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Text File | 1991-01-22 | 50.8 KB | 1,358 lines

MASTER MENU The first screen that will come up when you activate the system contains a date that should be current. Beside the date is a 'Y' which is highlighted with the cursor flashing underneath it. If the date is correct, press the <ENTER> key. That will automatically call up your MASTER MENU from which you can choose the section you want to work in. The system automatically puts you at the top of the menu in the (P)atients section, and you can enter that section by pressing either the <ENTER> key or the letter <P>. NOTE: This is the section where most of your work will be done in creating patient medical and financial records. Information stored here can be flagged for use in the other sections. If you want to move to another selection, you can move the cursor by pressing the <ARROW> key. Using the different arrow keys will move you up or down the menu until the section you want to work in is highlighted. Page 15 (P)atients Sub-Menu NOTE: This is the section where most of your work will be done in creating patient medical and financial records. Information stored here can be flagged for use in the other sections. ENTERING the (P)atient section, will give you a sub- menu for all functions you can perform. Again, selection can be made by moving the cursor with the ARROW keys until you are on the section you want to work in. To enter that section, press the <ENTER> key or the letter in () preceding the name on the sub-menu. Page 16 (P)atients The first time you use this part of the system, you should enter the (P)atients section first to create records for that patient. For later system use, you can enter the other options directly and pull information from the (P)atients section. Entering the first option of the sub-menu will give you a the first of three screens used to capture your patient information. Along with this screen is a sub-menu that allows you to indicate the type of maintenance you wish to perform. If you wish to locate a specific patient currently on file but you do not know that patients account number press the 'F2' key. Pressing the F2 key will call up a mini-screen with three options for searching for this patient: (L)ast name (F)irst name (A)ccount/patient ID You can 'SEARCH' in any of those categories. For example, move the cursor with the <ARROW> key until you're on (L)ast name. Press <ENTER> and type in the name. The system will display the file with the requested name at the top of the list. Press <ENTER> again, and that record will be called up and displayed on the screen. The sub-menu options displayed perform the following functions: (I)nquire (I)nquire will display information for a specific patient/account. If you want to use this option to scan information to see if it is correct, press <ENTER>. You will then get a 'prompt' asking for the ACCOUNT #. Type in the ACCOUNT # and press <ENTER>. Pressing the <ARROW> key will take you through all the records of this 'Patient/Account'. To return to the PATIENT/ACCOUNT MAINTENANCE (Screen) press <ESC>. The first time you're using the system, you won't have any data in your files to (I)nquire about, so you will move to the second choice (A)dd new, and begin to develop your patient/account records. Page 17 (A)dd new When you enter the (A)dd new section, the system will give you a mini-screen to choose whether you want to add a new ACCOUNT or PATIENT record. (Note - You must be already within an account before you can select the 'PATIENT' add new request. If you select the PATIENT add new request the next available patient number within the current account will automatically be assigned for you. If you select the ACCOUNT add new request the next available account number will be returned to you. You can override this with any other unused number by simply typing over the returned number.) Choosing either the (A)ccount or (P)atient option will activate the screens needed for the display and/or entry of the fields required. As you enter the information, the cursor moves automatically from FIELD to FIELD and SCREEN to SCREEN. (A FIELD is the space designated for a specific piece of information such as name, address etc.) The information you enter in the BILLING INFORMATION SCREEN is only available for use depending upon how you process your Aged Accounts Receivables and Statements. If you process by Account then this screen information is only valid if this patient is also the account master (patient number '00'). If you process your Aged Receivables and Statements by patient then this screen is valid for all patients. A. All FIELDS for dates are set up for double digits so all single digit months and days should be preceded by a 0. B. The 'CODE' field is a free-form field for use if you have some sort of coding system for patient filing. One use of this field is to identify BAD DEBT account/patient's. This field is displayed