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MANUAL.SW1
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MED#1
MEDICAL PRACTICE MANAGEMENT SYSTEM
Version 1.06
A full featured, simple to use, medical office
practice management system for IBM-PC (and
compatible) micro computers.
Copyright (C) 1988, 1989, 1990
BY:
MEDshare
4100 West 15th, Suite 103
Plano, Texas 75093
(214) 736-3668
ALL RIGHTS RESERVED
LIMITATION OF LIABILITY
THE FOREGOING WARRANTY IS IN LIEU OF ALL OTHER
WARRANTIES, EXPRESSED OR IMPLIED. INCLUDING, BUT NOT
LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND
FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT WILL
MEDSHARE BE LIABLE FOR CONSEQUENTIAL DAMAGES EVEN IF
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
GENERAL
If any of the provisions, or portions hereof, of this
agreement are invalid under any applicable statute or
rule of law, they are to that extent to be deemed
omitted.
COPYRIGHT
Copyright (C) 1988, 1989, 1990
by:
MEDshare
4100 West 15th, #103
Plano, Texas 75093
All rights reserved.
DISCLAIMER
MEDshare makes no representations or warranties with
respect to the contents hereof and specifically disclaims
any implied warranties of the merchantability of fitness
for any particular purpose.
MAILING ADDRESS
MEDshare
4100 West 15th, Suite 103
Plano, Texas 75093
(214) 736-3668
USER MANUAL
Introduction to MED#1....................... 1
Registering your copy of MED#1.............. 3
Features.................................... 4
System installation......................... 6
System initialization....................... 8
Keyboard usage
General key usage...................... 10
'F1' HELP.............................. 11
'F2' Search............................ 11
'F3' Add new........................... 11
'F10' Memory check..................... 12
Getting Started............................. 13
Master Menu................................. 15
(P)atients Sub-Menu.................... 16
(P)atients........................ 16
Inquire...................... 16
Add new (account/patient).... 17
Change....................... 20
Delete (account/patient)..... 20
(+/-) skip and display....... 20
Notes........................ 20
Print........................ 21
(T)ransaction posting............. 22
(P)ost transactions.......... 22
Patient notes........... 22
Insurance information... 22
Multiple ICD-9 setup.... 22
Posting of charges...... 23
Posting receipts and 23
adjustments........ 23
Recalls................. 23
History................. 23
Insurance print request. 23
Print insurance claim... 24
Forms alignment.... 24
Filing address..... 24
Super Bill print request 24
Print Super Bill........ 24
(D)elete transactions........ 25
Deleting a transaction.. 25
Recall of deleted trans. 25
(L)edger.......................... 26
Account/Patient.............. 26
(D)isplay.................... 26
First page display...... 26
Full ledger display.... 26
(P)rint...................... 26
(B)ill............................ 27
(S)uper bill................. 27
Requesting a super bill. 27
Questions asked......... 27
(I)nsurance claim form....... 28
Patient setup........... 28
Transaction selection... 28
Form alignment.......... 28
Questions asked......... 28
(R)ecall.......................... 29
(D)isplay ................... 29
(P)ost updates............... 29
(A)dd new............... 29
(C)hange................ 29
(D)elete................ 29
(+/-)skip............... 29
(H)istory......................... 30
(D)isplay.................... 30
(P)ost updates to............ 30
(A)dd new............... 30
(C)hange................ 30
(D)elete................ 30
(+/-)skip............... 30
(R)eports.............................. 32
(C)harges and adjustments......... 34
by Patient................... 34
by CPT code, Patient......... 34
by Table, CPT code, Patient.. 34
by Invoice number............ 34
(R)eceipts........................ 35
by Patient................... 35
by Code, Patient............. 35
by Table, Code, Patient...... 35
(M)onth-to-Date Summary........... 36
(G)eneral Ledger.................. 37
(A)ged Accounts Receivables....... 38
(S)tatements...................... 39
(I)nsurance Forms Batch Print..... 41
(L)etters and Recalls............. 43
(P)ring recall letters....... 43
(M)ailing labels............. 43
(L)ist pending recalls....... 43
(S)pecial.................... 44
Select parameters....... 44
Labels.................. 44
Letters................. 44
Listings................ 44
(P)atient recap................... 45
(L)etters.............................. 46
Word processing keys.............. 47
(D)isplay letters................. 48
(M)aintenance..................... 48
(I)nquire.................... 48
(A)dd new.................... 48
(C)hange..................... 49
(D)elete..................... 49
