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MANUAL.PT2
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1991-01-22
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MASTER MENU
The first screen that will come up when you activate
the system contains a date that should be current.
Beside the date is a 'Y' which is highlighted with the
cursor flashing underneath it. If the date is correct,
press the <ENTER> key. That will automatically call up
your MASTER MENU from which you can choose the section
you want to work in.
The system automatically puts you at the top of the
menu in the (P)atients section, and you can enter that
section by pressing either the <ENTER> key or the letter
<P>.
NOTE: This is the section where most of your work
will be done in creating patient medical and financial
records. Information stored here can be flagged for use
in the other sections.
If you want to move to another selection, you can
move the cursor by pressing the <ARROW> key. Using the
different arrow keys will move you up or down the menu
until the section you want to work in is highlighted.
Page 15
(P)atients Sub-Menu
NOTE: This is the section where most of your work
will be done in creating patient medical and financial
records. Information stored here can be flagged for use
in the other sections.
ENTERING the (P)atient section, will give you a sub-
menu for all functions you can perform. Again, selection
can be made by moving the cursor with the ARROW keys
until you are on the section you want to work in. To
enter that section, press the <ENTER> key or the letter
in () preceding the name on the sub-menu.
Page 16
(P)atients
The first time you use this part of the system, you
should enter the (P)atients section first to create
records for that patient. For later system use, you can
enter the other options directly and pull information
from the (P)atients section.
Entering the first option of the sub-menu will give
you a the first of three screens used to capture your
patient information. Along with this screen is a sub-menu
that allows you to indicate the type of maintenance you
wish to perform. If you wish to locate a specific patient
currently on file but you do not know that patients
account number press the 'F2' key. Pressing the F2 key
will call up a mini-screen with three options for
searching for this patient:
(L)ast name
(F)irst name
(A)ccount/patient ID
You can 'SEARCH' in any of those categories. For
example, move the cursor with the <ARROW> key until
you're on (L)ast name. Press <ENTER> and type in the
name. The system will display the file with the
requested name at the top of the list. Press <ENTER>
again, and that record will be called up and displayed on
the screen.
The sub-menu options displayed perform the following
functions:
(I)nquire
(I)nquire will display information for a specific
patient/account. If you want to use this option to
scan information to see if it is correct, press <ENTER>.
You will then get a 'prompt' asking for the ACCOUNT #.
Type in the ACCOUNT # and press <ENTER>.
Pressing the <ARROW> key will take you through all
the records of this 'Patient/Account'. To return to the
PATIENT/ACCOUNT MAINTENANCE (Screen) press <ESC>.
The first time you're using the system, you won't
have any data in your files to (I)nquire about, so you
will move to the second choice (A)dd new, and begin to
develop your patient/account records.
Page 17
(A)dd new
When you enter the (A)dd new section, the system
will give you a mini-screen to choose whether you want to
add a new ACCOUNT or PATIENT record. (Note - You must be
already within an account before you can select the
'PATIENT' add new request. If you select the PATIENT add
new request the next available patient number within the
current account will automatically be assigned for you.
If you select the ACCOUNT add new request the next
available account number will be returned to you. You can
override this with any other unused number by simply
typing over the returned number.)
Choosing either the (A)ccount or (P)atient option
will activate the screens needed for the display and/or
entry of the fields required. As you enter the
information, the cursor moves automatically from FIELD
to FIELD and SCREEN to SCREEN. (A FIELD is the space
designated for a specific piece of information such as
name, address etc.) The information you enter in the
BILLING INFORMATION SCREEN is only available for use
depending upon how you process your Aged Accounts
Receivables and Statements. If you process by Account
then this screen information is only valid if this
patient is also the account master (patient number '00').
If you process your Aged Receivables and Statements by
patient then this screen is valid for all patients.
A. All FIELDS for dates are set up for double
digits so all single digit months and days should be
preceded by a 0.
B. The 'CODE' field is a free-form field for use if
you have some sort of coding system for patient
filing. One use of this field is to identify BAD
DEBT account/patient's. This field is displayed next
to the account/patient ID. when you use the F2
search/display/select function. If you don't, or
don't want to use it, you can skip this field
by pressing <ENTER>. (Note: You can use this code
field to sub-group your patients. You can then use
the 'Special Recall' report feature to select these
patients for letters, labels, and listings.)
