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MED107_2.ARJ
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INSTMED5.EXE
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MANUAL.PT3
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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 sub-menu.
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, in one of two formats.
The first format lists by posting date total charges,
adjustments, receipts, and net for that day. This format
includes both patient and insurance liabilities. The
second format of this report lists the same information
but only for the insurance liability. This insurance
report is to be used as a guide only and not taken as
being exact.
Once you select the report format 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 MED#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.)
Page 52
GENERAL LEDGER JOURNALS
General Ledger Journals function provides you with the
ability to recap, for a given time period, transactions
posted to your MED#1 system. This report can be ran
anytime and as often as needed.
There are two variations of this report:
1) (R)ecap for a selected time period - With this option
you can print a recap for a given time period of all
activity for a given transaction code.
Selection options:
Transactions (posted) from/to dates: Enter the from and
to date range of the time period you wish to recap. This
time period extract uses the transaction posting date and
therefore may show transactions with transaction dates
outside of this selection range.
For transaction code: Here you are requested to enter the
specific transaction code you wish a printed recap of.
This is the CPT, RECEIPT, or ADJUSTMENT code you entered
when posting these transactions. Only transactions with
this code, within the from/to date range, will be
selected for listing.
Recap taxable sales (Y/N): Sales tax liability in most
cases is not applicable for medical charges and therefore
the most common answer will be 'N' to this question. If
the transaction code selected is subject to sales tax you
will want to answer with a 'Y'. When a 'Y' is entered
you will receive a separate report listing the taxes
collected on the listed items.
2) (E)xtract for posting to G/L - With this option you
can print a report in General Ledger format of all
transactions for a given period of time. This report can
then be used by your accounting department as a source of
financial information to be posted to y your accounting
system.
Transactions (posted) from/to dates: Enter the from and
to date range of the time period you wish to recap. This
time period extract uses the transaction posting date and
therefore may show transactions with transaction dates
outside of this selection range.
Include transactions that have already been posted (Y/N):
- Keep in mind that this report can be used by your
accountant to post financial information to your books.
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MED#1 has built into this reporting function the ability
to flag all transactions selected for reporting. Once a
transaction has been reported on, and that report
accepted as final, it should be ignored for all future
reporting, otherwise you have the possibility of double
posting these transactions to your financial books. If
you are requesting this function in order to create a
listing to be used by your accountant then answer 'N' to
this request. If you are requesting this function just
to see the activity for a given time period then a 'Y'
response can be made.
Recap taxable sales (Y/N): Sales tax liability in most
cases is not applicable for medical charges and therefore
the most common answer will be 'N' to this question. If
you do have transactions subject to sales tax you will
want to answer with a 'Y'. When a 'Y' is entered you
will receive a separate report listing the taxes
collected on the listed items.
MED#1 extracts a copy of the desired transactions from
your transaction data file and creates a special
formatted file to be used for printing the report. THIS
SPECIAL FILE CAN BE USED TO PASS FINANCIAL INFORMATION ON
TO OTHER ACCOUNTING SYSTEMS. AT THIS TIME MEDshare, Inc.
DOES NOT HAVE A FULL GENERAL LEDGER SYSTEM AVAILABLE THAT
WILL USE THIS INFORMATION.
Both of these reports can be printed in either detail or
summary format. Because the number of transactions
posted daily to your system varies with the type of
practice a detail report could be quit large. At the end
of the report you will be given the option to reprint.
You can use this option to create another copy of the
same report or request a detail or summary report.
If you have requested this report for the purpose of
creating a Journal Extract you will have the opportunity
to set a posting flag on all transactions used to create
this report. KEEP IN MIND THAT THIS FLAG IS USED PREVENT
DOUBLE POSTING OF THE SAME TRANSACTION ON A LATER REPORT.
If the report is considered correct and final the a 'Y'
response is correct, otherwise enter a 'N' to this
request.
AUDIT TRAIL: MED#1 has improved its audit trail for
transactions posted to your system. Keep in mind that
the act of deleting a transaction does not physically
remove it from your files. The only way deleted
transactions can be removed physically from your system
is through the use of the PURGE DELETED TRANSACTIONS -
UTILITY. Deleted transactions will be printed in a
separate report following the primary listing of all
active transactions. KEEP IN MIND THAT THESE ARE DELETED
TRANSACTIONS AND THEY DO NOT HAVE A FINANCIAL VALUE TO
YOUR SYSTEM.
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ACCOUNTS RECEIVABLE AGING
Your aged accounts receivable report is one of the key
reports you will be using to keep track of the money owed
to you. This report can be ran at any time and as often
as needed. MED#1 does not maintain a balance record on
each patient. Instead of a balance record MED#1 reviews
all transactions on file for each patient/account and
presents the aged balance of these transactions.
