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AcuBase 2.002 User`s Manual

1. 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 2 002 Frequently Asked Questions A 7 Why don t my letters or forms print more than one page Because all printers format text differently we were forced to keep our letters and forms down to one page You may go to the Preferences button from the Main Menu then to the More tab to change the length of your letters or forms if they go over one page When I print a Transaction Summary By Month report why don t my months come out sorted correctly Some
2. CUPPING 1 20 00 0 00 20 00 Using The Patient Information amp Billing Database 8 29 Procedure Summary By Patient This report summarizes procedures billed in order of patients then by date with subtotals for each patient and a grand 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 above 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 KEMP LADALE 5 140 00 0 00 140 00 NELSON MICHAEL 07 14 2001 1222 97780 Acupuncture 80 00 80 00 07 14 2001 1222 97802 Cupping 20 00 20 00 TOTAL Total Transactions Total Prices Total Taxes Total w Tax NELSON MICHAEL 2 100 00 0 00 100 00 NOLAN HEATHER 07711 2001 1221 97780 Acupuncture 60 00 60 00 07711 2001 1221 97110 Therapeutic exercise 45 00 45 00 TOTAL Total Transactions Total Prices Total Taxes Total w Tax NOLAN HEATHER 2 105 00 0 00 105 00 Summary Aging Report
3. 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 available context sensitive help at every turn 5 2 The Vendor Information Database Using the Vendor Information Database Upon opening the Vendor Information database from the Main Menu you are taken directly to List View At this point all of the vendors in the database are listed alphabeti cally 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 same as 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 E Institute for Traditional Medicine and Preventive Health ITM E K an Herb Company Inc E Lotus Herbs
4. 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 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 underst
5. The Summary Aging 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 8 30 Using The Patient Information amp Billing Database AcuBase Billing Summary Aging Report Invoice Date Patient Name Invoice Total Amount Paid Adjustment Total Due l 120 Days 971 97 Chen John 192 60 100 00 20 00 72 60 TOTALS FOR 120 DAYS 192 60 400 00 20 00 72 60 90 120 Days 6 27 99 Chen John 55 00 55 00 TOTALS FOR 90 120 DAYS 55 00 55 00 30 60 Days 8 11 99 Jones Jason 246 50 239 33 00 2 17 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 Transaction Summary By Month The Summary Patient Balances 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 of the report Using The Patient Information amp Billing Database 8 31 AcuBase Billing Summary By Month as of 10 16 2000 Month and Year Invoice Date Patient Name Invoice Total Amount Paid Adjustment Total D
6. 0103 2001 1155 97780 Acupuncture 60 00 60 00 i 01 08 2001 1156 97780 Acupuncture 60 00 60 00 i 0108 2001 1156 Herbal Medicine 5 00 5 00 Procedure Summary By Type This report lists and summarizes totals each procedure with same fields as above 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 above 02 24 2001 1187 97780 Fcupuncture copay 16 00 15 00 0302 2001 1184 97780 Fcupuncture copay 15 00 15 00 03 08 2001 1187 97780 Fcupuncture copay 15 00 15 00 0309 2001 1184 97780 Fcupuncture copay 15 00 15 00 03 14 2001 1187 97780 Fcupuncture copay 15 00 15 00 03716 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 16 00 15 00 0406 2001 1191 97780 Fcupuncture copay 15 00 15 00 TOTAL Total Transactions Total Prices Total Taxes Total wiTax 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
7. and you will have to uninstall and reinstall the program in order to access them For details on how to set AcuBase up to access the herb pictures see Running AcuBase 2 002 For The First Time in Chapter 1 Installation of AcuBase 2 002 If you wish to access the herb pictures frequently and you have at least 200 Mb of extra space on your hard drive you may copy the Herbpix tcm file from the AcuBase CD onto your hard drive Make sure to place it into the AcuBase 2 002 directory PC users this is C program files trigram software acubase 2 002 with C being the letter associated with your hard drive 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 How do I duplicate a patient record or an invoice Unfortunately even though you may go to the Records menu and select Duplicate Record we HIGHLY recommend you do not do this Because AcuBase is a relational A 6 Frequently Asked Questions database duplicating a patient record also duplicates its in
8. 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 acupuncture moxibustion massage etc as well as codes prices and tax rates for each Set up diagnosis descriptions and codes as well AcuBase 2 002 comes with many of the most popular procedures and over 1 800 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 Getting Started with AcuBase Standard 2 002 2 3 e Customize up to four different letters in AcuBase A new patient 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 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 pr
9. 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 4 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 2 002 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 formulas as well as standard herbs and formulas do not have prices associated with them because pr
10. 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 2 002 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 Lotus Herbs Golden Flower Chinese Herbs Mayway Plum Flower and Min Shan Chinese Modular Solu tions 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 Chronic contains herbs which activate the Qi and blood circulation remove Qi and blood stagnation
11. 1 For each patient click on the HCFA Details button on the bottom left side of the Billing screen of the Patient Information database This will open the HCFA 1500 Form Preferences Screen This is the same as the HCFA 1500 Form Info tab in the Patient Information database 2 Simply tab through each field filling them out appropriate for a given 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 screen 3 Click on the Billing tab or any other tab to exit this screen 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 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 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 Align HCFA Form for Your Printer Choose and Align HCFA Forms 8 22 Using The Patient Information amp Billing Database properly To align the forms properly print a HCFA form from t
12. Adjustments Transaction Summary for Jason A Luban L Ac Barnes Karnella 1155 12 16 2000 12 19 2000 12 19 2000 1 3 2001 97730 Acupuncture 60 00 205 00 97780 Acupuncture 60 00 Herbal Medicine 25 00 97780 Acupuncture 60 00 Barnes Karnella 1156 1 3 2001 1 3 2001 1 17 2001 1 24 2001 977380 Acupuncture 60 00 235 00 Herbal Medicine 00 97780 Acupuncture 60 00 97780 Acupuncture 60 00 1 Bottle s Ease The Journey Yin 20 00 1 Bottlefs Ease The Journey yang 25 00 Print Outstanding Invoices This report will batch print all outstanding invoices onto either Superbills or HCFA 1500 forms To run this report click on the Print Outstanding Invoices button from the Reports screen The first screen will ask you whether you would like to print onto Superbills or HCFA forms 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 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 All If you are printing HCFA forms be sure you have selected and set your printer up properly s
13. Biling Record DE Invoice Date Total Cost Payment Adjustment Ending Balance 979 97 E 1159 55 00 55 00 EA 23 2000 55 00 55 00 EA 4 2000 New Superbill New HCFA Align HCFA HCFA Details 3 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 TOTAL BALANCE DUE 8 24 Using The Patient Information amp Billing Database Reports gt Click on the Reports button from within the Patient Information and Billing database to jz print out billing reports or more general reports a personalized phone book Avery labels letters or envelopes related to the patients in your Patient Information database You i may also go to the Reports button from the Main Menu and select the Billing tab to access these reports To create a report simply click on the button related to the report that you would like to create o O O Q ob Hoe oo 0O O O 0O Q 6 Using The Patient Information amp Billing Database 8 25 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 Title report appears and may be modified as you wish After you have selected the report name and clicked the Con tinue button you will be taken to a screen AcuBase Billing Summary Aging Report where you can refine your search for the records yo
14. 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 2 002 comes with many of the most popular procedures and diagnoses 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 prices tax amounts for each procedure and your own codes To create new procedures or diagnoses simply scroll to the bottom of the list and enter them on the last blank line Note that the lists will automatically alphabetize as soon as you click outside of them 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 left side of the screen The Main Menu 3 5 More The More tab has several subtabs Billing The Billing tab has several options for customizing the way you interact with AcuBase The Default Patient Data Entry Screen option allows you to select a general or HCFA 1500 specific data entry screen to allow for faster entry of appropriate patient related information 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 The Patient Statements option allows you to change the message that app
15. 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 2 002 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 to a 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 designation 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 2 002 folder from your hard drive to your backup media PC users back up the AcuBase directory located at C program files trigram software acubase 2 002 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 2 002 will run on any
16. Inc Mayway Plum Flower amp Min Shan E Spring Wind Herbs Inc E Tashi Enterprises Min Tong 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 When you go to Form View you will notice that there are three tabs which separate vendor information into the categories of 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 5 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
