The Business Master (3rd Edition)

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PATIENT SEARCH/SELECT The ability to search for a given patient by account number or by name has now been standardized. This was done in order to make MED#1 PATIENT FUNCTIONS more uniform and to reduce the total size of the MED#1 program. While the total size reduction of the MED#1 program has not changed much this is primarily due to the addition of new features not previously in MED#1. To search for a given patient just advance the cursor '_' to the account number field in any PATIENT FUNCTION screen. Then once in this field press the 'F2' key. You will then be presented with a small sub-menu screen for you to enter the search method you wish to use. Select this search method by highlighting the desired one and pressing the <ENTER> key. Next you will be requested to enter a starting search pattern to be used. If you wish to start at the top of the file just press the <ENTER> key. If you wish to search for a specific known value just enter one or more of the value you wish to start your search with and then press the <ENTER> key. You will then be presented with a displayed listing of patients starting with the search value you entered. You can select the patient you wish to process by using the arrow keys to highlight the desired patient record and pressing the <ENTER> key. That patient number will be remembered by MED#1 while you are within the PATIENT FUNCTIONS or until you select another patient. Page 27 (P)atients The first time you use your MED#1 system you should enter the (P)atients section first to create records for each patient. (Note: You must have setup entries in both your DOCTOR Master file and CHARGE CODE TABLE file. Setting up new Accounts and Patients require the ability assign valid DOCTOR and CHARGE TABLE codes to the patient. Failure to setup a CHARGE TABE and DOCTOR master will prevent you from setting up an ACCOUNTS and PATIENTS.) Later you can select the other options directly and pull information from the (P)atients section. Entering the first option of the sub-menu will give you a the first of two screens used to capture your patient information. Along with this screen is a sub-menu that allows you to indicate the type of maintenance you wish to perform. If you wish to locate a specific patient currently on file, but you do not know that patients account number, press the 'F2' key. Pressing the F2 key will call up a mini-screen with three options for searching for this patient: (L)ast name (F)irst name (A)ccount/patient ID You can 'SEARCH' in any of those categories. For example, move the cursor with the <ARROW> key until you're on (L)ast name. Press <ENTER> and type in the first few letters of the patient's name. The system will display the file with the requested name at the top of the list. Highlight the name you are looking for and press <ENTER> - that record will be called up and displayed on the screen. The sub-menu options displayed perform the following functions: (I)nquire (I)nquire will display information for a specific patient/account. No maintenance is allowed. If you want to use this option to scan information to see if it is correct, press <ENTER>. You will then get a 'prompt' asking for the ACCOUNT #. Type in the ACCOUNT # and press <ENTER>. Pressing the <ARROW> key's will take you through all the records of this 'Patient/Account'. To return to the PATIENT/ACCOUNT MAINTENANCE (Screen) press <ESC>. If there are any notes on file for this patient they will be displayed prior to the patients address screen. Page 28 The first time you're using the system, you won't have any data in your files to (I)nquire about, so you will move to the second choice (A)dd new, and begin to develop your patient/account records. (A)dd new When you enter the (A)dd new section, the system will give you a mini-screen to choose whether you want to add a new ACCOUNT or PATIENT record. (Note - You must be already within an existing account before you can select the 'PATIENT' add new request. When you select the PATIENT add new request the next available patient number within the current account will automatically be assigned for you. If you select the ACCOUNT add new request the next available account number will be returned to you. You can override this with any other unused number by simply typing over the returned number. (DO NOT RE-USE ACCOUNT NUMBERS UNTIL AFTER YOU HAVE PURGED OLD INVOICING FROM YOUR DATA FILES.) Choosing either the (A)ccount or (P)atient option will activate the screens needed for the display and/or entry of the fields required. As you enter the information, the cursor moves automatically from FIELD to FIELD and SCREEN to SCREEN. If you process by Account then the billing information for this patient will only valid if this patient is also the account master (patient number '00'). If you process your Aged Receivables and Statements by patient then this patients billing information is valid. A. All FIELDS for dates are set up for double digits so all single digit months and days should be preceded by a 0. B. The 'CODE' field is a free-form field for use if you have some sort of coding system for patient filing. One use of this field is to identify BAD DEBT account/patient's. This field is displayed next to the account/patient ID. when you use the F2 search/display/select function. If you don't, or don't want to use it, you can skip this field by pressing <ENTER>. (Note: You can use this code field to sub-group your patients. You can then use the 'Special Recall' report feature to select these patients for letters, labels, and listings.) C. The 'SALUTE' field is provided to enter the salutation you want to use in recall letters. An example of this field usage is: Dear Mr. Ed Jones D. If you leave a field before you're ready, press the <ARROW> key and it will take you back. Page 29 E. If you make a typing error, move the cursor, using the <ARROW> keys, to the mistake and press <DELETE> or <BACKSPACE>. Either one will remove the error. F. The