The Business Master (3rd Edition)

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INTRODUCTION MED#1 - Medical Office Management system for micro computers will increase efficiency in the daily administration of the business side of your medical practice. MED#1 has been designed with special features unavailable in other medical systems and is very 'user friendly'. We're confident you will find MED#1 one of the easiest systems to use, especially if you are already acquainted with computer operations. But, even if you aren't, MED#1 will take you through operations with simple one-key functions that follow the logical progression of your normal routine. With an awareness of the spiraling costs of office administration, MEDshare, Inc. has developed its marketing concept to deliver the best possible product at a price far below existing medical systems. MED#1 WILL OPERATE ON MOST POPULAR MICRO COMPUTERS, ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE FOR HARDWARE SUPPORT. MED#1 IS SO EASY TO USE YOU DON'T HAVE TO SPEND THOUSANDS OF DOLLARS TO TRAIN OFFICE PERSONNEL. And of course the best advantage of MED#1 is this opportunity to fully test the system before you make your purchase decision - 'TRY-BEFORE-YOU-BUY'. While you are limited to 100 patients in the un-registered version, that is the only limitation. You can take those 100 patients through every function of recording, posting transactions and billing, allowing you to test to the full extent of the system. Upon registration you receive a unique registration number that will unlock you from this 100 patient limit. THE SYSTEM YOU ARE TESTING IS THE ACTUAL SYSTEM YOU WILL BE USING. (You will receive a copy of the newest version of MED#1 available along with your registration.) No other software company gives you this kind of opportunity, and we encourage you to copy your un- registered disk and share it with a colleague who might be interested. No special forms are required for printing. All reports will be printed on 8 1/2" by 11" standard stock paper. Custom statement forms, the standard insurance HCFA-1500 (AMA-1984 and AMA-1990) forms, and various state insurance forms are supported and available through MEDshare, Inc., but the system will print without them. Copies of the standard forms are available will be sent to you upon request. You will need to contact your local supplier for all state required insurance forms. Page 1 Now, more than ever, computerization is a part of every medical practice. It's faster, more accurate and opens you up to the opportunities of future technical advances. MEDshare, Inc. is committed to making that a reality, especially for the single doctor practice where cost factors and limited personnel made it impractical in the past. We are also committed to a 'stand by you' philosophy of business, offering a sales and phone support team to provide assistance as needed. MEDshare, Inc. will keep you updated on advancements that will enhance or improve your existing system. Page 2 FEATURES Speed and efficiency are the most important qualities of any medical office management system, and the features of MED#1 were designed to provide time saving factors. The following list describes some of those features as well as providing other helpful information. ---------------------------------- 1. Information is only entered one time. This information is stored in a manner that makes it available to all functions that need this information. 2. If you're updating a file and change your mind or make a mistake, pressing <ESC> will cancel the new information and leave the previous record intact. 3. Use of the 'F1' hot key on all input fields during operation will provide a pop-up help screen. 4. The 'F2' hot key allows you to do patient search/select while the cursor is in the patient account number field. This 'F2' hot key also allows for insurance company search/select while the cursor is in the insurance company ID field. 5. The 'F3' hot key allows you to (A)dd a new insurance company at the time of transaction, and patient maintenance, when the cursor is in the insurance company ID field. 6. Your disk capacity is your only true file size limit. Up to 99,999 accounts can be set up with MED#1. 7. Each account can have up to 100 patients, with automatic patient numbering, within that account. Each patient can have his own doctor assigned. 8. Rates can fluctuate within the accounting functions allowing you to accommodate variances without altering your tables. 9. Statements, letters, and insurance forms can be batch printed or selectively printed. 10. Patients can have unlimited notes and history with a patient profile recap printed at any time. 11. Up to 100 doctors can be set up. These can be both doctors within your practice and referring doctors. 12. Up to 99 standard recall letter formats can be setup and attached to specific charge codes. Page 3 13. Recall letters can be scheduled during patient transaction posting, and each request can be maintained individually. A special recall feature allows you to produce listings, labels, and letters for patients based upon various select parameters such as age, sex, date last seen, and other information in the patient master record. 