Aging your accounts receivables by (D)ate: Using this
mode of aging, all receipts are applied to the oldest
open balance. There is no distinction between
transactions filed for insurance coverage and
transactions to be paid by the patient.
Aging your accounts receivables by (I)nvoice: Using this
mode of aging, all receipts are applied to charges having
a matching invoice number. All transactions are grouped
by invoice number and invoices having a none zero balance
are aged by transaction date. Using this method of aging
invoiced transactions filed for insurance coverage are
maintained open until you post receipts to offset the
charges. Your aged receivables will vary considerably
from 'Aging By Date' but your total receivables will be
the same.
While there are only a few basic options in the selecting
of your aging report these options will give you various
views of your open receivables.
1) Sequence: You have the option to list by either
account number or by last name. Select the option that
works best for you.
2) Age receivables by Account or Patient (A/P): You
have the option to age your receivables by Patient
(preferred method), or by Account. When you age by
'Account' the account master and all patients with in
that account are treated as on entry.
3) Print debit balance accounts (Y/N): Answering with a
'Y' will print all accounts having a positive open
balance. An answer of 'N' will suppress the printing of
these accounts.
4) Print zero balance accounts (Y/N): Answering with a
'Y' will print all accounts having a zero balance.
Answering with a 'N' will suppress the printing of these
accounts.
5) Print credit balance accounts (Y/N): Answering with a
'Y' will print all accounts having a negative balance.
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Answering with a 'N' will suppress the printing of these
accounts.
6) Last statement date: Enter the last date you printed
statements. This date is used to calculate prior period
aged accounts receivable balance. All transactions after
this date, and up to and including current period date,
comprise your current accounts receivables.
7) Current period ending date: Enter the date for the
current statement print cycle. Transactions after this
date are ignored for processing and are not included in
your aged receivables.
There are two sets of totals printed at the end of your
aged receivables report. The first set of totals are for
those accounts listed in this report. The second set of
totals are for all accounts you have on file.
Page 56
STATEMENTS
The statements you print are one of the ways you present
your practice image to your patients. These statements
can be printed on either plain paper or on custom forms
supplied only by MEDshare. Research has shown that the
use of custom statement forms increase your response for
statements sent out by nearly 30%. The small investment
made in the use of custom forms will be easily offset by
the reduction in open accounts receivable balances.
You can print statements any time and for either a single
patient or your entire patient/account file. The format
of your statements printed will depend upon the method
you are using for aging of your open accounts
receivables. If you are using the (D)ate method you will
list a balance forward amount for prior statement cycle
and all transactions posted after the last statement
date. If you are using the (I)nvoice method then you
will not show a balance forward but will list all
transactions for open invoices. In both cases
transactions posted after the current period ending date
will not be considered for processing.
Options used to control your statements are:
1) BILLING CYCLE CODE for statements: When you setup each
patient and account record on screen #2 you had the
option of entering a billing cycle code. You can limit
the statements printed to only those patients, or
accounts, having a specific billing cycle code. When you
set up these codes remember that even a blank entry is a
valid and unique code. Only patients and accounts having
a matching billing cycle code will be considered for
processing.
2) Statements by (A)ccount / (P)atient: You can print
statements for each patient having a balance within an
account or you can print one statement for the entire
account showing each patient. Chose the option that is
best for your practice. When you process by patient you
will most likely receive payments by patient. This will
make posting of receipts faster because you only have to
look at that patients ledger to see what is being paid
off.
3) Enter last statement date: If you are aging your
receivables by (D)ate all transactions after and
including this date are summarized and printed as a
balance forward amount. Transactions after this date are
listed in detail and in date order within patient
sequence. (Note: This date is not used if you are aging
your receivables by (I)nvoice.)
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4) Enter current statement date: This date is used to
limit the transactions you are processing for statements.
All transactions after this date are ignored for
processing.
5) Enter starting account no.: You can start your
statement print request with any specific patient number.
(NOTE - Statements are always printed in patient account
sequence.)
6) Enter ending account no.: You can terminate your
statement print request with any specific patient number.
7) Print debit balance statements (Y/N): If you answer
with a 'Y' you will print those patients having a
positive balance.
8) Minimum balance: If you entered a 'Y' to the prior
request you have the option to limit your statement print
request to only those accounts that have a balance equal
to or greater than this minimum value. It may be cheaper
to write off small balances than take the time to process
them and try to collect the money.
9) Print zero balance accounts: If you enter a 'Y' to
this request you will have statements printed for all
patient accounts having a zero balance.
