The Business Master (3rd Edition)

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MONTH-TO-DATE SUMMARY Selecting the (M)onth-to-date Summary from the REPORTS SUB-MENU will give you the REPORT: Month-to-Date Summary sub-menu. KEEP IN MIND THAT THE TRANSACTIONS SELECTED FOR THIS REPORT ARE SELECTED AND GROUPED BY TRANSACTION POSTING DATE. THE ACTUAL TRANSACTION DATE IS NOT USED FOR THIS REPORT. You type in the month you want the report for and the system will give you a summary of transactions posted for that month, in summary by day, in one of two formats. The first format lists by posting date total charges, adjustments, receipts, and net for that day. This format includes both patient and insurance liabilities. The second format of this report lists the same information but only for the insurance liability. This insurance report is to be used as a guide only and not taken as being exact. Once you select the report format you are given the option of calculating the reports beginning balance. (Note - In order to calculate the reports beginning balance ALL prior transactions on file must be read. If you have been using your MED#1 system for some time you could have a rather large transaction base. The larger your transaction base the longer it takes to calculate the beginning balance. Please consider the time necessary to read these transactions before you request the beginning balance.) Page 52 GENERAL LEDGER JOURNALS General Ledger Journals function provides you with the ability to recap, for a given time period, transactions posted to your MED#1 system. This report can be ran anytime and as often as needed. There are two variations of this report: 1) (R)ecap for a selected time period - With this option you can print a recap for a given time period of all activity for a given transaction code. Selection options: Transactions (posted) from/to dates: Enter the from and to date range of the time period you wish to recap. This time period extract uses the transaction posting date and therefore may show transactions with transaction dates outside of this selection range. For transaction code: Here you are requested to enter the specific transaction code you wish a printed recap of. This is the CPT, RECEIPT, or ADJUSTMENT code you entered when posting these transactions. Only transactions with this code, within the from/to date range, will be selected for listing. Recap taxable sales (Y/N): Sales tax liability in most cases is not applicable for medical charges and therefore the most common answer will be 'N' to this question. If the transaction code selected is subject to sales tax you will want to answer with a 'Y'. When a 'Y' is entered you will receive a separate report listing the taxes collected on the listed items. 2) (E)xtract for posting to G/L - With this option you can print a report in General Ledger format of all transactions for a given period of time. This report can then be used by your accounting department as a source of financial information to be posted to y your accounting system. Transactions (posted) from/to dates: Enter the from and to date range of the time period you wish to recap. This time period extract uses the transaction posting date and therefore may show transactions with transaction dates outside of this selection range. Include transactions that have already been posted (Y/N): - Keep in mind that this report can be used by your accountant to post financial information to your books. Page 53 MED#1 has built into this reporting function the ability to flag all transactions selected for reporting. Once a transaction has been reported on, and that report accepted as final, it should be ignored for all future reporting, otherwise you have the possibility of double posting these transactions to your financial books. If you are requesting this function in order to create a listing to be used by your accountant then answer 'N' to this request. If you are requesting this function just to see the activity for a given time period then a 'Y' response can be made. Recap taxable sales (Y/N): Sales tax liability in most cases is not applicable for medical charges and therefore the most common answer will be 'N' to this question. If you do have transactions subject to sales tax you will want to answer with a 'Y'. When a 'Y' is entered you will receive a separate report listing the taxes collected on the listed items. MED#1 extracts a copy of the desired transactions from your transaction data file and creates a special formatted file to be used for printing the report. THIS SPECIAL FILE CAN BE USED TO PASS FINANCIAL INFORMATION ON TO OTHER ACCOUNTING SYSTEMS. AT THIS TIME MEDshare, Inc. DOES NOT HAVE A FULL GENERAL LEDGER SYSTEM AVAILABLE THAT WILL USE THIS INFORMATION. Both of these reports can be printed in either detail or summary format. Because the number of transactions posted daily to your system varies with the type of practice a detail report could be quit large. At the end of the report you will be given the option to reprint. You can use this option to create another copy of the same report or request a detail or summary report. If you have requested this report for the purpose of creating a Journal Extract you will have the opportunity to set a posting flag on all transactions used to create this report. KEEP IN MIND THAT THIS FLAG IS USED PREVENT DOUBLE POSTING OF THE SAME TRANSACTION ON A LATER REPORT. If the report is considered correct and final the a 'Y' response is correct, otherwise enter a 'N' to this request. AUDIT TRAIL: MED#1 has improved its audit trail for transactions posted to your system. Keep in mind that the act of deleting a transaction does not physically remove it from your files. The only way deleted transactions