14. Up to 99 (00-98) unique charge code (CPT) tables can be set up. Tables can be copied to create a new table. There is no limit on the number of codes per table. Each table is complete with codes for charges, adjustments, and receipts. 15. A separate table for ICD-9 codes (table 99). 16. Each charge (CPT) code can be flagged for history, recall, or insurance. 17. You can search both CPT and ICD-9 tables by either code or alpha description sequence starting with a specific value. This search ability is available while within the transaction posting cycle and the table maintenance function. 18. You can associate up to four ICD-9 codes to the CPT codes being posted for a given patient posting cycle. 19. During individual transaction posting changes can be made to charge tables, doctors can be re-assigned and charge rates can be changed. 20. Daily charge and adjustments recap reports can be listed in four formats: by: Patient by: Charge code and patient by: Charge table, charge code and patient. by: Invoice number by: Doctor, code, and patient 21. Daily receipts recap report can be listed in three formats: by: Patient by: Charge code and patient by: Charge table, charge code and patient. by: Doctor, code, and patient 22. Monthly Summary of all postings can be ran any time and will recap by each day of the month total charges, adjustments, and receipts. 23. Aged Accounts receivable can be run by account number or account last name. When you setup you system you identify how you wish to process your receivables - by Account or by Patient (Patient is the default and perferred method). When you print your receivables you Page 4 also have the option of not printing zero balance accounts. 24. Statements can run for any given period and can contain a printed message. When you print statements you have the option of printing zero balance accounts, credit balances accounts, and/or debit balance accounts over a given minimum balance. 25. You have the option to maintain your accounts receivables in either of two modes (transactions by date or transactions by invoice and date). You select this mode of processing at the time you setup your system. This can be changed anytime through use of the MED#1 utilities. Modes: A) Transaction date: all transactions are maintained in date order for each account and each patient. Aging is by transaction date with all receipts being applied to the oldest open balance. Statements will list a prior statement ending balance and only those transactions with dates greater than the last statement date and less than or equal to the current statement date. B) Invoice number: (default mode) all transactions are maintained in invoice number order for each account and each patient. Aging is by transaction date within each invoice number block of transactions. Receipts are posted only to specific invoice's. Statements do not list a prior statement ending balance but list all transactions for all invoice's within the selection limits. IF YOU ACCEPT INSURANCE ASSIGNMENTS THIS IS THE AGING OPTION YOU SHOULD BE USING. Page 5 Aging by Invoice No. vs. Aging by transaction date. MED#1 has been designed to maintain, and process, your accounts receivables in either of two primary modes: A) by transaction date, and B) by invoice number. While your transaction information is the same, and there is no difference in your posting cycle, your choice of processing mode is critical to how you will be able to maintain your accounts receivables. You can switch between aging modes of operation anytime, using your system utilities, without any loss of data. You do this by calling up your UTILITIES - APPLICATION SUPPORT and UPDATING YOUR PRACTICE INFORMATION. (Be sure to make a backup of your data files before switching modes as you will be deleting and rebuilding the index files for your posted transactions.) The time it takes to re-index your transaction data file will depend upon the number of transactions posted and the speed of your computer. You will see a major difference in the aging of your receivables and the printing of statements even though the balances will be the same. Aging by Invoice No.: (DEFAULT MODE) This mode of operation will require you to take more time in the posting of receipts and adjustments. Each invoice numbered group of transactions per patient must have receipt and adjustment amounts posted in relation to the charges posted for each specific invoice. While this mode of operation requires more of your attention it is the only effective way to track insurance assignments. IF YOU DO ANY ACCEPTANCE OF INSURANCE ASSIGNMENT YOU SHOULD USE THIS MODE OF OPERATION. When you use this mode of operation: 1) all transactions are maintained in sequence for each patient by invoice number and date of transaction. When you do a ledger display (or print) you will see all transactions listed in this manner. 