*LEDGER Ledger Window >GENERAL Using the Ledger Window The ledger window available in MediSoft Advanced is used to view patient accounts, select charge entries for payment to a patient account, change and delete transactions. The ledger window displays the patient's (and family's) account activity in document number order (alpha-numeric sort). To display the account activity in chronological order, press the TAB key. The TAB key may be used to toggle between document number order and chronological order. When the ledger is first displayed, it always shows the most recent entries. .CO Ledger Window Patient Name- The second column heading only has an * (asterisk). This is to reference the note above it, which indicates that this column displays the last character in the patient chart number. This character is the family member identifier. The head of household and the patient's chart numbers are displayed at the top of the ledger. As the hilite bar is moved up and down the name following the "Patient:" prompt will change to reflect the name of the patient whose transaction is hilited. The birthdate of the patient is displayed to the right of the patient name. .CO Ledger Window Aged Balances- The 30, 60, 90 balances listed in the ledger window are the past-due (or aged) amounts from charges that are in "history". When the month end process is done (operation 8), all current transactions before or on the month end cutoff date (specified by you), are moved in the history transaction file. The transactions in the "history" file are indicated with the letters "HIST" in the entry number column. The entries in the ledger are displayed sorted (alpha-numeric sort) by document number. If you use the date in the format of YYMMDD as your document numbers, then the charge entries will be sorted in date .CO Ledger Window order. When payments are applied to charges, they should be given the same document number of the charge that they are paying. Then the ledger will show charges grouped with the payment entries. .CO Ledger Window NOTE: Even the transactions are sorted in document order, they are grouped by "history" and "current" transaction first. For example, if a charge for document number 100 is in history, and a payment with a matching document number of 100 was just made (in current file), then these two items will not be displayed together in the ledger until the next month end process is done. .CO Ledger Window Moving Around in the Ledger Window- The ledger window scrolls up and down to enable viewing all entries for the patient or family. The movement keys are: [up arrow] - Move the hilite bar up one line [down arrow] - Move the hilite bar down one line [PgUp] - (page up) Move the hilite bar up one "page" [PgDn] - (page down) Move the hilite bar down one "page" Entries can be changed or deleted by hiliting the transaction, the pressing either the F9 (for change) or F10 (for delete) key. .CO Ledger Window Ledger View- The ledger, by default, shows only an abbreviated view of the transactions. To see more transaction information (i.e. billing dates), press the F4 (view) key. Now each transaction line is displayed taking two lines on the screen. The second line is given a different color (normally light blue), and displays additional transaction information. Press F4 (view) again, will change the view of the ledger back to the abbreviated view. .CO Ledger Window >TRNSEL1 Searching for an Entry- Pressing the F6 (search) key will display a Transaction Search window. In this window you specify what you want to search for. First, select the transaction field to search on. Use the up and down arrow keys to hilite the appropiate field. Next press the [Enter] key, this will take you to the "Match:" field. Enter the text you want to search for in the specified field. Then press F6, to start the search. .CO Searching for an Entry For example, to search for document 940503 you would first press the down arrow key twice (hiliting the "Document Number" item), then press [Enter]. Next, enter the text 940503. Then press start key (F6). The Transaction Search window will disappear, and the hilite bar in the ledger window will be on the first transaction that matches 940503. If you would like to find the next item that matches 940503, press the F7 (next item) key. This key is only available after you have pressed F6 Search to initiate a search. .CO Ledger Window >TRNSEL0 Selecting Entries- Pressing the F8 (select) key will display a Transaction Select window. In this window you specify what you want to select. First, select the transaction field to select on. Use the up and down arrow keys to hilite the appropiate field. Next press the [Enter] key, this will take you to the "Match:" field. Enter the text you want to match in for your selection. Then press F6 to start the selection. .CO Selecting Entries For example, to select all transactions for document 940503 you would first press the down arrow key twice (hiliting the "Document Number" item), then press [Enter]. Next, enter the text 940503. Then press start key (F6). The Transaction Select window will disappear, and only the transactions that match document 940503 will be displayed. If you would like to add document 940504 to the displayed list, just repeat the above process for this document number. You'll notice that three new options are given in the Transaction Select window. They are: Start new list, Append list and Show all. In this case you want to add document 940504 to the exist list. After entering 940504 in the .CO Selecting Entries "Match:" field, press [Enter]. Use the up and down arrow keys to select "Append List", then press F6 to start the selection process again. The list that is now shown includes documents 940503 and 940504. To show all entries, press F8 (select) and select "Show all", then press F6 to start. NOTE: A maximum of 200 items can be selected at one time. .CO Ledger Window Printing the Ledger- Pressing F2 (print) will print the ledger. If you have selected a subset of entries using the F8 select, then only the selected entries will be printed. *CHANGE Change Mode >ENTRY Changing Transactions in the Ledger Window You may change existing transactions in the ledger window by positioning the hilite bar on the entry you want to change and pressing [F9]. A transaction change window will open on top of the ledger window. You may change every field in the transaction with the exception of the chart number. After you have made the desired changes, press [F3] to save the transaction. When the transaction is saved, the change window will close and you will be returned to the ledger window. When editing a "history" transaction (indicated by the letters HIST), you will not be allowing to change the amount of the transaction. This helps to preserve the integrity of the patient ledgers. .PA >DELETE Deleting a Transaction in the Ledger Window To delete a transaction displayed in the ledger window, hilite the transaction with the hilite bar and press F10 (delete). The transaction will be displayed and you will be asked if you want to delete the entry. Press "Y" to delete the entry or press "N" to cancel deletion of this entry and return to the ledger window. Only current transactions may be deleted. History transactions may not be deleted. .PA Direct Change/Delete Mode There are two ways to change or delete billing transactions in MediSoft Advanced. Changing transactions using the ledger window and changing transaction through Transaction Entry (operation 3-1). Pressing the F9 (change) key will display the "Change or Delete Entries" window. In this window you are can to view, change and delete entries. When this screen first appears, you are in view mode. To view the next transaction, press the up arrow key. To view the previous transaction .CO Delete or Change Entries press the down arrow key. You may also view a specific entry number by entering the number of that transaction in the "Entry Number" field. NOTE: This method of changing/deleting entries will not allow the changing or deleting of history transactions. .CO Changing and Deleting Transactions When the transaction is displayed that you want to change or delete, press [F9] to change the entry or [F10] to delete the entry. After the [F9] key is pressed, you are given the opportunity to change each field in succession. Press [F3] to save your changes, press [ESC] to abandon them. If you choose [F10] to delete the entry, you are asked to confirm your choice. To return to the transaction entry screen, press the [ESC] key. >1 >2 Date: Enter the date of the transaction in MMDDYY format. Press [Enter] to default to the current system date. A range of dates may be used for each transaction by entering the date in MMDDYY-MMDDYY format. .PA >5 Procedure: Enter the number corresponding to the procedure for this transaction. The procedure code you enter here is the number you en- tered for "Code 1" when procedure codes were set up in MediSoft If the insurance carrier for this patient uses a different number for the procedure, that number will be automatically printed on an insurance form for the carrier. Even though the carrier uses a different number, you must use code 1 for the procedure on this screen. .PA >6 Modifier: Some procedures need to have modifiers included with the them. Up to three modifiers (two characters each) can be in entered for each transaction. .PA >7 Location: Indicate the location where the procedure took place by entering a number (i.e. Inpatient hospital, outpatient hospital, physician's office, etc.). Up to two characters may be entered in this field and they may be alphabetic or numeric. Some insurance carriers require that a different set of location codes be used. Check with each insurance carrier for their requirements. .PA >8 Diagnosis: Enter the number corresponding to the diagnosis for this procedure. Up to four diagnoses may be entered for each transaction. The