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MANUAL.PT3
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1991-01-22
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AGED ACCOUNTS RECEIVABLE
Your AGED ACCOUNTS RECEIVABLE listing provides a
breakdown of the current status of your Accounts
Receivables. (NOTE: You should always run (A)ged
accounts before you run statements.) This report can be
ran at any time in either of two sequences: by ACCOUNT
number, or by account last name. When you request this
report you are prompted to enter two dates: date #1 = the
date you last selected statements, date #2 = the current
period ending date to be used. This date range provides:
a) All transactions after the entered period ending
date will be ignored and not considered in this report.
b) All transactions prior to, and including, last
statement date are used only to calculate the aged
balance of each account.
c) All transactions between these dates are
considered as current postings form which all receipts
will be listed in detail. This receipts listing will aid
you in monitoring your accounts willingness to pay. You
should find this a valuable feature for those accounts
having a balance over 60 days old.
The optional listing of zero and credit balance accounts
will allow you to control the size (number of patients,
or accounts, listed) of your Aged Receivables report. At
the end of the report you are provided with two sets of
totals: a) a set of totals for the patients, or accounts,
listed on the report, and b) a set of totals that show
the total accounts receivable currently on file. We
recommend that you run a complete report at the end of
the year so that you have a listing of all accounts you
have performed services for.
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STATEMENTS
STATEMENTS can be printed at any time. Transactions
posted after the current statement period ending date are
not considered for processing. You have the option of
using either custom statement forms, or they can be
printed on standard 8 1/4" by 11" paper. (Custom forms
are available from MEDshare.)
You are also given the following options:
1.) Printing statements for a given billing cycle. Each
patient, and account, can be assigned to a specific
billing cycle (see screen #3 of patient maintenance). You
can then limit your statements to only those patients, or
accounts, for a specific billing cycle. One possible use
is to give a specific billing cycle code to patients that
are assigned to insurance coverage. In this manner these
patients would only receive statements when you
specifically request then. (Note: Billing cycle codes are
printed on your Aged Receivables report directly below
the patient/account number.)
2) printing statements for a limited account number
range. If you only need a statement for a single,
specific, account then enter that account number for both
the starting, and ending, account number range
parameters. (NOTE: Statements are always printed in
account sequence. Also remember that if this patient, or
account, is assigned a billing cycle code you must also
enter this code in order for the statement to be
printed.)
2) printing debit balance accounts. Within this option
you can limit the printing of statements to only those
accounts having a debit balance above a given minimum
dollar value. With this option you can save the cost of
handling statements that will cost you more than you will
receive.
3.) printing zero balance accounts.
4.) and, printing credit balance accounts.
(Note - If you answer 'N' to all of these options then
the request to print statements will be canceled.)
You identify the transactions to be printed on each
statement by identifying the last statement date and the
current period ending statement date. All transactions
prior to, and including, the last statement date will be
considered as balance forward only and will not be listed
on the statement. Only those transactions after the last
statement date to, and including, the current period
ending date are listed in detail on the statement. All
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transactions are listed in date/patient order with the
patients name printed for each group of transactions
related to that patient. (Note - Remember that all
transactions are listed in date order and not in patient
and date order. This sequencing will result in possible
multiple repeat listing of patient names - depending upon
the date of the transaction.)
DENTAL#1 does not create any balance forward record
nor does it have a rigid closing cycle for your Accounts
Receivables. All transactions for each account are read
in date sequence to determine the account current
balance. No transactions are considered in this
calculation that are past the current period ending date.
Using this concept you can rerun statements at any time
for any period and see the same results.
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INSURANCE FORMS BATCH PRINT
NOTE: You can print insurance forms at the end of
the day or week, or at the time of actual transaction
posting. At the time of the office visit, the patient
receives the 'super bill' and usually pays the amount not
covered by insurance. If payment is assigned directly to
the dentist, you can then wait to do insurance billing
later. For a patient who hasn't assigned direct payment,
an insurance statement can be printed at the time of the
visit by accessing the 'BILL' cycle and selecting those
transactions to be listed on an insurance claim form. For
all patients not assigned for insurance coverage all
transaction insurance flags will be set OFF following the
printing of the insurance form.
Selecting (I)nsurance Forms Batch Print from the
REPORTS SUB-MENU will give you the following prompts:
USE PREPRINTED HEALTH INSURANCE CLAIM FORM (Y/N):
If you answer with a 'N' then your insurance claim form
will be listed on plane paper. If you answer with a 'Y'
then the ADA-1985 claim form will be used.
PERFORM FORMS ALIGNMENT TEST (Y/N):
With this option you are provided with a test pattern
that is printed in the patient name block of the ADA-1985
form. You can repeat this option as many times as needed
in order to set your printer forms alignment.
PRINT FORMS FOR SECONDARY INSURANCE COVERAGE (Y/N):
This prompt allows you the option to print an insurance
form for any secondary insurance coverage the patient may
have. This form can then be placed in the patients file
and filed later after the primary insurance coverage has
paid their liability. With this option you save time of
having to call-up and reprint all insurance filings in
order to file with a secondary insurance company.