can be removed physically from your system is through the use of the PURGE DELETED TRANSACTIONS - UTILITY. Deleted transactions will be printed in a separate report following the primary listing of all active transactions. KEEP IN MIND THAT THESE ARE DELETED TRANSACTIONS AND THEY DO NOT HAVE A FINANCIAL VALUE TO YOUR SYSTEM. Page 54 ACCOUNTS RECEIVABLE AGING Your aged accounts receivable report is one of the key reports you will be using to keep track of the money owed to you. This report can be ran at any time and as often as needed. MED#1 does not maintain a balance record on each patient. Instead of a balance record MED#1 reviews all transactions on file for each patient/account and presents the aged balance of these transactions. Aging your accounts receivables by (D)ate: Using this mode of aging, all receipts are applied to the oldest open balance. There is no distinction between transactions filed for insurance coverage and transactions to be paid by the patient. Aging your accounts receivables by (I)nvoice: Using this mode of aging, all receipts are applied to charges having a matching invoice number. All transactions are grouped by invoice number and invoices having a none zero balance are aged by transaction date. Using this method of aging invoiced transactions filed for insurance coverage are maintained open until you post receipts to offset the charges. Your aged receivables will vary considerably from 'Aging By Date' but your total receivables will be the same. While there are only a few basic options in the selecting of your aging report these options will give you various views of your open receivables. 1) Sequence: You have the option to list by either account number or by last name. Select the option that works best for you. 2) Age receivables by Account or Patient (A/P): You have the option to age your receivables by Patient (preferred method), or by Account. When you age by 'Account' the account master and all patients with in that account are treated as on entry. 3) Print debit balance accounts (Y/N): Answering with a 'Y' will print all accounts having a positive open balance. An answer of 'N' will suppress the printing of these accounts. 4) Print zero balance accounts (Y/N): Answering with a 'Y' will print all accounts having a zero balance. Answering with a 'N' will suppress the printing of these accounts. 5) Print credit balance accounts (Y/N): Answering with a 'Y' will print all accounts having a negative balance. Page 55 Answering with a 'N' will suppress the printing of these accounts. 6) Last statement date: Enter the last date you printed statements. This date is used to calculate prior period aged accounts receivable balance. All transactions after this date, and up to and including current period date, comprise your current accounts receivables. 7) Current period ending date: Enter the date for the current statement print cycle. Transactions after this date are ignored for processing and are not included in your aged receivables. There are two sets of totals printed at the end of your aged receivables report. The first set of totals are for those accounts listed in this report. The second set of totals are for all accounts you have on file. Page 56 STATEMENTS The statements you print are one of the ways you present your practice image to your patients. These statements can be printed on either plain paper or on custom forms supplied only by MEDshare. Research has shown that the use of custom statement forms increase your response for statements sent out by nearly 30%. The small investment made in the use of custom forms will be easily offset by the reduction in open accounts receivable balances. You can print statements any time and for either a single patient or your entire patient/account file. The format of your statements printed will depend upon the method you are using for aging of your open accounts receivables. If you are using the (D)ate method you will list a balance forward amount for prior statement cycle and all transactions posted after the last statement date. If you are using the (I)nvoice method then you will not show a balance forward but will list all transactions for open invoices. In both cases transactions posted after the current period ending date will not be considered for processing. Options used to control your statements are: 1) BILLING CYCLE CODE for statements: When you setup each patient and account record on screen #2 you had the option of entering a billing cycle code. You can limit the statements printed to only those patients, or accounts, having a specific billing cycle code. When you set up these codes remember that even a blank entry is a valid and unique code. Only patients and accounts having a matching billing cycle code will be considered for processing. 2) Statements by (A)ccount / (P)atient: You can print statements for each patient having a balance within an account or you can print one statement for the entire account showing each patient. Chose the option that is best for your practice. When you process by patient you will most likely receive payments by patient. This will make posting of receipts faster because you only have to look at that patients ledger to see what is being paid off. 3) Enter last statement date: If you are aging your receivables by (D)ate all transactions after and including this date are summarized and printed as a balance forward amount. Transactions after this date are listed in detail and in date order within patient sequence. (Note: This date is not used if you are aging your receivables by (I)nvoice.) Page 57 4) Enter current statement date: This date is used to limit the transactions you are processing for statements. All transactions after this date are ignored for processing. 