2) The invoice number (with optional transaction date range) is used when you request the printing of a Super Bill. 3) Aged receivables reflect the open aged balances of open invoices (invoices not having a zero balance). Receipts and adjustments must be applied to specific invoice's if your aged receivables are to be listed accurately. 4) Statements DO NOT list the ending balance from the last statement. Statements list ALL OPEN INVOICES on file for that patient account. Aging by transaction date: This mode of operation is the easiest to use BUT SHOULD ONLY BE USED IF YOU DO NOT ACCEPT INSURANCE ASSIGNMENT'S. When you are in this mode the invoice number is generated Page 6 but not used to control transaction sequence. Receipts and negative adjustments are posted to the oldest open balance for the patient or account. (If you are using this mode of operation, but plan to switch to the invoice mode, please take care in the posting of receipts and adjustments and be sure to reference the invoice number of the charges being offset. When you use this mode of operation: 1) You can request a Super Bill by either invoice number and/or transaction date range. 2) Ledger display's and listings will list transactions in transaction date sequence. 3) Aged receivables have all receipts and negative adjustments posted to the oldest balance. 4) Statements will list the ending balance of the prior (or last) statement cycle as a Balance Forward. Only those transactions having dates greater than the last statement date and less than or equal to the current statement date will be listed. Page 7 SYSTEM REQUIREMENTS: MS-DOS 3.3 (or greater) (DOS 5.0 is preferred) 640 K memory (1) Floppy disk (to load program with) (1) Hard disk (for program and data files) Monochrome or Color Monitor Printer (any dot matrix or laser printer) NO SPECIAL FORMS ARE REQUIRED. ALL REPORTS CAN BE PRINTED ON 8 1/2" X 11" STANDARD STOCK PAPER. (Note: MED#1 - Version 1.07 is certified as both a single user and multi-user system. In single user mode the multi-user logic is not used. When you request multi- user you must know the type of multi-user system you computer will support. Unless you specifically requested the NOVELL version of MED#1 - 1.07 you will be sent the NET BIOS version. While NOVELL can be optioned to support the NET BIOS version those network systems that require NET BIOS will not support NOVELL.) Files contained on your distribution disks: ------------------------------------------- README.1ST = Basic instructions and new information INSTMED.BAT = Routine to decompress your distribution program files. INSTMED1.EXE = The compressed MED1.EXE module. INSTMED2.EXE = The compressed MED10001.OVL module. INSTMED3.EXE = The compressed MED_UPDT.EXE module. This module will update your current 1.03, 1.04, 1.05, or 1.06 MED#1 program files to 1.07 format. INSTMED4.EXE = The compressed MED1 user manual files MANUAL.BAT = control string to print the MED#1 user manual (all four parts). MANUAL.SW1 = User manual (1 of 4) MANUAL.SW2 = User manual (2 of 4) MANUAL.SW3 = User manual (3 of 4) MANUAL.SW4 = User manual (4 of 4) (After you have copied all of the distribution files to your hard disk execute the INSTMED.BAT routine by entering: INSTMED <enter> This will decompress all distribution files and then delete the distribution files returning that space to your system for use. Page 8 SYSTEM INSTALLATION On your primary distribution disk you will find a 'README.1ST' text file. This file will be kept current with any new information that is not in your MED#1 printed user manual. You should print and read this file before attempting any installation of the distribution disk(s). This file can be printed by following these steps: 1) Insert distribution disk #1 into drive 'A'. 2) Turn on your printer. 3) Enter: C>COPY A:README.1ST PRN <return> Read this information before going any further. Steps to follow for primary system installation: ------------------------------------------------------- 1. Make a backup of the MED#1 distribution disks and store the originals in a save place. Use the newly created backup disks for all following installation instructions. 2. Check to insure that you have a 'CONFIG.SYS' file in your root directory with the following MINIMUM values: SINGLE USER: FILES = 50 (or greater) BUFFERS = 9 MULTI-USER NOVELL or NET BIOS: FILES = 100 (or greater) BUFFERS = 9 (or greater) If you do not have a 'CONFIG.SYS' file, or it does not contain these minimum values, consult your DOS manual on how to create/modify your 'CONFIG.SYS' file. (Note - MED#1 will not operate properly, and may crash, if your 'CONFIG.SYS' file does not exist with these values. If you needed to create, or modify, your 'CONFIG.SYS' file be sure that you reboot your system before you continue. Your system only reads the values contained in your 'CONFIG.SYS' file at initial system boot.) 3. Other 'System Configuration' considerations: Page 9 NOVELL installations: A. (Version 3.11 and earlier releases) no special instructions are required other