system automatically capitalizes the first letter in a field containing a word that is not preceded by numbers. Example: LAST NAME - Doe. In the address field the street name will not be automatically capitalized. (Insurance information.) When you've finished the patient information section, the system automatically moves you to the 'Financial/Insurance' patient information screen. One of your first functions here is to assign a 'code table' number to this patient. We highly encourage you to assign DEFAULT 00 by pressing the <ENTER> key. What this means is that majority of the time this will be the table you want to use. The code table you assign to the patient is the DEFAULT table that other sections of the system will access for functions associated to this patient. (You can also copy and make modifications to the STANDARD table to create other tables. SEE 'UTILITIES - APPLICATION SUPPORT'.) A. The doctor assigned to patient is designated by a number which you set up in your DOCTOR FILE. This is the doctor that normally sees this patient. If you handle both MEDICARE and MEDICAID patients and have different ID numbers that must be used in insurance filings you should setup two doctor master records - one for each ID number - and then assign the respective doctor master to the patient. B. Referring doctor field contains the identification number that relates to a specific doctor you have setup in your doctor master file that provided this patient referral to you. This doctor must already be setup in your doctor master file before you can enter this number. This referring doctors name, and ID number, will be printed on all HCFA-1500 forms you print for this patient. The other field for referrals is for you to enter comments for other types of patient referral were used to encourage this patient to use your services. C. CHANPUS information: If you need to enter information into these fields for insurance processing, but do not remember the acceptable values, just press the 'F2' key when the cursor is on any of these fields. You will be displayed a Page 30 table of acceptable values that you can chose from. Only the values displayed in these tables are valid. D. In the 'insurance provider' field you can designate the person within this account that has the insurance policies that cover this patient 'X = self, S = spouse, P = parent, and O = other' by entering the patient ID. for the current patient record being processed. If someone else is the 'insurance provider' enter the patient number for that person (must be a patient within this account and must be currently on file). To fill in the field for #1 Insurance carrier, type in the abbreviation for the appropriate insurance company as set up in your (T)ables. Example - Blue Cross can be abbreviated as BX. If you don't remember the abbreviation, type in an approximation. You will then receive a 'prompt' if not found: 'F2' SEARCH - 'F3' TO ADD Press the <F2> key which will access your insurance (T)able and give you the proper abbreviation. Press the <ENTER> key to return to your previous function. Then you can type in the correct abbreviation for that insurance company. (NOTE: Be sure to identify the TYPE of insurance claim this specific policy is. This claim TYPE is identified by a code value of '1' to '9' and corresponds to the nine different types of claims you setup form information for in your 'UPDATE PRACTICE DATA' screen. Incorrect TYPE assignment will result in possible incorrect insurance form usage.) E. Repeat this sequence of steps if this patient has a secondary insurance carrier. At the bottom of this section is a line: Assigned (Y/N): N Ins. Co.: % This is asking if payment is assigned directly to the doctor from the insurance company. The percent sign (%) in that same line is for what percentage that insurance company pays. Signature Date: xx/xx/xx Signature date is the date that you received written patient authorization to accept payment directly from the insurance company for all charges to this patient. These dates are valid only for twelve months. Review this date each time you display each Page 31 patients information. (Billing information) This is at the bottom of the second of two screens used to setup information relative to this patient. KEEP IN MIND THAT THE INFORMATION YOU ENTER INTO THIS SCREEN IS DEPENDENT UPON THE MODE OF AGED RECEIVABLES AND STATEMENT PROCESSING YOU ARE USING. IF YOU ARE LISTING YOUR RECEIVABLES BY PATIENT THEN THIS INFORMATION IS USED FOR EACH PATIENT YOU SETUP. IF YOU ARE LISTING YOUR RECEIVABLES BY ACCOUNT THEN THIS INFORMATION IS USED ONLY IF THE PATIENT NUMBER IS '00'. BILLING CYCLE CODES - REMEMBER THAT A BLANK ' ' IS A VALID BILLING CYCLE CODE AND IS TREATED THE SAME AS ANY OTHER CODE YOU MAY USE. WHEN YOU PROCESS STATEMENTS ONLY PATIENTS OR ACCOUNTS HAVING A BILLING CYCLE CODE MATCHING THE ONE YOU REQUEST STATEMENTS FOR WILL BE PROCESSED. After entering the all of the required account/patient information the system will ask you if you want to SAVE. A 'Y' will be highlighted on your screen. Press <ENTER> for YES and the entered information will be saved to the hard disk. If you do not wish to save the entered information PRESS <ESC> TO EXIT and you will be returned to the sub-menu. (C)hange. Selecting that function will initiate a 'prompt' for the ACCOUNT/PATIENT #. Type in the # of the account you wish to change. The sequence of screens in this function is the same as in (I)nquire and (A)dd new. (D)elete. You will use this function as your practice grows and changes. Deleting old patient masters makes room for new ones. (Note: Deleting old patient masters will also delete all transactions, history, etc. for that patient. If you delete an ACCOUNT MASTER then 'ALL' patients within that account, and their related records, are also deleted.) Selecting the (D)elete function will again 'prompt' for the ACCOUNT/PATIENT #. If you aren't sure of the number, you can press the <F2> key. (A HELP LINE is displayed at the bottom of your screen.) As a built in