C. The 'SALUT' field is provided to enter the
salutation you want to use in recall letters. An
example of this field usage is: Dear Mr. Ed Jones
D. If you leave a field before you're ready, press
the <ARROW> key and it will take you back.
E. If you make a typing error, move the cursor with
the <ARROW> keys to the mistake and press <DELETE>
or <BACKSPACE>. Either one will remove the error.
Page 18
F. The system automatically capitalizes the first
letter in a field containing a word that is not
preceded by numbers. Example: LAST NAME - Doe. In
the address field the street name will not be
automatically capitalized.
(Insurance information.)
When you've finished the patient information
section, the system automatically moves you to the
'Financial/Insurance' patient information screen. Your
first function here is to assign a 'code table' number to
this patient. We highly encourage you to assign DEFAULT
00 by pressing the <ENTER> key. What this means is that
90% of the time this will be the table you want to use.
This code table you assign to the patient is the
STANDARD table that other sections of the system will
access for functions associated to this patient. You can
also make modifications to the STANDARD table to create
other tables.
A. The dentist assigned to patient is designated by
a number which you set up in your DOCTOR FILE. This
is the dentist that normally sees this patient.
B. Referring doctor field contains the
identification number that relates to a specific
dentist/doctor you have setup in your doctor master
file that provided this patient referral to you.
This dentist/doctor must already be setup in your
doctor master file before you can enter this number.
The other field for referrals is for you to
enter comments for other types of patient referral
were used to encourage this patient to use your
services.
B. In the 'insurance provider' field you can
designate the person within this account that has
the insurance policies that cover this patient
'X = self, S = spouse, P = parent, and O = other' by
entering the patient ID. for the current patient
record being processed. If someone else is the
'insurance provider' enter the patient number for
that person (must be a patient within this account
and must be currently on file).
To fill in the field for #1 Insurance carrier, type
in the abbreviation for the appropriate insurance
company as set up in your (T)ables. Example - Blue
Cross can be abbreviated as BX. If you don't
remember the abbreviation, type in an approximation.
You will then receive a 'prompt' if not found:
'F2' SEARCH - 'F3' TO ADD
Page 19
Press the <F2> key which will access your insurance
(T)able and give you the proper abbreviation. Press
the <ENTER> key to return to your previous function.
Then you can type in the correct abbreviation for
that insurance company.
C. If this patient has no secondary insurance
carrier, press the <ENTER> key and move on.
At the bottom of this section is a line:
Assigned (Y/N): N Ins. Co.: %
This is asking if payment is assigned directly to
the doctor from the insurance company. The percent
sign (%) in that same line is for what percentage
that insurance company pays.
(Billing information screen)
This is the third of three screens used to setup
information relative to this patient. KEEP IN MIND THAT
THE INFORMATION YOU ENTER INTO THIS SCREEN IS DEPENDENT
UPON THE MODE OF AGED RECEIVABLES AND STATEMENT
PROCESSING YOU ARE USING. IF YOU ARE LISTING YOUR
RECEIVABLES BY PATIENT THEN THIS INFORMATION IS USED FOR
EACH PATIENT YOU SETUP. IF YOU ARE LISTING YOUR
RECEIVABLES BY ACCOUNT THEN THIS INFORMATION IS USED ONLY
IF THE PATIENT NUMBER IS '00'.
After entering the all of the required account/patient
information the system will ask you if you want to SAVE.
A 'Y' will be highlighted on your screen. Press <ENTER>
for YES and the entered information will be saved to the
hard disk. If you do not wish to save the entered
information PRESS <ESC> TO EXIT and you will be returned
to the sub-menu.
(C)hange.
Selecting that function will initiate a 'prompt' for
the ACCOUNT/PATIENT #. Type in the # of the account you
wish to change. The sequence of screens in this function
is the same as in (I)nquire and (A)dd new.
Page 20
(D)elete.
You will use this function as your practice grows
and changes. Deleting old files makes room for new ones.
Selecting the (D)elete function will again 'prompt' for
the ACCOUNT/PATIENT #. If you aren't sure of the number,
you can press the <F2> key. (A HELP LINE is displayed at
the bottom of your screen.)