than normal NOVELL setup requirements. If you are using the 'NET BIOS' multi-user version of MED#1 be sure to follow the NOVELL instructions for setting NOVELL to use 'NET BIOS' file handling routines. B. NOVELL LITE = This new 'PEER TO PEER' version of NOVELL should use the 'NET BIOS' multi-user of MED#1 1.07. Currently testing using NOVELL LITE has not been to successful. Before using NOVELL LITE please make a call to MEDshare for any information on how to install MED#1 1.07 with NOVELL LITE. NET BIOS installations: This is the most common type of installation that operates over a standard DOS operating system. LANTASTIC is one such system. While each such system have their own unique setup requirements the following requirements should be also followed: A. In the AUTOEXEC.BAT or LOGIN script of each station, create the following environment variables: SET STANUM=nn SET STAMAX=mm Where nn is a unique station number from 1 to 255, and mm is the total number of stations on the network. B. Create a file 'PCNETLIB.LOK' in the same SHARED directory that most of your data files reside in. You can create this file by running the program 'MAKELOK.COM' included on your distribution disk in compressed format along with the MED1.EXE' program file. C. All stations must point to the same copy of 'PCNETLIB.LOK. (MED#1 assumes that it resides in the current sub-directory along with all other data files.) 4. From your root directory create a sub-directory that will contain your MED#1 program and data files. The following DOS command will create a sub-directory called "MED1". C>MD\MED1 <return> 5. Once you have created the sub-directory, select the new sub-directory by entering: C>CD\MED1 <return> Page 10 6. Insert MED#1 distribution disk #1 into drive A. Copy the contents of drive A into the newly created MED1 sub- directory by entering the following DOS command: C>COPY A:*.* <return> Remove disk from drive A upon completion. Repeat this process for disk #2 (if provided). 7. Decompress your distribution files by entering: C>INSTMED <return> 8. Print your user manual and read before going any further. a: turn on your printer b: enter C>MANUAL <return> ------------------------------------------ Steps to follow for installation of upgrades and new versions: --------------------------------------------------------- 1. Make a backup of the MED#1 distribution disks and store the originals in a save place. Use the newly created backup disks for all following installation instructions. 2. Backup your current data files. It is possible that new versions of MED#1 will require modification of your current data files. This file modification (if needed) will be performed for you upon your initial loading of the new MED#1 program. To provide you a safe point of recovery in case of any unexpected problems you should always make a backup of your current data files prior executing any new version of MED#1. 3. Select your MED#1 sub-directory by entering: C>CD\MED1 <return> 4. Insert MED#1 distribution disk #1 into drive 'A'. Copy the contents of drive 'A' into the newly created MED1 sub-directory by entering the following DOS command: C>COPY A:*.* <return> Remove disk from drive 'A' upon completion. Repeat this process for disk #2 (if provided). 5. Decompress your distribution files by entering: Page 11 C>INSTMED <return> (Answer 'Y' to all messages requesting to replace existing module.) 6. If you load MED#1 you will be displayed a message requesting that you run the MED_UPDT.EXE program. This program will update your current MED#1 system to the new MED#1 requirements. 7. Run the 'MED_UPDT.EXE' program to update your current MED#1 system to the new system requirements. C>MED_UPDT <return> Upon execution of MED_UPDT any files needing to be modified will automatically be upgraded and all new files will be created. (This program will only need to be ran once. Nothing will happen if you try to run it again.) ------------------------ ALL COPIES OF MED#1 WILL INITIALLY LOAD AS 'UN- REGISTERED' HAVING A 100 PATIENT LIMIT. THIS PATIENT LIMIT WILL BE REMOVED UPON THE ENTRY OF A VALID 'USER REGISTRATION NUMBER' INTO YOUR PRACTICE DATA. THIS 'USER REGISTRATION NUMBER' IS UNIQUE TO EACH USER AND IS PROVIDED TO THE USER UPON RECEIPT OF A FULLY PAID AND PROPERLY FILLED OUT REGISTRATION FORM. WHEN YOU SEND IN THIS FORM CHECK TO INSURE THAT YOUR PRACTICE NAME IS ENTERED EXACTLY AS YOU WISH IT TO BE - ANY CHANGES IN ENTERING YOUR PRACTICE NAME WILL INVALIDATE YOUR UNIQUE REGISTRATION NUMBER. ----------------------- Page 12 SYSTEM INITIALIZATION MED#1 initialization is an automatic process performed at the time of initial loading of MED#1 program. (If you have been testing a prior release of MED#1 and are attempting to use the data files built by this earlier release, you will be requested to run program 'MED_UPDT.EXE' before you can use your new system. This program is supplied to all REGISTERED users and will perform all file conversions for you.) This initialization process will create your data files and your personalization