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MANUAL.SW4
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1990-07-27
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(U)TILITIES
This section of the system is designed to assist you
in modifying and maintaining the overall MED#1 system to
meet the unique needs of your individual practice.
There are two major grouping of utilities provided in the
MED#1 system: (A)pplication support and (S)system
support. Application support utilities directly affect
your data files and information posted to them. System
support utilities cover all other areas.
(A)pplications support - UTILITIES
Select the (A)pplication support utilities option
first, which will give you the UTILITIES - APPLICATION
SUPPORT (Screen) with the following options:
(U)pdating practice data - allows you to make
informational changes when necessary to keep your system
personalization current. This is the same screen
presented to you during system initialization.
(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.
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(T)ransfer patient data to new account - will be the
most used of all the utilities. With this function you
can transfer all patient transactions, history, recall,
and notes to another patient account. An example of the
need for this utility is when a child becomes old enough
to have responsibility for their own bills. Before you
can use this utility you must set up a new patient master
record. Then you can call up this utility and by just
entering in the old patient account number and the new
patient account number all patient information is placed
under the new account. You can then delete the old
patient master record.
(L)edger code transaction update post - This
utility allows you to post new ledger codes to all
transaction already on file. Normally when you setup a
new system you do not assign general ledger codes to the
codes you setup in your CPT code tables. Also later you
may want to assign new ledger codes so that you can
better group your transactions for ledger postings. THIS
UTILITY CAN NOT BE INTERRUPTED ONCE STARTED. ALL
TRANSACTIONS ON FILE WILL BE PROCESSED AGAINST YOUR CPT
CODE TABLES AND THE NEW LEDGER CODES FOUND WILL BE
TRANSFERRED INTO THE TRANSACTION RECORD.
(S)ystem support - UTILITIES
The '(S)ystem support utilities' function is where
you fit the system to your computer and maintain it.
These utilities are:
(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 MED#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. MED#1 normally
automatically tests your computer to see if it supports a
color monitor and if it does you will see all displays in
color. Some computers have color capabilities but use a
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monochrome monitor. If you are testing MED#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.
(C)hange printer codes - will allow you to enter
control codes unique to your printer that handle the
ability to switch between normal and compress print.
CURRENTLY THIS FEATURE IS NOT USED BY MED#1. SOON YOU
WILL BE PROVIDED WITH REPORTS THAT WILL REQUIRE MORE THAN
THE STANDARD 80 CHARACTER PRINTER WIDTH. BY SETTING UP
CODES FOR COMPRESS AND NORMAL PRINT YOU WILL NOT NEED TO
MANUALLY SET YOUR PRINTER FOR THESE REPORTS.
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GLOSSARY
BUFFER The space in the computer's memory where
text is temporarily stored while the
computer is on.
CONFIG.SYS A file used to modify the parameters of
machine operation.
DBF Data base files.
DEFAULT Word used to designate 'standard', most
common. In MED#1, 'default' is 00 unless
specified otherwise.
DOS Disk operating system.
FIELDS Specific areas for receiving information.
FLAG An instruction put in one function that
cross references with another function
requesting an activity.
FREEFORM FIELD A field that doesn't require information
every time the function is used.
INITIALIZATION Bringing up the system and customizing it
to create DBF.
INSTALLATION Physically putting the software on disks
by copying.
MESSAGE LINE Space at the bottom of the screen for
'prompts' and 'help'.
PROMPT A question or request that appears on
screen which has to be answered before
continuing with the function.
PURGE Remove outdated information and create
space for new information.
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DATA FILES USED
The following data files are created, and used, by MED#1.
PATIENT - Contained in this file are all of your
account/patient master records. Accounts and patient
masters have the save data structures and therefore share
the same database. This makes it easy to locate both
patients and accounts by searching on account no., last
name, or first name. While an account can be a patient,
any patient master having a patient number greater than
'00' cannot be an account. There can be 100 patients per
account '00' - '99'. Accounts contain the information
parameters that control the billing cycle that affects
all patients within the account.
COMMENTS - This is an optional file that can be related
to individual patient masters. Contained within this file
are any notes that you setup that you wish to remain
with the patient record. Each of these notes are date
related. You are not limited to the number of notes you
enter per patient (other than available disk space).
HISTORY - Each patient can also have associated with it
an unlimited number of history records. These records
differ from COMMENTS. You are prompted to setup this
information whenever you are posting specific charges to
a patient.