REPRINT (Y/N):
This option is provide so that you can make multiple
copies of your insurance claim forms without having to
go through the cycle necessary to reset the transaction
insurance flags. If you enter a 'N' then the print cycle
is terminated and the system reviews all transactions
printed on the claim forms and adjusts their insurance
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posting flags to either an 'off' or 'on' status depending
upon the insurance status of the patient. (NOTE: IF YOU
PRESS THE <ESC> KEY IN ANSWER TO THIS REQUEST THE
PRINTING WILL BE TERMINATED BUT THE INS_TAG FILE
IDENTIFYING THE INSURANCE FORMS TO BE PRINTED WILL NOT BE
CLEARED. THIS WILL RESULT IN THE NEED TO REPRINT ALL
INSURANCE FORMS IN THE INS_TAG FILE.)
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RECALL LETTERS
There are four options available for RECALL letters:
1. print letters,
2. print labels,
3. print listing of pending RECALL's, and
4. Special selections.
(Note - For options 1-3 if you intend to print LABELS and
LETTERS print the labels first without updating the
'letter sent count. Printing LETTERS always updates the
'letter sent count' by +1.)
(P)rint recall letters
You can limit the RECALL LETTERS to those patients
between a given date range and a specific 'letter sent'
count. All letters printed will update the recall
'letter sent' count by +1 upon printing of the letter.
Remember - all recall reminders remain on file until the
patient receives another posting for the same treatment
that triggered the recall request, or until you manually
delete it. Use of the 'letter sent' count will limit the
letters you write to only those patients that you want to
receive a recall letter.
When letters are printed they are printed for all
selected recalls. Each recall identifies the specific
letter format to be used. These letter formats are
extracted from your LETTER.DBF/DBT master file. In this
manner you only need to know the date range you wish to
print recall letters for - not the specific recall
letter. (Note - Each patient can have multiple recalls on
file at any one time. Recalls are only removed by posting
a follow-up visit transaction, or by (D)eleting the
specific recall.)
(M)ailing labels
If need labels for either post cards, or letters,
use this option to print your mailing labels before you
actually print the letters. If you do not plan to print
letters then allow this routine to update the 'letter
sent' count, otherwise let the letter routine update this
count.
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(L)ist pending recalls
This feature provides you with a proof list of all
pending recalls on file scheduled prior to a given date.
We suggest that you print this proof list before you
actually print the letters or labels. If you see patient
recalls listed in your pending recall listing that you do
not wish to send letters to you will need to go into the
(P)atient - (R)ecall maintenance function for each such
patient recall and adjust that patients recall schedule
as necessary.
(S)pecial
This feature allows you to select patients for
letters, labels, and listings directly from your patient
data base using various parameters. These parameters are:
1. Code - this is the 'CODE' you assigned to the
patient and is located between the patient account number
and name prefix. This CODE field is not used anywhere
else in the system and is fully user definable.
2. Finance code - this is the 'FINANCIAL CODE' you
assigned to the patient and is located on screen #2 of
patient maintenance. This FINANCIAL CODE is not used
anywhere else in the system and is fully user definable.
3. Sex - This allows you to limit your selection to
patients by sex.
4. Birthdate (from/to range) - This allows you to
select patients by age, born prior to, and born after a
given date.
5. Date last seen (from/to range) - This allows you
to select patients that have not been in your office for
a given period of time. This date is maintained
automatically for you during transaction posting.
6. Zip Code - This allows you to limit your
selection to patients within a given area. You can enter
in as much of the zip code as you wish to match on.
7. Accounts only (Y/N) - This allows you to limit
your selection so that you only print labels and letters
to a single household and not to all patients within the
household. (Note: Parameters for sex and birthdate have
little value with this option.)
After you have entered your selection parameters you
can then direct you selection to: Mailing labels,
letters, or listing. You can run this selection process
any time as there are no flags set and no files updated.
With this option you will find it possible to keep in
touch with your patients.
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PATIENT RECAP'S
The purpose of the PATIENT RECAP profile listing is
to provide you with a hard copy of information you
consider important to that patient treatment history. You
identify those transactions in your charge tables that
should be posted into your patient history file. When you
post one of these transactions to the patient you are
prompted to setup a record in the patients history file.
If you post an entry into the patients history file
record is also placed into a TAG_RCAP.DBF file for that
account/patient number. This record stays in existence
until you print the patient recap listing.
Your patient recap listings can be requested for a
specific patient or for all patients having information
posted to their history file. Requesting a recap for a
specific patient does not delete a corresponding
account/patient record in the TAG_RCAP.DBF file even if
it exits.
WE RECOMMEND THAT YOU PRINT THIS REPORT AT LEAST ONCE A
WEEK.
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(L)ETTERS
You can setup up to 99 different letter formats.
These letter formats are called into use when you print
your PATIENT RECALLS and with the SPECIAL selection
recall feature.