As a built in safeguard, the 'prompt' at the end of this
function will ask:
DELETE THIS ACCOUNT (Y/N):
The default will automatically be set to an 'N'.
This avoids the possibility of making a mistake by
hitting the wrong key at the wrong time. The system
wants you to be sure you're ready to delete. Deleting is
easy, restoring isn't.
(+)skip/(-)skip
The (+)skip and (-)skip options allow you to advance
to the next (+), or previous (-), patient record within
the current account. Account/patient records selected in
this manner are then displayed on the screen and you are
returned to the (P)atient sub-menu to select the next
function.
(N)otes.
You enter this function the same way you entered
previous functions. These 'NOTES' can consist of any
information you may wish to maintain on a specific
account/patient. This information differs from history in
that it is not prompted for at time of transaction
posting but patient notes are displayed to the operator
upon initial presentation of patient information while in
patient maintenance and upon initial request to post
transactions to this patient. Some good possible uses of
these notes are for patient credit status and/or initial
diagnosis codes used in patient transaction posting. If
you are displaying an account/patient using the (I)nquire
function, and that account/patient has notes on file, the
notes of that account/patient will be displayed to you
automatically before the first data screen.
Page 21
(P)rint.
With this 'PRINT' option you can request a listing of a
specific patients profile to the printer. You can print
any or all of the records you created in the other
functions. This patient profile sheet can be given to the
patient each time they come into your office. In this
manner the patient can mark any corrections needed to be
entered. This use of this form makes it easier to update
known patient data that must be changed.
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TRANSACTION POST/DELETE/LEDGER
You select and enter that option the same way you
selected the (P)atients option.
(T)ransaction post
Selecting this function will call up the transaction
posting screen:
ACCOUNT/PATIENT - TRANSACTION POST
If you're ready to post transactions, press <ENTER>.
Then type in the patient's account/patient number. (If
you do not know the patient account/patient number press
the 'F2' hot key in order to search for that patient.)
Upon entering the patient account/patient number the
patient's name and current insurance filling status.
Upon the initial location of the patient master that you
are to post transactions to you will be displayed any
notes on file for that patient. (Note: Notes are only
displayed if there are notes on file for this patient.
This is a convenient way to notify the operator of the
financial status of the patient, or to display the
diagnostic codes used for last patient visit.) This
display of notes can be terminated by pressing the <ESC>
key.
You are then displayed the screen you will be using for
the posting of all patient charges, receipts, and
adjustments. Before you can enter any transactions for a
patient you must confirm that the patient's insurance
status and information is correct. This is the same basic
information you can setup using the patient maintenance
function. This screen is provided to save you the effort
of having to go back to the patient maintenance screen
for any correction of this information.
(Note: A common problem for new users of the DENTAL#1
system is in not understanding how to post receipts and
adjustments. When you setup each of your charge tables
'00' - '99' you must setup codes for transaction types 'C
= charges, R = receipts, and A = adjustment's'. These
three types (C,A, and R) of codes must be present within
each table. You post receipts and adjustments the same as
you post charges. Review instructions on setting up your
tables if this concept is not clear.)
After you have identified the patient to receive the
transaction postings you will be presented with a unique
invoice number by DENTAL#1. You can either accept or type
over this invoice number. This invoice number will remain
constant for all following postings and will not be asked
Page 23
for again. You will remain in a transaction posting cycle
until you press the <ESC> key to terminate posting.
(Note: Use the <ESC> to terminate a normal transaction
posting only when you are in the transaction DATE field.
Pressing the <ESC> key at the end of a transaction entry
will result in the last transaction not being posted. A
MESSAGE STATING TRANSACTION NOT POSTED WILL BE DISPLAYED
IF THIS HAPPENS.) Change the date if necessary then enter
each line item of the invoice for this patient. If you
are entering charges you will be stepped through all the
fields displayed in this screen. If you are entering a
receipt, or adjustment, you will be displayed an
abbreviated screen that accepts only the information
needed for such an entry. Following the last entry for
each transaction the system checks to see if the charge
code entered is to be considered for setting up a
'RECALL' or 'HISTORY' entry and if it is insurance
related. If the answer is 'Y' (or yes) then special
screens, and messages, are displayed that will allow you
the option to enter such information. The insurance print
question if displayed at this time is in reference to
printing this last entry on an insurance form. Answer
this question with a 'N' for those entries that should
not be printed on an insurance immediately following this
posting cycle. These transactions will receive the proper
insurance status flagging an posted to the patients
transaction file as if they had already be printed on and
insurance for. Upon completion of your posting cycle for
the current patient you will be immediately provided to:
1) print patient insurance claim form if the patient is
assigned for insurance coverage, 2) print a hard copy of
the patients Super Bill.
