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AcuBase 2.003 User`s Manual

1. 02 24 2001 1187 97780 Fcupuncture copay 15 00 15 00 0302 2001 1184 97780 Fcupuncture copay 15 00 15 00 03408 2001 1187 97780 Fcupuncture copay 15 00 15 00 03409 2001 1184 97780 Fcupuncture copay 15 00 15 00 03 14 2001 1187 97780 Fcupuncture copay 15 00 15 00 03 16 2001 1184 97780 Fcupuncture copay 15 00 15 00 03 21 2001 1187 97780 Fcupuncture copay 15 00 15 00 03 23 2001 1184 97780 Fcupuncture copay 15 00 15 00 0406 2001 1191 97780 Fcupuncture copay 15 00 15 00 TOTAL Total Transactions Total Prices Total Taxes Total w Tax ACUPUNCTURE COPAY 12 180 00 0 00 180 00 077142001 1222 97802 Cupping 20 00 20 00 TOTAL Total Transactions Total Prices Total Taxes Total wiTax CUPPING 1 20 00 0 00 20 00 Summary Aging By Patient The Summary Aging By Patient Report sorts outstanding balances alphabetically by patient summarizing the total amount each patient with an outstanding balance owes These total balances are grouped into columns representing outstanding balances of 120 days 90 120 days 60 90 days 30 60 days and 0 30 days from the date the report is run Using The Patient Information amp Billing Database 4 35 Summary Aging By Patient Patient Name 30 Days or Less 30 60 Days 60 30 Days 120 Days or More nderson Christopher 0 00 95 00 0 00 0 00 owers Kristen 95 00 380 00 0 00 0 00 roude Marla 285 00 760 00 0 00 110 00 rown Daphyne 0 00 0 00 0 00 0 00 astle Kate 0 00 0 00 0 00 210 00 oe Jane 181 65 0 00
2. Paid By Amount Paid and Adjustment fields The Paid By field is a modifiable pop up list intended to record the method or source of payment You may select something from the list or hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter whatever you like To add new items to the pop up list scroll to the bottom of the list and select Edit If the amount paid is lower than the actual amount of the procedure use the Adjustment field if you wish to write off the difference For instance if you charged an insurance company 45 for myofascial release but they only paid 35 you may wish to simply write off the 10 difference in which case you would enter 10 in the Adjustment field You may also have AcuBase do the adjustment calculation for you After you have entered the amount paid for a given procedure if it is less than the price charged you can tab or click into the Adjustment field and click on the word Adjustment go to the Commands menu and click on Auto Calc Adjustment for this Line Item or simply use the keyboard shortcut Cntrl 0 in Windows or Command 0 on a Macintosh The final field on this screen is the Notes field Enter any notes that would like to have attached to this invoice This field does not show up on the printed invoice If you have other field on the HCFA form that have not be
3. as well as any and all other mission critical files that you use This is your responsibility as a business person and a prudent computer user We recommend using a Zip Drive By Iomega on a daily basis use 5 disks a separate disk for every day of the week which can hold at least 100 megabytes of data on each ZipDisk Any other media that may provide reliable backup of at least 50 megabytes of data and is easy to restore in case of data loss may also be employed Note that backing up toa CD RW makes the AcuBase files read only If you need to recover lost data from a backup on CD you will need to select all of the files after you ve moved them to your hard drive and then un select the Read Only designa tion in order to make your files modifiable Simply backing up the AcuBase folder directory with the program CLOSED will save all data related to the program Mac users copy the AcuBase folder from your hard drive to your backup media PC users back up the AcuBase directory located at C program files trigram software AcuBase where C equals the letter of your hard drive Moving AcuBase to a Different Machine Your software license permits you to install and use one copy of the program on one machine only Trigram Software does not support the use of AcuBase in more than one location or over a network Situations will arise where you may buy a new machine or wish to simply move the program over to a d
4. Patient Classification Insurance Cenhalaia t Headache TE Referred By ID of Referring Physician Osteoporosis posttraumatic 7337 HCFA Line 17 HCFA Line 17a Sommer Stephen A345652 Fan Es88 Click Here to Print Referral Thank You Letter From this point forward you may note that many of the fields have titles that include a HCFA line number This number refers to the box number on the HCFA 1500 form where the field data will appear 4 4 Using The Patient Information amp Billing Database Next you will enter the patient s address emergency contact info and any phone numbers and or email addresses You may enter as many numbers or email addresses as you wish and the list will show as you entered it it will not alphabetize General Information After that you will tab down to the General Information section where the patient s sex classification referrer information and any general comments may be entered as they relate to this patient The Patient Classification field allows you to classify your patients by their type i e Worker s Comp Cash Paying Insurance Paying etc You can edit these classifications by selecting Edit at the bottom of the pop up field s list or just hitting the Esc key on your keyboard or click once in the field to type whatever you would like there The Patient Classification field also appears in List View and can be useful when finding appropriate patients for report
5. This is a record of my call with John about his continuing treatment Using The Patient Information amp Billing Database 4 9 of the status of this call whether the call is open closed in process etc You may edit this status list and add your own choices by clicking on the Action Status field and selecting edit Enter all the information you would like to about this call in the Notes field When you are finished you may print the call record by clicking on the Print Call Entry button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu Fax Entry If you choose to create a fax you will be presented with the Fax Entry screen On this screen all you need to do is enter who the fax is going to who it is from into the From field and type in any message that you want to have appear on the cover sheet in the Fax Message field You may print the fax by clicking on the Print Fax button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu Office Visit If you choose Office Visit you will be presented with the Office Visit Intake screen On this screen you have
6. for a set of records only those records are available to view from that point forward To bring all records in the database back into the found set click on the Find All button at the top of the screen Replacing Fields in All Records There may come a time when you wish to change a given field in a part of AcuBase and have that change be identical throughout all of your records For instance you may wish to change all patients from one provider to another To do this 1 Do a find for all of the records for which you wish to replace the data in a given field In the example above you may wish to find all patients who have Dr X as their provider 2 Goto the field you wish to replace the data in and replace the data that is already in there with the changed data In the example we would change one of the patient records provider from the old Dr X to the new data Dr Y 3 Once the data is changed make sure your cursor is still in the field you wanted changed and hold do a Cntrl the Cntrl key and the equals key on your keyboard Mac users Command You will see a dialog box that asks you if Getting Started with AcuBase you would like to change the data in all of the other current records to match the data in this record Choose Yes and you have done it Note that once the change has been made it is immediately saved and cannot be undone unless you go
7. price field by simply clicking on the price and changing it Note that your amounts for each item must be consistent with the measurements used in the Inventory database For example if you buy an herb by the pound and then sell some of that herb to a patient it is assumed that you are selling it by the pound This is the only way that AcuBase can accurately keep track of how much of a given item you have sold since last stocking it in inventory PRODUCTS BOUGHT Formulas Herbs Etc From Inventory Product Name Sold by Quantity Price Each Tax Total This tem in Back Support chronic Ce a a INN Product Subtotal including tax PAYMENTS To apply a paymentto a specific procedure put it on the same line as the procedure below Othenwise to record any otherkind of payment such as a lump sum payment from the patient a co pay etc go to the bottom of the list below and fill in the payment in the blank space provided recording only the Date Paid Paid By Amount Paid and Adjustment fields Date of Service Procedures amp Codes si Insurance Notes _ Procedures Products Subtotal 290 00 Payments Total 180 00 Adjustments Total 70 00 128 paid by insurance 4 16 Using The Patient Information amp Billing Database The Payments section allows you to keep track of anywhere from one to several payments made to the invoice To apply a payment to a specific proced
8. s Intakes and Activities tab Each invoice may be printed by clicking on the Print Superbill or Print HCFA button at the top of an invoice To print all outstanding invoices for a given patient or all patients use the Print Outstanding Invoices report on the Reports screen To print all invoices for a given patient go to that patient s Billing tab select a pre existing invoice or create a new one and then click on the View as List button at the top of the screen From View as List mode you may print all of the patient s invoices on either HCFA 1500 forms or superbills by clicking on the appropriate button at the top of the View As List screen These buttons are also available at the top of the Payment Entry screen When the option to print comes up be sure that the selection at the top of the print screen is Records Being Browsed and that you have selected All pages Otherwise you will only get one line of text or one invoice To Change The Look Of Invoices Or Activities If you own FileMaker Pro 5 5 or higher for Mac or PC and know the program well you may change the look of your faxes intakes call records patient progress reports and or patient invoices superbills To do this 1 Open FileMaker Pro 2 From within FileMaker Pro go to File Open 3 To change the look of activities such as faxes intakes call records or patient progress reports open the Activities database from within the
9. Chronic contains herbs which activate the Qi and blood circulation remove Qi and blood stagnation relieve pain and nourish the muscles and tendons Indications TCM Westem Psychological Pulse Tongue Chronic upper or lower back pain Pee ee ee ee ee ee ee ee The Reference Library Databases 9 11 Because the formulas in the Patent Formulas database were developed by their associated vendors and because their related written materials are copyright protected AcuBase does not offer any patent formula related reports You may however modify as much information as you would like to in the Patent Formulas database Finally unlike standard herbs and formulas each of which may have several vendors each of the patent formulas has only one vendor associated with it This vendor s name may be seen in both Form View and List View From Form View s General Information tab the left side of the screen shows the vendor name and logo s and just below the logo s the f ad amount of the patent formula in stock in the Inventory database To get more information on a given vendor simply click on that vendor s logo or on the Go To Vendor button at o lo vendor the top of each screen To add or modify a given patent formula in the Inventory database you may also click on the Add To Inventory button on the top of the General Information tab screen dd To Inventory Note Patent formu
10. More to access each respective category of settings Note that these preferences take effect from the time that you make them So for example if you had already created invoices or entered items into inventory before you changed the tax preferences those invoices and or inventory items would retain the old tax rates that existed at the time those records were created This goes for virtually all settings within Preferences The Main Menu 3 3 Providers Use the Providers tab to enter up to three user names and related contact information Provider license number and tax id numbers may also be entered here This information will be used when creating activity records and invoices If you plan to do electronic billing you should avoid using in any of these fields so Jason Luban MD Ph D should instead be entered as Jason Luban MD Ph D See the Electronic Billing section of the user s manual for further details on why commas are evil Providers Click on the tabs to enter information for each provider Up to three providers may use AcuBase Provider 1 Provider 1 Your Address Jason A Luban LAc All Hours Acupuncture amp Herbs Name Company Name ACEI 24 16 Taurus Avenue Provider License Number Company Address 148 56 0349 Oakland cA 94611 Provider ID Number Social Security No Company City State Company Zip Social Security No 510 290 9393 Provider ID Number Type for HCFA Line 25 Phone Nu
11. So if your products are taxed at 5 you would type 05 rather than simply 5 Note too that while a Products tax rate may automatically be entered when adding a new item to inventory if the tax rate is later changed it will not change the tax rate on previously entered inventory items These items will need to be changed manually If the tax rate you charge for products changes you may change the rate in the Products Tax field and then automatically assign that new rate to all existing inventory without having to change each item manually in the inventory database To do this once you have changed the Products Tax field to the new rate click next to the field where it says Click here to apply a new tax amount to all existing inventory The Main Menu 3 5 Billing Codes The Billing Codes tab gives you access to both procedure and diagnosis codes These are the lists that pop up when using the Patient Information and Billing databases AcuBase comes with many of the most popular procedures and diagnoses requested by our users with associated U S CPT and ICD 9 codes You can simply click into any of the procedures or diagnoses listed to change or delete them as well as adding modifiers prices tax amounts for each procedure and your own codes To create new proce dures or diagnoses simply scroll to the bottom of the list and enter them on the last blank line Note that the lists will automatically alphabeti
12. THERE IS NO WAY TO BRING BACK DE LETED RECORDS UNLESS YOU HAVE MADE A BACKUP OF THE FILE You may delete any single record by simply clicking on the Delete button You can also delete a group of records or all of the records in a file To delete a record 1 Select the record you want to delete by bringing it into view on your screen 2 10 Getting Started with AcuBase 2 Click on the Delete Record button 3 Inthe message that appears click Delete To delete a group of records 1 Perform a Find to select the group of records you would like to delete 2 Choose Delete All from the Mode menu 3 Inthe message that appears click Delete To delete a whole line of codes If you wish to delete a whole line from the Procedures section of an invoice or a whole CPT or ICD 9 description and code from the database including blank lines 1 Go to the line you wish to delete and click between two fields so that the whole line lights up is selected 2 Click on the delete or backspace key on your keyboard 3 Inthe message that appears click Delete To Find Records To find a record or set of records 1 Go to the layout you want to use to find records 2 Choose the Find button at the top of the screen 3 You see a blank find request that looks like a record without data 4 Type values in the appropriate fields 5 Click the Find button on the left side of your screen To perform an AND req
13. This is the kind of information one might usually find contained in vendor catalogs or binders with details about dosage diagnosis use of vendor related products Contact Info vendor Literature Vendor Products amp Inventory Lotus Herbs Inc CONTENTS Herbal Extract Vs Bulk Herbs Click on Subject Below About The Authors HERBAL EXTRACT YS BULK HERBS INTRODUCTION Policies Ordering amp Shipping 4 Information Herbal decoction is the traditional method of Herbal Products Facts amp administration of Chinese herbs in which the patien Comparison needs to prepare and drink the herbal decoction 1 several times daily This traditional method l however is becoming more and more unacceptable in many modern life styles due to such reasons as 4 time consumption bitter taste and unpleasant Herbal Extract Ys Bulk Herbs smell These reasons contribute directly to poor ee Oe patient compliance and lower effectiveness of the 8 4 The Vendor Information Database etc Because each vendor provided us with varying amounts of information in many different formats Mac PC Word PhotoShop PageMaker Quark we were forced to do our best to distill it all into a form and format the could be viewed in a database In many cases we were given books of several hundred pages such a those from K an Evergreen ITM and Chinese Modular Solutions While we were able to put most of the informa tion into
14. an Intel compatible Pentium class 486 33 or higher computer with 32 MB of RAM a hard disk with at least 50 MB of free memory a CD ROM drive Apple System 8 1 or higher Windows 95 Windows 98 Windows Me Windows 2000 Professional Windows NT 4 0 with Service Pack 3 or later or Windows XP a laser printer or high quality ink jet printer 1 2 Installation of AcuBase Running the installation Apple Macintosh including OS X To install and run AcuBase on a Macintosh that meets the above minimum require ments do the following 1 Insert the CD into your CD drive printed side up 2 Simply drag the AcuBase folder from the CD onto your hard drive Do NOT drag the Herbpix tcm file over Mac OS X users should copy only the AcuBase for OS X folder over Other Mac users with OS 8 1 through 9 2 should copy the other AcuBase folder Microsoft Windows To install and run AcuBase on a Windows based machine that meets the above mini mum requirements do the following 1 Insert the CD into your CD drive printed side up 2 From the Start button go to Run 3 From within Run type x setup exe where x equals the drive letter of your CD ROM drive Run 21 x hs Type the name of a program folder or document and Windows will open it for you Cancel Browse 4 Once the install completes you will be given the option of starting AcuBase 5 AcuBase creates an AcuBase folder
15. and total outstanding Transaction Report This big chunky report shows a detailed accounting of each invoice including procedures and products sold as well as payments and adjustments as it relates to each provider Note that no more than 8 products and 6 procedures plus three extra payments per invoice will be shown Subtotals by provider and grand totals for all are at the end of the report 4 38 Using The Patient Information amp Billing Database Patient Name Transaction Report Invoice 7 Dates Procedure s Payments 4 Product s Price tax Payments Paid By Adjustments Transaction Summary for Jason 4 Luban L Ac Barnes Karnella 1155 12 16 2000 12 19 2000 12 19 2000 1 3 2001 Barnes Karnella 1156 1 3 2001 1 3 2001 1 17 2001 1 24 2001 97780 Acupuncture 60 00 205 00 97780 Acupuncture 60 00 Herbal Medicine 25 00 97780 Acupuncture 60 00 977380 Acupuncture 60 00 235 00 Herbal Medicine 5 00 97780 Acupuncture 60 00 977380 Acupuncture 60 00 1 Bottlefs Ease The Journey Yin 20 00 1 Bottlefs Ease The Journey yang 25 00 Transaction Summary By Month The Transaction Summary By Month report groups all invoices outstanding and paid in full by the months of the year The report is sorted by month and year Within each month the date of each invoice is given followed by the patient related to the invoice and invoice totals Totals for each month follow and totals for all months show at the bottom o
16. if any collected for this product and the total after taxes Sum totals for all products sold for this report are shown at the end of the report Using The Patient Information amp Billing Database 4 29 Summary of Products Sold By Product Product Sold by Number Sold Total Before Taxes Total Amt of Taxes Ttl This Item Astra 18 Diet Bottles 5 100 00 0 00 100 00 Astra Diet Tea Boxfes 2 12 00 0 00 12 00 Back Support acutey Bottle s 1 20 00 0 00 20 00 Back Support chronicy Bottle s 3 60 00 0 00 60 00 Ease The Journey Yin Bottle s 6 105 00 0 41 105 41 Ease The Journey yang Bottle s 2 50 00 0 00 50 00 Eight Treasures Bottle s 1 20 00 0 00 20 00 Liver Dik detoxification Bottles 2 40 00 0 00 40 00 TOTALS Total Products Sold Total Before Tax Total Taxes Total Products Tax ALL PRODUCTS SHOWH HERE 22 407 00 o 07 41 Patient Balances Detailed The Detailed Patient Balances report is the same as an invoice statement It groups all invoices outstanding and paid in full by patient last name first Unlike the Patient Balances Summary report which shows only the totals for each invoice the report shows line item detail of each invoice each procedure and each product on each invoice Note that no more than 8 products and 6 procedures plus three extra payments per invoice will be shown You may select some or all patients and or use this report to print a statement if you wish To print a statement for
17. keyboard shortcut Cntrl 0 in Windows or Command 0 on a Macintosh The final field on the Superbill Entry screen is the Notes field Enter any notes that would like to have attached to this invoice This field does not show up on the printed invoice When you are ready to print the invoice click on the Print Superbill button at the top of the screen This will take you to a preview of the invoice which will include your clinic name and logo from the Main Menu Preferences Logo tab an invoice number patient address and insurance information diagnoses from the Patient Information database the procedures and products you billed for the monetary totals and a line at the bottom of the page for your signature Note that you are limited to printing 15 products on the invoice c File Edit View Insert Format Records Commands Window Help Help Superbill HCFA dew as Print Print Delete Ent etum Ent List Superbill HCFA Envelope _ Invoice to Patient Info The buttons at the top of the Superbill entry screen allow you to List all of the other invoices related to this patient by clicking on the View As List button may switch to the HCFA Entry screen for this invoice print this invoice onto a HCFA form print an envelope to the insurance company related to this invoice delete the invoice return to the Patient Information amp Billing database or return to the AcuBase Main Menu Using The Patient Information amp
18. or Balance Due depending on the payment status of the invoice Tab through the fields to enter data The first section of the superbill is the Diagnoses section Up to four diagnoses should already be entered here from the diagnoses you had previously entered in the Diagnoses section of the Patient Information screen Whether or not data is entered here you may click on the Description field next to each number 1 to 4 to see a pop up list of diag noses in the database Each diagnosis field pops up with a list of the close to 2 000 diagnoses provided from the Billing Codes tab of the Main Menu s Preferences button The list is alphabetical by condition When you select a condition the corresponding ICD 9 code is automatically entered You may skip through this list when it pops up by typing the first few characters of a given diagnosis You may also hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter any other diagnosis which may not already be on the list To add new diagnoses to the pop up list do so from the Billing Codes tab of the Main Menu s Preferences button Next is the Procedures Treatment Modalities Used section You may enter up to six treatments here Enter the date of each procedure When you tab over to the Procedure Description field you will see a pop up list taken from the Procedures list in the AcuBase Main Menu Preferences Click on the a
19. or Windows NT 4 0 with Service Pack 3 or later You also need a hard disk with at least 50 MB of free memory a CD ROM drive and a laser printer or high quality ink jet printer Why aren t all of the menu items for each screen explained in the user s manual or anywhere else AcuBase was created in FileMaker Pro 5 5 As a result users have access to many of the menu items at the top of the screen that FileMaker provides We highly recommend that AcuBase users stick to the buttons at the top of each screen which have been provided While you may add a new record for instance from the File menu the New Record button has scripts that make sure that the integrity of the database is kept consis tent The one exception to this suggestion is the Commands menu The Commands menu has a list of commands for which keyboard shortcuts may be used These shortcuts once learned may provide faster navigation through the program without the necessity of using the mouse Can I import data from other programs or export data It appears that there is an import and export capability in the program Trigram Software will not support importing or exporting to or from AcuBase except within the context of upgrading from a previous version of AcuBase We highly recommend that you do NOT attempt to import or export records to or from AcuBase AcuBase is a relational database which means among other things that the information you are vie
20. preferences activities and inventory information properly imports into the new version Do a Find All for Existing Data The import of your existing Billing data requires that we first Find All information in the Lineitem Txcodes and Diag databases You are simply preparing the databases to be moved into the new program A From with the OLD 2 002 AcuBase program start at the Main Menu go to the Patient Information and Billing database and select any patient Go to the Billing tab click on the Window menu at the top of the screen and select the Lineitem database From that Lineitem screen you will need to do a Find All to bring all records into the database PC users hold down the Ctrl button and the letter J on the keyboard Mac users the Apple Command button and the letter J You may not see anything happen on the screen and that s okay B Next click on the Return to Main Menu button and click on the Preferences button Select the Billing Codes tab and once again click on the Window menu at the top of the screen this time selecting the Txcodes database From here once again do a Find All PC users hold down the Ctrl button and the letter J on the keyboard Mac users the Apple Command button and the letter J C Finally click on the Return to Main Menu button and click again on the Prefer ences button Select the Diagnos
21. 00 90 00 55 00 20 00 75 00 50 00 25 00 75 00 20 00 95 00 75 00 10 00 10 00 675 00 224 95 899 95 400 00 40 00 459 95 The above total 459 95 is payable immediately Please remitto the address above You may select some or all patients and or use this report to print a statement if you wish To print a statement for a given patient change the default name of the report to Statement for Patient Name or to whatever else you want to call it and then do a find for that patient alone when the Find Info for Reports window comes up By default the message The Total Outstanding amount is payable immediately Please remit to the address above shows up at the bottom of each statement This message may be modified from the More tab of the Main Menu s Preferences button Payment Summary By Date Paid This report summarizes payments by the date each payment transaction was made It also includes amount paid how it was paid cash check etc and which procedures if any each payment was applied to Grand totals are at end of the report Using The Patient Information amp Billing Database 4 31 To find by a given date range or for a given payment type enter a date range under the Date s Paid field and or use the Type of Payment field when the Find Info for Reports window comes up before the print preview Payment Summary By Date Paid Date Paid Amt Paid Inv Paid By Adjustment Ap
22. 14434 once in the field to 26 CSAA Claims clear it and then enter 27 Sample Insurance Company Blue Cross Test 25 State Fund S F jin Elementary School the insurance company information you would P O Box 920 Group PPO like Each insurance Suisun City CA 94885 0920 company information section also includes specific fields for that company s policy Using The Patient Information amp Billing Database 4 7 group number the insured s employer the provider s Pin or Group number All of these fields have related HCFA line numbers to which they refer If you do not plan on using a HCFA form for this patient or insurance company you will not usually need to put data into these fields Insurance Verification Sub Tab The Insurance Verification tab within the Insurance Information section allows you to enter information related to if and how the patient s insurance companies pay for your services Any information that does not fit the definition of the fields provided may also be entered in the Notes field Three verification sections are offered in relation to the three possible insurance companies that a given patient may have on file The Intakes amp Activities Tab The next major tab the Intakes amp Activities tab allows you to view enter and print events or activities related to the patient All activities are shown in list format in date order Note that Activity entries of multiple pages may have up to
23. 165 00 1 277 33 ownard Hyabee 600 00 1 615 00 0 00 40 00 lood Victoria 0 00 0 00 0 00 0 00 razier Willetta 0 00 0 00 0 00 80 00 uller Lisa 95 00 95 00 0 00 0 00 anson Stuart 0 00 0 00 0 00 210 00 ersch Mindy 0 00 0 00 0 00 60 00 iJacks Martin 0 00 0 00 0 00 30 00 Judge Paula 0 00 95 00 0 00 0 00 Important When the option to print comes up be sure that the selection at the top of the print screen is Records Being Browsed and that you have selected All pages Otherwise you will only get one line of text Summary Aging By Period The Summary Aging By Period report shows all outstanding invoices and groups them by aging categories of 120 days 90 120 days 60 90 days 30 60 days and 0 30 days from the date the report is run Within each date category records are sorted by invoice date and patient name AcuBase Billing Summary Aging Report Invoice Date Patient Name Invoice Total Amount Paid Adjustment Total Due 120 Days 971 97 Chen John 192 60 100 00 20 00 72 60 TOTALS FOR 120 DAYS 492 60 400 00 20 00 72 60 90 120 Days 6 27 99 Chen John 55 00 55 00 4 36 Using The Patient Information amp Billing Database Important When the option to print comes up be sure that the selection at the top of the print screen is Records Being Browsed and that you have selected All pages Otherwise you will only get one line of text Summary by Date Invoice Printed This report summar
