The Business Master (4th Edition)

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Text File | 1993-09-27 | 20.6 KB | 469 lines

MEDshare, Inc. 4100 West 15th, #103 Plano, Texas 75093 Sales: (214)985-0759 or (800)233-0560 Technical support: (214)736-1067 MED#1 Version 1.07 (Summer 1993) Medical Office Management System Copyright 1988,89,90,91,92,93 Un-registered version ($10.00 - 100 patient limit) Registered version single user ($395.00 - no limits) Registered version multi-user ($695.00 - no limits) Other products available. ************************ ************************ VAR's & CONSULTANTS: If you find MED#1 to be a quality product that you would like to offer to your clients please contact: MEDshare, Inc. 4100 West 15th, Suite 103 Plano, Texas 75093 We are interested in building our registered reseller base and would like to hear from you. MED#1 System Requirements: -------------------------- MS-DOS 3.3 or greater (DOS 5.0 preferred) 640K of memory (required) Monochrome (or color) monitor (1) 5 1/4" or 3 1/2" floppy disk drive (for software) (1) hard disk drive with 5 Meg bytes of free space (for program and data files) (1) printer (any dot matrix or HP DESKJET 500) (LASER PRINTERS NOT FULLY SUPPORTED at this time) MED#1 handles various state-required insurance forms, as well as HCFA-1500 (12-90). All other reports can be printed on 8 1/2" x 11" standard stock paper. Files contained on your distribution disks: ------------------------------------------- Disk #1 README.1ST = Installation instructions INSTMED.BAT = Decompresses INSTMEDx.EXE files INSTMED2.EXE = MED10001.OVL (required for MED1.EXE) Disk #2 INSTMED3.EXE = MED10002.OVL (required for MED1.EXE) INSTMED5.EXE = User manual parts 1 - 6 Disk #3 INSTMED1.EXE = MED1.EXE MED#1 main program INSTMED4.EXE = MED_UPDT.EXE Installation utility INSTMED6.EXE = User manual parts 7 - 8 ===>NOTE: These files will be contained on two 3 1/2" diskettes. All programs are distributed in compressed format. ALL COPIES OF MED#1 WILL INITIALLY LOAD AS 'UN-REGISTERED' HAVING A 100 PATIENT LIMIT. THIS PATIENT LIMIT WILL BE REMOVED UPON THE ENTRY OF A VALID 'USER REGISTRATION NUMBER' INTO YOUR PRACTICE DATA. THIS 'USER REGISTRATION NUMBER' IS UNIQUE TO EACH USER AND IS PROVIDED TO THE USER UPON RECEIPT OF A FULLY PAID AND PROPERLY FILLED OUT REGISTRATION FORM. WHEN YOU SEND IN THIS FORM CHECK TO ENSURE THAT YOUR PRACTICE NAME AND POSTAL ZIP CODE IS ENTERED EXACTLY AS YOU WISH IT TO BE. ANY CHANGES TO YOUR PRACTICE NAME OR POSTAL ZIP CODE WILL INVALIDATE YOUR UNIQUE REGISTRATION NUMBER. REGISTERED USERS WILL RECEIVE THE FOLLOWING BENEFITS: >FREE BUG REPLACEMENT DISKS. (* For the first six months following registration.) Free replacement disks will be sent for any program bug that results in an abnormal program termination or loss of data integrity. You will be notified of replacement diskette(s) when available. >PRINTED USER MANUAL >CURRENT VERSION OF MED#1 (if a more current one is now available) >NOTIFICATION OF NEW PRODUCTS FROM MEDshare, Inc. REGISTERING YOUR COPY OF MED#1: ---------------------------------- 1. Go to the (A)pplication support section of the UTILITIES sub- menu, select (U)pdate practice data, verify that the information displayed is correct and entered exactly as it should be printed in block #33 on the HCFA_1500 (12/90) insurance form. 2. Go to the (S)ystem support section of the UTILITIES sub-menu, select (U)ser registration form, and print out a copy of the REGISTRATION FORM. 3. Mail the form and a check to cover the registration fee to MEDshare, Inc. You will receive: A. A REGISTRATION NUMBER that will unlock the 100 patient limitation of the system. B. A phone number for technical support (you may be billed for for this service). C. A printed copy of the user's manual. D. Diskette(s) containing the newest version of MED#1. E. Newsletter (SORRY, BUT WE CAN ONLY SUPPORT OUR REGISTERED USERS.) ******************************* * MED#1 1st TIME INSTALLATION * ******************************* 1. Insure that you have at least 5 Mega bytes of free disk space on your hard disk to hold the MED#1 program and data files. 2. Insure that you have DOS 3.3 (or greater) installed on your computer using the DOS 'VER' utility. 3. Check your hard disk for any faults using the DOS 'CHKDSK' utility (see your DOS manual for more information). If any faults are found they MUST be corrected before installing MED#1. 