Print insurance claim form.
(This option is only presented to you if the patient you
have been posting transactions to has a 'Y' status for
insurance assignment and you have posted entries that are
to be printed on an insurance form.) If you do not wish
to print the insurance claim form at this time just enter
'N'. Insurance forms not printed at this time can be
printed at the end of day through the 'REPORTS -
INSURANCE BATCH PRINT' option.
If you do decide to print the insurance claim form at
this time the first screen presented to you will ask if
you wish to use the ADA-1985 preprinted form. If you
enter 'N' you will then have the insurance claim form
printed on plan paper. If you enter a 'Y' then you are
next asked if you wish to line up your forms.
This forms alignment request will be repeated until you
enter 'N'.
Page 24
DENTAL#1 - Version 1.03 has been designed to use handle
the ADA-1985 supplied by any of three suppliers. Although
this is a standard form each supplier's form can vary in
physical layout so that it will not work with the format
layout for another supplier's form. Select the UTILITIES
- SYSTEM SUPPORT SUB-MENU - SET DEFAULT VALUES in order
to identify the supplier you are using for proper forms
alignment.
You are presented with the option to print a hard copy of
the posted patient Super Bill for all patients. If you do
not wish to print this Super Bill just enter a 'N'. If
you do wish to print the Super Bill enter a 'Y'. The
Super Bill is in a format that can be used by many
patients for filling their own insurance claim form. All
information other that insurance company and provider is
printed on this form.
Following the Super Bill you will be taken back to the
patient account/patient number input field for entry of
the next patient number. If you have no more patients to
post transactions to then press the <ESC> key to
terminate the posting cycle.
(D)elete
Select this option if you wish to delete specific
transactions for the displayed patient. Upon selecting
this function you will be displayed all transactions on
file for the selected patient in date order. You can
delete any of the displayed transactions. (Note - Once
deleted the posted transaction can no longer be accessed.
Deleting a transaction will affect the account/patient
ledger and aged receivables. The only way to correct the
deletion of a transaction in error is to either recall
that deleted transaction or post a replacement entry.)
(L)edger display
Select this option in order to display this
patient's patient or account ledger. Being able to
display the patient/account ledger at this time allows
you to identify the invoice to receive the posted
receipts and/or adjustments.
Page 25
LEDGER
Ledger displays can be for the ACCOUNT or the PATIENT and
you will be prompted to identify the type of ledger you
wish displayed.
ACCOUNT/PATIENT - LEDGER - LEDGER REQUEST
(D)isplay
The initial display of the ledger will consist of a
display of the current aged account/patient balance and
the last seven transactions for the account/patient. You
are then prompted if you want a display of ALL
transactions in the account/patient ledger.
If you select the display of all transactions you will be
presented with a clean screen and you will be displayed
about 20 (or less) transactions at a time starting with
the oldest transaction on file. (If you are displaying a
ledger for an account the transactions are displayed in
date/patient sequence with each patient's name displayed
before their transactions.)
(P)rint
Before you can request a printed ledger for an
ACCOUNT/PATIENT you must have first selected a patient
for display. You are then provided the option of listing
either a ledger for the ACCOUNT or PATIENT and also
limiting the listing to only those transactions for a
given date range.
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BILLING
With this sub-menu you can print either a SUPER BILL or
INSURANCE CLAIM FORM for a specific patient.
(S)uper bill
The request for a (S)uper bill will result in the
printing of an invoice of current charges and receipts to
be given to the patient. Upon requesting this option you
are requested to enter the invoice number and/or date
range for the transactions you wish to show on the
invoice. The default date will be the current date but
you can override these dates with what ever range you
wish. All transactions will be listed in date order with
a net total summarizing the invoice.
