is the last invoice number
assigned to charges posted to your system. In your
transaction posting cycle the next highest number is
calculated and presented to the operator for use. The
operator has the ability to delete, use, or replace this
number with what they wish to use. MED#1 will save the
last highest number used. If you accidentally post an
invoice using a number higher than you wish you can reset
the next number to be used by modifying the number
presented in this field.
Last Account NO.: This is the last assigned account
number you have currently setup in your system. This may
not be the highest account number you have assigned to
date. MED#1 now provides you with the ability to re-use
old account numbers that have been taken out of service.
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In order to utilize the re-use feature you must first be
sure that you have physically removed all deleted records
from your data files (see UTILITIES - SYSTEM SUPPORT -
PURGE DELETED RECORDS). MED#1 will search your patient
master file in account sequence, starting with the last
account number assigned, until it locates a missing
account number or the end of your patient file. The
account number last accessed will be incremented by '1'
and be made available to the new account. (Some times
the operator will accidentally setup an account using a
number outside of the range you are working in. If this
happens just reset this Last Account Number value to the
number you wish to start with. You do not need to
renumber the account setup in error unless you really
want to.)
REGISTRATION NUMBER: This number is provided to you upon
MEDshare receiving your paid registration. This number is
formulated from your practice name and postal zip code
and is only valid that specific name and zip code.
MEDshare reserves the right to change this number for new
versions of MED#1 program being released.
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UTILITIES - APPLICATION SUPPORT
DELETE OLD INVOICING
The primary use of this function is to tag as deleted
transactions no longer needed for your accounts
receivables and patient ledgers.
AUDIT TRAIL CONSIDERATIONS: Because the deletion of
transactions removes all reference to these transactions
from all reports and (most) displays a security feature
has been installed. Before anyone can use this function
they must enter a secret PASSWORD. This password is only
provided to registered users and should only be know to
the person('s) responsible for system maintenance.
After you have entered your valid PASSWORD you are
requested to enter a date. All transactions that have a
zero balance prior to this date will be tagged as deleted
in your transaction data base. The space these records
occupied will NOT be returned to you for new transactions
until you physically remove them (see UTILITIES- SYSTEM
SUPPORT - PURGE DELETED RECORDS). (Keep in mind that
these are only your accounts receivable transactions and
not patient history or notes.) Before any transactions
are deleted a backup copy of your current transaction
file is created. This backup copy is a full copy of
your transaction file and should be transferred to a
removable storage media and placed in a safe place. By
saving this backup file you will have the ability to
restore and search old patient ledgers if the need
arises.
The delete cycle is performed in two steps:
1) A backup of your current transaction file is made that
should be placed on a removable media and stored in a
safe place.
2) All transactions prior to and including the period
date entered are reviewed and those charges, receipts,
and adjustments that net to zero are tagged as deleted.
If you are maintaining your aged accounts receivables in
date order then all transactions in date sequence by
patient are reviewed and deleted when a zero balance is
noted within the requested date range. If you are
maintaining your aged receivables by invoice number then
all transactions of a unique invoice number within the
given date range per patient that have a zero balance are
deleted. In both cases all active transactions having a
transaction date greater than the period date entered are
ignored for processing.
YOU SHOULD ONLY DELETE OLD INVOICING ON A CONTROLLED
CYCLE FOLLOWING A GENERAL LEDGER JOURNAL LISTING FOR THE
SAME PERIOD.
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CREATE NEW CHARGE TABLE
(C)reate new charge table from existing - gives you
the opportunity to save code table setup time by copying
the contents of an existing table an creating a new
table. You can then limit your maintenance to only those
codes within the new table that need adjusting. Use the
same process for entering this function.
DELETE EXISTING CHARGE TABLE
(D)elete existing charge table - allows you to
eliminate an out-dated charge table without going through
an involved process of changing information on-screen.
FINANCE CHARGES
(F)inance charge-calculations/posting - is the
function that handles the charges for past-due accounts.
It gives you the flexibility of varying the charges or
applying a standard minimum rate. (Note - Only those
accounts that were setup to receive finance charges, and
have a positive balance on a given cut off date, after
all payments/adjustments have been applied, will receive
a finance charge. Finance charges are a system generated
transaction and will show up in the account ledger.