4. Check your 'CONFIG.SYS' file to insure that it has: Single user DOS system....: FILES = 60 (minimum value) BUFFERS = 9 (or greater) Single user WINDOWS system: FILES = 100 (minimum value) BUFFERS = 9 (or greater) NET BIOS networking system: FILES = 150 (minimum value) (per work station) BUFFERS = 9 (or GREATER) NOVELL 2.x & 3.x system...: (read note below) * Note - NOVELL places a limit of 40 file handles per station, regardless of the station's local setting. This can be modified by creating the following file and placing it in the same directory as your CONFIG.SYS file for each work station. File name: SHELL.CFG Contents.: FILE HANDLES = nn (value 60 or greater) CACHE BUFFERS = xx (optional entry) 5. If you had to make any changes to your CONFIG.SYS file you must REBOOT your computer. The values placed into the CONFIG.SYS file are only read by your computer at BOOT time. 6. Create a sub-directory to contain all of your MED#1 program and data files. This can be done with the following command: MD\MED1 <enter> *** You are now ready to load your distribution disk's and setup your MED#1 data files. *** ***************************************** * MED#1 1st TIME & UPGRADE INSTALLATION * ***************************************** 1) If 'UPDATING' your MED#1 system - make a backup of your current MED#1 installation - program and data files. This should be to either floppy disks or tape. 2) Make a backup of the distribution disks you received your new release/update on. 3) To insure that you do not have any faults on your hard disk it is advisable to run the DOS 'CHKDSK' program (without any fix parameters). If you receive any error messages they must be properly cleared before you can continue - CALL FOR YOUR LOCAL HARDWARE SUPPORT - DO NOT USE YOUR COMPUTER UNTIL ALL DISK FAULTS HAVE BEEN CORRECTED. (For normal day to day usage of your system it is advisable to insert this 'CHKDSK' program request into your 'AUTOEXEC.BAT' file so that a basic integrity test is performed on your computer each time you turn it on.) 4) If there were no problems encountered by 'CHKDSK' then make your MED#1 program directory your current default directory by entering: CD\MED1 <enter> (or CD\xxxxx - where xxxxx is the name you gave to your MED#1 program directory) 5) Place each of the distribution disks (in turn) into one of your computers floppy disk drives and copy their entire contents into your MED#1 program directory using the following command: COPY A:*.* <enter> (for drive 'A') or COPY B:*.* <enter> (for drive 'B') Remove all floppies and store in a safe place upon completion of the copy of the last distribution disk. 6) Decompress the distribution program files (all distribution program modules are in compressed format when distributed and must be decompressed before use) by entering: INSTMED <ENTER) This routine will initiate the decompression of each MED#1 program file and user manual. Because you already have modules of the SAME NAME residing in your MED#1 program directory you will be presented with a message asking if you wish to replace the existing module. ALWAYS ANSWER WITH 'Y' TO THESE QUESTIONS OTHERWISE YOU WILL NOT BE REPLACING YOUR OLD MED#1 PROGRAM FILES WITH THE NEW RELEASE/UPDATE! Upon completion of this decompression you may (or may not) receive a message stating that a file was not found. This is part of a cleanup of old files that could have been in your MED#1 program directory. If this message was displayed just IGNORE it. *Note - If this is the first time you have installed MED#1 on to your computer you should print a copy of the MED#1 'USER MANUAL'. This manual is over 160 pages long and contains instructions on how to load and use MED#1. This 'USER MANUAL' is in eight parts and can be printed by entering the following command: MANUAL <enter> 7) You can now load the MED#1 program by entering: MED1 <enter>. If your MED#1 data files need to be created or updated you will be requested to run the MED_UPDT.EXE program. If your current data files do not need to be updated your new MED#1 system should be ready for use. **** NEW RELEASE/UPDATE COMPLETED **** * YOU ARE NOW READY TO USE MED#1 * Before you attempt to setup any patients you will need to build at least one 'CHARGE' table and setup one 'DOCTOR'. The best way to learn the features of MED#1 is to start with the 'UTILITIES' section of the program and work your way UP the MED#1 MASTER MENU. Print out your MED#1 user manual and the README.2ND file and read both (at least become familiar with their contents). If you have any problems on a specific data element while entering data into MED#1 just press the 'F1' help key for assistance. Please use our TECHNICAL SUPPORT LINE FOR ANY QUESTIONS YOU MAY HAVE IN USING MED#1 - 214/736-1067. There is no charge for