10) Print credit balance accounts: If you enter a 'Y' to
this request you will have statements printed for all
patient accounts that have a negative balance.
11) USE CUSTOM STATEMENT FORMS (Y/N): If you enter a 'N"
to this request your statements will be printed on plane
paper.
12) PRINT PRACTICE NAME ON FORMS (Y/N): If you use plane
paper you may wish to use continuous stationary forms
having your practice name printed in the upper left
corner. If you enter a 'N' to this request you will not
print over this name.
13) PRINT INSURANCE POST FLAGS (Y/N): All transactions
filed for insurance coverage are given an insurance
posting flag of 'Y' if assignment was accepted, or 'P' if
assignment was not accepted. If you wish to print these
flags enter a 'Y' to this request.
14) Message to print at the bottom of each statement: You
can optionally enter up to three short lines of a message
you wish to pass on to all patients receiving statements.
After responding to all of these requests you are ready
to print your statements. If you requested custom
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statement forms you will be asked to print a forms
alignment check. This check is a series of 'XXXXXXXX's
printed in the statement date field. After you have
aligned your forms your statements can be printed.
Page 59
INSURANCE FORMS BATCH PRINT
You have the option to print all pending insurance forms
in what is call a 'batch' print request. Pending
insurance forms are from transactions posted to assigned
patients that were not printed at time of transaction
posting. The printing of these forms can be put off to
be done at the end of day, week, or any time period you
choose.
Selection Options:
1) (P)rint pending insurance forms: This option initiates
the printing of ALL pending insurance forms currently on
file. Before you select this option you should preview
all pending insurance form requests and delete any not
needed. Insurance forms to be printed will be grouped by
the type of form to be used. You will be requested to
load the correct form prior to printing each type of
form. After you have printed all forms of a specific
type you will be asked to 'REPRINT (Y/N):'. If you
answer with a 'N' then all print requests for that
specific form type are deleted. All transactions printed
on this specific form are also flagged as being printed
(providing another form request for this patient does not
exist).
For each type of insurance form to be printed you will be
displayed a message screen instructing you as to the type
of insurance claim form to load, and asking if you wish
to print a test pattern. You can repeat this test as
many times as necessary to correctly position your forms.
(NOTE: CURRENTLY MED#1 SUPPORTS THE HCFA-1500 FORMS
SUPPLIED BY COLWELL AND SAFEGUARD ONLY. WHILE THE HCFA-
1500 IS A STANDARD FORM IT IS STANDARD IN CONTENT ONLY
AND NOT IN PRECISE FORMAT. FIELDS POSITIONS WILL VARY IN
SIZE AND POSITION FOR EACH SUPPLIER. BE SURE THE FORM
YOU ARE USING IS NOT ONLY THE CORRECT FORM BUT THAT YOU
HAVE SET THE PROPER DEFAULT VALUE FOR THE FORMS
SUPPLIER.)
2) (D)isplay pending insurance forms: This option
provides you with the ability to preview a listing of all
pending insurance forms to be printed.
Within this preview display is the ability to remove
specific print requests from the pending list. When you
use this function to remove a pending insurance form
print request the transactions for that request are
treated just as if the insurance form has been printed.
All flags on these transactions are set to the proper
status based upon patient assignment status.
Page 60
LETTERS AND RECALLS
This set of functions provides you with the ability to
keep in touch with your patients. While the original
intent of this function was to print recall letters setup
during a prior patient visit, it's overall use has been
greatly expanded. Now, using the SPECIAL function, you
can also select specific groups of patients from your
database, using a variety of options, and list them to
the printer, print mailing labels, and/or print specific
letters to.
Options:
1) (P)rint recall letters: This is the most basic of all
requests and is used to print recall letters to patients.
These requests were setup during the posting of
transactions for a patient visit. Each patient recall can
have a different letter printed due to the nature of the
treatment. These letters are contained in your LETTER
file which can contain up to 99 different form letters.
When printed each letter will be personalized to the
patient and the 'SALUTATION' will be the default
salutation you setup in the patient master (screen #1).
Recall letters requests are maintained on file until the
patient returns for a follow-up visit.
Recall requests dates from/to: Enter the date range you
wish to select recall letters for. This should be a date
range far enough in the future that you will have time to
print the letters, mail them, and for the patient to
respond in order to maintain a timely recall. (Note: If
you need to also print mailing labels for these patient
recalls be sure to print them before you print the
letters.)
