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T H E O F F I C E M A N A G E R D O C U M E N T A T I O N Version 4.0 All Rights Reserved (c) 1992 - Rob Bischoff, Ph.D. D I S C L A I M E R ---------------------------- This software is not guaranteed to fill any particular purpose nor is it guaranteed to be error free in any way. The user of this software knowingly takes full responsibility for any problems and or losses incurred by it's use. C O P Y R I G H T N O T I C E ---------------------------------------------- This software, T.he O.ffice M.anager, version 4.0 is the sole property of Robert John Bischoff, Ph.D. (c) 1992 and all rights are reserved. It is a violation of federal statues to remove, alter or otherwise tamper with this copyright notice. Further, this software is protected by US Govt. copyright law and anyone discovered in violation of this copyright will be prosecuted to the fullest extent of the law. F E A T U R E S ---------------------- [1] Network capable and compatible database for both providers and patients. [2] 2 Billion patient database capability; 8 Provider network ability. [3] Full editing, searching & deleting abilities within the program for both the provider and patient data files. Individual patient files can be configured to provide a variety of print out options as well as the inclusion in reports, mailing lists and phone lists. [4] Attractive pull down menuing system for almost all functions; very easy to use. Minimal learning curve prior to full effective use of TOM 4.0. [5] Simplified billing cycle updating and financial posting; individually, "marked" files or all files. [6] Three (3) defineable Macro keys for lightening fast entry of provider services. Built in help screens for service codes relative to mental health providers. If you're a health professional but not in mental health, the help screens for CPT or other code schemes can be user modified. [7] Telecommunications program, phonebook and autodialer. TOM 4.1, when released, will be fully capable for electronic claims submission. This upgrade is in progress. [8] Built-in word processor with almost all WordStar commands supported; also will allow approximately 32 pages of text in any given file. Uses memory buffer for extremely fast editing. F4 marco key within the word processing function makes a line entry such as follows: February 12 1992 - Clinical Note Entered: WED 12:03pm [9] Printer support for: [A] HCFA-1500 Forms, including the 12/90 version [B] Standard Insurance Format Billing [C] CHAMPUS Format (coming soon) [D] Super bills/Statements with dunning notes [E] Custom Format [1a] Custom forms can be developed using an especially developed, plastic, imprinted overlay. This allows you to use virtually any preprinted form or to design your own highly customized output. [1b] Create your own customized reports, forms, patient information output using built-in TOM 4.1 templates (coming soon) [10] Mailing labels, form letters, office forms (including but not limited to release of information, referral thanks, intake form, and others), phonedex (Rolodex [TM] type cards in both standard sizes - coming soon). Provider information is automatically utilized in formatting these wide variety of forms. [11] Password controlled access (coming soon) if desired. [12] Viewing of reports to screen or printer for individuals or in batch mode. [13] Practice statistics are coming soon to TOM 4.1. [14] Patient scheduling (built in) program coming soon in TOM 4.3. P R O G R A M S C R E E N S & F U N C T I O N S ----------------------------------------------------- P R O G R A M S T A R T U P ----------------------------- The screen below is the first presentation of TOM 4.0 upon running the executeable file: * IMPORTANT NOTE * If you are the very first to use TOM 4.0, BE SURE TO USE THE NUMBER 1 as your provider number for creation of the database. This is important especially if you are going to use the CONVERT.EXE program to convert files from TOM 3.1 format to the new 4.0 format. ┌────────────────────────────────────────────────────────────────────────────┐ │ │ │ │ │ │ │ │ │ │ │ Welcome To T.O.M. -*- Version 4.0 ! │ │ │ │ You are the 1st system user and must now │ │ choose a provider # [between 1 and 8]. │ │ Remember your provider #, since you will │ │ be required to enter it each time you │ │ initiate T.he O.ffice M.anager. │ │ │ │ Enter Provider #: <--- Enter the Number 1 here. │ │ │ │ │ │ │ │ │ │ │ │ │ │ T.he O.ffice M.anager - Version 4.0 (c) 1992 - Rob Bischoff, Ph.D. │ └────────────────────────────────────────────────────────────────────────────┘ Once you have entered your provider number 1, you will receive the following message at the bottom of your screen. │ │ └──────────────────────────────────────────────────────────────────────────────┘ First Step in Adding a New Therapist Record.. Press any key. Simply press any key and the next message you'll see at the bottom of your screen will be: │ │ └──────────────────────────────────────────────────────────────────────────────┘ Adding New Therapist Record... The screen below will appear for you to complete. I have entered some suggested codes and information in the F1 MACRO area. When you are satisfied with your entries to all fields, press the Esc key and your provider information will be saved to disk in two files, PROVIDER.DAT and PROVIDER.IX. Each time another new provider is added to the system, this information collection screen will be presented. The Office Manager - Ver 4.0 New Entry Key: Last Name ┌──────────────────────────────────────────────────────────────────────────────┐ │ │ │ │ │ ┌─────────────────────────────────────────────────────────────────────┐ │ │ │ First name : <<your first name>> F1 MACRO │ │ │ │ Last name : <<your last name>> Code Type : CPT │ │ │ │ Title : <<your title like PHD>> Serv Code : 90844 │ │ │ │ Address : Service : Psychotherapy │ │ │ │ City : Location : Office │ │ │ │ State : Charges : 90.00 │ │ │ │ Zip Code : F2 MACRO │ │ │ │ Provider # : ─-Program will fill in Code Type : │ │ │ │ Telephone : Serv Code : │ │ │ │ Service : │ │ │ │ Tax ID # : Location : │ │ │ │ License # : Charges : │ │ │ │ F3 MACRO │ │ │ │ Code Type : │ │ │ │ Serv Code : │ │ │ │ Service : │ │ │ │ Record : Location : │ │ │ │ Charges : │ │ └────└─────────────────────────────────────────────────────────────────────┘───┘ <Esc> ends entry If you have already entered information into TOM 4.0 for the first time and you are now logging into TOM 4.0, you'll see this screen. Simply enter your provider number here. │ │ │ │ │ Welcome To T.O.M. -*- Version 4.0 │ │ │ │ Please enter your provider number at this │ │ time. Remember it must be a number between │ │ 1 and 8. Account verification to follow... │ │ │ │ Enter Provider #: │ │ │ │ │ │ │ │ │ │ T.he O.ffice M.anager - Version 4.0 (c) 1992 - Rob Bischoff, Ph.D. │ └────────────────────────────────────────────────────────────────────────────┘ Once you have selected your provider number, the program will check the provider database to insure that you are listed and to verify that you're using the correct provider number. │ │ │ User Verification - T.he O.ffice M.anager │ │ │ │ Welcome ROBERT J. BISCHOFF, PH.D. ─-Your Name Here! │ │ │ │ to TOM Version 4.0, Press Any Key to Begin... │ │ │ │ │ │ │ │ │ │ T.he O.ffice M.anager - Version 4.0 (c) 1992 - Rob Bischoff, Ph.D. │ └────────────────────────────────────────────────────────────────────────────┘ P R O G R A M M A I N M E N U --------------------------------- The introduction screens will clear and you'll see the following exploding menu at the top of your screen. Pressing the RETURN key will 'bring down' the menus. Use the ARROW keys to move the highlight bar from one menu selection item to another. To make a selection, press the RETURN/ENTER key. ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ A C C O U N T I N G M E N U ----------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔═══════════════════════╗ ║ View Patient Accounts ║ ─- This option displays a summary of last 10 events ║ Post Patient Accounts ║ ─- Enter credits, debits/adjustments ║ Enter Treatment Dates ║ ─- Enter up to (8) treatment dates ║ Make Activity Summary ║ ─- (Not yet active) ╚═══════════════════════╝ ╔══════════════════════╗ ║ Individual Accounts ║ ─- Enables SEARCH function for indiv. record/Edit ║ All Active Accounts ║ ─- Sequential editing for all ACTIVE accounts ║ All Patient Accounts ║ ─- Steps through ALL accounts for editing selected ╚══════════════════════╝ V I E W P A T I E N T A C C O U N T S ----------------------------------------- TOM 4.0 will display a summary of a patient's account, including total debits, credits and a listing of the last ten transactions (fewer if you have not made ten entries for a particular patient). Patient: Frederick Jones ── Patient's Name Last TEN (10) Patient Transactions Below ┌─ Unique patient record number - assigned automatically by TOM 4.0 │ Rec# Date Transaction Type Paid by Provider Check# Amount ---------------------------------------------------------------------------- 2175 03/18/92 Credit Entered Patient Provider 1 3393 18.00 2175 03/11/92 Debit Entered Provider 1 NONE 90.00 2175 03/13/92 Credit Entered Insurance Provider 1 00166872 72.00 2175 03/12/92 Credit Entered Patient Provider 1 3376 18.00 2175 02/26/92 Debit Entered Provider 1 NONE 90.00 2175 02/26/92 Credit Entered Patient Provider 1 3357 18.00 2175 02/23/92 Credit Entered Insurance Provider 1 00161487 144.00 2175 02/20/92 Credit Entered Insurance Provider 1 check 144.00 2175 02/03/92 Debit Entered Provider 1 NONE 90.00 2175 01/19/92 Debit Entered Patient Provider 1 NONE 85.00 Total Debits = 3830.00 ──- Sum of Debits (includes REMOVED Credits) Total Credits = 3621.00 ─── Sum of Credits (includes REMOVED Debits) ------------ DEBIT BALANCE: 209.00 └─── On Color Monitors, Credits are noted in Green, Debits in Red. Continue Serial Editing of Records? (Y/N) ── If you select the ALL ACTIVE ACCOUNTS, this message is shown P O S T P A T I E N T A C C O U N T S ----------------------------------------- Posting to a patient account allows you to enter a credit, debit, removal of credit or cancellation of debit to an individual's account. You can access the posting cycle for either an INDIVIDUAL or for ALL ACTIVE ACCOUNTS from the pull down menu. The example below assumes you have selected the INDIVIDUAL patient mode. The first event upon selecting this option is the presentation of the SEARCH screen. (See below) The Office Manager - Ver 4.0 Search Key Controls ON Key: Last Name ┌──────────────────────────────────────────────────────────────────────────────┐ │Doc# Patient Name Home Address City ST Phone │ │1 Abexa, Samuel 479 Woodcreek Ter. Fremont Ca 415-623-│ │1 Acer,Robert 363 Croyden Court Sunnyvale Ca 245-1502│ │1 Afeal, Syrian 232 Topeka Ave. San Jose Ca 297-8063│ │1 Allen, Agatha 854 Vanet Circle Sunnyvale Ca 408-774-│ │1 Alvedrea, Kathy 628 Halewood Court San Jose Ca 258-2949│ │1 Amen┌──────────────────────────────────────────────┐n Jose Ca 723-0668│ │1 Argu│SEARCH (Last Name): ace ── Enter first few letters of patient's name│ │1 Barr└──────────────────────────────────────────────┘untain View Ca 415-964-│ │1 Bario, Joanne 26577 Rancho de Rio Dr. Cupertino Ca 446-7491│ │1 Becha, Harry 12452 Creysmythe Lane Saratoga Ca 446-4645│ │1 Bells, Sandra 10620 Culbortsen Circle Cupertino Ca 257-8456│ │1 Benton, Sally 1953 Harley Court San Jose Ca 415-967-│ │1 Beyara, Trisha 14770 Statsen Lane Los Gatos Ca 353-3876│ │1 Blanzaries, Art 14364 Hurdully Court San Jose Ca 377-7407│ │1 Bordon, Jimmy 745 Vaquaerro Circle Mountain View Ca 415-383-│ │1 Bunnara, Kent 34828 Hillsdate Road Los Altos Ca 415-394-│ │1 Burazza, Kevin 2234 Kuster Court San Jose Ca 264-6141│ │1 Burcha, Josephine 76866 Raster Road San Jose Ca 546-6751│ │1 Burwall, Donald 2406 Even Road Campbell Ca 966-9069│ └──────────────────────────────────────────────────────────────────────────────┘ TOM 4.0 will proceed to search for a perfect match with the "string" of letters you have entered. TOM 4.0 will stop on the first perfect match and highlight the line in reverse video. If there is more than one possibility for a match, use the arrow keys to move the highlight/reverse video bar to highlight the patient you wish to post. After highlighting the patient record to which you would like to post a transaction press return the following screen will open up. Press C for Crediting, X to cancel a credit, D for Debiting and R to remove a Debit. You can quit this screen by pressing either Q for quit or the ESC key. If you select C for credit, you will also be prompted for a check number if applicable and a PAID BY code (see screen for legend). ┌─────────────────────────────────────────┐ │ ACCOUNTING ENTRY SCREEN │ │ Patient: Robert Acer │ │ Last Posting :01/03/92 ── Shows most recent posting │ Enter Credit :░░░░░░░░ ── Entering "C" will bring up a │ Enter Debit : highlighted area for data │ Cancel Credit: │ │ Remove Debit : │ │ Due 30+ Days : 450.00 ── Aging is automatically done │ Due 60+ Days : 0.00 whenever an account is posted │ Due 90+ Days : 0.00 │ │ Due 120+ Days: 0.00 │ │ Current Balance: 540.00 DEBIT BAL ── Shows DEBIT,CREDIT │ │ or ZERO BAL │ <C>redit <X>Cancel Credit ── Legend of Commands │<D>ebit <R>emove Debit <Esc> or <Q>uit │ │ │ │ Check #: ── Holds up to 8 digits - also accepts text │ Paid By: ──┐ Codes below such as CASH │ │ │ I=nsurance P=atient G=uardian O=ther │ │ │ └─────────────────────────────────────────┘ When you are satisfied with your entries, press the "Q" key for Quit or the ESC key to end the entry process. You will then be asked if you want to write this newly entered information to your patient's record in the database. If you have made any errors or otherwise change your mind about making these changes, answer N or NO to the prompt. E N T E R T R E A T M E N T D A T E S ----------------------------------------- Using this selection allows you