Last Ins Pmt : 25.00:Outstanding Claims: 50.00 50.00 0.00 100.00
Payment Date : 11/06/88: Ins Due Estimates: 45.00 45.00 0.00 90.00
: : Ins Pmts this yr: 0.00 50.00 0.00 50.00
**** Due now from patient **** 444.75
DISPLAY FAMILY MEMBERS (Y/N)
If you enter no acct # or no first name (just hit return)J K$ J! you will leave the option and return to the Main Menu.
The computer will assign the next available acct. number.
Note it and write in on the patients record. Later the computer
will prepare labels for your charts which will include
significant information taken from the account.
19
When you enter a ZIP Code, the computer will insert the TOWNJ K0 K J! and STATE for the most local zips. If none appear, you must typeJ K J! them in and thereafter the computer will do it for you. Right
now, try 11951 to see what I mean.
Phone numbers will appear on an overdue accts. receivable
list so enter as many as you can find. It makes collections much
easier.
If the patient has insurance, enter the company number in
the INSURANCE CO # field and the EMPLOYER # in the EMPL # field.J KT J! Use of the F1 key will provide help and allow the computer to
locate those #s for you.
If you use the next available number for either the
insurance company or employer (as listed in the prompt at the
bottom of the screen), you will then be able to add a new company
or employer without leaving this module to do so.
Send Bill (Y/N) will default to "Y." It can be overriddenJ KZ J! by changing the Bill(Y/N) to N.
We recommend peel-off signature labels that the patients
sign as they leave. The labels are affixed to the forms on the
signature line. Many insurance companies are not accepting
"SIGNATURE ON FILE" in place of an actual signature. This way
you are able to prepare all insurance forms at one time at the
end of the day.
If you enter a first name for a Spouse, most of the fieldsJ K$ J! in the Spouse column will be prepared for you. You may change
them if you wish. You need to add the spouse's work phone,
insurance co # and Social Security Number.
Under referred by, enter the name of the person who referredJ KB J! this family as you wish it to appear on a mailing label to that
person. Enter that person's acct # if the referrer is a currentJ K$ J! patient or the Referring Dr. # if the referrer is another dentist
or physician. Help is available for locating those numbers. The
acct # field will change from an acct # to "sent" when the label
is prepared. When the referrer is a Dr., a record of referrals
by that Dr. will automatically be updated each time a new patient
is added to the system. A list of patient referrals by any
referring Dr. can be printed up elsewhere in the program.
Here again you can add a new referring Dr. on-the-fly by
using the next available number listed in the prompt. You need
not leave this module to add new Doctor information.
Fee schedule must be a number from 0 to 99. You can chooseJ KH J! the standard fees by skipping this field. The number for the
standard fee schedule is 0 (not 1).
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Head-of-Household is column 1, Spouse is column 2, and Bill-
To is column 3. In the Bill-To and Mail-To fields, enter the #J K* K* J! of the appropriate column. If you enter "3", then you will be
requested to enter data in column 3 otherwise column 3 will be
skipped.
User codes are for any codes you care to create. You willJ K< J! be able to extract a list of patients based on your user codes.
The Document # field is used to create a merge file to beJ K< J! merged with Word Processing letters. It is currently being used
for collection letters. A list of codes currently in use and the
letters that go with them is also available. This field can be
automatically incremented by 1 (assuming you use numbers) when
the account is selected for correspondence so as to be ready for
the next in a series of letters without the user having to change
each one individually.
Money fields should be self explanatory and are updated by
# First Nm Last Name S/P/R D.O.B. MMI# Recall Lst Vst Nxt Vst Stg/Cmp
1 DECLAN McMULLEN M 1 H 12/04/39 10/01/89 07/21/89 / / 1 N
2 PATRICIA McMULLEN F 2 S 07/05/40 12/01/89 08/26/89 / / 1 Y
3 DECKY McMULLEN M 2 C 06/08/67 12/01/89 06/28/89 / / 2 N
4 TONY McMULLEN M 2 C 08/02/69 01/01/90 04/28/89 / / 3 Y
5
Press any key to continue...
21
When you enter a First Name, some information is assumed andJ KJ! will be entered for you. It can be changed if needed. To exitJ KzJ! the option, just hit return instead of a First Name.J K8J!
.c.:::Selecting primary insurance carrierJ K÷ J! P stands for Primary Insurance. In most instances, theJ KJJ! computer will determine the correct entry for this field. ItJ KnJ! will be a number from 1 to 3 based on whose insurance is primaryJ KÇJ! for this member, 1-Head-of-Household, 2-Spouse or 3-Bill-To partyJ KåJ! such as a father who is now divorced from the current Head-of-J KtJ! Household.J K< J!
