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MANUAL.SW3
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1990-07-27
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GENERAL LEDGER JOURNALS
There are two basic types of reports you can produce
with this option:
1. You can select a specific transaction code for a
given period of time. This provides you with the ability
to view how many times a given procedure was performed,
and how much money was earned.
2. You can select all entries for a given period of
time. This is the Journal Format of this option and can
be used to interface with Ledger System. When you request
this option you are provided with the added option to
include, or ignore, transactions that have been reported
on before. If you chose to ignore transactions that have
been reported on before you are requesting a Journal that
will show only new transactions. At the end of processing
of this request you are provided the option to set a flag
on these transactions to indicate that they have been
reported on. Use of this selection, and flag setting,
option allows you to create journals that show only those
transactions newly posted and never recorded in your
Ledger before. By selecting the option to include all
transactions you can produce a recap of prior journals
for any give time period.
In addition to producing you a Journal listing the
MED#1 system also creates a transaction file for all of
the entries reported upon by the Journal. This file
named MEDGL.DBF that is used to create the fore mentioned
Journal listing. This file can also be passed on to
another system for actual posting of your journal
entries. (Note - Be careful how you use this extracted
information. Be sure to set flags for those postings that
are passed on to a Ledger system. Otherwise repeated
requests for extraction of transactions for a given
period will give you just that - duplicate extractions.
It is up to you to insure that no duplicates are passed
on to any external accounting system.)
There are three sections to the 'Journal Listing'
that is produced: 1) Charges, 2) Recap of Taxable Sales,
and 3) Receipts and Adjustments. When you request the
option to print a 'Journal Listing' you are provided the
option to not print that section of the report related to
taxable sales. If you do not have any taxable sales then
do not request this section of the listing.
MEDshare is developing a special General Ledger
system that will accept the Journal file created by this
report. All registered users of MED#1 will be notified
when this module is available.
Page 37
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.)
MED#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.
Page 40
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 doctor, 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 HCFA-1500 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 block #1 of the HCFA-1500 claim form.
You can repeat this option as many times as needed in
order to set your printer forms alignment.
PRINT INSURANCE ADDRESS ON TOP RIGHT SIDE OF FORM (Y/N):
This prompt is provided so that you can print the address
of the insurance company you are filling this claim with
in the blank space at the top of your insurance form.
This space will be either on the right, or left, top side
of the form and is dependent upon the source supplier of
the form and the existence of a printed bar code. Check
your forms in order to determine which side to use.
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.
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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
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.)
Page 42
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.
(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
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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.
Page 44
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.
Page 45
(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 CPT 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.)
Page 46
WORD PROCESSOR
MED#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
Page 47
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 MED#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.
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.
Page 49
(I)NSURANCE COMPANIES
This is the section of the system where you will
establish and maintain documentation on insurance
companies you normally do business with. Selecting the
(I)nsurance company option from your MASTER MENU will
give you the INSURANCE COMPANIES - SUB-MENU.
The first time you use this option you should select
'(M)aintenance' from the sub-menu where you can create
your file of insurance companies.
DISPLAY INSURANCE COMPANIES ON FILE
After you've created your insurance companies file,
you can select (D)isplay from your sub-menu, which will
give you a list of companies on file. If you want to
make a change or an update of information on a particular
company, you can move the cursor through the list until
it's highlighting the desired company and then press
<ENTER>.
Upon selecting a specific insurance company you will
automatically enter into the (I)nquiry mode of the
(M)aintenance function.
(I)nquire - In this mode you will be displayed the total
information you have on file for the selected insurance
company.
(A)dd new - Enter the (A)dd new function, and type in the
information. The 'code' information needed here is the
abbreviation of a particular insurance company that you
assigned in creating your 'tables'. ie, BX = Blue Cross.
The rest of the information needed is standard. When you
setup new insurance company masters take care to assign
meaningful codes. These codes should be an abbreviation
of the insurance companies name and possibly a number to
identify that will distinguish between various agencies
that coverage through this insurance company. After you
have defined the code to be used for identifying the
insurance company you can then enter all remaining
information.
(C)hange - With this option you can modify any
information on file for a specific insurance company
record on file. The only field you cannot change is the
code field you setup to identify this specific insurance
company record. Once you have retrieved the desired
insurance company record you can move from field to field
until you are on the field you need to change. Type in
the changes and move to the end. A 'prompt' will appear
in the message line on the bottom of your screen:
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INFORMATION CORRECT (Y/N) Y
Press <ENTER> if the information is correct.