You are also offered several print options that affect
the contents and format of the Super Bill being printed.
These options are:
1. The ability to NOT print NON-Insurance items. This
feature allows you to print a Super Bill showing only
those charges and receipts that are insurance related.
You will want to use this feature to print Super Bill's
that are to be filled with the insurance company for
payment. In this manner the patient's co-pay amount,
which is not insurance related, is not shown on the bill
and the insurance company payment is based on total
charges that are insurance related. This means that the
patients co-pay is not applied to the insurance related
charges before the insurance company determines your
compensation. You receive maximum compensation.
2. The ability to NOT print the patients, or accounts,
Aged Receivables balance. If you do not print this aged
balance then the Super Bill is strictly an invoice for
current charges. If you do print the aged balance then
the Super Bill is both and invoice of current charges and
a statement that requests payment of total balance due.
3. The ability to print either a Patient, or Account,
Aged Receivables balance. This request is only valid if
you have requested to print the aged balance. By
requesting either Patient or Account you identify the
range of transactions to be included in the aged balance.
4. The ability to print the message at the bottom of the
Super Bill. This message is for assignment of payment to
be made to the physician. If this Super Bill is only for
the patient to turn in for reimbursement then there is no
need to print the message.
Page 27
(I)nsurance claim
The request for an insurance claim will initiate a
three step process.
Step #1 = verification, and updating, of patient
insurance information:
Step #2 = selecting those transactions to be listed
on the insurance claim (if the patient is assigned for
insurance coverage this is automatically done for you at
time of transaction posting). Selected transactions are
flagged with an '*':
Step #3 = request for printing of the actual claim
form:
At the time of print request you can give a 'N'
response and later print all insurance forms in a batch
mode. You have also the option of printing either on
plane paper or using the industry standard preprinted
insurance claim form.
When ever you request an insurance form, or post
transactions to a patient assigned for insurance
coverage, a record for that patient is placed into the
TAG_INS.DBF file. This record identifies to the system
that this patient needs to have an insurance form
printed. Until you have printed the insurance form, and
accepted it as correct, this record will remain in
existence. Once you have accepted the printed insurance
information this record is deleted and the patients
transactions have their insurance flags set/reset. (For
charges - if the patient was assigned for insurance
coverage the insurance flags are set to a 'Y' to indicate
that this transaction was filed for insurance coverage.
If the patient was not assigned for insurance coverage
then this flag is returned to a space. For receipts and
adjustments this flag is always set to a 'Y'.)
(Note: Upon completion of the printing of your insurance
form('s) you are provided an option to repeat the print
request. Answer with either a 'N' or 'Y' only. If you
press the <ESC> key the print cycle will be terminated
BUT THE REQUEST FOR PRINTING THE INSURANCE FORM WILL
REMAIN JUST AS IF THE FORM HAD NEVER BEEN PRINTED. THIS
WILL RESULT IN HAVING TO PRINT THE INSURANCE FORMS AGAIN
BEFORE YOU CAN CLEAR THE PRINT REQUEST.)
Page 28
RECALLS
With this option you can either (D)isplay all
scheduled recalls for this patient, or you can (P)ost
updates to this patients recall schedule.
(D)isplay schedule (P)ost updates to schedule
(D)isplay
The display option will list to the screen all
current recalls pending for this patient in date order.
If no recalls are on file a message stating that fact
will be displayed.
(P)ost updates to schedule
With this option you can perform the maintenance
functions of (A)dd new, (C)hange, and (D)elete recalls
scheduled for this patient. Normally all recalls are
setup at time of transaction posting to this patients
file and are deleted upon the posting of a follow-up
visit transaction. These maintenance functions are
provided to assist you in maintaining the patient recall
schedules without having to post transactions.
(A)dd new - With this option you can setup a new recall
schedule for the patient. The information required will
be the date for the recall and the letter to be printed.
(C)hange - With this option you can change any of the
parameters of a specific recall on file for the patient.
When you request this option a listing of the pending
recalls for the patient will be displayed from which you
can select the one you wish to perform maintenance on. In
this manner you do not have to know the date to key in to
pull up the specific recall.