to enter up to eight treatment dates for any patient, which in a normal billing cycle of two weeks or monthly should suffice for the average psychotherapy/counseling practice. This option will be used extensively when you perform your patient billing. Selecting ENTER TREATMENT DATES and then INDIVIDUAL will bring up the next two screens: The Office Manager - Ver 4.0 Search Key Controls ON Key: Last Name ┌──────────────────────────────────────────────────────────────────────────────┐ │Doc# Patient Name Home Address City ST Phone │ │1 Abexa, Samuel 479 Woodcreek Ter. Fremont Ca 415-623-│ │1 Acer,Robert 363 Croyden Court Sunnyvale Ca 245-1502│ │1 Afeal, Syrian 232 Topeka Ave. San Jose Ca 297-8063│ │1 Allen, Agatha 854 Vanet Circle Sunnyvale Ca 408-774-│ │1 Alvedrea, Kathy 628 Halewood Court San Jose Ca 258-2949│ │1 Amen┌──────────────────────────────────────────────┐n Jose Ca 723-0668│ │1 Argu│SEARCH (Last Name): ace │n Jose Ca 374-7286│ │1 Barn│ │n Jose Ca * │ │1 Barr└──────────────────────────────────────────────┘untain View Ca 415-964-│ │1 Bario, Joanne 26577 Rancho de Rio Dr. Cupertino Ca 446-7491│ │1 Becha, Harry 12452 Creysmythe Lane Saratoga Ca 446-4645│ │1 Bells, Sandra 10620 Culbortsen Circle Cupertino Ca 257-8456│ │1 Benton, Sally 1953 Harley Court San Jose Ca 415-967-│ │1 Beyara, Trisha 14770 Statsen Lane Los Gatos Ca 353-3876│ │1 Blanzaries, Art 14364 Hurdully Court San Jose Ca 377-7407│ │1 Bordon, Jimmy 745 Vaquaerro Circle Mountain View Ca 415-383-│ │1 Bunnara, Kent 34828 Hillsdate Road Los Altos Ca 415-394-│ │1 Burazza, Kevin 2234 Kuster Court San Jose Ca 264-6141│ │1 Burcha, Josephine 76866 Raster Road San Jose Ca 546-6751│ │1 Burwall, Donald 2406 Even Road Campbell Ca 966-9069│ └──────────────────────────────────────────────────────────────────────────────┘ After TOM 4.0 finds the patient record, press return to enter the date entry mode. The following screen will be displayed. The Office Manager - Ver 4.0 Patient Update Controls ON Key: Last Name ┌──────────────────── Patient Treatment Input Screen - Part I ─────────────────┐ │ Date of Treatment 1:03/06/92 Date of Treatment 3: │ │ Location 1:Office Location 3: │ │ Code Type ex:CPT 1:CPT Code Type ex:CPT 3: │ │ Service Code 1:90844 Service Code 3: │ │ Description 1:Psychotherapy Description 3: │ │ Diagnosis code 1:1 Diagnosis code 3: │ │ Charges 1:90.00 Charges 3: 0.00 │ │ │ │ Date of Treatment 2:03/13/92 Date of Treatment 4: │ │ Location 2:Office Location 4: │ │ Code Type ex:CPT 2:CPT Code Type ex:CPT 4: │ │ Service Code 2:90844 Service Code 4: │ │ Description 2:Psychotherapy Description 4: │ │ Diagnosis code 2:1 Diagnosis code 4: │ │ Charges 2:90.00 Charges 4: 0.00 │ │ │ │ F1 - F4 "Defined Keys" Now Active - F4 to CLEAR Block │ │ Place CURSOR on LOCATION Field and Press desired F Key for Macro Entry │ │ Record :86 │ │ PATIENT --> Robert Acer │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <PgDn> exits this page <End> Aborts Editor At each highlighted prompt, enter the appropriate information. To assist in FAST data entry, after entering the treatment date and moving to the next data field, press one of the F1-F3 keys. These are the three keys that you defined in the provider section. For example, IF you have predefined the F1 key in the provider section and press it at this time, all of the fields will be automatically filled in on the screen except for the Diagnosis Code, which is left to your discretion. To CLEAR out all fields in a particular block, place the cursor/highlighted field on the location field (or beyond) and press F4. This will instantly CLEAR ALL FIELDS in the block. This makes quick work of data entry for your billing cycle. This information is TEMPORARILY stored within the individual patient's file and will be available for reference when you perform your billing on the next cycle. There are two reasons for temporarily retaining this information, one is already noted, i.e., for quick information about what was most recently billed for this patient. The second reason has to do with having all the data fields already completed and the ONLY field in a block that needs to be changed is the billing date. So, in the fields noted below, you would only need to change the following ──┐ │ The Office Manager - Ver 4.0 Pat│ent Update Controls ON Key: Last Name ┌──────────────────── Patient Treatm│nt Input Screen - Part I ─────────────────┐ │ Date of Treatment 1:03/06/92 ────┘ Date of Treatment 3: │ │ Location 1:Office Location 3: │ │ Code Type ex:CPT 1:CPT Code Type ex:CPT 3: │ │ Service Code 1:90844 Service Code 3: │ │ Description 1:Psychotherapy Description 3: │ │ Diagnosis code 1:1 Diagnosis code 3: │ │ Charges 1:90.00 Charges 3: 0.00 │ Note that when you press the return key, TOM 4.0 automatically formats the date entered to conform to the style MM/DD/YY where M=month, D=day and Y=year. Be sure to PRESS ENTER after entering the date of billing. When you are finished entering information for screen 1 of 2, press the PgDn key and you'll be taken to the second entry screen. Pressing PgUp will move you back to the first screen and pressing PgDn will end the data entry and ask if you want to write the information to the patient's record. Answering NO will ABORT the entry and no information will be written to the patient record. * NOTE * If you are uncertain about billing dates prior to the ones that are temporarily stored in this program function, use the VIEW PATIENT ACCOUNTS option in this same menuing group. T E L E C O M M U N I C A T I O N S M E N U --------------------------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔═══════════════════════╗ ║ Telephone Autodialer ║─- Dial Phone from Phonebook of numbers ║ Telecommunications ║─- Telecommunications program (Enabled) ║ Background File Exchg ║─- File transfer while other program ╚═══════════════════════╝ functions are being utilized TOM 4.0 offers three seperate telecommunications options; however, at the time of this writing, only the telecommunications option is available. The telephone autodialer and background file exchange program functions are still in development. The TELECOMMUNICATION option is a full feature telecommunications program with many features noted below. This communications program utilizes your computers comm or communications port # 2. You'll need to check your modem literature to insure that your modem is set to this port#. However, this telecommunications program allows you to select comm ports 1 through 4 as needed. Further, the settings of 8 word length, No parity and 1 stop bit is the default setting. See your modem literature for a full explanation of these settings and meanings. The setting of 8N1 as it's normally written is the most common setting which is why it has been selected as the default for TOM 4.0. If your modem is not set to comm 2, you'll receive a modem error stating that it's unable to OPEN comm port #2. You should use the F2 key to open the menu for setting a different comm port. A good