This is a two step process.
STEP #1 = Calculate finance charges.: In this step you
1) identify the parameters for the qualification of those
accounts subject to a finance charge, 2) identify the
days of interest to charge for, 3) set a minimum finance
charge amount, 4) establish the monthly interest rate to
use for calculating the finance charge, and 5) set the
number of days of interest to calculate finance charges
for. The monthly interest rate that you enter is
annualized and then broken down to a daily rate
multiplied by the number of days to charge interest for.
After you enter this information the MED#1 system
locates each patient (or account) that qualify for
receiving a finance charge and calculates the respective
charge. This is captured in a transaction format record
in a temporary file. At the same time this record is
generated a printed report of all patients/accounts
receiving a finance charge, and the charge amount, is
created for your review. (Note: If upon your review you
do not wish to accept the charges calculated you can
rerun this calculation cycle until it meets your
approval. NO RECORDS ARE POSTED INTO YOUR TRANSACTION
DATABASE UNTIL YOU DECIDE TO ACCEPT THE CALCULATED
FINANCE CHARGES.)
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STEP #2 = Post Calculated Finance Charges: After you
have accepted the calculated finance charges you must
post those charges to your transaction database. Not
until you do this posting will any of these charges show
up in the patient/account balance, ledgers, aging, or
statements. Upon completion of posting these finance
charges the temporary file containing them will be
deleted.
TRANSFER PATIENT DATA
(T)ransfer patient data to new account - will be the
most used of all the utilities. With this function you
can transfer all patient transactions, history, recall,
and notes to another patient account. An example of the
need for this utility is when a child becomes old enough
to have responsibility for their own bills. Before you
can use this utility you must set up a new patient master
record for the patient you are working on. Then you can
call up this utility and by just entering in the old
patient account number and the new patient account number
all patient information is placed under the new account.
You can then delete the old patient master record. (NOTE:
Be careful when you delete the old patient master. If the
patient is also the account master for the old account
ALL RECORDS AND ALL OTHER PATIENT MASTERS WITHIN THIS
ACCOUNT WILL BE DELETED. Be sure that the patient you are
deleting is not the ACCOUNT MASTER or there are no other
patients within this old account.)
LEDGER CODE UPDATE POSTING
(L)edger code transaction update post - This
utility allows you to post new ledger codes to all
transactions already on file. Normally when you setup a
new system you do not know the general ledger codes to be
assigned to the codes you setup in your CPT code tables.
Also later you may want to assign new ledger codes so
that you can better group your transactions for ledger
postings. This function will re-post ALL General Ledger
codes to all transactions currently on file. THIS UTILITY
CAN NOT BE INTERRUPTED ONCE STARTED. ALL TRANSACTIONS ON
FILE WILL BE PROCESSED AGAINST YOUR CPT CODE TABLES AND
THE NEW LEDGER CODES FOUND WILL BE TRANSFERRED INTO THE
TRANSACTION RECORD.
Page 91
(U)TILITIES - SYSTEM SUPPORT
The '(S)ystem support utilities' function is where
you fit the system to your computer and to your unique
needs. You also have a few features that are more general
in support as to those under Application Support.
RE-INDEX DATA FILES
Each of your database files have associated file
index('s) that allow you to access information in these
files in various sequences. Records are added to your
database files in the sequence that you enter them into
your system - new records are always added to the end of
the file. Index files give logical placement of this
information within the MED#1 system. Without these file
indexes it would be impossible to locate information once
it is entered into your system. These index files are
constantly being modified due to new information being
entered into your system. Because of this constant
modification they are the files most sensitive to system
faults which can affect your ability to locate
information. THIS RE-INDEX UTILITY PROVIDES YOU WITH THE
ABILITY TO REBUILD YOUR DATABASE FILE INDEXES SO THAT
INFORMATION CAN BE LOCATED WITHIN YOUR FILES.
(NOTE: Any time you perform a function such as a purge or
file re-index you should always be sure that you have a
good backup of your files first. Any system fault while
these utilities are running may result in loss of your
data files.)