this assistance other than you paying for the telephone call. *** END OF INSTALLATION *** ****************************************** *** COMMON PROBLEMS AND THEIR SOLUTION *** ****************************************** 1. INSUFFICIENT MEMORY: MED#1 operates totally within the 640K limits of your system. This area is also used by your operating system and other programs you may use. To see if you have sufficient memory to load MED#1, run the DOS 'CHKDSK' command. You should have in excess of 512K free memory. Next, after you have loaded MED#1, press the 'F10' key at the DATE PROMPT on the MED#1 sign-on screen. You should have 100K free memory. (NOTE: MED#1 requires up to an additional 100K of memory for several of its features. If you do not have 100K, check your CONFIG.SYS and/or AUTOEXEC.BAT files for other resident programs you may be using. The best test is to remove all lines but the FILES and BUFFER parameters from these files, reboot, load MED#1 and see how much free memory is available. Then add in the features you want until you lose the 100K requirement. 2. ERROR MESSAGES ENDING WITH A '(2)': This error is a result of MED#1 not being able to locate its data files. This error is normally a result of MED#1 being installed on one system and then copied to another system and to a different disk drive designation. To correct this problem, just delete the 'MEDMVBLS.MEM' file then re-load MED#1. You will be taken into the system initialization cycle and asked to identify the disk your data files are to reside on. After entering this, MED#1 will attempt to build your data files. If it finds that the data file currently exists, you will be asked whether MED#1 is to save it or build a new one. 3. ERROR MESSAGES ENDING WITH A '(4)': This error is a result of MED#1 not being able to open a file due to limits controlled by your DOS system. Generally, updating your CONFIG.SYS file to the minimum FILES and BUFFERS values will correct the problem. (FILES = 60 for a single user, or 60 * number of network users.) After you have corrected your CONFIG.SYS file, reboot your system. THIS IS THE ONLY TIME THAT THESE PARAMETERS ARE READ. 4. 'OPEN FILE' ERROR MESSAGE FOLLOWING PROGRAM LOAD AND ACCEPTANCE OF SYSTEM DATE: This error message is just another form of the prior error message and is the result of your CONFIG.SYS not providing for enough files to be opened. To correct this problem just update your CONFIG.SYS - FILES = 60 (for a single user) or 60 * n (where n in the total number of users on a network). After correcting your CONFIG.SYS file just re-boot your system and then load MED#1. ********************************* NEW FEATURES AS OF JULY, 1993 This release of MED#1 - Version 1.07 contains many new features including the ability to interface to the new ECS01 & ECS02 'Electronic Claims Submission' sub-systems. NEW FEATURES: 1) MED#1 can now call up the 'COLLECT' sub-system directly from the MED#1 'MASTER' menu. (COLLECT is an enhanced Accounts Receivable, Aging, and Statements module that when used improves your handling and posting of receipts and adjustment after the time of patient visit. If you do not have an evaluation copy of COLLECT please request one from MEDshare, Inc. While the Aging and Statement functions are limited in the 'UN-REGISTERED' usage of COLLECT the posting of receipts and adjustments is NOT LIMITED. You will find that the posting function alone is a valuable tool for handling your accounts receivables.) 2) Ability to use the 'F2' & 'F3' hot keys to search the DOCTOR master file in both PATIENT and TRANSACTION posting functions. 3) Modified TRANSACTION posting for faster entry of receipts and adjustments. Request for printing of insurance forms now includes the additional request for ECS 'Electronic Claims Submission' of insurance claims. 4) Modified INSURANCE master record to contain information required for ECS. 5) Modified INSURANCE master search routine to allow for searching either on NAME or ID. 6) Modified DOCTOR master record for separation of doctors name into separate fields for Last, First, Middle Initial, and Titles. This is required for ECS. 7) Modified DOCTOR master search routine to allow for searching either on Last name or ID. 8) New UTILITY for 'RECALL' of deleted Accounts and/or Patients and all related patient information and ledgers. 9) New UTILITY to setup ECS 'Electronic Claims Submission' automatic call routines. 10) Modified REPORTS - INSURANCE BATCH PRINT function to allow for direct access to ECS transmission modules. 