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JCSM Shareware Collection 1996 September
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JCSM Shareware Collection (JCS Distribution) (September 1996).ISO
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medhelth
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collt104.zip
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INSTCOL2.EXE
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COLLECT.TX2
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1995-07-12
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'SIGN ON' SCREEN
COLLECT can be loaded either by a direct call from the
MEDshare#1 or DENTAL#1 master menu or directly from your
DOS prompt with the command:
C>COLLECT <return>
If you are using a registered copy of COLLECT and loaded
it directly from the MEDshare#1 or DENTAL#1 Master Menu
you will be taken directly to the COLLECT Master Menu.
Otherwise upon successfully loading the 'COLLECT' program
into memory you will first be displayed the 'SIGN ON'
screen. If you have not registered your copy of
'COLLECT' the words 'UN-REGISTERED COPY' will be
displayed in each corner of this screen. You will only
be able to run your Selective Aging reports and
Statements for the first 100 Account/Patients on file
while in the 'UN-REGISTERED' mode. Upon registering your
copy of 'COLLECT' you will be provided with a unique
registration number that will unlock you from this limit.
Upon successfully entering your registration number the
'UN-REGISTERED COPY' messages will be removed from your
'SIGN ON' screen.
DATE CHECK: The date displayed to you is your current
system date and should be verified to be correct. KEEP IN
MIND THAT ALL TRANSACTIONS ARE DATED USING THIS DATE. If
the displayed date is incorrect enter a 'N' and you will
be returned to DOS. Use your DOS 'DATE' command, or your
system specific command to set your system date, to the
correct current date. You should possibly also check
your current system time as this time could result in the
date being changed during a normal work day is set
incorrectly. After you have set the correct date you can
re-load the 'COLLECT' program.
MEMORY CHECK: Free memory available after the 'COLLECT
program has been loaded can be displayed through the use
of the 'F10' key. (Note - this key can be used any time
but only if your display cursor is setting in a field
waiting for a operator response.) When you press the
'F10' key a small window will be opened that will display
the total FREE MEMORY (within the 640k base memory) you
have available. YOU SHOULD NOT ASSUME THAT 100% OF THIS
FREE MEMORY CAN BE USED BY OTHER PROGRAMS. 'COLLECT' CAN
REQUIRE UP TO 60+K OF THIS MEMORY AT VARIOUS TIMES
DEPENDING UPON THE FUNCTION IT IS PERFORMING. TRY TO
MAINTAIN ABOUT 100K FREE IN ORDER TO INSURE PROPER
OPERATION OF 'COLLECT'.
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'F1' HELP: Basic 'HELP' is accessible with the use of the
'F1' key. (Note - this key can be used any time but only
if your display cursor is setting in a field waiting for
operator response.) This 'HELP' is available for almost
all data fields that you can enter data into. Each
'HELP' message screen will be specific for the data field
your cursor is currently setting on. If no 'HELP' is
available for the specific field you request 'HELP' for
the message 'NO HELP AVAILABLE FOR THIS FIELD' will be
returned.
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MASTER MENU
From the master menu you can select the functions you
wish to execute. These functions are displayed in the
sequence you will most often use them in with the most
used function at the top. To select the function you
wish to execute either enter the letter displayed in
brackets '(P)' or use the up/down arrow keys to highlight
the desired function and press the <enter> key.
(Note - Before you run Statements or your Selected Aged
Receivables you should always run a 'Master Aged
Receivables' report for the current accounting period.
The 'Master Aged Receivables' function creates a balance
record for each Account/Patient and this balance record
is used to select Accounts/Patients for statements and
Selective Aged Receivables reports. If you do not run
the 'Master Aging' the Account/Patient balance records
created the last time you ran your 'Master Aging' will
control what Accounts/Patients are listed on your
Selective Aging and Statement reports and also those
accounts that can receive collection letters or be
assigned to one of the four special assignment status's -
new Accounts/Patients will not be included and prior
aging status will determine their selection.)
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POST RECEIPTS AND ADJUSTMENTS
Use this function to post all adjustments and receipts
received through the mail. The proper utilization of the
features provided in this function will help insure that
patient balances are correct and insurance liabilities
are properly recorded.
To select the desired function either press the key for
the letter in brackets '()' for the desired function or
use the left/right arrow keys to highlight the desired
function and press the <enter> key.
(Note - One of the main features of this 'COLLECT' system
is that you now can distinguish between insurance
liabilities and patient liabilities. Patient Ledgers and
Statements now show three columns of amounts - insurance
liability, patient liability, and total liability patient
is requested to pay. Before you first use any of the
posting functions you should setup your table of
'Insurance Adjustment Codes'. These codes and
descriptions are used to inform the patient as to why the
insurance liability was not fully covered. Within
'COLLECT' you now have the ability to shift insurance
liability back to the patient for that portion of the
charge not accepted for insurance coverage. This is done
on individual charges on file for the patient. Along
with this liability shift you can enter an 'EOB' code
that describes the reason for this change. An example
would be 'Non standard procedure - not covered'. When
you print a patient Ledger or Statement this adjustment
code and reason are also printed. Proper utilization of
this feature will insure better communications between
you and your patients. To setup this code table select
the '(I)ns. adj. codes' function from the sub-menu
displayed at the bottom of this screen.)