safeguard, the 'prompt' at the end of this function will ask: Page 32 DELETE THIS ACCOUNT (Y/N): or DELETE THIS PATIENT (Y/N): The default will automatically be set to an 'N'. This avoids the possibility of making a mistake by hitting the wrong key at the wrong time. The system wants you to be sure you're ready to delete. Deleting is easy, restoring isn't. (If you delete a patient - all transactions, history, notes, etc. are deleted for that patient. If you delete an account all patients, and their records, for that account are deleted.) (+)skip/(-)skip The (+)skip and (-)skip options allow you to advance to the next (+), or previous (-), patient record within the current account. Account/patient records selected in this manner are then displayed on the screen and you are returned to the (P)atient sub-menu to select the next function. (N)otes. You enter this function the same way you entered previous functions. These 'NOTES' can consist of any information you may wish to maintain on a specific account/patient. This information differs from history in that it is not prompted for at time of transaction posting but patient notes are displayed to the operator upon initial presentation of patient information while in patient maintenance, and upon initial request to post transactions to this patient. Some good possible uses of these notes are for patient credit status and/or initial diagnosis codes used in patient transaction posting. If you are displaying an account/patient using the (I)nquire function, and that account/patient has notes on file, the notes of that account/patient will be displayed to you automatically before the first data screen. (P)rint. With this 'PRINT' option you can request a listing of a specific patients profile to the printer. You can print any or all of the records you created in the other functions. This patient profile sheet can be given to the patient each time they come into your office. In this manner the patient can mark any corrections needed to be entered. This use of this form makes it easier to update known patient data that must be changed. Page 33 TRANSACTION POSTING Within this function you can perform the tasks of: 1) posting charges, receipts, and adjustments, 2) deleting (and recalling deleted) transactions, and 3) displaying the ledger for patient, or account, you are posting transaction to. POST TRANSACTIONS: Currently this is the only set of screens you are provided with to post charges, receipts, and adjustments with. When you setup a patient you assign to that patient a specific charge table to be used. That charge table is the default table for all codes and values you will be using for that patient. If you wish to use a different table for the patient be sure to enter the proper table ID number prior to entering the transaction code. (Note: A common problem for new users of the MED#1 system is in not understanding how to post receipts and adjustments. When you setup each of your charge tables '00' - '98' you must setup codes for transaction types 'C' = charges, 'R' = receipts, and 'A' = adjustment's. These three types of codes (C,A, and R) must be present within each table. You post receipts and adjustments the same as you post charges. Review instructions on setting up your tables if this concept is not clear.) If you're ready to post transactions, press <ENTER>. Then type in the patient's account/patient number. (If you do not know the patient account/patient number press the 'F2' hot key in order to search for that patient.) Upon entering the patient account/patient number the patient's name and current insurance filling status. Upon the initial location of the patient master that you are to post transactions to you will be displayed any notes on file for that patient. (Note: Notes are only displayed if there are notes on file for this patient. This is a convenient way to notify the operator of the financial status of the patient, or to display the diagnostic codes used for last patient visit.) This display of notes can be terminated by pressing the <ESC> key. Next you are displayed a screen of additional insurance information on this patient that will be more specific for the charges being posted and related insurance forms. Give this information a good review prior to posting any transactions. Almost all information on this display will be printed on the HCFA-1500 and other insurance forms. After you accept the displayed patient insurance information you will be presented with a new screen Page 34 showing the last four ICD-9 (DIAGNOSTIC) codes you used the last time you posted any charges. If these codes are correct for the current posting just enter a 'Y' to terminate this display. If you need to change, or add any new, ICD-9 codes enter a 'N' and you will be able to Add, Change, or Delete ICD-9 codes to the current display. If you do not know the specific ICD-9 code you need to enter just press the 'F2' key. This 'F2' key will allow you to search your current ICD-9 master table for the desired code. If you still do not find the code you wish to use PRESS THE 'INSERT' KEY SO YOU CAN ADD A NEW CODE TO YOUR ICD-9 MASTER TABLE. With this feature you are able to add new IDC-9 codes to your table without having to abort the transaction posting cycle in order to access 'Tabel Maintenance'. After having accepted the patients current insurance information display, and established the ICD-9 codes you wish to use for this patients posting, you will enter into the actual transction posting function. With this function you can post up to (15) fifteen transaction to any single invoice for a patient (if you must enter more than fifteen transactions you will need to enter a second invoice). Within this function you have the options to (P)ost, (E)dit, or (D)elete transaction line items to the current invoice. THESE OPTIONS ARE ONLY AVAILABLE TO YOU WHILE YOU ARE INITIALLY ENTERING A NEW INVOICE. YOU CANNOT CALL UP AN EXISTING INVOICE WITH THIS FUNCTION. (P)ost a transaction - With this feature you can setup a transaction (charge, receipt, or adjustment) to be entered on this invoice. The codes you use must reside in the 'TABLE' you have associated with this patient, or the specific table you reference in this posting. If you do not know the exact code to enter just press the 'F2' key when you are in the 'Code' entry field. You will then be allowed to callup and search the selected table for the desired code. If you do not see the desired code in the displayed table JUST PRESS THE 'INSERT' KEY AND YOU WILL BE ALLOWED TO ENTER A NEW CODE INTO THE CURRENT TABLE. WITH THIS FEATURE YOU DO NOT HAVE TO TERMINATE THE POSTING CYCLE IN ORDER TO ADD NEW CODES TO YOUR TABLES. INVOICE NUMBER: The first thing you must enter is the invoice number to be used with this posting cycle. (MED#1 now presents you with the next available invoice number to be used.) If you are posting a new set of charges you should accept the displayed invoice number by pressing the <ENTER> key. If you are posting receipts, or adjustments, to an existing invoice you should replace the displayed invoice number with the invoice number of the charges you are posting against. If you do not wish to use an invoice number just press the 'CTRL - Y' key combination to blank out the invoice number field. You Page 35 will not be requested for this invoice number entry again within this posting cycle. TRANSACTION DATE: This is the date the transaction originated and can be different from the transaction posting date. (The transaction posting date is the current system date and cannot be changed within the posting cycle.) Enter the correct date for the transactions you are posting. SERVICE PROVIDER: The first information you must enter is the ID of the doctor performing the service. This must be a valid ID currently in your doctor master file. (Note - If you have different medical ID numbers for MEDICARE and MEDICAID you should setup two doctor master records - one with the MEDICARE number and the other with the MEDICAID number. Be sure to assign the proper doctor record to the patient in order to access the proper doctor medical ID number. This ID number is printed in column 24.H of the HCFA-1500 1984 form.) PLACE OF SERVICE: Enter the correct place of service code for this transaction. These are the codes found on the back side of the HCFA-1500 form. You are presented with the default place of service code. If you need to set a different default place of service code use the UTILITIES - SYSTEM SUPPORT - SET DEFAULT VALUES function. (NOTE - THERE IS THE POSSIBILITY THAT STANDARD PLACE OF SERVICE CODE YOU ENTER IS NOT THE ONE THAT SHOULD BE PRINTED ON THE INSURANCE FORM. IN THE 'SYSTEM' UTILITIES UNDER 'SET DEFAULT VALUES' YOU HAVE THE ABILITY TO SET UP DIFFERENT PLACE OF SERVICE CODES TO BE PRINTED. YOU CAN SETUP A DIFFERENT CODE FOR EACH OF THE NINE DIFFERENT TYPES OF CLAIMS YOU CAN PROCESS. You as an operator only need to learn the standard codes needed to post a transaction. TYPE OF SERVICE: Enter the correct type of service code for this transaction. These are the codes found on the back side of the HCFA-1500 form. You are presented with the default type of service code. If you need to set a different default type of service code use the UTILITIES - SYSTEM SUPPORT - SET DEFAULT VALUES function. (NOTE - THERE IS THE POSSIBILITY THAT STANDARD TYPE OF SERVICE CODE YOU ENTER IS NOT THE ONE THAT SHOULD BE PRINTED ON THE INSURANCE FORM. IN THE 'SYSTEM' UTILITIES UNDER 'SET DEFAULT VALUES' YOU HAVE THE ABILITY TO SET UP DIFFERENT TYPE OF SERVICE CODES TO BE PRINTED. YOU CAN SETUP A DIFFERENT CODE FOR EACH OF THE NINE DIFFERENT TYPES OF CLAIMS YOU CAN PROCESS. You as an operator only need to learn the standard codes needed to post a transaction. CPT TABLE CODE: This is provided to you and is the default table code you setup in the patient master. Only those charge, receipt, and adjustment codes within this table are valid for this transaction posting. If this is Page 36 not the table you wish to use enter the correct valid table code to be used. CPT CODE or TRANSACTION CODE: This is the CPT (charge), receipt, or adjustment code you must use in order to enter this transaction. Only codes that currently exist in the table are valid to be used. If you do not know what code to be used you can press the 'F2' key and search for the desired code. The code you select is then returned to you along with its description. (MED#1 returns the full code of the code you selected to use for posting along with its default description.) (NOTE: IF YOU DO NOT SEE THE CODE YOU NEED TO POST IN THE TABLE DISPLAY USING THE 'F2' SEARCH YOU CAN 'ADD NEW' THE DESIRED CODE DIRECTLY TO YOUR TABLE FILE. PRESS THE 'INSERT' KEY AND YOU WILL BE TAKEN DIRECTLY INTO 'TABLE MAINTENANCE - ADD NEW' FUNCTION. WITH THIS FEATURE YOU DO NOT HAVE TO CANCEL THE TRANSACTON POSTING CYCLE IN ORDER TO SETUP MISSING CODES. TRANSACTION CODE DESCRIPTION: This is the standard code default description currently limited in the table for this code. If you wish to change this description just type in the description you wish to use. (NOTE: IF THIS INVOICE IS BEING POSTED TO AN ACCOUNT MASTER AND THIS IS A 'CORPORATE ACCOUNT' REPLACE THE TRANSACTION DESCRIPTION WITH THE NAME OF THE PATIENT. * THIS IS ONLY FOR CORPORATE ACCOUNTS. * WHEN STATEMENTS ARE PRINTED BOTH THE PATIENTS NAME AND TRANSACTION DESCRIPTION WILL BE PRINTED. CHARGES: If the code you selected for posting is a type 'C' (charge) you will be requested to enter information in the remaining displayed fields. If the code is a type 'R' (receipt) or 'A' (adjustment) you will be displayed a small window to enter only that information necessary for a receipt or adjustment. DX (diagnostic) codes: Enter either a 'Y' or 'N' in order to accept or reject the application of one, or more, of the four diagnostic codes entered at the top of this screen. Only the codes you enter a 'Y' for will be associated with this specific transaction. UNITS: Enter the number of units for this transaction posting. RATE: Enter the charge rate (per unit) for