RECALLS - Patients can have have an unlimited number of
recalls scheduled. These recall requests are prompted
for setup for specific charges contained within your
charge table. Each recall can be for different dates,
follow up action, and can reference a unique recall
letter. These records stay on file until you post a
follow up action charge or specifically delete the given
patient recall request.
CHGTABLE - Your charge tables are the heart of your
system. You can have up to 99 unique charge tables '00'
- '98', with table '99' reserved for your ICD-9
diagnostic codes. You must setup at least one charge
table before you can setup any patients. Each patient is
assigned a default charge table for the posting of all
transaction. In this manner you can have various rates
for the same treatment depending upon the table assigned
to the patient. At time of transaction posting you many
override the default table assignment with another table.
At the end of day you can recap your daily activity by
table.
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DOCTOR - You must setup at least on doctor in this
file before you can setup any patients. Each patient is
assigned to a specific doctor for care and follow up. You
may also use this file to maintain information on members
of your staff - just be careful not to assign any staff
to the care of a patient.
INSCO - This file contains basic information related
to the various insurance companies your patients may file
claims with. The only true limit to the number of
insurance companies you can setup is disk space. To make
things manageable we suggest that you structure the
identification code for each insurance company from some
common name abbreviation and number. The use of a number
in the key will allow you to setup several records for
the same insurance company even though there are several
agencies supplying that coverage. Each patient can have
reference to two insurance companies.
LETTERS - This set of files (LETTER.DBF and
LETTER.DBT) contain all of your RECALL letter formats.
The LETTER.DBT file is a special structure file that
carries the body of the recall letter. The LETTER.DBF
file contains the letter ID. code and description and
points to the LETTER.DBT file for the letter body.
TRAN - The transaction data base contains all
charges, adjustments, and receipts posted to your
patient. MED#1 maintains this file in date order for each
account and patient. Aged account/patient balances are
recalculated each time by reading this file for each
account/patient in date sequence. NO BALANCE FORWARD
RECORD IS MAINTAINED IN THE MED#1 SYSTEM.
TAG_INS - This file is a temporary file created to
identify those patients that are to receive an insurance
claim form. Once the claim form has been printed the
record in this file related to that patient is deleted.
In this manner you can print insurance claim forms in
batch mode at the end of the day, week, or any time
schedule you wish to use.
TAG_RCAP - This file is a temporary file created to
identify those patients that require a printed patient
profile recap. An entry in made in this file for each
patient having a posting made to their HISTORY data base.
In this manner you can batch print patient profile
updates in batch mode at the end of day, week, or any
time schedule you wish to use.
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MEDGL - This file is a temporary file created
whenever you request a General Ledger Journal listing.
Not only is this file used for the printing of your G/L
Journal listing, but you can also use it to interface to
any external G/L system you may have. (Note - no
transaction flagging is done when this file is created.
This means that if you request a repeat extraction of a
specific G/L Journal you will extract and list
transactions shown any earlier request for this journal.)
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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 MED#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 MED#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
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UPGRADES
There are two types of UPGRADES to be considered:
1. Upgrades due to errors detected in prior releases of
MEDshare products.
FOR ALL CURRENT REGISTERED USERS OF MED#1 this type
of upgrade is free. 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 CURRENT registered users with a copy of
the corrected program at no cost. (BY CURRENT WE ME
REGISTERED USERS OF THE CURRENT VERSION THAT THE ERROR
WAS IDENTIFIED IN. IF YOU ARE NOT A USER OF THIS CURRENT
VERSION YOU MAY PURCHASE THIS UPGRADE FOR A NOMINAL FEE.)
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
MED#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: 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.
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Users that have failed to purchase upgrades: If
you have failed to purchase upgrades as they become
available you may purchase them later at a nominal cost.
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 as
they are released these fields will not be available for
the next upgrade that we send you.
TO ALL USERS
______________
NEW REGISTERD USERS RECEIVE
A. A newsletter informing you of what's new, etc.,
B. A special price the purchase of special purpose
programs developed to enhance our products features,
C. The access to our telephone support.
(Sorry but we can only support our registered users.)
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NEW RELEASES
New releases are not to be confused with upgrades.
Upgrades are improvements in a specific product. New
releases are new products and may have a new name or a
new version number series.
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.
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