second choice would be comm port #1, since it is often used for telecommunications. Upon selecting the telecommunications program, the initialization procedure will run automatically and the screen below will be displayed. The Office Manager 4.0 - Telecommunications - Electronic Networking! This the opening screen of the telecommunications program - Your modem is automatically initialized to Hayes compatible mode. F1 Help│F2 Modem│F3 Dial│F4 Log│F5 Options│F6 HangUp│PgUp Send│PgDn Receive Selecting F1 presents the following Information/Help screen: The Office Manager 4.0 - Telecommunications - Electronic Networking! ╒═══════════════ TOM 4.0 HELP ════════════════╕ │ │ │ F1 Shows this Help Screen │ │ F2 Toggle Communications Settings │ │ F3 Request Number & Autodial the Modem │ │ F4 Open/Close Disk File of Incoming Info │ │ F5 Install and Save TOMCOMM Options │ │ F6 Goodbye/Hang Up the Modem │ │ F7 Doc Rob's Modem Tamer Key │ │ PgUp Send/Upload a File & Set the Protocol │ │ PgDn Receive/Download a File & Set Protocol │ │ Alt-D Drop to DOS │ │ Alt-X to Return to TOM v 4.0 │ │ │ │ │ ╘════════════════════════════════════════════════╛ F1 Help│F2 Modem│F3 Dial│F4 Log│F5 Options│F6 HangUp│PgUp Send│PgDn Receive Selecting F2 opens the menu for setting up the communications port noted in the description above. The Office Manager 4.0 - Telecommunications - Electronic Networking! ╒═══════════Port Parameters═══════════╕ │ │ │ Enter Choice of Parameter: │ │ B = Set BAUD Rate 2400 │ │ P = Set Parity N │ │ D = Set Data Bits 8 │ │ S = Set Stop Bits 1 │ │ C = Select COM Port COM2 │ │ │ │ Press: │ │ X = Save parameters │ │ L = Load parameters │ │ │ ╘═════════════════════════════════════╛ F1 Help│F2 Modem│F3 Dial│F4 Log│F5 Options│F6 HangUp│PgUp Send│PgDn Receive Selecting F3 accepts input for a phone number to dial. You'll note that the default number to dial is my electronic bulletin board or BBS as they are called in the communications world, ShrinkTank BBS, the support base for TOM 4.0. Pressing the RETURN key will automatically dial this number, or you can begin to type in a number you'd like to call to clear the current number. Pressing the RETURN key dials the number you have entered. Selecting F4 will open a DISK FILE and you'll be prompted for a name for this file. When opened and named, the file will accumulate ALL information that is received by the communications program as well as any input entered by you. This file will continue to grow in size, storing all input until you press F4 again, which prompts you to close the file. All information is stored in TEXT mode, which can be viewed with the word processor (described later in this documentation) by calling up the filename you have used when you opened the file. This is a good way to record all information received during a telecommunications session. Selecting F5 will open the OPTIONS menu noted below: All of the current or default settings are most commonly used. It is suggested that you toggle the P setting to TONE if you phone system uses touch tones for dialing. Consult your modem literature for a full explanation of the other features of this menu. Remember, the default settings should work without difficulty and you should only change these settings after you have read your modem literature. The Office Manager 4.0 - Telecommunications - Electronic Networking! ╒═══════════════ Options ═══════════════╕ │ │ │ Press Letter to Activate Choice: │ │ A - ANSI Enabled (On ) │ │ E - Echo Outgoing Info (Off) │ │ L - Add Line Feeds (Off) │ │ I - Include Directories (Off) │ │ H - Hardware Flow Switch (Off) │ │ S - Software Flow Switch (On ) │ │ P - Default/Tome/Pulse (Def ) │ │ │ │ W - Wipe Clear Comm Window │ │ │ ╘═════════════════════════════════════════╛ F1 Help│F2 Modem│F3 Dial│F4 Log│F5 Options│F6 HangUp│PgUp Send│PgDn Receive This communications program allows you to send and receive information in file or program format using various different communications protocols. Each communication service you utilize has it's own format or sequence for initiating a file transfer. Basically, for receiving a file, you'll go through the procedure specified by the service to which you're connected to for receiving a file; once this is done, TOM 4.0 makes it easy for you. If you have a choice for protocols for receiving a file from your HOST or communications service, specify ZMODEM or KERMIT protocols. The reason for this is not only speedy transfer (in the case of ZMODEM), but also both protocols handle properly receiving the filename and other related items. Once the HOST prompts you to RECEIVE the file, press PgDn on your keyboard and when the menu opens, select ZMODEM or KERMIT (depending upon which of these two you have told your HOST you're planning on using when receiving or sending a file). All of the rest is automatic and you'll be able to watch the file transfer happen. To SEND a file to your HOST computer, the process is also exactly the same except you'll be prompted by TOM 4.0 for the filename of the file which you would like to send to the HOST computer. When prompted, type in the filename and press return. (See the information on the ALT-D command below for a tip) The Office Manager 4.0 - Telecommunications - Electronic Networking! ╒══Pick the Upload Protocol═══╕ │┌─Doc RJB's Favorite! │ ││ 1 - Xmodem │ ││ 2 - Xmodem 1K │ ││ 3 - Ymodem [Batch] │ ││ 4 - YmodemG [Batch] │ │└─ 5 - Zmodem [Batch] │ │ 6 - Kermit [Batch] │ │ 7 - ASCII │ │ Make Selection: │ │ │ ╘═════════════════════════════╛ F1 Help│F2 Modem│F3 Dial│F4 Log│F5 Options│F6 HangUp│PgUp Send│PgDn Receive Once you have completed your communications session, the HOST computer will have you go through a LOG OFF procedure (a goodbye procedure essentially) and most HOST's will automatically cut off the phone line; however, should this not be the case, select the F6 key to disconnect your modem from the phone line. ALT-D Command This command allows you to DROP TO DOS or your operating system WHILE you are inside of the communications program. This is very handy if you are going to send a file and can't quite remember the exact filename to enter when you are prompted for it by the transfer protocol. To return to the telecommunications program, type the word EXIT at the DOS prompt and press return; this will return you to the program. ALT-X Command When you are finished with your telecommunications session and wish to return to TOM 4.0, press the ALT key and the X key at the same time and you'll exit the telecommunications program and be returned to the menu. N O T E S (C L I N I C A L N O T E K E E P E R) ---------------------------------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔════════════════════╗ ║ Patient Case Notes ║─-Then PRESS RETURN/ENTER ╚════════════════════╝ which will bring the next prompt box below │ ╔════════════════════╗ │ ║File: ║─────────────────┘ ╚════════════════════╝ Here you can enter a file name of an existing or a new file. OR you can press return again and see a complete listing of the current directory. Highlight the file you wish to 'open' and press return. The listing below is representative of a typical listing for a directory. ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╒═════════════ D:\TEMP\*.* ══════════════╕ │ .. <dir> 2/08/92 12:16a │ │ archive.dat 0 2/14/92 2:09a │ │ convert.exe 84304 2/14/92 2:02a │ │ patients.dat 256088 2/15/92 1:15p │ │ patients.ix 12448 2/14/92 8:56p │ │ progress.nts 433 2/11/92 10:49a │ │ provider.dat 636 2/14/92 11:25p │ │ provider.ix 6224 2/14/92 11:25p │ │ release.frm 1740 2/11/92 3:01a │ │ tom.doc 4683 2/15/92 1:38p │ │ tom.exe 375536 2/14/92 11:23p │ │ txdates.dat 46471 2/14/92 8:36p │ ╘════════════════════════════════════════╛ The graphic explanation above highlights some of the features of obtaining a filename to edit or view. WordStar (TM) commands have been selected as a defacto standard for the TOM 4.0 clinical notekeeper. Once you have opened a file, you can use the F4 key to instantly obtain the date and time and have a neatly placed entry to begin your clinical note on a patient. An Example: Selecting NOTES and entering a filename of NEWSTUFF and pressing return will bring up the next screen. Note that if you do not enter a filename, that you will be presented with a window that shows all files available. This editor is limited to approximately 65,000 characters and larger files will not load. This editor is intended for keeping clinical notes, editing forms included in the TOM 4.0 package and for creating new text files for various uses. If you are working with large files, you'll need to use a word processor suited for this type of task. For most tasks however, I believe you'll find this editor very useful. The FOUR KEYS you want to remember in using the clinical notekeeper are the ESC key, F2 and F3 and F4. ESC - When pressed checks to see if any changes were made to the file within editor and prompts you to save the file if there have been changes. After the file is either saved or not, depending upon how you respond to the prompt, you exit to TOM 4.0 main menu. F2 - When pressed, this automatically saves the file you have in the editor to disk using the save filename. It ALSO automatically creates a back up file using the filename and the file extension .BAK Once this is done, nothing further happens and you can continue to edit or create. F3 - When selected, all that happens with F2 above happens and additionally you are prompted for a new filename to replace the file you have now saved to disk. This is helpful when you have a number of patient files to make entries in at the end of your day and you don't want to continually drop back to the main menu for a filename prompt. F4 - I created this little GEM just for my use, but decided to share it with my TOM 4.0+ users! Press this key and find out how easy each patient entry and update is made. The editing commands available inside of the TOM 4.0 notekeeper are detailed below: WordStar [TM] Commands CURSOR MOVEMENT COMMANDS Ctrl-S = cursor left one character Ctrl-D = cursor right one character Ctrl-A = cursor left one word Ctrl-F = cursor right one word Ctrl-Q-S = cursor to beginning of line Ctrl-Q-D = cursor to end of line Ctrl-E = cursor up one line Ctrl-X = cursor down one line Ctrl-W = scroll display up one line Ctrl-Z = scroll display down one line Ctrl-R = scroll display up one page Ctrl-C = scroll display down one page Ctrl-Q-E = move cursor to top of edit window Ctrl-Q-X = move cursor to bottom of edit window Ctrl-Q-R = move cursor to beginning of file Ctrl-Q-C = move cursor to end of file Ctrl-J-L = Jump to line number (user specified) INSERTION & DELETION COMMANDS Ctrl-G = delete character at cursor Ctrl-H = delete character to left of cursor Ctrl-Y = delete current line Ctrl-T = delete word to right of cursor Ctrl-M = start a new line Ctrl-N = insert a new line at the position of the cursor Ctrl-I = move cursor to next Tab setting Ctrl-P = insert <control> character Example ^G would be <CtrlP><CtrlG> FILE COMMANDS F2 key or Ctrl-K-S = save the current file and continue editing F3 key = new file Ctrl-K-Q = abandon file Ctrl-K-D = save current file and load new one Ctrl-K-N = save the current file under a new name Ctrl-K-X = save the current file and exit this editor BLOCK COMMANDS F7 key or Ctrl-K-B = mark the beginning of the block F8 key or Ctrl-K-K = mark the end of the block Ctrl-K-T = mark the current word as a block Ctrl-Q-B = jump to the beginning of the currently marked block Ctrl-K-Q = jump to the end of the currently marked block Ctrl-K-H = toggle the display of marked blocks Ctrl-K-C = copy the currently marked block to the position of the cursor Ctrl-K-V = move the currently marked block to the position of the cursor Ctrl-K-Y = delete the currently marked block Ctrl-K-I = indent the currently marked block Ctrl-K-U = unindent the currently marked block Ctrl-O-O = toggle the case of all characters of marked block Ctrl-O-U = toggle to upper case all characters in the currently marked block Ctrl-O-V = convert all characters in current block to lower case Ctrl-K-R = read a file from disk into the current text buffer to edit Ctrl-K-W = write a file from the editor to disk - will ask for filename Ctrl-K-P = print currently marked block to active printer SEARCH AND REPLACE COMMANDS Ctrl-Q-F = perform string search (up to 30 characters) arguements requested: B=backwards G=global L=logically U=ignore case Ctrl-Q-A = search and replace function Ctrl-L = search again for same search term/string TEXT FORMATTING COMMANDS Ctrl-B = reformat the current paragraph Ctrl-K-G = reformat the entire buffer Ctrl-O-C = center the current line between column 1 and the right margin MODE TOGGLES AND OPTION SETTINGS Ctrl-V = toggle insert mode - fat cursor indicates insert mode, thin is off Ctrl-O-I = toggle autoindent mode Ctrl-O-W = toggle word wrap on or off Ctrl-O-F = toggle tab mode between "smart" and fixed Ctrl-O-T = prompts user for number of columns between tab stops Ctrl-O-R = prompts user for right margin set Ctrl-O-B = prompts user for number of spaces to indent Ctrl-Q-L = restore original contents of current line Future versions of TOM will utilize a menuing system as a substitute for this command structure; however, remembering that F2 saves a file, F3 saves a file and prompts for a new one and ESC leaves the word processor will do in most instances. P A T I E N T S (T H E D A T A B A S E) ------------------------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔══════════════════╗ ║ Add New Patient ║─- ADD a Record ║ Delete A Patient ║─- DELETE a Record ║ Modify A Patient ║─- EDIT/MODIFY Record ║ Search & Modify ║─- SEARCH & MODIFY Record ║ Search & Delete ║─- SEARCH & DELETE Record ║ Select Sort Key ║─- Inactive ║ Show ONLY Filter ║─- Inactive ║ Rebuild Database ║─- COMPRESS after Deletions ║ Database Info ║─- STATISTICS on Database ╚══════════════════╝ A D D N E W P A T I E N T