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JCSM Shareware Collection 1996 September
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COLLECT - Version 1.04
(Summer 1994 update)
COLLECTIONS
for
MEDshare#1 - Version 1.07
and
DENTAL#1 - Version 1.04
Copyright 1991,92,93
All Rights Reserved
MEDshare, Inc.
4100 West 15th, #103
Plano, Texas 75093
Sales and general information: 1-800-233-0560
Dallas, Texas: 214-985-0759
Technical support............: 1-214-736-1067
Page 1
Introduction
COLLECT - Version 1.04 is an enhanced Accounts Receivable
sub-system designed to work with MEDshare#1 - Ver. 1.07.
While MEDshare#1 has an integrated fully functional
accounts receivable support system the features provided
in COLLECT greatly improve your control over your
receivables. COLLECT was designed specifically as a
working sub-system for an individual whose primary
function is to post financial information to patient
ledgers AFTER time of patient visit. Most of these
transactions will be received by mail and require the
operator to locate both patients and charges that these
transactions are to be applied against. Receipts and
adjustments from insurance carriers will in most cases
require assignment of unpaid liability to the patient or
to be written off as non billable. COLLECT provides you
the working screens necessary to locate, identify, and
shift this liability at the individual line item of
charges level. All reports from COLLECT are designed to
provide greater visibility of financial liability status
for both insurance and patient charges.
In order to facilitate the accessibility of COLLECT from
MEDshare#1 the Master Menu in MEDshare#1 has been expanded
to allow the operator to make a direct call to COLLECT with
out leaving MEDshare#1. If you have registered your usage
of COLLECT you will go directly to the Master Menu of
COLLECT from the MEDshare#1 Master Menu. If you have
not registered your usage of COLLECT you will be displayed
the sign-on screen and other notices before you can
access the COLLECT Master Menu.
MEDshare, Inc. encourages you to install COLLECT even if
you do not wish to register it and open up its features
to unlimited access. As an encouragement the POSTING
functions of COLLECT are not limited in any way and are
fully functional to all patients in MEDshare#1 in both the
registered and un-registered modes of usage. THIS
POSTING FUNCTION IS THE HEART OF COLLECT AND YOU WILL
FIND THAT THE POSTING OF RECEIPTS AND ADJUSTMENTS WILL BE
MUCH EASIER TO MAKE. The limitations on COLLECT are
placed on the first 100 patients/accounts that can be
processed by the 'Master Aging'. This Master Aging
creates a balance record for those patients/accounts
processed and this balance record is used to control
access to all other functions of COLLECT.
Install collect and use it to post all receipts and
adjustments after time of patient visit. You will find
it to be a valuable addition to MEDshare#1.
Page 2
INDEX
Copyright notice.................................. 1
Introduction...................................... 2
Index............................................. 3
System Requirements............................... 7
COLLECT - Installation............................ 8
COLLECT - Data file initialization................ 10
First time (A MUST DO)............................ 11
Using 'COLLECT':
in UN-REGISTERED mode........................ 12
in REGISTERED mode........................... 12
Control from MEDshare#1 given to COLLECT.......... 13
Background on methods of aging your receivables:
Aging receivables by: Account or Patient..... 14
Processing transactions by: Date or Invoice.. 14
Collect
'Sign on' screen............................. 16
Date check.............................. 16
Memory check............................ 16
'F1' help............................... 17
Master menu.................................. 18
Post Receipts and Adjustments................ 19
Patient select.......................... 19
'F2' search key.................... 19
Screen 1 of 2
Post adjustment.................... 20
Shift insurance liability..... 20
EOB code assignment........... 20
Delete receipt/adjustment.......... 20
'X' special EDIT function.......... 20
Exit to screen 2 of 2.............. 21
Page 3
Screen 2 of 2
Receipt post....................... 21
Patient liability............. 21
Insurance liability........... 22
Ledger............................. 22
Display....................... 22
Print......................... 23
Aging by Invoice number.. 23
Aging by Date of service. 23
Notes.............................. 23
Display....................... 23
Add new....................... 23
Delete........................ 23
EOB codes.......................... 23
Table display.................. 23
Table maintenance............. 24
Add new.................. 24
Change................... 24
Delete................... 24
Exit to Master menu................ 24
Accounts receivable aging reports
Master Aging:
Restricted usage................... 25
Aging by:
Account....................... 25
Patient....................... 25
Process transactions by:
Date.......................... 26
Invoice....................... 26
Selective Aging reports:
Master aging by Account............ 26
By Account number............. 26
By Last name.................. 26
Master aging by Patient............ 27
By Account number............. 27
By Last name.................. 27
By Code patient grouping...... 27
By Billing cycle.............. 27
By Doctor..................... 27
By Table...................... 27
By Primary Insurance.......... 27
By Secondary Insurance........ 27
By Employer................... 28
Page 4
List receivables for:.............. 28
Current statement date........ 28
Prior statement date.......... 28
Include insurance liabilities. 28
Statements................................... 29
View pending............................ 29
By: Account........................ 29
By: Last name...................... 29
Print statements........................ 30
Statement date..................... 31
List transactions: from/to......... 31
Custom forms....................... 31
Print practice name................ 31
Print statements for............... 31
Account select range:.............. 32
Starting account.............. 32
Ending account................ 32
Minimum balance............... 32
Billing cycle................. 32
Print DX codes..................... 32
Include insurance liability........ 32
Statement messages................. 32
Collection letters........................... 33
View pending............................ 33
By account......................... 33
By last name....................... 33
Print letters........................... 34
Print letters for.................. 34
Account select range............... 34
Starting account.............. 34
Ending account................ 34
Billing cycle................. 35
Letters to be printed.............. 35
Letter printer alignment........... 35
Bad debt assignment.......................... 36
Assign to............................... 36
Delete from............................. 37
Selection display.................. 37
By account number............. 37
By last name.................. 37
List assignments........................ 37
List sequence...................... 37
By account number............. 37
By last name.................. 37
Page 5
Utilities.................................... 38
Re-index data files..................... 38
Enter registration number............... 38
User registration form.................. 38
Purge 'DELETED' records................. 38
PASSWORD........................... 38
Disk space......................... 38
Exit to DOS.................................. 39
Page 6
SYSTEM REQUIREMENTS
MEDshare#1 already installed
MS-DOS 3.3 (or greater) - at this time DOS 6.0 is 'NOT'
recommended.
640 k of memory - COLLECT only uses LOW memory and
anything above 640 k should be used for DOS and other
applications.
Hard disk with 10 megabytes of free space. While only 2
megabytes is needed for all program and data files at
time of initial system initialization you will need
additional space in order to enter data into your files.
Do not let your free disk space go below 5 megabytes if
at all possible and do not use COLLECT if you have less
than 1 megabyte of space.
Floppy disk - one - either 5 1/4" or 3 1/2". A floppy
disk is only needed to load software and as an optional
means of backing up your data files.
Monitor - either color or monochrome.
Printer - any dot matrix (the simpler they are the easier
it is to line up your forms) or the HP DESKJET 500 (not
the newer DESKJET 550). Laser printers are not fully
supported at this time although the forms and reports are
all designed to laser printer requirements. Laser
printers require a micro vertical and horizontal
alignment capability support from software application
packages in order to line up preprinted forms. COLLECT
does not at this time provide for this micro alignment -
possible feature with new version to be released later
this year.
Other requirements include: NONE
Page 7
INSTALLATION
Installation consists of copying and de-compressing the
files on the "COLLECT" distribution disk into the same
sub-directory that you currently have installed your
MEDshare#1 or DENTAL#1 program files. This may (may not)
be a seperate sub-directory from that which contains your
MEDshare#1/DENTAL#1 data files. The COLLECT.EXE program
file SHOULD reside in the same sub-directory as the
program files.
To copy and de-compress the COLLECT distribution files disk:
A. Make the sub-directory you currently have your MEDshare#1
or DENTAL#1 program files residing in your current
default sub-directory you are operating from.
B. Load the COLLECT distribution disk into drive "A" (or
drive "B").
C. Copy all files from the distribution disk into your
MEDshare#1 or DENTAL#1 program sub-directory by entering:
COPY A:*.* <return>
(Because you have made your MEDshare#1 or DENTAL#1 program
sub-directory the default directory that you are
operating from, all the files on the COLLECT
distribution disk will be copied into the correct area.)
D. Remove the COLLECT distribution disk from drive 'A'
and store in a safe place.