diagnosis field will also allow the entry of a description for a transaction. A description is not appropriate for billing transac- tions but may be helpful for recording an explanation of an account adjustment or a check number for a payment. To enter a description, simply type in the text desired. .PA >9 Amount: Enter the amount of the charge (adjustment or payment). Numbers preceded by a minus sign (-) are negative and reduce the pa- tient account balance (payments and credit adjustments). Positive numbers increase the balance (charges). .PA >10 Units: Enter the number of days or units. >11 Minutes: If you practice type is set to Anesthesia (operation 1-1), then a minutes field will appear. This provides the necessary place to enter the minutes information separate from the unit information. Your insurance form format can then be set up to display the minutes and/or units information in the appropiate places. Consult your manual for how to do this. .PA >3 Provider: Enter the number corresponding to the provider who performed the procedure (attending provider). .PA >11 >12 >13 >14 Billing Dates: Normally you should not edit these fields. They are provided here only for correction purposes. Dates should be entered in the MMDDYY format. .PA >15 Current Visit Number: This is the visit number associated with this transaction. >16 Total Authorized Visits: This is the number of visits authorized by the insurance carrier (if any). >17 Series ID: Each visit is associated with a series identifier. This help to separate different series of visits. The visit tracking system is optional, and can be ignored if not needed in your practice. *NOENTRIES Ledger Window > The ledger window available in MediSoft Advanced is used to view patient accounts, select charge entries for payment to a patient account, change and delete transactions. There are no current or history entries found for this chart. You may press ESC to exit the Ledger Window. *NOTES Entering Patient Notes > O P T I O N I N F O R M A T I O N The notes feature is accessed from this operation and may be used for storing any type of information desired for a patient. Some ideas for use of the notes function are for entering prescriptions, promised payment date, collection notes or diagnosis description. .PA F I E L D I N F O R M A T I O N >1 Note Date: Enter the date for the note in MMDDYY format or press [Enter] for today's date. .PA >2 Document: A document number allows this note to be grouped with transactions that have the same document for this patient. Enter the document for the note or press [Enter] for the default document. Dental uses the date in YYMMDD format as the default document. .PA >3 Entered By: Enter up to two digits for a provider number which has been set up in MediSoft Advanced. To search for providers, press [F6] and enter part of the provider name to find the associated provider number. We suggest that if you are going to be using the notes feature that you set up each of the office staff as a provider in the MediSoft provider file. .PA >4 Note Line 1: Enter up to 46 characters for the first line of the note. .PA >5 Note Line 2: Enter up to 46 characters for the second line of the note. Press [F3] to save or [ESC] to abandon the note. After you have saved a note, you may continue entering notes for this patient. Press [ESC] to return to the transaction entry screen. .PA >CHANGE >DELETE Changing and Deleting Notes To change a note, press [F9] when the notes screen is displayed. You may scroll forward or backward through the patient's notes until the note that you want to change is displayed. When the desired note is displayed, press [F9] to change the note. If you want to delete the note, press [F10]. You may only change or delete current notes, not notes in the history file. *ECSDOC EMC Documentation Window > >1 >2 >3 >4 >5 >6 T H E E M C D O C U M E N T A T I O N W I N D O W The EMC Documentation Window allows you to enter extra information for procedures and diagnoses that might be required by the patient's insurance carriers to process your electronic claim. This information may be accessed and changed from options 2 and 3-1. The text that you enter in this window will be included with any electronic claims that you send for this patient. If you no longer wish to have contents of the window included in your electronic claims, you must blank out the lines of the window and resave it. The six line entry allows up to 236 characters of text to be entered for EMC documentation. .CO The EMC Documentation Window To enter anesthesia notes for your electronic claim, begin with the delimiter @ (shift 2), to identify where in the EMC Documentation Window these notes begin. The seventeen characters immediately following the @ will be written to the pre-defined area for anesthesia notes. If you require both EMC documentation and anesthesia notes for this patient, type the EMC documentation first, then @, followed by the anesthesia notes. *