ProfitPress Mega CDROM2 Shareware Freeware (MSDOS)(1992)(Eng)

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Text File | 1991-01-22 | 25.1 KB | 770 lines

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. Page 38 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 Page 39 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.) DENTAL#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 dentist, 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 ADA-1985 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 the patient name block of the ADA-1985 form. You can repeat this option as many times as needed in order to set your printer forms alignment. 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. 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 Page 41 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. Page 43 (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 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 charge 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 DENTAL#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 DENTAL#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. Page 48 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. Page 49 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 50