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- DAILY CHARGES/ADJUSTMENTS:
- 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. The
- date you enter will selected all transactions for the
- current posting date regardless of the transaction date.
- The options allow you to view the current daily
- charges in any of three 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.
-
- DAILY RECEIPTS:
- The (R)eciepts section works like the (C)harges
- section, providing you a daily recap of receipts in any
- one of three sequence groupings.
-
- MONTH-TO-DATE SUMMARY:
- You type in the month you want the report for and
- the system will give you a summary of financial
- 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.)
-
- GENERAL LEDGER JOURNALS:
- The GENERAL LEDGER JOURNAL request performs two
- functions.
- 1. It extracts all transactions for the requested
- period and provides you with a listing in a sequence that
- will allow you to create your Journal entries for any
- ledger system you use.
-
- 2. The extracted transactions are placed into a 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. DENTAL#1 does not flag any extracted
- transaction as being posted to a Journal. 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.)
- 3. 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.
-
- 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. All transactions after the
- entered period ending date will be ignored and not
- considered in this report. All transactions prior to, and
- including, last statement date are used only to calculate
- the aged balance of each account. 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.
-
- Aging is performed on each invoice transaction group for
- each patient within each account. Using this concept in
- aging of your receivables will allow you to identify
- those accounts that are slow pays. If you need to
- determine the reason for this slow pay you will need to
- display/print a ledger for the suspect accounts. The
- ledger is in the same sequence as the transactions are in
- for aging.
-
- The optional listing of zero and credit balance accounts
- will allow you to control the size of your Aged
- Receivables report. 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. (Note -
- Only those accounts having any transaction posted during
- this period are considered for listing.)
-
- 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.) of 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.)
- 2). of 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.) of printing zero balance accounts.
- 4.) and, of printing credit balance accounts.
-
- (Note - If you answer 'N' to all of these options then
- the request to print statements will be canceled.)
-
- All transactions for patient invoice groups that do not
- have a zero balance are printed on the statement. In this
- manner the statement will show those transactions that
- have not been paid. All transactions past the current
- period ending date are ignored for processing and
- therefore do not affect the statement balance.
-
- 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 patient/invoice/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.
-
- INSURANCE FORMS BATCH PRINT:
- NOTE: You can print forms at the end of the day or
- week, or at the time of actual transaction posting. At
- the time of the office visit, the patient receives the
- 'super bill' and usually pays the amount not covered by
- insurance. If payment is assigned directly to the
- doctor, you can then wait to do insurance billing later.
- For a patient who hasn't assigned direct payment, an
- insurance statement can be printed at the time of the
- visit by accessing the 'BILL' cycle and selecting those
- transactions to be listed on an insurance claim form. For
- all patients not assigned for insurance coverage all
- transaction insurance flags will be set off following the
- printing of the insurance form.
-
- Selecting (I)nsurance Forms Batch Print from the
- REPORTS SUB-MENU will give you the following prompts:
-
- USE PREPRINTED HEALTH INSURANCE CLAIM FORM (Y/N):
-
- If you answer with a 'N' then your insurance claim form
- will be listed on plane paper. If you answer with a 'Y'
- then the 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 'CARRIER NAME AND ADDRESS' block
- of the ADA 1985 claim form. You can repeat this option as
- many times as needed in order to set your printer forms
- alignment.
-
- REPRINT (Y/N):
-
- This option is provide so that you can make multiple
- copies of your insurance claim forms without having to
- go through the cycle necessary to reset the transaction
- insurance flags. If you enter a 'N' then the print cycle
- is terminated and the system reviews all transactions
- printed on the claim forms and adjusts their insurance
- posting flags to either an 'off' or 'on' status depending
- upon the insurance status of the patient.
-
- RECALL LETTERS:
- There are four options available for RECALL letters:
- 1. print letters, 2. print labels, 3. print pending
- RECALL's, and 4. special selection.
-
- (Note - If you intend to print LABELS and LETTERS print
- the labels first without updating the 'letter sent
- count'. Printing LETTERS always updates the 'letter sent
- count' by +1.)
-
-
- (P)rint recall letters
- You can limit the RECALL LETTERS to those patients
- between a given date range and a specific 'letter sent'
- count. All letters printed will update the recall
- 'letter sent' count by +1 upon printing of the letter.