next to the account/patient ID. when you use the F2 search/display/select function. If you don't, or don't want to use it, you can skip this field by pressing <ENTER>. (Note: You can use this code field to sub-group your patients. You can then use the 'Special Recall' report feature to select these patients for letters, labels, and listings.) C. The 'SALUT' field is provided to enter the salutation you want to use in recall letters. An example of this field usage is: Dear Mr. Ed Jones D. If you leave a field before you're ready, press the <ARROW> key and it will take you back. E. If you make a typing error, move the cursor with the <ARROW> keys to the mistake and press <DELETE> or <BACKSPACE>. Either one will remove the error. Page 18 F. The system automatically capitalizes the first letter in a field containing a word that is not preceded by numbers. Example: LAST NAME - Doe. In the address field the street name will not be automatically capitalized. (Insurance information.) When you've finished the patient information section, the system automatically moves you to the 'Financial/Insurance' patient information screen. Your first function here is to assign a 'code table' number to this patient. We highly encourage you to assign DEFAULT 00 by pressing the <ENTER> key. What this means is that 90% of the time this will be the table you want to use. This code table you assign to the patient is the STANDARD table that other sections of the system will access for functions associated to this patient. You can also make modifications to the STANDARD table to create other tables. A. The dentist assigned to patient is designated by a number which you set up in your DOCTOR FILE. This is the dentist that normally sees this patient. B. Referring doctor field contains the identification number that relates to a specific dentist/doctor you have setup in your doctor master file that provided this patient referral to you. This dentist/doctor must already be setup in your doctor master file before you can enter this number. The other field for referrals is for you to enter comments for other types of patient referral were used to encourage this patient to use your services. B. In the 'insurance provider' field you can designate the person within this account that has the insurance policies that cover this patient 'X = self, S = spouse, P = parent, and O = other' by entering the patient ID. for the current patient record being processed. If someone else is the 'insurance provider' enter the patient number for that person (must be a patient within this account and must be currently on file). To fill in the field for #1 Insurance carrier, type in the abbreviation for the appropriate insurance company as set up in your (T)ables. Example - Blue Cross can be abbreviated as BX. If you don't remember the abbreviation, type in an approximation. You will then receive a 'prompt' if not found: 'F2' SEARCH - 'F3' TO ADD Page 19 Press the <F2> key which will access your insurance (T)able and give you the proper abbreviation. Press the <ENTER> key to return to your previous function. Then you can type in the correct abbreviation for that insurance company. C. If this patient has no secondary insurance carrier, press the <ENTER> key and move on. At the bottom of this section is a line: Assigned (Y/N): N Ins. Co.: % This is asking if payment is assigned directly to the doctor from the insurance company. The percent sign (%) in that same line is for what percentage that insurance company pays. (Billing information screen) This is the third of three screens used to setup information relative to this patient. KEEP IN MIND THAT THE INFORMATION YOU ENTER INTO THIS SCREEN IS DEPENDENT UPON THE MODE OF AGED RECEIVABLES AND STATEMENT PROCESSING YOU ARE USING. IF YOU ARE LISTING YOUR RECEIVABLES BY PATIENT THEN THIS INFORMATION IS USED FOR EACH PATIENT YOU SETUP. IF YOU ARE LISTING YOUR RECEIVABLES BY ACCOUNT THEN THIS INFORMATION IS USED ONLY IF THE PATIENT NUMBER IS '00'. After entering the all of the required account/patient information the system will ask you if you want to SAVE. A 'Y' will be highlighted on your screen. Press <ENTER> for YES and the entered information will be saved to the hard disk. If you do not wish to save the entered information PRESS <ESC> TO EXIT and you will be returned to the sub-menu. (C)hange. Selecting that function will initiate a 'prompt' for the ACCOUNT/PATIENT #. Type in the # of the account you wish to change. The sequence of screens in this function is the same as in (I)nquire and (A)dd new. Page 20 (D)elete. You will use this function as your practice grows and changes. Deleting old files makes room for new ones. Selecting the (D)elete function will again 'prompt' for the ACCOUNT/PATIENT #. If you aren't sure of the number, you can press the <F2> key. (A HELP LINE is displayed at the bottom of your screen.) As a built in safeguard, the 'prompt' at the end of this function will ask: DELETE THIS