5) Enter starting account no.: You can start your statement print request with any specific patient number. (NOTE - Statements are always printed in patient account sequence.) 6) Enter ending account no.: You can terminate your statement print request with any specific patient number. 7) Print debit balance statements (Y/N): If you answer with a 'Y' you will print those patients having a positive balance. 8) Minimum balance: If you entered a 'Y' to the prior request you have the option to limit your statement print request to only those accounts that have a balance equal to or greater than this minimum value. It may be cheaper to write off small balances than take the time to process them and try to collect the money. 9) Print zero balance accounts: If you enter a 'Y' to this request you will have statements printed for all patient accounts having a zero balance. 10) Print credit balance accounts: If you enter a 'Y' to this request you will have statements printed for all patient accounts that have a negative balance. 11) USE CUSTOM STATEMENT FORMS (Y/N): If you enter a 'N" to this request your statements will be printed on plane paper. 12) PRINT PRACTICE NAME ON FORMS (Y/N): If you use plane paper you may wish to use continuous stationary forms having your practice name printed in the upper left corner. If you enter a 'N' to this request you will not print over this name. 13) PRINT INSURANCE POST FLAGS (Y/N): All transactions filed for insurance coverage are given an insurance posting flag of 'Y' if assignment was accepted, or 'P' if assignment was not accepted. If you wish to print these flags enter a 'Y' to this request. 14) Message to print at the bottom of each statement: You can optionally enter up to three short lines of a message you wish to pass on to all patients receiving statements. After responding to all of these requests you are ready to print your statements. If you requested custom Page 58 statement forms you will be asked to print a forms alignment check. This check is a series of 'XXXXXXXX's printed in the statement date field. After you have aligned your forms your statements can be printed. Page 59 INSURANCE FORMS BATCH PRINT You have the option to print all pending insurance forms in what is call a 'batch' print request. Pending insurance forms are from transactions posted to assigned patients that were not printed at time of transaction posting. The printing of these forms can be put off to be done at the end of day, week, or any time period you choose. Selection Options: 1) (P)rint pending insurance forms: This option initiates the printing of ALL pending insurance forms currently on file. Before you select this option you should preview all pending insurance form requests and delete any not needed. Insurance forms to be printed will be grouped by the type of form to be used. You will be requested to load the correct form prior to printing each type of form. After you have printed all forms of a specific type you will be asked to 'REPRINT (Y/N):'. If you answer with a 'N' then all print requests for that specific form type are deleted. All transactions printed on this specific form are also flagged as being printed (providing another form request for this patient does not exist). For each type of insurance form to be printed you will be displayed a message screen instructing you as to the type of insurance claim form to load, and asking if you wish to print a test pattern. You can repeat this test as many times as necessary to correctly position your forms. (NOTE: CURRENTLY MED#1 SUPPORTS THE HCFA-1500 FORMS SUPPLIED BY COLWELL AND SAFEGUARD ONLY. WHILE THE HCFA- 1500 IS A STANDARD FORM IT IS STANDARD IN CONTENT ONLY AND NOT IN PRECISE FORMAT. FIELDS POSITIONS WILL VARY IN SIZE AND POSITION FOR EACH SUPPLIER. BE SURE THE FORM YOU ARE USING IS NOT ONLY THE CORRECT FORM BUT THAT YOU HAVE SET THE PROPER DEFAULT VALUE FOR THE FORMS SUPPLIER.) 2) (D)isplay pending insurance forms: This option provides you with the ability to preview a listing of all pending insurance forms to be printed. Within this preview display is the ability to remove specific print requests from the pending list. When you use this function to remove a pending insurance form print request the transactions for that request are treated just as if the insurance form has been printed. All flags on these transactions are set to the proper status based upon patient assignment status. Page 60 LETTERS AND RECALLS This set of functions provides you with the ability to keep in touch with your patients. While the original intent of this function was to print recall letters setup during a prior patient visit, it's overall use has been greatly expanded. Now, using the SPECIAL function, you can also select specific groups of patients from your database, using a variety of options, and list them to the printer, print mailing labels, and/or print specific letters to. Options: 1) (P)rint recall letters: This is the most basic of all requests and is used to print recall letters to patients. These requests were setup during the posting of transactions for a patient visit. Each patient recall can have a different letter printed due to the nature of the treatment. These letters are contained in your LETTER file which can contain up to 99 different form letters. When printed each letter will be personalized to the patient and the 'SALUTATION' will be the default salutation you setup in the patient master (screen #1). Recall letters requests are maintained on file until the patient returns for a follow-up visit. Recall requests dates from/to: Enter the date range you wish to select recall letters for. This should be a date range far enough in the future that you will have time to print