24. 2 003 folder you may open the new 2 003 program You may now run the import by going to the Commands menu from the Main Menu and selecting Update from 2 002 Version of AcuBase You will be asked to verify that you have completed the major steps listed above and will be given the option to stop the process if you had missed a step You will also be asked a series of questions to help AcuBase determine which files it needs to import from As you confirm that you have completed all relevant steps the import will proceed automatically Once the import is complete and the program closes open it back up again and check that your data has come across properly If it did not you will need to uninstall and reinstall AcuBase and then repeat these instructions Why do my reports or print jobs sometimes look fine in Preview mode but then only print one record or one line from my printer On some occasions the print preview of a report may look good but when you go to print the printed version only prints one line of data in the report If this happens go to print the report again and when your printer s print dialog window comes up the first window after the print preview make sure that Print Records Being Browsed is selected rather than Print Current Record Why is it that when printing superbills or HCFA forms for some of my patients the provider name and clinic information HCFA box 33 do not show up I know
25. Billing Database 4 17 Creating A New HCFA Form Entry To create a new HCFA entry go to the Billing tab within the Patient Information and Billing database for any given patient Click on the New HCFA button at the bottom of the Billing Information screen This will take you to a new screen which allows you to enter data for the current treatment s At the top of the screen you will see that the patient s name invoice number and the billing date today s date have already been entered Only the date field may be modified The Date Printed field is filled in each time you print the invoice The Status field returns values of Paid In Full or Balance Due depending on the invoice Tab through the fields to enter data The first section of the HCFA Entry screen is only important if you have activated and are using electronic billing see instructions later in this chapter The first field Send or EE Enter Data For HCFA 1500 Form Below ME Foos Sandy Stewart 20178 Balance Due PLID Fist Name Last Name Invoice Billing Date Invoice Printed Status aanansaanaananaansasannnnnsannannnansaaaans ititi RnR ELECTRONIC BILLING Yes No 0 Gee ebilling instructions Send or resend this Date Invoice Last in user s manual for details invoice in next batch Sent as Ebill DIAGHOSES HCFA Line 21 Related to Diag below by number 1 4 ICD Code Description ICD Code Description Pa rr a a oo
26. Database For almost all of the reports you may elect to run in AcuBase you will first be taken to the Report Title screen where the name of the report appears and may be modified as you wish After you have selected the report name and clicked the Continue button you will be taken to a screen where you can refine your search for the records you will be reporting on the Find Report Title is AcuBase Billing Summary Aging Report Info for Reports screen A number of fields may be used to perform a Find here If you wish to print a report reflecting data related to all of your records simply click on the Find Info for Reports Find button or the Continue button on the left side of the screen without entering any data in the fields If you do wish to find and report on only certain records say only a given patient or only a give billing date range you can enter that on this Find screen and then click Find to continue There are specific characters necessary in order to find a range greater than less than etc See the To Find Records section of the Getting Started with AcuBase chapter in this user s manual for details on how to refine your searches Once the Find has been completed you will see a print preview of your report before it is printed If you like the way it looks click Continue on the left side of the screen to go to the print
27. HCFA 1500 Preferences for This Patient As you tab through each field start by entering the Provider the Last Name First Name Date of Birth and Social Security Number or other ID number of this patient Note that the ID SS field fills line 1a on the HCFA 1500 form Note too that these fields may only be modified from this screen The date the patient record was added to AcuBase as well as the last date the patient record was modified in any way shows below the four tabs and above the Patient Contact Information section You are informed as to whether or not a New Patient Letter has been printed for this patient in a message that appears in red letters under these dates Whether or not a letter has been printed you may click on the message to print a letter New Patient letter settings are found under Reports under the More tab of the Main Menu s Preferences button Date Added to AcuBase 06 22 2004 Date Modified 14 05 2002 New Patient Letter printed Click here if you wish to print another one for this patient PATIENT CONTACT INFORMATION PHONE EMAIL Address HCFA Lines 5 7 Phone E mail Location fia Via Del Sol 510 290 5632 Home City St Postal Code IMissionvio oa p91 O po Emergency Contact fF Emergency Phone a amp GENERAL INFORMATION NOTES DIAGNOSES MEDICAL INFORMATION Patient s Sex Line 3 Om F M F Diagnosis HCFA Line 21 Code 245 2 Headache cluster
28. The fields HCFA 1500 Box 24 below refer to HCFA fields 24 B C D G H 1 J K oe a E e ee 24G 24H 24 244 24K Units EPSDT EMG COB LocalUse EE E La d C CI LJ acer Show Procedure Description Select Yes to show the name of the procedure on the HCFA form on line 24D Select No to show only the CPT codes and modifiers Yes The Patient Statements option allows you to change the message that appears at the bottom of statements you may send to your patients The HCFA 1500 Box 24 options allow you to enter default information that will auto matically appear on each line of the HCFA invoice upon entering the dates of service Though you may have parts of your invoice auto entered you can still change those fields on each invoice if you wish The Main Menu 3 7 Show Procedures Description allows you to choose whether or not you wish to print the name of each procedure onto your HCFA forms on line 24 D when set to Yes When set to No only the CPT code and modifiers are printed there Letters The Letters tab allows you to customize five letters in the program A New Patient letter a Referral letter a Birthday letter and two custom letters of you choosing Simply click on the name of the letter to go to the preferences for that letter Note that when you change the name of your custom letters the name you have chosen becomes the name of the letter throughout the program Each letter may not exceed one page in l
29. already have the program on their computer Double click on either file to run it A directory folder called Ebilling This directory contains files you may need in order to activate the electronic billing features of AcuBase See the Electronic Billing chapter for more information Macintosh users may see two AcuBase install folders one for Mac OS X and the other for all other Macintosh operating systems 8 x and higher 1 4 Installation of AcuBase Recovering Damaged Files Power failures hardware problems shutting down your computer before quitting out of AcuBase and other factors can damage the AcuBase database files If AcuBase becomes damaged a dialog box will appear telling you to contact the AcuBase devel oper Once you know that a file is damaged you can recover it To recover a damaged file 1 Try to open AcuBase as you normally would and press Option Command Macintosh or Control Shift Windows while the file is opening Hold the keys down until you see the Recover File dialog box If you are able to open the AcuBase Main Menu without difficulty you may go to the Commands menu and select Recover Damaged File s 2 Select Mainmenu TCM or whatever file AcuBase tells you is damaged and click on the Open button AcuBase recovers the file and saves a copy of the old damaged file as Mainmenu Old TCM 3 Close the Recover Damaged File dialog
30. and intuitive For each herb in the Herbs database you may click on the Related Formulas tab from the Form View to view all related standard and patent formulas within AcuBase which contain the herb you are viewing as one of their ingredients Just as in List View you may click on the small box just to the left of each formula or patent formula which will take you to the details of that specific formula Similar functions may be seen in the Formulas and Patent Formulas databases When viewing an individual formula clicking on the Herbs tab will not only show you all of the herbs in that formula but will also allow you to go to the details of each herb by clicking on the box to its left 9 8 The Reference Library Databases 99 Mew As Wew As Reports New Delete Form List Record Record ea o cas ee Formula Data xa _h AN l EEE Herbs in This Formula Herb Name pinyin Latin or Pharmaceutical Long Dan Cao Radix Gentianae Longdancao Lai Fu Zi Lian Qiao Lian Xu ctus Gardeniae Jasminoidis Lian Zi Liu Huang Long Chi Emen Plantaginis dix Scutellariae Baicalensis izome Alismatis Orientalitis The Herbs database automatically cross references all formulas and patent formulas that are in AcuBase So if you happen to add a new herb to the Herbs database all related formulas that may contain that herb will automatically appear When editing or adding new formulas or patent formulas you may cli
31. as you see fit To duplicate a formula click on the name of the formula in View As List mode or view the formula in View As Form mode and then go to the Commands menu and select Duplicate This Formula Features Unique to the Patent Formulas Database The Patent Formulas database is unique in several ways First all data from the Patent Formulas database was submitted to Trigram Software for inclusion in AcuBase by the creators and or chief distributors of the formulas At the time of this writing those vendors include K an Herbs Health Concerns East West Herbs Evergreen Herbs Golden Flower Chinese Herbs Mayway Plum Flower and Min Shan Chinese Modular Solutions NuHerbs Spring Wind Herbs Tashi Enterprises Min Tong and the Institute for Traditional Chinese Medicine and Preventive Health General information 8 BACK SUPPORT Chronic VENDOR 40017 Historical Antecedent s Lotus Herbs Inc POE click logo below STERN THERAPEUTIC ACTIONS Anti rheumatic effect to treat disorders associated with joints muscles bursae tendons and fibrous tissue 2 3 Anti spasmodic effectto stop muscle spasm and cramping i2 Anti inflammatory function to reduce pain swelling and General Explanation Back Support Chronic is formulated to treat general disorders of the upper and lower back including pain and inflammation weakness and soreness lumbago sciatica and osteoarthritis Back Support
32. available inventory as items are sold to patients All vendor information is related to each item in inventory The option to set prices and even taxes on an item by item basis The ability to create categories such as Needles Supplements or whatever other category you may wish to use to classify the kinds of items you wish to track An intelligent feeler that tells you the last time you inventoried or stocked a given item Customizable fields that allow you to determine the amount of an item to keep on hand what measurements to use pounds boxes etc when to reorder a given item and the number of each item currently open to buy based on amount in stock Reports that allow you to sort and print all of your inventory or only certain catego ries of it by category by supplier or otherwise Blank inventory sheets that lists all items by category to make taking a manual inventory at your office s quick and easy Standard Avery labels for all items that include the amount to keep in stock and the supplier for each item Context sensitive help at every turn 7 2 Using The Inventory Database Using the Inventory Database Upon opening the Inventory database from the Main Menu you are taken directly to the List View of the Inventory database At this point all of the inventoried items in the database are presented in order of their Product Names You may choose to view sort inventory ite
33. basic information such as addresses insurance company info etc As part of the required setup from Chapter 2 of FileMaker Mobile s user s manual we recommend that you use the following fields from this database in the following order Last Name First Name Provider DOB SS NO Street Address City State Zip Code emergency contact emergency phone Type of Case InsurCompany Insurcompanyaddress insurcompanycity insurcompanystate insurcompanyzip insurcompanyphone Because the patient phone numbers and billing information are kept in several separate databases that information will not appear here Diag tcm This database holds all of the diagnoses and their ICD 9 codes We recommend that you use the following fields from this database in the following order Diagnosis1 ID Nol A 10 Frequently Asked Questions Txcodes tcm This database holds all of the procedures their CPT codes and the price you charge for each treatment We recommend that you use the following fields from this database in the following order Treatment ID No Price Tax Total Acupts tcm This database holds all information related to acupuncture points and their indications To put all of the acupuncture point information on your handheld we recommend that you use the following fields from this database in the following order Point Number Pinyin English Area of Body Location Descr T Function Indications Herbs This database holds most
34. batch field Again if you are not using the E billing features of AcuBase you do not need to do anything in the Electronic Billing section of the HCFA Entry screen The next section of the HCFA Entry screen is the Diagnoses section Up to four diagnoses should already be entered here from the diagnoses you had previously entered in the Diagnoses section of the Patient Information screen Whether or not data is entered here you may click on the Description field next to each number 1 to 4 to see a pop up list of diagnoses in the database Each diagnosis field pops up with a list of the close to 2 000 diagnoses provided from the Billing Codes tab of the Main Menu s Preferences button The list is alphabetical by condition When you select a condition the corresponding ICD 9 code is automatically entered You may skip through this list when it pops up by typing the first few characters of a given diagnosis You may also hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter any other diagnosis which may not already be on the list To add new diagnoses to the pop up list do so from the Billing Codes tab of the Main Menu s Preferences button Next is the Procedures Treatment Modalities Used section You may fill out up to six procedures acupuncture cupping etc This part of the entry screen is designed to emulate the look and feel of Lines 24 a k on the H
35. by a team of programmers from Trigram Software most of whom are also intimately involved in various medical modalities AcuBase 2 003 is the sixth major upgrade from the original best selling AcuBase Standard released in 1997 The first version of AcuBase was developed for use by clinicians of traditional Oriental medicine It included reference materials on herbal medicine acupuncture and prepara tion tools for those interested in sitting for the national board exams in these subjects We have since added practice management and billing features made to work for any medical practice and we currently serve practitioners in all major areas of medicine both main stream and alternative In this the latest version of our practice management solution we wanted to develop new tools for the everyday practitioner that are at once practical and not overly complicated and to offer all of it at a bargain price Most of the newest features available in this version were suggested by existing users whose comments have made our program what it is today As an added benefit and for anyone interested in pursuing traditional Oriental medicine we have left intact the option of viewing the Oriental medicine reference library which may be turned on or off through the Main Menu s Preference button We welcome all comments and suggestions If you have anything to suggest upon using the program please forward your comments to support trigr
36. click on the HCFA Details button This button may be found on the bottom of any HCFA Entry screen and clicking on it will take you to the Patient Information tab in the Patient Information database the same place you start when you add a new patient to AcuBase These fields most of which are designated by a HCFA line number only need to be filled out once per patient and may be changed at any time To enter HCFA details for a given patient 1 For each patient click on the HCFA Details button on the bottom of the HCFA Entry screen or simply go to the Patient Information tab of the Patient Information database 2 Simply scroll down to the HCFA Preferences section and tab through each field filling them out appropriate to the patient Note that most fields will also refer to a given line or lines on the HCFA itself Note that you only need to fill these fields ONCE for each patient in the database and only for those for whom you will be printing HCFA forms If you will only be printing Superbills for a given patient you will not need to fill out the fields on this part of the Patient Information screen 4 22 Using The Patient Information amp Billing Database Creating HCFAs from Superbills and Vice Versa If you wish to create a HCFA from a previous Superbill or vice versa it s easy 1 Return to the transaction for which you would like to print a HCFA or Superbill see Editing or Viewing a Past Transacti
37. dialog window for your printer If the report does not look right or you would not like to print it simply click Continue on the print preview screen and then click Cancel when your printer s print dialog window Important note about printing reports On some occasions the print preview of a report may look good but when you go to print the printed version only prints one line of data in the report If this happens go to print the report again and when your printer s print dialog window comes up the first window after the print preview make sure that Print Records Being Browsed is selected rather than Print Current Record Using The Patient Information amp Billing Database 4 27 Billing Reports What follows are summaries of each report that can be printed from the Patient Informa tion and Billing database s Reports screen Billing Summary By Patient This report lists each patient alphabetically and shows their totals billed paid adjusted and outstanding AcuBase Billing Summary By Patient Printed 10 16 2000 Patient Name Invoice Totals Payments Adjustments Total Balance Due Frank Sesno 185 00 90 00 55 00 40 00 Jones Jason A 99 95 400 00 40 00 459 95 TOTALS FOR ALL PATIENTS 1 084 95 480 00 95 00 499 95 Create Electronic Billing Batch If you have activated the electronic billing features of AcuBase you will be sending a file to the billing clearinghouse which contains all of
38. files exactly as you see below Old File Name New File Name activity activity2 billing billing2 bldprdts bldprdts2 diag diag2 herbcos herbcos2 insur insur2 invconts invconts2 inventor inventor2 letters letters2 Lineitem lineitem2 mainmenu mainmenu2 patients NOT patents patients2 patinfo patinfo2 refer refer2 txcodes txcodes2 3 Once you have renamed the above files select all of these files at once and Copy them go to the Edit menu then Copy 4 Paste all of these files into your newly installed AcuBase folder Mac users this is wherever you installed AcuBase 2 003 your hard drive or desktop most likely PC users using My Computer or Windows Explorer go to your C drive hard drive and go to the Program Files Trigram Software AcuBase 2 003 directory Frequently Asked Questions A 5 Once the files have been pasted into the AcuBase
39. for Reports screen that comes up before the print preview New Patient Letters The New Patient Letter prints a one page new patient welcome letter This letter s contents may be customized from the Main Menu s Preferences button under the More Letters tab To find a given patient enter the patient name in the Find Info for Reports screen that comes up before the print preview When you run a this report for a given patient AcuBase remembers that the letter has been printed for that patient and shows a message to that effect on the Patient Informa tion screen for each patient who has had a letter printed just under the Referred By field Referral Thank You Letters The Referral Thank You Letter prints a one page letter to thank your referral source for the referral of a given patient This letter s contents may be customized from the Main Menu s Preferences button under the More Letters tab To find a given patient enter the patient name in the Find Info for Reports screen that comes up before the print preview Using The Patient Information amp Billing Database 4 41 When you run a this report for a given patient AcuBase remembers that the letter has been printed for that patient and shows a message to that effect on the Patient Informa tion screen for each patient who has had a letter printed just under the Referred By field Birthday Letter The Birthday Letter prints a o
40. given permission from some of the world s top suppliers of herbs formulas patent formulas Oriental medical information and related supplies to include their vendor and product information in our databases We have poured much of this information into our Patent Formulas and Vendor Information databases The Vendor Information database allows you to e Keep track of edit or delete available vendor contact information including ad dresses phone numbers and other info e Add edit or delete your own vendors and their related information e For each vendor view their related patent formulas standard formulas herbs and any products that you may have purchased from them and keep in inventory e Link directly to any related patent formula standard formula herb or inventory item associated with a given vendor e View copyrighted information supplied to Trigram Software with permission from top vendors including Blue Poppy Herbs K an Herbs Health Concerns East West Herbs Evergreen Herbs and Medical Supplies Golden Flower Chinese Herbs Mayway Plum Flower and Min Shan Chinese Modular Solutions Spring Wind Herbs Tashi Enterprises Min Tong NuHerbs Sun Ten Brion Herbs Corp and the Institute for Traditional Chinese Medicine and Preventive Health e View available context sensitive help at every turn 8 2 The Vendor Information Database Using the Vendor Information Database Upon opening the Vendor Inform
41. industry While this may sound great in itself perhaps the most valuable part of this library is what doesn t come with it your personal clinical preferences and experiences which each database has been designed to incorporate That s right the Reference Library has been designed to accommodate your techniques your preferences and your clinical experiences The Reference Library features e Almost 3 000 records herbs formulas patent formulas acupoints a drug herb information database and several hundred review questions e Point herb and formula specific layouts e Chinese characters for herbs and formulas e Full integration with the rest of AcuBase For each herb view related formulas and patent formulas as well as vendors who supply each herb and how much you may have in stock For formulas and patent formulas link directly to the vendors that supply each formula and read through vendor supplied information adjust your inventory and link directly to the herbs in each formula with a click of the mouse e Reports that print in a variety of formats including index cards and formulas with associated dosages and Chinese characters e The ability to view potential interactions between the most popular prescription and over the counter medications and herbal medicines as well as a list of herbal equiva lents to popular medications from John Chen Pharm D D O M L Ac founder of Evergreen Herbs and the Lotus Inst
42. m E e rr r ATA OALA 2 4 E Stim Unattended Bbow complete minimum of three views Bbow two views Bectrical Stim vtanual CA Work Comp Bectrical Stim Unattended CA Work Comp Bectroacupuncture Bectroacupuncture CA Worker s Comp Estab Patiet Level 1 ca Pore Comp tome ta aad A OUTSIDE LAB HCFA DAWAALCAITC 4 18 Using The Patient Information amp Billing Database resend this invoice in next batch will be set to No by default unless you have turned on AcuBase s electronic billing E billing feature in the Preferences section of the Main Menu under the More E billing tabs When electronic billing is set to On from Preferences this field will automatically be set to Yes each time a new invoice is created A Yes here indicates that this invoice should be included in the next batch of invoices that are sent in to the billing clearinghouse for electronic processing Once a batch has been sent in that includes this invoice the field will automatically be sent back to No so that it is not resent in future batches The date that the invoice was last sent in as part of an E billing batch will be indicated in the Date invoice last sent as E bill field If you have modified an invoice after it was sent and or desire to resend an invoice as part of a future E billing batch for any reason you may click on Yes in the Send or resend this invoice in next
43. reports can be run from the Reports layout within the Patient Information amp Billing database Inventory reports can be run from the Reports layout within the Inventory database etc On some machines after you have selected and run a report from this screen you will be left at the Reports window within that database For example if you select a billing report after the report is run you may be left at the Reports window within the Patient Information and Billing database If you wish to return to this window to run further reports simply return to the Main Menu and click on the Reports button There are many other reports in the AcuBase program which do not appear from the Main Menu s Reports button and which should be accessed from the Reports button within the database you are looking for This includes reports related to herbs formulas patent formulas review questions and drug herb interactions from the Reference Library Reports related to insurance companies and referral sources such as mailing labels phones books etc should also be accessed from within those specific databases For more specific information on individual reports check out the chapter associated with the reports To get more information on the billing reports for example check out the Billing and Patient Information database chapter in this manual Getting Back to the Main Menu Return to the Main Menu at any time from any database by simply click
44. the information or any part of it into the appropriate fields and click on the Find button or hit the Enter or Return key on your keyboard To see how many records were found click on the Toggle Status Area button near the top left part of the screen Like any other find request the Find feature in the every part of the AcuBase database follows the rules of a find given in Chapter 2 under Finding Records Refer to that section for more detailed information on finding records Once you have done a find for a set of records only those records are available to view from that point forward To bring all records back into the found set click on the Find All button or choose Find All from the Select menu Deleting Records To delete items from any database simply click on the Delete Record button You will be given the option of canceling the delete process before it is finished Once you confirm the deletion you will not be able to recover that record AcuBase automatically saves changes as they are made so deletions are permanent Always keep backups of all of your data 9 6 The Reference Library Databases Printing Records Reports E Min Menu Reports To print the exam questions simply click on the Print Questions button from within the Exam Questions layout To create a report you must first find and sort the records that you want in your report see Finding Re
45. then sell some of that herb to a patient it is assumed that you are selling it by the pound This is the only way that AcuBase can accurately keep track of how much of a given item you have sold since last stocking it in inventory The Payments section on this screen is identical to that of the Superbill Entry screen It allows you to keep track of anywhere from one to several payments made to the invoice To apply a payment to a specific procedure put it on the same line as the procedure Otherwise to record any other kind of payment such as a lump sum payment from the patient a co pay etc go to the bottom of the list and fill in the payment in the blank PAYMENTS To apply a payment to a specific procedure put it on the same line asthe procedure below Othenwise to record any other kind of payment such as a lump sum payment from the patient a co pay etc go to the bottom of the list below and fill in the payment in the blank space provided recording only the Date Paid Paid By Amount Paid and Adjustment fields Dates From To Procedures amp CPT Codes Price Date Pai Paid By Amt Paid Adjust a Notes Treatment Procedures rora 250 00 EAT A May include tax from Superbill Payments Total 180 00 Adjustments Total 70 00 TOTAL DUE THIS INVOICE 4 20 Using The Patient Information amp Billing Database space provided below the last procedure recording only the Date Paid
46. through the same process again re replacing the data with your pre existing data for that field or recover from your last good backup To Change Printer Settings AcuBase reports are generally set up to print on U S standard 8 5 x 11 paper Avery labels and 10 envelopes To change these settings 1 Click on the report that you would like to print and view it in Preview mode Go to the File menu and select Print Setup Change your page setup to whichever standard you would like to use different page size letter size landscape vs portrait view etc and click OK View the new settings in Preview mode before printing NOTE If you wish to use a page setup that differs from the AcuBase standard for any given report you will need to go through these steps each time you print To Change The Look Of Invoices Or Activities If you own FileMaker Pro 5 0 or higher for Mac or PC and know the program well you may change the look of your faxes intakes call records patient progress reports and or patient invoices superbills To do this 1 2 Open FileMaker Pro From within FileMaker Pro go to File Open To change the look of activities such as faxes intakes call records or patient progress reports open the Activities database from within the AcuBase folder on your hard drive and go to each respective activity s print layout To change the look of invoices superbills open th