17. Info Activities and Billing tabs If you Using The Patient Information amp Billing Database 8 3 changed your preference to HCFA 1500 Entry you will be taken to the HCFA 1500 Form Info screen instead with the option of clicking on the more general Patient Informa tion tab as well as Medical Info Activities and Billing tabs Patient Information If you selected General Patient Information the default from the More tab of the Main Menu s Preferences this is the screen you will see when you enter a new patient or view data on an existing patient in your database This screen shows the patient s address and emergency contact information Insurance billing information may also be found on this screen as well as referrer information insurance verification information and a Comments field that allows you to enter an unlimited amount of general info Patient Information 125435 Jason A Luban L Ac 12 1 711947 fect Number Provider Date of Birth Nelson Michael 1 23 36 2279 ID Ss Date Added to AcuBase 07 15 2001 Date Modified 04 22 2002 PATIENT CONTACT INFORMATION PHONE E MAIL fddress Phone E mail Location i 05 Estates Drive 510 531 9385 Home a 510 558 8500 x104 Work City St Postal Code Danana ea paeit CF U U UUU U O Emergency Contact Barbara Emergency Phone 41 5 392 9228 INSURANCE BILLING INFORMATION GENERAL INFORMATION NOTES Insurance Adjuster Contact Na
18. 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 2 002 Note that all information in this section of the database as well as vendor related patent formulas is protected by copy rights owned by that vendor This is the kind of information one might usually find contained in vendor catalogs or binders with details about dosage diagnosis use of 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 VS BULK HERBS INTRODUCTION 4 Policies Ordering amp Shipping 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 several times daily This traditional method i however is becoming more and more unacceptable in many modern life styles due to such reasons as l time consumption bitter taste and unpleasant Herbal Extract Ve Bulk Herbs smell These reasons contribute directly to poor A patient compliance and lower
19. are required to load envelopes into your printer may vary To find a given patient enter the patient name in the Find Info for Reports screen that comes up before the print preview New Patient Letter 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 General Informa tion and HCFA Info screens just under the Date Entered and Date Modified fields for that patient Birthday Letter The Birthday Letter prints a one 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 but
20. 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 Using The Patient Information amp Billing Database 8 43 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 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 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 o
21. effectiveness of the 5 4 The Vendor Information Database vendor related products 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 Lotus ITM and Chinese Modular Solutions While we were able to put most of the information into 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 th
22. 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 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 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 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 below 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 t
23. 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 below 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 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 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 sig
24. 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 4 8 The Reference Library Databases G 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 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 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 click on the Herbs tab and a
25. may have sold since last stocking it This field connects to your patient invoices to determine the total amoun t of a given item you have sold 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 the record for 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 2 002 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 modi fied Wh
26. patient s information you will be taken directly to the HCFA 1500 Form Info screen 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 HCFA 1500 Form Info screen Fill out all appropriate fields on this screen each field refers to a line number on the HCFA 1500 form Once these 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 HCFA 1500 Form 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 cli
27. 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 8 20 Using The Patient Information amp Billing Database 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 Print Pi Print Align Delete Retum Nein Screen HCFA rint Menu HCFA Superbill Envelope HCFA Invoice to Patient Info Other buttons at the top of the HCFA Entry screen allow you to switch to the Superbill Entry screen for this invoice print this invoice onto a HCFA form print this invoice onto a Superbill 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 2 002 Main Menu Two notes related to the way the total cost of procedures are calc
28. tab through each field on the screen you will note that the fields have HCFA line numbers This references the line on the HCFA 1500 form to which each field refers Note that in the Diagnosis ICD 9 Codes section HCFA Line 21 up to four diagnoses may be entered Each diagnosis pops up with a list of the more than 1 800 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 A large pink button at the bottom of the screen takes you to the Billing tab when you have filled this section out and are ready to generate invoices HCFA forms or superbills The General Medical Information Tab The function of the second tab General Medical Info is self explanatory Here you may enter the date of your initial diagnosis of this patient the date of illness injury especially important for U S worker s compensation cases and up to four diagnoses with their related codes These diagnoses are
29. taken from the Procedures list in the AcuBase 2 002 Main Menu Preferences Click on the appropriate 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 8 14 Using The Patient Information amp Billing Database list disappear at which point you may enter any other procedure which may not already 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 field If you do not use HCFA forms just fill in the Box 24D preference Eile Edit View Insert Format Records Commands Window Help IQ Mn Help Retum to Patient Info Superbill HCFA dew as Print Print Print Ent Ert List Superbill Enter Data For Superbill Below 55024 Mas sd Paid In Full PLID Fist Name Las
30. the Vendor Information Database Chapter 6 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 Find All Using the Forward Record and Back Record Buttons Going to Related Records Sorting Records Reports Getting Help Getting Out of the Inventory Database 4 7 4 7 4 7 4 9 4 10 4 10 4 11 5 1 5 2 5 3 5 3 5 4 5 5 5 6 5 6 5 6 5 7 5 7 6 1 6 2 6 5 6 5 6 5 6 5 6 6 6 6 6 6 6 9 6 9 vi Contents Chapter 7 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 8 Using The Patient Information amp Billing Database Patient Information amp Billing Database Overview Using the Patient Information amp Billing Database The Five Form Views The Patient Information and HCFA 1500 Form Info Tabs Patient Information HCFA 1500 Form Info The General Medical Information Tab The Intakes amp Activities Tab Creating New Activities Related to a Patient Call Record Fax Entry Office Visit Initial Report
31. 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 Once you have done a find for a set of records only those records are available to view E 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 layout This will take you back to the View As List screen where you may see all available vendors in the database in alphabetical order Find Al 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 5 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 2 002 compl
32. the name of the letter throughout the program Note that letters may not exceed one page in length 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 Hew Patient Letter Birthday Letter Custom Letter 1 Custom Letter 2 WwW ROR UEE estima ies Ye Know that you have many choices when looking for a health care practitioner and we are quite happy you have chosen us You can be sure that your treatments here will be given with the utmost care with you comfort and safety foremost on our minds While many practitioners like to keep you coming back indefinitely we here atthe AcuBase clinic are of the philosophy that we d like to get you healthy and back on your feetin as little time as possible We welcome any and all questions you may have about your treatments as well as questions or comments related to our atmosphere or billing practices Ata time when healthcare has taken a backseat to profits we 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 c
33. the screen 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 Less than what you type next lt lt 40 or lt 09 09 1995 Less than or equal to what you type next lt lt rrr or lt 05 00 00 Greater than what you type next gt gt 95129 or gt 10 10 1996 Greater than or equal to what you type next gt gt baa or _8 00 An exact match a 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 one Jean Louis or Ltd to find characters that aren t indexed Empty fields for example records of unfilled orders Once you have done a search a Find 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 Getting Started with AcuBase Standard 2 002 2 11 To Change Printer Settings AcuBase Standard 2 002 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 2
34. three providers using the database and also has a grand total of all three providers at the end of the report 8 32 Using The Patient Information amp Billing Database 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 126 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 45 00 45 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 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 Subtotals by provider and grand totals for all are at the end of the report Patient Name Invoice Dates Using The Patient Information amp Billing Database 8 33 Transaction Report Procedure s Payments 4 Product s Price ax Payments Paid By
35. to Ai Ye within the Herbs database to see detailed information about that herb Sorting Records all 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 herbs formulas needles etc 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 Reports To print and or view reports from the Inventory database click on the Reports button Frey This takes you to a screen where you are given the option of eight different reports When i youclick on any of the report button options the report will either preview and then Reports print print only or preview only It depends on how you set the Printing Options field in the Miscellaneous tab under Preferences from the AcuBase Main Menu Using The Inventory Database 6 7 Product Print tems That Are Print ttems That Are Inventory Open to Buy Open to Buy By Category By Category By Supplier Inventory Inventory Blank Inventory Print Product Labels Price List Price List Entry Sheets By Category By Supplier By Category Gwer 5162 Labels Product Inventory By Item Name This report produces a list of items by product name also show