ACCOUNT (Y/N): The default will automatically be set to an 'N'. This avoids the possibility of making a mistake by hitting the wrong key at the wrong time. The system wants you to be sure you're ready to delete. Deleting is easy, restoring isn't. (+)skip/(-)skip The (+)skip and (-)skip options allow you to advance to the next (+), or previous (-), patient record within the current account. Account/patient records selected in this manner are then displayed on the screen and you are returned to the (P)atient sub-menu to select the next function. (N)otes. You enter this function the same way you entered previous functions. These 'NOTES' can consist of any information you may wish to maintain on a specific account/patient. This information differs from history in that it is not prompted for at time of transaction posting but patient notes are displayed to the operator upon initial presentation of patient information while in patient maintenance and upon initial request to post transactions to this patient. Some good possible uses of these notes are for patient credit status and/or initial diagnosis codes used in patient transaction posting. If you are displaying an account/patient using the (I)nquire function, and that account/patient has notes on file, the notes of that account/patient will be displayed to you automatically before the first data screen. Page 21 (P)rint. With this 'PRINT' option you can request a listing of a specific patients profile to the printer. You can print any or all of the records you created in the other functions. This patient profile sheet can be given to the patient each time they come into your office. In this manner the patient can mark any corrections needed to be entered. This use of this form makes it easier to update known patient data that must be changed. Page 22 TRANSACTION POST/DELETE/LEDGER You select and enter that option the same way you selected the (P)atients option. (T)ransaction post Selecting this function will call up the transaction posting screen: ACCOUNT/PATIENT - TRANSACTION POST If you're ready to post transactions, press <ENTER>. Then type in the patient's account/patient number. (If you do not know the patient account/patient number press the 'F2' hot key in order to search for that patient.) Upon entering the patient account/patient number the patient's name and current insurance filling status. Upon the initial location of the patient master that you are to post transactions to you will be displayed any notes on file for that patient. (Note: Notes are only displayed if there are notes on file for this patient. This is a convenient way to notify the operator of the financial status of the patient, or to display the diagnostic codes used for last patient visit.) This display of notes can be terminated by pressing the <ESC> key. You are then displayed the screen you will be using for the posting of all patient charges, receipts, and adjustments. Before you can enter any transactions for a patient you must confirm that the patient's insurance status and information is correct. This is the same basic information you can setup using the patient maintenance function. This screen is provided to save you the effort of having to go back to the patient maintenance screen for any correction of this information. (Note: A common problem for new users of the DENTAL#1 system is in not understanding how to post receipts and adjustments. When you setup each of your charge tables '00' - '99' you must setup codes for transaction types 'C = charges, R = receipts, and A = adjustment's'. These three types (C,A, and R) of codes must be present within each table. You post receipts and adjustments the same as you post charges. Review instructions on setting up your tables if this concept is not clear.) After you have identified the patient to receive the transaction postings you will be presented with a unique invoice number by DENTAL#1. You can either accept or type over this invoice number. This invoice number will remain constant for all following postings and will not be asked Page 23 for again. You will remain in a transaction posting cycle until you press the <ESC> key to terminate posting. (Note: Use the <ESC> to terminate a normal transaction posting only when you are in the transaction DATE field. Pressing the <ESC> key at the end of a transaction entry will result in the last transaction not being posted. A MESSAGE STATING TRANSACTION NOT POSTED WILL BE DISPLAYED IF THIS HAPPENS.) Change the date if necessary then enter each line item of the invoice for this patient. If you are entering charges you will be stepped through all the fields displayed in this screen. If you are entering a receipt, or adjustment, you will be displayed an abbreviated screen that accepts only the information needed for such an entry. Following the last entry for each transaction the system checks to see if the charge code entered is to be considered for setting up a 'RECALL' or 