47. to open AcuBase from within FileMaker Pro Open FileMaker Pro and from within FileMaker go to the File menu Open and elect to Show All Available Files Then go to the AcuBase directory and open the Mainmenu tcm file The AcuBase directory is located at C program files trigram software for PC users where C equals the hard drive letter Once the Main Menu is open you will want to make sure to open all of the databases you would like to synchronize with your Palm device and then perform a HotSync opera tion But before your first HotSync you will need to enable the databases that you wish to have sync ed up between your Palm device and your computer Doing this requires that follow the directions in Chapter 2 Setting Up FileMaker Mobile in FileMaker Mobile s user s manual Within the context of setting up FileMaker Mobile the instructions from Chapter 2 of FileMaker Mobile s user s manual you are asked to set up each database and to select up to 20 fields from each database to appear on your handheld We recommend the following databases and their fields which may be opened from within FileMaker Pro Go to the File menu Open and elect to Show All Available Files Then go to the AcuBase directory and open the Mainmenu tcm file The AcuBase directory is located at C program files trigram software for PC users where C equals the hard drive letter Patients tem This database holds a lot of your patients
48. to the Vendor Products amp Inventory tab for this vendor you will see lists of herbs and standard formulas related to that vendor If you do not select Yes on this screen the standard herbs and formulas tabs will remain blank Once you have added a new vendor that vendor will appear in future pop up lists in the Patent Formulas and Inventory databases Finding A Vendor To perform a find simply click on the Find Record button from any given layout A blank screen will appear that shows the fields that you can find by Simply enter the information or any part of it into the appropriate fields that you would like to find and click on the Continue button on the left side of the screen If only one record was found that one record will be shown and you must click on a tab to go back to the main database If more than one record is found you will be taken directly to View as List to see a list of the found records Like any other find request the Find feature in the Vendor Information database follows the rules of a find given in Chapter 2 under Finding Records Refer to that section for more detailed information on finding records Find All Find Al Once you have done a find for a set of records only those records are available to view from that point forward To bring all items in the Inventory database back into the found set click on the Find All button available from any layo
49. to the Records menu and select Duplicate Record we HIGHLY recommend you do not do this Because AcuBase is a relational database duplicating a patient record also duplicates its internal unique reference information and hence all related information such as activities invoices etc This means that any changes you make to the newly duplicated record will also be made to the old record and you will essentially have two duplicate records neither of which you can modify without the modification happening in both the old and the new records Make sense Further if you do duplicate a record and then try to delete it you will delete both the newly duplicated AND the original record Instead of duplicating take the time to create a new patient record or invoice It may seem time consuming but it will actually save you time over a failed file duplication Also remember to stick to the buttons on the top of each screen using only the Commands menu and File menu as necessary Does AcuBase have a Spelling Dictionary Funny you should ask Why yes it does AcuBase users may check the spelling of any record by going to the Edit menu and selecting Spelling The default dictionary is U S English Select Check Record to check only the record you are viewing or Check All to check all records in the database you are looking at You can also select the option under Edit Spelling of Select Dictionaries Se
50. two lines cut off at the bottom of the page depending upon what kind of printer you have Most individual Activity entries will print up to 25 pages CE Patient eae go SS S Transaction Summary Notes Fetion _ Eeee maven as Z 08 09 2002 08409 2002 Patient Progress Report 4 8 Using The Patient Information amp Billing Database Creating New Activities Related to a Patient When you click on the New Activity button you are presented with six choices of activities to create a call record a fax an office visit intake an initial report a patient progress report or a custom form For the office visit initial report and custom form information may B be auto entered and the name of the form may change depend ing upon how you have set up your preferences from the Preferences section of the Main Menu More Forms tab Create New Activity Click cancel to cancel the creation of a new activity record If you wish to change the look of any of the following activities see the To Change The Look Of Invoices Or Activities section later in this Chapter Call Record If you choose to create a call record you will be presented with the Call Record screen The contact s ID name and the date that the action record the call record was created are automatically entered for you You can click on the Action Status field to display a list Tigra e p to Patient Info 0005 wr_Jlehn chen
51. up diagnosis descriptions and codes as well Because so many of our users practice Chiropractic and or Oriental medicine AcuBase comes with many of the most popular procedures for these modalities and almost 2 000 diagnoses with associated U S CPT and ICD 9 codes Getting Started with AcuBase 2 3 e Choose billing specific defaults including preferences for how you enter data determined by whether or not you use the HCFA 1500 form You can change the way your statements look and may even type in text that you would like to appear on HCFA forms by default e Customize up to five different letters in AcuBase A new patient letter referral thank you letter birthday letter and two other custom letters of your choosing e Create a default patient intake form initial report and one custom patient related form e Activate electronic billing e Set up a password entry system to protect your data and the privacy of your patients personal information e Determine how your records print out of AcuBase Will you preview them on the screen first then print or would you rather just print them without previewing them Or JUST preview them on the screen and not print at all Patient Information amp Billing The Patient Information database was designed by practitioners around the way a clinic typically functions It integrates data from throughout AcuBase and includes great features such as e General patient data i
52. whom you purchased AcuBase to registration trigram com You may also mail this information to Trigram Software Attn Registration 6114 LaSalle Ave PMB 230 Oakland CA 94611 Further Help Q Help AcuBase comes with 90 minutes of free customer support After that we charge 99 per year for 10 hours of support and unlimited upgrades Otherwise the minimum charge for support is 15 for the first 15 minutes then 1 00 per minute after that or 45 per call on your Visa or MasterCard Most AcuBase help is available through the program itself using the help buttons located on almost every screen and in this manual If you have tried these sources and you are still having problems please contact Trigram Software for further assistance with any aspect of AcuBase Note that your free 90 minutes of support does not include help related to how to do your billing i e which codes are appropriate to use how many procedures to bill etc We also charge for all help related to electronic billing which is included in the 99 per year support contract mentioned above For AcuBase questions or problems start by checking the Trigram Software support page at www trigram com or contact Trigram Software Monday through Friday from 9 AM to 5 PM US Pacific Time Phone U S 1 888 4ACUBASE 510 654 3268 or e mail support trigram com Chapter 2 Getting Started with AcuBase About AcuBase AcuBase was developed
53. your patient invoices to determine the total amount of a given item you have sold 7 4 Using The Inventory Database Amount On Hand This is how much you have in stock based on how much you have stocked minus how much you have sold of a given item Open to Buy This field subtracts the maximum amount of an item you want to keep on hand from the amount actually stocked and sold to determine if and how much of an item is open to buy Date Modified This field automatically updates itself each time you update information related to a given inventory item Tax On This Item When you add a new record to the Inventory database this field auto fills with the tax rate you entered for Products in the AcuBase Preferences from Main Menu You can reset thus amount here on a per item basis and it reflects as tax added to this item s retail price when you sell to a patient Supplier amp Cost These fields relate to the supplier of this item Start by clicking on the ID field This will give you a pop up list of all vendors in the Vendor Information data base If the supplier of this item is already in that list select their name and their informa tion will automatically appear in the fields below If they are not in the list you will need to add them into the Vendor Information database first see instructions on the Vendor Information database The ID numbers are supplied by AcuBase and may not be modified While most fields that aut
54. 01 80 00 05 18 2001 30 00 1218 Insurance 16 00 97140 Myofascial release 05 18 2001 46 00 TOTAL Total Transactions Applied Prices Adjustments Payments Total Due Insurance 4 250 00 70 00 180 00 0 00 TOTAL Total Transactions Applied Prices Adjustments Payments Total Due AIL PAYMENTS SHOWH 4 250 00 70 00 180 00 0 00 To find by a given date range or for a given payment type enter a date range under the Date s Paid field and or use the Type of Payment field when the Find Info for Reports window comes up before the print preview Print Outstanding Invoices This report will batch print all outstanding invoices onto either Superbills or HCFA 1500 forms or create a new batch file for those doing electronic billing The first screen will ask you whether you would like to print onto Superbills HCFA forms or electronically Make your selection and click Continue The next screen asks you to find any specific records you would like If you wish to print only statements for specific individuals you may type one at a time in here by name If you wish to print out all patients with outstanding balances type gt 0 in the Total Due field Click the Find button when ready Using The Patient Information amp Billing Database 4 33 When you get the Print screen be sure that it does not say Current Record at the top but rather Records being browsed and that Print Range is set to Al
55. 05 07 2001 46 00 05 09 2001 64 00 1213 61 00 97780 Acupuncture 0509 2001 80 00 0509 2001 1213 97140 htyofascial release 05 09 2001 46 00 05 11 2001 64 00 1215 61 00 97730 Fcupuncture 05 11 2001 80 00 05 11 2001 1215 97140 htyofascial release 05 11 2001 46 00 05 18 2001 30 00 1218 Insurance 16 00 97140 htyotascial release 05 13 2001 46 00 TOTAL Total Transactions Applied Prices Adjustments Payments Total Due Abraham Janet E 8 730 00 314 00 436 00 20 00 4 32 Using The Patient Information amp Billing Database To find only a given patient enter the patient s name use the patient name fields when the Find Info for Reports window comes up before the print preview To find by a given date range or for a given payment type enter a date range under the Date s Paid field and or use the Type of Payment field Payment Summary By Type of Payment This report summarizes payments sorting by type of payment cash check insurance etc then by date It also includes amount paid how it was paid cash check etc and which procedures if any each payment was applied to Payment Summary By Type Date Paid Smt Paid Inv Paid By Adjustment Applied to CPT Codes Procedures Date of Service and Pri 05 18 2001 60 00 1218 Insurance 20 00 97780 Acupuncture 05 16 2001 80 00 05 18 2001 30 00 1218 Insurance 15 00 97140 htyofascial release 05 16 2001 46 00 05 18 2001 60 00 1218 Insurance 20 00 97780 Acupuncture 05 18 20
56. 8 Will AcuBase work on other handhelds that are not Palm OS based such as Windows CE At the time of this writing no But FileMaker the makers of the database that AcuBase was created in promises to have a Windows CE based version out soon As soon as it is available for FileMaker we will make it available to our users as well For answers to these questions and many future updates be sure to check our website frequently at http www trigram com Appendix B Technical Support For any AcuBase questions or problems start by checking the user s manual the Trigram Software support page at http www trigram com or contact Trigram Software Monday through Friday from 9 AM to 5 PM US Pacific Time Phone U S toll free 1 888 4ACUBASE 1 888 422 8227 510 654 3268 or e mail support trigram com AcuBase 2 003 comes with 90 minutes of free customer support After that we charge 99 per year for 10 hours of support and unlimited upgrades Otherwise the minimum charge for support is 15 for the first fifteen minutes then 1 00 per minute after that or a 45 flat rate per call on your Visa or MasterCard It is important that you register your copy of AcuBase as soon as you receive the program so that you may get support and upgrade pricing in the future You may register by sending in the registration card that is in the front of this manual or by e mailing your name address phone number date of purchase and vend
57. ACUBASE 2 003 User s Manual Trigram Software LLC 6114 La Salle Avenue 230 Oakland CA 94611 USA Technical Support Email support trigram com WWW www trigram com Phone 1 510 654 3268 or 1 888 4ACUBASE 1997 2003 Trigram Software LLC All rights reserved AcuBase is a registered trademark of Trigram Software LLC All other product names referenced herein are trademarks of their respective owners BY OPENING THIS PACKAGE YOU HAVE CONSENTED TO BE BOUND BY THIS AGREEMENT IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT RETURN THE PRODUCT TO THE PLACE OF PURCHASE FOR A FULL REFUND TERMS APPLICABLE TO ALL LICENSE GRANTS SCOPE OF GRANT You may use the Software on any single computer use the Software on a network provided that each person accessing the Software through the network must have a copy licensed to that person use the Software on a second computer so long as only one copy is used at a time copy the Software for archival purposes provided any copy must contain all of the original Software s proprietary notices or if you have purchased licenses for a 10 Pack or a 50 Pack make up to 10 or 50 copies respectively of the Software but not the Documentation provided any copy must contain all of the original Software s proprietary notices The number of copies is the total number of copies that may be made for all platforms Additional copies of Documentation may be purchased You may
58. AGHOSES Click on Description to change any of the diagnoses below ICD Code D ICD Code D 4 72671 ja 5 gt 719 41 Pain TE i i EASE AAPELI A PROCEDURES TREATMENT MODALITIES USED Date of Service Procedure Description Code CPT i Total Price i 5 16 2004 puncture Sees T rrrrrrrsrnterrsereeresnrsveeersrrrerennrerrerrsrrerrerrrnreerrrrrerrerrenrernr a Sak SPttrertreretrtt F 5718 2001 cupuncture Acupuncture A Workers Comp ae Additional 15 Minutes CA Wok Comp O i Seeeescascaee Basic Med Legal Eval CA Work Comp Cold packs Complex Med Legal Eval CA Work Comp 250 00 The next section Products Bought is for products that are sold to patients Click on the Product Name field to see a pop up list of all available products in the Inventory database Select the one you want to auto fill the other fields and enter the amount quantity for each item You may skip through this list when it pops up by typing the first few charac ters of a given product You may also hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter any other product which may not already be in inventory To add new products to the pop up list do so from the Inventory database You may also change the price of a given item even when Using The Patient Information amp Billing Database 4 15 the price you have in Inventory for the item has already populated the
59. AcuBase folder on your hard drive and go to each respective activity s print layout To change the look of invoices superbills open the Billing database and go to the Detailed Intake Print layout NOTE Trigram Software support will NOT assist you in the event that you attempt to change default layouts and or lose data after modifying the Activities or Billing databases If you decide to modify these files it is assumed that you know and understand the intricacies of FileMaker Pro and you do so at your own risk 4 44 Using The Patient Information amp Billing Database Getting Help 2 To get help from any screen simply click on the Help button for that screen Help Getting Out of the Patient Information amp Billing Database To get out of the Patient Information amp Billing database simply click on the Main Menu button or go to the File menu and select Exit or Quit to exit out of AcuBase completely Chapter 5 Electronic Billing with AcuBase Electronic Billing Overview The electronic billing capabilities of AcuBase represent some of the many ways that the program can grow along with your practice Once the initial set up is completed you will soon find your practice realizing the great benefits of billing electronically These benefits include e Greatly reduced invoice processing time on your end e Faster payment from insurance companies e Monetary savings with the elimination of
60. CFA itself Fill out the dates of service Place and Type codes When you click on the Procedures field you will see a pop up list of procedures from the Preferences in the AcuBase Main Menu Choose the procedure you would like to bill for and the appropriate CPT code will automatically be placed into the CPT field If the procedure you are looking for does not appear on the list double click on the Procedure field to enter your own and give it the appropriate code and price and or enter in the Main Menu Preferences in the future Per HCFA regulations you may bill for up to 6 procedures on one form If you tend to use the same procedure on virtually every invoice you may set AcuBase up to auto enter it into each new invoice superbill or HCFA This can be done from the More tab of the Main Menu s Preferences button under the HCFA 1500 Box 24 Using The Patient Information amp Billing Database 4 19 field Fill out as many of the Procedures fields in this field as you like and those prefer ences will be auto entered each time you put in a new procedure date The Outside Lab field refers to line 20 of the HCFA 1500 form If you do plan to charge for outside lab costs on this invoice click on the Yes radio button here and enter up to two charges Note that your amounts for each item must be consistent with the measurements used in the Inventory database For example if you buy an herb by the pound and
61. Contact Information Vendor Literature and Vendor Products amp Inventory This allows AcuBase to keep track of items properly in other parts of the program Regardless of which tab you use all of the layouts are the same and may be broken down as follows The Vendor Information Database 8 3 Vendor Contact Information Tab The default Form View tab is the Contact Info tab This tab shows up to three vendor eal Leal related logos graphics as well as general contact information related to each vendor Phone and e mail contact information as well as comments notes may be added to or Edit edited here At the bottom of the screen where it says Does this vendor sell standard Record herbs and formulas a Yes answer to this means that the vendor sells single herbs and non patent formulas Answering Yes here also links this vendor to the Vendors tab in the Herbs and Formulas sections of the Reference Library and will also show herbs and formulas under the Vendor Products amp Inventory tab To edit the vendor address and web contact information click on the Edit Record button at the top of the screen Vendor Literature Tab The Vendor Literature tab shows information provided by permission from each vendor to Trigram Software for inclusion in AcuBase Note that all information in this section of the database as well as vendor related patent formulas is protected by copyrights owned by that vendor
62. Insurance Information Tab The Insurance Information tab leads to the insurance information screen where all insurance related information is kept for a given patient In this section you will tab through and select several different fields that relate directly to the HCFA 1500 form You may also select a sub tab Insurance Verification to enter information related to if and how the patient s insurance companies pay for your services AcuBase allows you to enter up to three different insurance companies for a given patient In order to select which company to bill by default simply select company number 1 2 or 3 from the Select Insurance Company to Bill field Note that when you choose change an insurance company to bill 1 2 or 3 the company chosen will be billed from that point forward All previous invoices will retain the original insurance company information from before the change was made Within each Insurance Company section on click on the pink Pop to select from a pop up list of all companies you have pre entered in your Insurance Plan Type HCFA Line 1 Do You Accept Assignment For Payment HCFA Line 27 i Companies database If you do not have any Select Insurance Company to Bill 1 i companies listed there or would like to enter one that is not on the list simply hit the Esc key on your ze AlS Claims keyboard or click 27 Blue Cross Test i i O O l ue Cr k
63. Main Menu An Overview Using the Main Menu Buttons Using the Command Menu Shortcuts Setting and Changing the Preferences in AcuBase Providers Logo Money Tax Billing Codes Procedure Codes Diagnosis Codes More Billing Tab Default Invoice Patient Statements HCFA 1500 Box 24 Show Procedures Description Letters Tab Forms Tab E Billing Setup Tab Miscellaneous Tab Main Menu Choice Print Choice Palm Synch Settings Setting a Password 2 9 2 9 2 10 2 11 2 12 2 12 2 13 2 13 Contents Accessing Reports from the Main Menu Getting Back to the Main Menu Chapter 4 Using The Patient Information amp Billing Database Patient Information amp Billing Database Overview Using the Patient Information amp Billing Database The Four Form Views The Patient Information Tab General Information Diagnoses Medical Information HCFA 1500 Preferences The Insurance Information Tab Insurance Verification Sub tab The Intakes amp Activities Tab Creating New Activities Related to a Patient Call Record Fax Entry Office Visit Initial Report Patient Progress Report Custom Form The Billing Tab Creating New Superbills Creating A New HCFA Form Entry Entering Other HCFA Specific Data Creating HCFAs from Superbills and Vice Versa Aligning the HCFA Form for Your Printer Editing or Viewing a Past Transaction Payment Entry Screen Reports Billing Reports Billing Summary By Patient Create Electronic Billing Batch Detailed Summary of Produc
64. Stock 5 Bottle s Cost 3 95 Retail Price 20 Cost 3 95 Retail Price 20 Supplier Health Concems Supplier Health Concems 7 12 Using The Inventory Database Detailed and Summary Reports of Products Sold Reports related to products you have actually sold may be run from Reports button within the Patient Information and Billing database also accessible from the Main Menu by clicking on the Reports button then the Billing tab You may go directly to the Patient Information and Billing Reports screen from the Inventory reports screen by clicking on the related message at the bottom of the Inventory Reports screen Getting Help The help screens in the Inventory database are some of the most impressive in all of AcuBase To get help from any screen simply click on the Help button at the top of Help that screen Getting Out of the Inventory Database To get out of the Inventory database simply click on the Main Menu button or go to the File menu and select Exit to exit out of AcuBase completely Chapter 8 The Vendor Information Database Vendor Information Database Overview Not only does AcuBase come with thousands of records in its Reference Library and many useful practice management tools but you may also enter information related to your top inventory suppliers In addition for those who use Oriental medical supple ments we have already entered information from top suppliers Trigram Software has been
65. a Zip Drive By Iomega on a daily basis use 5 disks a separate disk for every day of the week which can hold at least 100 megabytes of data on each Zip disk Any other media that may provide reliable backup of at least 50 megabytes of data and is easy to restore in case of data loss may also be employed Note that backing up toa CD RW makes the AcuBase files read only If you need to recover lost data from a backup on CD you will need to select all of the files after you ve moved them to your hard drive and then un select the Read Only designa tion in order to make your files modifiable Simply backing up the AcuBase folder directory with the program CLOSED will save all data related to the program Mac users copy the AcuBase folder from your hard drive to your backup media PC users back up the AcuBase directory located at C program files trigram software acubase where C equals the letter of your hard drive A 2 Frequently Asked Questions Q I have a really old really new computer Will AcuBase work with my computer and operating system AcuBase will run on any Macintosh with a Power PC 601 Processor or higher includ ing Mac OS X with at least 32 MB of RAM or an Intel compatible Pentium class 486 33 or higher computer with 32 MB of RAM Your operating system needs to be any of the following Apple System 8 1 or higher Windows 95 Windows 98 Windows Me Windows 2000 Professional Windows XP
66. a given patient change the default name of the report to Statement for Patient Name or to whatever else you want to call it and then do a find for that patient alone when the Find Info for Reports window comes up By default the message The Total Outstanding amount is payable immediately Please remit to the address above shows up at the bottom of each statement This message may be modified from the More tab of the Main Menu s Preferences button Patient Balances Summary The Patient Balances Summary report is the same as an invoice statement It groups all invoices outstanding and paid in full by patient last name first For each patient the report shows the patient name and the totals for each invoice The Patient Balances 4 30 Using The Patient Information amp Billing Database Detailed by contrast shows line item detail of each invoice each procedure and each product on each invoice BILLING STATEMENT FROM Jason Luban LAc Montclair Acupuncture Associates 235 Mountain Blvd 226 Oakland CA 94611 aient Name Jason A Jones 510 654 3268 16 Taurus Avenue Oakland CA 95442 Invoice Date 2 4 2000 3 4 2000 3 12 2000 9 17 2000 9 18 2000 10 10 2000 10 16 2000 TOTALS Procedure s Product s Invoice Totals Payments Adjustments Total outstanding 55 00 40 00 65 00 65 00 10 00 55 00 0 00 55 00 55 00 55 00 0 00 55 00 45 00 10 00 380 00 84 95 464 95 120 00 10 00 334 95 0 00 90 00 90
67. a part of the documentation and accordingly may not be removed therefrom TERMINATION The license will terminate automatically if you fail to comply with the limitations described herein On termination you must destroy all copies of the Software and Documentation AcuBase documentation written and layed out by Jason A Luban Trigram Software LLC 1997 2003 Trigram Software LLC 6114 La Salle Avenue 230 Oakland CA 94611 USA All Rights Reserved Contents Chapter 1 Installation of AcuBase Hardware Requirements Running the installation Apple Macintosh Microsoft Windows Uninstalling AcuBase Important Notes What Else Is On The CD Recovering Damaged Files Upgrades and Fixes Backing Up Your Files Moving AcuBase to a Different Machine Registering Your Software Further Help Chapter 2 Getting Started with AcuBase About AcuBase An AcuBase Overview Main Menu Patient Information amp Billing Insurance Companies and Referral Sources Inventory Vendor Information Reference Library Getting Around in AcuBase Menus Versus Buttons Entering Data To Move To A Field To Move To A Record 1 1 1 2 1 2 1 2 1 3 1 3 1 3 1 4 1 4 1 5 1 5 1 6 1 6 iv Contents To Save Data To Add amp Duplicate Records To Delete Records To Find Records Replacing Fields in All Records To Change Printer Settings To Change The Look Of Invoices Or Activities Getting Help Quitting Out of AcuBase Chapter 3 The Main Menu The
68. abase that dates back to or before the year 2000 If this happens to you simply run this report for one year at a time rather than for multiple years To do this when the Find Info for Reports window comes up before the print preview in the Invoice Date s field enter your date range and click the Find button A date range is entered as two dates with between them For example to find all transaction for the year 2001 only you would enter 01 01 2001 12 31 2001 without the quotes and click the Find button How do I print all of the invoices for a given patient onto either a HCFA 1500 form or a superbill To print all invoices for a given patient go to that patient s Billing tab select a pre existing invoice or create a new one and then click on the View All Invoices button From View as List mode you may print all of the patient s invoices on either HCFA 1500 forms or superbills by clicking on the appropriate button at the top of the View As List screen When the option to print comes up be sure that the selection at the top of the print screen is Records Being Browsed and that you have selected All pages Otherwise you will only get one line of text or one invoice From within Inventory after I have selected an item from List View to look at individually in Form View the Next Record and Previous Record buttons don t seem to work I know that I have more