11) Modified REPORTS - RECALLS & LETTERS - SPECIAL function to allow for selection of patients using INSURANCE CARRIER ID, CPT CODE, and ICD-9 code selection parameters. ********************************* NEW FEATURES AS OF MARCH 25, 1993 ********************************* MED#1 - Version 1.07 is constantly being improved. While the version number may stay the same (normally changed only when a file structure is modified) features of MED#1 are improved as often as possible. The copy of MED#1 you receive directly from MEDshare, Inc. will be the most current available at that time. To find information on any new feature please print and read the "README.2ND" file contained on your distribution disk. ********************************* NEW FEATURES AS OF MARCH 19, 1992 ********************************* New features: 1. Available disk space is checked upon initial loading of the MED1.EXE module. If less than 1,000,000 bytes exist you will be displayed a message requesting an increase in available disk space before continuing. 2. Recalls can now be displayed in DATE or PATIENT sequence. 3. You now have the ability to make CHANGES to patient notes without having to delete/add new notes. Special formats for the new HCFA-1500 (1990 format) form: There are now two additional variations of the HCFA-1500 (12/90 format) form available due to the specific requirements of various states. Please review your MEDICARE filing requirements to see if you need to use either of these special formats. HCFA_9A:(Special #1) - Block 24g - Days or Units - Format is a 3-digit block with the rightmost digit representing tenth's. (One unit is now shown as 10 for the assumed 1.0 value.) HCFA-9B:(Special #2) A. The removal of all special characters, commas, periods, and dashes from all name fields at time of printing. Special characters inserted into the patient's master record at time of patient maintenance are NOT removed. B. Blocks 12 & 13 (Signature on File) - Will now print the term 'SOF' instead of the full term 'Signature on file'. C. Block 24c (Type of service) - no entry is made in this block as these codes are to be automatically determined by the Medicare Part B processing system. D. Block 24f ($Charges) - Removal of the use of special characters such as dashes, dollar signs, and decimal points. ************************************************* INSTRUCTIONS FOR USE OF 'SPECIAL' INSURANCE FORMS ************************************************* There are over 450 special format insurance forms used in the filing of medical insurance claims. Currently MED#1 supports about 40 different forms of which about half are variations of the HCFA_1500 (12/90) form. The other forms are specific for filing claims with specific insurance agencies in various states. The following forms have special requirements that you must be aware of before they can be properly used. UB-82 - MEDICARE PART 'A': -------------------------- As of September 1, 1993 MED#1 provided limited support for the printing of the UB-82 insurance form. Limitations consisted of: 1) information not captured by MED#1 is not available to be printed and must be manually entered after the form is printed, 2) transactions are listed on the UB-82 in a summary form depending upon the first three characters in the CPT-4 codes these transactions are posted under. In order to print a description for this grouping of transactions you must setup title (charge) codes in your tables that have only a three position code and contain the description to be printed on the UB-82. If a title record is not found for the first three characters of each group of transactions no description will be printed on the UB-82. NEW YORK STATE MEDICAL ASSISTANCE (TITLE XIX) CLAIM FORM A: ------------------------------------------------------------ As of September 1, 1993 MED#1 provided limited support for the printing of the NYS TITLE XIX insurance form. Limitations consist of: 1) your printer must be able to support form widths of eleven inches, 2) information not captured by MED#1 cannot be printed on this form and must be entered manually after the form has been printed, 3) the PIN numbers for your practice and service provider are used to contain information needed for specific boxes on this form. Practice PIN (for MEDICAID): Positions: 1- 2 = LOCATION CODE 3- 5 = CLINIC SPECIALITY CODE 6- 9 = CATEGORY OF SERVICE 10-14 = PROCEDURE CODE (standard for each transaction) Service provider PIN (for MEDICAID): Positions: 1- 8 = Service provider ID/License number 9-10 = Service provider TYPE code Because of the modified usage of the MEDICAID PIN numbers be sure to order the 'pre-addressed' forms from your supplier.