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DENTAL#1 DENTAL PRACTICE MANAGEMENT SYSTEM Version 1.03 A full featured, simple to use, dental office practice management system for IBM-PC (and compatible) micro computers. Copyright (C) 1989, 1990, 1991 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) 1989, 1990, 1991 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 DENTAL#1.................... 1 Registering your copy of DENTAL#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..................... 11 Quick start................................. 12 Master Menu................................. 15 (P)atients Sub-Menu.................... 16 (P)atients........................ 17 Inquire...................... 17 Add new (account/patient).... 18 screen 1 of 3............ 18 screen 2 of 3............ 19 screen 3 of 3............ 20 Change....................... 20 Delete (account/patient)..... 21 (+/-) skip and display....... 21 Notes........................ 21 Print........................ 22 (T)ransaction posting............. 23 (P)ost transactions.......... 23 Patient notes........... 23 Insurance information... 23 Account balance......... 23 Posting of charges...... 23 Posting receipts and adjustments........ 24 Recalls................. 24 History................. 24 Insurance print request. 24 Print insurance claim... 24 Forms alignment.... 24 Super Bill print request 25 Print Super Bill........ 25 (D)elete transactions........ 25 Deleting a transaction.. 25 Recall of deleted trans. 25 Ledger display.......... 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 code, Patient............. 34 by Table, 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....... 44 (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................. 50 (I)nsurance companies.................. 51 (D)isplay companies............... 51 (M)aintenance..................... 51 (I)nquire.................... 51 (A)dd new.................... 51 (C)hange..................... 51 (D)elete..................... 52 (+/-)skip.................... 52 (L)ist to printer................. 52 (D)octors.............................. 53 (D)isplay......................... 53 (M)aintenance..................... 53 (I)nquire.................... 53 (A)dd new.................... 53 (C)hange..................... 53 (D)elete..................... 54 (+/-)skip.................... 54 (L)ist to printer................. 55 (T)ables............................... 56 Alpha or Code sequence displays... 56 (D)isplay tables.................. 56 (C)harge code display............. 56 (M)aintenance..................... 57 (I)nquire.................... 57 (A)dd new.................... 57 (C)hange..................... 60 (D)elete..................... 60 (S)how....................... 60 (+/-)skip.................... 61 (L)ist to printer................. 61 (A)ll tables................. 61 (S)elected tables............ 61 (U)tilities............................ 62 (A)pplication Support............. 62 (U)pdate Practice Data....... 62 (P)urge Old Invoicing........ 62 (C)reate New Charge Table.... 62 (D)elete Existing Table...... 62 (F)inance Charges............ 62 (T)ransfer patient data...... 63 (L)edger code update posting. 63 (S)ystem Support.................. 64 (R)e-index data files........ 64 (P)rint Registration Form.... 64 (C)hange printer codes....... 64 (M)onographics color......... 64 (S)et default values......... 64 (A)djust date format......... 64 GLOSSARY.................................... 65 DATA FILES.................................. 66 PATIENT.DBF............................ 66 COMMENTS.DBF........................... 66 HISTORY.DBF............................ 66 RECALLS.DBF............................ 66 CHGTABLE.DBF........................... 66 DOCTOR.DBF............................. 67 INSCO.DBF.............................. 67 LETTERS.DBF/DBT........................ 67 TRAN.DBF............................... 67 TAG_INS.DBF............................ 67 TAG_RCAP.DBF........................... 67 MEDGL.DBF.............................. 67 OTHER Service/support........................ 68 Upgrades............................... 69 New releases........................... 71 INTRODUCTION DENTAL#1 is a new dental office management system that will increase efficiency in the daily administration of the business side of your dental practice. It is designed with special features unavailable in other dental systems and is very 'user friendly'. We're confident you will find DENTAL#1 one of the easiest systems to use, especially if you are already acquainted with computer operations. But even if you aren't, DENTAL#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 dental systems. DENTAL#1 WILL OPERATE ON MOST POPULAR MICRO COMPUTERS, ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE FOR HARDWARE SUPPORT. DENTAL#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 DENTAL#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 DENTAL#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: DENTAL#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 ADA-1985, 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 dental 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 dentist 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 DENTAL#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 ADA-1985 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 ADA-1985 form used by DENTAL#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 DENTAL#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 DENTAL#1 (if your un-registered copy is not the latest). E. Newsletter informing you of other programs that complement DENTAL#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 dental office management system, and the features of DENTAL#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 DENTAL#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 dentists 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 100 (00-99) unique charge code 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. Each charge code can be flagged for history, recall, or insurance. 16. You can your charge code 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. 17. During individual transaction posting changes can be made to charge tables, dentist can be re-assigned and charge rates can be changed. 18. 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 19. Daily receipts recap can be listed in three formats: by: patient by: charge code and patient by: charge table, charge code and patient. 20. Monthly Summary of all postings can be ran any time and will recap by each day of the month total charges, adjustments, and receipts. 21. Aged Accounts receivable can be run by account number or account last name. You also have the option of not printing zero balance accounts. 22. 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: DENTAL#1 - Version 1.03 is only certified as a single user system. A multi-user version is currently being tested and should be available soon.) INSTALLATION: Installing the DENTAL#1 system is not complicated, nor will it take much time. The first thing to do is make a back up of the DENTAL#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 DENTAL#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: DENTAL#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 DENTAL#1 program and data files by entering the following DOS command: C>MD\DENTAL1 <return> Page 6 Now you can select the new sub-directory by entering: C>CD\DENTAL1 <return> Insert the DENTAL#1 distribution disk labeled #1 into drive A on your computer. Copy the contents of that disk into the newly created DENTAL1 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 DENTAL#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 DENTAL#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 DENTAL#1 initialization is an automatic process performed at the time of initial loading of DENTAL#1 program. This initialization process will create your data files and your personalization file.: DENMVBLS.MEM This file contains your practice personalization information as well as other information needed by DENTAL#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. DHISTORY.DBF = Account/patient history file 4. RECALL.DBF = Patient recall note file. 5. INSCO.DBF = Insurance company master file 6. DOCTOR.DBF = Dentist/Doctor master file 7. CHGTABLE.DBF = Charge table (s) master file 8. LETTER.DBF = Recall letter master file LETTER.DBT = Recall letter formats 9. DTRAN.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 DENTAL#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 'DENMVBLS.MEM' existence signifies that your system has been initialized. If this file is deleted you will repeat the initialization cycle upon loading DENTAL#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 DENTAL#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. 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. F10 - The F10 hot key has been installed to help you to determine if you have sufficient memory to operate the DENTAL#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 DENTAL#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 DENTAL#1 SOFTWARE. Page 11 GETTING STARTED The first thing to do when you are ready to start using the DENTAL#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 dentists and referring doctors that your reference in the day to day operation of your practice. 2. LETTERS - in this file you create letter formats for all patient recalls. For this function, the DENTAL#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. 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 DENTAL#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 DENTAL#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'. Page 12 4. ACCOUNTS can have up to 100 patients each. 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 DENTAL#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 (except transaction records) 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 13 Page 14