36. 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 2 002 directory and open the Mainmenu tcm file The AcuBase 2 002 directory A 10 Frequently Asked Questions is located at C program files trigram software for PC users where C equals the hard drive letter Patients tcm This database holds a lot of your patients 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 DiagnosisI ID Nol Txcodes tcm This database holds all of the procedures their CPT codes and the price yo
37. 1 22 2001 16 00 01 24 2001 235 00 1156 97730 Acupuncture 01 08 2001 60 00 0201 2001 180 00 1160 97730 Acupuncture 0201 2001 60 00 02 02 2001 260 00 1161 97730 Acupuncture 0201 2001 60 00 0207 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 76 00 02 24 2001 206 68 1174 48 32 99203 Initial Evaluation 02 15 2001 50 00 02 27 2001 170 00 1172 97780 Acupuncture 02 13 2001 60 00 Using The Patient Information amp Billing Database 8 37 Payment Summary By Type of Payment This report summarizes payments as the above report does but sorts by type of payment cash check insurance etc then by date 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 You may also wish to enter gt 0 without the quotes in the Amount Paid field 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 tyofascial release 05 16 2001 45 00 05 18 2001 60 00 1218 Insurance 20 00 97780 Acupunctur
38. 407 2001 45 00 06 09 2001 64 00 1213 61 00 97780 Acupuncture 0509 2001 0 00 05 09 2001 1213 97140 htyofascial release 0509 2001 46 00 06 11 2001 64 00 1215 61 00 97730 Acupuncture 05 11 2001 0 00 06 11 2001 1215 97140 tyofascial release 05 11 2001 46 00 05 18 2001 60 00 1218 Insurance 20 00 97730 Acupuncture 05 16 2001 0 00 05 18 2001 30 00 1218 Insurance 15 00 97140 tyofascial release 05 16 2001 45 00 05718 2001 60 00 1218 Insurance 20 00 97730 Acupuncture 05 18 2001 0 00 05 18 2001 30 00 1218 Insurance 15 00 97140 htyofascial release 05 18 2001 46 00 TOTAL Total Transactions Applied Prices Adjustments Payments Total Due Abraham Janet E 8 730 00 314 00 436 00 20 00 Broude Marl Address 45 Nace Avenue Using The Patient Information amp Billing Database 8 39 General Reports Letters Marketing 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 Patient Information Report This report summarizes each patient s general information including name address insurance information diagnoses etc It does NOT print out SOAP n
39. ACUBASE Standard 2 002 User s Manual Trigram Software LLC 16 Taurus Avenue Oakland CA 94611 Technical Support Email support trigram com WWW www trigram com Phone 1 510 654 3268 or 1 888 4ACUBASE 1997 2002 Trigram Software LLC All rights reserved AcuBase Standard is a registered trademark of Trigram Software LLC All other product names referenced herein are trademarks of their respective owners li Contents 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 purchas
40. AcuBase 2 002 Inventory database includes e The ability to keep track of an unlimited number of items e Full integration with the rest of AcuBase 2 002 Alphabetical pop up lists of herbs formulas patent formulas and vendors from the Reference Library and Vendor Information databases Automatic adjustments of available inventory as items are sold to patients All vendor information related to each item linked to the Vendor Information database The ability to jump to any herbs formula or patent formula in the Reference Library to get detailed information on its properties and uses e The option to set prices and even taxes on an item by item basis e The ability to create categories such as Needles Herbs or whatever other category you may wish to use to classify the kinds of items you wish to track e An intelligent feeler that tells you the last time you inventoried or stocked 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 chen 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 e Blank inventory sheets that lists all items by category to make taking a manual inventory at your office s quick and eas
41. Base s intuitive interface makes adding and deleting records simple However adding Chinese characters and herb pictures may not be as obvious as adding regular text To add Chinese characters 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 The herb pictures database is too large for most hard drives and thus AcuBase has been set up to leave the Herbpix tcm file on the CD and require the CD to be in the CD ROM drive when using the program The consequence of this is that unless you copy the herbs database file to the AcuBase folder directory on your hard drive from the CD you cannot add or delete pictures as the CD is read only If you know that you have at least 200 MB of free space on your hard drive you may copy this file to your hard drive and the file may be modified pictures added deleted in the same manner as the Chinese characters above Finding Records Find All Find Al 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 button or hit the Enter or Return key on your keyboard To see h
42. LANCE Cold BALANCE Heat Fen miner 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 2 002 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 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 To edit any vendor record you must be in List View or Form View s Contact Info tab Soll 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 5 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
43. Macintosh with a Power PC 601 Processor or higher including 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 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 2 002 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 consistent The one exception to this suggestion is the Commands menu The Com mands 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 So
44. Patient Progress Report Custom Form The Billing Tab Creating New Superbills Creating A New HCFA Form Entry Ji 7 2 72 rE 7 73 J3 7 7 4 7 4 7 4 7 4 7 4 8 1 8 2 8 2 8 2 8 2 8 5 8 6 8 8 8 8 8 9 8 9 8 10 8 11 8 12 8 12 8 13 8 16 Contents Entering Other HCFA Specific Data Aligning the HCFA Form for Your Printer Creating HCFAs from Superbills and Vice Versa Editing or Viewing a Past Transaction Reports Billing Reports Detailed Summary of Products Sold Procedure Summary By Date General Summary of Products Sold Sorted by Product Procedure Summary By Type Procedure Summary By Patient Summary Aging Report Transaction Summary By Month Summary Daily Report Transaction Report Print Outstanding Invoices Summary by Date Invoice Printed Patient Balances Detailed Patient Balances Summary Payment Summary By Date Paid Payment Summary By Type of Payment Payment Summary By Patient Name General Reports Letters Marketing Patient Information Report Patients Phone Book Avery 5160 and 5162 Labels 10 Envelopes New Patient Letter Birthday Letter Custom Letters 1 and 2 View as List Sorting Records Creating New Records Finding Records Find All Deleting Records 8 20 8 21 8 22 8 23 8 24 8 26 8 26 8 27 8 27 8 28 8 29 8 29 8 30 8 31 8 32 8 33 8 34 8 34 8 36 8 36 8 37 8 38 8 39 8 39 8 40 8 40 8 40 8 40 8 40 8 40 8 41 8 41 8 41 8 41 8 42 8 42 vii viii Content
45. ROCEDURES HCFA Lines 24 a k rocedures amp E S16 2001 2 5 11 2001 11 9 34 Activities for Daily Gere addtl 15 min CA Work Comp aE EAC Fetivities for Daily Living CA Work Comp supuncture TE OO poe harkers Comp d Additional 15 Minutes CA Work Comp Basic Med Legal Eval CA Work Comp Cold packs Complex Med Legal Eval CA Work Comp Comprehensive History 40 Minutes Comprehensive History 45 Minutes OUTSIDE LAB HCFA Lin 8 18 Using The Patient Information amp Billing Database 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 HCFA 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 proce dure 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
46. ab through the fields to enter data The first 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 under the Medical Information or HCFA Info tabs 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 more than 1 800 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 Nain Screen HCFA Superbill rint Print Align Delete Retum Menu Ent Ent HCFA Superbill___Enwelo HCFA Invoice to Patient Info Enter Data For HCFA 1500 Form Below 55024 ae a Balance Due PLID Fist Name Last Name i Billing Date Invoice Printed Status DIAGHOSES HCFA Line 21 Related to Diag below by number 1 4 ICD Code Description ICD Code Description 4 726 71 Tendinitis tendonitis Achilles i 3 2 719 41 P
47. ach 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 More detailed help may be provided if you click the Help button from AcuBase 2 002 Main Menu 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 2 002 Main Menu If you wish to quit out of AcuBase 2 002 com pletely 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 2 002 has several new 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 and intuitive For each
48. acupoints herbs formulas and practice questions In this the latest version of our practice management solution we wanted to develop new tools for the everyday practitio ner 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 If you have any further suggestion upon using the program please forward them to support trigram com 2 2 Getting Started with AcuBase Standard 2 002 An AcuBase Overview Recommended for practitioners AcuBase 2 002 has what you need to manage your knowledge and your practice AcuBase 2 002 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
49. added as of the 2 002 version of AcuBase Accessible from the Main Menu 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 7 2 The Insurance Company amp Referral Sources Databases Using the Insurance Company and Referral Sources Databases To open the Insurance Companies or Referral 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 9 fouBase ew As ew As New Reports Delete Find Find htain Menu Form List Record Record Referrer All Upon click on the Insurance Company or Referral Sources databases from the Main Menu you are taken directly to View As List mode with your insurance companies or referral sources sorted and presented in List format If
50. al 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 all at your fingertips 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 2 002 Medical and billing information clinic address information diagnoses procedures prices and even tax rates automati cally 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 Context sensitive help available from any screen 2 6 Getting Started with AcuBase Standard 2 002 Inventory Who could say they have a comprehensive office management solution without including an inventory tracking system As acupuncturists we need to know how many boxes of needles we have on hand how much of each herb formula 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