the letters, mail them, and for the patient to respond in order to maintain a timely recall. (Note: If you need to also print mailing labels for these patient recalls be sure to print them before you print the letters.) For letter sent count equal to: Each time a recall letter is printed and sent to a patient a counter is incremented for that patients recall request. Many patients will not respond to the initial recall and may need several recall letters sent. In order for you to limit the number of recall letters you send out you can restrict a specific recall letter print request to recall requests having a given letter sent count. This count starts with '0' and is increased by '1' for each letter printed for a given recall. Pause between pages (Y/N): If you are using a printer that does not handle continuous forms you may want to answer 'Y' to this request. A 'Y' response will initiate a pause between each letter page printed so that you can load another form into the printer. Enter top, bottom, left, and right margin requests: These Page 61 requests work together to control the size of the printed letter you wish to print. The space boxed in by these parameters is the area on your letter form that the recall letter will be printed in. 2) (M)ailing labels: This option allows you to print a mailing label for each recall letter you are printing. LABELS SHOULD BE PRINTED FIRST DUE TO THE LETTER COUNT IS UPDATED AT THE TIME THE ACTUAL LETTER IS PRINTED. Printing labels after the letters have been printed may give you labels for patients other than the ones that receive letters. Recall request dates from/to: This is the pending recall date range that you will be using for the selection of recall letters. For letter sent count equal to: This should match the letter sent count you will be entering for the selection of recall letters. Enter print lines per label, print positions from left: These two parameters work together to control the size of the label you are printing and the alignment of the address on the label. (Note: almost all labels are designed on a vertical of six print lines per inch and most prints are setup to print a horizontal ten characters per inch.) Using this size information you can use this function to print ANY size single up label from the standard 1" x 3 1/2" to a label the size of a full sheet of paper. If you are using post cards or news letters this is the way to print the patients name and address on these forms. Update recall letter count (Y/N): This option is provided so that you can maintain the recall letter count for those recalls that you do not print a letter for but instead just send a preprinted card to. Only answer with a 'Y' if you do not wish to print letters to these patients. 3) (V)iew pending recalls: This option allows you to preview all pending recalls on file before you print letters or labels. When you request this option you are displayed a full screen of all pending recalls in order by patient number and date. Within this option you have additional options to: A) delete a pending recall, B) edit a pending recall, and C) print a listing of all pending recalls. A) Delete a pending recall: Before you select this option you should first use the arrow keys to select the Page 62 specific recall to be deleted. After you have highlighted the specific recall just press the 'D' key and you will be presented with a question confirming your request to delete this recall. Once deleted it cannot be restored, you will need to call up the patient function to add a new recall. B) Edit a pending recall: Before you select this option you should first use the arrow keys to select the specific recall to be edited. After you have highlighted the specific recall just press the 'E' key and that recall will be displayed within a special window for you to edit. C) Print a listing of all pending recalls: This option is as simple as it is stated. Just enter a 'P' and you will receive a printed listing of all pending recalls by letter code. 4) (S)pecial requests: With this set of functions you are able to identify and select patients to receive letters, mailing labels, or to be listed to the printer. This special selection does not depend upon any pending recalls and works only with your patient master file. Within this function there are four sub-functions that work together to provide you with the desired output. Setup (S)elect parameters: You must request this function first as it establishes the selection parameters to be passed on to one of the other three functions. Patient # (from/to): Enter the account/patient number of the patients you wish to select. Patient code: (see your patient maintenance screen #1) You can enter a specific code you have assigned to identify a group of patients you have on file. These codes are only used in this function and should be used to sub-group your patients. When used only patients having this code will be selected. Patient finance code: (see your patient maintenance screen #2) You can enter a specific finance code you have assigned to your patients. These finance codes are only used in this function and should be used to identify how these patients pay on their account. When used only patients having this finance code will be selected. Patient sex (M/F): If you wish to limit your selection to the patients sex then enter either an 'M' or 'F'. When used only patients for this sex will be selected. Code table assigned: You can limit the patient selection Page 63 to a specific 'Charge Code Table'. When you setup each patient you assigned a specific Charge Code Table to that patient. These tables are setup so that you can verify the transaction codes you are posting and at the same time obtain the standard rate for