(P)atient select: With this function you select the
specific patient you wish to post adjustments/receipts
to. Upon selecting this function you have the option to
either enter the patient account number directly or press
the 'F2' key to search for the desired patient master.
(Note - all posting will be done to a specific patient
and not to the account master for a given group of
patients.) This is the same search capability that you
have in both MEDshare#1 and DENTAL#1. Upon selecting
the desired patient master you will be returned to this
screen where that patients account number, name, current
aged balance, and ledger will be displayed. If there are
any 'NOTES' on file for this patient they will be
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displayed for your review before the patients ledger is
displayed.
(Screen 1 of 2)
Post adjustments: While you are in the ledger display you
are provided the option to select a given line item
charge to receive adjustment (shift insurance liability
from/to insurance to/from patient). THIS IS NOT THE SAME
AS POSTING AN 'ADJUSTMENT ENTRY'. To select a specific
charge to adjust (shift liability) use the up/down arrow
keys to move the arrows on each side of the transaction
date to the transaction you wish to work on. Next press
the 'P' - (P)ost adjustment key. (This function is only
valid for charges.) The transaction you selected will
then be presented to you in a special box that will allow
you to enter in the actual amount the insurance company
is accepting coverage for. This amount cannot exceed the
total transaction amount. The difference between this
insurance amount and the total transaction amount is then
passed on to the patient liability side. You are then
allowed to enter an 'EOB' code, from your personal table
of 'EOB' codes, that describes the reason for this
liability shift. When you print the patients ledger or
statement this code is printed next to the transaction
insurance amount and the 'EOB' codes and descriptions are
printed at the bottom of the listing.
'DELETE' Receipt or Adjustment: You can also identify
specific receipts and/or adjustments to be deleted from
the patients ledger. (You cannot 'DELETE' a line item
charge with this function.) To select the desired
receipt or adjustment to delete use the up and down arrow
keys to move the arrows on each side of the transaction
date to the transaction you wish to 'DELETE'. Once you
have selected the desired transaction press the 'D' -
Delete receipt/adjustment key. You will then be
presented with a message asking you to confirm your
request to 'DELETE' the selected transaction. Answer
this request with either a 'Y' or 'N'.
'X' - Special 'EDIT' function: Not shown as an option in
the displayed menu bar is a special 'EDIT' function
request key. This function provides you with the ability
to perform basic editing to three fields in the
transactions displayed in the patients ledger. To select
this function you must first select the transaction you
wish to edit using the up and down arrow keys to move the
arrows on each side of the transaction date to the
transaction you wish to 'EDIT'. Once selected press the
'X' key and that transaction will be displayed to you in
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a special box for editing. The fields you can change
consist of the Patient ID., Invoice date, and Invoice
number. After you have completed editing the selected
transaction the patients ledger will be re-displayed with
the edited transaction shifted to its new position in
that patients ledger. (If you changed the patient number
this transaction will - not - be displayed in this
patients ledger but will show up in the ledger of the
patient you transferred it to.) This function was
originally created to provide assistance in correcting
patient ledgers when changing from 'Processing by Date'
to 'Processing by Invoice'. You can also us this
function to correct minor posting errors. The total
dollar amount of edited transactions is never changed.
After you have made all of the adjustments necessary to
the patients ledger you are ready to post the actual
receipt or adjusting entry. To save you time in keying
in the correct invoice number you wish to post against us
the up and down arrow keys to select an entry having the
invoice number you wish to post against. After you have
selected this entry just press the <ESC> key to exit from
the ledger display and call back up the POST
RECEIPTS/ADJUSTMENTS sub-menu. This will capture the
invoice number for you so you do not have to key it in.
(Screen 2 of 2)
(R)eceipt/Adjustment post: With this function you post
the actual receipts and adjustments that affect the
patients open ledger balance. (This is not the same as
posting a shift in insurance liability.) Upon selecting
this function you will be presented with a special window
at the top of your screen through which you do your
posting. This window is placed in this location so that
the transactions in your last ledger display are fully
visible to you. With this visibility it is easy to
identify the correct invoice number to use for the entry
you are posting. If you had highlighted the invoice
number in the patients ledger prior to accessing this
screen that invoice number will be presented to you and
you will not have to key it in. If you have to break a
single receipt into more than one entry you will need to
key in the invoice number of those specific invoices you
wish to post against.
Entering transaction:
Inv. - Enter the invoice number that corresponds to the
charges in the patients ledger you posting this
receipt/adjustment against.
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Date - Enter the date of this receipt/adjustment.
