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MED#1
Medical Office Management System
Versions 1.07
(Summer 1993 update)
Copyright 1989,90,91,92,93
All Rights Reserved
By:
MEDshare, Inc.
4100 West 15th, #103
Plano, Texas 75093
Sales and general information: 1-800-233-0560
Technical support............: 1-214-736-1067
LIMITATION OF LIABILITY
THE FOREGOING WARRANTY IS IN LIEU OF ALL OTHER
WARRANTIES, EXPRESSED OR IMPLIED. INCLUDING, BUT NOT
LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND
FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT WILL
MEDSHARE BE LIABLE FOR CONSEQUENTIAL DAMAGES EVEN IF
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
GENERAL
If any of the provisions, or portions hereof, of this
agreement are invalid under any applicable statute or
rule of law, they are to that extent to be deemed
omitted.
DISCLAIMER
MEDshare, Inc. makes no representations or warranties
with respect to the contents hereof and specifically
disclaims any implied warranties of the merchantability
of fitness for any particular purpose. MEDshare also
reserves the right to make modifications to this program
at any time without notification to current users.
Page 1
INTRODUCTION
MED#1 - Medical Office Management system for micro
computers will increase efficiency in the daily
administration of the business side of your medical
practice. MED#1 has been designed with special features
unavailable in other medical systems and is very 'user
friendly'. We're confident you will find MED#1 one of
the easiest systems to use, especially if you are already
acquainted with computer operations. But, even if you
aren't, MED#1 will take you through operations with
simple one-key functions that follow the logical
progression of your normal routine. With an awareness of
the spiraling costs of office administration, MEDshare,
Inc. has developed its marketing concept to deliver the
best possible product at a price far below existing
medical systems.
MED#1 WILL OPERATE ON MOST POPULAR MICRO COMPUTERS,
ALLOWING YOU TO TAKE ADVANTAGE OF A LOCAL COMPUTER STORE
FOR HARDWARE SUPPORT. MED#1 IS SO EASY TO USE YOU DON'T
HAVE TO SPEND THOUSANDS OF DOLLARS TO TRAIN OFFICE
PERSONNEL.
The best advantage of MED#1 is this opportunity to fully
test the system before you make your purchase decision -
'TRY-BEFORE-YOU-BUY'. While you are limited to 100
patients in the un-registered version, that is the only
limitation. You can take those 100 patients through
every function of recording, posting transactions and
billing, allowing you to test to the full extent of the
system. Upon registration you receive a unique
registration number that will unlock you from this 100
patient limit. THE SYSTEM YOU ARE TESTING IS THE ACTUAL
SYSTEM YOU WILL BE USING. (You will receive a copy of
the newest version of MED#1 available along with your
registration.)
No other software company gives you this kind of
opportunity, and we encourage you to copy your un-
registered disk and share it with a colleague who might
be interested.
No special forms are required for printing. All reports
will be printed on 8 1/2" by 11" standard stock paper.
Custom statement forms, the standard insurance HCFA-1500
(AMA-1984 and AMA-1990) forms, and various state
insurance forms are supported and available through
MEDshare, Inc., but the system will print without them.
Copies of the standard forms are available will be sent
to you upon request. You will need to contact your local
supplier for all state required insurance forms.
Now, more than ever, computerization is a part of every
medical practice. It's faster, more accurate and opens
Page 2
you up to the opportunities of future technical advances.
MEDshare, Inc. is committed to making that a reality,
especially for the single doctor practice where cost
factors and limited personnel made it impractical in the
past. We are also committed to a 'stand by you'
philosophy of business, offering a sales and phone
support team to provide assistance as needed. MEDshare,
Inc. will keep you updated on advancements that will
enhance or improve your existing system.
*** SUMMER 1993 RELEASE ***
MED#1 - Version 1.07 was initially released in the spring
of 1992 as an upgrade for version 1.06. At that time the
primary features new to the MED#1 - Medical Office
Management system included improved transaction posting,
expanded insurance information capture, and the ability
to operate in a network environment. During this same
time MEDICARE was releasing it's new HCFA-1500 (Rev
12/90) insurance form as a required replacement of the
older HCFA-1500 (1984) form. As with anything new - and
especially anything government backed - confusion as to
how to fill out this new form created additional work for
everyone. For the past twelve months many changes have
been made to the MED#1 - Version 1.07 program and most of
these changes were related to the use of the new HCFA-
1500 form. In addition to all of this MEDICARE and all
other primary insurance carriers started to pressure all
providers to file their insurance claims electronically -
not on paper. This requirement is due to the insurance
carriers need to cut overhead costs and speed up
insurance claim processing.
