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CHIRO ----- Patient Data Base and Claim Form Processing Version 5.0 - 9/90 PROGRAM GUIDE C & C Computer Support Michael A. Currao RR 3, Box 3700 Factoryville, PA 18419 LICENSE AGREEMENT (C)Copyright 1987,88,89,90 C & C Computer Support - CHIRO.EXE . You assume responsibility for the installation, use, and results obtained from this program. . This program is provided without warranty of any kind, either expressed or implied. All warranties are disclaimed. . The entire risk as to the quality and performance of the program is with you. Should the program prove defective, you assume the entire cost of all necessary servicing, repair, or correction. System Requirements ------------------- IBM Personal Computer(tm) or compatible 512K of random access memory (RAM) Minimum 10 meg Hard Drive 80 column monitor (MONO, CGA, EGA, or VGA) PC-DOS or MS-DOS, version 3.0 or higher 80 character per line printer Claim Forms (HCFA-1500) Explanation of Diskette files ----------------------------- CHIRO.EXE - Main program CLAIM.DAT - Sample Patient file INDEXREC.DAT - Sample index records INSTALL.BAT - Batch file for Hard Drive installation CHIRO.DOC - Program Documentation MANUAL.BAT - Batch file to print Documentation CARRFEE.DAT - Sample Co-Payor File and Fees SURGPROC.DAT - Sample Surgical/Procedure Codes DIAG.DAT - Sample DX Diagnosis Listing Start DOS --------- Follow the procedures outlined in the system's Operating Manual for the version of DOS installed in your system, to obtain a DOS prompt. On a hard drive system the prompt is usually C>. Running CHIRO ------------- At the C> or the directory prompt (eg. C:\CHIRO>) type "CHIRO" AFTER you have entered the date and time. Always enter the correct date and time when running the program. If your system contains a clock/calendar option simply type "CHIRO" to start the program. The system was designed to automatically adjust itself for any type of monitor (CGA, EGA, VGA or monochrome). MAIN MENU --------- All functions are selected through the MAIN MENU. The two main functions of the program are to print Claim Forms HCFA-1500 and to maintain a data base of the forms submitted. In addition, the system provides the capability of a full Patient Calendar Appointment Scheduler and a versatile Statement facility which can be used for billing or walk-ins. The data base will contain a permanent record of Office Visits, Diagnosis History, Procedure Codes, and Charges. Patient records can be Created, Displayed, Modified, and Deleted. As new records are created the system will automatically sort the records in alphabetical order. Certain functions, such as searching for a particular record, or bringing up HELP screens, can be activated at various sub menus or screens. 1 - CREATE NEW PATIENT RECORD ----------------------------- After you type in the full name of the new Patient the system will perform a search of all existing records to make certain that a duplicate name has not been entered. If the name must be re-typed simply hit the F7 Function key to refresh the input screen. If you wish to see the names of those Patient records already existing on the file hit the F3 key and scroll through the list of names. If the name is acceptable the system will activate Function key F6 to save the new record. You will then be presented with the first of three screens which will be used for all data base functions such as new record creation, editing, browsing, billing, etc. Screen 1 (General Information) contains all basic information regarding the Patient. Screen 2 (History Information) is designed as a facsimile of Claim Form HCFA-1500 and contains all Visit information and charges. Screen 3 (Optional) contains all information relating to the Insured, Co-Payor and other Carriers. Within all 3 screens you will be prompted by a highlighted bar area for data input. The highlighted area actually illustrates, in graphic form, the length of the field. Over 50 items of information can be entered to create the Patient Record. All NUMERIC fields, including DATE fields are automatically adjusted to provide proper alignment when a print of the Claim Form is requested. Full word processing functions are available for each field. For instance, you may insert, type-over, delete, use the Home and End keys or edit any character entered. 