69. ally flow through to superbills and activity records Products sold to patients may appear in the Reference Library and are automatically taken out of your available inventory e Print reports related to your billing e Context sensitive help available from any screen 4 2 Using The Patient Information amp Billing Database Using the Patient Information amp Billing Database Upon clicking the Patient Information amp Billing database icon from the Main Menu you are taken directly to View As List mode where patients are presented in alphabetical order You may also view the provider name patient phone numbers payment type and total balance due from this screen and may sort by any one of these categories by simply clicking on the sort button found next to each of these fields names To get more details on a given patient s record click on View As Form at the top of the screen or click on the blue button to the left of each patient s name This will take you to the first of four Form Views available in the Patient Information amp Billing database To go from one record to the next in Form View simply click on the arrow buttons to go forward or backward Context sensitive help is available from every screen Just look for the button at the top and or bottom of the screen Note that on all Form View screens the patient s ID number assigned by the database name date of birth and social security o
70. am com 2 2 Getting Started with AcuBase An AcuBase Overview Recommended for practitioners AcuBase has what you need to manage your knowl edge and your practice AcuBase is extremely intuitive and easy to use even for those who fear the sight of computers It works on the Macintosh and PC and consists of the following components and features Main Menu The Main Menu is your starting place from which you may access all of AcuBase s power and flexibility New users should start by adjusting the Preferences to their liking before using the rest of the program by clicking on the Preferences button at the top left portion of the Main Menu screen Use the Main Menu to jump to any of the main functions of AcuBase and perhaps most significantly to set up and change the Preferences that will be used throughout the program Use the Preferences button in the Main Menu to Enter up to three user names license number s tax id number s and company names and addresses This information is automatically printed on invoices forms and throughout many different reports Insert your own logo into AcuBase This logo not only appears on many of the database screens but may also be printed on several AcuBase forms Choose the currency you would like to use dollars pounds francs yen etc and tax rates for your products and procedures Set up procedures as well as codes modifiers prices and tax rates for each Set
71. an unlimited amount of space to write as much as you would like to about a given patient intake The patient s name provider today s date and the status of Trigram O gt y Nain Software KER ew as Print this Delete List Intake Record __ to Patient Info ID Last Name Fist Name Provider Date Status OFFICE VISIT INTAKE Dx Have you ever felt that our simple lives are not enough That perhaps we are just spinning our wheels here waiting for what is really supposed to hanner as if our lives here are ston overs ona 4 10 Using The Patient Information amp Billing Database the intake may be viewed at the top of the screen You may change the date or the status The auto entered information as well as the title of this form Office Visit Intake by default may be edited from the More Forms tab of the AcuBase Main Menu s Preferences As with any part of AcuBase you may change fonts font sizes alignment of text etc from the Format menu You may print the office visit by clicking on the Print this Intake button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu Initial Report If you choose Initial Report you will be presented with the Detailed Initial Report screen This is the form you may use
72. anywhere else to live The first setting Main Menu Choice is also set the first time you open AcuBase It gives you the choice of three Main Menus one showing billing and practice management databases one showing the oriental medicine reference library and one the default showing both You may also access and change these settings from the bottom of the Main Menu screen where it says To Change Your Main Menu Preference s click here Main Menu Choice Select the default Main Menu to view Show Practice Management Only Show Reference Library Only Show Reference Library and Practice Management Print Choice Select an option for printing and or previewing reports Preview and Print Palm h Setti The Palm enable version of AcuBase requires the purchase of AcuBase along with FileMaker Pro 5 0 or greater and FileMaker Mobile For details call Trigram Software at 1 888 44CUBASE Set A Password for AcuBase AcuBase allows you to create a password to allow secure access to the program To set a password or change your existing password click here The Print Choice field allows you to choose whether or not you see a preview before you print anything out of AcuBase You may choose to have AcuBase give you a preview before you print anything print without a preview or preview but not actually print Palm Synch Settings refers to the fact that certain aspects of the databases in AcuBase may also be synchron
73. ard file that shows how many records are in the database how many are being viewed and whether or not they are sorted This is particularly useful in Form View as you will only be able to see one record at a time from within Form View and may know how many records are available to view at any given time without viewing the Status Area It is also useful after doing a Find to show how many records were found 9 4 The Reference Library Databases 3 Fie Edit Mode Select Format Script Window Help Mew As dew As Reports New Delete Menu Form List Record Record Classical Herb Info General Information Related Formulas al Latin or Pharmaceutical Name English Name Xet Folium Artemisiae Argyi Mugwort Li TA Fl classification Catego fetions amp Indications Mh Herbs That Stop Bleeding Warms the uterus and stops blee Sorting Records all This is the sort button While the Library defaults to sort by the point number herb name pinyin formula name pinyin patent formula name and subject of exam question respectively depending on which option was chosen from the Main Menu the user may also choose to sort and view the contents of any database by any field with a sort button located next to it Sort by the field by simply clicking on the sort button If you wish to sort by other fields that do not have the sort button next to their respective field name you may g
74. at 973 353 6209 Monday through Friday Eastern Standard east coast time You may also check their website at http www abreaedi com email them at support claimsdispatch com or write to them at Abrea Technologies Inc P O Box 1358 Newark NJ 07101 B 2 Technical Support
75. ation database from the Main Menu you are taken directly to List View At this point all of the vendors in the database are listed alpha betically by name Most of AcuBase s standard options are available at the top of the screen including an Edit Record button which allows you to change or add information related to any given vendor If you want more details on a given vendor in the database simply click on the button to the left of it to view the record as a form this does the Help feuBase Mew As Wew As New Edit Delete Find Find hiin Menu Form List Record Record Record Record All Click On The Button To The Left To See More Detailed Information About That Vendor E Chinese Modular Solutions K an Herbs Distributor E East West Herbs Ltd E Golden Flower Chinese Herbs E Health Concerns Institute for Traditional Medicine and Preventive Health ITM E K an Herb Company Inc E Lotus Herbs Inc Mayway Plum Flower amp Min Shan E Spring Wind Herbs Inc E Tashi Enterprises Min Tong same as the View as Form button at the top of the screen To go from one record to the next in Form View simply click on the arrow buttons to go forward or backward Con text sensitive help is available from every screen Just look for the button at the top and or bottom of the screen When you go to Form View you will notice that there are three tabs which separate vendor information into the categories of
76. be filled out in order to properly complete a HCFA 1500 form Simply tab through each field entering data as appropriate for the patient s HCFA form printing Note that each field has an associated HCFA line number for easy reference The large pink button at the bottom of this screen allows you to jump straight to the billing section of the HCFA forms via the AcuBase Billing tab We recommend that you have informa tion entered into the Insurance Info tab for each patient before you begin using the Billing tab The fields below refer solely to fields on the HCFA 1500 Form used for U S insurance biling Many of the fields below must be filled in if you wish to print invoices for this patient onto a HCFA form Patient Relationship to Insured HCFA Line 6 Is Patients Condition Related To Self Spouse Child Other HCFA Lines 10 a d e puani Patient Status HCFA Line 8 Yes No Single Maried Other N Auto Acoident Place State Employed g Yes O No CA Full Time Student Other Accident Part Time Student O Yes No Reserved for Local Use HCFA Line 10d fb Needles Used Patients Authorized Signature HCFA Line 12 Insured s Authorized Signature HCFA Line 13 Patient Signature On File Insured s Signature On File Have Patient Sign Each HCFA Form Have Insured Sign Each HCFA Form Sign on File Date 0309 2002 4 6 Using The Patient Information amp Billing Database The
77. box 4 Once AcuBase is open go to File Save a Copy As and save a compressed copy naming it Mainmenu TCM replacing the original file NOTE Always close AcuBase before shutting down your computer Since AcuBase saves as you go it may not have saved all of your data if the computer is shut down while the program is open In most cases the next time AcuBase is opened it will recover whatever data was in the database the last time it was opened Upgrades and Fixes The makers of AcuBase welcome your comments when you find bugs in our program and or if you feel that there are features that you might like to see included in a future release of the program Please e mail suggestions to support trigram com When bugs are found or when we upgrade a file or add a new feature the new or fixed file may be found and downloaded from the Trigram Software web site at www trigram com While we do offer free updates to the program when bugs are fixed or new features are added we do charge an upgrade fee if we need to help you with your upgrading of file fixing from the Web We also when we upgrade to a new database engine as this upgrade often requires an import of data from your previous version as well as anew CD Installation of AcuBase 1 5 Backing Up Your Files The makers of AcuBase ARE NOT RESPONSIBLE FOR DATA LOST WHEN NO BACKUP HAS BEEN MADE It is essential that you keep a backup of all files related to AcuBase
78. brary Databases 9 7 The Formulas database also contains a Formulas amp Herbs Only report This report will print one formula per page Each page will have the formula name s the herbs within it and the dosage This report is intended for when a doctor or patient needs to go to an herb store to pick up the contents of a given formula The report may easily be given to the herbalist to have the formula prescription filled Note that AcuBase report formats may not be modified in any way Also note that due to the constraints of copyright law AcuBase does not provide reports related to patent formulas or their associated vendors information To get help from any screen simply click on the Help button for that screen Getting Out of the Reference Library Database To get out of any Reference Library database simply click on the Main Menu button to go to the AcuBase Main Menu If you wish to quit out of AcuBase completely go to the File menu and select Exit from within any part of the program Features Specific to the Herbs and Formulas Databases Related Herbs amp Formulas AcuBase has several features that take advantage of its unique relational architecture As perennial students of traditional Chinese medicine we constantly need to cross references herbs within a given formula as well as look for formulas that contain a given herb This new version of AcuBase makes such cross referencing simple
79. ces themselves may be run like any other billing report by clicking on the Reports button from within the Patient Information and Billing database You may also go to the Reports button from the Main Menu and select the Billing tab to access these reports See the Reports section of the Patient Information amp Billing Data base chapter in this user s manual Important note for E billing users In HCFA box number 33 only the provider name not the company will be processed electronically so be sure you have entered a provider name in the AcuBase Preferences Chapter 6 The Insurance Company amp Referral Databases Insurance Company and Referral Sources Databases Overview The Insurance Companies and Referral Sources databases are a place for you to enter commonly accessed insurance company and referral source information These databases allow you to e Enter an unlimited number of insurance companies or referrers e Keep this information current in one place and have it auto entered into the appropri ate places in the Patient Information and Billing database e View lists of which patients were referrer by which referral sources as well as which patients have a given insurance company e Print insurance company or referrer mailing labels envelopes or phone books 6 2 The Insurance Company amp Referral Sources Databases Using the Insurance Company and Referral Sources Databases To open the Insurance Companies or Ref
80. ck on the Herbs tab and add each herb by simply clicking on the first blank line on the herbs list This will pop up a list alphabetical by pinyin name of all herbs in the database Clicking on the appropriate herb in the list will auto enter it into the list as well as its related Chinese characters and Latin or pharmaceutical names if available If the herb you would like to add is not on the pop up list simply double click on the pop up list field and manually enter the herb name If you later add the missing herb to the Herbs database your entry will be automatically linked You may also enter dosages for individual herbs in a formula By default Trigram Software did not wish to add these values for any formulas except where they were offered by a patent formula s vendor The Reference Library Databases 9 9 Checking Suppliers and Adding to Inventory Supplier and inventory information may also be viewed and adjusted from each of the Herbs Formulas and Patent Formulas databases For standard herbs and formulas you may access this information through the Suppliers amp Inventory tab when viewing an individual herb or formula View As Form Vendors in the Vendor Information database who supply standard herbs and formulas show up on the left side of the screen with questions marks next to each of them To get more information on any one of these vendors simply click on its associated question mark Additional vendors
81. cords and Sorting Records above Once you have found and sorted the records you would like to include click on the Reports button at the top of the screen This will take you to the Reports window From the Reports screen type in a name if any that you would like printed as the title of the report such as Herb Cards or Acupoint Report and then click on the appropriate report button to print that report You are given two or three choices of reports depend ing upon which database you are in Within the Acupoints Herbs and Formulas data bases you may print Full Reports or Index Cards Full Reports print on average two points herbs or formulas per page whereas Index Cards print acupoints on 3 x 5 inch index cards and herbs and formulas on 4 x 6 inch cards obviously limiting the amount of information that may fit on each card Index cards may be printed on regular 8 5 x 11 inch paper AcuBase creates borders around each card so that they may be cut out and folded along the dotted line provided dew As dew As Reports Form List Toggle Status Area Formulas Report Menu Creating reports requires 3 easy steps 1 Find and sort the formulas that you would like in the View as Form or View as List mode There are currently 145 formulas found 2 Name the report Formulas Report 3 Select the report to print from below Getting Help Help The Reference Li
82. ct Inventory by Supplier Supplier Category Product ID Product Name Max To Keep Onhand In Stock Cost EachTotal Value Cost Open to Buy East West Herbs Ltd Formulas 5004 Ease The Journey yang 3 1 11 395 11 95 2 15005 Ease The Journey Yin 4 1 13 00 13 00 3 15065 Strengthen The Root 2 1 16 00 16 00 3 Totals For This Supplier 1 8 95 Print Product Labels By Category Avery 5162 Labels This report prints labels of all of the items in the Inventory database so that you may place these labels on the shelves boxes containers etc of the items you keep in the inventory database These labels are set up to print on Avery 5162 labels available at most decent office supply stores for your laser or inkjet printer Each label has the name of the item in bold at the top then gives the AcuBase Product ID number to make finding that item in the Inventory database easy the maximum amount of that item to keep in stock the cost to you your retail price and the product supplier s name 4C Q TABS BACK SUPPORT CHRONIC FcuBase Product ID 4003 FcuBase Product ID 1368 htx Amount to Keep in Stock 5 Bottle s hax Amount to Keep in Stock 2 Bottle s Cost 3 95 Retail Price 20 Cost 10 8 Retail Price 20 Supplier Health Concems Supplier Lotus Herbs Inc ASTRA 18 DIET BACKBONE FcuBase Product ID 4009 FcuBase Product ID 4016 Max Amount to Keep in Stock 5 Bottle s hbtax Amount to Keep in
83. culation for you After you have entered the amount paid for a given procedure if it is less than the price charged you can tab or click into the Adjustment field and click on the word Adjustment go to the Commands menu and click on Auto Calc Adjustment for this Line Item or simply use the keyboard shortcut Cntrl 0 in Windows or Command 0 on a Macintosh Using The Patient Information amp Billing Database 4 25 To record any other kind of payment such as a lump sum payment from the patient a co pay etc go to the bottom of the list and fill in the payment in the blank space provided below the last procedure recording only the Date Paid Paid By Amount Paid and Adjustment fields Other buttons at the top of the Payment Entry screen allow you to go to the current invoice depending upon which line item have you have the cursor in print all of the invoices onto Superbills or HCFA forms useful if you wish to rebill for outstanding balances after some payments have been made or Find All which shows all invoices for all patients in alphabetical and date order You may also choose to return to the Patient Information amp Billing database or return to the AcuBase Main Menu Reports Click on the Reports button from within the Patient Information and Billing database to j printout billing reports or more general reports a personalized phone book Avery labels letters or envelopes r
84. d a given item e Customizable fields that allow you to determine the amount of an item to keep on hand what measurements to use pounds boxes etc when to reorder a given item and the number of each item currently open to buy based on amount in stock e Reports that allow you to sort and print all of your inventory or only certain catego ries of it by category by supplier or otherwise 2 6 Getting Started with AcuBase Blank inventory sheets that lists all items by category to make taking a manual inventory at your office s quick and easy Standard Avery labels for all items that include the amount to keep in stock and the supplier for each item Context sensitive help at every turn Vendor Information Not only does AcuBase come with thousands of records in its Reference Library and many useful practice management tools but you may also enter information related to your top inventory suppliers In addition for those who use Oriental medical supple ments we have already entered information from top suppliers Trigram Software has been given permission from some of the world s top suppliers of herbs formulas patent formulas Oriental medical information and related supplies to include their vendor and product information in our databases We have poured much of this information into our Patent Formulas and Vendor Information databases The Vendor Information database allows you to Keep track of e
85. ders using the database and also has a grand total for all three providers at the end of the report Using The Patient Information amp Billing Database 4 37 To run this report properly for a given date you should find for the date you wish to report on by entering it in the Invoice Date s field in the Find Info for Reports window which comes up before the print preview Failure to do this will give you a very inaccurate daily report which summarizes multiple dates Summary Daily Report for 05 07 2001 Provider Jason A Luban L Ac Invoice Procedure s Product s Invoice Totals Payments Adjustments Total outstanding 1208 125 00 0 00 125 00 64 00 61 00 0 00 1209 120 00 0 00 120 00 60 00 60 00 0 00 1210 60 00 0 00 60 00 46 00 15 00 1212 60 00 20 00 80 00 55 00 25 00 TOTALS 365 00 20 00 385 00 224 00 121 00 40 00 TOTALS Procedure s Product s Invoice Totals Payments Adjustments Total Due ALL PATIENTS 365 00 20 00 385 00 224 00 121 00 40 00 Summary of Ebilling Batches By Date Batch Created This report shows a summary of each batch of electronic billing which has been created Use this report to see which invoices have been batched together to be sent electronically and when those batches were created The report is sorted by the date the batch of invoices was created and then by the name of the patient and the invoice number It also includes the total amount of the invoice the amount paid adjusted
86. dit or delete available vendor contact information including ad dresses phone numbers and other info Add edit or delete your own vendors and their related information For each vendor view their related patent formulas standard formulas herbs and any products that you may have purchased from them and keep in inventory Link directly to any related patent formula standard formula herb or inventory item associated with a given vendor View copyrighted information supplied to Trigram Software with permission from top vendors including Blue Poppy Herbs K an Herbs Health Concerns East West Herbs Evergreen Herbs and Medical Supplies Golden Flower Chinese Herbs Mayway Plum Flower and Min Shan Chinese Modular Solutions Spring Wind Herbs Tashi Enterprises Min Tong NuHerbs Sun Ten Brion Herbs Corp and the Institute for Traditional Chinese Medicine and Preventive Health View available context sensitive help at every turn Getting Started with AcuBase 2 7 Reference Library Not only does AcuBase provide you with many great practice management tools we have also included a free traditional Oriental medical library complete with almost 2 000 records hundreds of formulas herbs points review questions taken from state and national board exam reading lists and over 500 patent formulas and related information from the top vendors in the industry While this may sound great in itself perhaps the most valuab
87. e Billing database and go to the Detailed Intake Print layout Getting Started with AcuBase 2 13 NOTE Trigram Software support will NOT assist you in the event that you attempt to change default layouts and or lose data after modifying the Activities or Billing databases If you decide to modify these files it is assumed that you know and understand the intricacies of FileMaker Pro and you do so at your own risk Getting Help 2 To get help from any screen simply click on the Help button for that screen Help Quitting Out of AcuBase To exit out of AcuBase completely from anywhere in the program simply click on the File menu and select Exit or Quit Quit 2 14 Getting Started with AcuBase Chapter 3 The Main Menu The Main Menu An Overview The Main Menu is your starting place from which you may access all of AcuBase s power and flexibility New users should start by adjusting the Preferences to their liking before using the rest of the program by clicking on the Preferences button at the top left portion of the Main Menu screen Use the Main Menu to jump to any of the main functions of AcuBase and perhaps most significantly to set up and change the Preferences that will be used throughout the program Use the Preferences button in the Main Menu to Enter up to three user names license number s tax id number s and company names and addresses This information is automaticall
88. elated to the patients in your Patient Information database You may also go to the Reports button from the Main Menu and select the Billing tab to access these reports Reports To create a report click on the Report Name field to see a pop up list of available billing and patient information related reports When you select a report from the list the report s description appears below it When you are ready to run the selected report click on the Run Report button On all other Report screens throughout AcuBase simply click on the button related to the report that you would like to create Select the Report You Would Like To Run Below Billing Reports Select the report you would like to run from the Report Name pop up list below then click on the Run Report button Report Hame Patient Balances Detailed Description The Detailed Patient Balances report is the same as an invoice staternent It groups all invoices outstanding and paid in full by patient last name first Unlike the Patient Balances Summary report which shows only the totals for each invoice the report shows line item detail of each invoice each procedure and each product on each invoice You may select some or all patients and or use this report to print a statement if you wish To print a statement for a grven patient change the default name of the report to Staternent for 4 26 Using The Patient Information amp Billing
89. en entered properly you may click on the View Other HCFA Details for This Patient button on the bottom of the screen When you are ready to print the invoice click on the Print HCFA button at the top of the screen This will take you to a preview of the invoice before it prints Whether the HCFA prints out completely or only the fields print because it is designed to be printed ONTO a pre existing HCFA 1500 form that has been loaded into your printer depends on the way you have set up your print job see the Align HCFA button below The buttons at the top of the HCFA Entry screen offer many options The two help buttons allow you to either go to a help screen to see all of the features of the HCFA Entry screen the Screen Help button or go to the HCFA Help screen HCFA Help button which shows a HCFA form with all of its fields If you do not know where to go in AcuBase to fill in a given field on the HCFA form simply click on the HCFA Help button and then click on the part of the HCFA form you have a question about AcuBase will take you to the appropriate part of the program to fill out the part of the form in question healt Screen HCFA HCFA Superbill ew All Print Print Print Align Delete Retum Ent Ent Invoices HCFA Su atbil Envelope HCFA Invoice to Patjent Using The Patient Information amp Billing Database 4 21 Other buttons at the top of the HCFA Entry screen allow you to switch
90. ength when printed Custom Letters Enter text that you would like used for the following letters below Click on each letter type to switch to that letter Note that letters may be a maximum of one page when printed Use the Format menu above to change text formatting New Patient Letter Referral Letter Birthday Letter Custom Letter 2 Custom Letter 2 WwW I to welcome you to the office We look forward to serving your health care needs The trust and confidence you have placed in us is truly appreciated Best Regards Jason A Luban LAc All Hours Acupuncture Forms The Forms tab allows you to customize the three patient specific forms in the database These forms are accessed from the Intakes Activities tab of each patient s file To change the name of each form click and change the Name of this form field The default information entered into each form can also be changed by clicking in the form and changing what you wish You may also create and name one custom form E Billing Setup This tab is accessed when you wish to use the electronic billing capabili ties of AcuBase and you will set E billing to On when you are ready to do electronic billing If you are interested in using electronic billing please follow the instructions in the Electronic Billing section of this user s manual 3 8 The Main Menu Miscellaneous This tab of course contains several random settings that don t have
91. envelopes paper and stamps e Saving of personnel costs with the elimination of the need to print stamp and send out claims e Compliance with new Health Insurance Portability and Accountability Act HIPAA regulations 5 2 Electronic Billing with AcuBase About Electronic Billing E billing Electronic billing is fast becoming the standard way of submitting medical claims In fact by 2003 the Health Insurance Portability and Accountability Act of 1996 HIPAA will require that all medical insurance entities be capable of receiving and processing electronic claims The current standard way of submitting claims is to print each invoice onto a HCFA 1500 form or superbill and submit each through the mail or by fax to the appropriate insurance company associated with each patient With electronic billing you prepare claims within AcuBase the same way you always do as if you are planning to send them through regular mail snail mail The difference comes when it is time to submit the claims Instead of printing up each claim putting it into an envelope and sending it off by snail mail you leave the invoice claim unprinted You then instruct AcuBase to create a batch file which has all of the claims in it This is also likened to printing to a file creating a file with all of the current invoices in them instead of printing them to paper It is called a batch file because it usually contains more t
92. erral Sources databases simply click on the appropriate button from the Main Menu Upon opening either database you are pre sented with all of the records data related to that subject in list format To see more details about a given insurance company or referral source you may easily switch to Form View by pressing a button located next to the name or clicking on the View As Form button at the top of the screen View as List Mode Upon click on the Insurance Company or Referral Sources databases from the Main Fi Menu you are taken directly to View As List mode with your insurance companies or L referral sources sorted and presented in List format If you want more details on a given record or to change anything about that record simply click on the box button to the left of that record to view the record as a form this does the same as the View as Form button at the top of the screen Cy fouBase dew As Mew As New Reports Delete Find Find tutain Menu Form List Record Record Referrer All Mew Ac List Click On The Button To The Left To See More Detailed Information About A Referral S Caldwell Kenneth MD Douglas James LAc Gibson Simon PT Linson Chris PT Smith David DC View as Form View as Form or Form View shows individual records and their details As stated above you may see details on any record by clicking on the View as Form button or clicking on the box button to the left of that