(D)elete - With this option you can delete any of the
scheduled recalls on file for a patient. Again when you
request this option a listing of the pending recalls for
the patient will be displayed so that you can select the
one to be deleted. You will be displayed a prompt
requesting confirmation of the (D)elete request before
the recall selected is deleted.
(+)skip & (-)skip - These options allow you to skip
forward (+), or backward (-), within the patients recall
schedule and display the pending recall.
The actual printing of patient recall letters is a
function in the REPORTS sub-menu of the DENTAL#1 system.
Page 29
HISTORY
With this option you can keep your patient history
file current for all office visits. Upon selecting this
function you are displayed a sub-menu for patient history
routines.
(D)isplay history (P)ost updates to history
(D)isplay history
With this option you can display, in date order, all
history you have on file for the selected patient. This
patient history file is keyed from the posting of
transactions but is a separate permanent file attached to
the patient master. Entries in this file will not be
deleted unless you specifically delete them or you delete
the patient master. If there is no history on file for
the patient a message stating that fact will be displayed
to you.
(P)ost updates to history
With this option you can perform the standard
maintenance functions of (A)dd new, (C)hange, and
(D)elete of patient history records. These functions are
provided so that you can better maintain your patient
history file without posting additional transactions.
(A)dd new - With this function you can post new history
records to the patient history file. Normally you will be
posting history immediately following the posting of
charges to the patient file. The request for normal
history posting is determined by a flag set in you charge
table codes.
(C)hange - Upon selecting this function you will be
displayed a listing of all history on file for this
patient from which you can select the history record to
receive maintenance. You can change any information,
other than the date, displayed in this history record.
(D)elete - Upon selecting this function you will be
displayed a listing of all history on file for this
patient from which you can select the history record to
be deleted. After selection, and prior to actual
deletion, you are prompted to confirm your request for
deletion. In this manner the chances of accidentally
deleting a history record is minimized.
(+)skip and (-)skip - These options will allow you to
advance forward (+), or backward (-), in this patients
history file and display each history record.
Page 30
The posting of any changes to the patient history file
will setup a record for that patient in the TAG_RCAP.DBF
file. This record will trigger the request to print a
patient RECAP profile sheet. These sheets should be
printed and placed into the patients file folder. To
print these RECAP profile sheets use the REPORTS sub-
menu. Once printed this tag record is deleted.
Page 31
REPORTS
ENTERING the (R)eports option will give you a sub-
menu that allows you to identify the specific report you
wish to print. As in the previous section, make your
selections by moving the cursor to the area you need to
work in and press <ENTER>.
This sub-menu contains the following items:
1. Charges and Adjustments: This series of reports will
recap your DAILY postings for charges and adjustments.
Keep in mind that this report extracts transaction
information based upon transaction POSTING date (your
system date at time of transaction posting). These
transactions are then separated into groups by
TRANSACTION DATE and printed as such on the report.
(NOTE: Deleted transactions have their posting date
changed to the current posting date valid at time of
deletion. All deleted transactions are listed as a
separate report following your regular report listing.)
2. Receipts: This series of reports will recap your DAILY
postings for receipts. This report, while limited to
receipts only, is identical to the Charges and
Adjustments series of reports.
3. Month-to-date Summary: This report recaps all postings
for the current month summarized by day. There are to
major grouping of columns on this report. One set of
columns for total charges and one set for insurance
charges. The insurance set of columns are provided to
give you an idea of the charges and receipts assigned for
insurance payment. These numbers are determined by the
patient assignment status and the percent you identified
as being covered by insurance.
4. General Ledger Journals: This report allows you to
generate a Journal of all transactions posted for a given
period of time. This report also generates a data file
that can be passed on to a Ledger System if one is
available.
5. Aged Accounts Receivables: This is your Accounts
Receivable Aging report. You can run this report any
time without affecting the patient/account balances. This
report reads the entire patient transaction file and only
prints total calculated by this reading.
6. Statements: This is your Accounts Receivable Statement
print routine. You can print statements at any time and
for any given range of patient's or account's. The
transactions printed on the statement are determined by
the date range you identified that this statement request
covered.
Page 32
7. Insurance Forms Batch Print: This is the routine you
use to print all insurance forms that were requested, but
not printed, during the day.