(+/-)skip.................... 49
(L)ist to printer................. 49
(I)nsurance companies.................. 50
(D)isplay companies............... 50
(M)aintenance..................... 50
(I)nquire.................... 50
(A)dd new.................... 50
(C)hange..................... 50
(D)elete..................... 51
(+/-)skip.................... 51
(L)ist to printer................. 51
(D)octors.............................. 52
(D)isplay......................... 52
(M)aintenance..................... 52
(I)nquire.................... 52
(A)dd new.................... 52
(C)hange..................... 52
(D)elete..................... 53
(+/-)skip.................... 53
(L)ist to printer................. 53
(T)ables............................... 54
Alpha or Code sequence displays... 54
(D)isplay tables.................. 54
(C)harge code display............. 54
(M)aintenance..................... 55
(I)nquire.................... 55
(A)dd new.................... 55
(C)hange..................... 58
(D)elete..................... 58
(S)how....................... 58
(+/-)skip.................... 58
(L)ist to printer................. 59
(A)ll tables................. 59
(S)elected tables............ 59
(U)tilities............................ 60
(A)pplication Support............. 60
(U)pdate Practice Data....... 60
(P)urge Old Invoicing........ 60
(C)reate New Charge Table.... 60
(D)elete Existing Table...... 60
(F)inance Charges............ 60
(T)ransfer patient data...... 61
(L)edger code update posting. 61
(S)ystem Support.................. 61
(R)e-index data files........ 61
(P)rint Registration Form.... 61
(M)onographice color......... 61
(C)hange printer codes....... 62
GLOSSARY.................................... 63
DATA FILES.................................. 64
OTHER
Service/support........................ 67
Upgrades............................... 68
New releases........................... 70
INTRODUCTION
MED#1 is a new medical office management system that
will increase efficiency in the daily administration of
the business side of your medical practice. It is
designed with special features unavailable in other
medical systems and is very 'user friendly'. We're
confident you will find MED#1 one of the easiest systems
to use, especially if you are already acquainted with
computer operations. But even if you aren't, MED#1 will
take you through operations with simple one-key functions
that follow the logical progression of your normal
routine.
With an awareness of the spiraling costs of office
administration, MEDshare has developed its marketing
concept to deliver the best possible product at a price
far below existing medical systems.
MED#1 WILL OPERATE ON MOST POPULAR MICRO COMPUTERS,
ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE
FOR HARDWARE SUPPORT.
MED#1 IS SO EASY TO USE YOU DON'T HAVE TO SPEND
THOUSANDS OF DOLLARS TO TRAIN OFFICE PERSONNEL.
And of course the best advantage of MED#1 is this
opportunity to fully test the system in this un-
registered package. While you are limited to 100
patients in the un-registered version, that is the only
limitation. You can take those 100 patients through
every function of recording, posting transactions and
billing, allowing you to test to the full extent of the
system.
No other software company gives you that kind of
opportunity, and we encourage you to copy your
unregistered disk and share it with a colleague who might
be interested.
To operate the MED#1 system, you need a computer
with MS-DOS 2.0 (or greater), 640 K of memory, and the
following:
(1) floppy disk drive (for loading software)
(either 5 1/4" or 3 1/2" floppy disk)
(1) hard disk drive (for program and data files)
(1) printer (any dot matrix)
(Note: MED#1 is not qualified as a multi-user system and
it does not support lazer printers.)
Page 1
No special forms are required for printing. All
reports will be printed on 8 1/2" by 11" standard stock
paper. Custom statement forms, and the standard
insurance HCFA-1500, are available through MEDshare, but
the system will print without them. Copies of these forms
will be sent to you upon request. For your special custom
forms please let us know so that we can program software
for you (small charge for customization).
Now, more than ever, computerization is a part of
every medical practice. It's faster, more accurate and
opens you up to the opportunities of future technical
advances. MEDshare is committed to making that a
reality, especially for the single doctor practice where
cost factors and limited personnel made it impractical in
the past. We are also committed to a 'stand by you'
philosophy of business, offering a sales and phone
support team to provide assistance as needed. MEDshare
will also keep you updated on advancements that will
enhance or improve your existing system.