For letter sent count equal to: Each time a recall letter
is printed and sent to a patient a counter is incremented
for that patients recall request. Many patients will not
respond to the initial recall and may need several recall
letters sent. In order for you to limit the number of
recall letters you send out you can restrict a specific
recall letter print request to recall requests having a
given letter sent count. This count starts with '0' and
is increased by '1' for each letter printed for a given
recall.
Pause between pages (Y/N): If you are using a printer
that does not handle continuous forms you may want to
answer 'Y' to this request. A 'Y' response will initiate
a pause between each letter page printed so that you can
load another form into the printer.
Enter top, bottom, left, and right margin requests: These
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requests work together to control the size of the printed
letter you wish to print. The space boxed in by these
parameters is the area on your letter form that the
recall letter will be printed in.
2) (M)ailing labels: This option allows you to print a
mailing label for each recall letter you are printing.
LABELS SHOULD BE PRINTED FIRST DUE TO THE LETTER COUNT IS
UPDATED AT THE TIME THE ACTUAL LETTER IS PRINTED.
Printing labels after the letters have been printed may
give you labels for patients other than the ones that
receive letters.
Recall request dates from/to: This is the pending recall
date range that you will be using for the selection of
recall letters.
For letter sent count equal to: This should match the
letter sent count you will be entering for the selection
of recall letters.
Enter print lines per label, print positions from left:
These two parameters work together to control the size of
the label you are printing and the alignment of the
address on the label. (Note: almost all labels are
designed on a vertical of six print lines per inch and
most prints are setup to print a horizontal ten
characters per inch.) Using this size information you
can use this function to print ANY size single up label
from the standard 1" x 3 1/2" to a label the size of a
full sheet of paper. If you are using post cards or news
letters this is the way to print the patients name and
address on these forms.
Update recall letter count (Y/N): This option is provided
so that you can maintain the recall letter count for
those recalls that you do not print a letter for but
instead just send a preprinted card to. Only answer with
a 'Y' if you do not wish to print letters to these
patients.
3) (V)iew pending recalls: This option allows you to
preview all pending recalls on file before you print
letters or labels.
When you request this option you are displayed a full
screen of all pending recalls in order by patient number
and date. Within this option you have additional options
to: A) delete a pending recall, B) edit a pending recall,
and C) print a listing of all pending recalls.
A) Delete a pending recall: Before you select this option
you should first use the arrow keys to select the
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specific recall to be deleted. After you have highlighted
the specific recall just press the 'D' key and you will
be presented with a question confirming your request to
delete this recall. Once deleted it cannot be restored,
you will need to call up the patient function to add a
new recall.
B) Edit a pending recall: Before you select this option
you should first use the arrow keys to select the
specific recall to be edited. After you have highlighted
the specific recall just press the 'E' key and that
recall will be displayed within a special window for you
to edit.
C) Print a listing of all pending recalls: This option is
as simple as it is stated. Just enter a 'P' and you will
receive a printed listing of all pending recalls by
letter code.
4) (S)pecial requests: With this set of functions you are
able to identify and select patients to receive letters,
mailing labels, or to be listed to the printer. This
special selection does not depend upon any pending
recalls and works only with your patient master file.
Within this function there are four sub-functions that
work together to provide you with the desired output.
Setup (S)elect parameters: You must request this function
first as it establishes the selection parameters to be
passed on to one of the other three functions.
Patient # (from/to): Enter the account/patient number of
the patients you wish to select.
Patient code: (see your patient maintenance screen #1)
You can enter a specific code you have assigned to
identify a group of patients you have on file. These
codes are only used in this function and should be used
to sub-group your patients. When used only patients
having this code will be selected.
Patient finance code: (see your patient maintenance
screen #2) You can enter a specific finance code you have
assigned to your patients. These finance codes are only
used in this function and should be used to identify how
these patients pay on their account. When used only
patients having this finance code will be selected.
Patient sex (M/F): If you wish to limit your selection to
the patients sex then enter either an 'M' or 'F'. When
used only patients for this sex will be selected.
Code table assigned: You can limit the patient selection
Page 63
to a specific 'Charge Code Table'. When you setup each
patient you assigned a specific Charge Code Table to that
patient. These tables are setup so that you can verify
the transaction codes you are posting and at the same
time obtain the standard rate for each transaction. In
most cases you will setup special tables for selected
groups of patients. If you setup special tables for each
PPO or HMO you will be able to obtain selections of
patients assigned to these programs.
Assigned Doctor: If you have multiple doctors within your
practice you can use this request to obtain a selection
of patients assigned to a specific doctor.
Referred by Doctor: When you setup a patient in your
system you had the option to reference a referring doctor
(must be setup in your Doctor Master file). Using this
option you can limit your selection to patients referred
by a specific doctor. (Note: If you use this option in
conjunction with the 'Date First Seen' you can obtain a
selection of patients currently referred by a specific
doctor.)