- Remember - all recall reminders remain on file until the
- patient receives another posting for the same treatment
- that triggered the recall request, or until you manually
- delete it. Use of the 'letter sent' count will limit the
- letters you write to only those patients that you want to
- receive a recall letter.
-
- When letters are printed they are printed for all
- selected recalls. Each recall identifies the specific
- letter format to be used. These letter formats are
- extracted from your LETTER.DBF/DBT master file. In this
- manner you only need to know the date range you wish to
- print recall letters for - not the specific recall
- letter. (Note - Each patient can have multiple recalls on
- file at any one time. Recalls are only removed by posting
- a follow-up visit transaction, or by (D)eleting the
- specific recall.)
-
-
- (M)ailing labels
- If need labels for either post cards, or letters,
- use this option to print your mailing labels before you
- actually print the letters. If you do not plan to print
- letters then allow this routine to update the 'letter
- sent' count, otherwise let the letter routine update this
- count.
-
- (L)ist pending recalls
- This feature provides you with a proof list of all
- pending recalls on file scheduled prior to a given date.
- We suggest that you print this proof list before you
- actually print the letters or labels. If you see patient
- 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 selection recalls
- This feature allows you to select patients for
- recall labels, letters, and/or listing by the use of any
- combination of six parameters. (If no parameters are
- entered then no selection is made.) These parameters are:
- A. patient sex, B. birth date AFTER a given date, C.
- birth date PRIOR to a given date, D. last seen AFTER a
- given date, E. last seen PRIOR to a given date, and F.
- patient address zip code. By use of these parameters you
- can select almost any combination of patients (example:
- all males born prior to 1945 that you have not seen sence
- 11/15/88 in zip code starting with 75). As you can see
- the options are vary flexable.
-
- 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.
-
- (L)ETTERS:
- You can setup up to 99 different letter formats.
- These letter formats are called into use when you print
- your PATIENT RECALLS. To initiate the request for a
- patient recall you first must set the RECALL FLAG in your
- charge tables to a 'Y' and reference an existing letter
- format contained in your LETTERS master file. At the time
- of posting transaction to the patient you will be
- displayed a special window for those transactions using
- charge codes flagged for recall. 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.)
-
- 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
-
-
- Selecting the (L)etters option from the main menu will
- call up the RECALL LETTERS SUB-MENU.
-
- Selecting (D)isplay from the sub-menu will display a
- list of letters on file. A line will also appear on the
- bottom of your screen:
-
- <ENTER> = (SELECT), arrows. pg up, pg dn. <ESC> = (CANCEL>
-
- This allows you to move through your list and select
- a letter you want to work in. Pressing <ENTER> when the
- letter you want is highlighted will give you a RECALL
- LETTERS - MAINTENANCE screen.
-
- (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.
-
- When you're finished with the letter, press <CTRL-W>
- to 'save'. You will receive a 'prompt' in the message
- line at the bottom of your screen:
-
- INFORMATION CORRECT (Y/N) Y
-
- Press <ENTER> if your answer is yes.
-
- The system will then add that letter to your file.
-
- (C)hange - The (C)hange function works in the identical
- fashion as the (A)dd new function except the letter must
- already be in existence. Once you have selected a letter
- to be changed you can modify any displayed information
- other than the letter ID. code.
-
- (D)elete) - To delete a letter, move to the (D)elete
- function and press <ENTER>. The cursor will
- automatically position itself at the CODE # 'field. If
- this is the letter you want to delete, press <ENTER>.
- You will then receive a 'prompt' in the message line on
- the bottom of your screen:
-
- DELETE THIS RECORD (Y/N) N
-
- This give you the opportunity to reconsider deleting
- this record. If you're sure, press 'Y' and <ENTER>.
-
- (+/-)skip - The (+)skip & (-)skip functions are there to
- allow you to move quickly through your RECALL LETTER
- file. (+)skip moves you forward to the next letter
- format on file. (-)skip moves you backward a to the
- previous letter format on file.
-
- LIST RECALL LETTERS:
- When you're ready to print RECALL letters choose the
- (L)ist to printer option from the RECALL LETTERS SUB -
- MENU. A question will appear in the message line at the
- bottom of your screen:
-
- LIST ALL LETTERS (Y/N): N
-
- If you enter a 'N' and press <ENTER> and you will
- receive a display of the letters you have on file. They
- will be listed by code and title. Move to the specific
- letters you want to print and press <ENTER>.