NO RECORDS ARE PHYSICALLY REMOVED FROM YOUR DATA FILES BY
THIS FUNCTION. ONLY NEW FILE INDEXES ARE BUILT. TO
REGAIN SPACE OCCUPIED BY DELETED RECORDS YOU MUST RUN THE
UTILITY TO 'PURGE DELETED RECORDS'.
USER REGISTRATION FORM
(U)ser registration form - is the function you use
to print the registration form you must send in to
register you as a user of MED#1 add remove you from the
100 patient limit. (NOTE: BEFORE YOU SEND IN THIS FORM
BE SURE THAT YOUR PRACTICE NAME AND POSTAL ZIP CODES ARE
CORRECT AND HOW YOU WISH TO SEE THEM ON ALL INSURANCE
FORMS. YOUR REGISTRATION NUMBER IS FORMULATED FROM THIS
INFORMATION. IF YOU CHANGE YOUR PRACTICE NAME OR POSTAL
ZIP CODE YOUR REGISTRATION NUMBER WILL BE INVALID.)
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(P)URGE DELETED RECORDS
The primary use of this function is to physically remove
all records tagged as deleted from your data files and
return that space to your system. A secondary feature of
this function is to place records in your data files into
the physical sequence that will decrease the system
access time for patient information.
AUDIT TRAIL CONSIDERATIONS: Because the deleted records
are physically removed from your data files all audit
tail tracking features are lost. To prevent this feature
from being used for other reasons a 'PASSWORD' is
required before access is granted. Before anyone can use
this function they must enter a secret PASSWORD. This
password is only provided to registered users and should
only be know to the person('s) responsible for system
maintenance.
After you have entered in the valid 'PASSWORD' each data
file will be copied to a new file removing all deleted
records from the new file. This copying is done in a
controlled sequence that will place all records in the
most logical sequence bringing all patient records into a
continuous sequence group. Upon successful generation of
the new file the old file is deleted and the new file is
renamed to replace the old file. Utilizing the concept no
data can be lost if a system fault occurs during the
purge process. After the files have been successfully
copied new indexes are generated.
ADJUST DATE FORMAT
The growing popularity of MED#1 has spread to as distant
places as Australia and other countries. With this use
outside of the U.S.A. there has developed a need for
various date formats. This utility allows you to select
the date format you wish to use. To select the desired
date format just highlight the nationality that uses a
format that you also use and press the <ENTER> key. You
will note that the date in the top left corner of your
screen is now in that format. All dates entered,
displayed, and printed will now be in the selected
format. NO CHANGES ARE MADE TO YOUR DATA FILES AND YOU
CAN CHANGE DATE FORMATS AT ANY TIME.
(NOTE: CANADIAN USERS - MED#1 NOW WILL SUPPORT YOUR
NEEDS. WHEN YOU SELECT A DATE FORMAT OTHER THAN THE
U.S.A. FORMAT YOU WILL ACTIVATE A MODIFICATION IN THE
PATIENT MAINTENANCE FUNCTION. ON SCREEN #1 OF PATIENT
MAINTENANCE YOU WILL SEE - UNDER BIRTH DATE - A PLACE TO
ENTER YOU 'HEALTH CLAIM IDENTIFICATION NUMBER'. THIS
NUMBER WILL BE PRINTED ON THE INSURANCE FORM FOR 'CANADA'
INSURANCE FILING.)
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MONOGRAPHICS / COLOR
(M)onographics color: N - provides the option of
using a color screen or black and white. MED#1 normally
automatically tests your computer to see if it supports a
color monitor and if it does you will see all displays in
color. Some computers have color capabilities but use a
monochrome monitor. If you are testing MED#1 on a laptop
computer you may wish to force the color to monochrome
display. Currently most laptops only display in shades of
gray and use of the color display option will make
reading your screens difficult.
SET DEFAULT VALUES
Default values are available for you to customize
selected features of the MED#1 system for your specific
use.
TYPE OF SERVICE codes
Utilization of this feature allows you to modify the
'TYPE OF SERVICE' code to be printed on insurance forms
for each type of claim you will be filing.