Birthdays (from/to) (year not used): Enter the month/day
date range for the birthdays you wish to select patients
for. (Because the year is not used be sure to enter both
dates for the same year with the from date being the
lesser date.) When used only patients having a birth date
within this range will be selected.
Birth dates (from/to): Enter the from/to date range of
the patients you wish to select. You do not have to enter
both dates. If you wish to select patients born after a
given date only use the 'from' date. If you wish to
select patients born prior to a give date use only the
'to' date. If you wish to select patients of a certain
age range use both the 'from' and 'to' dates. When used
only patients born within the date range will be
selected. With this option you can limit your selection
to patients of a given age range.
Date First Seen (from/to): With this option you can
obtain a selection of patients first seen within a given
date range. When used in conjunction with 'Referring
Doctor' you can obtain a selection of patients referred
by a specific doctor for a within a give time period.
(Note: The 'First Seen Date' is automatically maintained
for you through the transaction posting cycle when you
post charges.)
Date last seen (from/to): With this option you can obtain
a selection of patients last seen within a given date
range. Enter the date range for the last time you saw
these patients. You do not have to enter both dates. If
you wish to select patients last seen after a specific
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date enter only the 'from' date. If you wish to select
patients last seen before a specific date enter only the
'to' date. If you wish to select patients last seen in a
given time period enter both the 'from' and 'to' date
range. (Note: the last seen date is automatically
maintained for you through the transaction posting cycle
when you post charges.) When used only patients last
seen within the entered date range will be selected.
Insurance signatures (from/to): With this option you can
select patients based upon the date you have on file for
'Insurance Assignment Acceptance Signature Date'. This
is the date you enter when you accept assignment. (Note:
This date is only valid for one year. You should run
this selection option on a relatively frequent cycle to
insure that your signature file is current.)
Zip code (from/to): If you wish to limit your selection
to only those patients within a given zip code range
enter as much of the leading portion of that range as you
wish to select on. When used only patients within the
requested zip code range will be selected.
Account masters only: Because you can have accounts with
multiple patients, and each patient may be selected
(depending upon your selection requirements), you can
limit your selection to only account masters. If this
parameter is not used then one of the above parameters
must be set before any selection is allowed. If this
parameter is used it will be used in conjunction to the
use any of the above selection parameters. (By using this
parameter only you can obtain a selection of all
accounts/patients you have on file.) Enter a 'Y' for
account masters only. Enter a 'N' to select all patients
including account masters. Enter a 'blank' if this
parameter is not used.
After you have entered your selection parameters you are
ready to direct this selection to a specific printer
output.
A) (M)ailing labels: Selecting this option will result in
the printing of mailing labels for all patients matching
the previously entered selection parameters.
Enter print lines per label: Normal printer vertical
alignment is set to six lines per inch. Measure the
labels you are using (from top of one label to top of
next label) and determine the number of lines per label
you need to enter. You can use this feature to print
addresses on 'Post Cards' and 'News letters'. When used
in this manner the 'lines per' would be from top of form
to top of next form measured at six lines per inch.
Page 65
Enter print positions from left: Normal printer
horizontal alignment is set to ten characters per inch.
Measure the width of you labels and determine the total
number of characters it will hold. Normal address size is
set to 32 characters. Determine the number of characters
necessary to center address on label and enter this
amount.
(Note: You can also use this function to address direct
mail letters that will be folded, stamped, and mailed.
Just treat the total size of the letter as a single label
(8 inches wide by 11 inches long) to determine your
alignment. Unless you are using a compress print setting
on your printer the maximum characters per line is
limited to 80 characters.
B) (P)rinter listing:
You can direct the selected patients to be listed to the
printer.
With this option you can create a listing of your
patients. There are two basic formats but each format is
controlled by the print parameters you enter.
List by (L)ast name or (A)ccount: Using this option you
control the sequence of your listing. When listed by
(L)ast name your selection will be in alphabetical
sequence by patients last name. When listed by (A)ccount
you selection will be by patient account/patient number.
(There is no current ability to list by last name only
those names within a selected alphabetical range.)
Print full patient address (Y/N): If you enter a 'Y' then
your listing will have up to four lines of print per
patient address. Entering a 'N' will print only one line
per patient, but you will lose the street, city, state,
and zip code of the patients address.
List (P)hone no. or (D)ate last seen: If you enter a 'P'
only the patients name and phone numbers will be printed.
If you enter a (D) you will not get the patients phone
numbers but you will obtain a listing showing patients
sex, age, date last seen.