-
- If you enter a 'Y' and press <ENTER> you will
- immediately start printing a proof listing of all letter
- formats you have on file.
-
- Upon termination of the letter proof listing you are
- returned to the (L)etter sub-menu.
-
- (I)NSURANCE COMPANIES:
- This is the section of the system where you will
- establish and maintain documentation on insurance
- companies you normally do business with. Selecting the
- (I)nsurance company option from your MASTER MENU will
- give you an:
-
- The first time you use this option you should select
- '(M)aintenance' from the sub-menu where you can create
- your file of insurance companies.
-
- DISPLAY INSURANCE COMPANIES ON FILE
-
- After you've created your insurance companies file,
- you can select (D)isplay from your sub-menu, which will
- give you a list of companies on file. If you want to
- make a change or an update of information on a particular
- company, you can move the cursor through the list until
- it's highlighting the desired company and then press
- <ENTER>.
-
- Upon selecting a specific insurance company you will
- automatically enter into the (I)nquiry mode of the
- (M)aintenance function.
-
- (I)nquire - In this mode you will be displayed the total
- information you have on file for the selected insurance
- company.
-
- (A)dd new - Enter the (A)dd new function, and type in the
- information. The 'code' information needed here is the
- abbreviation of a particular insurance company that you
- assigned in creating your 'tables'. ie, BX = Blue Cross.
- The rest of the information needed is standard. When you
- setup new insurance company masters take care to assign
- meaningful codes. These codes should be an abbreviation
- of the insurance companies name and possibly a number to
- identify that will distinguish between various agencies
- that coverage through this insurance company. After you
- have defined the code to be used for identifying the
- insurance company you can then enter all remaining
- information.
-
- (C)hange - With this option you can modify any
- information on file for a specific insurance company
- record on file. The only field you cannot change is the
- code field you setup to identify this specific insurance
- company record. Once you have retrieved the desired
- insurance company record you can move from field to field
- until you are on the field you need to change. Type in
- the changes and move to the end. A 'prompt' will appear
- in the message line on the bottom of your screen:
-
- INFORMATION CORRECT (Y/N) Y
-
- Press <ENTER> if the information is correct.
-
- (D)elete - The (D)elete function of (M)aintenance is used
- to delete any insurance companies you no longer do
- business with. Entering the (D)elete function will
- request the code number of the company you want to
- delete. Type in the code number and you will receive a
- 'prompt' on the message line on the bottom of your
- screen:
-
- DELETE THIS RECORD (Y/N) N
-
- This prompt is provided so that you do not accidentally
- delete and insurance company master from your files.
-
- (+)skip / (-)skip - The (+/-)skip options allow you to
- step through your insurance company master file one
- record at a time - (+)skip = to the next insurance
- company record on file, (-)skip = back to the previous
- insurance company record on file. You can then select any
- of the displayed insurance company records for (C)hange
- or (D)elete actions.
-
- (L)ist to printer :
- With this option you can list all of your insurance
- company master records to the printer. This master
- listing of your insurance companies will be printed in
- ID. code sequence. Depending upon the number of insurance
- companies you have setup this listing could take a few
- minutes.
-
- (D)OCTORS:
- The (D)octors section is used for keeping records of
- the dentists associated with your practice. Those
- records will be accessed during other functions of the
- system. (Note - This file is also convent for maintaining
- an address/phone listing of all of the personal you have
- working for you. Just take care when you assign a doctor
- to a patient that you do not use an ID. given to one of
- these personal address records. By using your doctor file
- in this manner you can call up the address and phone
- numbers of your staff for quick reference.)
-
- Selecting the (D)octors option from the MASTER MENU
- will give you a DOCTORS - SUB-MENU screen.
-
- (D)isplay:
- The (D)isplay option from the sub-menu will give you
- a list of the doctors on file. You can select a specific
- doctor record for further processing by highlighting the
- desired displayed doctor and pressing the <ENTER> key.
- Once you have selected a doctor for processing you will
- be immediately taken into the doctor (M)aintenance
- function and that doctor's record will be displayed to
- you in the (I)nquiry mode. You can then select any of the
- maintenance sub-menu functions for further processing of
- the displayed information.