'HISTORY' entry and if it is insurance related. If the answer is 'Y' (or yes) then special screens, and messages, are displayed that will allow you the option to enter such information. The insurance print question if displayed at this time is in reference to printing this last entry on an insurance form. Answer this question with a 'N' for those entries that should not be printed on an insurance immediately following this posting cycle. These transactions will receive the proper insurance status flagging an posted to the patients transaction file as if they had already be printed on and insurance for. Upon completion of your posting cycle for the current patient you will be immediately provided to: 1) print patient insurance claim form if the patient is assigned for insurance coverage, 2) print a hard copy of the patients Super Bill. Print insurance claim form. (This option is only presented to you if the patient you have been posting transactions to has a 'Y' status for insurance assignment and you have posted entries that are to be printed on an insurance form.) If you do not wish to print the insurance claim form at this time just enter 'N'. Insurance forms not printed at this time can be printed at the end of day through the 'REPORTS - INSURANCE BATCH PRINT' option. If you do decide to print the insurance claim form at this time the first screen presented to you will ask if you wish to use the ADA-1985 preprinted form. If you enter 'N' you will then have the insurance claim form printed on plan paper. If you enter a 'Y' then you are next asked if you wish to line up your forms. This forms alignment request will be repeated until you enter 'N'. Page 24 DENTAL#1 - Version 1.03 has been designed to use handle the ADA-1985 supplied by any of three suppliers. Although this is a standard form each supplier's form can vary in physical layout so that it will not work with the format layout for another supplier's form. Select the UTILITIES - SYSTEM SUPPORT SUB-MENU - SET DEFAULT VALUES in order to identify the supplier you are using for proper forms alignment. You are presented with the option to print a hard copy of the posted patient Super Bill for all patients. If you do not wish to print this Super Bill just enter a 'N'. If you do wish to print the Super Bill enter a 'Y'. The Super Bill is in a format that can be used by many patients for filling their own insurance claim form. All information other that insurance company and provider is printed on this form. Following the Super Bill you will be taken back to the patient account/patient number input field for entry of the next patient number. If you have no more patients to post transactions to then press the <ESC> key to terminate the posting cycle. (D)elete Select this option if you wish to delete specific transactions for the displayed patient. Upon selecting this function you will be displayed all transactions on file for the selected patient in date order. You can delete any of the displayed transactions. (Note - Once deleted the posted transaction can no longer be accessed. Deleting a transaction will affect the account/patient ledger and aged receivables. The only way to correct the deletion of a transaction in error is to either recall that deleted transaction or post a replacement entry.) (L)edger display Select this option in order to display this patient's patient or account ledger. Being able to display the patient/account ledger at this time allows you to identify the invoice to receive the posted receipts and/or adjustments. Page 25 LEDGER Ledger displays can be for the ACCOUNT or the PATIENT and you will be prompted to identify the type of ledger you wish displayed. ACCOUNT/PATIENT - LEDGER - LEDGER REQUEST (D)isplay The initial display of the ledger will consist of a display of the current aged account/patient balance and the last seven transactions for the account/patient. You are then prompted if you want a display of ALL transactions in the account/patient ledger. If you select the display of all transactions you will be presented with a clean screen and you will be displayed about 20 (or less) transactions at a time starting with the oldest transaction on file. (If you are displaying a ledger for an account the transactions are displayed in date/patient sequence with each patient's name displayed before their transactions.) (P)rint Before you can request a printed ledger for an ACCOUNT/PATIENT you must have first selected a patient for display. You are then provided the option of listing either a ledger for the ACCOUNT or PATIENT and also limiting the listing to only those transactions for a given date range. Page 26 BILLING With this sub-menu you can print either a SUPER BILL or INSURANCE CLAIM FORM for a specific patient. (S)uper bill The request for a (S)uper bill will result in the printing of an invoice of current charges and receipts to be given to the patient. Upon requesting this option you are requested to enter