C) (L)etters: You can print a specific letter to all
patients meeting the selection parameters. The letter to
be printed must exist in your 'Letter Master' file.
Letter to print: Enter the code for the letter to be
printed to all selected patients.
Pause between pages: If you are using a printer that does
not handle continuous forms you may want to answer with a
Page 66
'Y' to this request. A 'Y' response will initiate a
pause between each printed page so that you can load
another form into your printer.
Enter left and right margins: These two requests work
together to control the width of the body of your printed
letter.
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PATIENT RECAP
Patient recap is a printed patient profile with optional
history and notes. Whenever you add a new patient or
post history to a patients file a request is
automatically made to print a patient recap.
Options are:
(C)urrent patient updates: This will print all patient
recaps currently scheduled to be printed. Upon completion
of this printing the request file will be reset for a new
set patients.
(S)elective patient request: This option allows you to
request a recap of a specific patient.
(D)isplay pending recaps: This option allows you to
preview all pending recap requests.
Within this option you have the ability to delete
specific patient recap requests. To do this just use the
arrow keys to highlight the desired patient recap and
press the 'X' key.
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(L)ETTERS
You can setup up to 99 different letter formats to
be used with MED#1 and our optional COLLECT program.
These letter formats are called into use when you print
your PATIENT RECALLS and with the SPECIAL selection
recall feature.
AUTOMATIC RECALL REQUESTS
To initiate the request for a patient recall associated
with transaction postings you first must set the RECALL
FLAG in your charge tables to a 'Y' for the CPT code(s)
that require a recall, and reference an existing letter
format contained in your LETTERS master file. At the time
of posting these transaction codes to the patient you
will be displayed a special window. When this window is
displayed you can setup the patient for a RECALL. (Note -
You can also use the (P)atient - (R)ecall maintenance
function to setup these recall requests.)
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WORD PROCESSOR
MED#1 has built into it a limited word processor. The
following keys are used to control the editing of your
letters.
KEY PURPOSE
---------------------------------------------------------
Uparrow or Ctrl-E Move up one line
Dnarrow or Ctrl-X Move down one line
Leftarrow or Ctrl-S Move left one character
Rightarrow or Ctrl-D Move right one character
Ctrl-Leftarrow or Move left one word
Ctrl-A
Ctrl-Rightarrow or Move right one word
Crtl-F
Home Beginning of current line
End End of current line
Ctrl-Home Beginning of current window
Ctrl-End End of current window
PgUp Previous edit window
PgDn Next edit window
Ctrl-PgUp Beginning of letter
Ctrl-PgDn End of letter
Return Move to beginning of next line
Delete Delete character at cursor
Backspace Delete character left of cursor
Ctrl-Y Delete current line
Ctrl-T Delete word right
Tab Insert tab character or spaces
Printable character Insert character
Ctrl-B Reform paragraph
Ctrl-V or Ins Toggle insert mode
Ctrl-W Finish editing and save
Esc Abort edit, return original
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Selecting the (L)etters option from the main menu will
call up the RECALL LETTERS SUB-MENU.
(D)isplay letters
With this request you will be displayed a listing of
all letter titles you currently have on file. From this
display list you can highlight and select the specific
letter format you wish to perform maintenance on, or
inquire into. Upon selecting the desired letter format
you are automatically taken into the (M)aintenance
function in the (I)nquire mode and the selected letter is
displayed to you.
(M)aintenance
The letter maintenance functions allow you to fully
maintain your letter formats, and to add new formats to
your letter file. The following maintenance functions are
provided:
(I)nquire - With this option you can request the display
of a specific letter format. Once displayed you can then
select any of the other maintenance options.
(A)dd new - Use this option to setup new letter formats
in you letter file. Each letter must be assigned a unique
ID. code between the values of '01' to '99'. In addition
to this code you should assign a brief descriptive title
to the letter that will provide you will enough
information that you can determine the contents of the
letter format to follow. (Note - When you do search
displays of the letter formats you have on file the only
information displayed to you will be the letter code and
this brief description.) Finally you are provided a
window through which you can setup your letter body. When
you setup a letter keep in mind that MED#1 will perform
all of the addressing functions for you - only setup that
portion of the letter body that is common to what you
want all patients to receive.
In the RECALL LETTER BODY 'field', the system works
like a word processor with most of the features one would
expect. You can rework the body of the letter without
affecting the other parameters of your recall letter
format.
Correcting mistakes can be done by moving the cursor
to the mistake and typing over it. If you need to
'insert' a word or space pressing <CTRL-V> will activate
an INSERT capability. Press <CTRL-V> again when you're
finished with the INSERT.