-
- DOCTOR MAINTENANCE:
- (I)nquire - The (I)nquire option allows you to request
- the display of a specific dentist's record. This is the
- mode you will be placed in upon selecting a specific
- doctor from the (D)isplay function. After the requested
- record has been displayed you are returned to the
- (M)aintenance sub-menu for selection of the next action
- to be taken.
-
- (A)dd new - The '(A)dd new' function of (M)aintenance
- will create space for you to type in information for a
- particular dentist. When you first setup your doctors we
- suggest that you assign the default dentist the ID. code
- of '00'. Use of this number will reduce the number of
- key strocks required by the operator to assign this
- doctor to a patient, or while posting transactions. The
- rest of the information is standard.
-
- (C)hange - The (C)hange option allows you to request a
- specific dentist's record for retrieval and maintenance.
- Once you have the desired record displayed on the screen
- you can step down through the displayed fields by
- pressing the <ENTER> key and change the field in error.
-
- (D)elete - The (D)elete option allows you to request a
- specific dentist's record for retrieval and possible
- deletion. Once you have the desired record displayed you
- will be presented with a prompt to confirm your deletion
- request.
-
- DELETE THIS DOCTOR (Y/N) N
-
- A response of 'Y' will delete the displayed dentist
- record in your doctor data base. A response of 'N' will
- terminate your delete request. After you have responded
- to the prompt the desired action will be taken and you
- will be returned to the doctor (M)aintenance sub-menu
- with a message displayed at the bottom of the screen for
- the results of the action taken.
-
- (+)skip / (-)skip - The (+/-) skip options allow you to
- sequentially advance forward (+), and backward (-), one
- record at a time in your doctor file.
-
- DOCTOR LIST TO PRINTER:
- The (L)ist function will list all dentist's in your
- doctor data base to the printer in sequence by the
- assigned doctor code. While this option may not seem to
- be of value in a small practice keep in mind that
- although this function is provided for maintaining your
- doctor information you can also us it to maintain
- information on any other member of your staff. You do not
- have to limit the information you place into your doctor
- database to only doctors! This is a convent file for
- maintaining all address and phone number information for
- your staff - just do not assign those who have no patient
- responsibility to a patient.
-
- (T)ABLES:
- This section of the system contains all your charge
- codes (CPT codes and codes for adjustments and receipts)
- for your billing purposes and other financial
- transactions. It has multi-level capabilities, and with
- it, you can set up as many as 100 different files, 00-99.
-
- Your DENTAL#1 system is distributed with a pre-coded
- standard code table '00'. This table contains most of the
- more common charge codes you will need. The only thing
- you will need to do is to load your rate structure into
- this table. (If you do not wish to use this table use the
- function in the UTILITIES section to delete this table.)
-
- Selecting the (T)ables option from the MASTER MENU
- will give you a CHARGE TABLE - SUB-MENU screen.
-
- (NOTE: Since the other sections of this system rely on
- the availability and accuracy of information in this
- section, you MUST set up your tables first.)
-
- For the benefit of the first-time computer users, we
- will take you through this section in detail. More
- experienced users can take a coffee break.
-
- (D)isplay tables:
- Once you've been working with the system for some
- time, the most efficient use is to take the first option
- from the sub-menu to (D)isplay tables. It will list
- tables by name and code number. From there, you can
- select a table by highlighting it and pressing <ENTER>.
-
- After you have selected the table you are requested to
- identify the sequence in which to display the code by.
- This sequence is either by code, or by alpha description.
- Following the sequence selection you are provided the
- option to identify a starting value for section of the
- table you wish to display. If you enter no value then
- your display starts with the first entry in the table.
- Your table is then displayed to you so that you can
- select the code entry you wish to do maintenance on.
-
- Nest you are taken into the (C)harge code display.
-
- (C)harge code display
-
- Within the (C)harge code display, you can highlight
- the table record you want to access, press <ENTER>, and
- that table record will be brought up under the (I)nquiry
- mode of the (M)aintenance function.
-
- CHARGE TABLE MAINTENANCE
-
- Following the initialization of your system you go
- directly to the (M)aintenance option of your CHARGE TABLE
- - SUB-MENU. Enter (M)aintenance by moving the cursor
- until that option is highlighted and press <ENTER>, or by
- just pressing the 'M' key. This will give you a CHARGE
- TABLE - MAINTENANCE screen.