FEATURES OF MED#1 THAT WILL SAVE YOU TIME & MONEY
* Statements can be printed for all accounts with a
balance due on your schedule.
* Patient ledgers are automatically updated at time of
transaction posting - no need to maintain a manual
ledgers.
* Superbill and/or Insurance claim form can be printed
as patient checks out or any time needed.
* Standard Insurance form HCFA-1500 can be printed
automatically for insurance assignment with less
mistakes, less manual re-input, saving time. (Contact
MEDshare for the name of the manufacture of the HCFA-1500
form used by MED#1. While this is a standard form there
can be as much as three print positions variance in the
alignment of other suppliers forms.)
* Instant access to account/patient ledger information
to help collect at time of office visit.
* Reporting to help you run your practice:
A) Daily charges and receipts recap.
B) Month-to-date summary recap.
C) Aged accounts receivables.
D) Statements.
E) Recall letters.
F) Special Recall selection that will help you keep
in touch with your patients.
G) Insurance claim forms.
Page 2
REGISTERING
After you've worked with the un-registered package
of MED#1, and decide you want full access to the system,
follow these simple steps to register:
1. Enter the (A)pplication support section of the
UTILITIES sub-menu, select '(U)pdate practice data' and
verify that the information displayed is correct and
entered exactly as you want it to be displayed in all
usages. YOUR UNIQUE REGISTRATION NUMBER IS CONTROLLED BY
HOW YOU SETUP YOUR PRACTICE NAME. PLEASE TAKE THE TIME TO
INSURE THAT YOUR PRACTICE NAME IS EXACTLY AS YOU PLAN TO
USE IT.
2. Enter the (S)ystem support section of the
UTILITIES sub-menu, select '(P)rint registration form,
and print out a copy of the REGISTRATION FORM.
3. Finally, mail the form and a check to cover the
REQUIRED registration fee to MEDshare. You will then
receive:
A. A REGISTRATION NUMBER that will unlock you from
the 100 patient limits of the system.
B. A phone number you can call for support (you will
be billed for this support at $60.00 per hr in 1/4
hr units).
C. A printed copy of the user's manual.
D. A copy of the newest version of MED#1 (if your
un-registered copy is not the latest).
E. Newsletter informing you of other programs that
complement MED#1.
(Sorry but we can only offer this support to registered
users.)
Page 3
FEATURES
Speed and efficiency are the most important
qualities of any medical office management system, and
the features of MED#1 were designed to provide time
saving factors. The following list describes some of
those features as well as providing other helpful
information.
----------------------------------
1. 'FLAGS' used in one function will access another
function directly, eliminating the need to manually move
from function to function.
2. If you're updating a file and change your mind or
make a mistake, pressing <ESC> will cancel the new
information and leave the previous record intact.
3. Use of the 'F1' hot key on all input fields during
operation will provide a pop-up help screen.
4. The 'F2' hot key allows you to do patient
search/select. It also allows for insurance company
search/select.
5. The 'F3' hot key allows you to (A)dd a new insurance
company at the time of transaction.
6. Your disk capacity is your only true file size limit.
Up to 99,999 accounts can be set up with MED#1.
7. Accounts can have up to 100 patients with automatic
patient numbering within that account. Each patient can
have his own doctor assigned.
8. Rates can fluctuate within the accounting functions
allowing you to accommodate variances without altering
your tables.
9. Statements, letters, and insurance forms can be batch
printed or selectively printed.
10. Patients can have unlimited notes and history with a
patient profile recap at any time.
11. Up to 100 doctors can be set up per practice, each
with a unique charge table.
12. Up to 99 standard recall letter formats can be setup
and attached to specific charge codes.
Page 4
13. Recall letters can be scheduled during patient
transaction posting, and each request can be maintained
individually. A special recall feature allows you to
produce listings, labels, and letters for patients based
upon various select parameters such as age, sex, date
last seen, and other information in the patient master
record.
14. Up to 99 (00-98) unique charge code (CPT) tables can
be set up. Tables can be copied to create a new table.