E. To decompress the distribution file enter the
following command from the DOS prompt while you still in
the sub-directory you copied the distribution files into:
INSTCOLL <return>
All program and documentation files for COLLECT are
distributed in compressed format in a file named
INSTCOLL.EXE. This is a self decompressing PKZIP module
that will create the decompressed and usable program and
documentation modules. If you already have a prior
release of COLLECT.EXE and the documentaion modules
residing in this sub-directory you will be displayed a
message asking if you wish to over write these files.
Always answer 'Y' to this question otherwise your old
files will not be replaced. (Note - No data files are
distributed in the compressed distribution file. Your
Page 8
data files used by COLLECT will not be changed, replaced,
or modified in any way when you install updates of
COLLECT.) After you have succesfully decompressed your
distribution files you can delete the 'INSTCOLL.EXE'
module from your hard disk as it is only needed for
distribution.
*** Installation completed! ***
Page 9
SYSTEM INITIALIZATION
Before you load the COLLECT program you must have the
sub-directory that your MEDshare#1 or DENTAL#1 data files
reside in your current sub-directory you are operating
from. If COLLECT cannot find the 'MEDMVBLS.MEM' file for
MEDshare#1, or the 'DENMVBLS.MEM' file for DENTAL#1, you
will not be able to load COLLECT.
If your are updating a prior release of COLLECT you will
be taken directly to the COLLECT Master Menu and none of
the following displays will be presented to you.
The first time you load COLLECT you will be asked to
identify the system you are supporting. Select either
MEDshare#1/DENTAL#1. After you identify the system you are
supporting the COLLECT program checks to insure that the
proper files already exist. If it cannot find the proper
files you will be notified that the COLLECT program
cannot be initialized and be requested to load it in the
proper sub-directory.
To load the COLLECT program into memory enter the
following command:
C:COLLECT <return>
If this is the first time you have installed COLLECT you
are immediately taken into the file initialization
routine. In this routine the files needed that are
unique to COLLECT are created. After these files are
created you can begin to use your system.
*** Initialization completed! ***
Page 10
First time (A MUST DO)
COLLECT requires a patient/account balance record to be
in existence for each patient/account before any
selective aging reports, statements, or letters can be
printed. This balance record is created only when you
run the "(M)aster aging" accounts receivables report.
Your Master Aging accounts receivable function acts as an
accounting period closing cycle. This routine reviews
your entire patient/account master file and related
transaction data files and generates a balance record for
each patient/account as of the ending period date. At
the time it creates this file it evaluates the
patient/account balance and sets the proper aging status
ranging from credit balance to budget pay. If the
patient/account has been assigned to one of the four
special A/R status conditions of: Bad debt, Collections,
Pending Collections, or Insurance hold, this status will
be assigned to the balance record over any other default
status. If you are using a un-registered copy of
COLLECT only the first 100 patient/accounts will be
processed. If you are using a registered copy of COLLECT
keep in mind that you will need to run a Master Aging at
the end of each month prior to running Selective Aging
reports and Statements in order to access new patients
and establish proper patient/account status.
Utilization of this balance record for each
patient/account allows for the ability to perform
selective listings of your accounts receivables,
statements, and collection letters. This also speeds up
your statement printing cycle because your statement
cycle no longer has to recalculate the patients balance
before determining if a statement must be printed. Your
statement cycle now just looks at this balance record to
see which patient/accounts require a statement to be
printed. The same is true for collection letters and
selective aging reports.
Before you attempt to use your "COLLECT" program be sure
to run a "Master Aging" report.
This "Master Aging" report requires the use of your
printer. At the end of the creation of the
patient/account balance file a short two page report is
produced that summarizes your Accounts Receivables. You
will find that this report will help you to easily
evaluate your open Accounts Receivables.
Page 11
USING COLLECT
COLLECT was specifically designed to provide you with a
tool that would make the processing of patient receipts
and adjustments, received after the time of patient
visit, quicker, more accurate, and easier. COLLECT can
be used on a single user computer system or on a network
computer system with multiple terminals. Even if you do
not wish to register COLLECT you will find the POSTING
functions, with the ability to separate insurance and
patient liabilities, a valuable set of functions you will
use daily.
Using COLLECT in un-registered mode: While in the un-
registered mode COLLECT will only provide support for a
maximum of 100 patient/accounts. This limitation is
imposed by the 'Master Aging' of your accounts
receivables and the creation of a COLLECT.DBF file that
summaries each account/patient accounts receivable
status. This COLLECT.DBF file in turn is used to provide
access to patient information for the Selective Aging
reports, Statements, and Collection Letters functions.