this transaction. You will be presented with the default charge rate but you can override this value with any value you wish to enter. DISCOUNT: If this patient is subject to a percent discount (screen #3 of patient maintenance) that discount Page 37 will be calculated and presented in this field. If you do not wish to accept this value enter the value you wish to accept. TAX: If this patient is subject to a sales tax AND this charge is taxable you will be presented with the calculated tax for this transaction. If you do not wish to accept this value enter the value you wish to accept. RECEIPTS: When you are posting receipts you will be presented with a window for only the information you need to enter. AMOUNT: The total for all charges posted for this invoice in this posting cycle will be presented to you as the default value for the receipt amount. If this amount does not equal the manually calculated total for the charges you have posted you may need to check to insure that you have posted all charges, or that the manually calculated amount is correct. Enter the amount of the receipt you are accepting. CHECK NO.: If you are being paid by check enter the check number into this field. ADJUSTMENTS: When you are posting adjustments you will be presented with a window for only the information you need to enter. AMOUNT: Enter the amount of the adjustment you wish to post. (KEEP IN MIND THAT ADJUSTMENTS ARE ACCEPTED AT VALUE ENTERED. IF YOU WISH TO REDUCE THE OPEN TRANSACTION AMOUNT ENTER A NEGATIVE '-' AMOUNT (negative sign must precede the amount being entered). IF YOU WISH TO INCREASE THE OPEN TRANSACTION AMOUNT ENTER A POSITIVE '+' AMOUNT.) TERMINATION MESSAGES: If the transaction you are entering is coded in your table as being insurance applicable you will be presented with the following message following its entry. ******* Print on insurance form (Y/N): x ******* The default response to this message is the patients insurance assignment status. If you do not wish to print this transaction on an insurance form be sure to enter a 'N'. This is especially true for receipts. Receipts can be posted at any time and do not need to be printed on an insurance form if they are insurance receipts received after you have filed for insurance payment. A stand alone receipt posted and receiving a 'Y' print request Page 38 will be held and printed with the next set of charges to be printed on and insurance form for this patient. This type of posting error is common and results in insurance forms being printed with total much less than the total of the charges being posted. After you have finished entering the current transaction the posting screen will be cleared and the transaction will be displayed in invoice format along with all other transactions for this invoice. To post another transaction just select the (P)ost function from the menu options at the bottom of the screen. To edit a selected transaction select the (E)dit function then select the desired transaction. To delete a selected transaction select the (D)elete function then select the desired transaction. ** YOU CAN POST A TOTAL OF FIFTEEN TRANSACTIONS TO A SINGLE INVOICE. IF YOU NEED TO POST MORE TRANSACTIONS YOU WILL NEED TO USE ANOTHER INVOICE. ** To termintate the posting of transaction to an invoice select the <ESC> from the menu at the bottom of the screen. If you have posted any transactions that are to be printed upon an insurance form you are next displayed the following messages in a window: Print PRIMARY insurance form.. (Y/N): Y Print SECONDARY insurance form (Y/N): N PRINT INSURANCE FORMS NOW (Y/N): N If you answer with a 'N' to the last message then the insurance form print request is passed on to the BATCH PRINT REQUEST. If you answer with a 'Y' then you will be print the insurance forms immediately. PRINT 'SUPER BILL' (INVOICE): Finally you are presented with a request to print a super bill. This request is made at the end of all transaction posting cycles and is presented in a small window. PRINT SUPER BILL (Y/N): N If you answer with a 'N' then this invoice is not printed on a super bill (invoice). If you answer with a 'Y' then you will be presented with a set of questions needed to properly format the type of super bill you wish to print. Page 39 DELETE/(RECALL DELETED) TRANSACTIONS Due to the possibility of transactions being posted in error you are provided this utility to delete selected transactions after an invoice has been posted. Along with this ability to delete selected transactions is also the ability to recall deleted transactions to active status. Deleted transactions are not physically removed from your data files until you do a PURGE DELETED RECORDS (UTILITIES - SYSTEM SUPPORT). Deleting a transaction: You can delete specific transactions by simply calling up this function, locating the transaction to be deleted, and selecting it for deletion. When you delete a transaction it is flagged as deleted and made invisible to other functions within MED#1. When you delete a transaction its transaction posting date is changed to the current system date. At the end of day when you run your DAILY CHARGES and DAILY RECEIPTS reports you will receive a follow-up report of all deleted transactions for that day. When you run a GENERAL LEDGER JOURNAL for a given time frame you will also receive a follow-up report of all deleted transactions. Recalling a deleted transaction: Recalling a deleted transaction is as simple as deleting a transaction and follows the same basic selection process. The only difference is that when you select the transaction to be recalled you press the 'X' key for its selection instead of the <ENTER> key. When you recall a deleted transaction its posting date is restored back to its original posting date. Page 40 LEDGER DISPLAY Along with the ability maintain your open accounts receivables by invoice number is the need to be able to identify those invoices with open balances to post receipts against. In order to provide the operator with an easy method of doing this