51. and the intricacies of FileMaker Pro and you do so at your own risk 2 12 Getting Started with AcuBase Standard 2 002 Getting Help 2 To get help from any screen simply click on the Help button for that screen Help Quitting Out of AcuBase Standard 2 002 To exit out of AcuBase Standard 2 002 completely from anywhere in the program simply click on the File menu and select Exit Quit 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 Use the Main Menu to jump to any of the main functions of AcuBase and perhaps most significantly to set 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 letters and through out 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 acupuncture moxibustion massage etc as well as codes prices and tax rates for each Set up diagnosis descriptions and codes as well AcuBase 2 002 comes wi
52. ange the price of a given item even when the price you have in Inventory for the item has already populated the price field by simply clicking on the price and changing it Note that your quantity 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 EBack Support chronic Bottle s 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 C2 Insurance TE ecne Procedures Products Subtotal 290 00 eae ees Payments Total 180 00 Adjustments Total 70 00 8 16 Using The Patient Information amp Billing Database The Payments section allows you to keep track of anywhere
53. 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 to a 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 designation 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 2 002 folder from your hard drive to your backup media PC users back up the AcuBase directory located at C program files trigram software acubase 2 002 where C equals the letter of your hard drive Registering Your Software Finally it is important that you register your copy of AcuBase 2 002 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 whom you purchased AcuBase to registration trigram com You
54. ber assigned by the database name date of birth and social security or 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 or HCFA 1500 Form Info 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 Five 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 tab to the next using the Commands menu and its associated keyboard shortcuts The Patient Information and HCFA 1500 Form Info Tabs The first screen you see when entering a new patient of going to View As Form view for a given patient depends on how you set up your preferences from the Default Patient Data Entry Screen option on the More tab in Preferences available from the Main Menu The default setting is General Patient Information which automatically brings you to the more general Patient Information screen with the option of clicking on the HCFA 1500 Form Info tab as well as Medical
55. ck 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 on printing onto HCFA 1500 forms Frequently Asked Questions A 9 I understand that AcuBase 2 002 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 2 002 are available for synchronization with your Palm device You need a Palm OS compatible 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 database Thus some of the most useful information fr
56. cked 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 chen etc when to reorder a given item and the number of each item currently open to buy based on amount in stock e Many reports that allow you to sort and print all of your inventory or only certain categories of it by category by supplier or otherwise e Context sensitive help at every turn 6 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 items by Category herbs formulas 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 scree
57. completely go to the File menu and select Exit or Quit from within any part of the program The Insurance Company amp Referral Sources Databases 7 6 The Insurance Company amp Referral Sources Databases Chapter 8 Using The Patient Information amp Billing Database Patient Information amp Billing Database Overview The Patient Information amp Billing database was designed by acupuncturists for acupunc turists 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 choice between printing onto pre printed blank HCFA forms and the ability to print a black and white copy of a HCFA directly from AcuBase the ability to adjust the alignment of the HCFA form in small incre ments to ensure that your printer places the fields appropriately onto the form line item payments and much more e Full integration with the rest of AcuBase 2 002 Medical and billing information clinic address in
58. ctly 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 Full color photos of over 200 popular Chinese herbs Reports that print in a variety of formats including index cards and formulas with associated dosages and Chinese characters 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 equivalents to popular medications from John Chen Pharm D D O M L Ac founder of Lotus Herbs Inc You may also view and print extensive pharmacoki netic information written by Dr Chen 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 have made AcuBase the standard for traditional Chinese medical reference software Getting Started with AcuBase Standard 2 002 2 5 Patient Information amp Billing The Patient Information database was designed by acupuncturists for acupuncturists It integrates data from throughout AcuBase and includes great features such as e General patient data including insurance information e Patient medic
59. cuBase directory and again with the program closed you will need to rename the following files exactly as you see below Old File Name New File Name activity Sactivity2 billing _ gt billing2 bldprdts gt bldprdts2 diag gt diag2 intro gt intro2 inventor gt inventor2 letters gt letters2 mainmenu gt mainmenu2 patients NOT patents patients2 patinfo gt patinfo2 txcodes gt 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 2 002 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 Standard 2 002 directory 5 Once the files have been pasted into the AcuBase 2 002 folder you may open the 2 002 program 6 You may now run the import by going to the Commands menu from the Main Menu and selecting Update from Older 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 Otherwise after you confirm that you have complete
60. d Each field will only show a finite Record F a 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 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 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 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 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 y
61. d all relevant steps the import will proceed automatically Once the import is complete click on Patient Information amp Billing and Inventory to make check that your data has come across properly If it did not you will need to uninstall and reinstall AcuBase 2 002 and then repeat these instructions Frequently Asked Questions A 5 Note that after the Import AcuBase 2 002 does not appear to have assigned Patient ID numbers The program actually HAS assigned them but you will not see them on the screen because AcuBase allows you to assign your own ID numbers Any new patients added to the database from this point forward will have modifiable patient identification numbers placed in this field for you Why can t I see the herb pictures Some users may see the error Herbpix tem cannot be found The first time you access the herb pictures in the Reference Library you may need to tell AcuBase where the herb pictures database is located This file herbpix tcm is located on the CD and must remain there because it is too large to put onto most hard drives over 200 megabytes Once you have told AcuBase where to find this file it will not ask again unless you install the program to another computer or fail to have the CD in the CD ROM drive when you attempt to access the herb pictures If you have attempted to access the herb pictures without first going through this proce dure the pictures will not be available to you
62. dd 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 The Reference Library Databases 4 9 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 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 may be added through the Vend
63. dexes do not imply therapeutic equivalence and the herbal alternatives as listed are not substitutes for their corre sponding drugs Professional judgment and careful evaluation must be exercised prior to recommending the herbal formulas to the patients 4 12 The Reference Library Databases Chapter 5 The Vendor Information Database Vendor Information Database Overview Not only does AcuBase 2 002 come with thousands of records in its Reference Library and many useful practice management tools we also have information from the top suppliers Trigram Software has been given permission from some of the world s top suppliers of herbs formulas patent formulas Chinese 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 View copyrighted information supplied to Trigram Software with permission from top vendors including Blue Poppy Herbs K an Herbs Health Concerns East West Herbs Lotus Herbs NuHerbs Golden Flower Chinese Herbs Mayway Plum Flower and Min Shan Chinese Modular Solutions Spring Wind Herbs Tashi Enterprises Min Tong and the Institute for Traditional Chinese Medicine and Preventive Health Keep track of edit or delete available vendor contact information including ad dresses phone numbers and other info
64. e 05 18 2001 0 00 05 18 2001 30 00 1218 Insurance 15 00 97140 htyofascial 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 8 38 Using The Patient Information amp Billing Database Payment Summary By Patient Name This report summarizes payments as the above two reports do but sorts in order of patient name then date Each patient s transactions are summarized before the next patient s record begins Grand totals show at the end of the report 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 You may also wish to enter gt 0 without the quotes in the Amount Paid field Payment Summary By Patient Date Paid Amt 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 97730 Acupuncture 04 30 2001 60 00 04 30 2001 1202 97140 Mtyotascial release 04 30 2001 45 00 05407 2001 64 00 1208 61 00 97780 Acupuncture 0507 2001 80 00 05 07 2001 1208 97140 htyofascial release 05
65. e 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 To Move To A Field e Clickin 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 2 002 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 Getting Started with AcuBase Standard 2 002 2 9 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 THERE IS NO WAY TO BRING BACK DE LETED RECORDS UNLESS YOU HAVE MADE A BACKUP OF THE FILE You may delete any
66. e 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 Products 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 5 5 EEE Vendor Products amp Inventory vendor Products amp Inventory Lotus Herbs Inc BACK SUPPORT Acute EA BA