When you utilize this feature keep in mind that the 'TYPE
OF SERVICE' code you use in your transaction posting is
not necessarily the code to be printed. The codes you
enter are the single position standard codes that are
printed on the back of the 1984 HCFA-1500 insurance form.
For each of these codes you can setup a different code to
be printed on each of the nine different types of
insurance claims you can file. This print code can be up
to three characters.
To change the default 'TYPE OF SERVICE' codes to printed
just:
1) highlight the 'TYPE OF SERVICE' code to be modified,
2) press the <enter> key to activate the maintenance
feature for printer default settings,
3) enter the value you wish to print for each of the nine
different insurance claims you can print.
After you have set these 'TYPE OF SERVICE' codes you will
be able to continue to post the standard code and still
have the new default value printed on the respective
insurance claims.
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PLACE OF SERVICE codes
Utilization of this feature allows you to modify the
'PLACE OF SERVICE' code to be printed on insurance forms
for each type of claim you will be filing.
When you utilize this feature keep in mind that the
'PLACE OF SERVICE' code you use in your transaction
posting is not necessarily the code to be printed. The
codes you enter are the single position standard codes
that are printed on the back of the 1984 HCFA-1500
insurance form. For each of these codes you can setup a
different code to be printed on each of the nine
different types of insurance claims you can file. This
print code can be up to three characters.
To change the default 'PLACE OF SERVICE' codes to printed
just:
1) highlight the 'PLACE OF SERVICE' code to be modified,
2) press the <enter> key to activate the maintenance
feature for printer default settings,
3) enter the value you wish to print for each of the nine
different insurance claims you can print.
After you have set these 'PLACE OF SERVICE' codes you
will be able to continue to post the standard code and
still have the new default value printed on the
respective insurance claims.
OTHER DEFAULT VALUES
The original design of MED#1 addressed the needs of the
general medical practice. With our growing base of
satisfied users we have been required to adapt our MED#1
software to the needs of users in various specialities
outside of our original scope of system design. To
provide the user with a limited ability to customize
MED#1 to their specific needs this function to set
selected default values has been developed.
1) HCFA-1500 forms supplier: While the HCFA-1500 form is
a standard form it is standard in content only and not in
precise format. Each manufacturer of this form provides
a form with a variation in field size and alignment.
Currently we support two forms suppliers: COLWELL and
SAFEGUARD. Forms from other suppliers will most likely
not properly line up for MED#1 print spacing and field
size.
To select the correct supplier of your forms just
highlight the correct supplier and press the <ENTER> key.
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2) Transaction posting:
A: Type of service code - enter the default code used by
your practice. These codes are found on the back of the
HCFA-1500 insurance form.
B: Place of service code - enter the default code used by
your practice. These codes are found on the back of the
HCFA-1500 insurance form.
3) Supper Bill Message: The bottom inch and half of the
MED#1 super bill (invoice) printed can contain any
message you may wish to have printed. You can also leave
it blank. The message provided by MED#1 is a payment
acceptance message to assign payment directly to the
doctor. To change this message just type in the message
you wish to have printed.
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GLOSSARY
BUFFER The space in the computer's memory where
text is temporarily stored while the
computer is on.
CONFIG.SYS A file used to modify the parameters of
machine operation.
DBF Data base files.
DEFAULT Word used to designate 'standard', most
common. In MED#1, 'default' is 00 unless
specified otherwise.
DOS Disk operating system.
FIELDS Specific areas for receiving information.
FLAG An instruction put in one function that
cross references with another function
requesting an activity.
FREEFORM FIELD A field that doesn't require information
every time the function is used.
INITIALIZATION Bringing up the system and customizing it
to create DBF.
INSTALLATION Physically putting the software on disks
by copying.
MESSAGE LINE Space at the bottom of the screen for
'prompts' and 'help'.
PROMPT A question or request that appears on
screen which has to be answered before
continuing with the function.
PURGE Remove outdated information and create
space for new information.
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DATA FILES USED
The following data files are created, and used, by MED#1.