2 - DISPLAY AND EDIT RECORDS ---------------------------- Selecting this item will allow you to scan the entire data base index file to select an existing Patient record. You may type in the first initial of the Patient's last name to jump to the group of Patients starting with the initial selected. A pop-up window will prompt you accordingly. When the Patient record is found all 3 screens described above will become available to you for browsing or editing. All displayed fields can be changed with the exception of Total Charges and Co- Payor amounts. Total Charges are automatically calculated during creation of a new record or modification of an existing record. Co- Payor amounts must be established via selecting Item 9 in the Main Menu. The System will display an error message if the NumLock key is active, as it must be OFF to use the cursor keys. The function to remove a record is available by typing "DELETE" in the first six positions at the Name prompt on Screen 1. You will be asked to confirm this choice before any action is taken. Although Form HCFA-1500 allows only six entries HCFA has been designed to permit up to 12 entries on the form, therefore, the Patient file will hold up to 12 Claim history items. In addition, please note that Visit dates are NOT restricted to 8 digits, thereby allowing multiple date entries, such as 4/3,7,18/90. SPECIAL FEATURES YOU SHOULD BECOME FAMILIAR WITH: Screen 1 - It is only necessary to type in the 5 digit DX code in any one of the four diagnosis fields and the system will generate the diagnosis verbiage as originally established by you via selecting Item 9 in the Main Menu. The current date will be automatically generated for CONSULTED and SIGNATURE DATE. You may change the dates if you wish. Screen 2 - It is only necessary to fill in the procedure code and the system will generate the procedure verbiage again as described by you via Item 9 on the Main Menu. A Pop-Up calculator is also available to assist you in determining the line charges of visits and procedures versus units. A very special feature in this screen is the private Pop-up memo which becomes a permanent part of the Patient record and is not available for display elsewhere. This is your personal note pad to be used as desired. If an additional Form HCFA-1500 is needed for the same Patient, it is not necessary to create a new record. Simply clear out the visit data by hitting the F8 Function Key. The data will be permanently deleted, therefore, you should maintain a printed copy of the prior record contents. Screen 3 - Answering "Y" to APPLY CO-PAYMENT will search the Carrier Information file established via Item 9 in the Main Menu and the co-payment amount displayed on Screen 3 will then be added to AMOUNT PAID and subtracted from BALANCE DUE. You may reverse this action by changing your response to "N". The system automatically defaults to "N" when a record is created. 3 - FILE MAINTENANCE & PURGE ---------------------------- This menu selection is used when you want to physically remove Patient records that are no longer needed. The only records that will be erased will be the ones you previously marked for deletion. This is accomplished on Screen 1 by typing "DELETE" in the first 6 characters of the Patient's name entry. The system is designed to physically maintain all records, whether or not you mark them for deletion and will only be removed with this function. The purge function should be used with CAUTION, as the deleted records cannot be recovered. It is recommended that this function be used only when the data base grows very large, which in turn will slow up all search functions or when disk space is needed. If no records are marked for deletion the purge function will rewrite each Patient record intact, and will report the results of the activity. A new index file is created after the purge. 4 - PATIENT STATEMENT & BILLING ------------------------------- This item will allow you to create and print a statement as designed by you on standard size computer paper (8 1/2" x 11"). The visit information for the Patient selected will be displayed on the screen. This information can be overridden or edited. Monetary fields can be blanked out and cannot be edited as they are controlled by the main processing done under Screen 2. Any changes to monetary items must be done via Screen 2. The first displayed screen represents the upper part of the form and the second screen represents the lower part of the form. Up to twelve lines of information may be entered on the lower portion of the statement. 5 - CLAIM SUMMARY REPORT ------------------------ Selection of this item will allow you to print a report of all claim forms submitted for the period of time specified by you. At the subsequent screen type in the beginning and ending dates of the time frame required. The system will search through the Patient database and select all Patient records falling within the selected date criteria, and will produce a report which includes the Patient's name, the date that the form was created, and monetary control items. Signature date entries (Item 12) must be entered for this function to operate properly. 