67. ears at the bottom of statements you may send to your patients Default Patient Data Entry Screen Select whether you prefer to enter data into a standard patient information screen or one tailored more specifically to the HCFA 1500 form General Patient Information X Default Invoice Select whether Superbills or HCFA 1500 forms are your default invoice Superbill Patient Statements Type in the text you would like displayed at the bottom of patient billing statements The Total Outstanding amount is payable immediately Please remitto the address above HCFA 1500 Box 24 Type in any text you would like auto entered into HCFA forms The fields below refer to HCFA fields 24 B C D G H 1 J K 245 24C 24D 24G 24H 24 24J 24K Place Type Procedures Services Supplies L JC jC LL 3 6 The Main Menu 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 Letters The Letters tab allows you to customize four letters in the program A New Patient 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
68. ed ee t You may 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 rep
69. ed 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 January 2002 Frequently Asked Questions A 11 FileMaker Mobile is in its first incarnation version 1 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 3268 Will AcuBase 2 002 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 by the end of 2002 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 A 12 Frequently Asked Questions Appendix B Technical Support AcuBase Standard 2 002 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 For any AcuBase
70. ee Aligning the HCFA Form for Your Printer earlier in this chapter 8 34 Using The Patient Information amp Billing Database Summary by Date Invoice Printed This report summarizes 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 430 2001 Jason A Luban Abraham Janet E 125 00 61 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 2001 1215 5 11 2001 Jason A Luban Abraham Janet E 125 00 61 00 64 00 0 00 5 18 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 SHOWN HERE 700 00 21400 36 00 0 90 Patient Balances Detailed The Detailed Patient Balances report
71. el with a blank patient information screen in Form View ie Finding Records rem Find Record To perform a find simply 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 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 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 for more detailed information on finding records 8 42 Using The Patient Information amp Billing Database 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 Delete Record Patient records may only be deleted using the Delete Record button at the top of the General Patient Info or HCFA 1500 Form Info screens Deleting a patient here deletes all information related to that patient add
72. et 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 supplier name and the AcuBase Supplier ID Number to make finding that supplier in the Inventory or Vendor database simple Using The Inventory Database 6 9 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 accessible from the Main Menu You may go directly to this screen by clicking on the related message at the bottom of the Inventory Reports screen Getting Help AcuBase To get help from any screen simply click on the Help button at the top of Help that screen 2 The help screens in the Inventory database are some of the most impressive in all of 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 2 002 completely 6 10 Using The Inventory Database Chapter 7 The Insurance Company amp Referral Databases Insurance Company and Referral Sources Databases Overview The Insurance Companies and Referral Sources databases have been newly
73. etely FocuBase hiin Menu 5 8 The Vendor Information Database Chapter 6 Using The Inventory Database Inventory Database Overview Who could say they have a comprehensive office management solution without including an inventory tracking system As acupuncturists we need to know how many boxes of needles we have on hand how much of each herb formula 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 2 002 Inventory database includes e The ability to keep track of an unlimited number of items e Full integration with the rest of AcuBase 2 002 Alphabetical pop up lists of herbs formulas patent formulas and vendors from the Reference Library and Vendor Information databases Automatic adjustments of available inventory as items are sold to patients All vendor information related to each item linked to the Vendor Information database The ability to jump to any herb formula or patent formula in the Reference Library to get detailed information on its properties and uses e The option to set prices and even taxes on an item by item basis e The ability to create categories such as Needles Herbs 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 sto
74. eview them on the screen and not print at all Reference Library Not only does AcuBase 2 002 provide you with many great practice management tools we also want to make sure that you are the best practitioner you could possibly be That s why we ve created a full traditional Chinese 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 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 2 002 For each herb view related 2 4 Getting Started with AcuBase Standard 2 002 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 dire
75. formation diagnoses procedures prices and even tax rates automati cally flow through to superbills and activity records Products sold to patients 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 8 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 and total balance due from this screen You may sort this list by patient name provider 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 This will take you to the first of five 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 num
76. ftware will not support importing or exporting to or from AcuBase except within the context of upgrading from a previous version of AcuBase We highly recom mend 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 viewing 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 2 002 If you own AcuBase 2 000 or 2 001 we highly recommend that you follow the instruc tions found on our web site at http www trigram com Look for information related to upgrading from our home page and follow the directions there If you own a previous version AcuBase 2 000 or 2 001 and have purchased this new versio
77. g Out of AcuBase Standard 2 002 Chapter 3 The Main Menu The 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 More Chapter 4 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 amp Herb Pictures Finding Records Find All Deleting Records Printing Records Reports Getting Help 2 8 2 9 2 9 2 11 2 11 2 12 3 1 3 2 3 2 3 2 3 3 3 3 3 4 3 4 3 5 E 4 2 4 3 4 3 4 3 4 4 4 4 4 5 4 5 4 5 4 5 4 6 4 7 Contents 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 Chapter 5 The Vendor Information Database Vendor Information Database Overview Using the Vendor 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
78. 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 Record 5 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 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
79. he 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 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 at support trigram com to arrange for a custom printer align ment 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 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 Transaction below This takes you to the Superbill Entry screen for this transaction If you wish to print a HCFA from a su
80. ices are constantly in flux and vary by the form in which the items take powders capsules etc In addition AcuBase 2 002 does not use the vendor item numbers for vendor related patents as they may conflict with the ability of AcuBase 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 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 medications along with comments on how herbal absorption may be affected The Herb Drug Information database also contains 1 000 common medications and their herbal equivalents from the Lotus Herbs formulary Each Lotus 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 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 the regular prescription medication The indexes compare the similarities between drugs and herbs However it is important to note that the in
81. ick on a tab above to return to a different layout Date Added to AcuBase 07 15 2001 Date Modified 01 22 2002 New Patient Letter printed Click here if you wish to print another one for this patient Plan Type HCFA Line 1 Patient s Sex Line 3 C MEDICARE OMEDICAID CHAVPUS GROUP HEALTH PLAN O FECA OTHER R fom OF Address HCFA Lines 5 7 R Phone E mail Location 105 Estates Drive 510 531 9385 Home a EIN Postal Code Dakan foa pae a ee Insurance Company Name For Envelope Patient Relationship to Insured HCFA Line 6 Northstar Administrators E Self Spouse Child Other Insurance Co Address PO kioeadets Patient Status HCFA Line 8 ox C Single Married Other Employed Full Time Student Part Time Student Postal Code TET T E 98111 9110 ls Patient s Condition Related To 8 6 Using The Patient Information amp Billing Database 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 Plan Type HCFA Line 1 field 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 to More tab of the Main Menu s Preferences button As you
82. ient Progress Report is intended to be used as a form that you may send to insurance companies or other practitioners who may have referred this patient On this screen you may 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 2 002 Main Menu RE ries oreo Repo ET E al cel al cg ii 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 8 12 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 2 002 Main Men
83. ified 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 superbill is the Diagnoses section Up to four diagnoses should already be entered here from the diagnoses you had previously entered under the Medical Information or HCFA Info tabs 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 more than 1 800 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
84. ile most fields that auto 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 2 002 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 6 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 asked what type of item you would like to add to the database and will then 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 un