AUTOMATIC RECALL REQUESTS
To initiate the request for a patient recall associated
with transaction postings you first must set the RECALL
FLAG in your charge tables to a 'Y' for the charge
code(s) that require a recall, and reference an existing
letter format contained in your LETTERS master file. At
the time of posting these transaction codes to the
patient you will be displayed a special window. When
this window is displayed you can setup the patient for a
RECALL. (Note - You can also use the (P)atient - (R)ecall
maintenance function to setup these recall requests.)
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WORD PROCESSOR
DENTAL#1 has built into it a limited word processor. The
following keys are used to control the editing of your
letters.
KEY PURPOSE
---------------------------------------------------------
Uparrow or Ctrl-E Move up one line
Dnarrow or Ctrl-X Move down one line
Leftarrow or Ctrl-S Move left one character
Rightarrow or Ctrl-D Move right one character
Ctrl-Leftarrow or Move left one word
Ctrl-A
Ctrl-Rightarrow or Move right one word
Crtl-F
Home Beginning of current line
End End of current line
Ctrl-Home Beginning of current window
Ctrl-End End of current window
PgUp Previous edit window
PgDn Next edit window
Ctrl-PgUp Beginning of letter
Ctrl-PgDn End of letter
Return Move to beginning of next line
Delete Delete character at cursor
Backspace Delete character left of cursor
Ctrl-Y Delete current line
Ctrl-T Delete word right
Tab Insert tab character or spaces
Printable character Insert character
Ctrl-B Reform paragraph
Ctrl-V or Ins Toggle insert mode
Ctrl-W Finish editing and save
Esc Abort edit, return original
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Selecting the (L)etters option from the main menu will
call up the RECALL LETTERS SUB-MENU.
(D)isplay Letters
With this request you will be displayed a listing of
all letter titles you currently have on file. From this
display list you can highlight and select the specific
letter format you wish to perform maintenance on, or
inquire into. Upon selecting the desired letter format
you are automatically taken into the (M)aintenance
function in the (I)nquire mode and the selected letter is
displayed to you.
(M)aintenance
The letter maintenance functions allow you to fully
maintain your letter formats, and to add new formats to
your letter file. The following maintenance functions are
provided:
(I)nquire - With this option you can request the display
of a specific letter format. Once displayed you can then
select any of the other maintenance options.
(A)dd new - Use this option to setup new letter formats
in you letter file. Each letter must be assigned a unique
ID. code between the values of '01' to '99'. In addition
to this code you should assign a brief descriptive title
to the letter that will provide you will enough
information that you can determine the contents of the
letter format to follow. (Note - When you do search
displays of the letter formats you have on file the only
information displayed to you will be the letter code and
this brief description.) Finally you are provided a
window through which you can setup your letter body. When
you setup a letter keep in mind that DENTAL#1 will
perform all of the addressing functions for you - only
setup that portion of the letter body that is common to
what you want all patients to receive.
In the RECALL LETTER BODY 'field', the system works
like a word processor with most of the features one would
expect. You can rework the body of the letter without
affecting the other parameters of your recall letter
format.
Correcting mistakes can be done by moving the cursor
to the mistake and typing over it. If you need to
'insert' a word or space pressing <CTRL-V> will activate
an INSERT capability. Press <CTRL-V> again when you're
finished with the INSERT.
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When you're finished with the letter, press <CTRL-W>
to 'save'. You will receive a 'prompt' in the message
line at the bottom of your screen:
INFORMATION CORRECT (Y/N) Y
Press <ENTER> if your answer is yes.
The system will then add that letter to your file.
(C)hange - The (C)hange function works in the identical
fashion as the (A)dd new function except the letter must
already be in existence. Once you have selected a letter
to be changed you can modify any displayed information
other than the letter ID. code.
(D)elete) - To delete a letter, move to the (D)elete
function and press <ENTER>. The cursor will
automatically position itself at the CODE # 'field. If
this is the letter you want to delete, press <ENTER>.
You will then receive a 'prompt' in the message line on
the bottom of your screen:
DELETE THIS RECORD (Y/N) N
This give you the opportunity to reconsider deleting
this record. If you're sure, press 'Y' and <ENTER>.
(+/-)skip - The (+)skip & (-)skip functions are there to
allow you to move quickly through your RECALL LETTER
file. (+)skip moves you forward to the next letter
format on file. (-)skip moves you backward a to the
previous letter format on file.
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LIST RECALL LETTERS
When you're ready to print RECALL letters choose the
(L)ist to printer option from the RECALL LETTERS SUB -
MENU. A question will appear in the message line at the
bottom of your screen:
LIST ALL LETTERS (Y/N): N
If you enter a 'N' and press <ENTER> and you will
receive a display of the letters you have on file. They
will be listed by code and title. Move to the specific
letters you want to print and press <ENTER>.
If you enter a 'Y' and press <ENTER> you will
immediately start printing a proof listing of all letter
formats you have on file.
Upon termination of the letter proof listing you are
returned to the (L)etter sub-menu.
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