8. Letters and Recalls: This is a combined set of reports
that allow you to print listings, labels, and letters to
patients scheduled for recall, and a SPECIAL feature that
allows you to print listings, labels, and letters for
patients, and accounts, based upon age, sex, date last
seen, and other parameters.
9. Patient Recaps: This request provided you with a
listing of patients profiles sheets that have been
modified (updated) since the last time you printed this
listing.
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DAILY CHARGES/ADJUSTMENTS
Entering the (C)harges section will give you a
REPORT DAILY CHARGES/ADJUSTMENTS.
KEEP IN MIND THAT THIS REPORT EXTRACTS TRANSACTIONS BASED
OPON 'TRANSACTION POSTING DATE'.
You can then print a record of daily charges by any
of the displayed sequences. Select your option and press
<ENTER>. Verify the date and press <ENTER> again.
All transactions extracted for this report are sequenced
in transaction date order and then the sequence requested
by the report. In this manner you provided a report that
not only shows you the posting made for the current date
but also the actual date that these posting affected. All
transactions that were deleted during the current day are
given the current posting date. These deleted
transactions are listed on a separate report following
the report for active transactions.
The selection options provided allow you to view the
current daily charges in any of four different groupings.
With these reports you can better gain an idea as to
where your time is being spent and revenues are
generated. (NOTE: If there was no activity in this area
to report, the system will put you back to the (R)eports
sub-menu.)
The option to print 'by: Invoice number' has been
provided to assist you in auditing your postings for the
day. We encourage you to pre_number all Super Bill forms
to be used during the day and release these forms in
numeric sequence. When you select the option to list all
charges by invoice number all gaps in the invoice number
sequence printed will be flagged. This flagging of
missing numbers will assist you in insuring that all
Super Bills have been posted.
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DAILY RECEIPTS
Selecting the (R)eceipts option from the REPORTS
SUB-MENU will give you REPORT of DAILY RECEIPTS.
KEEP IN MIND THAT TRANSACTIONS ARE SELECTED FOR THIS
REPORT BASED UPON TRANSACTION POSTING DATE.
The (R)eciepts report selection works like the
(C)harges and Adjustments report selection, providing you
a daily recap of receipts in any one of three sequence
groupings. Transactions are selected based upon posting
date and are then sorted in to transaction date sequence
and desired sequence for the requested report. In this
manner you can see the transactions posted for the
current date and what dates these transactions were for.
Deleted receipts are given a new posting date of the
date they were deleted. These deleted transactions will
be listed in a separate report following the normal
receipts report.
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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.
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. The insurance summary
of this report is to be used as a guide only and not
taken as being exact. Once you select this report 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 DENTAL#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.)
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GENERAL LEDGER JOURNALS
There are two basic types of reports you can produce
with this option:
1. You can select a specific transaction code for a
given period of time. This provides you with the ability
to view how many times a given procedure was performed,
and how much money was earned.
2. You can select all entries for a given period of
time. This is the Journal Format of this option and can
be used to interface with Ledger System. When you request
this option you are provided with the added option to
include, or ignore, transactions that have been reported
on before. If you chose to ignore transactions that have
been reported on before you are requesting a Journal that
will show only new transactions. At the end of processing
of this request you are provided the option to set a flag
on these transactions to indicate that they have been
reported on. Use of this selection, and flag setting,
option allows you to create journals that show only those
transactions newly posted and never recorded in your
Ledger before. By selecting the option to include all
transactions you can produce a recap of prior journals
for any give time period.
In addition to producing you a Journal listing the
MED#1 system also creates a transaction file for all of
the entries reported upon by the Journal. This file
named DENGL.DBF that is used to create the fore mentioned
Journal listing. This file can also be passed on to
another system for actual posting of your journal
entries. (Note - Be careful how you use this extracted
information. Be sure to set flags for those postings that
are passed on to a Ledger system. Otherwise repeated
requests for extraction of transactions for a given
period will give you just that - duplicate extractions.
It is up to you to insure that no duplicates are passed
on to any external accounting system.)
There are three sections to the 'Journal Listing'
that is produced: 1) Charges, 2) Recap of Taxable Sales,
and 3) Receipts and Adjustments. When you request the
option to print a 'Journal Listing' you are provided the
option to not print that section of the report related to
taxable sales. If you do not have any taxable sales then
do not request this section of the listing.
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