MED#1 has brought the LEDGER DISPLAY function into the transaction posting function. Before you post any receipts, or adjustments, call up a display of the patient's ledger and identify those invoices to make your posting against. REMEMBER IF YOU ARE AGING YOUR ACCOUNTS RECEIVABLES BY INVOICE NUMBER ALL INVOICES NOT HAVING A ZERO BALANCE ARE PRINTED - IN FULL - ON YOUR STATEMENTS. TAKE THE TIME TO IDENTIFY AND POST THE CORRECT AMOUNTS TO OPEN INVOICES. Upon selecting the LEDGER DISPLAY function you will be provided with a small window display for you to use to identify if you wish to display the ledger for the patient or for the entire account the patient is a part of. If you are processing your accounts receivables by account (and not by patient) you may first wish to display the account ledger in order to identify those patients with open balance. (Ledger displays will not show deleted transactions. Deleted transactions are only visible when you list transactions using the DELETE TRANSACTION function. PLEASE TAKE THE EFFORT TO IDENTIFY THOSE PATIENTS THAT ARE TO RECEIVE RECEIPT AND ADJUSTMENT POSTINGS. POSTING OF ALL RECEIPTS TO THE ACCOUNT MASTER MAY BE EASY BUT IT MAKES IT DIFFICULT (IF NOT IMPOSSIBLE) TO MAINTAIN PROPER PATIENT LEDGERS. Page 41 LEDGER Ledger displays can be for the ACCOUNT or the PATIENT and you will be prompted to identify the type of ledger you wish displayed. Transactions are displayed in sequence by the mode of aging you are operating under. If you are using the Invoice mode all transactions will be displayed, and listed, in invoice number and date within invoice sequence. If you are using the Transaction Date mode all transactions will be displayed, and listed, in transaction date sequence. ACCOUNT/PATIENT - LEDGER - LEDGER REQUEST (D)isplay The initial display of the ledger will consist of a display of the current aged account/patient balance and the last seven transactions for the account/patient. You are then prompted if you want a display of ALL transactions in the account/patient ledger. If you select the display of all transactions you will be presented with a clean screen and you will be displayed about 20 (or less) transactions at a time starting with the oldest transaction on file. (If you are displaying a ledger for an account the transactions are displayed in date/patient sequence with each patient's name displayed before their transactions.) (P)rint You are then provided the option of listing either a ledger for the ACCOUNT or PATIENT and also limiting the listing to only those transactions for a given date range. Page 42 BILLING While MED#1 provides you the opportunity to print both a Super Bill and the INSURANCE forms from the transaction posting cycle there are times you will need to make a special request for this printing. This BILLING function was provided just for that special request. From this function you can request and select the printing (or re- printing) of either an insurance form or a super bill. SUPER BILL: Selecting this option allows you to print an invoice (super bill) for a given patient for transactions for a given invoice and/or date range. (The ability to request a date range is only available if you are maintaining your open accounts receivables in date order. When using this mode of aging your receivables you do not need to enter an invoice number in order to print a super bill.) After you have identified the invoice and/or date range of transactions to print you are presented with a small window of options for further modification of your super bill. Print non-insurance related items (Y/N): This option limits those items selected for printing to only those items that are assigned to insurance coverage. By limiting your super bill (invoice) to only these items you can suppress the inclusion of any patient co-pay amounts. With the patient co-pay amounts not shown you chances of receiving more from the insurance company are increased. (Many insurance companies pay a discounted percentage of the net of the invoiced amount. Without the co-pay being applied to the listed charges you will receive payment based upon the total of all charges not charges less co-pay.) Print Aged A/R balance on bill (Y/N): If you respond with a 'Y' then this super bill (invoice) can also act as a current statement requesting full payment for all amounts due and not just current charges. If you respond with a 'N' then this super bill (invoice) only reflects the amounts of the transactions listed on it. (A)ccount or (P)atient aged balance: If you answered the preceding question with a 'Y' you have the ability to list the entire (A)ccount aged balance for collection or only the (P)atients age balance for collection. The answer for this question is ignored if you did not request the printing of an aged balance. Page 43 Print message on bottom of bill: You have the option to print up to seven lines of message at the bottom of each super bill. The default message setup by MED#1 is for the patients assignment of payment to be made directly to the doctor. In the UTILITIES - SYSTEM SUPPORT - SET DEFAULT VALUES function you are provided with the ability to change this message. Answering this question with a 'Y' will print your message at the bottom of each invoice. Answering with a 'N' will not print this message at the bottom of each invoice. INSURANCE CLAIM FORM INSURANCE CLAIM: Selecting this function allows you to select specific transactions to be printed on either a plane paper, HCFA-1500, or any of the other special insurance claim forms available. Upon requesting this function you are first requested to confirm the patient you wish to print an insurance form. If the patient number displayed is not the correct patient either enter the correct patient number or press the 'F2' key in order to search for the desired patient. After you have located the correct patient to process you are displayed that patients insurance status information. This is the same display you were presented when you posted the transactions. ** REVIEW