93. etwork Neighborhood AcuBase 2 002 Newest My Briefcase New Documentation AcuBase 2 File name Save as type a of e Jebiling Comma Separated Text Files csv Cancel a consistent name such as ebilling Also be sure that Save as type at the bottom of this window is set to Comma Separated Text Files Save the file to a place you can remember on your computer By default it will be saved into your AcuBase folder on a PC this is C Program Files Trigram Software AcuBase Each time you create a new batch file for future E billing you may wish to keep the file name the same replacing the old file so that you know you are always sending the correct most up to date file Once you have created a batch file each invoice that was sent as part of the file will have its Date Batch Last Sent field updated with the date you created the batch This field can be seen at the top of the screen in the electronic billing section of the HCFA Entry Screen AcuBase will also update the Date Printed field for each invoice when a claim has been sent as part of a batch N Enter Data For HCFA 1500 Form Below Ml PLID Fist Name Last Name Invoice Billing Date Invoice Printed Statu ELECTRONIC BILLING Gee ebilling instructions in user s manual for details d or resend this invoice in next batch Date Invoice Last Sent as Ebill N In the following
94. f the report Some users have reported issues with months and their years printing in incorrect order We have found this to be an issue with users who have data in the database that dates back to or before the year 2000 If this happens to you simply run this report for one year at a time rather than for multiple years To do this when the Find Info for Reports window comes up before the print preview in the Invoice Date s field enter your date range and click the Find button A date range is entered as two dates with between them For example to find all transaction for the year 2001 only you would enter 01 01 2001 12 31 2001 without the quotes and click the Find button Using The Patient Information amp Billing Database 4 39 Important When the option to print comes up be sure that the selection at the top of the print screen is Records Being Browsed and that you have selected All pages Otherwise you will only get one line of text AcuBase Billing Summary By Month as of 10 16 2000 Month and Year Invoice Date Patient Name Invoice Total Amount Paid Adjustment Total Due February 2000 2 1 2000 Jones Jason A 65 00 55 00 10 00 0 00 Total For February 2000 65 00 55 00 10 00 0 00 March 2000 3 1 2000 Jones Jason A 55 00 55 00 0 00 3 12 2000 Jones Jason A 55 00 45 00 10 00 0 00 Total For March 2000 110 00 100 00 10 00 0 00 General Reports Letters Marke
95. for the a more detailed initial or follow up consult with a patient The auto entered information as well as the title of this form Detailed Initial Report by default may be edited from the More Forms tab of the AcuBase Main Menu s Preferences As with any part of AcuBase you may change fonts font sizes alignment of text etc from the Format menu You may print the office visit by clicking on the Print this Intake button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu nay Detailed Ital Repon ID Last Name Fist Name Provider Date Status Easasasennnasnnnsaneanannanannnanannannnnnannanannnnnonnnnananannnnnanannonannnnanannnanannaananannansnnnanannenannannnnnnsaannnnnannnnnannanannanannnannnanannnnnaannnnnnananndi Chief Complaint History Onset Occurrence Palliative Provocative Quality and Quantity Radiation Site Setting Timing Using The Patient Information amp Billing Database 4 11 Patient Progress Report If you choose Patient Progress Report you will be presented with the Patient Progress Report entry screen The Patient Progress Report is intended to be used as a form that you may send to insurance companies or to the practitioner who may have referred this patient On this screen you ma
96. formation written by Dr Chen e The ability to add delete and or edit any information in any field and add or delete any records e Easy flexible searches for symptom specific data e Sorting by any field with the click of a button e A consistent intuitive interface 2 8 Getting Started with AcuBase e Context sensitive help available from any screen And all the other features that made our first AcuBase program the standard for traditional Oriental medical reference software Getting Around in AcuBase In the following chapters we will document the many different functions and ways of using AcuBase While each portion of the program is unique in its own way the fact that all of the program was developed from within Claris FileMaker Pro means that several basic rules apply to the use of the program What follows are how to s about some of the most basic functions of AcuBase Menus Versus Buttons AcuBase was created in FileMaker Pro 5 5 As a result users have access to many of the menu items at the top of the screen that FileMaker provides We highly recommend that AcuBase users stick to the buttons at the top of each screen which have been provided While you may add a new record for instance from the File menu the New Record button has scripts that make sure that the integrity of the database is kept consis tent The one exception to this suggestion is the Commands menu The Commands men
97. forward To bring all items in the Inventory database back into the found set click on the Find All button available from any layout 7 6 Using The Inventory Database Using the Forward Record and Back Record Buttons From within Form View screen you will see a Forward Record and Back Record button at the top right side of the screen If you have more than one item in inventory clicking on these buttons should step you through each item alphabetically If these buttons appear not to do anything try clicking on the Find AlI button at the top of the screen first and then try the Forward or Back buttons again Sorting Records Reports aS Reports This is the sort button While the Inventory database defaults to sort by the Product Name of each item the user may also choose to sort and view items by Category Vendor or by the items that you most need to buy Open To Buy by clicking on the icon next to each of these categories If you wish to sort by other fields that do not have the sort button next to their respective field name you may go to the Mode pull down menu and select Sort To print and or view reports from the Inventory database click on the Reports button This takes you to a screen where you are given the option of ten different reports When you click on any of the report button options the report will either preview and then print print only or preview only It depends on how
98. gh Friday Eastern Standard east coast time You may also check their website at http www abreaedi com email them at support claimsdispatch com or write to them at Abrea Technologies Inc P O Box 1358 Newark NJ 07101 Setting The Preferences In AcuBase For E billing Once you have established a relationship with Abrea and have a user name and password you will need to let AcuBase know that you would like to use its electronic billing features To do this simply go to the Preferences button from the AcuBase Main Menu choose the More tab and then the E billing Setup tab Set the Electronic Billing is Currently Set To field to On That s it Once E billing is set to On the electronic billing section at the top of each invoice on the HCFA Entry screen will also be active each time you create a new HCFA invoice see Creating A New HCFA Form Entry in the Patient Information and Billing chapter of this user s manual Using AcuBase and the Internet to Submit Claims to the Billing Clearinghouse Now that you have a relationship with a clearinghouse a name and password for submitting claims through their secure website and have turned on the E billing features in AcuBase you are ready to do electronic billing Doing E billing is a matter of A B C A Do your billing the way you always do by creating a new HCFA invoice for each patient per the HCFA entry instructions in the Using
99. han one invoice for more than one patient Next this batch file is sent through the Internet to a billing clearinghouse where it is automatically opened and the data for each invoice is sent electronically to each individual insurance company The billing clearinghouse is an outside company which does all of the processing for you and usually bills at a monthly rate depending upon the size and nature of your practice A multiple provider office or billing service will obviously require more processing than a part time single provider practice Some of the great advantages of using electronic billing include getting paid a lot faster saving the time money and equipment required to print and mail out claims and instant reporting The billing clearinghouse will usually give you a report related to the batch you have sent them within 24 hours detailing if certain data was missing from certain claims if the processing went through without errors etc All that you need are a connection to the Internet a billing clearinghouse and AcuBase After successful electronic claim submis sion you will often get paid by the insurance company up to 90 faster than through paper claims that you snail mailed Electronic Billing with AcuBase 5 3 Setting Up and Using Electronic Billing In AcuBase Using electronic billing in AcuBase involves a few simple steps 1 Setting up a relationship with a billing clearinghouse 2 Setting the Prefe
100. he invoices out you will prepare an E billing batch or batch file by going to the Reports button from the Main Menu or within the Patient Information database and choosing the Create Electronic Billing Batch report You may also go to the Commands menu from within Patient Information to select this report or use Cntrl 0 Command 0 on the Macintosh from within the Patient Information database The report will automatically find all of the invoices that have not yet been submitted All of the invoices for which the Send or resend this invoice in next batch field at the top of the HCFA Entry Screen are set to Yes If you wish to include any invoices that were previously sent in order to resubmit them for any reason simply go to that invoice and set this field to Yes If you have not set the AcuBase Preferences to do E billing see 2 above or you have no current invoices ready to send per the above mentioned Send or resend this invoice in next batch field AcuBase will give you an error message to that effect 5 6 Electronic Billing with AcuBase Export Records to File eix Save in A Desktop re As part of the Create Electronic Billing Batch report a window will appear asking you to name the new batch file This file will contain all of the current bills to be sent to the insurance companies We recommend that you give this file My Computer aa AcuBase New My Documents N
101. he regular prescription medication The indexes compare the similarities between drugs and herbs However it is important to note that the indexes do not imply therapeutic equivalence and the herbal alternatives as listed are not substitutes for their corresponding drugs Professional judgment and careful evaluation must be exercised prior to recommending the herbal formulas to the patients 9 12 The Reference Library Databases Appendix A Frequently Asked Questions Question Q Answer A Over the years we have had a number of the same questions asked of us repeatedly What follows are some answers to the most frequently asked questions as well as a number of answers to questions we anticipate receiving with this new version of AcuBase Do I need to keep the AcuBase CD in my computer in order to run the program NO Once you have installed AcuBase you do not need to keep the CD in the CD ROM drive unless you wish to access text files used to set up a relationship with a billing clearinghouse see the Electronic Billing chapter or to access the Adobe PDF version of this user s manual I know that I need to keep a backup of my AcuBase data current at all times How do I make a backup It is essential that you keep a backup of all files related to AcuBase as well as any and all other mission critical files that you use This is your responsibility as a businessperson and a prudent computer user We recommend using
102. hese fields have been properly filled out for a given patient you can run as many HCFA invoices for this patient as you like without needing to re enter this information Click on the large pink button at the bottom of the Patient Info screen or simply click on the Billing tab From the Billing tab click on the New HCFA button near the bottom of the screen This takes you to a screen where your diagnoses should already appear you entered them in the previous HCFA Info screen Tab down to the Procedures section and put in the dates of service If you had pre entered information in the HCFA 1500 Box 24 fields in the Main Menu Preferences those pre entries will appear automatically after you enter a date of service Assuming that you have filled out the above screen properly you may click on the Print HCFA button at the top of this screen to print the invoice onto a HCFA 1500 form If your printout does not align properly with the HCFA click on the Align HCFA button at the top of this screen to align it more exactly See the Using the Patient Information and Billing Database section of the user s manual for more detailed information about printing onto HCFA 1500 forms I understand that AcuBase can be set up to work with a Palm OS based handheld device How do I synch my Palm device up with AcuBase Yes certain features of AcuBase are available for synchronization with your Palm device You need a Palm OS compa
103. ifferent computer Whether on a PC or a Macintosh or between the two you may move your software from one computer to another by doing the following 1 Make a full backup of the AcuBase directory folder on your original computer the one you wish to move data from per the backup instructions above 2 Install AcuBase from the CD onto the newer computer the one you wish to move data fo per the installation instructions above 3 Copy the contents of your backup file all of files in the AcuBase directory folder on your backup media into the newly installed AcuBase directory on the newer 1 6 Installation of AcuBase computer replacing existing files PC users your files will be located at C Program Files Trigram Software AcuBase by default where C equals the letter of your hard drive Again you will copy all of the files inside of the AcuBase folder that you backed up into the newly installed AcuBase folder on the new machine Simply copying the backed up AcuBase folder and pasting it inside of the newly installed AcuBase folder will not work Registering Your Software It is important that you register your copy of AcuBase as soon as you receive the program so that you may get support and upgrade pricing in the future You may register by sending in the registration card that is in the front of this manual or by e mailing your name address phone number date of purchase and vendor name from
104. ill ew superin _NewHOFA TOTAL BALANCE DUE 1 845 58 Using The Patient Information amp Billing Database 4 13 the left of any previous billing transaction you will be taken directly to that transaction invoice If you click on a blue box next to a blank line a blank line will always appear at the bottom of the Patient Billing Record list you will be given a new blank Superbill or HCFA invoice to fill out When clicking on this button whether you go directly to a Superbill or HCFA related screen is determined by the preferences you set up in the More tab from the Preferences button on the Main Menu If you had set the Default Invoice field to Superbill you will automatically go to a superbill screen If you set the field to HCFA 1500 Form you will go to a HCFA form Either way from either a superbill or HCFA invoice screen you can switch from one to the other by clicking the appropriate button at the top of the invoice your are looking at Creating New Superbills To create a new superbill click on the New Superbill button at the bottom of the screen This will take you to the Superbill Entry window At the top of the screen you will see that the patient s name invoice number and the billing date today s date have already been entered Only the date field may be modified The Date Printed field is filled in each time you print the invoice The Status field returns values of Paid In Full
105. information related to herbs and their indications We recommend that you use the following fields from this database in the following order H Pinyin Name H Latin orPharm H English H Classif H Properties H Channels H actions and indics H Major combos H Contrainds H descr of appear ance h dosage and the prep As per the FileMaker Mobile instructions remember that you need to have these databases open when you do your HotSync operation and each database s found set should contain the records you would like to transfer to your handheld To find all records in each database once the database is open on your computer PC users hold down the Ctrl button and the letter J on the keyboard Mac users the Apple Command button and the letter J You may not see anything happen on the screen and that s okay While the current state of integration between AcuBase and Palm based handhelds is quite limited at the present time the features and capabilities in this area will only expand and get more complex in time At the time of this writing November 2002 FileMaker Mobile is in its second incarnation version 2 0 As the FileMaker product matures so too will the integration between AcuBase on Palm based devices and the computer In the mean time if you have further questions about how to get portions of AcuBase onto your Palm based handheld please feel free to call our technical support line at 1 888 4ACUBASE or 1 510 654 326
106. ing on the Main Menu button at the top of the screen Attempting to open any AcuBase database N directly without using the AcuBase program executable will also give you the option of Nain returning to the Main Menu Menu Chapter 4 Using The Patient Information amp Billing Database Patient Information amp Billing Database Overview The Patient Information amp Billing database was designed by medical professionals for medical professionals It integrates data from throughout AcuBase and includes great features such as e General and HCFA specific patient data e Patient medical information with diagnosis pop up screens that may be easily edited e An activity list that gives you access to the details of all patient related activity every phone call made every fax sent every intake taken and even patient progress reports e Billing invoices that allow you to bill on a superbill or HCFA 1500 form and to bill for products such as herbs and formulas as well as services e HCFA 1500 form billing that includes the ability to adjust the alignment of the HCFA form in small increments to ensure that your printer places the fields appropri ately onto the form line item payments a one stop payment entry screen for each patient and much more e Full integration with the rest of AcuBase Medical and billing information clinic address information diagnoses procedures prices and even tax rates automatic
107. is Codes tab click on the Window menu at the top of the screen and select the Txcodes database From here once again do a Find All PC users hold down the Ctrl button and the letter J on the keyboard Mac users the Apple Command button and the letter J D Return to the Main Menu and close AcuBase A 4 Frequently Asked Questions 2 Rename Files to be Imported The second major step in preparing to import existing data from your 2 002 version into the 2 003 version of AcuBase involves renaming certain files by adding the number 2 to the end of them Later AcuBase will look for these files and import the data within them Because AcuBase is looking for these file names if they are renamed improperly due to typos etc the import of your data will fail So be sure to follow these directions as closely as possible Note that if you already have file names with the number 2 appended to the end you should replace them with the renamed files below A With AcuBase closed go to your old 2 002 AcuBase program directory folder Mac users this is wherever you installed AcuBase your hard drive or desktop most likely PC users using My Computer or Windows Explorer go to your C drive hard drive and go to Program Files Trigram Software AcuBase directory B Within the 2 002 AcuBase directory and again with the program closed you will need to rename the following
108. item enter in decimals Using The Inventory Database 7 3 Product ID Every record requires a unique Product ID or product identification number The Product ID may be the number assigned to it by the product s vendor or any other alphanumeric system you may wish to use This field helps AcuBase index each record which is important when it comes time to bill for products If you fail to enter anything in this field AcuBase will generate an error message Product Name This is a short name for the item you are inventorying Examples of Product Names might be Carbo 1 5 inch needles or St John s Wort 90 Tabs On Superbill As gt This field shows the name of the item as it will appear on a patient s invoice This field will default to showing the same name as the Product Name field This field must be unique from other entries in the database so if you have multiple database entries for a given product say one entry of a supplement with 120 tablets and another of the same supplement with 300 tablets you should name each something unique such as Patent Formula 300 tabs and or Patent Formula 120 tabs This way you can differentiate the two entries when filling out the patient s invoice Category This is a one or two word description of the class of the item you are invento rying Examples included with AcuBase are needles herbs formulas and miscella neous You can edit these items or add y
109. itute You may also view and print extensive pharmacokinetic information written by Dr Chen e The ability to add delete and or edit any information in any field and add or delete any records Easy flexible searches for symptom specific data Sorting by any field with the click of a button A consistent intuitive interface Context sensitive help available from any screen And all the other features that made our first AcuBase program the standard for traditional Oriental medical reference software 9 2 The Reference Library Databases Using the Reference Library Databases The Reference Library databases have been designed with an intuitive interface through every step of the design process Every layout contains the same general template found throughout the rest of the database such that if one understands the basic organization of the data in one area such as herbs then access to and manipulation of data in another area such as formulas or acupoints is simple To open the Reference Library database click on the Reference Library icon from the Main Menu or click on any of its related topics AcuPoints Herbs Formulas Patent Formulas Herb Drug Interactions or Review Topics If you do not see the Reference Library from your Main Menu go to the bottom of the Main Menu screen and click where it says To Change Your Main Menu Preference s click here This will take you to the Main Menu Preferences where yo
110. ized and viewed on handheld devices running the Palm operating system For more information on this feature see the Palm related questions in Appendix A Frequently Asked Questions The Main Menu 3 9 Set a Password for AcuBase like the Main Menu Choice above it gives you a choice of setting a password the first time you open the program By default the password is set to be blank meaning that you do not need a password to use the program Whether or not you currently have a password set to restrict access to your AcuBase database you can always return to this part of the Preferences to change your password add a new one and or get rid of all passwords altogether When you click on this option you will be taken to the Choosing A Password window You will first enter your existing password to verify that you have the rights necessary to change the master password On the second line you will enter your new password and then on the third line re enter it to verify that you did not accidentally type an incorrect new password in the line above New Password i Verify New Password J If you haven t used a password in AcuBase before leave the Current Password field blank If you currently have a password and wish to turn off the password entry alto gether enter your current password and leave both the New Password and Verify New Password fields blank When your new password has been accepted click OK t
111. izes each invoice sorting it by the date it was last printed The report includes invoice number invoice date provider patient name invoices totals adjustments payments and balance due if any as well as a grand total at the end of the report It is highly recommended that you enter a date range in the Last Date s Printed field when the Find Info for Reports windows comes up Otherwise your report will start with all of the invoices that have yet to be printed because there is no Date Printed associated with the invoice Invoice Summary By Date Printed Date Printed Invoice Invoice Date Provider Patient Name Invoice Ttl Adjust Payments Bal Due 4 30 2001 1202 4930 2001 Jason A Luban Abraham Janet E 125 00 641 00 64 00 0 00 5 7 2001 1208 5 7 2001 Jason A Luban Abraham Janet E 125 00 61 00 64 00 0 00 5 9 2001 1213 5 9 2001 Jason A Luban Abraham Janet E 125 00 61 00 64 00 0 00 5 11 2004 1215 5 11 2001 Jason A Luban Abraham Janet E 125 00 61 00 64 00 0 00 5718 2001 1218 5 18 2001 Jason A Luban Abraham Janet E 290 00 70 00 180 00 40 00 TOTALS Invoice Totals Adjustments Payments Total Due ALL INVOICES SHOWH HERE 790 00 T1400 36 00 00 Summary Daily Report This report shows a summary of invoices for a given billing date including procedures products payments adjustments and total amounts outstanding This report shows subtotals for each provider AcuBase allows a maximum of three provi
112. l Procedure Summary By Date This report lists each procedure billed in date order including invoice number code CPT procedure description price tax and total with sum totals of all procedures at the end of the report If you wish to find for only one procedure when the Find Info for Reports window comes up before the print preview in the Transaction Procedure Type field select the procedure you would like to find You may wish to only find procedures done within a given date range To do this when the Find Info for Reports window comes up before the print preview in the Transaction Date s field enter your date range and click the Find button A date range is entered as two dates with between them For example to find all transaction for the year 2001 only you would enter 01 01 2001 12 31 2001 without the quotes and click the Find button Procedure Summary By Date Date Inv Code Procedure Description Price Tax Total Price 12 16 2000 1155 97730 Acupuncture 60 00 60 00 12 19 2000 1155 97780 Acupuncture 60 00 60 00 12 19 2000 1155 Herbal Medicine 25 00 25 00 0103 2001 1155 97780 Acupuncture 60 00 60 00 0108 2001 1156 97730 Acupuncture 60 00 60 00 0108 2001 1156 Herbal Medicine 5 00 5 00 Procedure Summary By Patient This report summarizes procedures billed in order of patient names then by date with subtotals for each patient and a grand total at the end
113. las as well as standard herbs and formulas do not have prices associated with them because prices are constantly in flux and vary by the form in which the items take powders capsules etc In addition AcuBase does not use the vendor item numbers for vendor related patents as they may conflict with the ability of the program to properly index relational data Both prices and vendor specific item numbers may be added from within the Inventory database The Herb Drug Information Database The Herb Drug Information database is the latest addition to the AcuBase Reference Library Provided by Lotus Institute and Evergreen Herbs founder USC pharmacology professor and California licensed acupuncturist John Chen Pharm D Ph D OMD this database contains lists of the most common prescription and over the counter medica tions along with comments on how herbal absorption may be affected The Herb Drug Information database also contains 1 000 common medications and their herbal equiva lents from the Evergreen Herbs formulary Each Evergreen formula may be found in the Patent Formulas database All information in this database may be printed out The Herb Drug Information database comes with an extensive written commentary by Dr Chen on herb drug interactions as well Note that this section of AcuBase provides valuable information for doctors and patients who prefer to use herbs rather than drugs or to use herbs as supplements to t
114. le part of this library is what doesn t come with it your personal clinical preferences and experiences which each database has been designed to incorporate That s right the Reference Library has been designed to accommodate your techniques your preferences and your clinical experiences The Reference Library features e Almost 3 000 records herbs formulas patent formulas acupoints a drug herb information database and several hundred review questions e Point herb and formula specific layouts e Chinese characters for herbs and formulas e Full integration with the rest of AcuBase For each herb view related formulas and patent formulas as well as vendors who supply each herb and how much you may have in stock For formulas and patent formulas link directly to the vendors that supply each formula and read through vendor supplied information adjust your inventory and link directly to the herbs in each formula with a click of the mouse e Reports that print in a variety of formats including index cards and formulas with associated dosages and Chinese characters e The ability to view potential interactions between the most popular prescription and over the counter medications and herbal medicines as well as a list of herbal equiva lents to popular medications from John Chen Pharm D D O M L Ac founder of Evergreen Herbs and the Lotus Institute You may also view and print extensive pharmacokinetic in