85. ing the supplier amount in stock amount open to buy cost and resale price Product Inventory By Category This report gives a summary of all of the items in the database sorted by category and then by Product ID number 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 inventory and the amount currently open to buy Open to Buy by Item 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 words it samma 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 reorder level the amount currently in stock according to the last time you took inventory and the amount currently open to buy 6 8 Using The Inventory Database 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 thus allowing ease in ordering supplies by allowing you to see all items that you might want to bu
86. 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 2 002 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 2 002 Main Menu E Detailed Ital Repon ID Last Name Fist Name Provider Date Status evivuuwoesuuvseesusovivsvsrubiusuvasusvuserossusevevuseussuvevseuvuvessesvusteassivUNeuestuuevevscv ssrsvsvesvesSuvlleeavesessevsrsnreseievuredyeeusussrsstisesnHeNievauieTeery Easasasennnasnnnsaneanannanannnanannannnnnannanannnnnonnnnananannnnnanannonannnnanannnanannaananannansnnnanannenannannnnnnsaannnnnannnnnannanannanannnannnanannnnnaannnnnnananndi Chief Complaint History Onset Occurrence Palliative Provocative Quality and Quantity Radiation Site Setting Timing Using The Patient Information amp Billing Database 8 11 Patient Progress Report If you choose Patient Progress Report you will be presented with the Patient Progress Report entry screen The Pat
87. is notification constitutes 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 Standard 2 002 documentation written and layed out by Jason A Luban L Ac Trigram Software LLC 1997 2002 Trigram Software LLC 16 Taurus Avenue Oakland CA 94611 USA All Rights Reserved Contents Chapter 1 Installation of AcuBase Standard 2 002 Hardware Requirements Running the installation Apple Macintosh Microsoft Windows Uninstalling AcuBase Running AcuBase 2 002 for the First Time Enabling the CD ROM Important Notes What Else Is On The CD Recovering Damaged Files Upgrades and Fixes Backing Up Your Files Registering Your Software Further Help Chapter 2 Getting Started with AcuBase Standard 2 002 About AcuBase 2 002 An AcuBase Overview Main Menu Reference Library Patient Information amp Billing Inventory Vendor Information Getting Around in AcuBase 2 002 Entering Data To Move To A Field To Move To A Record To Save Data 1 1 1 2 1 2 1 2 1 3 1 3 1 3 1 5 1 5 1 6 1 6 1 6 1 7 2 1 2 2 2 2 2 3 2 5 2 6 2 7 2 7 2 8 2 8 2 8 2 8 Contents To Add amp Duplicate Records To Delete Records To Find Records To Change Printer Settings To Change The Look Of Invoices Or Activities Quittin
88. is the same as an invoice statement It groups all invoices outstanding and paid in full by patient last name first You may also 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 State ment 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 Using The Patient Information amp Billing Database 8 35 Detailed Billing Statement as of 10 16 2000 BILLING STATEMENT FROM Jason Luban L Ac Montclair Acupuncture Associates 235 Mountain Blvd 226 Oakland CA 94611 itient Name Jason A Jones 510 654 3268 16 Taurus Avenue Oakland CA 95442 Invoice Date Procedure s Product s Invoice Totals Payments Adjustments Total outstanding 2 1 2000 55 00 10 00 65 00 55 00 10 00 3 1 2000 55 00 0 00 55 00 55 00 3 12 2000 55 00 0 00 55 00 45 00 10 00 9 17 2000 380 00 84 95 464 95 120 00 10 00 334 95 9 18 2000 0 00 90 00 90 00 90 00 10 10 2000 55 00 20 00 75 00 50 00 25 00 10 16 2000 75 00 20 00 95 00 75 00 10 00 40 00 TOTALS 675 00 224 95 99 95 400 00 40 00 459 95 The above total 459 95 is payable immediately Please remit to the address above 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 me
89. ish to add a product that is not an herb or formula and or is not already in the AcuBase database do it from the Other Items tab or add it to AcuBase s herbs or formulas database before entering that item into your inventory Choosing items from the pop up list also automatically connects them to their respective herbs or formulas database within the program Product Name This is a short name for the item you are inventorying and this field should auto fill when you choose from the Product ID pop up list Examples might be Carbo 1 5 inch needles or Yin Qiao San or if it s a raw herb that you stock the name of that herb 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 patent formula with 120 tablets and another of the same patent formula with 300 tablets you should name each something unique like 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 miscellaneous You can edit the
90. k properly if any file names or file locations are changed Installation of AcuBase Standard 2 002 1 5 What Else Is On The CD In addition to the AcuBase program files you will also find a directory called Docu ment 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 already have the program on their computer Double click on either file to run it The Herbpix tcm file may be copied into the AcuBase directory on your hard drive if you wish Most users prefer to keep this 200 Mb file on the CD as it is only accessed when you endeavor to view herb pictures from the Herbs database 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 developer 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
91. l be printing this patient s billing on a HCFA 1500 form you will also want to click on the red bordered button at the bottom of this screen or the HCFA 1500 Form Info tab at the top of the screen in order to complete other fields required by the HCFA 1500 form Using The Patient Information amp Billing Database 8 5 HCFA 1500 Form Info If you selected HCFA 1500 Entry from the More tab of the Main Menu s Preferences this is the screen you will see when you enter a new patient or view data on an existing patient in your database It may also be accessed as the HCFA 1500 Entry tab from any of the other patient data entry screens 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 screen must be filled out in order to properly complete a HCFA 1500 form EEE Billing information HCFA 1500 Form Preferences ME f 25435 Jason A Luban LAC Previous gt Next fect Number Provider Doctor Patient Patient Nelson Michael 1217 1947 1 23 36 2279 Last Name First Name amp Middle Initial Date of Birth IDAS SSA E HCFA 1500 Preferences For This Patient Ses 7 The fields below refer directly 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 on a HCFA form Cl
92. lace or refund the purchase 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 i
93. licking in the form and changing what you wish You may also create and name one custom form Note that forms may not exceed one page in length when printed Palm Setup The Palm Setup tab refers to AcuBase 2 002 s ability to be selectively loaded onto a Palm OS based handheld device To load parts of AcuBase on a handheld The Main Menu 3 7 you need to have FileMaker 5 0 and FileMaker Mobile also loaded onto your machine see http www filemaker com for further details on these programs If you have met these requirements see the Palm OS Setup section of the Frequently Asked Questions appendix in this manual for further instructions Miscellaneous At the time of this writing the Printing Options field is the only entry under this tab To change the Printing Options field simply click on it You may choose to have AcuBase give you a preview before you print anything print without a preview or preview but not actually print Accessing Reports From The Main Menu Reports N 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 pany addresses envelopes or a true report of income versus expenses related to your 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 billi
94. limited amount of informa tion You may enter an unlimited number of telephone numbers and e mail addresses for 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 To perform a find simply click on the Find Record button from any given layout If you want to find an herb be sure to perform the Find from the Herbs tab patent formulas from the Patent Formulas layout etc 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 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 Fi
95. linked to the AcuBase Main Menu s Diagnosis Preferences Upon clicking in any of the four Diagnosis fields you will see an alphabetical pop up list of all available diagnoses from your Diagnosis Preferences list These fields may already have been entered from the HCFA 1500 Form Info screen Simply scroll down to the appropriate diagnosis and click on it to automatically enter it and its related code If the diagnosis you want is not on the list you may 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 Note that all codes provided with AcuBase 2 002 are U S ICD 9 codes Using The Patient Information amp Billing Database General Medical Info DIAGNOSES Date of Diagnosis Date of lliness Injury 09701799 08 23 99 Enter Diagnostic ICD 9 Codes and Diagnoses Below Diagnosis Abdominal Pain Code 1 789 0 Diagnosis Unspecified noninfectious Code 2 558 9 Diagnosis Acute Manic Episode Code 3 296 0 The General Medical Info Tab also has a large memo field Other Medical Information where you may enter an unlimited amount of related patient medical information The Intakes amp Activities Tab The next tab the Intakes amp Activities tab allows you to view enter and print events or activities related to the patient All ac
96. lmost 3 000 records herbs formulas patent formulas acupoints herb drug interactions 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 2 002 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 Full color photos of over 200 popular Chinese herbs e Reports that print in a variety of formats including index cards and formulas with associated dosages and Chinese characters e The ability to import and export data between your favorite programs 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 have made AcuBase the standard for traditional Chinese medical reference software 4 2 The Reference Library Databases Using the Reference Library Databases The Reference Library database has been designed with an intuitive interface thro
97. may also mail this information to Trigram Software Attn Registration 16 Taurus Avenue Oakland California 94611 Installation of AcuBase Standard 2 002 1 7 Further Help Help AcuBase 2 002 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 2 002 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 For AcuBase 2 002 questions or problems start by checking the Trigram Software support page at www trigram com or contact Trigram Software LLC 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 1 8 Installation of AcuBase Standard 2 002 Chapter 2 Getting Started with AcuBase Standard 2 002 About AcuBase 2 002 AcuBase 2 002 was developed by a team of programmers from Trigram Software most of whom are also intimately involved in traditional Chinese medicine AcuBase 2 002 is the fourth major upgrade from the original best selling AcuBase Standard which included