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When you're finished with the letter, press <CTRL-W>
to 'save'. You will receive a 'prompt' in the message
line at the bottom of your screen:
INFORMATION CORRECT (Y/N) Y
Press <ENTER> if your answer is yes.
The system will then add that letter to your file.
(C)hange - The (C)hange function works in the identical
fashion as the (A)dd new function except the letter must
already be in existence. Once you have selected a letter
to be changed you can modify any displayed information
other than the letter ID. code.
(D)elete) - To delete a letter, move to the (D)elete
function and press <ENTER>. The cursor will
automatically position itself at the CODE # 'field. If
this is the letter you want to delete, press <ENTER>.
You will then receive a 'prompt' in the message line on
the bottom of your screen:
DELETE THIS RECORD (Y/N) N
This give you the opportunity to reconsider deleting
this record. If you're sure, press 'Y' and <ENTER>.
(+/-)skip - The (+)skip & (-)skip functions are there to
allow you to move quickly through your RECALL LETTER
file. (+)skip moves you forward to the next letter
format on file. (-)skip moves you backward a to the
previous letter format on file.
LIST RECALL LETTERS
When you're ready to print RECALL letters choose the
(L)ist to printer option from the RECALL LETTERS SUB -
MENU. A question will appear in the message line at the
bottom of your screen:
LIST ALL LETTERS (Y/N): N
If you enter a 'N' and press <ENTER> and you will
receive a display of the letters you have on file. They
will be listed by code and title. Move to the specific
letters you want to print and press <ENTER>.
If you enter a 'Y' and press <ENTER> you will
immediately start printing a proof listing of all letter
formats you have on file.
Upon termination of the letter proof listing you are
returned to the (L)etter sub-menu.
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(I)NSURANCE COMPANIES
This is the section of the system where you will
establish and maintain documentation on insurance
companies you normally do business with. Selecting the
(I)nsurance company option from your MASTER MENU will
give you the INSURANCE COMPANIES - SUB-MENU.
The first time you use this option you should select
'(M)aintenance' from the sub-menu where you can create
your file of insurance companies.
DISPLAY INSURANCE COMPANIES ON FILE
After you've created your insurance companies file,
you can select (D)isplay from your sub-menu, which will
give you a list of companies on file. If you want to
make a change or an update of information on a particular
company, you can move the cursor through the list until
it's highlighting the desired company and then press
<ENTER>.
Upon selecting a specific insurance company you will
automatically enter into the (I)nquiry mode of the
(M)aintenance function.
(I)nquire - In this mode you will be displayed the total
information you have on file for the selected insurance
company.
(A)dd new - Enter the (A)dd new function, and type in the
information. The 'code' information needed here is the
abbreviation of a particular insurance company that you
assigned in creating your 'tables'. ie, BX = Blue Cross.
The rest of the information needed is standard. When you
setup new insurance company masters take care to assign
meaningful codes. These codes should be an abbreviation
of the insurance companies name and possibly a number to
identify that will distinguish between various agencies
that coverage through this insurance company. After you
have defined the code to be used for identifying the
insurance company you can then enter all remaining
information.
(C)hange - With this option you can modify any
information on file for a specific insurance company
record on file. The only field you cannot change is the
code field you setup to identify this specific insurance
company record. Once you have retrieved the desired
insurance company record you can move from field to field
until you are on the field you need to change. Type in
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the changes and move to the end. A 'prompt' will appear
in the message line on the bottom of your screen:
INFORMATION CORRECT (Y/N) Y
Press <ENTER> if the information is correct.
(D)elete - The (D)elete function of (M)aintenance is used
to delete any insurance companies you no longer do
business with. Entering the (D)elete function will
request the code number of the company you want to
delete. Type in the code number and you will receive a
'prompt' on the message line on the bottom of your
screen:
DELETE THIS RECORD (Y/N) N
This prompt is provided so that you do not accidentally
delete and insurance company master from your files.
(+)skip / (-)skip - The (+/-)skip options allow you to
step through your insurance company master file one
record at a time - (+)skip = to the next insurance
company record on file, (-)skip = back to the previous
insurance company record on file. You can then select any
of the displayed insurance company records for (C)hange
or (D)elete actions.
(L)isting, Labels, or Letters
With this option you can list your insurance
company master records to the printer in any of three
formats
(P)rinter Listing: This master listing of your insurance
companies will be printed in ID. code sequence. Depending
upon the number of insurance companies you have setup
this listing could take a few minutes.