There is not limit on the number of codes per table.
15. A separate table for ICD-9 codes (table 99).
16. Each charge (CPT) code can be flagged for history,
recall, or insurance.
17. You can search both CPT and ICD-9 tables by either
code or alpha description sequence starting with a
specific value. This search ability is available while
within the transaction posting cycle and the table
maintenance function. You can associate up to four ICD-9
codes to the CPT codes being posted for a given patient
posting cycle.
18. During individual transaction posting changes can be
made to charge tables, doctors can be re-assigned and
charge rates can be changed.
19. Daily charge and adjustments recap can be listed in
four formats:
by: patient
by: charge code and patient
by: charge table, charge code and patient.
by: invoice number
20. Daily receipts recap can be listed in three formats:
by: patient
by: charge code and patient
by: charge table, charge code and patient.
21. Monthly Summary of all postings can be ran any time
and will recap by each day of the month total charges,
adjustments, and receipts.
22. Aged Accounts receivable can be run by account number
or account last name. You also have the option of not
printing zero balance accounts.
23. Statements can run for any given period and can
contain a printed message. It also carries the option of
printing zero balance accounts, credit balances accounts,
and only debit balance accounts over a given minimum
balance.
Page 5
SYSTEM INSTALLATION
REQUIREMENTS:
MS-DOS 2.0 (or greater)
640 K memory
(1) Floppy disk (to load program with)
(1) Hard disk (for program and data files)
Monochrome or Color Monitor
Printer (any dot matrix)
(Note: MED#1 - Version 1.06 is only certified as a single
user system. A multi-user version is currently being
tested and should be available soon.)
INSTALLATION:
Installing the MED#1 system is not complicated, nor
will it take much time. The first thing to do is make a
back up of the MED#1 distribution disks, and store the
originals in a safe place. Your instructions manual for
your computer should tell you how to do this. Use the
new BACKUP disks for the rest of the installation
instructions:
1. Check to insure you have a 'CONFIG.SYS' file in
your root directory with the following minimum values:
FILES = 20
BUFFERS = 8
(WITHOUT THESE MINIMUM VALUES BEING SET YOUR MED#1 SYSTEM
WILL NOT RUN!)
If you don't have a 'CONFIG.SYS' file, or it doesn't
contain these minimum values, consult your DOS manual on
how to create or modify your 'CONFIG.SYS' file.
(NOTE: MED#1 will not operate properly, and may
crash, if your 'CONFIG.SYS' file doesn't exist and have
these minimum values. If you need to create or modify
your 'CONFIG.SYS' file, be sure to 'reboot' your system
before you continue.)
From your root directory, create a sub-directory for
your MED#1 program and data files by entering the
following DOS command:
C>MD\MED1 <return>
Now you can select the new sub-directory by entering:
C>CD\MED1 <return>
Page 6
Insert the MED#1 distribution disk labeled #1 into
drive A on your computer. Copy the contents of that disk
into the newly created MED1 sub-directory by entering:
C>COPY A:*.* <return>
(NOTE: ALL ENTRIES must be typed in exactly as
displayed in these examples, including 'spaces' between
characters or letters.)
REMOVE DISK FROM DRIVE A UPON COMPLETION OF COPY
PROCEDURE AND REPEAT PROCEDURE WITH EACH OF THE REMAINING
DISTRIBUTION DISKS YOU RECEIVED.
If you do not have a printed copy of the MED#1 user
manual you should print a copy of the one provided to
you, on disk, with your system. To PRINT your copy of the
MED#1 user manual:
1. turn on your printer
2. enter:
C>MANUAL <return>
This is a full copy of the printed user manual less
graphics and file layouts. This manual is also about 100
pages long so be sure that you have enough paper in your
printer before initiating this request.
Page 7
SYSTEM INITIALIZATION
MED#1 initialization is an automatic process
performed at the time of initial loading of MED#1
program. (If you have been testing a prior release of
MED#1 and are attempting to use the data files built by
this earlier release, you will be requested to run
program 'MED_UPDT.EXE' before you can use your new
system. This program is supplied to all REGISTERED users
and will perform all file conversions for you.) This
initialization process will create your data files and
your personalization file.:
MEDMVBLS.MEM
This file contains your practice personalization
information as well as other information needed by MED#1.