R E C O R D ------------------------------------------- Selecting this option allows the addition of a new patient record to your database of information. The following screens will be presented in the same order as shown here. Once you have entered patient and insurance carrier information (if applicable) the new patient record will be added to the database. When entering the information, use the ESC key to exit each page once you are satisfied that the information collected is correct and complete. You can later edit/change any of this information from the MODIFY A PATIENT or the SEARCH & MODIFY menu selections. Screen 1 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌──────────────────── * Patient's Demographic Information * ───────────────────┐ │ First name :Robert │ │ Last name :Acer │ │ Address1 :363 Croyden Court │ │ Address2 : │ │ City :Sunnyvale │ │ State :Ca │ │ ZipCode :94539 │ │ Home Phone :408-739-0733 │ │ Work Phone :408-345-3387 │ │ Mil. Status:n/a │ │ Employer :Silicon Graphical Systems │ │ Employee# :23-4453-2 │ │ Soc.Sec.# :433-64-3799 │ │ Birthdate :6/6/59 │ │ Rel.To Ins.:self │ │ Date 1st Tx:12/13/88 │ │ Init. Diag.:296.22 │ │ │ │ Record :1 │ │ Provider ID:1 │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 2 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Patient's Insurance Information───────────────────────────┐ │ Insurance Carrier :Blue Shield of California │ │ Carrier Address :34503 Long Island Road │ │ City :Green Bay │ │ State :WI │ │ ZipCode :54344 │ │ Group Number :4540041- E │ │ Coverage Code :n/a │ │ Plan Number :0085 │ │ Name Other Carrier:none │ │ Phone Number :504-299-3876 │ │ Health Care Mgr. :Gary Adkinds, MFCC - EAP │ │ Manager Phone/Ext :504-299-3877 Ext: 334 │ │ │ │ │ │ │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 3 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Insured's Demographic Information─────────────────────────┐ │ First name :same ──-typing in the word SAME here in either upper or lower │ │ Last name : case will use the info from the first screen to fill │ │ Address1 : in this screen too. If MUCH of the information is the │ │ Address2 : same, type "same" (without the quotes) and then edit │ │ City : the fields that are different. │ │ State : │ │ ZipCode : │ │ Home Phone : │ │ Work Phone : │ │ Mil. Status: │ │ Employer : │ │ Employee# : │ │ Soc.Sec.# : │ │ Birthdate : │ │ Rel.To Pt. : │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 4 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Insureds Insurance Information────────────────────────────┐ │ Insurance Carrier :same ─- placing SAME here copies the info from the │ │ Carrier Address : second screen to this one automatically. │ │ City : Use this feature if the patient and insured │ │ State : are one in the same. │ │ ZipCode : │ │ Group Number : │ │ Coverage Code : │ │ Plan Number : │ │ Name Other Carrier: │ │ Phone Number : │ │ Health Care Mgr. : │ │ Manager Phone/Ext : │ │ │ │ │ │ │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 5 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Special Options for Patient File──────────────────────────┐ │ Signature Card Complete :y ─-use for assignment of benefits, etc. │ │ Print SuperBill/Statement :y ─-simply superbill/statement │ │ Print Insurance Billing :y ─-on plain white paper does industry standard │ │ Print in HCFA-1500 Format :y ─-fills in preprinted forms! │ │ Print in CHAMPUS Format :y ─-Inactive: will fill in CHAMPUS preprinted │ │ Electronic Billing Enabled:y ─-Inactive: will allow for electronic billing │ │ Patient Status [A or I] :a ─-set to active for all features │ │ Include Patient in Reports:y ─-include this pt's info in reports created │ │ Billing Message Line 1 : DUNNING COMMENTS PLACED HERE WILL APPEAR │ │ Billing Message Line 2 : ON THE BOTTOM OF STATEMENTS FOR THIS PT. ONLY! │ │ Include Pt. in PhoneDex :y ─-include this patient in autodialer/phonebook │ │ Include in Mailing Labels :y ─-include in mailing listing │ │ Charge Interest > 30 Days :y ─-charge interest to pt. acct. after 30+ days │ │ Interest Rate to Charge :12.5 ─-Sample rate of interest to be charged │ │ │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 6 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Additional Billing Information────────────────────────────┐ │ Patient's gender : m │ │ Cond. related to employmnt:n │ │ Cond. due to auto accident:n │ │ Date of first symptoms :12/13/88 * Most of these items are │ │ Ever had similar symptoms?:n standard and self-explanatory │ │ Emergency Treatment? :n │ │ Date Pt can return to work:immediate │ │ Date Total Disability FROM: ─┐ │ │ Date Total Disability TO : │ │ │ Date Partial Disable FROM : ├── Date Fields │ │ Date Partial Disable TO : ─┘ │ │ Name of referring doctor :Dr. Feelgood │ │ Hospital Admission Date : ── Date Fields │ │ Hospital Discharge Date : ── " " │ │ │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 7 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌────────────────────Additional Billing Information────────────────────────────┐ │ Services Rendered -Addr 1 :office │ │ Services Rendered -Addr 2 : │ │ Was Laboratory work done? :n * More self-explanatory │ │ Laboratory Charges :no items. │ │ EPSDT? :n │ │ Family Planning? :n │ │ Prior Authorization for Tx:n │ │ Accept Assignment? :n │ │ Patient Account Number :891101AD ─-Example: yr, month, type, 1st two init│ │ Pt. Branch of Service :n/a 89 11 01 AD │ │ Second Diagnosis : [ 01=indiv therapy] │ │ Third Diagnosis : 02=marital therapy │ │ Fourth Diagnosis : 03=family therapy │ │ 04= etc, etc. make │ │ your own for ref. │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Screen 8 of Patient Addition The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌──────── Additional Information Required for New HCFA-1500 Form ──────────────┐ │ 1=Medicare 2=Medicaid 3=CHAMPUS 4=CHAMPVA 5=Grp Health 6=FECA Blk Lg 7=Other │ │ Place numeric code below -*- Insured's ID for Number │ │ Enter Insurance Code Here :5 ── Use code from above to specify insurance │ │ Other Accident/Not Auto :N ── Enter Y if IS accident related/NOT Auto │ │ ST of Accident/Was Auto :░░ ── Two Letter State Abbrev. │ │ Marital Status :S │ │ 1=Employed │ 2=Full Time Student │ 3=Part Time Student │ │ Work/School Status [above]: │ │ ID# of Referring doctor : │ │ Medical Resubmission Code : │ │ Original Reference Number : │ │ Prior Authorization Number: │ │ Provider ID is SSAN or EIN: │ │ Provider PIN# : │ │ Grp# : │ │ │ │ Record :1 │ │ │ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ <Esc> ends entry Once you have completed the information requested by these eight data entry screens, the record will be written to the patient database. If you need to make corrections to any of this information at some later point, use the Modify option. In the modify option, you are allowed to page forward or backward through the patient record, or press END to exit the record without making changes. The options of DELETING, SEARCHING