Table/code - The code for the table you are verifying
this transaction with is the default table assigned to
the patient and is displayed to you. If this is not the
correct table for this transaction enter in the correct
table. Next enter in the code for the receipt/adjustment
you are posting. This must be a valid code within the
table you are using.
Description - After you have entered a valid
receipt/adjustment code you will be displayed its
description. You can key over this description if
necessary or just press the <ENTER> key to accept it.
Rec/Adj Amount - Enter in the value of the
receipt/adjustment you are posting. If this is a negative
entry enter the '-' on the left of this amount. (Note -
adjustments are entered at face value. To increase
patient balance enter a positive adjustment. To decrease
a patients balance enter in a negative adjustment.)
Ck.# - If this is a check enter the check number.
Ins. Co. - If the code you entered is identified in your
charge table with an insurance flag of 'Y' you will be
required to enter the code for that insurance company.
This will be one of the two codes that can be displayed
in the bottom of this window. Only one of these codes is
valid for this entry. (Note - The default value will be
the Primary insurance carrier reference code.) If this
is not an insurance entry you will not be allowed to
enter anything into this field. After you have entered
all information you have the option to accept or change
what you have entered. If you accept this entry and it
is in error you will need to delete this entry and enter
in a correct one.
Upon completion of this entry you are returned to the
POST RECEIPTS AND ADJUSTMENTS sub-menu. Before you post
another transaction to this patient you should do a
ledger display in order to locate the next set of charges
to post to.
(L)edger: With this function you can request the re-
display of a specific patients ledger. This can be
directed to either the printer or to screen.
(D)isplay - With request you display the patients ledger
to the screen. The last 10 - 12 transactions (most
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current) are displayed first. You can then use the
up/down pgup/pgdn key to display that portion of the
patient ledger you need to look at. While in this display
ledger mode you are also provided the option to (P)ost
insurance liability adjustments. This is the same
feature that was available when you first called up this
patient for review.
(L)ist - This feature will create a printed listing of
this patients ledger. The format of the printed patients
ledger can vary depending upon the options you enter. If
you are processing by 'DATE' your options will be limited
to the transaction date range and if you wish a 'Balance
Forward' at the top of the ledger. If you are processing
by 'INVOICE' you can request - 'All' invoices, 'All' open
invoices, 'Specific' invoice, and transaction date range.
Also when you make this request to list this patients
ledger you are provided the option to either include, or
exclude, the insurance liability for each charge in the
ledger total. This can give you a better understanding of
the patients true liability they are currently
responsible for. These questions provide you with the
ability to request a ledger that will closely resemble a
statement that can be sent to the patient requesting
'Balance Due'.
(N)otes: With this function you can display, add to, and
maintain the 'NOTES' you wish to keep on file for this
patient. This is the same 'NOTES' function that you have
in MEDshare#1 and DENTAL#1.
(A)dd - Use this feature to add new notes to the patients
'NOTE' file.
(D)elete - Use this feature to delete a specific note
from the patients 'NOTE' file.
(E)OB Codes: - One of the main features of this 'COLLECT'
system is that you now can distinguish between insurance
liabilities and patient liabilities. Patient Ledgers and
Statements now show three columns of amounts - insurance
liability, patient liability, and total liability patient
is requested to pay. Before you first use any of the
posting functions you should setup your table of
insurance adjustment codes - 'EOB Codes'. These codes
and descriptions are used to inform the patient as to why
the insurance liability was not fully covered. Within
'COLLECT' you now have the ability to shift insurance
liability back to the patient for that portion of the
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charge not accepted for insurance coverage. This is done
on individual charges on file for the patient. Along
with this liability shift you can enter a code that
describes the reason for this change. An example would
be 'Non standard procedure - not covered'. When you
print a patient Ledger or Statement this adjustment code
and reason are also printed. Proper utilization of this
feature will insure better communications between you and
your patients. To setup this code table select the
'(E)OB codes' function from the sub-menu displayed at the
bottom of this screen.)
To setup, and maintain, this table of insurance
adjustment codes select the sub-menu function (E)OB
codes. Upon selecting this function a listing of all the
current codes on file will be displayed to you. Use the
pgup,pgdn arrow keys to view the entire table if the
listing will not fit on one screen.
MAINTENANCE - In order to do any maintenance on this list
of codes press the <ENTER> key. The code currently
highlighted will be carried forward into this maintenance
function and displayed to you.
(A)dd - Use this feature to add new codes and
descriptions to the EOB code table.
(C)hange - Use this feature to change and existing code
in this EOB code table.
(D)elete - Use this feature to delete a specific code
already existing in your EOB code table. Keep in mind
that any transaction already using this code will no
longer be able to locate it and retrieve its description
for listing on ledgers and statements.
EXIT TO 'MASTER' MENU: After you have completed all
postings to the patients ledger you can return to the
COLLECT - Master Menu by just pressing the 'ESC' key.
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