In the event of double insurance coverage, in many states,J KbJ! the primary insurance for a dependent is usually the company ofJ KzJ! the parent whose birthday falls earlier in the year. In theJ KhJ! above example, the spouse's insurance is primary for the childrenJ KåJ! since her birthday occurs in July whereas her husband's birthdayJ KÇJ! is in December. Please notice that although the husband isJ KbJ! older, his birthday does not fall earlier than his wife's duringJ KÇJ! the current year.J Kf J!
.c.:::Relationship fieldJ KÉ J! The relationship field (R) is necessary for insurance formsJ KbJ! and must be the relationship to the Head-of-Household. OnceJ KhJ! again, the computer will, in most instances, determine theJ K\J! correct entry for this field. The computer will alsoJ K>J! automatically adjust the insurance forms for secondary insurance.J KåJ! Your choices are (H) - Head of the Household, (S) - Spouse, (C) -J KåJ! Child, (O) - Other.J Kr J!
Date of birth is usually required by the insurance companyJ K\J! so an entry is advised. Birthday card labels are also selectedJ KzJ! by this field.J KT J!
.c.:::Medicaid numberJ K~ J! The MMI# field is for a Medicaid #. Medicaid requires aJ K0 J! Medicaid number on Medicaid forms or no money!!J K K J!
The recall date is automatically set for 6 months from theJ KB J! current date but can be changed if desired.
Last Visit is updated by the computer as treatment isJ K< J! performed.
Cmpl refers to whether or not this patient's work isJ K J! complete. It is updated every time a transaction is posted to
this member. This field in conjunction with the last-visit field
can be used to locate patients whose treatment has been
interrupted and has no current appointment. The report is
22
prepared by choosing "7 Incompleted Patients" from the MONTH END
The function key message at the bottom of the screen advises
you of the batch entries possible. This will allow you to enter
34
multiple procedures with the press of one key. The cursor will
stop on the first line of each batch to allow you to enter the
Doctor number and completion status of the patient. You can
create these groupings by selecting Main Menu #33 VIEW/UPDATE
BATCH TRANSACTIONS
At the point when you are asked if you wish to enter a
transaction, a different message will appear that will read:
F2-Receipt : F3-Super Bill :F4-Insurance form :F5-Stage
Enter Transaction (Y/N)
At this point, you may choose any of the three hotkey
choices rather than enter Y or N to the Enter transaction
question. Although we still recommend processing all insurance
forms in a batch at the end of the day, this will allow you to
prepare forms immediately upon entering the transactions. If
either a receipt or an insurance form is prepared in this manner,
changes to the days entries for that account will not be allowed.
If an error is found, it will have to be corrected with an
offsetting adjustment entry rather than a change in the incorrect
entry. This is done for accounting safeguard reasons.
During your entry of each procedure, various messages may
appear at the bottom of the screen as each part of each entry is
checked for accuracy.
Payments can be credited without a MEMBER NAME as well asJ K$ J! adjustments up to number 50. After that a MEMBER NAME isJ K$ J! required. Procedures 1-10 are payments. 11-50 are adjustments
(credit adjustments must be entered with a negative sign
preceding them - you need not do that for payments). 51-99 are
charges that will not appear on insurance forms and 100 on up are
standard insurance codes.
Procedures in the 8000s will appear on insurance forms but
will list with a procedure of "0000". This is to allow for new
procedures that do not yet have codes assigned to them.
Procedure 9500 is a special one. With a document # of 50 in
the family account, you can charge a total case with Procedure
9500 rather than procedure by procedure entries. In fact, no
other procedures except payments will be allowed as long as the
document # remains 50. The older uninsured patients seem to
prefer this method.
Your choices under Claim are Y/N/H for Yes, No or Hold. IfJ K J! a family has 2 or more insurance coverages, you will be asked if
this procedure should be submitted, not-submitted, or held for
each company. This way, especially with double insurance, you
can hold the secondary company claim till you have received
payment from the first. You need not print both insurance forms
the same day and then worry about storing the secondary form for
the future. When payment from the primary carrier is recorded,
35
the program will alert you (with a beep and message). You can
then release the secondary form.
After you enter you choice for the Claim field, the computer
will calculate the estimated insurance benefit based on theJ Kó J! information you provided when entering Employer information. The
running totals on the top of the screen will be updated
accordingly. Procedures put on Hold will be considered in the
estimate. The program will also take into account double
insurance and you will notice that with double insurance, the
estimate will never exceed the fee. The estimate will also
consider which carrier is primary and which secondary for each
patient based on information you entered in the Family members
section.
Under Dr, you enter a number from 1-99. If you enterJ K J! nothing, it will default to 1.