The following files will be created during system
initialization:
1. PATIENT.DBF = Account/patient master file
2. COMMENT.DBF = Account/patient notes file
3. HISTORY.DBF = Account/patient history file
4. RECALL.DBF = Patient recall note file.
5. INSCO.DBF = Insurance company master file
6. DOCTOR.DBF = Doctor master file
7. CHGTABLE.DBF = Charge table (s) master file
8. LETTER.DBF = Recall letter master file
LETTER.DBT = Recall letter formats
9. TRAN.DBF = Transaction posting data file
These 'data base files' (DBF's and DBT) receive and
store information that will be accessed during the
functions of the MED#1 system. These are the only files
you really need to backup in order to restore your system
from any major fault that corrupts your current database,
or makes it inaccessible for use.
__________________
(Note: The file 'MEDMVBLS.MEM' existence signifies that
your system has been initialized. If this file is deleted
you will repeat the initialization cycle upon loading
MED#1. If your data files still exist you will be given
the opportunity to either leave them as they currently
exist - or delete and replace them with blank data files.
Please take care during this cycle so that you do not
lose any critical data.)
_________________________
Page 8
After you've initialized your data files, you'll be
asked to enter your 'practice' information. This is your
personal practice data, ie. name, address etc. Enter all
requested information in the exact format you wish it to
be displayed/listed. YOUR REGISTRATION NUMBER IS
DEPENDENT UPON THE PRACTICE NAME YOU ENTER. PLEASE TAKE
THE TIME TO INSURE THAT YOUR PRACTICE NAME IS EXACTLY AS
YOU WISH TO USE IT. ONCE REGISTERED ANY CHANGE TO THIS
NAME WILL REQUIRE YOU TO RE-REGISTER YOUR SYSTEM. When
you finish entering the information, your system
initialization will terminate and the MED#1 - MASTER MENU
will be displayed.
Page 9
GENERAL KEY USAGE
The following key, and key combinations, can be
used by the operator in the posting of data in all
screens.
FULL SCREEN NAVIGATION KEYS:
----------------------------
KEY PURPOSE
--------------------------------------------------------
Left arrow, Character left. Does not move the
Ctrl-S cursor to previous input field.
Right arrow, Character right. At end of input the
Ctrl-D, cursor moves to the next input field.
Ctrl-Left arrow, Word left.
Ctrl-A
Ctrl-Right arrow, Previous word.
Ctrl-F
Up arrow, Previous input field.
Ctrl-E
Down arrow, Next input field.
Ctrl-X,
Return,
Ctrl-M
Home Beginning of input field.
End Last character of input field.
Ctrl-Home Beginning of first input field.
Ctrl-End Beginning of last input field.
FULL SCREEN EDITING KEYS:
-------------------------
KEY PURPOSE
--------------------------------------------------------
Del, Delete character at cursor position.
Ctrl-G
Backspace, Destructive backspace (deletes the
Ctrl-H character left of cursor.
Ctrl-T Delete work right of cursor.
Ctrl-Y Delete from cursor position to the
end of the current input field.
Ctrl-U Restore current input field to
original value.
Page 10
HOT KEYS
F1 - The use of the 'F1' key (for all data input
fields) will display a brief informative message
concerning the field you are currently ready to enter
data into. Press the 'F1 key whenever you need more
information concerning the field you are in.
F2 & F3 Hot keys: These hot keys are only activated while
in the 'PATIENT' functions. A message indicating that the
'F2' or 'F3' key has been activated will be displayed for
those fields that utilize these hot keys.
F2 - The use of the 'F2' key varies depending upon the
field you are currently in.
ACCOUNT/PATIENT ID. field - Pressing the F2 key will
allow you to search/display/select a listing of
accounts/patients in one of three sequences starting with
a specific reference. The search/display/select sequences
are: by ACCOUNT/PATIENT number, by last name, and by
first name. You can select the desired account/patient by
highlighting the desired record and pressing the <RETURN>
key.
INSURANCE COMPANY ID. field - Pressing the 'F2' key
will allow you to search/display/select insurance company
records already setup. These records will be displayed in
ID. sequence. From the displayed listing of insurance
companies you can select the one you wish to bring into
your current display by highlighting the desired company
and pressing the <RETURN> key.