each transaction. In most cases you will setup special tables for selected groups of patients. If you setup special tables for each PPO or HMO you will be able to obtain selections of patients assigned to these programs. Assigned Doctor: If you have multiple doctors within your practice you can use this request to obtain a selection of patients assigned to a specific doctor. Referred by Doctor: When you setup a patient in your system you had the option to reference a referring doctor (must be setup in your Doctor Master file). Using this option you can limit your selection to patients referred by a specific doctor. (Note: If you use this option in conjunction with the 'Date First Seen' you can obtain a selection of patients currently referred by a specific doctor.) Birthdays (from/to) (year not used): Enter the month/day date range for the birthdays you wish to select patients for. (Because the year is not used be sure to enter both dates for the same year with the from date being the lesser date.) When used only patients having a birth date within this range will be selected. Birth dates (from/to): Enter the from/to date range of the patients you wish to select. You do not have to enter both dates. If you wish to select patients born after a given date only use the 'from' date. If you wish to select patients born prior to a give date use only the 'to' date. If you wish to select patients of a certain age range use both the 'from' and 'to' dates. When used only patients born within the date range will be selected. With this option you can limit your selection to patients of a given age range. Date First Seen (from/to): With this option you can obtain a selection of patients first seen within a given date range. When used in conjunction with 'Referring Doctor' you can obtain a selection of patients referred by a specific doctor for a within a give time period. (Note: The 'First Seen Date' is automatically maintained for you through the transaction posting cycle when you post charges.) Date last seen (from/to): With this option you can obtain a selection of patients last seen within a given date range. Enter the date range for the last time you saw these patients. You do not have to enter both dates. If you wish to select patients last seen after a specific Page 64 date enter only the 'from' date. If you wish to select patients last seen before a specific date enter only the 'to' date. If you wish to select patients last seen in a given time period enter both the 'from' and 'to' date range. (Note: the last seen date is automatically maintained for you through the transaction posting cycle when you post charges.) When used only patients last seen within the entered date range will be selected. Insurance signatures (from/to): With this option you can select patients based upon the date you have on file for 'Insurance Assignment Acceptance Signature Date'. This is the date you enter when you accept assignment. (Note: This date is only valid for one year. You should run this selection option on a relatively frequent cycle to insure that your signature file is current.) Zip code (from/to): If you wish to limit your selection to only those patients within a given zip code range enter as much of the leading portion of that range as you wish to select on. When used only patients within the requested zip code range will be selected. Account masters only: Because you can have accounts with multiple patients, and each patient may be selected (depending upon your selection requirements), you can limit your selection to only account masters. If this parameter is not used then one of the above parameters must be set before any selection is allowed. If this parameter is used it will be used in conjunction to the use any of the above selection parameters. (By using this parameter only you can obtain a selection of all accounts/patients you have on file.) Enter a 'Y' for account masters only. Enter a 'N' to select all patients including account masters. Enter a 'blank' if this parameter is not used. After you have entered your selection parameters you are ready to direct this selection to a specific printer output. A) (M)ailing labels: Selecting this option will result in the printing of mailing labels for all patients matching the previously entered selection parameters. Enter print lines per label: Normal printer vertical alignment is set to six lines per inch. Measure the labels you are using (from top of one label to top of next label) and determine the number of lines per label you need to enter. You can use this feature to print addresses on 'Post Cards' and 'News letters'. When used in this manner the 'lines per' would be from top of form to top of next form measured at six lines per inch. Page 65 Enter print positions from left: Normal printer horizontal alignment is set to ten characters per inch. Measure the width of you labels and determine the total number of characters it will hold. Normal address size is set to 32 characters. Determine the number of characters necessary to center address on label and enter this amount. (Note: You can also use this function to address direct mail letters that will be folded, stamped, and mailed. Just treat the total size of the letter as a single label (8 inches wide by 11 inches long) to determine your alignment. Unless you are using a compress print setting on your printer the maximum characters per line is limited to 80 characters. B) (P)rinter listing: You can direct the selected patients to be listed to the printer. With this option you can create a listing of your patients. There are two basic formats but each format is controlled by the print parameters you enter. List by (L)ast name or (A)ccount: Using this option you control the