Cmpl refers to whether or not the patient's treatment isJ K J! complete. It is a choice any time a procedure greater than 100
is entered. It can also be adjusted with Procedure 22-Reset
Completion.
Recall appears with those procedures related to examinationsJ K$ J! and prophys. It is automatically updated to 6 months hence but
can be changed. It can also be adjusted with Procedure 23-Reset
Recall. Neither Procedure 22 nor 23 will appear on the Edit or
Final Posting sheets prepared at days end.
All entries here are stored in a separate file until the end
of day posting. The family account will not reflect these
entries until #25 POST THE DAY is run. This is done for very
specific accounting safeguard reasons as well as to allow changes
to any errors found.
Whenever an insurance check is recorded, the program will
automatically list all claims for that account and give you an
immediate opportunity to update the appropriate claim. It will
present all the claims in the bottom half of the screen and allow
the update without leaving this module. For further details
regarding updating claims, review the section in this manual
pertaining to #27 Update Insurance Claims.
In a like manner, whenever an insurance check is recorded,
if the account is one with double insurance, all transactions
being held for release to a secondary company will appear in the
bottom half of the screen. You may then release any that you
wish, for submission to the secondary company. They will be
included in the next batch of insurance forms prepared.
36
MAINMENU 22 PRINT EDIT SHEET
23 CORRECT DAILY TRANSACTIONS
24 DAILY BACK-UP
The report prepared here allows the user to compare
checks/cash received to the amount listed. It is also the time
to compare the charges to whatever buck slips have been used to
advise the front desk what treatment has been performed.
If errors are found, they can be corrected with # 23. Some
data may not be able to be changed but only deleted and then re-
entered. This is done to assure checking the accuracy of the
data entered.
Once things balance, then #24 Daily Back-up is performed.
Selecting #24 DAILY BACKUP will cause a file called DAILY.BAT to
be run. Any backup routine that can be called from a DOS prompt
can be entered in DAILY.BAT and then run from the Tolman program.
One suggestion: create an archive file of all the data files with
a program such as ZIP and then backup the archive file. In this
way you automatically have a double backup up each day - one on
your hard disk and one on tape or floppy disk. Programs such as
ZIP or PKZIP are shareware and are available from many bulletins
boards, Compuserve or the author.
MAINMENU 25 POST THE DAY
This will prepare the final posting sheet that you save for
the IRS. At the same time, many other files will be updated with
the days activity such as the Family File, Procedures File,
Providers File, Insurance File. In addition, procedures are
cleared from the Daily File and added to the Monthly file.
A lot of work is accomplished here and that is why a backup
is performed just prior to choosing it. If something goes wrong
here, such as a fluctuation in the electrical current, you can
restore from the backup and start again.
37
MAINMENU 27 UPDATE INSURANCE CLAIMS
Update Insurance Claims (CHGCLAIMS.PRG)
Ln Name Whose Ins Clm-Date Est-Ben Clm-Amt Pay-Dt Amt-Pd Cd/Ty/Dl
As you can see, an almost infinite variety of lists becomes
possible depending on your choices.
40
MAINMENU 33 COLLECTION AIDS
1. Accounts Receivable List
2. List accounts in Family File with Doc. # greater than 50
3. Enter Document Numbers
4. Extract account by Document # - Print List
5. List accounts in given merge file
6. Word Processor
Enter Selection:
All of the above are designed to aid you with collections.
First you must identify those accounts which you feel need
attention. The quickest source for that information is the
Overdue Accounts Receivable Report. This will list thoseJ K╠ J! accounts which have a balance that are 60 or more days overdue.
The number of days could be adjusted to any number you desire.
Pertinent information such as outstanding insurance claims
etc., is included on this report to help you decide what action
to take. You may, for example, not wish to contact a patient
whose account is overdue but whose insurance company has not yet
paid it's portion.
Identifying/marking overdue accounts
Once you have decided which patients to contact, you can
then prepare personalized letters to be sent to each of these
accounts. Each letter can contain specific information about
that account - information that will be different from one letter
to the next.
To accomplish this, enter a number in the document # field
using #3 - Enter Document numbers. The number you enter is up toJ K¿ J! you. You will create your own list of codes - codes for any use
you like. One office we know prepares collection letters based
on a series of letters identified by codes from 90 to 99.
Once marked, useful information that can be inserted into
any letter you wish (such as Name, Address, Balance etc.) can be
41
extracted by running #4 - Extract by Document number. ThisJ K║ J! option will also print you a list of the accounts selected.
The information extracted is then merged into an appropriate
form letter that is customized and personalized by the inclusion
of each member's personal data. Many excellent word processing
programs are available for this purpose.