-
- (I)nquire - The (I)nquire function allows you to request
- the display of a specific charge code within a specific
- charge table. If you selected a specific table code from
- the table display routine it will be passed to the
- maintenance function and initially displayed in the
- (I)nquire mode. Once a specific table code has been
- displayed you are returned to the (M)aintenance sub-menu
- from which you can select the next desired action to be
- taken.
-
- (A)dd new - You can add new tables and codes by entering
- the '(A)dd new' function.
-
- First identify the table by entering its assigned
- number. (For setting up your standard, or 'DEFAULT',
- table we encourage you to use the code of '00. This will
- save you key strokes in setting up patients and assigning
- them to this table.) The 'DEFAULT' table will be used
- most of the time. You can use the UTILITIES to copy any
- existing table on file for use for setting up other
- tables.
-
- The next step is to set up your codes. The system
- is setup so that you can either enter the standard CPT
- codes, or define your own. These codes can be any
- combination of numbers or alphabetic characters. After
- you have entered the code the system checks for the
- possible existence of that code already on file for this
- table. You cannot setup duplicate codes within a given
- table. If there is no duplicate code on file you are
-
- requested to enter the 'description' field. (Note - For
- setting up codes for receipts and adjustments we suggest
- that you use codes that are easy to remember such as:
- PAYCASH = for a cash payment, etc. For setting up your
- charge codes you can use the standard five digit CPT
- codes followed by up to a two position modifier.) The
- 'Charge Code description' is a free form field. In it
- you can use whatever designation you want, but for
- uniformity you may want to use a code description from
- the standard CPT codes.
-
- There are three types of codes to set up; charge,
- adjustment and receipt. This is what the 'Type
- (C,A,R)...' field is asking for.
-
- For charge's enter the actual charge amount in the
- 'Rate' field. This field is passed over for adjustments
- and receipts. When you post charge transactions you have
- the option to override this rate with any value you wish.
-
- 'Taxable (Y/N)...:N' has an automatic default for
- the 'no' response since most services are not taxable.
- But you can select 'yes' for those few occasions when a
- charge is taxable. (NOTE: There is a built in
- flexibility in the system which allows you to override
- the 'Taxable' designation when you're working in the
- (P)atients section of the main system. So if you
- designate non-taxable here, and at a later point it
- becomes a taxable service, you can change it at the time
- of transaction posting. It will change on individual
- billing and not alter your main charge table.)
-
- The 'G/L Account...:' field is an optional field for
- use if you have an outside General Ledger account you
- want this system to interface with. If you do, just type
- in the GENERAL LEDGER CODE this charge item should be
- posted against. The system will group them when Journal
- Reports are posted based on that number.
-
- The 'Insurance (Y/N): N' field is for identifying
- whether transactions posted using this code are insurance
- related. The system assumes a default of 'Y' for all
- charge codes, and a default of 'N' for all adjustments
- and receipts. For all charge codes this must be a 'Y' and
- also the patient assignment flag must be a 'Y' before the
- transaction is automatically flagged for insurance
- posting. For adjustments and receipts only the flag in
- this record is used to determine if the transaction being
- posted is insurance related and therefore automatically
- flagged for insurance posting upon entry. The following
- table summarizes this relationship:
-
- Patient Coded for Transaction
- assigned insurance flagged for ins.
-
- Charge Codes: N N N
- N Y N
- Y N N
- Y Y Y *
-
- Adjustment & N N N
- Receipts N Y Y *
- Y N N
- Y Y Y *
-
- (* = transaction is automatically flagged for insurance
- upon posting.)
-
- In the 'History (Y/N)...: N' field you have the
- ability to flag a charge transaction as being something
- you want to be part of the patient's permanent record.
- If you answer 'yes', then during transaction posting a
- mini-screen is called up where you can enter that
- information for history. This eliminates the need to
- remember to call up a separate function for entering
- patient history information.
-
- The 'Recall (Y/N)...: N Letter:' field will let you
- set up a recall letter for follow up visits pertaining to
- this charge. Answering 'yes', at time of transaction
- posting, will give you a mini-screen where you can setup
- the next patient recall for this service. (Note - You
- must have already setup the recall letter format before
- you enter a 'Y' for recall request.)