PATIENT - Contained in this file are all of your
account/patient master records. Accounts and patient
masters have the save data structures and therefore share
the same database. This makes it easy to locate both
patients and accounts by searching on account no., last
name, or first name. While an account can be a patient,
any patient master having a patient number greater than
'00' cannot be an account. There can be 100 patients per
account '00' - '99'. Accounts contain the information
parameters that control the billing cycle that affects
all patients within the account.
PATCASE - In addition to the general information on each
patient this record provides the ability to capture
information specific to the reason for this patient to
receive treatment. Currently only one of these records
can be setup per patient. Future enhancements will
provide for up to ten of these records per patient.
COMMENTS - This is an optional file that can be related
to individual patient masters. Contained within this file
are any notes that you setup that you wish to remain
with the patient record. Each of these notes are date
related. You are not limited to the number of notes you
enter per patient (other than available disk space).
HISTORY - Each patient can also have associated with it
an unlimited number of history records. These records
differ from COMMENTS. You are prompted to setup this
information whenever you are posting specific charges to
a patient.
RECALLS - Patients can have have an unlimited number of
recalls scheduled. These recall requests are prompted
for setup for specific charges contained within your
charge table. Each recall can be for different dates,
follow up action, and can reference a unique recall
letter. These records stay on file until you post a
follow up action charge or specifically delete the given
patient recall request.
CHGTABLE - Your charge tables are the heart of your
system. You can have up to 99 unique charge tables '00'
- '98', with table '99' reserved for your ICD-9
diagnostic codes. You must setup at least one charge
table before you can setup any patients. Each patient is
assigned a default charge table for the posting of all
transaction. In this manner you can have various rates
for the same treatment depending upon the table assigned
to the patient. At time of transaction posting you many
override the default table assignment with another table.
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At the end of day you can recap your daily activity by
table.
DOCTOR - You must setup at least on doctor in this
file before you can setup any patients. Each patient is
assigned to a specific doctor for care and follow up. You
may also use this file to maintain information on members
of your staff - just be careful not to assign any staff
to the care of a patient.
INSCO - This file contains basic information related
to the various insurance companies your patients may file
claims with. The only true limit to the number of
insurance companies you can setup is disk space. To make
things manageable we suggest that you structure the
identification code for each insurance company from some
common name abbreviation and number. The use of a number
in the key will allow you to setup several records for
the same insurance company even though there are several
agencies supplying that coverage. Each patient can have
reference to two insurance companies.
LETTERS - This set of files (LETTER.DBF and
LETTER.DBT) contain all of your RECALL letter formats.
The LETTER.DBT file is a special structure file that
carries the body of the recall letter. The LETTER.DBF
file contains the letter ID. code and description and
points to the LETTER.DBT file for the letter body.
TRAN - The transaction data base contains all
charges, adjustments, and receipts posted to your
patient. MED#1 maintains this file in date order for each
account and patient. Aged account/patient balances are
recalculated each time by reading this file for each
account/patient in date sequence. NO BALANCE FORWARD
RECORD IS MAINTAINED IN THE MED#1 SYSTEM.
TAG_INS - This file is a temporary file created to
identify those patients that are to receive an insurance
claim form. Once the claim form has been printed the
record in this file related to that patient is deleted.
In this manner you can print insurance claim forms in
batch mode at the end of the day, week, or any time
schedule you wish to use.
TAG_RCAP - This file is a temporary file created to
identify those patients that require a printed patient
profile recap. An entry in made in this file for each
patient having a posting made to their HISTORY data base.
In this manner you can batch print patient profile
updates in batch mode at the end of day, week, or any
time schedule you wish to use.
MEDGL - This file is a temporary file created
whenever you request a General Ledger Journal listing.
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Not only is this file used for the printing of your G/L
Journal listing, but you can also use it to interface to
any external G/L system you may have. (Note - no
transaction flagging is done when this file is created.
This means that if you request a repeat extraction of a
specific G/L Journal you will extract and list
transactions shown any earlier request for this journal.)
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SERVICE / SUPPORT
MEDshare provides service and support to the user on a
"Pay As You Go" type arrangement. Under this method you
pay only for the time and services needed to answer your
questions. The rate is $60.00 per hour, billed in 15
minute units, with a minimum billing of $15.00. All
service and support is provided over the phone, Monday -
Friday, 9:00 am to 4:00 pm cst.