the invoice number and/or date range for the transactions you wish to show on the invoice. The default date will be the current date but you can override these dates with what ever range you wish. All transactions will be listed in date order with a net total summarizing the invoice. You are also offered several print options that affect the contents and format of the Super Bill being printed. These options are: 1. The ability to NOT print NON-Insurance items. This feature allows you to print a Super Bill showing only those charges and receipts that are insurance related. You will want to use this feature to print Super Bill's that are to be filled with the insurance company for payment. In this manner the patient's co-pay amount, which is not insurance related, is not shown on the bill and the insurance company payment is based on total charges that are insurance related. This means that the patients co-pay is not applied to the insurance related charges before the insurance company determines your compensation. You receive maximum compensation. 2. The ability to NOT print the patients, or accounts, Aged Receivables balance. If you do not print this aged balance then the Super Bill is strictly an invoice for current charges. If you do print the aged balance then the Super Bill is both and invoice of current charges and a statement that requests payment of total balance due. 3. The ability to print either a Patient, or Account, Aged Receivables balance. This request is only valid if you have requested to print the aged balance. By requesting either Patient or Account you identify the range of transactions to be included in the aged balance. 4. The ability to print the message at the bottom of the Super Bill. This message is for assignment of payment to be made to the physician. If this Super Bill is only for the patient to turn in for reimbursement then there is no need to print the message. Page 27 (I)nsurance claim The request for an insurance claim will initiate a three step process. Step #1 = verification, and updating, of patient insurance information: Step #2 = selecting those transactions to be listed on the insurance claim (if the patient is assigned for insurance coverage this is automatically done for you at time of transaction posting). Selected transactions are flagged with an '*': Step #3 = request for printing of the actual claim form: At the time of print request you can give a 'N' response and later print all insurance forms in a batch mode. You have also the option of printing either on plane paper or using the industry standard preprinted insurance claim form. When ever you request an insurance form, or post transactions to a patient assigned for insurance coverage, a record for that patient is placed into the TAG_INS.DBF file. This record identifies to the system that this patient needs to have an insurance form printed. Until you have printed the insurance form, and accepted it as correct, this record will remain in existence. Once you have accepted the printed insurance information this record is deleted and the patients transactions have their insurance flags set/reset. (For charges - if the patient was assigned for insurance coverage the insurance flags are set to a 'Y' to indicate that this transaction was filed for insurance coverage. If the patient was not assigned for insurance coverage then this flag is returned to a space. For receipts and adjustments this flag is always set to a 'Y'.) (Note: Upon completion of the printing of your insurance form('s) you are provided an option to repeat the print request. Answer with either a 'N' or 'Y' only. If you press the <ESC> key the print cycle will be terminated BUT THE REQUEST FOR PRINTING THE INSURANCE FORM WILL REMAIN JUST AS IF THE FORM HAD NEVER BEEN PRINTED. THIS WILL RESULT IN HAVING TO PRINT THE INSURANCE FORMS AGAIN BEFORE YOU CAN CLEAR THE PRINT REQUEST.) Page 28 RECALLS With this option you can either (D)isplay all scheduled recalls for this patient, or you can (P)ost updates to this patients recall schedule. (D)isplay schedule (P)ost updates to schedule (D)isplay The display option will list to the screen all current recalls pending for this patient in date order. If no recalls are on file a message stating that fact will be displayed. (P)ost updates to schedule With this option you can perform the maintenance functions of (A)dd new, (C)hange, and (D)elete recalls scheduled for this patient. Normally all recalls are setup at time of transaction posting to this patients file and are deleted upon the posting of a follow-up visit transaction. These maintenance functions are provided to assist you in maintaining the patient recall schedules without having to post transactions. (A)dd new - With this option you can setup a new recall schedule for the patient. The information required will be the date for the recall and the letter to be printed. (C)hange - With this option you can change any of the parameters of a