115. lect the User UPR file in the your AcuBase directory s FileMaker Extensions directory in order to build your own custom dictionary useful with all the Pinyin you may be using How can I limit what I find or what I print to a given date range How can I find all of the records in the database for a given report A date range is entered as two dates with between them For example to find all transaction for the year 2001 only after you click the Find button at the top of the screen or from the Find Info for Reports screen that comes up when you try to create a new report you would enter 01 01 2001 12 31 2001 without the quotes and click the Find button To find all records after you click the Find button at the top of the screen or from the Find Info for Reports screen that comes up when you try to create a new report simply click on the Find or Continue button without having entered any find criteria For more extensive information on all of the different ways you can Find records see To Find Records section of this user manual s Chapter 2 Getting Started with AcuBase Frequently Asked Questions A 7 When I print a Transaction Summary By Month report why don t my months come out sorted correctly Some users have reported issues with months and their years printing in incorrect order We have found this to be an issue with users who have data in the dat
116. ll products sold for this report are shown at the end of the report Detailed Summary of Products Sold By Date Invoice Date Invoice Patient Name 1 24 2001 1156 Barnes Karnella 1 24 2001 1156 Barnes Karnella 2 1 2004 1160 Kemp LaDale 2 2 2001 1161 Jenkins Dean 2 2 2001 1161 Jenkins Dean 2 7 2001 1162 Barnes Karnella 2 7 2001 1162 Barnes Karnella 3 23 2001 1186 Echols Diana D 3 23 2001 1186 Echols Diana D 3 23 2001 1187 Jacks Martin 3 23 2001 1187 Jacks Martin TOTALS ALL PRODUCTS SHOWN HERE General Summary of Products Sold Sorted by Product a d es M ao NN Ne ot Product Ease The Journey Yin Ease The Journey yang Liver Dtx Back Support chronicy Traumanex Ease The Journey Yin Ease The Journey yang Astra 18 Diet Astra Diet Tea Jin Gui Shen Qi Wan Tremella And American Total Product Sales Total Before Taxes Sold by Price Each Tax Each Ttl This tem Bottle s 20 00 0 00 20 00 Bottle s 25 00 0 00 25 00 Bottlefs 20 00 0 00 40 00 Bottle s 20 00 0 00 40 00 Bottle s 20 00 0 00 40 00 Bottle s 20 00 0 00 20 00 Bottle s 25 00 0 00 26 00 Bottle s 20 00 0 00 20 00 Boxes 6 00 0 00 6 00 Bottle s 10 00 0 00 10 00 Bottle s 20 00 0 00 20 00 Total Taxes Total Products Taxes 14 266 00 0 00 266 00 This report summarizes products sold by product name and shows the number of each product sold and the total amount collected for the product the amount of taxes
117. m and copy it there Once it is copied switch back to AcuBase and literally click in the logo fields and select Paste from the Edit menu To simply delete the Trigram logo or any other click on the logo field and hit delete or backspace on your keyboard Note that AcuBase may reshape logos to some extent in order to have them fit properly on screens and superbills Money Tax The Money Tax tab is where you customize information related to currency and taxes Click on the currency field to select the currency symbol you will use throughout the database dollars yen pounds etc This field allows users who do business in countries outside of the United States to have AcuBase use their currency To change to a different currency simply click on the Currency Symbol field to get a pop up list The default list includes currency symbols for the U S dollar the British pound the French franc the German mark and the Japanese yen If you need to use any other currency that is not included on the default list you can add to this pop up list by going to the bottom of the list and selecting Edit The Products Tax and Procedures Tax fields allow you to set default tax amounts for products and services that you provide and will show up in both the inventory database and on invoices respectively Note that taxes on each product and service may be changed within each record as well Tax percentages must be entered in decimals
118. may be added through the Vendor Information database Suppliers amp Inventory BA ZHENG SAN Other Formula Names Mo pT Aer i F a it aK Eight Ingredient Powder For Urinary Dysfunction Dianthus Formula suppliers Andinventory Curentinventory Patients Suppliers Of Ba Zheng San Info About Fdd Edit vendor Vendor Name Inventory endor Name Amount on Hand a Golden Flower Chinese Golden Flower Chinese Herbs Lotus Herbs Inc Mayway Plum Flower amp Min To the right of the list of suppliers is a list of current inventory for this item If this herb or formula is currently in inventory the item s vendor and the amount of the item on hand will appear on the list To go to that item in the inventory database simply click on the box to the left of that item If you wish to add this item to your inventory click the Add To Inventory button on the top of the screen Similarly the Patients tab will list all patients who have bought this formula and clicking on the box to the left of their name will take you to the invoice upon which that formula is listed 9 10 The Reference Library Databases Duplicating Standard Formulas In many cases you may wish to add your own formula to AcuBase If it is based on a standard formula that is already in the database you may duplicate the pre existing formula and then simply rename and modify it
119. mber Provider Hame enter the main provider or user information as you would like to see 51 0 654 3258 it appear on bills forms faxes etc Fax Number Company Hame and Address enter your address information as you would like to see it appear on bills forms faxes etc The Provider ID Number Type field refers to the type of ID number being used This field also determines which box is checked on Line 25 of the HCFA 1500 form Important Note Be sure that you have entered provider information here before you begin entering patient information The first thing you will enter in a patient record is the provider assigned to that patient If the provider preferences were not entered before the patient was put into the database provider information will not show up in box 33 of the HCFA 1500 form You will have to go back and reassign the correct provider to each patient in the database to fix this and or use the Replace All feature discussed in the last chapter 3 4 The Main Menu Logo The Logo preference allows the user to place their own logos into AcuBase The first logo field Letter Logo is for the logo that will be used on all forms that AcuBase creates for you The second Logo field is the logo that will appear throughout the AcuBase screens Most companies clinics will have the same logo in both logo fields The easiest way to place a logo in these fields is to open your logo in another graphics progra
120. ms by Category supplements needles etc Name Vendor or by the items that you most need to buy Open To Buy by clicking on the icon next to each of these categories If you want more details on a given item in the database or to change anything about that record simply click on the button to the left of it to view the record as a form this does the same as the View as Form button at the top of the screen To go from one record to the next in Form View simply click on the arrow buttons to go forward or backward Context sensitive help is available from every screen Just look for the button at the top and or bottom of the screen The Form View screen may be broken down as follows D Help PouBase Wew As Wew As Reports New Delete Find htain Menu Form List Record Record Record All Item ID amp Inventory Supplier amp Cost 4003 AC Q TABS p seach cost Stents qetiy Product ID amp Name On Superbill As gt Acq Tabs Name Andrew Gaeddert Herbalist Health Concerns Address 8001 Capwell Drive Category Purchased by the Country u S A Description a Comments 5 Max Amount To Keep On Hand A 1 Amount Stocked in Bottle s Phone E mail T pe o iConcems aoicom Ema E 0 Amount On Hand pa 510 639 0280 Herbal Helpline v 5 Open To Buy Eee ee Web Address http Ams health concerns com 11 5 2002 Date Modified 8 25 Tax on this
121. n or hit the Enter or Return key on your keyboard To see how many records were found click on the View as List button near the top of the screen Like any other find request the Find feature in the every part of the AcuBase database follows the rules of a find given in Chapter 2 under Finding Records Refer to that section for more detailed information on finding records Once you have done a find for a set of records only those records are available to view from that point forward To bring all records back into the found set click on the Find All button or choose Find All from the Select menu To delete items from any database simply click on the Delete Record button You will be given the option of canceling the delete process before it is finished Once you confirm the deletion you will not be able to recover that record AcuBase automatically saves changes as they are made so deletions are permanent Always keep backups of all of your data 6 4 The Insurance Company amp Referral Sources Databases Reports Reports To create a report you must first find and sort the records that you want in your report see Finding Records above Once you have found and sorted the records you would like to include click on the Reports button at the top of the screen This will take you to the Reports window where you may choose one of four reports Avery 5160 and 5162 Labels This rep
122. n the button related to the function from the Main Menu Quitting out of any of the databases in AcuBase will bring you back to this Main Menu Using the Command Menu Shortcuts Each database in AcuBase Commands Window Help keyboard soya 1 Go To AcuPoints Cais aster movemen roug Go To Herbs common areas of the af m 3 Go To Standard Formulas program without the use of 4 Go To Patert Formulas the mouse In any given area of the brosti oe to ihe 5 Go to Drug Herb Information Ctrl 5 Cee 6 Go To Patient Information And Billing Ctrl 6 Commands menu to view T Go To Inventory Ctrl available keyboard shortcuts Se cas 8 Go To Vendor Information Ctrl 8 PC users combine the Ctrl f 3 Go To Insurance Companies Ctrl 9 button with the number next o eiche anand seve 0 Go To Referral Sources Ctl O Update from Older Version of AcuBase Mac users combine the Apple Command button with the number In the Main Menu rather than clicking on buttons related to each area of the program you would like to go to you may use the Command Menu keyboard shortcuts Recover Damaged File s Setting and Changing the Preferences in AcuBase mam Preferences From the Main Menu click on the Preferences button to access and modify settings that are used throughout AcuBase You should set these preferences before you use the program extensively Click on the tabs Address Logo Money Tax Billing Codes or
123. ncluding insurance information e Patient medical information with diagnosis pop up screens that may be easily edited e Full electronic billing capabilities e An activity list that gives you access to the details of all patient related activity every phone call made every fax sent every intake taken and even patient progress reports all at your fingertips 2 4 Getting Started with AcuBase e HCFA 1500 forms and Superbills that allow you to bill for services as well as for products such as herbs and formulas e Full integration with the rest of AcuBase Medical and billing information clinic address information diagnoses procedures prices and even tax rates automatically flow through to superbills and activity records And products that are sold to patients are automatically taken out of your available inventory e Extensive reporting capabilities for all aspects of your practice e Print out a personal Contacts Phone Book e Print Avery labels to make mass mailings a snap e Print out individual envelopes e Print out new patient letters referral thank you letters and more e Context sensitive help available from any screen Insurance Companies and Referral Sources The Insurance Companies and Referral Sources databases are a place for you to enter commonly accessed insurance company and referral source information These databases allow you to e Fnter an unlimited number of insurance companies o
124. ne page letter to acknowledge a patient s birthday This letter s contents may be customized from the Main Menu s Preferences button under the More Letters tab To find all patients with a birthday in a given month click on the Month of Birth field in the Find Info for Reports screen that comes up before the print preview To find a given patient enter the patient name on this screen Custom Letters 1 and 2 The custom letter reports print a one page letter that you may customize to your liking The letter title and contents may be customized from the Main Menu s Preferences button under the More Letters tab Use the Find Info for Reports screen that comes up before the print preview to determine who will get the letter View as List The View as List button allows you to view all or some of the patients found in the Patient Information amp Billing database You may also view the provider name patient phone number and total balance due from this screen You may sort this list by patient name brag provider payment type or total balance due by simply clicking on the sort button found next to each of these fields names To get more details on a given patient s record click on View As Form at the top of the screen or click on the button to the left of each patient s name Sorting Records al This is the sort button While the Patient Information amp Billing database defaults to sort b
125. not permit other individuals to use the Software except under the terms listed above permit concurrent use of the Software modify translate reverse engineer decompile disassemble except to the extent applicable laws specifically prohibit such restriction or create derivative works based on the Software copy the Software other than as specified above rent lease grant a security interest in or otherwise transfer rights to the Software or remove any proprietary notices or labels on the Software TITLE Title ownership rights and intellectual property rights in the Software shall remain in Trigram Software LLC and or its suppliers The Software is protected by copyright laws and treaties Title and related rights in the content accessed through the Software is the property of the applicable content owner and may be protected by applicable law This License gives you no rights to such content LIMITED WARRANTY DISCLAIMER amp RESTRICTIONS Trigram Software LLC warrants the disk s on which the Software is recorded to be free from defects in materials and faulty workmanship under normal use for a period of ninety 90 days from the date of delivery Trigram Software LLC will at its option replace or refund the purchase price of a faulty disk at no charge provided that you return the faulty disk with the sales receipt to Trigram Software LLC Trigram Software LLC shall have no responsibility to replace or refund the purchase
126. nship with a Billing Clearinghous Setting the Preferences in AcuBase for E billing Using AcuBase and the Internet to Submit Claims Important E billing Note Report and Status of Electronic Claims Chapter 6 The Insurance Company amp Referral Databases Insurance Company and Referral Sources Databases Overview Using the Insurance Company and Referral Sources Databases View as List Mode View as Form Adding New Records and Modifying Existing Records Finding Records Find All Deleting Records Reports Avery 5160 and 5162 Labels 10 Envelopes Phone Book Getting Out of the Insurance Company or Referral Sources Databases Chapter 7 Using The Inventory Database Inventory Database Overview Using the Inventory Database Adding New Items to the Inventory Database Deleting Items in the Inventory Database Finding Records 5 1 5 2 5 3 5 3 5 4 5 4 5 7 5 8 7 1 7 2 7 5 7 5 7 5 vii viii Contents Find All Using the Forward Record and Back Record Buttons Sorting Records Reports Product Inventory By Item Name Product Inventory By Category Product Inventory By ID Number Product Inventory By Supplier Blank Inventory Entry Sheets Inventory Price List By Supplier Inventory Price List by Category Open to Buy By Category Open to Buy By Supplier Print Product Labels Getting Help Getting Out of the Inventory Database Chapter 8 The Vendor Information Database Vendor Information Database Overview Using the Vendo
127. o continue You will then be asked to verify that you know the database s password before you are allowed to con tinue In this window and whenever you open the password protected program you will have two chances to enter a correct password before the program closes again You will only be asked for a password when the program opens but may also be asked for one when leaving the Drug Herbs database Note that passwords as they are entered will show up as blank on the screen you will not be able to see the text as you type it in Passwords are not case sensitive Note If you choose to use a password and later forget it and or get locked out of the program for any reason Trigram Software will charge you a fee to unlock your program and reset the password to blank 3 10 The Main Menu Accessing Reports From The Main Menu A Report is a term used by AcuBase to describe any data which is printed from the database Thus a report may be a patient phone book mailing labels of insurance com Fes pany addresses envelopes or a true report of income versus expenses related to your Reports N practice This screen allows you to access frequently printed reports related to billing inventory and office management directly from the Main Menu Click on the appropriate tab to access billing and inventory related reports Note that all reports in AcuBase may be run from within the specific database to which they refer i e Billing
128. o fill may only be modified from within the Vendor Information database you may add or edit information in the Comments Phone E mail and Web Address fields Enter the cost to you when you buy this item Cost and the amount that you charge for this item Retail into the appropriate fields These fields currencies whether in dollars British pounds sterling French francs etc may be modified through the Money Billing tab under Preferences from the AcuBase Main Menu While entering the cost of the item is optional you must enter a retail price in order to bill patients for a given item Use the Comments field to enter any general information about this supplier Information entered here will be entered into the General Comments field for this supplier in the Contacts database as well Using The Inventory Database 7 5 Adding New Items to the Inventory Database Record To add a new item to the Inventory database simply click on the New Record button You will be given a new blank record into which you may enter all of the information related to the item To enter data simply click in a field and or tab between fields If you need to use more room than the field appears to hold go ahead Each field will only show a finite amount of data on the screen but will actually accommodate an almost unlimited amount of information You may enter an unlimited number of telephone numbers and e mail addresses fo
129. o to the Mode pull down menu and select Sort Adding New Records and Modifying Existing Records To enter a new record into any database click on the New Record button AcuBase ty will then give you a blank record into which you may enter whatever you please as New Record of information will only show a small amount of that information when printed To enter or modify data simply click in a field and or tab between fields If you need to use more room than the field appears to hold go ahead Each field will only show a finite amount of data on the screen but will actually accommodate an almost unlimited amount of information Note that while field size is virtually unlimited fields with an abundance The Reference Library Databases 9 5 Adding Chinese Characters AcuBase s intuitive interface makes adding and deleting records simple However adding Chinese characters may not be as obvious as adding regular text To add Chinese charac ters the characters must be saved as an image preferably as a PICT EPS TIFF JPEG or GIF file Characters may then be copied from whichever graphics program it was saved in and pasted into the Chinese field in the appropriate herb or formula layout Finding Records Find All To perform a find simply click on the Find Record button A blank screen will appear from which you may enter the information you wish to find into the appropriate fields Simply enter
130. of the report If you wish to find KEMP LADALE 02 01 2001 1160 97780 Acupuncture 60 00 60 00 02 07 2001 1160 97780 Acupuncture 20 00 20 00 02 12 2001 1160 97780 Acupuncture 20 00 20 00 02 14 2001 1160 97780 Acupuncture 20 00 20 00 02 16 2001 1160 97780 Acupuncture 20 00 20 00 TOTAL Total Transactions Total Prices Total Taxes Total w Tax 5 140 00 0 00 140 00 KEMP LADALE 4 34 Using The Patient Information amp Billing Database for only one procedure when the Find Info for Reports window comes up before the print preview in the Transaction Procedure Type field select the procedure you would like to find You may also wish to only find procedures done within a given date range To do this follow the directions given under the Procedure Summary By Date Procedure Summary By Type This report lists and summarizes totals each procedure with the same fields as the Procedure Summary By Date report But this report is sorted by type of procedure acupuncture electroacupuncture etc with subtotals for each and a grand summary total at the end of the report If you wish to find for only one procedure when the Find Info for Reports window comes up before the print preview in the Transaction Procedure Type field select the procedure you would like to find You may also wish to only find procedures done within a given date range To do this follow the directions given under the Procedure Summary By Date
131. on below This takes you to the Superbill Entry screen for this transaction e Ifyou wish to print a HCFA from a superbill simply click on the HCFA Entry button at the top of the Superbill Entry screen for a given invoice and then fill out the appropriate fields Be sure that all HCFA details are filled out for this patient as well see Entering Other HCFA Specific Data above Click on the Print HCFA button at the top of the screen when you are ready e Ifyou wish to create a Superbill from an existing HCFA click on the Superbill Entry button at the top of the HCFA Entry screen for a given invoice and then fill out any other appropriate fields on the superbill clicking on the Print Superbill button when ready 2 Return to the Patient Information database by clicking on the Return to Patient Info button Aligning the HCFA Form for Your Printer AcuBase gives you two options for HCFA printing The first is to print a pre printed HCFA directly onto the printer from the computer Note that most insurance companies will NOT accept HCFA forms printed directly from the computer as they prefer the standard double sided pink HCFA 1500 forms For this reason we do not support this feature of the program The second and most accepted by insurance companies is to print the data from the computer onto a blank HCFA form which you place in your printer These forms may be ordered from most medical suppl
132. open to buy Product Inventory Product ID Product Name Max To Keep Onhand Amt in Stock Value Cost Open to Buy 4014 Astra C 1 1 5 00 0 imyformulat Ba Zhen Tang 1 1 1 368 Back Support chronicy 1 2 0 00 3 5045 Ease The Muscles 5 5 0 00 0 11389 Jane Anne Smith Formula 5 5 25 00 a Totals for this Category g 30 00 Formulas 4003 Ac q Tabs 5 0 0 00 5 4009 Astra 18 Diet 5 2 17 90 7 4009 Astra 18 Diet 5 2 17 90 7 4012 Astra Diet Tea 5 0 0 00 5 7 8 Using The Inventory Database Product Inventory By ID Number This report gives a summary of all of the items in the database sorted by Product ID number It also shows the product name the company vendor selling the product the cost resale price and price with tax Product List By Item Number Product ID Product Name Company Cost Resale Price Price w Tax 1367 Back Support acute Lotus Herbs Inc 10 80 20 00 21 65 1368 Back Support chronic Lotus Herbs Inc 0 00 1368 Back Support chronic Lotus Herbs Inc 10 80 20 00 21 65 1463 Liver Dtx detoxification Lotus Herbs Inc 12 95 20 00 21 65 1485 Traumanex Lotus Herbs Inc 12 50 20 00 21 65 1HH500270 Hepatoplex One Large Health Concerns 19 95 35 00 37 89 Product Inventory By Supplier This report gives a summary of products in inventory sorting them first by the supplier vendor of the product then by category and then by the product name The maximum am
133. or more detailed information on finding records Find All Once you have done a find for a set of records only those records are available to view from that point forward To bring all contacts in the Patient Information amp Billing database back into the found set click on the Find All button Deleting Records Patient records may only be deleted using the Delete Record button at the top of the lt 2 Patient Information screen Deleting a patient here deletes all information related to that since patient addresses phone numbers activities and invoices Delete facom Activities may be deleted individually by selecting a given activity under the Intakes and Activities tab and clicking on the Delete button at the top of the screen Invoices HCFAs or superbills may be deleted individually by clicking on the Delete button at the top of the individual invoice s screen BE ADVISED When you delete a record you are permanently discarding the data you entered in all the fields in that record THERE IS NO WAY TO BRING BACK DE LETED RECORDS UNLESS YOU HAVE MADE A BACKUP OF THE FILE Using The Patient Information amp Billing Database 4 43 Printing Print buttons are available at the top of appropriate screens i e when creating new activities reports or viewing invoices Existing activities may be printed by clicking on the printer button at the far right side of each line item activity under a given patient
134. or name from whom you purchased AcuBase to registration trigram com You may also mail this information to Trigram Software Attn Registration 6114 LaSalle Ave PMB 230 Oakland CA 94611 Note that e Your free 90 minutes of support does not include help related to how to do your billing i e which codes are appropriate to use how many procedures to bill etc We also charge for all help related to electronic billing which is included in the 99 per year support contract mentioned above e Your software license permits you to install and use one copy of the program on one machine only Trigram Software does not support the use of AcuBase in more than one location or over a network e If you choose to use a password and later forget it and or get locked out of the program for any reason Trigram Software will charge you a fee to unlock your program and reset the password to blank e Trigram Software support will NOT assist you in the event that you attempt to change default layouts and or lose data after modifying the Activities or Billing databases If you decide to modify these files it is assumed that you know and understand the intricacies of FileMaker Pro and you do so at your own risk e If you are using electronic billing features and have any issues related to the billing clearinghouse s Abrea s reporting or claims submission processes these issues should be handled by Abrea directly Contact Abrea Customer Service
135. ords it summa rizes and prints only those items that are currently open to buy by category and then by product name It shows the maximum amount of that item that you would like to keep on hand the amount currently in stock according to the last time you took inventory the value of your stock the cost x the amount in stock and the amount currently open to buy Product Inventory Product ID Product Name Max To Keep Onhand Amt in Stock Value Cost Open to Buy Formulas 4003 Ac q Tabs 5 0 0 00 5 4009 Astra 18 Diet 5 1 8 95 4 4012 Astra Diet Tea 5 0 0 00 5 11367 Back Support acute 10 3 32 40 7 Open to Buy by Supplier Like the report above this report gives a summary of all of the items in the database where the Max to Keep On Hand field is greater than the Amount on Hand field In other words it summarizes and prints only those items that are currently open to buy But this report sorts them and summarizes them by Supplier and then by product name Using The Inventory Database 7 11 thus allowing ease in ordering supplies by allowing you to see all items that you might want to buy from a given supplier It also shows the maximum amount of that item that you would like to keep on hand the amount currently in stock according to the last time you took inventory the cost to you when you buy this product the total value of your current inventory and the amount currently open to buy Produ
136. ort prints insurance company or referral source names and addresses onto standard Avery brand 5160 and 5162 labels 10 Envelopes This button prints one or several insurance company or referrer names and addresses onto 10 sized envelopes Note that each printer is different so the way that you are required to load envelopes into your printer may vary Phone Book This report prints a phone book of all insurance companies or referral sources as well as their contact information Getting Out of the Insurance Company or Referral Sources Databases To get out of any database simply click on the Main Menu button to go to the AcuBase Main Menu If you wish to quit out of AcuBase completely go to the File menu and select Exit or Quit from within any part of the program Chapter 7 Using The Inventory Database Inventory Database Overview Who could say they have a comprehensive office management solution without including an inventory tracking system If we sell products of any kind we need to know how much of each product we have on hand how much we have sold taxed etc In a busy practice and without any guidance keeping track of such inventory can be unmanageable But with AcuBase inventory tracking is not only manageable it s easy The AcuBase Inventory database includes The ability to keep track of an unlimited number of items Full integration with the rest of AcuBase Automatic adjustments of
137. ount of each item to keep on hand is also shown along with the amount of the item currently in stock the cost to you for each item bought the total value of all of the quantity you currently have in inventory and the number that are currently open to buy for each record At the end of each supplier s list of products is the total number of items from that supplier that you have in stock and the total value of that supplier s items A grand total appears at the end of the report Product Inventory by Supplier Supplier Category Product ID Product Name Max To Keep Onhand In Stock Cost EachTotal Value Cost Open to Buy East West Herbs Ltd Formulas 5004 Ease The Journey yang 3 1 11 95 11 95 2 5005 Ease The Journey Yin 4 1 13 00 13 00 3 5065 Strengthen The Root 2 1 16 00 16 00 3 Miscellaneous 5045 Ease The Muscles 5 5 0 00 o Using The Inventory Database 7 9 Blank Inventory Entry Sheets This report is used each time you are ready to take inventory It prints out all of the items in the Inventory database and sorts them by Category and then Product ID It tells you the maximum amount you would like to keep on hand and leaves open a blank box for you to enter the amount of each item in stock and the amount to buy Once this report is printed you will want to fill in the Amount in Stock and Amount to Buy fields by hand as you take inventory and then enter the appropriate values back into the In