file.: MEDMVBLS.MEM This file contains your practice personalization information as well as other information needed by MED#1. (Note: If you have installed MED#1 on another system and then copied your installed base to another computer you should delete this 'MEDMVBLS.MEM' file as it points to the disk drive your data files are expected to reside on. If you are displayed an error message ending with a '2' in brackets your are trying to access your files on a disk that does not contain them.) The following files will be created during system initialization: 1. PATIENT.DBF = Account/patient master file 2. PATCASE.DBF = Detail patient case information 3. COMMENT.DBF = Account/patient notes file 4. HISTORY.DBF = Account/patient history file 5. RECALL.DBF = Patient recall note file. 6. INSCO.DBF = Insurance company master file 7. DOCTOR.DBF = Doctor master file 8. CHGTABLE.DBF = Charge table (s) master file 9. LETTER.DBF = Recall letter master file LETTER.DBT = Recall letter formats 10. TRAN.DBF = Transaction posting data file These 'data base files' (DBF's and DBT) receive and store information that will be accessed during the functions of the MED#1 system. These are the only files you really need to backup in order to restore your system from any major fault that corrupts your current database, or makes it inaccessible for use. __________________ (Note: The file 'MEDMVBLS.MEM' existence signifies that your system has been initialized. If this file is deleted you will repeat the initialization cycle upon loading MED#1. If your data files still exist you will be given the opportunity to either leave them as they currently exist - or delete and replace them with blank data files. Page 13 Please take care during this cycle so that you do not lose any critical data.) _________________________ One function of your system initialization is the setup of your practice information and mode of aging your accounts receivables. Please be sure you understand the difference between - Aging by Invoice and Aging by Transaction Date when selecting your mode of operation. While you can switch modes at any time your attention to how you post your receipts and adjustments is dependent upon the mode of aging you use. After you've initialized your data files, you'll be asked to enter your 'practice' information. This is your personal practice data, ie. name, address etc. Enter all requested information in the exact format you wish it to be displayed/listed. YOUR REGISTRATION NUMBER IS DEPENDENT UPON THE PRACTICE NAME AND ZIP CODE YOU ENTER. PLEASE TAKE THE TIME TO INSURE THAT YOUR PRACTICE NAME AND ZIP CODE ARE EXACTLY AS YOU WISH TO USE IT. ONCE REGISTERED ANY CHANGE TO THIS NAME WILL REQUIRE YOU TO RE-REGISTER YOUR SYSTEM. When you finish entering the information, your system initialization will terminate and the MED#1 - MASTER MENU will be displayed. Page 14 REGISTERING YOUR COPY OF MED#1: After you've worked with the un-registered package of MED#1, and decide you want full access to the system, follow these simple steps to register: 1. Enter the (A)pplication support section of the UTILITIES sub-menu, select '(U)pdate practice data' and verify that the information displayed is correct and entered exactly as you want it to be displayed in all usages. 2. Enter the (S)ystem support section of the UTILITIES sub-menu, select '(U)ser registration form, and print out a copy of the REGISTRATION FORM. 3. Finally, mail the form and a check to cover the registration fee to MEDshare. REGISTERED USERS WILL RECEIVE THE FOLLOWING BENEFITS: > PHONE NUMBER TO CALL FOR SUPPORT > LISTING OF THIRD PARTY SUPPORT AVAILABLE BY STATE (call for most current listing for your area). >FREE BUG REPLACEMENT DISKS (These free replacement disks will be for any bug that results in either an abnormal program termination, or that results in loss of data integrity. You will be notified of program problems that do not cause abnormal program termination or loss of data integrity. You will be able to purchase corrections for these problems for a modest shipping and handling fee.); >PRINTED USER MANUAL; >CURRENT VERSION OF MED#1; >LOW COST PRODUCT UPGRADES; >SPECIAL PRICES ON NEW PRODUCTS FROM MEDshare. (SORRY BUT WE CAN ONLY SUPPORT OUR REGISTERED USERS.) Page 15 GENERAL KEY USAGE The following key, and key combinations, can be used by the operator in the posting of data in all screens. FULL SCREEN NAVIGATION KEYS: ---------------------------- KEY PURPOSE -------------------------------------------------------- Left arrow, Character left. Does not move the Ctrl-S cursor to previous input field. Right arrow, Character right. At end of input the Ctrl-D, cursor moves to the next input field. Ctrl-Left arrow, Word left. Ctrl-A Ctrl-Right arrow, Previous word. Ctrl-F Up arrow, Previous input field. Ctrl-E Down arrow, Next input field. Ctrl-X, Return, Ctrl-M Home Beginning of input field. End Last character of input field. Ctrl-Home Beginning of first input field. Ctrl-End Beginning of last input field. FULL SCREEN EDITING KEYS: ------------------------- KEY