specific recall on file for the patient. When you request this option a listing of the pending recalls for the patient will be displayed from which you can select the one you wish to perform maintenance on. In this manner you do not have to know the date to key in to pull up the specific recall. (D)elete - With this option you can delete any of the scheduled recalls on file for a patient. Again when you request this option a listing of the pending recalls for the patient will be displayed so that you can select the one to be deleted. You will be displayed a prompt requesting confirmation of the (D)elete request before the recall selected is deleted. (+)skip & (-)skip - These options allow you to skip forward (+), or backward (-), within the patients recall schedule and display the pending recall. The actual printing of patient recall letters is a function in the REPORTS sub-menu of the DENTAL#1 system. Page 29 HISTORY With this option you can keep your patient history file current for all office visits. Upon selecting this function you are displayed a sub-menu for patient history routines. (D)isplay history (P)ost updates to history (D)isplay history With this option you can display, in date order, all history you have on file for the selected patient. This patient history file is keyed from the posting of transactions but is a separate permanent file attached to the patient master. Entries in this file will not be deleted unless you specifically delete them or you delete the patient master. If there is no history on file for the patient a message stating that fact will be displayed to you. (P)ost updates to history With this option you can perform the standard maintenance functions of (A)dd new, (C)hange, and (D)elete of patient history records. These functions are provided so that you can better maintain your patient history file without posting additional transactions. (A)dd new - With this function you can post new history records to the patient history file. Normally you will be posting history immediately following the posting of charges to the patient file. The request for normal history posting is determined by a flag set in you charge table codes. (C)hange - Upon selecting this function you will be displayed a listing of all history on file for this patient from which you can select the history record to receive maintenance. You can change any information, other than the date, displayed in this history record. (D)elete - Upon selecting this function you will be displayed a listing of all history on file for this patient from which you can select the history record to be deleted. After selection, and prior to actual deletion, you are prompted to confirm your request for deletion. In this manner the chances of accidentally deleting a history record is minimized. (+)skip and (-)skip - These options will allow you to advance forward (+), or backward (-), in this patients history file and display each history record. Page 30 The posting of any changes to the patient history file will setup a record for that patient in the TAG_RCAP.DBF file. This record will trigger the request to print a patient RECAP profile sheet. These sheets should be printed and placed into the patients file folder. To print these RECAP profile sheets use the REPORTS sub- menu. Once printed this tag record is deleted. Page 31 REPORTS ENTERING the (R)eports option will give you a sub- menu that allows you to identify the specific report you wish to print. As in the previous section, make your selections by moving the cursor to the area you need to work in and press <ENTER>. This sub-menu contains the following items: 1. Charges and Adjustments: This series of reports will recap your DAILY postings for charges and adjustments. Keep in mind that this report extracts transaction information based upon transaction POSTING date (your system date at time of transaction posting). These transactions are then separated into groups by TRANSACTION DATE and printed as such on the report. (NOTE: Deleted transactions have their posting date changed to the current posting date valid at time of deletion. All deleted transactions are listed as a separate report following your regular report listing.) 2. Receipts: This series of reports will recap your DAILY postings for receipts. This report, while limited to receipts only, is identical to the Charges and Adjustments series of reports. 3. Month-to-date Summary: This report recaps all postings for the current month summarized by day. There are to major grouping of columns on this report. One set of columns for total charges and one set for insurance charges. The insurance set of columns are provided to give you an idea of the charges and receipts assigned for insurance payment. These numbers are determined by the patient assignment status and the percent you identified as being covered by insurance. 