138. our own by going to Edit an option when you click on the Category field Purchased by the This field reflects the units that the item is bought by For instance when you buy 1 5 inch needles you would probably buy them by the box so you would put box es in this field For herbs you may buy them by the ounce s or pound s so you would select that Like the Category field you may modify and or add to these values by selecting Edit an option when you click on the Purchased by the field Description Enter a full description of the item as long as you would like in this field and or any significant details related to it Max Amount to Keep on Hand This is where you enter the amount of this item that you would ultimately like to keep in stock when you have all that you need In other words if you like to keep 5 boxes of needles in stock but no more then you d want to enter 5 into this field AcuBase uses this field when calculating the amount of an item that is open to buy by subtracting the amount you have on hand from the max amount to keep on hand For each new record that is created AcuBase auto sets this field to 5 Amount Stocked This is where you enter the total amount of the item you have stocked Add to this number each time you restock a given item Amount Sold This field tells you how many units of this item you may have sold since last stocking it This field connects to
139. plied to CPT Codes Procedures Date of Service and Pr 0103 2001 205 00 1155 97730 Acupuncture 12 16 2000 60 00 01 22 2001 16 00 1158 97730 Acupuncture 01 22 2001 16 00 01 24 2001 235 00 1156 97730 Acupuncture 01 08 2001 60 00 0201 2001 180 00 1160 97730 Acupuncture 02 01 2001 60 00 0202 2001 260 00 1161 97730 Acupuncture 02 01 2001 60 00 02 07 2001 400 00 1162 10 00 97730 Acupuncture 02 07 2001 60 00 02 16 2001 120 00 1170 97730 Acupuncture 02 16 2001 60 00 02 17 2001 60 00 1169 108 00 97730 Acupuncture 02717 2001 60 00 02 20 2001 210 00 1157 97730 Acupuncture 01 23 2001 75 00 02 24 2001 206 68 1174 48 32 99203 Initial Evaluation 02 15 2001 50 00 02 27 2001 170 00 1172 97730 Acupuncture 02 13 2001 60 00 Payment Summary By Patient Name This report summarizes payments sorting in order of patient name then date It also includes amount paid how it was paid cash check etc and which procedures if any each payment was applied to Each patient s transactions are summarized before the next patient s record begins Grand totals show at the end of the report Payment Summary By Patient Date Paid Smt Paid Inv Paid By Adjustment Applied to CPT Codes Procedures Date of Service and ABRAHAM JANET E 04 30 2001 64 00 1202 61 00 97780 Acupuncture 04 30 2001 60 00 04 30 2001 1202 97140 htyofascial release 04 30 2001 46 00 0507 2001 64 00 1208 61 00 97780 Acupuncture 05 07 2001 80 00 05 07 2001 1208 97140 htyofascial release
140. ppropriate procedure and it s code price and taxed amount if any will auto fill Like the Diagnoses pop ups above the list of procedures is alphabetical When you select a procedure the corresponding CPT code if any is automatically entered along with any price or tax you have set up You may skip through this list when it pops up by typing the first few characters of a given procedure You may also hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter any other procedure which may not already 4 14 Using The Patient Information amp Billing Database be on the list To add new procedures to the pop up list do so from the Billing Codes tab of the Main Menu s Preferences button If you tend to use the same procedure on virtually every invoice you may set AcuBase up to auto enter it into each new invoice superbill or HCFA This can be done from the More tab of the Main Menu s Preferences button under the HCFA 1500 Box 24 Eile Edit View Insert Format Records Commands Window Help field If you do not use HCFA forms just fill in the Box 24D preference pan Help Superbill HCFA dew as Print Print Print Delete Retum Ent Ent List Superbill HCFA Envelope Invoice to Patient Info Enter Data For Superbill Below Emmm 55024 1218 i 01 __ Paid In Full PLID Fist Name Last Name Invoice Billing Date Invoice Printed Status DI
141. price of a disk damaged by accident abuse or misapplication Any implied warranties on the disks including implied warranties or merchantability and fitness for a particular purpose are limited in duration to 90 days from the date of delivery The Software is provided as is without warranty of any kind and Trigram Software LLC expressly disclaims all implied warranties including but not limited to the implied warranties of merchantability and fitness for a particular purpose Trigram Software LLC does not warrant guarantee or make an representations regarding the use or the results of the use of the software or any accompanying written materials in terms of their correctness accuracy reliability currentness or otherwise the entire risk as to the results and performance of the Software and written materials is assumed by you Trigram Software LLC does not warrant that the software will work correctly in your multi user or network environment If the Software is defective you assume the entire cost of all necessary servicing repair or correction If you live in an area that does not allow the exclusion of implied warranties this exclusion may not apply to you The limited warranties provided in the two paragraphs above are the only warranties of any kind made by Trigram Software LLC on this product No oral or written information or advice given by Trigram Software LLC shall create a warranty or in any way increase the scope of this wa
142. r Information Database Vendor Contact Information Tab Vendor Literature Tab Vendor Products amp Inventory Tab Editing and Adding New Vendors to the Vendor Products Database Finding A Vendor Find All Deleting Items in the Vendor Information Database Getting Help Getting Out of the Vendor Information Database 7 5 7 6 7 6 7 6 Ta 7 8 7 8 7 9 7 9 7 10 7 10 7 10 7 1 72 7 12 8 1 8 2 8 3 8 3 8 4 8 5 8 6 8 6 8 6 8 7 8 7 Contents Chapter 9 The Reference Library Databases Reference Library Databases Overview Using the Reference Library Databases View as List Mode View as Form Toggle Status Area Sorting Records Adding New Records and Modifying Existing Records Adding Chinese Characters Finding Records Find All Deleting Records Printing Records Reports Getting Help Getting Out of the Reference Library Database Features Specific to the Herbs and Formulas Databases Related Herbs amp Formulas Checking Suppliers and Adding to Inventory Duplicating Standard Formulas Features Unique to the Patent Formulas Database The Herb Drug Information Database Appendix A Frequently Asked Questions Appendix B Technical Support 9 10 9 10 9 11 A 1 Contents Chapter 1 Installation of AcuBase Hardware Requirements To run AcuBase you need the following minimum hardware and software any Macintosh with a Power PC 601 Processor or higher including Mac OS X with at least 32 MB of RAM or
143. r Viewing a Past Transaction After creating an invoice HCFA or superbill you may wish to return to that transaction to make edits to delete it or to apply payments To do so 1 Go to the Billing tab within the Patient Information database This will take you to the Billing Information screen Choose the transaction you wish to view by clicking on the button to the left of the transaction date in the list of transactions This will bring up the transaction in a HCFA or Superbill window depending upon the preferences you set under the More tab in the Main Menu s Preferences section You may make edits from here Click on the Return to Patient Info button to close this window or print the HCFA or Superbill out by going to the appropriate button at the top of the screen 4 24 Using The Patient Information amp Billing Database Payment Entry Screen From the Payment Entry screen you may apply line item payments to any invoice without having to go directly to each invoice s Payment Entry section You may access the Payment Entry screen from either the View All Invoices mode when you are viewing all of the invoices for a given patient you will see an Enter Line Item Payments button at the top of the View as List screen or you may click on the Payment Entry button at the bottom of the Billing tab screen in the Patient Information database The Payment Entry screen shows a list of all transactions
144. r internal identification number are provided at the top of each Form View screen The patient ID number field is created by AcuBase but may be modified as long as it remains a unique number Patient name date of birth and social security number may be modified from the Patient Information tab only Patient Information 50002 09 22 70 Previous dal gt Next Fect Number Date of Birth Patient Patient Jones Jason 1 45 76 3421 Last Name First Name iDasss The Four Form Views Four separate tabs are shown in Form View to allow users to access different kinds of information about a given patient As with any part of AcuBase you may use the Tab key on your keyboard to move from one field to the next You may also switch from one screen to the next using the Commands menu and its associated keyboard shortcuts The Patient Information Tab The first screen you see when entering a new patient or going to the View As Form screen for a given patient is the Patient Information screen with the option of clicking on the Insurance Info tab as well as the Activities and Billing tabs This is the default screen you will see when you enter a new patient or view data on an existing patient in your database This screen is divided up into five major subsections Using The Patient Information amp Billing Database 4 3 Patient Contact Information Phone E mail General Information Notes Diagnoses Medical Information and
145. r referrers e Keep this information current in one place and have it auto entered into the appropriate places in the Patient Information and Billing database e View lists of which patients were referrer by which referral sources as well as which patients have a given insurance company Getting Started with AcuBase 2 5 e Print insurance company or referrer mailing labels envelopes or phone books Inventory Who could say they have a comprehensive office management solution without including an inventory tracking system If we sell products of any kind we need to know how much of each product we have on hand how much we have sold taxed etc In a busy practice and without any guidance keeping track of such inventory can be unmanageable But with AcuBase inventory tracking is not only manageable it s easy The AcuBase Inventory database includes e The ability to keep track of an unlimited number of items e Full integration with the rest of AcuBase Automatic adjustments of available inventory as items are sold to patients All vendor information is related to each item in inventory e The option to set prices and even taxes on an item by item basis e The ability to create categories such as Needles Supplements or whatever other category you may wish to use to classify the kinds of items you wish to track e Anintelligent feeler that tells you the last time you inventoried or stocke
146. r your supplier as well Each time you add one a new blank line will appear below it allowing you to add another Deleting Items in the Inventory Database To delete items in the Inventory database from Form View simply click on the Delete Record button You will be given the option of canceling the delete process before it is finished Once you confirm the deletion you will not be able to recover that record AcuBase automatically saves changes as they are made so deletions are permanent Always keep backups of all of your data Finding Records rem To perform a find simply click on the Find Record button from any given layout A blank screen will appear that shows the fields that you can find by Simply enter the information or any part of it into the appropriate fields that you would like to find and Find click on the Continue button on the left side of the screen If only one record was Record found that one record will be shown in Form View If more than one record is found you will be taken directly to View as List to see a list of the found records Like any other find request the Find feature in the Inventory database follows the rules of a find given in Chapter 2 under Finding Records Refer to that section for more detailed information on finding records Find All Find All Once you have done a find for a set of records only those records are available to view from that point
147. record to view the record as a form dew Fs Form Form View is where you want to be to enter new information about any given insurance company or referral source as well as to perform finds It is also the screen you will be taken to when you choose to enter a new record by clicking on the New Record button at the top of any screen The Insurance Company amp Referral Sources Databases 6 3 Adding New Records and Modifying Existing Records To enter a new record into any database click on the New Record button AcuBase will then give you a blank record into which you may enter whatever you please To enter or modify data simply click in a field and or tab between fields If you need to New use more room than the field appears to hold go ahead Each field will only show a finite Record ae amount of data on the screen but will actually accommodate an almost unlimited amount of information Note that while field size is virtually unlimited fields with an abundance of information will only show a small amount of that information when printed Finding Records Find Record Find All Delete Record To perform a find simply click on the Find Record button A blank screen will appear from which you may enter the information you wish to find into the appropriate fields Simply enter the information or any part of it into the appropriate fields and click on the Find butto
148. records to view What gives If you have more than one item in inventory clicking on the Next Record or Previous Record buttons from within Form View should step you through each item alphabetically If these buttons appear not to do anything try clicking on the Find All button at the top of the screen first and then try the Forward or Back buttons again I want to print out a patient s billing onto a HCFA 1500 form What fields do I need to fill out on which screens and what s the fastest easiest way to do so To start with you should set up the Billing preferences from the More tab which may be found when you click on the Preferences button from the Main Menu Set the Default Invoice field to HCFA 1500 Form and set up the HCFA 1500 Box 24 fields to pre enter any information that you use repeatedly in those fields line 24 a k on the HCFA form A 8 Frequently Asked Questions Once these preferences are set you can go to Patient Information and Billing from the Main Menu and when you enter a new patient s information be sure to enter data into all fields that have HCFA line numbers associated with them If the patient is already in the database click on the patient s name in the View As List mode when you first enter the Patient Information database and then click on View As Form or on the little button to the left of the patient s name to go directly to the Patient Info screen Once t
149. related to a given patient sorted by the date of the transaction Clicking on the blue box to the left of each transaction takes you to that transaction s invoice ePaid Paid Amt Pa 97300 ee 20006 2 23 2002 Complex Med Legal ML103 750 00 a Ge See 20034 3 15 2002 Acupuncture 97780 60 00 20027 3 17 2002 Acupuncture CA 97300 55 00 20028 3 17 2002 Acupuncture 97780 60 00 20028 5 11 2002 Acupuncture 97780 60 00 PNN ANANN Arunnneture A77AN AN AN This screen works much the same as the Payment Entry section on the HCFA Entry or Superbill Entry screens To apply a payment to a specific procedure put it on the same line as the procedure The Paid By field is a modifiable pop up list intended to record the method or source of payment You may select something from the list or hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter whatever you like To add new items to the pop up list scroll to the bottom of the list and select Edit If the amount paid is lower than the actual amount of the procedure use the Adjustment field if you wish to write off the differ ence For instance if you charged an insurance company 45 for myofascial release but they only paid 35 you may wish to simply write off the 10 difference in which case you would enter 10 in the Adjustment field You may also have AcuBase do the adjustment cal
150. rences in AcuBase for E billing and 3 Using AcuBase and the Internet to submit claims to the billing clearinghouse Let s go through these steps one at a time 1 Setting Up A Relationship With A Billing Clearinghouse As stated above instead of printing out your invoices claims you will submit them in a file through the Internet to a billing clearinghouse The clearinghouse will then open this file and submit each invoice individually electronically to each insurance company The clearinghouse will usually charge you on a monthly basis for the use of their services AcuBase s billing system creates a batch file designed to be submitted to a billing clearing house called Abrea Technologies Inc Abrea In order to use the electronic billing capabilities of AcuBase you will need to set up a relationship with Abrea as follows A You will first need to set up the appropriate contract with Abrea depending upon the size of your practice Your AcuBase CD contains a folder directory called Ebilling Within that folder are three Microsoft Word documents 4995 doc 6995 doc and 125 doc If you are billing as a single provider open the 4995 doc document If you are billing for a group of up to three providers open the 6995 doc document If you plan to bill for labs and ambulance fees as well open the 125 doc document Each document already has the Trigram Software logo and contact information on the top to ale
151. rranty and you may not rely on any such information or advice This warranty gives you specific legal rights You may have other rights which vary between countries and between states In no event will Trigram Software LLC or its developers directors officers employees or affiliates be liable to you for any consequential incidental or indirect damages including damages for loss of or inability to use the Software or accompanying written materials even if Trigram Software LLC or an authorized representative has been advised of the possibility of such damages Because some countries and U S states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitations may not apply to you Trigram Software LLC s liability to you for actual damages from any cause whatsoever and regardless of the form of the action will be limited to the greater of 250 or the amount paid for the software that caused the damage LEGAL NOTIFICATION All documents source programs procedures and any other material supplied in connection therewith remain the exclusive property of Trigram Software LLC Any use or copying of such material that is not specifically authorized by this license agreement shall be deemed a violation of the agreement Such violation will terminate the licensee s right to use such material and may render the licensee liable for both actual and punitive damages This notification constitutes
152. rt Abrea that you are using AcuBase as your billing software Read fill out and sign the appropriate contract and fax it to the Abrea Contracts Department at 973 286 3776 At the time of this writing AcuBase custom ers are charged a set up fee of 49 99 The fees per month for unlimited claims are 49 95 for single provider clinics 69 95 for multiple providers AcuBase allows up to 3 providers and 125 if you also plan to bill for labs and ambulance fees For further details you will need to contact Abrea directly An Abrea representative should contact you within 2 business days after receipt of your contract to review their costs and procedures with you and set up an online account name and password which allows you to submit electronic claims 5 4 Electronic Billing with AcuBase Note that at the time of this writing some insurance companies do not accept bills electronically Trigram Software is not responsible in any way for any insurance company s e billing policy It is your responsibility to know when a company does not accept electronically submitted claims Abrea also gives you the option of signing up for a paper claims service Any claim that is denied because the insurance company does not accept electronic claims will automatically be printed on paper and mailed directly from Abrea For more information on this or any other Abrea service contact Abrea Cus tomer Service at 973 353 6209 Monday throu
153. s The Referred By field also pops up a list in this case from the Referral Sources database If you do not have any referrers listed there or would like to enter one that is not on the list simply hit the Esc key on your keyboard or click once in the field Like the New Patient Letter before it you are informed as to whether or not a Referral Thank You Letter has been printed for this patient in a message that appears in red letters under the referral source Whether or not a letter has been printed you may click on the message to print a letter Referral Thank You letter settings are found under Reports under to More tab of the Main Menu s Preferences button Note that the referrer must be in the Referral Sources database in order for the Referral Thank You letter to function properly The General Comments field is a memo field where you can write anything you like about the patient which is not applicable to any other fields in this section of the database Diagnoses Medical Information In the Diagnoses Medical Information section up to four diagnoses may be entered These diagnoses will appear on superbills as well as on the HCFA 1500 form s line 21 Each diagnosis pops up with a list of the approximately 2 000 diagnoses provided from the Billing Codes tab of the Main Menu s Preferences button The list is alphabetical by condition When you select a condition the corresponding U S ICD 9 code is automati call
154. s Patent Formulas or Exam Questions LJ buttons from the AcuBase Main Menu all of the respective points herbs formulas patent formulas or questions in the database are sorted and presented in List format If ew As i F List you want more details on a given record or to change anything about that record simply click on the box button to the left of that record to view the record as a form this does the same as the View as Form button at the top of the screen File Edit Mode Select Format Script Window Help CI G tain Help view As Mew As Reports New Delete Find Find henu Fom List Record Record Record All Toggle Status Area Classical Herbs List F Pinyin Name F Latin Name erbs That Clear And Re View as Form View as Form or Form View shows individual records and their details As stated above you may see details on any record acupoint herb formula or patent formula by clicking on the View as Form button or clicking on the box button to the left of that record to view the record as a form Form View is where you want to be to enter new information about any given point herb formula or patent formula as well as to perform finds It is also the place to be to view herb pictures click on the photo button from within the herbs form view Toggle Status Area The Toggle Status Area button shows the database s Status Area This is simply a graphic of a c
155. step you will send your batch file to the billing clearinghouse Electronic Billing with AcuBase 5 7 C Send the new batch file in for electronic processing Now that you have created your batch file and remember where you saved it on your computer you should do the following 1 Close or minimize AcuBase 2 Get onto the Internet preferably using Microsoft s Internet Explorer AOL users you can open your AOL account and then find and open Internet Explorer with AOL open at the same time Internet Explorer is pre installed on all Windows based machines 3 Go to Abrea s website http www abreaedi com and select the Members button on the left side of the screen 4 Enter the user name and password supplied by Abrea 5 Click on Download Files or Send Claims 6 Use the Browse button to find and select the batch file you created in Step B above and then click on the Upload button That s it Note that the above were the appropriate screens on Abrea s website at the time of this writing but Trigram Software has no control over Abrea s website or their file submission policies or practices VERY VERY Important E Billing Note The file AcuBase sends to the billing clearinghouse is essentially a text file with each field of the HCFA 1500 form on it separated by a comma When the clearinghouse gets the file they import it into their system and each comma tells their s
156. that I entered this information correctly into the Preferences section of AcuBase This issue often comes up when patient information has been entered prior to setting up provider preference information Because each patient is assigned a provider as soon as the patient is entered into the database if the provider preferences were not entered before the patient was put into the database or were changed after the patient was put in the correct provider information will not show up in box 33 of the HCFA 1500 form You will have to go back and reassign the correct provider to each patient in the database to fix this To do this simply go to the Patient Information tab for the patient in question click on the Provider field at the top of the screen and pick a provider OTHER than the correct one Click anywhere to set and save this incorrect provider Then click in the field again and pick the correct provider for the patient Doing this resets the patient record to the correct provider If you are seeing this issue come up repeatedly with many different patient bills you may wish to do a Replace All for the provider field so that you do not have to manually reassign the provider for each patient in the database individually To do this see the instructions on the Replace All feature discussed in Chapter 2 A 6 Frequently Asked Questions Q How do I duplicate a patient record or an invoice Unfortunately even though you may go
157. the Patient Informa tion and Billing Database chapter of the AcuBase user s manual Electronic Billing with AcuBase 5 5 Now that E billing has been activated within the program each time you create a new invoice the Send or resend this invoice in next batch field at the top of the HCFA Entry Screen is automatically set to Yes ME Enter Data For HCFA 1500 Form Below My 2 23 2002 2 23 2002 Balance Due PLID Fist Name Last Name Invoice Billing Date Invoice Printed Status ELECTRONIC BILLING yYes ONo ae See ebilling instructions Send or resend this Date Invoice Last in user s manual for details invoice in next batch Sent as Ebill When you have finished entering each invoice you do not need to print it unless you wish to do so for your reference as the claim will be submitted electroni cally B Create a batch file to send all of the current unbilled claims to the clearing house Assuming you are doing billing for several different patients and perhaps several different patient visits you would normally wait until you have many claims to submit How many claims you save up to bill is up to you and may depend upon the volume of your clinic If you see at least 10 people per day we recommend submitting at the end of each day If you have a lower volume business you may wish to submit at the end of each week Once you have prepared your billing to be submitted rather than printing t
158. the current invoices that you would like to have billed This report creates the latest batch file of invoices which you will then send through the Internet to the billing clearinghouse The billing clearinghouse then sends each individual invoice to the appropriate insurance company electronically This file usually contains multiple invoices a batch from several different patient visits and the frequency with which you send it out may vary depending upon how busy your practice is In most cases you will be sending out a batch of invoices that have never been sent before Once a batch has been sent the date it was sent may be seen at the top of each invoice If you wish to rebill resend an invoice which has been sent in the past you may go to that invoice and at the top of the screen change the option of Resend this invoice in next batch to Yes For more information on electronic billing please refer to the Electronic Billing chapter in this user s manual 4 28 Using The Patient Information amp Billing Database Detailed Summary of Products Sold This report summarizes products sold and sorts the list by the date of the invoice date sold and the patient name The report includes invoice date invoice number the patient name the number amount of product sold to the patient the product that was sold the way the units are measured by bottle bag etc and the price tax and total Sum totals of a
159. the database graphics and special formatting were not copied over Thus if you would like further information about any of these vendors we strongly recommend that you use the Contact Info tab to contact the vendor yourself in order to obtain their original materials All vendor literature in the Vendor Literature tab has been organized in the same fashion On the left side of the screen you will see a Table of Contents The items in the Table of Contents are shown in the order provided to us by each vendor Subtopics appear with a gt to their left To view any topic simply click on it in the Table of Contents and it will appear in full on the right side of the screen If the text is longer than the viewable area of the screen you may click into it and use the scroll bar that appears to the right of the text Because the information in this section of the database has been copyrighted AcuBase does not permit the user to print out the vendor literature nor the related patent formula information Note that while you can edit and delete vendor information AcuBase does not provide any means of adding or editing topics in the Table of Contents This goes for new or existing vendors Vendor literature information may only be added by Trigram Software If you are a vendor and wish to be added to AcuBase s vendor information database please contact us at 1 888 4ACUBASE Vendor Products amp Inventory Tab The Vendor Prod