to MODIFY or to DELETE are self-explanatory so a more detailed description is not included here; however, two additional options, Rebuild Database and Database Info, do warrant further explanation. R E B U I L D D A T A B A S E ------------------------------- After you have been using the database for some time, you may have deleted a number of patient records from the database, which is essence leaves "holes" in the database file. That is, where the deleted record once was, there's empty space. This space is reserved even if the patient record no longer exists which contributes to your database's overall size. When you perform a REBUILD on your database, those empty spaces are removed and the database effectively "shrinks" to accomodate ONLY those records that contain patient information. It is a good idea to BACK UP all of you files on a regular basis, but it's especially important to do so when you have deletion of files in mind. BE SURE to BACK UP your data before rebuilding the database. D A T A B A S E I N F O ------------------------- This option simply reads through your database and lets you know how many active files you have as well as Keys and other network information (where applicable). P R I N T I N G B I L L I N G S / S T A T E M E N T S -------------------------------------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔════════════════════╗ ║ Insurance Billings ║─- Standard, HCFA-1500, Champus or CUSTOM! ║ Generate Statement ║─- Super bill/Statement ║ Mailing Labels ║─- Indiv., Group or All patients ║ Phone Index Cards ║─- Same as mailing/also used in autodialer ║ EZ Office Forms ║─- Collection of useful office forms ║ Financial Reports ║─- Inactive: will include summaries, etc. ║ Patient Case Notes ║─- Select and print out patient case notes ╚════════════════════╝ Note some of the report types shown here. These are two of the pull down menus that you'll see when selecting Financial Reports. ╔═══════════════════╗ ║ Individual Report ║ ║ Weekly Summary ║ ╔═════════════╗ ║ Monthly Summary ║ ║ 1st Quarter ║ ║ Quarterly Report ║ ║ 2nd Quarter ║ ║ Annual Summary ║ ║ 3rd Quarter ║ ╚═══════════════════╝ ║ 4th Quarter ║ ╚═════════════╝ I N S U R A N C E B I L L I N G S ----------------------------------- This option allows you to generate a patient billing form using plain white paper (dot matrix or laser) that approximates the original HCFA-1500 form and which has been accepted by every major third party carrier that this provider has billed in the past nine years. You can print ONE form for a patient or use the ALL ACTIVE option to print out all active patients that have the PRINT INSURANCE BILLING field set to "Y" on page 5 of the patient data record. To change this and other settings, select the patient database menu choice, find the patient record you wish to modify and begin editing. Billings are printed in alphabetical order by patient's last name to make for easy locating. G E N E R A T E S T A T E M E N T ----------------------------------- This option allows you to create super bills or statements for patients. The location of the patient's name and address facilitate using windowed envelopes to save addressing efforts. The format of this statement is similar to the lower half of the old HCFA-1500 form, in that it contains the billing information for services rendered, the statement aging and other financial information. The statements also allow for Dunning comments at the bottom; two 40 character wide lines for your message. The Dunning messages are printed ONLY on the individual patient's form. M A I L I N G L A B E L S --------------------------- This option, when enabled will allow you to print out mailing labels for individual patients, ALL MARKED PATIENTS or ALL PATIENTS in your database. The format will also allow for POST CARD addressing. This feature will be available shortly in version 4.01. P H O N E I N D E X C A R D S --------------------------------- Using this option will allow you to print out on a dot matrix (tractor fed) printer, both sizes of the phone index cards, made popular by Rolodex (TM). Again, the MARKED option allowing the patient's information to be utilized by this function needs to be enabled or turned ON when you edit each patient file. When set to ON, you will have the ability to print individual, ALL MARKED PATIENTS, or ALL PATIENTS in your database. E Z O F F I C E F O R M S ----------------------------- A very nice addition to your new 'electronic' office for sure! Presently TOM 4.0 prints out a generic release of information for patients, using some of the information from the provider database to create a letter head and to use the provider information on other parts of the form. The second form currently available is the Patient Intake Form, which insures that you have obtained all pertinent information from the patient for his or her database record. Other Forms are noted but not yet active utilizing this feature. The long range plan for TOM 4.0+ is to maintain a wide collection of the more commonly utilized office forms to be 'custom printed' by the TOM 4.0+ program. * Author's Note * If you have created a useful office/practice form and would like to see it added to the office forms collection NAMED AFTER YOU, then send it to the address noted in this documentation for consideration for inclusion. There's no money in it for you, but your name will 'be in lights' and I appreciate your willingness to share; which will also be rewarded by a free upgrade which includes your new form. F I N A N C I A L R E P O R T S --------------------------------- Currently, all of the financial reports listed are NOT yet enabled. Since I have had to develope this program in stages, it will form as well as availability will follow function and demand. All financial reports will print to SCREEN, PRINTER, or DISK FILE; this will allow a great deal of ease in editing or further customization by you the end user! Financial reports will be available in TOM version 4.1. T H E R A P I S T D A T A B A S E ----------------------------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ Selecting "Therapist" will bring ╔════════════════════╗ down the following menu. The ONLY ║ Modify A Therapist ║ method for Adding a new therapist ║ Delete Therapist ║ is to select a new provider number ║ Rebuild Database ║ at the log in screen. ╚════════════════════╝ If you press Modify a therapist, you'll see a screen very similar to the following with a highlight bar over the first line. Simply press the RETURN or ENTER key again and the next screen will appear. The Office Manager - Ver 4.0 Therapist Menu Controls ON Key: Last Name ┌──────────────────────────────────────────────────────────────────────────────┐ │Prov# Name Title Office Address City ST Phon│ │1 BISCHOFF, ROBERT J. PH.D. 10601 S. De Anza Bl Cupertino CA 408-│ │ │ │ │ │ │ └──────────────────────────────────────────────────────────────────────────────┘ Therapist Modification Mode - Highlight Name and Press Enter Esc=Quit Here you'll be able to edit the provider information. Please note the use of the F1-3 MACRO keys. Put your most common billing information here and you'll find this option most useful in the ENTER TREATMENT DATES of the ACCOUNTING menu item. (Note that the term MACRO refers to the concept that MANY keystrokes entered by you the end user, can be 'strung together' and assigned to ONE KEY. This process allows you to ASSIGN the code type, service code, service description, location of services and charges ALL to ONE KEY! A time saver!) The Office Manager - Ver 4.0 Changes Controls ON Key: Last Name ┌──────────────────────────────────────────────────────────────────────────────┐ │Prov# Name Title Office Address City ST Phon│ │1 BISCHOFF, ROBERT J. PH.D. 10601 S. De Anza Bl Cupertino CA 408-│ │ ┌─────────────────────────────────────────────────────────────────────┐ │ │ │ First name :ROBERT J. F1 MACRO │ │ │ │ Last name :BISCHOFF Code Type :CPT │ │ │ │ Title :PH.D. Serv Code :90844 │ │ │ │ Address :10601 S. De Anza Blvd 108 Service :Psychotherapy │ │ │ │ City :Cupertino Location :Office │ │ │ │ State :CA Charges :90.00 │ │ │ │ Zip Code :95014 F2 MACRO │ │ │ │ Provider # :1 Code Type :CPT │ │ │ │ Telephone :408-446-3322 Serv Code :90844 │ │ │ │ Service :Psychotherapy │ │ │ │ Tax ID # :557-34-5592 Location :Office │ │ │ │ License # :PL-43216 Charges :80.00 │ │ │ │ F3 MACRO │ │ │ │ Code Type :CPT │ │ │ │ Serv Code :90844 │ │ │ │ Service :Psychotherapy │ │ │ │ Record :1 Location :Office │ │ │ │ Charges :50.00 │ │ └────└─────────────────────────────────────────────────────────────────────┘───┘ <Esc> ends entry When you change information in this database, the currently running TOM 4.0 program memory is automatically updated also to reflect the new information. U T I L I T I E S ----------------- ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔═════════════════╗ ┌───-> ║ Design Billing ║ Coming soon to TOM 4.1 ┤ ║ Drop to DOS ║ └───-> ║ System Security ║ ╚═════════════════╝ D E S I G N B I L L I N G --------------------------- This special option is used in conjunction with the special plastic template included in your manual for creating custom forms (to print forms after having created your own special one go to the printing section under custom printing feature). Essentially, you'll be able to 'fill in' ANY form that you may wish to use, provided the information is contained within the patient database (it likely will be) or even create your own forms from scratch and have patient data placed appropriately on your form. D R O P T O D O S --------------------- Dropping to DOS... <── Message printed to your screen as exit to DOS starts Microsoft(R) MS-DOS(R) Version 3.30 <── Copyright message when DOS begun; (C)Copyright Microsoft Corp 1981-1987 your message may vary depending upon your DOS version. Type EXIT to return to TOM 4.0 <── An embedded prompt that reminds you how E:\TOMDVLP> to return to TOM 4.0 For those of you familiar with the PC/MS-DOS operating system, this function allows you to 'get to' the DOS command line for various file operations. If you are NOT familiar with DOS commands and are looking for an outstanding reference that's very readable try Wolverton's "RUNNING MS DOS". S Y S T E M S E C U R I T Y ----------------------------- For the single system user, this is not really a concern; however, the minute you begin to run this application on a server and have a number of providers using the same database, this does become an issue. Version 4.0 does not have any security measures in place; however, version 4.2 will be set up with a system manager/operator as the security officer for the database, who will have the ability to implement, change and delete access and passwords. Further, 4.2 will contain a self-checking audit trail. Also, future versions of TOM 4.1+ will contain an authentication code to act as a guard against computer viruses. E X I T ------- Thanks for trying out TOM 4.0 and I'm hoping to receive your registration fee (if you haven't already registered this program) and enjoy reasonably priced software! Pressing EXIT prompts you for one final acknowledgement prior to ending the program. ╔═══════════════════════════════════════════════════════════════════════════╗ ║ Accounting Communications Notes Patients Printing Therapists Utils Exit ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ╔════════════════╗ ║ EXIT Y/N? ║ ╚════════════════╝ Support Shareware! TOM Version 4.0 - (C) 1992 - Robert J. Bischoff, Ph.D. Trouble Shooting TOM 4.0 ------------------------ T.he O.ffice M.anager version 4.0 is fairly 'bullet-proof' and should NOT crash or give you error messages; however, there are a couple noteworthy points to mention about using TOM 4.0. 1) The word processor uses a text buffer in memory and is limited to about 65,000 characters. If you attempt to load a file that's larger than this amount, the program may terminate with an error. 2) With the tremendous file capacity, network checking and BTREE type of searching that this program database utilizes, it is advantageous to run TOM 4.0 with a disk caching program. Norton, PCTOOLS Delux, and Mace [TM] all put out excellent disk cache software. As your database grows in size, you'll notice it running at a slower rate. Other Utilities for TOM 4.0 --------------------------- 1) For registered users of TOM 3.1, I have written a very fast and thorough conversion utility which will convert all of your .PAT and .DAT files into one large database file. This conversion is NOT shareware and will be supplied as a serial numbered item to users. 2) Also for registered users, I will supply a clear plastic template for use with the CUSTOM form/printing option. This overlay will allow you to use virtually any preprinted form with TOM 4.0. You can also use this overlay to create your own unique forms for a variety of output. User Support for TOM 4.0 ------------------------ 1) User support for TOM 4.0 and prior versions is available through my 24 hr. ONLine BBS or Bulletin Board System in Calif. ShrinkTank BBS is available at 408-257-8131 for all computer types; communication configuration should be 8N1 with ANSI support. 2) Also, I am available by phone on a limited basis (since I run a full time private practice and consulting firm), usually Monday through Thursday after 7pm PST or on Fridays after 2pm PST. My private consulting phone is 408-446-4233. Special Note ------------ Please note that TOM 4.0 as released is not yet complete yet has most fundamental features enabled for effective use in tracking patient income, generating insurance claim forms and statements as well as keeping clinical notes. Some of the telecommunications routines are written but have yet to be added as well as the custom form feature and security systems. Releases 4.1 and 4.2 will contain these features and should be complete for release by June 1, 1992 and September 1, 1992 respectively.