PURPOSE -------------------------------------------------------- Del, Delete character at cursor position. Ctrl-G Backspace, Destructive backspace (deletes the Ctrl-H character left of cursor. Ctrl-T Delete work right of cursor. Ctrl-Y Delete from cursor position to the end of the current input field. Ctrl-U Restore current input field to original value. Page 16 HOT KEYS F1 - The use of the 'F1' key (for all data input fields) will display a brief informative message concerning the field you are currently ready to enter data into. Press the 'F1' key whenever you need more information concerning the field you are in. F2 & F3 Hot keys: These hot keys are only activated while in the 'PATIENT' functions. A message indicating that the 'F2' or 'F3' key has been activated will be displayed for those fields that utilize these hot keys. F2 - The use of the 'F2' key varies depending upon the field you are currently in. ACCOUNT/PATIENT ID. field - Pressing the F2 key will allow you to search/display/select a listing of accounts/patients in one of three sequences starting with a specific reference. The search/display/select sequences are: by ACCOUNT/PATIENT number, by last name, and by first name. You can select the desired account/patient by highlighting the desired record and pressing the <RETURN> key. INSURANCE COMPANY ID. field - Pressing the 'F2' key will allow you to search/display/select insurance company records already setup. These records will be displayed in ID. sequence. From the displayed listing of insurance companies you can select the one you wish to bring into your current display by highlighting the desired company and pressing the <RETURN> key. CHARGE CODE field - Pressing the F2 key while in this field will display all the codes in your currently selected charge table. You select the desired code by highlighting the desired code and pressing the <RETURN> key. DIAGNOSTIC CODE field - Pressing the F2 key while in this filed will display the codes you have setup in table '99' (your ICD-9 table). You can select the desired DIAGNOSTIC code by highlighting it then pressing the <RETURN> key. CHAMPUS INFORMATION fields - Pressing the F2 key while in these fields will display the acceptable values the operator can enter. All other entries are invalid. INSURANCE FORM fields - In the setup of your Practice Information you must identify the specific insurance form to be used for each type of claim to be processed for both assigned and non-assigned patients. If you do not know the valid forms that can be used just press the F2 key and you will be displayed a table of Page 17 valid insurance form codes you can chose from. F3 - If you are in the INSURANCE COMPANY ID field pressing the 'F3' key will allow you to add a new insurance company to your INSURANCE COMPANY MASTER FILE. F10 - The F10 hot key has been installed to help you to determine if you have sufficient memory to operate the MED#1 system. This key is activated at all times the same as the F1 key. Pressing the F10 key will display the current available memory you still have after loading the MED#1 program. This memory displayed value will vary depending upon the function you are in. To insure that you have sufficient memory try to maintain at least 100K of free memory at the date promt on your 'SIGN ON SCREEN' at all times. INSUFFICIENT MEMORY WILL RESULT IN THE CRASHING OF THE MED#1 SOFTWARE. Page 18 GETTING STARTED The first thing to do when you are ready to start using the MED#1 system is to set up the files you will be accessing. (The initialization process merely created the files. Here you will be entering the information to make the system work for you.) 1. DOCTOR - in this file you enter the information needed to identify the doctors that operate in your practice and referring doctors. If you have both a MEDICARE and a MEDICAID identification number you will need to setup two DOCTOR records - one for each ID number. When you setup a patient master be sure to assign the correct DOCTOR record to the patient. This ID number will be automatically printed no the HCFA-1500 form for you. 2. LETTERS - in this file you create letter formats for all patient recalls. For this function, the MED#1 system works as a word processor to create the 'body' of the letter. A recall letter format MUST be set up before any CHARGE TABLE CODES can be set up to request a patient recall. 3. CHARGE TABLES - in this file you establish all the charge tables and the charge codes necessary for posting transactions. Tables '00' - '98' are reserved for your CPT charge codes. WHEN YOU SETUP EACH OF THESE TABLES BE SURE TO SETUP CODES FOR "C"=CHARGES, "A"=ADJUSTMENTS, AND "R"=RECEIPTS. Failure to setup a full complement of codes will make it impossible for you to post 'Receipts' and 'Adjustments' to patient ledgers. When you set up a patient/account record, you will assign one of these tables to the patient for all patient transaction posting. The use of multiple tables adds flexibility to how you define your practice. (Table '99' is reserved for your ICD-9 "DIAGNOSTICES" codes.) NOTE: The UTILITIES function of MED#1 contains routines that will assist you in creating a new table from an existing one. We suggest you first create a 'default' standard table containing all the codes you normally use, and then create copies of that table using the utilities. You can then modify the tables as needed. 