98. me Patient s Sex gG M OF Referred By ID of Referring Physician insurance Company Name N HCFA Line 17 HCFA Line 17a Northstar Administrators Insurance Co Address Patient Classification fo PO Box 91010 Comments 8 4 Using The Patient Information amp Billing Database 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 or the HCFA 1500 Form Info 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 to More tab of the Main Menu s Preferences button 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 After that you will enter any in
99. n When you go to Form View you will notice that there are four tabs which separate items into the categories of Patent Formulas Standard Formulas Herbs and Other Items 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 2 C delp cubase Mew As ew As Reports New Delete Find Find Goto this Nain Menu Form List Record Record Record All Patent F Patent ID amp Inventory Supplier amp Cost Vendor ID e ach cost ieach retail 4003 AC O TABS 20018 f Product ID 10 00 20 00 On Superbill As gt fac Q Tabs Contact Name Andrew Gaeddert Herbalist Health Concerns Pme 4 R pmi 8001 Capwell Drive Category Purchased by the ala Country U S A a E a Comments 5 Max Amount To Keep On Hand m A 5 Amount Stocked in Bottle s 4 Amount Sold iconema asicon Emai E 1 Amount On Hand 4 Open To Buy 6106300280 Herbal Helpline C Web Address http Jinan healthconcerns com 10 10 2000 Date Modified Using The Inventory Database 6 3 Product ID Every record requires a unique Product ID or product identification number When you click on this field you will be given a pop up list of the items currently in the database to choose from If you are in the Patent Formulas tab you will see all the patent formulas in the database etc If you w
100. n and would like to bring your existing data into the 2 002 version you will need to take the following additional steps to ensure that all patient information billing preferences activities and inventory information properly imports into the new version Do a Find All for Existing Data The import of your existing Activities and Products Billed data requires that we first Find All information in each of these databases You are simply preparing the databases to be moved into the new program NOTE If you do not track activities in AcuBase and have none to move into the new database you may skip to Step C below A From with the OLD AcuBase program 2 000 or 2 001 with 2 002 closed start at the Main Menu go to the Patient Information and Billing database and select any patient Go to the Intakes and Activities tab and select one of the activities to view or create a new blank one From that Activities screen call fax whatever you will need to do a Find All to bring all records into the Activity 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 Window menu and select the Letters database From here once again do a Find All PC users hold down the Ctrl button and the letter J on the keyboard Mac use
101. nature Note that you are limited to printing 15 products on the invoice Eile Edit View Insert Format Records Commands Window Help Nin Help Superbill HCFA dew as Print Print Print Delete Retum Menu Ent 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 2 002 Main Menu 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 Using The Patient Information amp Billing Database 8 17 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 T
102. ncrease the scope of this warranty 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 Th
103. nding Records Refer to that section for 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 items in the Inventory database back into the found set click on the Find All button available from any layout 6 6 Using The Inventory Database Using the Forward Record and Back Record Buttons From within Form View s Patent Formulas Standard Formulas Herbs or Other Items screens you will see a Forward Record and Back Record button at the top right side of the screen If you have more than one inventory item in whichever tab view you are in Herbs Formulas Patents or Other Items clicking on these buttons 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 Going to Related Records From within Form View s Patent Formulas Standard Formulas or Herbs tab you may oD click on the Go to this Patent Formula Herb at top of the screen to go directly to that specific herb or formula s information in the Reference Library For instance if you are elidel looking at the Inventory record for the herb Ai Ye by clicking on the Go to this Herb button at the top of the screen you will be taken directly
104. ng 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 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 here 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 all of which are accessible from the Main Menu 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 Billi
105. ng and Patient Information database chapter in this manual 3 8 The Main Menu Getting Back to the Main Menu Return to the Main Menu at any time from any database by simply clicking on the Main Menu button at the top of the screen Attempting to open any AcuBase 2 002 data hain N base directly without using the AcuBase program executable will also give you the option Menu of returning to the Main Menu The Main Menu 3 9 3 10 The Main Menu Chapter 4 The Reference Library Databases Reference Library Databases Overview Not only does AcuBase 2 002 provide you with many great practice management tools we also want to make sure that you are the best practitioner you could possibly be That s why we ve created a full traditional Chinese medical library complete with almost 3 000 records hundreds of formulas herbs points review questions taken from state and national board exam reading lists over 500 patent formulas and related information from the top vendors in the industry and a new Herb Drug Interactions database 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 A
106. o the bottom of the list and select Edit Using The Patient Information amp Billing Database 8 19 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 Oates From To Procedures amp CPT Codes 5 16 2001 51172001 97780 Check Co pay Credit Card igen Treatment Procedures torar 250 00 a May include tax from Superbill Payments Total 180 00 Adjustments Total 70 00 128 paid by insurance TOTAL DUE THIS INVOICE Note This total does not include products View Other HCFA Details For This Patient 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 been 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
107. om 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 2 002 loaded onto your desktop you will need 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 2 002 directory and open the Mainmenu tcm file The AcuBase 2 002 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
108. or Information database Suppliers amp Inventory BA ZHENG SAN Other Formula Names M pT Aer s 7 F it Hr Eight Ingredient Powder For Urinary Dysfunction Dianthus Formula suppliers Andinventory Suppliers Of Ba Zheng San Current Inventory Patients Info About Fdd Edit andor endor Name Inventory endor Name Amount on Hand Golden Flower Chinese Herbs ee Golden Flower Chinese 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 4 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 as you see fit To duplicate a formula click on the name of the formula in View As List mode or view
109. ote that you DO NOT need to keep the CD in the computer in order to run AcuBase unless you want to view herb pictures Enabling the CD ROM The first time you access the herb pictures in the Reference Library you may need to tell AcuBase where the herb pictures database is located This file herbpix tcm is located on the CD and must remain there because it is too large to put onto most hard drives over 200 megabytes Once you have told AcuBase where to find this file it will not ask again unless you install the program to another computer NOTE If you attempt to access the herb pictures without first going through this procedure the pictures will not be available to you and you will have to uninstall and reinstall the program 1 4 Installation of AcuBase Standard 2 002 To set the path to the herb pictures database Herbpix tcm do the following 1 2 Insert the CD into your CD drive printed side up Open AcuBase From the Main Menu select the Herbs button which takes you to the herbs list layout Click on the View as Form button which takes you to individual herb information Click on the Photo button At this point if AcuBase needs you to tell it where the herbs database is it will come up with an error message stating that it cannot find Herbpix tcm which is required to complete this operation Most Macs will not have this error and you may not need to continue
110. otes 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 Date of Birth ID SSA a 03 20 1956 59 17 0234 GENERAL INFORMATION Emergency Contact Emergency Phone Bernard Stein 510 654 2888 Oakland CA 94611 Patient Classification Phone Internet Referred By Referrer ID Home 4510 653 3112 Zacharawecz Lisa MD Work 415 3645725 Insurance Plan Name State Funds Worke Employer Farella Braun amp Ma Insurance Company State Fund PO Box 7455 San Francisco CA INSURANCE INFORMATION Policy Number Fdjuster s Name rs Comp 559170234 Jamie rtel 707 573 6500 Date of Diagnosis Date of lliness Injury 07 13 2001 06 11 2004 94109 Diagnosis Pain in neck cervicalgia Code 1 723 1 Diagnosis Pain lumbar region Code 2 724 2 Diagnosis Code 3 Diagnosis Code 4 8 40 Using The Patient Information amp Billing Database 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
111. ou 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 7 4 The Insurance Company amp Referral Sources Databases 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 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 report 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 2 002 Main Menu If you wish to quit out of AcuBase 2 002
112. our 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 8 26 Using The Patient Information amp Billing Database Billing Reports What follows are summaries of each report that can be printed from the Patient Informa tion and Billing database s Reports screen 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 all 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 2004 1162 Barnes Karnella 2 7 2004 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 SHOWH HERE Product Ease The Journey Yin Ease The Journey yang Liver Dtx Back Support chronicy Traumanex Ease The Jou
113. ow 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 Delete Record 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 4 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 Records and Sorting Records above Once you have found and sorted the records you would like to include click on the Reports bu