-
- (C)hange - The (C)hange option allows you to change
- information for a specific code within a specific table.
- (Note - If you need to setup multiple tables that have
- only minor variances with the standard, 'DEFAULT', table
- use the function in the UTILITIES section for making a
- copy of an existing table. After you have made a copy of
- the standard table you can then use this '(C)hange'
- function to modify it as needed.)
-
- (D)elete - The (D)elete options allows you to delete a
- specific table code from a specific charge table. (Note -
- If you wish to delete an entire table use the routine in
- the UTILITIES section.)
-
- (S)how - This option will take you back to the table
- display screen where you can select another code for
- maintenance.
-
- (+)skip / (-)skip - The (+)skip and (-)skip options allow
- you to sequentially step forward, and backward, through
- the codes of a selected table.
-
- LIST TABLES TO PRINTER
-
- The (L)ist tables option can be used for printing
- out copies of existing tables for review or filing
- purposes. Upon requesting this option you are asked to
- identify the sequence that you wish to list your tables
- code in. This sequence is either by code, or by alpha
- description.
-
- After selecting the sequence you are provided with the
- opportunity to either list all tables on file, or to
- select a specific table for listing. If you request to
- list only a specific table you will then be displayed a
- list of the tables you have on file from which you can
- make a selection from.
-
- (U)TILITIES:
- This section of the system is designed to assist you
- in modifying and maintaining the overall DENTAL#1 system
- to meet the unique needs of your individual practice.
-
- Selecting the (U)tilities option from the MASTER
- MENU will give you a UTILITIES - SUB-MENU screen.
-
- (A)pplications support - UTILITIES:
- Select the (A)pplication support utilities option
- first, which allows you access to the following
- functions:
-
- (U)pdating practice data - allows you to make
- informational changes when necessary to keep your system
- personalization current. To enter this area, highlight
- it on-screen and press <ENTER>, or press 'U'.
-
- (P)urge old invoicing - will clear information no
- longer needed to give you room for new information.
- Again, you can enter by highlighting and pressing
- <ENTER>, or by pressing 'P'. (Note - Only invoicing
- that has a zero balance as of the requested purge date
- will be flagged for deletion. In this manner active
- accounts that have open balances as of the requested date
- will retain all of their transactions.)
-
- (C)reate new charge table from existing - gives you
- the opportunity to save code table setup time by copying
- the contents of an existing table an creating a new
- table. You can then limit your maintenance to only those
- codes within the new table that need adjusting. Use the
- same process for entering this function.
-
- (D)elete existing charge table - allows you to
- eliminate an out-dated charge table without going through
- an involved process of changing information on-screen.
-
- (F)inance charge-calculations/posting - is the
- function that handles the charges for past-due accounts.
- It gives you the flexibility of varying the charges or
- applying a standard minimum rate. (Note - Only those
- accounts that were setup to receive finance charges, and
- have a positive balance on last statement charges after
- current payments/adjustments have been applied, will
- receive a finance charge. Finance charges are a system
- generated transaction and will show up in the account
- ledger.
-
- (S)ystem support - UTILITIES:
- The '(S)ystem support utilities' function is where
- you fit the system to your computer and maintain it.
-
- (R)eindex data files - will 1. physically remove all
- records flagged as deleted and return the space to your
- system, 2. rebuild all file pointers.
-
- (NOTE: If you restore your data files from a backup,
- you must run the 're-indexing' function before you use
- them. Failure to do this will corrupt the restore data
- files, requiring you to reload them from the same backup
- and start over.)
-
- (P)rint registration form - is the function you use
- to print the registration form you must send in to
- register you as a user of DENTAL#1 add remove you from
- the 100 patient limit.
-
- (M)onographics color: N - provides the option of
- using a color screen or black and white. If you are
- testing DENTAL#1 on a laptop computer you may wish to
- force the color to monochrome display. Currently most
- laptops only display in shades of gray and use of the
- color display option will make reading your screens
- difficult.
-
- SERVICE / SUPPORT:
-
- MEDshare provides service and support to the user on a
- "Pay As You Go" type arrangement. Under this method you
- pay only for the time and services needed to answer your
- questions. The rate is $60.00 per hour, billed in 15
- minute units, with a minimum billing of $15.00. All
- service and support is provided over the phone, Monday -
- Friday, 9:00 am to 4:00 pm cst.