(M)ailing Labels: With this option you can print almost
any size label for a selected range of insurance
companies. Your address selection is limited to the ID.
codes you have assigned to each insurance company. (Note:
When you setup new insurance company address assign an
ID. code that has a leading standard alpha abbreviation
and a trailing numeric. Using this concept you can
locate all agencies of a specific insurance company
simply by code.) Your label size is measured on a
standard of six lines per inch (top to one label to top
of next label) and ten characters per inch from left to
right. With this means of defining your label size you
labels can be as small as 1" x 3 1/2" or as large as a
full sheet of paper 8" x 11". You can use this option to
address post cards and news letters.
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(L)etters: With this option you can print a letter you
have setup in your Letter Master file to selected
insurance companies. Your insurance company selection is
the same as for 'Mailing Labels'. Your letter selection
is from your Letter Master file.
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(D)OCTORS
The (D)octors section is used for keeping records of
the doctors associated with your practice and referring
doctors. Those records will be accessed during other
functions of the system. Within your 'Doctor Master'
file you should setup not only records for all doctors
that work within your practice, but also all doctors that
referred patients to you. You can assign these referring
doctors to the patient at time of patient setup. Using
the 'Special' feature of 'Letters and Recalls' you can
produce selections of patients that were referred to you
by doctor.
Selecting the (D)octors option from the MASTER MENU
will give you the DOCTORS - SUB-MENU (screen).
(D)isplay
The (D)isplay option from the sub-menu will give you
a list of the doctors on file. You can select a specific
doctor record for further processing by highlighting the
desired displayed doctor and pressing the <ENTER> key.
Once you have selected a doctor for processing you will
be immediately taken into the doctor (M)aintenance
function and that doctor's record will be displayed to
you in the (I)nquiry mode. You can then select any of the
maintenance sub-menu functions for further processing of
the displayed information.
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DOCTOR MAINTENANCE
(I)nquire - The (I)nquire option allows you to request
the display of a specific doctors record. This is the
mode you will be placed in upon selecting a specific
doctor from the (D)isplay function. After the requested
record has been displayed you are returned to the
(M)aintenance sub-menu for selection of the next action
to be taken.
(A)dd new - The '(A)dd new' function of (M)aintenance
will create space for you to type in information for a
particular doctor. When you first setup your doctors we
suggest that you assign the default doctor the ID. code
of '00'. Use of this number will reduce the number of
key strokes required by the operator to assign this
doctor to a patient, or while posting transactions. The
rest of the information is standard. Entering the doctors
Medicare ID number will result in that number to print
on the HCFA-1500 form for referring doctors or for doctor
performing service.
(C)hange - The (C)hange option allows you to request a
specific doctor's record for retrieval and maintenance.
Once you have the desired record displayed on the screen
you can step down through the displayed fields by
pressing the <ENTER> key and change the field in error.
(D)elete - The (D)elete option allows you to request a
specific doctor's record for retrieval and possible
deletion. Once you have the desired record displayed you
will be presented with a prompt to confirm your deletion
request.
DELETE THIS DOCTOR (Y/N) N
A response of 'Y' will delete the displayed doctor record
in your doctor data base. A response of 'N' will
terminate your delete request. After you have responded
to the prompt the desired action will be taken and you
will be returned to the doctor (M)aintenance sub-menu
with a message displayed at the bottom of the screen for
the results of the action taken.
(+)skip / (-)skip - The (+/-) skip options allow you to
sequentially advance forward (+), and backward (-), one
record at a time in your doctor file.
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(L)isting, Labels, or Letters
With this set of functions you selectively output, by
DOCTOR ID., doctor addresses to (P)rinter listings,
(M)ailing labels, and/or (L)etters.
(P)rinter Listing: This function will list doctors in
your doctor data base to the printer in sequence by the
assigned doctor code. While this option may not seem to
be of value in a small practice keep in mind that
although this function is provided for maintaining your
doctor information you can also us it to maintain
information on any other member of your staff and all
referring doctors. You do not have to limit the
information you place into your doctor database to only
doctors! This is a convent file for maintaining all
address and phone number information for your staff -
just do not assign those who have no patient
responsibility to a patient.
(M)ailing Labels: With this option you can print almost
any size of mailing label, post card, or address news
letters, to selected doctors in your Doctor Master file.
Label size is measured from top of one label to the top
of the next label on a standard six lines per inch. Label
width is measured on a standard of ten characters per
inch with most printers limited to an eight inch width.
By using this means of defining your label you can print
addresses directly on the standard 1" x 3 1/2" labels,
post cards, and even address news letters.
(L)etters: With this option you can personalize a
selected letter in your Letter Master file to a selected
range of doctors in your Doctor Master file.
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