4. General Ledger Journals: This report allows you to generate a Journal of all transactions posted for a given period of time. This report also generates a data file that can be passed on to a Ledger System if one is available. 5. Aged Accounts Receivables: This is your Accounts Receivable Aging report. You can run this report any time without affecting the patient/account balances. This report reads the entire patient transaction file and only prints total calculated by this reading. 6. Statements: This is your Accounts Receivable Statement print routine. You can print statements at any time and for any given range of patient's or account's. The transactions printed on the statement are determined by the date range you identified that this statement request covered. Page 32 7. Insurance Forms Batch Print: This is the routine you use to print all insurance forms that were requested, but not printed, during the day. 8. Letters and Recalls: This is a combined set of reports that allow you to print listings, labels, and letters to patients scheduled for recall, and a SPECIAL feature that allows you to print listings, labels, and letters for patients, and accounts, based upon age, sex, date last seen, and other parameters. 9. Patient Recaps: This request provided you with a listing of patients profiles sheets that have been modified (updated) since the last time you printed this listing. Page 33 DAILY CHARGES/ADJUSTMENTS Entering the (C)harges section will give you a REPORT DAILY CHARGES/ADJUSTMENTS. KEEP IN MIND THAT THIS REPORT EXTRACTS TRANSACTIONS BASED OPON 'TRANSACTION POSTING DATE'. You can then print a record of daily charges by any of the displayed sequences. Select your option and press <ENTER>. Verify the date and press <ENTER> again. All transactions extracted for this report are sequenced in transaction date order and then the sequence requested by the report. In this manner you provided a report that not only shows you the posting made for the current date but also the actual date that these posting affected. All transactions that were deleted during the current day are given the current posting date. These deleted transactions are listed on a separate report following the report for active transactions. The selection options provided allow you to view the current daily charges in any of four different groupings. With these reports you can better gain an idea as to where your time is being spent and revenues are generated. (NOTE: If there was no activity in this area to report, the system will put you back to the (R)eports sub-menu.) The option to print 'by: Invoice number' has been provided to assist you in auditing your postings for the day. We encourage you to pre_number all Super Bill forms to be used during the day and release these forms in numeric sequence. When you select the option to list all charges by invoice number all gaps in the invoice number sequence printed will be flagged. This flagging of missing numbers will assist you in insuring that all Super Bills have been posted. Page 34 DAILY RECEIPTS Selecting the (R)eceipts option from the REPORTS SUB-MENU will give you REPORT of DAILY RECEIPTS. KEEP IN MIND THAT TRANSACTIONS ARE SELECTED FOR THIS REPORT BASED UPON TRANSACTION POSTING DATE. The (R)eciepts report selection works like the (C)harges and Adjustments report selection, providing you a daily recap of receipts in any one of three sequence groupings. Transactions are selected based upon posting date and are then sorted in to transaction date sequence and desired sequence for the requested report. In this manner you can see the transactions posted for the current date and what dates these transactions were for. Deleted receipts are given a new posting date of the date they were deleted. These deleted transactions will be listed in a separate report following the normal receipts report. Page 35 MONTH-TO-DATE SUMMARY Selecting the M)onth-to-date Summary from the REPORTS SUB-MENU will give you the REPORT: Month-to-Date Summary. KEEP IN MIND THAT THE TRANSACTIONS SELECTED FOR THIS REPORT ARE SELECTED AND GROUPED BY TRANSACTION POSTING DATE. THE ACTUAL TRANSACTION DATE IS NOT USED FOR THIS REPORT. You type in the month you want the report for and the system will give you a summary of transactions posted for that month, in summary by day. The insurance summary of this report is to be used as a guide only and not taken as being exact. Once you select this report you are given the option of calculating the reports beginning balance. (Note - In order to calculate the reports beginning balance ALL prior transactions on file must be read. If you have been using your DENTAL#1 system for some time you could have a rather large transaction base. The larger your transaction base the longer it takes to calculate the beginning balance. Please consider the time necessary to read these transactions before you request the beginning balance.) Page 36 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 DENGL.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. Page 37