This current release of MED#1 - Version 1.07 (Summer
1993) contains all of the required changes needed to
handle the new HCFA-1500 insurance form (and its various
special formats) and enhancements for Electronic Claims
Servicing. In addition to the changes made to MED#1
changes have also been made to its companion program -
COLLECT - Version 1.04 - so that it can be called
directly from MED#1 and provide additional accounts
receivable support. In the support of Electronic Claims
Servicing two new programs have been developed - ECS01
and ECS02. Each of these programs interface with MED#1
to extract information necessary for the formatting of
insurance claims for electronic transmission to two
different insurance claims clearing houses.
If you have any questions please give MEDshare, Inc. a
call using the Technical Support line at 1-214-736-1067.
Sincerely
Paul E. Tucker
MEDshare, Inc.
Page 3
INDEX
Copyright notice................................. 1
Introduction..................................... 2
Index............................................ 4
System requirements.............................. 10
Backup........................................... 12
Installing the MED#1 program files............... 13
MED_UPDT.EXE..................................... 17
Primary system initialization (New Users)... 17
Single user system..................... 17
Multi user 'NOVELL' system............. 17
Multi user 'NET BIOS' system........... 17
Updating data files to new requirements..... 18
Changing from single user to network user... 19
Electronic Claims Subsystem 'CLEANUP.EXE' program 20
Registering your copy of MED#1................... 21
Keyboard usage:
General key usage........................... 22
'F1' help .................................. 23
'F2' search ................................ 23
'F3' add new ............................... 23
'F10' memory check ......................... 23
Common problems and solutions.................... 24
Getting started.................................. 26
MED#1 - Master Menu ............................. 29
Patient 'Master Menu'....................... 31
Patient 'Sub Menu'..................... 32
Select/Search..................... 32
Inquire........................... 32
Add new........................... 33
New account.................. 33
New patient.................. 33
Change............................ 36
Delete............................ 36
Skip +/-.......................... 37
Notes............................. 37
Print............................. 38
Transaction post....................... 39
Post transactions................. 39
Insurance information........ 39
ICD-9 codes.................. 40
Post......................... 41
Page 4
Edit......................... 45
Delete....................... 45
Delete transactions............... 47
Ledger display.................... 47
By: account.................. 47
By: patient.................. 47
Ledger................................. 49
Display........................... 49
Print............................. 49
Bill................................... 50
Super bill........................ 50
Patient select............... 50
Selection by date............ 50
Selection by invoice and
date......................... 50
Insurance......................... 51
Patient select............... 51
Insurance information........ 51
Transaction selection........ 51
Recall................................. 53
Display........................... 53
Post updates...................... 53
Add new...................... 53
Change....................... 53
Delete....................... 53
Skip +/-..................... 53
History................................ 54
Display........................... 54
Post updates...................... 54
Add new...................... 54
Change....................... 54
Delete....................... 54
Skip +/-..................... 54
Reports Sub-menu............................ 56
Charges & Adjustments.................. 58
by: Invoice number................ 58
Receipts............................... 59
Month-to-Date Summary.................. 60
For month......................... 60
Total Liability................... 60
Insurance Liability only.......... 60
Prior months balance forward...... 60
General Ledger Journals................ 61
Recap for selected time period.... 61
Extract for posting to G/L........ 61
Aged Accounts Receivables.............. 63
Age by: Account................... 63
or, Patient................... 63
Age by: Invoice................... 63
or, Date...................... 63
Sequence by....................... 64
Account...................... 64
Last name.................... 64
Debit balances.................... 64
Page 5
Zero balances..................... 64
Credit balances................... 64
Last statement date............... 64
Current statement date............ 64
Statements............................. 65
Billing cycle .................... 65
Formatted for Account or Patient.. 65
Last statement date............... 66
Current statement date............ 66
Starting account number........... 66
Ending account number............. 66
Debit balance..................... 66
Zero balance...................... 66
Credit balance.................... 66
Custom statement forms............ 66
Print Practice Name............... 66
Print insurance post flags........ 66
Statement message................. 66
Insurance forms batch print............ 68
Display pending................... 68
Cancel print request......... 68
Print pending insurance forms..... 68
Form selection............... 68
Form alignment............... 68
*ECS#1* Selection................. 68
*ECS#2* Selection................. 69
*ECS#3* Selection................. 69
Letters & Recalls...................... 71
Recall letters.................... 71
Mailing labels.................... 72
View pending recalls.............. 72
Sequence by patient.......... 72
Sequence by date............. 72
Edit selected recall......... 73
Printer listing.............. 73
Special selections................ 73
REASON FOR................... 73
Selection parameters......... 73
Mailing labels............... 76
Listings..................... 77
Sequence................ 77
Format of listings...... 77