To encourage you to become familiar with COLLECT - there
are 'NO' limits placed on the use of the 'POSTING'
function and its sub-functions. These functions are not
limited in use by the COLLECT.DBF file and will work with
all patients and transactions supported by your MEDshare#1
/DENTAL#1 systems. The 'POSTING' functions are the heart
of COLLECT and with their usage you will find it much
easier to post receipts and adjustments after time of
patient visit to the patients ledger. With these
functions you can setup your own table of EOB codes,
shift unpaid insurance liability to the patient, attach
an EOB code to the insurance charge to explain reason for
non payment by insurance, post receipts and adjustments
to specific invoicing, and print patient ledgers.
Using COLLECT in registered mode: When used in the
registered mode the full value of COLLECT can be
appreciated. One of the main differences in the reports
produced by COLLECT as to those created by MEDshare#1 and
DENTAL#1 is that there are three columns of dollar
information provided - insurance liability, patient
liability, and total to pay liability - and you can
request that only the patient liability be included in
the printed total liability. This is true for ledgers,
aging reports, and statements.
Page 12
Control from MEDshare#1/DENTAL#1 given to COLLECT: When
you use COLLECT your Master Aging cycle creates a balance
record for each patient/account processed. This balance
record is a summary of the current aged receivables for
each patient/account. The aging of your receivables will
vary depending upon the method you are using - either
aging by date or aging by invoice. In addition you have
the option to process by account or by individual
patient. When you run a Master Aging in COLLECT you are
also setting the requirements for MEDshare#1 and DENTAL#1.
If you reset the settings of how your receivables are
processed in MEDshare#1/DENTAL#1 utilities and then return
to COLLECT you will be notified that a change has been
made and asked if you wish to reset it to the correct
status. If you answer 'No' you will be taken out of
COLLECT. If you answer 'Yes' your transaction file will
be resequenced and the MEDshare#1 and DENTAL#1 processing
flags will be reset to the values required by COLLECT.
Page 13
AGING OF RECEIVABLES
COLLECT supports four methods of processing your aged
accounts receivables. The combination that should be
used is the one that provides the best control -
Processing by patient and aging by invoice.
1) Aging and Statements by Account: When you select this
mode of aging you are requesting that only one listing
and statement be printed for all members of an account.
This can be either one person or the entire family.
Advantage - Reduction in amount of paper needed to list
your receivables and fewer pages per statement.
Disadvantage - Impossible to identify the specific
patient within the account that is generating the most
charges. Impossible to provide selective aging reports
other than by Account ID. or Last name due to the
possibility of multiple patients within each account.
2) Aging and Statements by Patient: When you select this
mode of aging you are requesting that each patient be
listed separately on your aged receivables report and
each statement only show that patients invoicing.
Advantage - You can identify each patient within an
account and their status. Selective aging reports can be
generated in a wider variety of formats such as by -
doctor, code group, billing cycle, employer, and
insurance carriers. Statements are still sent to the
account address but each statement only covers one
patient making it easier to identify receipts.
Disadvantage - Requires more paper for reports and
statements.
3) Aging of receivables is done on transaction date: When
you request aging by date receipts are posted to your
outstanding charges so that the oldest open balance is
paid and your transaction file will be displayed in
transaction date sequence within each patient/account.
Advantage - requires less time for the operator to
research the patients ledger therefore posting is much
faster.
Disadvantage - When receipts are posted they are placed
in date order and the oldest charges are paid off first.
If the oldest charges are outstanding insurance charges
that have not been paid your patients ledgers would still
Page 14
indicate them as being paid. Your total aged receivables
will always reflect more current that aged receivables
and in most cases the over 60, 90, and 120 day open
charges will not be shown.
4) Aging of receivables by Invoice number and date: When
this method of aging is used you match receipts to
specific invoices and charges. An invoice stays open
until its balance is reduced to zero.
Advantage - Gives the best control over charges filed for
insurance. Invoice stays open until balance is reduced
to zero. Aged receivables show the correct values for
over 60, 90, and 120 because receipts must be applied to
specific invoices and charges.
Disadvantage - Requires more attention by person
responsible for maintaining receivables.
Page 15