(D)elete - The (D)elete function of (M)aintenance is used
to delete any insurance companies you no longer do
business with. Entering the (D)elete function will
request the code number of the company you want to
delete. Type in the code number and you will receive a
'prompt' on the message line on the bottom of your
screen:
DELETE THIS RECORD (Y/N) N
This prompt is provided so that you do not accidentally
delete and insurance company master from your files.
(+)skip / (-)skip - The (+/-)skip options allow you to
step through your insurance company master file one
record at a time - (+)skip = to the next insurance
company record on file, (-)skip = back to the previous
insurance company record on file. You can then select any
of the displayed insurance company records for (C)hange
or (D)elete actions.
(L)ist to printer
With this option you can list all of your insurance
company master records to the printer. This master
listing of your insurance companies will be printed in
ID. code sequence. Depending upon the number of insurance
companies you have setup this listing could take a few
minutes.
Page 51
(D)OCTORS
The (D)octors section is used for keeping records of
the doctors associated with your practice and referring
doctors. Those records will be accessed during other
functions of the system.
Selecting the (D)octors option from the MASTER MENU
will give you the DOCTORS - SUB-MENU (screen).
(D)isplay
The (D)isplay option from the sub-menu will give you
a list of the doctors on file. You can select a specific
doctor record for further processing by highlighting the
desired displayed doctor and pressing the <ENTER> key.
Once you have selected a doctor for processing you will
be immediately taken into the doctor (M)aintenance
function and that doctor's record will be displayed to
you in the (I)nquiry mode. You can then select any of the
maintenance sub-menu functions for further processing of
the displayed information.
DOCTOR MAINTENANCE
(I)nquire - The (I)nquire option allows you to request
the display of a specific doctors record. This is the
mode you will be placed in upon selecting a specific
doctor from the (D)isplay function. After the requested
record has been displayed you are returned to the
(M)aintenance sub-menu for selection of the next action
to be taken.
(A)dd new - The '(A)dd new' function of (M)aintenance
will create space for you to type in information for a
particular doctor. When you first setup your doctors we
suggest that you assign the default doctor the ID. code
of '00'. Use of this number will reduce the number of
key strokes required by the operator to assign this
doctor to a patient, or while posting transactions. The
rest of the information is standard. Entering the doctors
Medicare ID number will result in that number to print in
box 19 of the HCFA-1500 form for referring doctors and in
box 24-H for doctor performing service.
(C)hange - The (C)hange option allows you to request a
specific doctor's record for retrieval and maintenance.
Once you have the desired record displayed on the screen
you can step down through the displayed fields by
pressing the <ENTER> key and change the field in error.
Page 52
(D)elete - The (D)elete option allows you to request a
specific doctor's record for retrieval and possible
deletion. Once you have the desired record displayed you
will be presented with a prompt to confirm your deletion
request.
DELETE THIS DOCTOR (Y/N) N
A response of 'Y' will delete the displayed doctor record
in your doctor data base. A response of 'N' will
terminate your delete request. After you have responded
to the prompt the desired action will be taken and you
will be returned to the doctor (M)aintenance sub-menu
with a message displayed at the bottom of the screen for
the results of the action taken.
(+)skip / (-)skip - The (+/-) skip options allow you to
sequentially advance forward (+), and backward (-), one
record at a time in your doctor file.
DOCTOR LIST TO PRINTER
The (L)ist function will list all doctors in your
doctor data base to the printer in sequence by the
assigned doctor code. While this option may not seem to
be of value in a small practice keep in mind that
although this function is provided for maintaining your
doctor information you can also us it to maintain
information on any other member of your staff. You do not
have to limit the information you place into your doctor
database to only doctors! This is a convent file for
maintaining all address and phone number information for
your staff - just do not assign those who have no patient
responsibility to a patient.
Page 53
(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>.
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.
Nest you are taken into the (C)harge code display.
(C)harge code display
When you first request this function you are asked
if you wish to display by (D)escription or (C)ode. If you
request (D)escription your table entries will be listed
in alphabetical order by the description you gave it. If
you requested (C)ode your table entries will be listed in
code sequence. 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.
Page 54
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).
(I)nquire - The (I)nquire function allows you to request
the display of a specific charge code within a specific
charge 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'. 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
five characters entered. In this manner you do not have
to setup codes in your tables for all possible modifiers
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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: PAYCASH = 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 descriptions. By using
the code reference modifier you can setup multiple table
entries for the same code, each having a different
description. 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
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
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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
you enter a 'Y' for recall request.)
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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.
(+)skip / (-)skip - The (+)skip and (-)skip options allow
you to sequentially step forward, and backward, through
the codes of a selected table.
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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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