4. INSURANCE COMPANIES - in this file you will enter all the information necessary to address a specific insurance company. If you already have a master list of insurance companies you file with, those are the ones you can set up in advance. New companies can be added later. When you setup an insurance company master use a four, or five, alpha character abbreviation of the companies name followed by a number for the ID number. With this format Page 19 of insurance company ID numbers you can display the insurance companies in a basic alphabetical sequence. The number can be used to distinguish between multiple agencies providing the same insurance policy coverage. NOW you are ready to set up your ACCOUNT/PATIENT master files. The following list contains information about how the system operates that you should find helpful in understanding the cross-referencing capabilities of MED#1. 1. ACCOUNTS are the party that will be responsible for the patient and payment and will be listed in AGED A/R (past due bills), and on all other STATEMENTS. 2. ACCOUNTS can also be a patient. 3. ACCOUNTS will have a patient code of '00'. 4. ACCOUNTS can have up to 100 patients each. 5. ACCOUNTS can be a business or an individual. 6. PATIENTS can have a code of '00' to '99' (system assigned). 7. PATIENTS can provide insurance coverage for other patients within the same account. (Patient providing coverage must already be set up within the account.) 8. PATIENTS can be assigned to any doctor on file. 9. PATIENTS can be assigned to any charge table on file. 10. DELETING a patient will delete all related patient transactions, patient notes and patient history. 11. DELETING an account will delete all patients, patient transactions, patient notes and patient history within that account. Within the MED#1 system is a UTILITIES section which is provided to assist you in maintenance of your files. They should be used with great care because of their ability to modify your data files. They should ONLY be used after you've made a BACKUP of your data files (*DBF & *.DBT). With the UTILITIES function you can re-index your files which will rebuild all data file index pointer files. If you are having any problems locating data you know exists this RE-INDEX utility should be ran. Page 20 If you restore your data files from a BACKUP, you must run the 'RE-INDEXING' function before they can be used. Failure to do this will corrupt the restored data files and you will have to re-load them from the same BACKUP and start over. Page 21 ****************************************** *** COMMON PROBLEMS AND THEIR SOLUTION *** ****************************************** 1. INSUFFICIENT MEMORY: MED#1 operates totally within the 640K limits of your system. This area is also used by your operating system and other programs you may have been using. To see if you have sufficient memory to load MED#1 run the DOS 'CHKDSK' routine. You should have in excess of 550 K free memory. Next, after you have loaded MED#1 press the 'F10' key when you are at the DATE PROMPT on the MED#1 sign-n screen. You should have available free memory of 100K. (NOTE: MED#1 REQUIRES UP TO AN ADDITIONAL 100K OF MEMORY FOR SEVERAL OF ITS FEATURES TO RUN. IF YOU DO NOT HAVE THIS 100K OF FREE MEMORY CHECK YOUR 'CONFIG.SYS' AND 'AUTOEXEC.BAT' FILES TO SEE WHAT OTHER PROGRAMS YOU ARE USING. THE BEST TEST IS TO REMOVE ALL BUT THE 'FILES' AND 'BUFFER' COMMANDS FROM THESE FILES, REBOOT, LOAD MED#1, AND SEE HOW MUCH FREE MEMORY IS AVAILABLE. THEN ADD BACK IN THE FEATURES YOU WANT UNTIL YOU LOSE THE 100K REQUIREMENT.) 2. ERROR MESSAGES ENDING WITH A '(2)': This error is a result of MED#1 not being able to locate its data files. This error is normally a result of MED#1 being installed on one system and then copied to another system and to a different disk drive designation. To correct this problem just delete the 'MEDMVBLS.MEM' file then re-load MED#1. You will be taken into the system initialization cycle and asked to identify the disk your data files are to reside on. After you have entered the disk drive reference MED#1 will attempt to build your data files. If it finds that the data file is currently in existence you will be provided the opportunity to either save it or build a new one. 3. ERROR MESSAGES ENDING WITH A '(4)': This error is a result of MED#1 not being able to open a file due to limits controlled by your DOS system. This is corrected by correcting your 'CONFIG.SYS' file to have the minimum 'FILES' and 'BUFFERS' commands as required for system setup. After you have corrected your 'CONFIG.SYS' file reboot your system - THIS IS THE ONLY TIME THAT THESE PARAMETERS ARE READ. DOS Errors ---------- The following errors may be returned in relation to opening files on a network. 