CHARGE CODE field - Pressing the F2 key while in
this field will display all the codes in your currently
selected charge table. You select the desired code by
highlighting the desired code and pressing the <RETURN>
key.
DIAGNOSTIC CODE field - Pressing the F2 key while in
this filed will display the codes you have setup in table
'99' (your ICD-9 table). You can select the desired
DIAGNOSTIC code by highlighting it then pressing the
<RETURN> key.
F3 - If you are in the INSURANCE COMPANY ID field
pressing the 'F3' key will allow you to add a new
insurance company to your INSURANCE COMPANY MASTER FILE.
Page 11
F10 - The F10 hot key has been installed to help you to
determine if you have sufficient memory to operate the
MED#1 system. This key is activated at all times the same
as the F1 key. Pressing the F10 key will display the
current available memory you still have after loading the
MED#1 program. This memory displayed value will vary
depending upon the function you are in. To insure that
you have sufficient memory try to maintain at least 40 K
of free memory at all times. INSUFFICIENT MEMORY WILL
RESULT IN THE CRASHING OF THE MED#1 SOFTWARE.
Page 12
GETTING STARTED
The first thing to do when you are ready to start
using the MED#1 system is to set up the files you will be
accessing. (The initialization process merely created
the files. Here you will be entering the information to
make the system work for you.)
1. DOCTOR - in this file you enter the information
needed to identify the doctors that operate in your
practice.
2. LETTERS - in this file you create letter formats
for all patient recalls. For this function, the MED#1
system works as a word processor to create the 'body' of
the letter. This file MUST be set up before any CHARGE
TABLE CODES can be set up to request a patient recall.
3. CHARGE TABLES - in this file you establish all
the charge tables and the charge codes necessary for
posting transactions. Tables '00' - '98' are reserved for
your CPT charge codes, table '99' is reserved for your
ICD-9 codes. When you set up a patient/account record,
you will assign one of these tables to the patient for
all patient transaction posting. The use of multiple
tables adds flexibility to how you define your practice.
NOTE: The UTILITIES function of MED#1 contains routines
that will assist you in creating a new table from an
existing one. We suggest you first create a 'default'
standard table containing all the codes you normally use,
and then create copies of that table using the utilities.
You can then modify the tables as needed.
4. INSURANCE COMPANIES - in this file you will enter
all the information necessary to address a specific
insurance company. If you already have a master list of
insurance companies you file with, those are the ones you
can set up in advance. New companies can be added later.
NOW you are ready to set up your ACCOUNT/PATIENT
master files. The following list contains information
about how the system operates that you should find
helpful in understanding the cross-referencing
capabilities of MED#1.
1. ACCOUNTS are the party that will be responsible
for the payment and will be listed in AGED A/R (past due
bills), and on all other STATEMENTS.
2. ACCOUNTS can also be a patient.
3. ACCOUNTS will have a patient code of '00'.
4. ACCOUNTS can have up to 100 patients each.
Page 13
5. ACCOUNTS can be a business or an individual.
6. PATIENTS can have a code of '00' to '99' (system
assigned).
7. PATIENTS can provide insurance coverage for
other patients within the same account. (Patient
providing coverage must already be set up within the
account.)
8. PATIENTS can be assigned to any doctor on file.
9. PATIENTS can be assigned to any charge table on file.
10. DELETING a patient will delete all related
patient transactions, patient notes and patient history.
11. DELETING an account will delete all patients,
patient transactions, patient notes and patient history.
12. Posting of any 'NOTES' to patient file will set
up a request for the printing of a 'PATIENT RECAP'
listing.
Within the MED#1 system is a UTILITIES section
which is provided to assist you in maintenance of your
files. They should be used with great care because of
their ability to modify your data files. They should
ONLY be used after you've made a BACKUP of your data
files (*DBF & *.DBT). With the UTILITIES function you
can re-index your files which will remove all records
flagged as DELETED and return the space they occupied to
your system.
If you restore your data files from a BACKUP, you
must run the 'RE-INDEXING' function before they can be
used. Failure to do this will corrupt the restored data
files and you will have to re-load them from the same
BACKUP and start over.
Page 14