THIS INSURANCE INFORMATION FOR ACCURACY AND CORRECT ANY INFORMATION THAT WILL BE PRINTED ON THE CURRENT INSURANCE FORMS REQUESTED. ** If the displayed information is not correct enter a 'N' and enter in the correct information. If the information displayed is correct enter a 'Y' to terminate this display. After you have verified the patients insurance information status you are presented with a screen listing all transactions on file for that patient. You identify those transactions you wish to print on an insurance form by using the arrow key to highlight the desired transactions and then pressing the <ENTER> key. If you select a transaction that you do not wish to print just highlight that transaction and press 'X'. This will remove the request to include that transaction on the insurance form to be printed. (NOTE: BECAUSE YOU CAN HAVE ONLY FOUR ICD-9 CODES ASSOCIATED WITH THE TRANSACTIONS TO BE PRINTED ON MOST INSURANCE FORMS TAKE CARE IN SELECTING THE TRANSACTIONS. TRANSACTIONS TO BE PRINTED ON THE INSURANCE FORM SHOULD BE OF THE SAME DATE AND INVOICE NUMBER.) You terminate the selection process by pressing the <ESC> key. The following set of questions control the type of insurance form printed and the number of forms printed. Page 44 Print PRIMARY insurance form.. (Y/N): Y Print SECONDARY insurance form (Y/N): N PRINT INSURANCE FORMS NOW (Y/N): N If you answer with a 'N' to the last question then printing of the selected insurance forms will be held for Batch Printing. If you answer with a 'Y' then you will be requested to load the forms for each of the insurance forms to be printed as required. PREPRINTED INSURANCE FORMS: If you have requested the printing of preprinted insurance forms you will be requested to load the desired insurance form and asked the following questions for each type of form to be printed. PERFORM FORMS ALIGNMENT TEST (Y/N): N This request allows you to print a test pattern necessary to correctly position your insurance forms in your printer. You can repeat this test as many times as necessary to correctly position your forms. The test pattern consists of a pattern 'XXX's in an alignment box for that form. Other questions may be asked depending upon the type of form to be printed. After the insurance form has been printed its print request will be deleted and all transactions selected for printing on the form will be flagged with a 'P' if the patient assignment is 'N', or it will be flagged with a 'Y' if the patient assignment is a 'Y'. Page 45 RECALLS With this option you can either (D)isplay all scheduled recalls for this patient, or you can (P)ost updates to this patients recall schedule. (D)isplay schedule (P)ost updates to schedule (D)isplay The display option will list to the screen all current recalls pending for this patient in date order. If no recalls are on file a message stating that fact will be displayed. (P)ost updates to schedule With this option you can perform the maintenance functions of (A)dd new, (C)hange, and (D)elete recalls scheduled for this patient. Normally all recalls are setup at time of transaction posting to this patients file and are deleted upon the posting of a follow-up visit transaction. These maintenance functions are provided to assist you in maintaining the patient recall schedules without having to post transactions. (A)dd new - With this option you can setup a new recall schedule for the patient. The information required will be the date for the recall and the letter to be printed. (C)hange - With this option you can change any of the parameters of a specific recall on file for the patient. When you request this option a listing of the pending recalls for the patient will be displayed from which you can select the one you wish to perform maintenance on. In this manner you do not have to know the date to key in to pull up the specific recall. (D)elete - With this option you can delete any of the scheduled recalls on file for a patient. Again when you request this option a listing of the pending recalls for the patient will be displayed so that you can select the one to be deleted. You will be displayed a prompt requesting confirmation of the (D)elete request before the recall selected is deleted. (+)skip & (-)skip - These options allow you to skip forward (+), or backward (-), within the patients recall schedule and display the pending recall. The actual printing of patient recall letters is a function in the REPORTS - LETTERS AND RECALL sub-menu of the MED#1 system. Page 46 HISTORY With this option you can keep your patient history file current for all office visits. Upon selecting this function you are displayed a sub-menu for patient history routines. (D)isplay history (P)ost updates to history (D)isplay history With this option you can display, in date order, all history you have on file for the selected patient. This patient history file is keyed from the posting of transactions but is a separate permanent file attached to the patient master. Entries in this file will not be deleted unless you specifically delete them or you delete the patient master. If there is no history on file for the patient a message stating that fact will be displayed to you. (P)ost updates to history With this option you can perform the standard maintenance functions of (A)dd new, (C)hange, and (D)elete of patient history records. These functions are provided so that you can better maintain your patient history file without posting additional transactions. (A)dd new - With this function you can post new history records to the patient history file. Normally you will be posting history immediately following the posting of charges to the patient file. The request for normal history posting is determined by a flag set in you charge table codes. (C)hange - Upon selecting this function you will be displayed a listing of all history on file for this patient from which you can select the history record to receive maintenance. You can change any information, other than the date, displayed in this history record. (D)elete - Upon selecting this function you will be displayed a listing of all history on file for this patient from which you can select the history record to be deleted. After selection, and prior to actual deletion, you are prompted to confirm your request for deletion. In this manner the chances of accidentally deleting a history record is minimized. (+)skip and (-)skip - These options will allow you to advance forward (+), or backward (-), in this patients history file and display each history record. Page 47 The posting of any changes to the patient history file will setup a record for that patient in the TAG_RCAP.DBF file. This record will trigger the request to print a patient RECAP profile sheet. These sheets should be printed and placed into the patients file folder. To print these RECAP profile sheets use the REPORTS sub- menu. Once printed this tag record is deleted. Page 48 REPORTS ENTERING the (R)eports option will give you a sub- menu that allows you to identify the specific report you wish to print. As in the previous section, make your selections by moving the cursor to the area you need to work in and press <ENTER>. This sub-menu contains the following items: 1. Charges and Adjustments: This series of reports will recap your DAILY postings for charges and adjustments. Keep in mind that this report extracts transaction information based upon transaction POSTING date (your system date at time of transaction posting). These transactions are then separated into groups by TRANSACTION DATE and printed as such on the report. (NOTE: Deleted transactions have their posting date changed to the current posting date valid at time of deletion. All deleted transactions are listed as a separate report following your regular report listing.) 2. Receipts: This series of reports will recap your DAILY postings for receipts. This report, while limited to receipts only, is identical to the Charges and Adjustments series of reports. 3. Month-to-date Summary: This report recaps all postings for the current month summarized by day. There are two formats of this report. The first format is for total liability that includes both patient and insurance transactions. The second format is for insurance liability only and is provided to give you an idea of the charges and receipts assigned for insurance payment. These numbers are determined by the patient assignment status and the percent you identified as being covered by insurance. 4. General Ledger Journals: There are two basic formats to this report. The first format provides you with the ability to list the occurrences of a specific transaction for a given period of time. The second format of this report allows you to generate a Journal of all transactions posted for a given period of time. Both formats of this report also generate a data file that can be passed on to a Ledger System if one is available. 5. Aged Accounts Receivables: This is your Accounts Receivable Aging report. You can run this report any time without affecting the patient/account balances. This report reads the entire patient transaction file and only prints total calculated by this reading. 6. Statements: This is your Accounts Receivable Statement print routine. You can print statements at any time and Page 49 for any given range of patient's or account's. If you are aging your receivables by date the transactions printed on the statement are determined by the date range you identified that this statement request covered. If you are aging your receivables by invoice number only invoicing that meets your selection requirements will be printed showing all transactions up to the current statement date. 7. Insurance Forms Batch Print: This is the routine you use to print all insurance forms that were requested, but not printed, during the day. You also have the ability to preview the insurance forms pending to be printed. From this preview you have the ability to selectively remove insurance form print requests. 8. Letters and Recalls: This is a combined set of reports that allow you to print listings, labels, and letters to patients scheduled for recall, and a SPECIAL feature that allows you to print listings, labels, and letters for patients, and accounts, based upon age, sex, date last seen, and other parameters. 9. Patient Recaps: This request provided you with a listing of patients profiles sheets that have been modified (updated) since the last time you printed this listing. Page 50 DAILY CHARGES/ADJUSTMENTS KEEP IN MIND THAT THIS REPORT EXTRACTS TRANSACTIONS BASED OPON 'TRANSACTION POSTING DATES'. You can then print a record of daily charges in any of the displayed sequences. Select your option and press <ENTER>. Verify the date and press <ENTER> again. All transactions extracted for this report are sequenced in transaction date order and then in the sequence requested by the report. In this manner you are provided a report that not only shows you the posting made for the current date but also the actual date that these posting affected. (Note: All transactions that were deleted during the current day are given the current posting date of the date they were deleted. These deleted transactions are listed on a separate report following the report for active transactions.) The selection options provided allow you to view the current daily charges in any of five 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. 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 (invoices) have been posted. DAILY RECEIPTS KEEP IN MIND THAT TRANSACTIONS ARE SELECTED FOR THIS REPORT BASED UPON TRANSACTION POSTING DATES. The (R)eceipts report selection works like the (C)harges and Adjustments report selection, providing you a daily recap of receipts in any one of four sequence groupings. Transactions are selected based upon posting date and are then sorted in to transaction date sequence and into the desired sequence for the requested report. In this manner you can see the transactions posted for the current date and what dates these transactions were for. Page 51