Phone number....... 77
Date last seen..... 77
Letters...................... 77
Patient recaps......................... 78
Print current pending............. 78
Special selection................. 78
Display pending................... 78
Letters .................................... 79
Automatic recall requests.............. 79
Word processing keys................... 80
(D)isplay letters...................... 81
Page 6
(M)aintenance.......................... 81
(I)nquire......................... 81
(A)dd new......................... 81
(C)hange.......................... 82
(D)elete.......................... 82
(+/-) skip........................ 82
(L)ist to printer...................... 82
Collection Sub-system 'CALL' exit........... 83
Using Un-registered COLLECT............ 83
Using Registered COLLECT............... 83
Insurance carrier Sub-menu.................. 84
Display insurance carriers............. 84
By name........................... 84
By code........................... 84
Insurance Carrier maintenance.......... 85
Inquire........................... 85
Add new........................... 85
Change ........................... 85
Delete............................ 85
Skip +/-.......................... 86
Insurance Carrier List, Labels, and
Letters................................ 86
Sequence.......................... 86
By name...................... 86
By code...................... 86
Listing........................... 86
Labels............................ 86
Letters........................... 86
Doctor Sub-menu............................. 87
Display doctors........................ 87
By last name...................... 87
By code........................... 87
Doctor maintenance..................... 87
Inquire........................... 87
Add new........................... 87
Change............................ 88
Delete............................ 88
Skip +/-.......................... 88
Doctor List, Labels, or Letters........ 88
Sequence.......................... 88
List to printer................... 88
Labels............................ 89
Letters........................... 89
Tables Sub-menu............................. 90
Display/Select tables.................. 90
Display table codes.................... 90
By description.................... 90
By code........................... 90
Code/Table maintenance................. 90
Inquire........................... 91
Page 7
Add new........................... 91
Change............................ 94
Delete............................ 94
Show.............................. 94
Skip +/-.......................... 94
List Code Tables....................... 94
All tables........................ 95
Selected table.................... 95
Utilities................................... 96
Application Support Utilities.......... 97
Update Practice Data.............. 98
Practice Name and Address.... 98
Federal Tax ID............... 98
Sales Tax percentage......... 98
Practice PIN (Group)
numbers...................... 98
Assigned Ins. Form usage..... 99
Non-assigned Ins. Form
usage........................ 99
Printing Aging/Statements.... 99
By Account/Patient...... 99
Age Accounts Receivables..... 99
By Date/Date............ 99
Last Invoice Number.......... 99
Last Account Number.......... 99
Registration number.......... 99
Paid Invoicing deletion........... 101
Password..................... 101
Create 'BACKUP' of data
files........................ 101
Delete invoicing prior to
date......................... 102
'DELETING' old invoicing..... 102
Create new charge table from
existing table.................... 103
Delete existing charge table...... 104
Finance charge.................... 105
Calculation of charges....... 105
Posting of charges........... 105
Transfer patient data to new
account........................... 106
Old patient.................. 106
New patient.................. 106
Recall 'DELETED' account or
patient data...................... 107
Recall 'DELETED' account..... 107
Recall 'DELETED' patient..... 107
Ledger code transaction update
post.............................. 108
Reason for usage............. 108
System Support Utilities............... 109
Page 8
Re-index data files............... 110
Other options................ 110
Doctor assignments................ 111
User 'REGISTRATION' form.......... 112
Purge 'DELETED' records........... 113
Password..................... 113
Change printer devices............ 114
Plain paper forms............ 114
Custom forms................. 114
Adjust date format................ 115
Monographics color................ 116
Set 'DEFAULT' values.............. 117
Type of Service insurance
conversions.................. 117
Place of Service insurance
conversions.................. 117
Doctors providing service.... 118
Electronic Claims 'EXTRACT'
modules...................... 118
Other 'DEFAULT' values....... 119
Insurance form defaults. 119
Super Bill message...... 119
EXIT to DOS................................. 120
Other:
Service and support.............................. 121
Upgrades......................................... 122
New releases..................................... 124
GLOSSARY of terms................................ 125
Insurance form print modules supported........... 126
Place of Service conversion table................ 129
Type of Service conversion table................. 130
Champus Branch of Service codes.................. 131
Champus Pay Grade codes.......................... 132
Champus Status codes............................. 133
Data files:
PATIENT.DBF................................. 134
PATCASE.DBF................................. 140
COMMENTS.DBF................................ 145
HISTORY.DBF................................. 146
RECALLS.DBF................................. 148
CHGTABLE.DBF................................ 150
DOCTOR.DBF.................................. 152
INSCO.DBF................................... 154
LETTERS.DBF/DBT............................. 156
TRAN.DBF.................................... 157
TAG_INS.DBF................................. 162
TAG_RCAP.DBF................................ 163
MEDGL.DBF................................... 164
F_ERROR.LOG................................. 166
Page 9