Phone:(214) 985-0759
(Note: MEDshare, Inc. does not, and will not, provide any
assistance with hardware, networking, and operating
system, problems. We recommend that you establish support
for these items from within your local area.)
MEDshare, Inc. also encourages local VAR's and DEALERS to
promote and service MED#1. Authorized VAR'S and DEALERS
provide a more personal level of support and in many
cases may be in your area. Their rates for their support
are not controlled by MEDshare and in most cases will be
less.
For the name and phone number of an authorized VAR or
DEALER in your area call:
Phone:(214) 985-0759 (no charge for this call)
MEDshare, Inc. is always looking for VAR's and DEALERS to
support the MED#1 family of products we offer to the
medical practitioner. We offer an interesting, if not
unique, market participation plan to all VAR's and
DEALER's that wish to become authorized support centers
for our products. If you know of a VAR or DEALER in your
area that would be interested in becoming an authorized
support center for our products have them call us at:
Phone: (214) 985-0759
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UPGRADES
There are two types of UPGRADES to be considered:
1. Upgrades due to errors detected in prior releases of
MEDshare products.
FOR ALL CURRENT REGISTERED USERS OF MED#1 this type
of upgrade is free. When we are notified of a problem we
will make all effort necessary to correct it in the
shortest time possible. When the correction is made we
will provide all CURRENT registered users with a copy of
the corrected program at no cost. (BY CURRENT WE ME
REGISTERED USERS OF THE CURRENT VERSION THAT THE ERROR
WAS IDENTIFIED IN. IF YOU ARE NOT A USER OF THIS CURRENT
VERSION YOU MAY PURCHASE THIS UPGRADE FOR A NOMINAL FEE.)
If you encounter an error in your program please do the
following:
A. Write down the error message - exactly as
displayed.
B. Call MEDshare immediately at (214) 985-0759 and
describe the problem and read to use the error
message.
C. If possible capture to the printer a copy of the
screen that is displaying the error message. This
can be done by turning on your printer and pressing
(at the same time) the Shift and the 'PrtSc' keys on
your printer keyboard.
2. Upgrades due to improvements and new features being
incorporated into MEDshare products. MEDshare is
constantly in the process of evaluating and improving the
MED#1 and related software products provided to our
users. While we cannot give any hard dates for releasing
new versions of our programs we hope to have about two
major releases per year. Some of these releases will be
new programs and not upgrades to existing programs. All
new programs will be offered to registered users at a
special price. If you are not a current registered user
your price will be considerably higher.
Registered users: We encourage you to install all
upgrades when received. Some upgrades may require the
creation of new fields within your database. If you fail
to install all upgrades these fields will not be
available for the next upgrade that we send you.
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Users that have failed to purchase upgrades: If
you have failed to purchase upgrades as they become
available you may purchase them later at a nominal cost.
The cost of each upgrade will be determined by the new
features it incorporates and will vary. Please request a
price listing of all upgrades. You will need to purchase
all upgrades released that have a higher version number
than the current version you are using (if you wish to
carry your current data up into the new formats). Some
upgrades may require the creation of new files or new
fields within your database. If you fail to install all
upgrades as they are released these files and fields will
not be available for the next upgrade that we send you.
TO ALL USERS
______________
NEW REGISTERD USERS RECEIVE
A. A newsletter informing you of what's new, etc.,
B. A special price the purchase of special purpose
programs developed to enhance our products features,
C. The access to our telephone support.
(Sorry but we can only support our registered users.)
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NEW RELEASES
New releases are not to be confused with upgrades.
Upgrades are improvements in a specific product. New
releases are new products and may have a new name or a
new version number series.
MEDshare is dedicated to providing you, the medical
practitioner, with the best program to manage your
practice with. We realize that one program cannot address
all needs all of the time. As changes are made in the
insurance industry, and as new computers and operating
systems be come available, improvements will be made to
MED#1 to take advantage of these changes. Also, as we
grow MEDshare will be creating new programs for various
specialities and methods of practice management. As these
programs become available we will be notifying all
current users of our products of their availability.
Current registered users will be offered the opportunity
to purchase these products at a reduced rate.
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