To improve your efficiency, the extracting option (#4 -J K J! Extract by Document numbers) will increment the number in theJ Kó J! Document # field by 1 if you so desire. This will eliminate the
need to manually increment the number if and when the time comes
that the patient will be sent the next letter in a series.
If at any time you would like a list of accounts that have
been marked (possibly to review collections received as a result
of your efforts), simply run #2 - List Accounts in Family FileJ K╞ J! with Doc. # greater than 50. Although we have set this programJ Kó J! up with Doc. #s greater than 50, that could be adjusted to any
number you wish.
42
MAINMENU 36 MONTH END MENU
MONTH END MENU
1 Backup - Run DAILY with Monthly disks
2 Clear out Ins. Transactions File
3 List Outstanding Insurance Transactions
4 List Outstanding Insurance Claims
5 Clear Out/Reset Insurance Claims
6 Accounts Receivable
7 Incompleted Patients List
8 Bills
9 Producer Activity Report
10 Procedure Activity Report
Enter selection: __
Not all jobs need to be done every day. We have taken those
that we feel need only monthly attention and placed them on a
separate MONTH END MENU.
1 Monthly Backup: We recommend making a back up copy of allJ K` J! files just prior to monthly procedures are performed. This
option will call a batch file named MONTHLY.BAT. Please refer to
the section describing the Daily backup for suggestions with
regard to backing up.
2 Clear Out Insurance Transaction File: After insuranceJ KΣ J! forms are prepared, the procedures are marked for deletion. They
do however remain in the file until this option is run. Clearing
the file will increase performance and free disk space.
3 List Outstanding Insurance Transactions: Since theJ Kⁿ J! programs allows you to put insurance procedures on hold, it is
good procedure to periodically review those procedures not yet
printed up.
4 List Outstanding Insurance Claims: If you participate inJ KΩ J! one or more insurance plans you will probably need to deal
directly with the insurance carriers rather than just the
43
patient. This list will allow selection of unpaid claims based
on age and/or carrier.
5 Clear Out/Reset Insurance Claims: This option willJ K╠ J! automatically delete both satisfied and unsatisfied claims
submitted prior to the date you choose. We figure that after a
certain period of time, if a claim is not yet paid then it never
will be! To include an outdated claim when considering the
collectability of an account would be deceptive. You however
decide how old is too old when running this option.
You may of course, list the Claims before deleting them.
6 Accounts Receivable: Prepares list of delinquentJ K~ J! accounts.
7 Incompleted Patients: This report will help reduce "lostJ Kä J! patients." It prepares a list of all patients who are listed as
not yet complete but whose last visit has not been since a date
that you select. It is designed to identify those patients who
for whatever reason have interrupted treatment and enable you to
reactivate them.
8 Bills: This does the obvious. Like other options, theJ K$ J! bills are "spooled" to disk and can be printed at any time later.
This option also updates the "aging" of all accounts.
10 Provider Activity Report: Prepares a report of whoJ Kó J! produced what and clears the Month-To-Date fields at the same
time.
11 Procedure Activity Report: Prepares a report listing,J K¿ J! procedure by procedure, the number of occurrences of each
procedure as well as the production attributable to that
procedure. It provides both Month-To-Date and Year-To-Date
totals. Running this report also clears the Month-To-Date fields
preparing for the next month.
44
MAINMENU 37 YEAR END MENU
BEFORE RUNNING THESE OPTIONS, RUN THE MONTHLY BILLS AS USUAL.
1. Create new PREVIOUS YEAR Files
from CURRENT YEAR Files
(FAMILY/PROCEDURE/HISTORY)
2. Kill current HISTORY FILE and
create new HISTORY FILE with
Balance Forward Transactions calculated
from the current Family Accounts
3. ANNUAL BACKUP - Backup of new
PREVIOUS YEAR Files
4. Backup new HISTORY FILE
Use December History Disks
Enter Selection
The History files contain all the procedures entered for a
given year. At the end of given year, a new history file must be
created. These options, to be run in sequence, accomplish the
housekeeping chores necessary to set that all up. All items on
this menu should be run after the last transaction of the year
ending and before entering any transaction for the new year.
#3 ANNUAL BACKUP will call a batch file named OLDYEAR.BAT
and #4 Backup of new History file will call a batch file named
NEWYEAR.BAT. This is probably a good time to back up your entire
hard disk if you do not do so every day.
Suggestion: the year end is also a good time to perform
other preventive maintenance tasks for your hardware: Tasks such
as low level formatting (which can be done with a program like
SPINRITE) and de-fragmenting files with a program like NORTON
SPEED DISK.
Please refer to the section related to Daily backup for