6 - BACKUP PATIENT FILES ------------------------ The system will automatically backup critical files by placing a duplicate copy of the file on the hard disk after each session. It is up to you to determine when a physical backup should be made of the files on a floppy diskette, for extra security. It is recommended that this task be activated at least ONCE PER DAY. In the event of a disaster (eg. hard disk crash caused by power failure), the floppy disk backups can be used to restore all Patient data. Before selecting this item make certain that several FORMATTED diskettes are available for immediate use. If you select the item and formatted diskettes are not available, hit [ESC] to exit or abort the function. If your system contains DOS 3.3 or higher and you are not in a network configuration, the DOS SHARE command must be disabled in your CONFIG.SYS file for this function to work. 7 - PRINT FORM HCFA-1500 ------------------------ In addition to print Form HCFA-1500 directly from Screens 1 or 2 you may print forms from this selection which provides you with the capability of batching up to 10 forms for 10 different Patients. The Pop-up menu windows will guide you through the process and display the activity that will take place for the Patients selected. All Patient data including the Kind of Form (Program Block) should be entered on all 3 screens before printing, as this information is required on Claim Form HCFA-1500. Form HCFA-1500 must be set correctly in the printer to ascertain all fields are properly positioned. To do so, align the top of the form just above the printer head and print a few samples. Once you have determined that alignment of all fields is correct, it is recommended that you mark a blank claim form for future reference. If the volume calls for it, you should consider purchasing fan-fold perforated continuous forms of HCFA-1500 through your usual supply channels. 8 - APPOINTMENT CALENDAR ------------------------ This selection will provide you with the capability of maintaining a permanent record of scheduled visits. If an appointment file has not yet been created you will be asked to do so. The system will generate as many days as you desire. It recommended that you accept the default of 365 days. When the calendar is scrolled beyond the last day on file, the system will automatically generate additional days depending on how many days you select. The oldest days will be deleted so that the file does not grow to enormous proportions. If you wish to scroll more than one day please hold down the CTRL key while pressing PgUp or PgDn. A Pop-up calendar is available by selecting the F10 function key. 9 - MAINTAIN CODES & FEES ------------------------- This function will save you a great deal of typing once the verbiage and related codes are established. It is recommended that you complete as much as possible before using the system. Three separate tables of codes and verbiage are created and permanently stored, which then become available to the system. Entries for the first category "SURGICAL/PROCEDURE CODES" are used in Screen 2 under Procedure code. The related procedure will be automatically generated. If desired you may override and edit the verbiage or blank it out. Entries for "CARRIER (CO-PAYOR) FEES" will be used in Screen 3 to perform automatic calculation on balance due and amount paid. Entries for "DIAGNOSIS (DX) CODES" will be used in Screen 1 within any one of the four DIAGNOSIS entries. Any entry for any one of the three categories may be deleted or edited at any time. X - QUIT PROGRAM & BACKUP ------------------------- It is absolutely necessary to exit the program properly to trigger off automatic backup of the Patient Files. If the machine is turned off without properly exiting the program through the MAIN MENU, or if a power failure occurs, the integrity of the Data Base will be in question, and may require emergency restore measures. PURCHASE ORDER -------------- In order to obtain the full benefit of CHIRO you are encouraged to purchase the FULL program version. Doing so will enable you to receive a custom version which will give you the ability to automatically have your name, address, telephone number, social security number, and ID numbers placed on the claim form. In Addition you will not be limited to the number of Patient records. Most importantly, CHIRO is consistently maintained and supported, resulting in frequent updates because of insurance carrier and other requirements. Purchasing the FULL version will allow you to enjoy automatic update notification. Please complete the following Form and forward it along with the balance of $295.00, for the FULL version to: C & C Computer Support Michael A. Currao RR 3, Box 3700 Factoryville, PA 18419 ----------------------------------------------------------------- FULL NAME AND TITLE ------------------------------------ ADDRESS (LINE 1) --------------------------------------- ADDRESS (LINE 2) --------------------------------------- ADDRESS (LINE 3) --------------------------------------- TELEPHONE NUMBER --------------------------------------- SOCIAL SECURITY NUMBER --------------------------------- ID NUMBER --------------------------------------------- EMPLOYER ID --------------------------------------------- FORMAT 5 1/4" DISKETTE 3 1/2" CARTRIDGE ----- -----