sequence of your listing. When listed by (L)ast name your selection will be in alphabetical sequence by patients last name. When listed by (A)ccount you selection will be by patient account/patient number. (There is no current ability to list by last name only those names within a selected alphabetical range.) Print full patient address (Y/N): If you enter a 'Y' then your listing will have up to four lines of print per patient address. Entering a 'N' will print only one line per patient, but you will lose the street, city, state, and zip code of the patients address. List (P)hone no. or (D)ate last seen: If you enter a 'P' only the patients name and phone numbers will be printed. If you enter a (D) you will not get the patients phone numbers but you will obtain a listing showing patients sex, age, date last seen. C) (L)etters: You can print a specific letter to all patients meeting the selection parameters. The letter to be printed must exist in your 'Letter Master' file. Letter to print: Enter the code for the letter to be printed to all selected patients. Pause between pages: If you are using a printer that does not handle continuous forms you may want to answer with a Page 66 'Y' to this request. A 'Y' response will initiate a pause between each printed page so that you can load another form into your printer. Enter left and right margins: These two requests work together to control the width of the body of your printed letter. Page 67 PATIENT RECAP Patient recap is a printed patient profile with optional history and notes. Whenever you add a new patient or post history to a patients file a request is automatically made to print a patient recap. Options are: (C)urrent patient updates: This will print all patient recaps currently scheduled to be printed. Upon completion of this printing the request file will be reset for a new set patients. (S)elective patient request: This option allows you to request a recap of a specific patient. (D)isplay pending recaps: This option allows you to preview all pending recap requests. Within this option you have the ability to delete specific patient recap requests. To do this just use the arrow keys to highlight the desired patient recap and press the 'X' key. Page 68 (L)ETTERS You can setup up to 99 different letter formats to be used with MED#1 and our optional COLLECT program. These letter formats are called into use when you print your PATIENT RECALLS and with the SPECIAL selection recall feature. AUTOMATIC RECALL REQUESTS To initiate the request for a patient recall associated with transaction postings you first must set the RECALL FLAG in your charge tables to a 'Y' for the CPT code(s) that require a recall, and reference an existing letter format contained in your LETTERS master file. At the time of posting these transaction codes to the patient you will be displayed a special window. When this window is displayed you can setup the patient for a RECALL. (Note - You can also use the (P)atient - (R)ecall maintenance function to setup these recall requests.) Page 69 WORD PROCESSOR MED#1 has built into it a limited word processor. The following keys are used to control the editing of your letters. KEY PURPOSE --------------------------------------------------------- Uparrow or Ctrl-E Move up one line Dnarrow or Ctrl-X Move down one line Leftarrow or Ctrl-S Move left one character Rightarrow or Ctrl-D Move right one character Ctrl-Leftarrow or Move left one word Ctrl-A Ctrl-Rightarrow or Move right one word Crtl-F Home Beginning of current line End End of current line Ctrl-Home Beginning of current window Ctrl-End End of current window PgUp Previous edit window PgDn Next edit window Ctrl-PgUp Beginning of letter Ctrl-PgDn End of letter Return Move to beginning of next line Delete Delete character at cursor Backspace Delete character left of cursor Ctrl-Y Delete current line Ctrl-T Delete word right Tab Insert tab character or spaces Printable character Insert character Ctrl-B Reform paragraph Ctrl-V or Ins Toggle insert mode Ctrl-W Finish editing and save Esc Abort edit, return original Page 70 Selecting the (L)etters option from the main menu will call up the RECALL LETTERS SUB-MENU. (D)isplay letters With this request you will be displayed a listing of all letter titles you currently have on file. From this display list you can highlight and select the specific letter format you wish to perform maintenance on, or inquire into. Upon selecting the desired letter format you are automatically taken into the (M)aintenance function in the (I)nquire mode and the selected letter is displayed to you. (M)aintenance The letter maintenance functions allow you to fully maintain your letter formats, and to add new formats to your letter file. The following maintenance functions are provided: (I)nquire - With this option you can request the display of a specific letter format. Once displayed you can then select any of the other maintenance options. (A)dd new - Use this option to setup new letter formats in you letter file. Each letter must be assigned a unique ID. code between the values of '01' to '99'. In addition to this code you should assign a brief descriptive title to the letter that will provide you will enough information that you can determine the contents of the letter format to follow. (Note - When you do search displays of the letter formats you have on file the only information displayed to you will be the letter code and this brief description.) Finally you are provided a window through which you can setup your letter body. When you setup a letter keep in mind that MED#1 will perform all of the addressing functions for you - only setup that portion of the letter body that is common to what you want all patients to receive. In the