160. tible handheld with at least 2 MB of storage the Palm OS 3 1 or greater and a HotSync cradle or cable Windows users need an Intel compatible computer with a Pentium 90 or greater 32 or more MB of RAM Mac users need 32 MB of RAM and Mac OS version 8 1 through version 9 the Palm features do not yet work with OS X In addition to the above hardware you also need to have FileMaker Pro 5 0v3 loaded onto your machine as well as FileMaker Mobile For more information on FileMaker products visit http www filemaker com At the time of this writing FileMaker Mobile will not support relational aspects of relational databases on the Palm platform Because AcuBase is a relational database made up of about 30 smaller databases you will need to load several of these databases onto your Palm device Further FileMaker Mobile will only support up to 20 fields per Frequently Asked Questions A 9 database Thus some of the most useful information from several of the databases in AcuBase may be loaded onto your Palm device but like most Palm enabled programs you will not have the same functionality on your handheld as you do on your desktop We here at Trigram Software recommend that you use your Palm device to load reference library information such as acupoints herbs and formula information as well as a limited amount of patient information Once you have FileMaker Pro FileMaker Mobile and AcuBase loaded onto your desktop you will need
161. ting The General Reports consist of a patient information report a personalized patient phone book Avery labels a birthday letter a new patient letter and envelopes related to the patients in your Patient Information database To create any one of these reports you must first find and sort the records that you want in your report Once you have found and sorted the records you would like to include you will be able to preview and or print that report 4 40 Using The Patient Information amp Billing Database Patient Information Report This report summarizes each patient s general information including name address insurance information diagnoses etc It does NOT print out SOAP notes for each patient This may be done from each individual patient s Activities tab To find a given patient enter the patient name in the Find Info for Reports screen that comes up before the print preview Patients Phone Book This report prints a two column phone book of all patients their address and phone contact information Avery 5160 and 5162 Labels This report prints patient names and addresses onto standard Avery brand 5160 and 5162 labels 10 Envelopes This button prints one or several patient names and addresses onto 10 sized envelopes Note that each printer is different so the way that you are required to load envelopes into your printer may vary To find a given patient enter the patient name in the Find Info
162. to the Superbill Entry screen for this invoice view all invoices for this patient print this invoice onto a HCFA form print this invoice onto a Superbill print an envelope to the insurance com pany related to this invoice delete the invoice return to the Patient Information amp Billing database or return to the AcuBase Main Menu Two notes related to the way the total cost of procedures are calculated 1 If you created a HCFA for a given patient visit and also wish to bill for products which may not be placed on the HCFA form as a procedure click on the Superbill Entry button at the top of the screen You may then enter products onto the same invoice from the Products Bought section of the superbill entry screen The Total Charge on the HCFA 1500 form line 28 will not include any charges related to products sold 2 Ifyou switch from the HCFA Form view of this invoice to the Superbill Entry view by clicking on the Superbill Entry button at the top of the screen outside lab costs if any may be calculated into the total cost of procedures on the superbill Entering Other HCFA Specific Data There are many fields which must be filled on the average HCFA form Aside from the obvious name address diagnoses procedures there are also many less obvious Plan Type Patient s Relationship to Insured etc In order to fill out the less obvious fields which we call HCFA Details for a given patient you must
163. to the Vendor Products Database To add a new item to the Vendor Products database simply click on the New Record button This will take you to a new blank vendor screen into which you may add new vendor information When you are done click on the Contact Info tab New To edit any vendor record you must be in List View or Form View s Contact Info tab Racord layout From either of these layouts click on the Edit Record button at the top of the screen to access the Edit Vendor Information screen Here you will see existing vendor information and may edit it as you wish mm RECON n On both the New Record and Edit Record screens you may also enter up to three logos or other graphics associated with each vendor To delete a graphic simply click on it and click on the backspace or delete key on your keyboard The easiest way to place a graphic in these fields is to open your graphic in another graphics program and copy it there Once it is copied switch back to AcuBase and literally click in the graphic field and select Paste from the Edit menu 8 6 The Vendor Information Database You will also note that the edit and new record screens have a message on the bottom of the screen that reads Does this vendor also provide standard herbs and formulas If you click on the Yes radio button this vendor will be connected to all of AcuBase s standard herbs and formulas Thus when you go
164. ts Sold General Summary of Products Sold 3 10 3 10 4 10 4 1 4 12 4 12 4 13 4 17 4 21 4 22 4 22 4 23 4 24 4 25 4 27 4 27 4 27 4 28 4 28 vi Contents Patient Balances Detailed Patient Balances Summary Payment Summary By Date Paid Payment Summary By Patient Name Payment Summary By Type of Payment Print Outstanding Invoices Procedure Summary By Date Procedure Summary By Patient Procedure Summary By Type Summary Aging By Patient Summary Aging By Period Summary by Date Invoice Printed Summary Daily Report Summary Of Ebilling Batches Transaction Report Transaction Summary By Month General Reports Letters Marketing Patient Information Report Patients Phone Book Avery 5160 and 5162 Labels 10 Envelopes New Patient Letter Referral Thank You Letters Birthday Letter Custom Letters 1 and 2 View as List Sorting Records Creating New Records Finding Records Find All Deleting Records Printing To Change The Look Of Invoices Or Activities Getting Help Getting Out of the Patient Information amp Billing Database 4 29 4 29 4 30 4 31 4 32 4 32 4 33 4 33 4 34 4 34 4 35 4 36 4 36 4 37 4 37 4 38 4 39 4 40 4 40 4 40 4 40 4 40 4 40 4 4 4 4 4 41 4 41 4 42 4 42 4 42 4 42 4 43 4 43 4 44 4 44 Contents Chapter 5 Electronic Billing Electronic Billing Overview About Electronic Billing Setting Up and Using Electronic Billing Setting Up a Relatio
165. u You may print the office visit by clicking on the Print this Intake button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu The Billing Tab The fourth tab in the Patient Information amp Billing database is the Billing tab Upon clicking on this tab you are taken to the Patient Billing Record a summary list sorted by date of all of this patient s invoices You may view the date of the invoice HCFA or Superbill the invoice number the last date the invoice was printed the total amount of the invoice the amount paid the amount adjusted and the ending balance for each invoice if any The sum of all outstanding invoice totals may be seen at the bottom of the screen in red type Total Balance Due To get details on any given invoice simply click on the button to the left of the invoice date Using the buttons on the bottom of the screen as you can see you may create a new Superbill invoice anew HCFA 1500 form invoice align the HCFA 1500 form for your printer or go to a Payment Entry screen Note too that by clicking on the blue button to MES Patient Biling Record DE Invoice Date Invoice Date Printed TotalDue Total Paid Adjustment Ending Balance 60 00 55 00 105 00 105 00 10 20 2002 10 20 2002 New Superb
166. u can choose to include the Reference Library as part of your Main Menu Upon opening any of the associated databases you are presented with all of the records data related to that subject in list format To see more details about a given acupuncture point herb or formula one may easily switch to Form View by simply pressing a button located next to the name of the point herb formula or clicking on the View As Form button at the top of the screen Most herbs and formulas have Chinese characters included and reports may be printed in long form or on index cards Herbs points formulas and or questions may be searched by any field in any layout Finding the right points herbs or formulas by indication is simple and quick Please note that while AcuBase comes with hundreds of acupuncture points herbs formulas and review topics already provided the information included herein is in no way intended to be a primary source and is intended to be used only for educa tional reference not as guidelines for the treatment of patients The intent of this product is to give the acupuncturist acupuncture student or anyone interested in traditional Chinese medicine a dynamic way of storing and referencing their own information Information that was in the database at the time it was purchased is meant to serve as a template and no more The Reference Library Databases 9 3 View as List Mode Upon clicking on the Acupoints Herbs Formula
167. u has a list of commands for which keyboard shortcuts may be used These shortcuts once learned may provide faster navigation through the program without the necessity of using the mouse Entering Data e Type the data directly into a field or e Select the data from a value list if the field is formatted to display values with a pop up list pop up menu check boxes or radio buttons Getting Started with AcuBase 2 9 To Move To A Field e Click in the field where you want to enter data e Press Tab to move to the next field in the tab order e Press Shift Tab to move to the previous field in the tab order To Move To A Record e Press Command Tab on the Macintosh or Ctrl Down Arrow on the PC to move to the next record or click on the lower page of the book icon in the upper left corner e Press ShifttCommand Tab on the Macintosh or Ctrl Up Arrow on the PC to move to the previous record or click on the upper page of the book icon in the upper left corner To Save Data e AcuBase saves as you go so there is never any need to click a save button To Add amp Duplicate Records e To add anew record choose the New Record button or New Record from the Mode menu e To duplicate a record go to the record you want to duplicate and choose Duplicate Record from the Mode menu To Delete Records BE ADVISED When you delete a record you are permanently discarding the data you entered in all the fields in that record
168. ucts amp Inventory tab shows patent formulas standard formulas herbs and inventory in AcuBase related to a given vendor For many vendors several of these tabs may have no information For example East West Herbs does not supply single herbs or non patent formulas so these tabs will not have any information in them To view vendor specific patent formulas standard formulas herbs or available vendor specific inventory simply click on the appropriate tab If you wish to see details about a given herb formula or inventory item click on the box to the left of that item To adda specific herb or formula to inventory click on the box to the left of that item to go to its details and add it from there or else add it from the Inventory database The Vendor Information Database 8 5 EEE Vendor Products amp Inventory M vendor Products amp Inventory Lotus Herbs Inc BACK SUPPORT Acute EA BALANCE Cold BALANCE Heat E tet ra Note that the information that appears in the above mentioned tabs is not exhaustive Rather it is solely a list of herbs and formulas that a vendor provides with are in the AcuBase database While we try to get as many of the formulas and herb in our database as possible there are hundreds of standard herbs and formulas which several vendors may offer which do not appear in the database Call you vendor for further details Editing and Adding New Vendors
169. uest type multiple values into one or more fields on a single find To do an OR request type each value on a new request by selecting New Request from the Edit menu while in Find mode To exclude records from a request enter the values you want to exclude from within find mode as if you wanted to find them and then check the omit checkbox on the left side of the screen before clicking on the Find button on the left side of the screen Getting Started with AcuBase 2 11 You may also use an operator to further refine a search The operators are the options that come up when you click on the Symbols down arrow on the left side of the screen To find values that are Use this operator Example lt 40 or lt 09 09 1995 lt rrr or lt 05 00 00 gt 95129 or gt 10 10 1996 Less than what you type next Less than or equal to what you type next Greater than what you type next Greater than or equal to what you type next gt baa or gt 8 00 An exact match Smith but not Smithson Within the range you specify 12 30_17 30 Duplicate values or Smith Today s date Invalid dates or times One unknown or variable text character on Zero or more unknown or variable smith text characters Literal text in a field ae Jean Louis or Ltd to find characters that aren t indexed Empty fields for example records of unfilled orders ies Q 3s Once you have done a search a Find
170. ure put it on the same line as the procedure Otherwise to record any other kind of payment such as a lump sum payment from the patient a co pay etc go to the bottom of the list and fill in the payment in the blank space provided below the last procedure recording only the Date Paid Paid By Amount Paid and Adjustment fields The Paid By field is a modifiable pop up list intended to record the method or source of payment You may select something from the list or hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter whatever you like To add new items to the pop up list scroll to the bottom of the list and select Edit If the amount paid is lower than the actual amount of the procedure use the Adjustment field if you wish to write off the difference For instance if you charged an insurance company 45 for myofascial release but they only paid 35 you may wish to simply write off the 10 difference in which case you would enter 10 in the Adjustment field You may also have AcuBase do the adjustment calculation for you After you have entered the amount paid for a given procedure if it is less than the price charged you can tab or click into the Adjustment field and click on the word Adjustment go to the Com mands menu and click on Auto Calc Adjustment for this Line Item or simply use the
171. ut This will take you back to the View As List screen where you may see all available vendors in the database in alphabetical order Deleting Items in the Vendor Information Database To delete items in the Inventory database from Form View simply click on the Delete Record button You will be given the option of canceling the delete process before it is finished Once you confirm the deletion you will not be able to recover that record AcuBase automatically saves changes as they are made so deletions are permanent Always keep backups of all of your data The Vendor Information Database 8 7 Getting Help 2 To get help from any screen click on the Help button at the top of that screen Help Getting Out of the Vendor Information Database To get out of the Inventory database simply click on the Main Menu button or go to the File menu and select Exit to exit out of AcuBase completely FcuBase htain Menu 8 8 The Vendor Information Database Chapter 9 The Reference Library Databases Reference Library Databases Overview Not only does AcuBase provide you with many great practice management tools we have also included a free traditional Oriental medical library complete with almost 2 000 records hundreds of formulas herbs points review questions taken from state and national board exam reading lists and over 500 patent formulas and related information from the top vendors in the
172. ventory database when you are done Inventory Control Sheets Fill out Amount in Stock and enter data into AcuBase Product ID Product Name Max To Keep Onhand Amt in Stock Art to Buy Formulas aids seats 5 C DO 4009 Astra 18 Diet 5 LE 4009 Astra 18 Diet 5 CC 4011 Astra c 1 E ee Inventory Price List By Supplier This report alphabetizes each supplier then their product types then their product names It shows your cost your resale price and your resale price with tax on each item Product Price List By Supplier Supplier Category Product ID Product Name Cost Resale Price Price w Tax East West Herbs Ltd Formulas 5004 Ease The Journey yanq 11 95 25 00 27 06 5005 Ease The Journey Yin 13 00 20 00 21 65 7 10 Using The Inventory Database Inventory Price List By Category This report alphabetizes by product type then product name It also shows the product supplier your cost your resale price and your resale price with tax on each item Product Price List By Category Product ID Product Name Company Cost Resale Price Price w Tax 4003 Ac q Tabs Health Concerns 8 95 20 00 21 65 4009 Astra 18 Diet Health Concerns 8 95 20 00 21 65 4009 Astra 18 Diet Health Concerns 6 95 20 00 21 65 Open to Buy by Category This report gives a summary of all of the items in the database where the Max to Keep On Hand field is greater than the Amount on Hand field In other w
173. which it places under the Programs group under the Start button From within this folder select the AcuBase icon The program files default to reside in the C Program Files Trigram Software AcuBase directory Installation of AcuBase 1 3 Uninstalling AcuBase To uninstall AcuBase on a Macintosh simply drag the AcuBase folder to the trash To uninstall in Windows go to the Control Panels Add Remove Programs and remove AcuBase You may also remove the program from its default installed directory at C program files trigram software AcuBase Important Notes Always close AcuBase before shutting down your computer Since AcuBase saves as you go it may not have saved all of your data if the computer is shut down while the program is open In most cases the next time AcuBase is opened it will recover whatever data was in the database the last time it was opened Do not move or rename any AcuBase related files AcuBase recognizes its files only in their original form as they were installed from the CD and will not work properly if any file names or file locations are changed What Else Is On The CD In addition to the AcuBase program files you will also find A directory folder called Document This directory contains an Adobe PDF file of all of the instructions available in this user s manual as well as a free installable copy of Adobe Acrobat for users who do not
174. wing at any one time may actually be kept in one of many different related databases that you never see to see what we mean the next time you go to the Patient Information and Billing database click on the Window menu to see all of the related databases open in the background AcuBase is NOT designed to export to QuickBooks or any other program You may however copy data or a large block of text from one field or document and paste it into a given field within AcuBase For instance if you have written an intake for a given patient in Microsoft Word you may copy it there and paste it into a new Intake under the Intakes and Activities tab within that patient s record in AcuBase Frequently Asked Questions A 3 How do I upgrade from an older version of AcuBase to AcuBase 2 003 If you own AcuBase 2 000 or 2 001 even if you upgraded through the Web to version 2 002 you will need to have Trigram Software convert your data to the 2 003 version The reason for this is that the current version 2 003 was created in a newer faster database engine that is not compatible with the engine used to run older versions Trigram Software charges a fee of 99 to upgrade your data from an older verison If you bought version 2 002 and have purchased this new 2 003 version and would like to bring your existing data into the version you will need to take the following additional steps to ensure that all patient information billing
175. y entered You may skip through this list when it pops up by typing the first few characters of a given diagnosis You may also hit the Esc key on your keyboard or click into the field to make the pop up list disappear at which point you may enter any other diagnosis which may not already be on the list To add new diagnoses to the pop up list do so from the Billing Codes tab of the Main Menu s Preferences button If the diagnosis E HCFA 1500 Preferences For This Patient A Using The Patient Information amp Billing Database 4 5 you want is not on the list you may also double click on the diagnosis field and put in your new diagnosis and code manually Then from that point forward the new diagnosis will appear in the pop up list assuming you also gave it a unique code The Diagnoses section also provides a memo field Other Medical Information where you may enter any other general medical information related to this patient Note that Date of Illness Injury fields Lines 14 and 15 on the HCFA form appear in the next section HCFA 1500 Preferences The fifth and final section on the Patient Information screen is the HCFA 1500 Preferences For This Patient This screen may also be accessed from the Billing tab as the HCFA Details button and from within each HCFA 1500 invoice onscreen as the View Other HCFA Details For This Patient button at the bottom of the screen The fields on this part of the screen must
176. y houses We recommend contact ing The Supply Center at 818 710 6868 or 800 549 5993 Because every printer is different in the way that it aligns forms we have provided several options to get your forms printing into the correct fields properly To align the forms properly print a HCFA form from the computer and measure how far off the print job may be whether or not the fields print within the appropriate boxes If they do not 1 Click on the Align HCFA button on the bottom left side of the Billing screen of the Patient Information database or from the top of any HCFA Entry screen This will open the HCFA format and alignment screen Using The Patient Information amp Billing Database 4 23 Align HCFA Form for Your Printer On the left side of the screen choose whether you wish to print onto a blank HCFA form in your printer HCFA or do a pre printed one Pre Printed If you choose to print onto a blank form you may choose the alignment options to the right at any time as necessary to adjust for your particular printer If upon adjusting these settings you are still unable to print into the fields of the HCFA properly contact Trigram Software to arrange for a custom printer alignment Once you have chosen your HCFA printing method and have aligned the forms for your printer you only need to visit this screen if you get a new printer The settings made on this screen are static until you change them Editing o
177. y printed on invoices forms and throughout many different reports Insert your own logo into AcuBase This logo not only appears on many of the database screens but may also be printed on several AcuBase forms Choose the currency you would like to use dollars pounds francs yen etc and tax rates for your products and procedures Set up procedures as well as codes modifiers prices and tax rates for each Set up diagnosis descriptions and codes as well Because so many of our users practice Chiropractic and or Oriental medicine AcuBase comes with many of the most popular procedures for these modalities and almost 2 000 diagnoses with associated U S CPT and ICD 9 codes Choose billing specific defaults including preferences for how you enter data determined by whether or not you use the HCFA 1500 form You can change the way your statements look and may even type in text that you would like to appear on HCFA forms by default Customize up to five different letters in AcuBase A new patient letter referral thank you letter birthday letter and two other custom letters of your choosing Create a default patient intake form initial report and one custom patient related form Activate electronic billing Set up a password entry system to protect your data and the privacy of your patients personal information 3 2 The Main Menu Using the Main Menu Buttons To access any of the features of simply click o
178. y tab through each field and enter relevant information Several pop up menus appear all of which may be edited by going to the Edit option at the bottom of any given pop up list Diagnoses are automatically entered from your entries in the Medical Information tab but may also be changed When you are done entering data in the Patient Progress Report entry screen you may print the report by clicking on the Print button you may choose to list all of the other activities related to this patient by clicking on the View As List button you may choose to return to the Patient Information amp Billing database or you may return to the AcuBase Main Menu EE ries pooess Repo EO a al cca al cg iii Tittle FistName LastName Action Date FROM RE Treatment Diagnoses Abdominal Pain Acute Bronchitis Acute Gastritis Acquired Hypothyroidism Treatrnents Modalities Performed Acupuncture Electroacupuncture Cupping Moxa Heat a a a E a a TO Dr J Halbrecht MD 4 12 09 07 2002 09 07 2002 0 20 2002 40 20 2002 Using The Patient Information amp Billing Database Custom Form If you choose Custom Form you will be presented with the Custom Form screen This form may initially be customized by you from the More Forms tab of the AcuBase Main Menu s Preferences As with any part of AcuBase you may change fonts font sizes alignment of text etc from the Format men
179. y the last name and then first name of each patient the user may also choose to sort and view the patients by patient phone number or total balance due see View As List above If you wish to sort by other fields that do not have the sort button next to their respective field name you may go to the Mode pull down menu and select Sort 4 42 Using The Patient Information amp Billing Database Creating New Records To add a new patient to the Patient Information amp Billing database simply click on the New Patient button from either Form View or View as List mode You will be pre Sane sented with a blank patient information screen in Form View 1 Finding Records To perform a find click on the Find Record button A screen will appear that shows the fields that you can find by Simply enter the information or any part of it into the appropriate fields and click on the Find button If only one record was found that one Record record will be shown in Form View If more than one record is found you will be taken directly to View as List to see a list of the found records To find all records in the Patient Information amp Billing database click on the All Records button from the Find screen Like any other find request the Find feature in the Patient Information amp Billing database follows the rules of a find given in Chapter 2 under Finding Records Refer to that section f
180. you set the Printing Options field in the Miscellaneous tab under Preferences from the AcuBase Main Menu Product Product Product Product Blank Inventory Inventory Inventory Inventory Inventory Entry Sheets By Item Name By Category By ID No By Supplier Inventory Inventory Print Items That Are Printltems ThatAre Print Product Labels Price List Price List Open to Buy Open to Buy By Category By Supplier By Category By Category By Supplier Avery 5162 Labels NOTE For detailed and summary reports of products sold go to the Reports menu within the Patient Information database or click here to go there now Using The Inventory Database 7 7 Product Inventory By Item Name This report produces a list of items by product name also showing the supplier amount in stock amount open to buy cost and resale price Product Inventory by Item Product Name Supplier Arnt In Stock Opento Buy Cost Retail Ac q Tabs Health Concerns 0 5 8 95 21 65 Astra 18 Diet Health Concerns 2 7 8 95 21 65 Astra 18 Diet Health Concerns 2 7 5 95 21 65 Product Inventory By Category This report gives a summary of all of the items in the database sorted by category and then by Product name It details the maximum amount of that item that you would like to keep on hand the amount currently in stock according to the last time you took inven tory the amount in stock the value of your current stock and the amount currently
181. ystem where one field say patient address ends and the next say patient city begins In this case each comma is considered a field delimiter in geek speak This also means that you should not in fact CAN NOT use commas anywhere in your data No commas in insurance company addresses No commas in patient addresses Commas placed anywhere in your billing related data may cause any comma anointed claims to fail when sent for electronic processing This includes your name and clinic information as entered into the AcuBase preferences Jason Luban MD should instead be Jason Luban MD Note that diagnosis and procedure descriptions are not sent as part of the batch file so you need not worry about them 5 8 Electronic Billing with AcuBase Reporting and Status of Electronic Claims You may access status and or error reports related to batch files you have sent in to Abrea by going to their website logging in see step 3C above and selecting the Reports link on the left side of the screen Any issues with Abrea s reporting or claims submission processes should be addressed to them directly Contact Abrea Customer Service at 973 353 6209 Monday through Friday Eastern Standard east coast time You may also check their website at http www abreaedi com email them at support claimsdispatch com or write to them at Abrea Technologies Inc P O Box 1358 Newark NJ 07101 Reports related to the invoi
182. ze as soon as you click outside of them Description Billing Codes Set up all of the procedures acupuncture massage _s etc that you perform and Code CPT Modifiers Price Tax Total Price billfor Enter a code for each AcuBase s default procedures come with US CPT codes the price that you charge for each procedure and the amount percent that each procedure is taxed if any in decimals If you wish to print a list of all of your procedure or diagnosis codes click on the pink button labeled CLICK HERE to print codes at the bottom right side of the screen To delete a whole line a code or diagnosis or a blank line see the Deleting Records section in Chapter 2 3 6 The Main Menu More The More tab has several subtabs Billing The Billing tab has several options for customizing the way you interact with AcuBase The Default Invoice option allows you to select whether you tend to print general superbills or HCFA 1500 forms most frequently and adjusts the inner program defaults accordingly More Default Invoice Select whether Superbills or HCFA 1500 forms are your default invoice Superbill Patient Statements Type in the text you yould like displayed at the bottom of patient billing statements The Total Outstanding amount is payable immediately Please remitto the address above Type in any text you would like auto entered into HCFA forms

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