0 = Not a "real" DOS error. Usually indicates a corrupted index file. Page 22 2 = File not found. Indications: file was deleted, filename and/or path were misspelled; improper network authorization to required directory; 'SET PATH TO' or 'SET DEFAULT TO' improperly specified. 4 = Too many files are opened. Solutions: close some opened files; increase the FILES=nn value in your CONFIG.SYS file. Note: Novell places a limit of 40 handles per station, regardless of the station's local setting. This can be modified by creating the following file and placing it in the same directory as your CONFIG.SYS file for each work station. File name: SHELL.CFG Contents.: FILE HANDLES = nn (value greater than 40) CACHE BUFFERS = xx (optional entry) 5 = Access denied. (Should not occur.) Indications: another station has file opened; improper authorization in the required directory, e.g., creating a file without 'create' rights; creating a file with a device name, e.g., CON, AUS, etc. A consistently recurring DOS error not listed above may point to one of many possible problems including errors in your network configuration. DBF Required or No DBF = You have performed a database operation in an area where no DBF file is opened. Possible reasons: you do not have enough file handles for the files to be opened; you are not selected to the area which you think you are selected to. Page 23 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. If you answer 'N' to this message you will be taken back to DOS so that you can correct your system date. Starting with MED#1 - Version 1.07 all data files are opened prior to entering your MED#1 Master Menu. These files are kept open while you are in MED#1. DOS 3.3 (and newer operating systems) provide the ability to update your file directories while the files are open. This ability prevents the loss of data in case of an abnormal system shut down. This feature also reduces the number of disk accesses the MED#1 program needs to make. Failure to use DOS 3.3 (or newer operating systems) could result in a loss of data because file directories are not updated until they are closed. DO NOT RUN MED#1 1.07 ON ANY DOS SYSTEM LESS THAN 3.30. The system automatically puts you at the top of the menu in the (P)atients section. You can select any of the displayed functions by entering either the letter contained in brackets, or by high lighting the desired selection and pressing the <ENTER> key. (P)atients: This is the section where most of your work will be done in creating, and maintaining, patient medical and financial records. (R)eports: All reports related to End of Day reports, Aged Receivables, Statements, General Ledger listings, Insurance Batch printing, Patient recalls and Patient recaps. (L)etters: This selection provides you with the ability to maintain and list all letter formats you use within your system. Contained within this selection is a limited word processor to assist you in the creation and maintenance of your letter formats. (I)nsurance companies: This selection provides you with a central set of functions necessary for displaying, maintenance, and listing of the insurance company mailing addresses you will need for filing claims with. (You are also provided the maintenance ability within selected functions of your (P)atient functions set. (D)octors: This selection provides you with the functions necessary for displaying, maintenance, and listing of the Page 24 doctors in your practice and all referring doctors. (T)ables: This selection provides you with the functions necessary for to display, maintain, and list both your CPT (tables '00' - '98') and your ICD-9 "DIAGNOSTICS" (table '99') tables. (U)tilities This selection is divided into two sections: utilities that directly support your MED#1 application functions, and utilities that provide general system support functions. NOTE: Because the functions within your utilities have a major impact on your total MED#1 system ONLY ONE USER CAN BE ON THE SYSTEM WHEN THESE UTILITIES ARE IN USE. <ESC>: This is selection used to terminate the processing of the MED#1 system and will return you to DOS. Page 25 (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. (P)atients - This function provides you with the ability to maintain your Account/Patient master file and patient notes. (T)ransaction post - This is a set of functions that allow you to post and delete patient charges, receipts, and adjustments. You are also provided the ability to display the ledger for the patient and account and to DELETE selected patient transactions. (L)edger - This function allows you to display, or print, the patient, or account, transaction ledger. (B)ill - This function allows you to reprint either a super bill (Invoice) or insurance form. (R)ecall - This function allows you to display and maintain each patients recall schedule. (H)istory - This function allows you to display and maintain each patients history file (transactions you want to keep a record of). Page 26