RECALL LETTER BODY 'field', the system works like a word processor with most of the features one would expect. You can rework the body of the letter without affecting the other parameters of your recall letter format. Correcting mistakes can be done by moving the cursor to the mistake and typing over it. If you need to 'insert' a word or space pressing <CTRL-V> will activate an INSERT capability. Press <CTRL-V> again when you're finished with the INSERT. Page 71 When you're finished with the letter, press <CTRL-W> to 'save'. You will receive a 'prompt' in the message line at the bottom of your screen: INFORMATION CORRECT (Y/N) Y Press <ENTER> if your answer is yes. The system will then add that letter to your file. (C)hange - The (C)hange function works in the identical fashion as the (A)dd new function except the letter must already be in existence. Once you have selected a letter to be changed you can modify any displayed information other than the letter ID. code. (D)elete) - To delete a letter, move to the (D)elete function and press <ENTER>. The cursor will automatically position itself at the CODE # 'field. If this is the letter you want to delete, press <ENTER>. You will then receive a 'prompt' in the message line on the bottom of your screen: DELETE THIS RECORD (Y/N) N This give you the opportunity to reconsider deleting this record. If you're sure, press 'Y' and <ENTER>. (+/-)skip - The (+)skip & (-)skip functions are there to allow you to move quickly through your RECALL LETTER file. (+)skip moves you forward to the next letter format on file. (-)skip moves you backward a to the previous letter format on file. LIST RECALL LETTERS When you're ready to print RECALL letters choose the (L)ist to printer option from the RECALL LETTERS SUB - MENU. A question will appear in the message line at the bottom of your screen: LIST ALL LETTERS (Y/N): N If you enter a 'N' and press <ENTER> and you will receive a display of the letters you have on file. They will be listed by code and title. Move to the specific letters you want to print and press <ENTER>. If you enter a 'Y' and press <ENTER> you will immediately start printing a proof listing of all letter formats you have on file. Upon termination of the letter proof listing you are returned to the (L)etter sub-menu. Page 72 (I)NSURANCE COMPANIES This is the section of the system where you will establish and maintain documentation on insurance companies you normally do business with. Selecting the (I)nsurance company option from your MASTER MENU will give you the INSURANCE COMPANIES - SUB-MENU. The first time you use this option you should select '(M)aintenance' from the sub-menu where you can create your file of insurance companies. DISPLAY INSURANCE COMPANIES ON FILE After you've created your insurance companies file, you can select (D)isplay from your sub-menu, which will give you a list of companies on file. If you want to make a change or an update of information on a particular company, you can move the cursor through the list until it's highlighting the desired company and then press <ENTER>. Upon selecting a specific insurance company you will automatically enter into the (I)nquiry mode of the (M)aintenance function. (I)nquire - In this mode you will be displayed the total information you have on file for the selected insurance company. (A)dd new - Enter the (A)dd new function, and type in the information. The 'code' information needed here is the abbreviation of a particular insurance company that you assigned in creating your 'tables'. ie, BX = Blue Cross. The rest of the information needed is standard. When you setup new insurance company masters take care to assign meaningful codes. These codes should be an abbreviation of the insurance companies name and possibly a number to identify that will distinguish between various agencies that coverage through this insurance company. After you have defined the code to be used for identifying the insurance company you can then enter all remaining information. (C)hange - With this option you can modify any information on file for a specific insurance company record on file. The only field you cannot change is the code field you setup to identify this specific insurance company record. Once you have retrieved the desired insurance company record you can move from field to field until you are on the field you need to change. Type in Page 73 the changes and move to the end. A 'prompt' will appear in the message line on the bottom of your screen: INFORMATION CORRECT (Y/N) Y Press <ENTER> if the information is correct. (D)elete - The (D)elete function of (M)aintenance is used to delete any insurance companies you no longer do business with. Entering the (D)elete function will request the code number of the company you want to delete. Type in the code number and you will receive a 'prompt' on the message line on the bottom of your screen: DELETE THIS RECORD (Y/N) N This prompt is provided so that you do not accidentally delete and insurance company master from your files. (+)skip / (-)skip - The (+/-)skip options allow you to step through your insurance company master file one record at a time - (+)skip = to the next insurance company record on file, (-)skip = back to the previous insurance company record on file. You can then select any of the displayed insurance company records for (C)hange or (D)elete actions. (L)isting, Labels, or Letters With this option you can list your insurance company master records to the printer in any of three formats (P)rinter Listing: This master listing of your insurance companies will be printed in ID. code sequence. Depending upon the number of insurance companies you have setup this listing could take a few minutes. (M)ailing Labels: With