-
- Phone:(214) 736-3668
-
- (Note: MEDshare does not, and will not, provide any
- assistance with hardware, and operating system, problems.
- We recommend that you establish support for these items
- from within your local area.)
-
- MEDshare also encourages local VAR's and DEALERS to
- promote and service DENTAL#1. Authorized VAR'S and
- DEALERS provide a more personal level of support and in
- many cases may be in your area. Their rates for their
- support are not controlled by MEDshare and in most cases
- will be less.
-
- For the name and phone number of an authorized VAR or
- DEALER in your area call:
-
- Phone:(214) 736-3668 (no charge for this call)
-
- MEDshare is always looking for VAR's and DEALERS to
- support the DENTAL#1 family of products we offer to the
- medical practitioner. We offer an interesting, if not
- unique, market participation plan to all VAR's and
- DEALER's that wish to become authorized support centers
- for our products. If you know of a VAR or DEALER in your
- area that would be interested in becoming an authorized
- support center for our products have them call us at:
-
- Phone: (214) 736-3668
-
- UPGRADES:
- There are two types of UPGRADES to be considered:
-
- 1. Upgrades due to errors detected in prior releases of
- MEDshare products.
-
- During the first year of use following registration,
- and for each year you renew your registration, this type
- of upgrade is free to all registered users of our
- products. When we are notified of a problem we will make
- all effort necessary to correct it in the shortest time
- possible. When the correction is made we will provide all
- registered users with a copy of the corrected program at
- no cost.
-
- If you encounter an error in your program please do the
- following:
-
- A. Write down the error message - exactly as
- displayed.
- B. Call MEDshare immediately at (214) 736-3668 and
- describe the problem and read to use the error
- message.
- C. If possible capture to the printer a copy of the
- screen that is displaying the error message. This
- can be done by turning on your printer and pressing
- (at the same time) the Shift and the 'PrtSc' keys on
- your printer keyboard.
-
- 2. Upgrades due to improvements and new features being
- incorporated into MEDshare products. MEDshare is
- constantly in the process of evaluating and improving the
- DENTAL#1 and related software products provided to our
- users. While we cannot give any hard dates for releasing
- new versions of our programs we hope to have about two
- major releases per year. Some of these releases will be
- new programs and not upgrades to existing programs. All
- new programs will be offered to registered users at a
- special price. If you are not a current registered user
- your price will be considerably higher.
-
- Registered users: All upgrades will be provided free to
- all current registered users. We encourage you to install
- all upgrades when received. Some upgrades may require the
- creation of new fields within your database. If you fail
- to install all upgrades these fields will not be
- available for the next upgrade that we send you.
-
- Users that have failed to renew their registration: If
- you have failed to renew your registration you may
- purchase these upgrades. The cost of each upgrade will be
- determined by the new features it incorporates and will
- vary. Please request a price listing of all upgrades. You
- will need to purchase all upgrades released that have a
- higher version number than the current version you are
- using (if you wish to carry your current data up into the
- new formats). Some upgrades may require the creation of
- new fields within your database. If you fail to install
- all upgrades these fields will not be available for the
- next upgrade that we send you.
-
- TO ALL USERS
- ______________
-
- Note: - On the anniversary date of your original filing
- of your registration you will receive a notice requesting
- you to renew your registration. This registration renewal
- fee will be $100.00. With the renewal of your
- registration we will provide you the following:
-
- A. Free upgrades for one year,
- B. A newsletter informing you of what's new, etc.,
- C. A special price the purchase of special purpose
- programs developed to enhance our products features,
- D. The access to our telephone support.
-
- (Sorry but we can only support our registered users.)
-
- NEW RELEASES:
- New releases are not to be confused with upgrades.
- Upgrades are improvements in a specific product. New
- releases are new products and will have a new name.
-
- MEDshare is dedicated to providing you, the medical
- practitioner, with the best program to manage your
- practice with. We realize that one program cannot address
- all needs. As we grow MEDshare will be creating new
- programs for various specialities and methods of practice
- management. As these programs become available we will be
- notifying all current users of our products of their
- availability. Current registered users will be offered
- the opportunity to purchase these products at a reduced
- rate.
-
-