this option you can print almost any size label for a selected range of insurance companies. Your address selection is limited to the ID. codes you have assigned to each insurance company. (Note: When you setup new insurance company address assign an ID. code that has a leading standard alpha abbreviation and a trailing numeric. Using this concept you can locate all agencies of a specific insurance company simply by code.) Your label size is measured on a standard of six lines per inch (top to one label to top of next label) and ten characters per inch from left to right. With this means of defining your label size you labels can be as small as 1" x 3 1/2" or as large as a full sheet of paper 8" x 11". You can use this option to address post cards and news letters. Page 74 (L)etters: With this option you can print a letter you have setup in your Letter Master file to selected insurance companies. Your insurance company selection is the same as for 'Mailing Labels'. Your letter selection is from your Letter Master file. Page 75 (D)OCTORS The (D)octors section is used for keeping records of the doctors associated with your practice and referring doctors. Those records will be accessed during other functions of the system. Within your 'Doctor Master' file you should setup not only records for all doctors that work within your practice, but also all doctors that referred patients to you. You can assign these referring doctors to the patient at time of patient setup. Using the 'Special' feature of 'Letters and Recalls' you can produce selections of patients that were referred to you by doctor. Selecting the (D)octors option from the MASTER MENU will give you the DOCTORS - SUB-MENU (screen). (D)isplay The (D)isplay option from the sub-menu will give you a list of the doctors on file. You can select a specific doctor record for further processing by highlighting the desired displayed doctor and pressing the <ENTER> key. Once you have selected a doctor for processing you will be immediately taken into the doctor (M)aintenance function and that doctor's record will be displayed to you in the (I)nquiry mode. You can then select any of the maintenance sub-menu functions for further processing of the displayed information. Page 76 DOCTOR MAINTENANCE (I)nquire - The (I)nquire option allows you to request the display of a specific doctors record. This is the mode you will be placed in upon selecting a specific doctor from the (D)isplay function. After the requested record has been displayed you are returned to the (M)aintenance sub-menu for selection of the next action to be taken. (A)dd new - The '(A)dd new' function of (M)aintenance will create space for you to type in information for a particular doctor. When you first setup your doctors we suggest that you assign the default doctor the ID. code of '00'. Use of this number will reduce the number of key strokes required by the operator to assign this doctor to a patient, or while posting transactions. The rest of the information is standard. Entering the doctors Medicare ID number will result in that number to print on the HCFA-1500 form for referring doctors or for doctor performing service. (C)hange - The (C)hange option allows you to request a specific doctor's record for retrieval and maintenance. Once you have the desired record displayed on the screen you can step down through the displayed fields by pressing the <ENTER> key and change the field in error. (D)elete - The (D)elete option allows you to request a specific doctor's record for retrieval and possible deletion. Once you have the desired record displayed you will be presented with a prompt to confirm your deletion request. DELETE THIS DOCTOR (Y/N) N A response of 'Y' will delete the displayed doctor record in your doctor data base. A response of 'N' will terminate your delete request. After you have responded to the prompt the desired action will be taken and you will be returned to the doctor (M)aintenance sub-menu with a message displayed at the bottom of the screen for the results of the action taken. (+)skip / (-)skip - The (+/-) skip options allow you to sequentially advance forward (+), and backward (-), one record at a time in your doctor file. Page 77 (L)isting, Labels, or Letters With this set of functions you selectively output, by DOCTOR ID., doctor addresses to (P)rinter listings, (M)ailing labels, and/or (L)etters. (P)rinter Listing: This function will list doctors in your doctor data base to the printer in sequence by the assigned doctor code. While this option may not seem to be of value in a small practice keep in mind that although this function is provided for maintaining your doctor information you can also us it to maintain information on any other member of your staff and all referring doctors. You do not have to limit the information you place into your doctor database to only doctors! This is a convent file for maintaining all address and phone number information for your staff - just do not assign those who have no patient responsibility to a patient. (M)ailing Labels: With this option you can print almost any size of mailing label, post card, or address news letters, to selected doctors in your Doctor Master file. Label size is measured from top of one label to the top of the next label on a standard six lines per inch. Label width is measured on a standard of ten characters per inch with most printers limited to an eight inch width. By using this means of defining your label you can print addresses directly on the standard 1" x 3 1/2" labels, post cards, and even address news letters. (L)etters: With this option you can personalize a selected letter in your Letter Master file to a selected range of doctors in your Doctor Master file. Page 78