114. 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 individual in Form View the Next Record and Previous Record buttons don t seem to work I know that I have more records to view What gives If you have more than one inventory item in whichever tab view you are in Herbs Formulas Patents or Other Items clicking on the Next Record or Previous Record buttons 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 A 8 Frequently Asked Questions Q 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 Patient Data Entry Screen field to HCFA 1500 Entry set the Default Invoice field to HCFA 1500 Form and set up the HCFA 1500 Box 24 fields to pre enter any informa tion that you use repeatedly in those fields line 24 a k on the HCFA form Once these preferences are set you can go to Patient Information and Billing from the Main Menu and when you enter a new
115. 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 available context sensitive help at every turn Getting Around in AcuBase 2 002 In the following Chapters we will document the many different functions and ways of using AcuBase 2 002 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 2 002 Menus Versus Buttons AcuBase 2 002 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 2 8 Getting Started with AcuBase Standard 2 002 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 consistent 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 th
116. perbill 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 If you 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 Return to the Patient Information screen by clicking on the Return to Patient Info button Using The Patient Information amp Billing Database 8 23 Editing or Viewing a Past Transaction After creating an invoice HCFA or superbill you may wish to return to that transaction to made edits to delete it or to apply payments To do so 1 Goto the Billing tab within the Patient Information database This will take you to the Billing Information screen 2 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 Billing MES Patient
117. 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 B 2 Technical Support
118. r Address Jason A Luban L Ac All Hours Acupuncture amp Herbs Name Company Name ACH124 16 Taurus Avenue Provider License Number eae oo 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 Number Provider Name 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 Name and Address enter your address information as you would like to see it appear on bills forms faxes etc 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 program 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 3 4 The Main Menu Note that logos may be reshaped to some extent by AcuBase in order to have them fit properly on screens and
119. resses phone numbers activities and invoices 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 as well 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 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 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 go to the Superbill Entry button at the top of the invoice screen if you are not already viewing the invoice as a superbill and then click on the View as List button From View
120. rite 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 8 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 2 002 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 2 002 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 for the a more detailed
121. rney Yin Ease The Journey yang Astra 18 Diet Astra Diet Tea Jin Gui Shen Qi Wan a b d ete ta oa NN Ne ot Tremella And American Total Product Sales Total Before Taxes Price Each Tax Each Tti This tem Sold by Bottlefs 20 00 Bottle s 25 00 Bottle s 20 00 Bottle s 20 00 Bottle s 20 00 Bottlefs 20 00 Bottle s 25 00 Bottle s 20 00 Boxes 6 00 Bottle s 10 00 Bottle s 20 00 Total Taxes 14 266 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 20 00 25 00 40 00 40 00 40 00 20 00 25 00 20 00 6 00 10 00 20 00 Total Products Taxes 266 00 Using The Patient Information amp Billing Database 8 27 General Summary of Products Sold Sorted by Product 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 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 Summary of Products Sold By Product Product Sold by Number Sold Total Before Taxes Total Amt of Taxes Ttl This Item Astra 18 Diet Bottle s 5 100 00 0 00 100 00 Astra Diet Tea Boxes 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 Bot
122. rs the Apple Command button and the letter J C Return to the Main Menu and go to Patient Information From within the Patient Information database click on the Window menu and select the Bldprdts database From there once again do the 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 Again you may not see anything happen on the screen and that s fine D Return to the Main Menu and close AcuBase Rename Files to be Imported The second major step in preparing to import existing data from your older version 2 000 or 2 001 into the latest version of AcuBase involves renaming certain files by adding the number 2 to the end of them Later AcuBase 2 002 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 A 4 Frequently Asked Questions So be sure to follow these directions as closely as possible A With AcuBase closed go to your 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 Standard 2 000 or 2 001 direc tory B Within the old 2 000 or 2 001 A
123. s Printing 8 42 To Change The Look Of Invoices Or Activities 8 43 Getting Help 8 43 Getting Out of the Patient Information amp Billing Database 8 43 Appendix A Frequently Asked Questions A 1 Appendix B Technical Support B 1 Chapter 1 Installation of AcuBase Standard 2 002 Hardware Requirements To run AcuBase 2 002 you need the following minimum hardware and software e any Macintosh with a Power PC 601 Processor or higher including Mac OS X with at least 32 MB of RAM or e an Intel compatible Pentium class 486 33 or higher computer with 32 MB of RAM e a hard disk with at least 50 MB of free memory e a CD ROM drive e Apple System 8 1 or higher Windows 95 Windows 98 Windows Me Windows 2000 Professional Windows XP or Windows NT 4 0 with Service Pack 3 or later e _alaser printer or high quality ink jet printer 1 2 Installation of AcuBase Standard 2 002 Running the installation Important Read Running AcuBase for the First Time immediately after installation Apple Macintosh To install and run AcuBase on a Macintosh that meets the above minimum requirements 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 3 Read Running AcuBase for the First Time next section Microsoft Windows To install and run AcuBase 2 002 on a Windows based machine tha
124. s amp Indications Herbs That Stop Bleeding Warms the uterus and stops blee Sorting Records 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 go to the Mode pull down menu and select Sort Adding New Records and Modifying Existing Records of information will only show a small amount of that information when printed This is the sort button While the Library defaults to sort by the point number herb name To enter a new record into any database click on the New Record button AcuBase Ss will then give you a blank record into which you may enter whatever you please New Record 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 4 5 Adding Chinese Characters amp Herb Pictures Acu
125. se items or add your 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 6 4 Using The Inventory Database 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
126. 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 KA ane 1 Select the record you want to delete by bringing it into view on your screen Delete Record 2 Click on the Delete Record button or choose Delete Record from the Mode menu 3 In the 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 In the 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 6 Sel 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 2 10 Getting Started with AcuBase Standard 2 002 5 Click the Find button on the left side of your screen To perform an AND request 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
127. ssage may be modified from the More tab of the Main Menu s Preferences button 8 36 Using The Patient Information amp Billing Database Patient Balances Summary The Patient Balances Summary report groups all invoices outstanding and paid in full by patient last name first and summarizes total amounts billed and collected by patient 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 95 490 00 95 00 499 95 Payment Summary By Date Paid This report summarizes payments by the date each payment transaction was made 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 report 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 You may also wish to enter gt 0 without the quotes in the Amount Paid field Payment Summary By Date Paid Date Paid Amt Paid Inv Paid By Adjustment Applied 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 0
128. st Payment Adjustment Ending Balance EA 271 2000 65 00 55 00 10 00 0 00 EA 3122000 55 00 45 00 10 00 0 00 E 10 16 2000 TOTAL BALANCE DUE Using The Patient Information amp Billing Database 8 13 by clicking on the blue button to 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 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 the AcuBase default you will automatically go toa 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 mod
129. 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 Note that tax percentages must be entered in decimals 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 anew 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 Billing
130. surance information for this patient When you click on the Insurance Company Name field you will see a pop up list of all companies you have pre entered in your Insurance Companies database If you do not have any companies 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 The General Information Notes section follows and includes the patient s sex referrer information and the Patient Classification field Like the Insurance Company Name field above 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 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 Finally the Insurance Verification section allows you to enter information related to if and how the patient s insurance company pays for your services Any information that does not fit the definition of the fields provided may also be entered in the Comments field above this section If you wil
131. t Name Invoice Billing Date Invoice Printed Status DIAGHOSES Click on Description to change any of the diagnoses below ICD Code Description ICD Code Description 4 726 71 Tendinitis tendonitis Achilles i 3 N 719 441 Pain in joint shoulder PROCEDURES TREATMENT MODALITIES USED Date of Service Procedure Description Code CPT Price Tax Total Price 5 16 2004 cupuncture 5 16 2001 ctivities for Daily Living addtl 15 min CA Work Comp A g ctivities for Daily Living CA Work Comp Sianoot T Acupuncture Acupuncture A Workers Comp Additional 15 Minutes CA Work Comp Basic Med Legal Eval CA Work Comp Cold packs 2 Complex Med Legal Eval CA Work Comp tax 250 00 The next section Products Bought is for products that are sold to patients Click on the Product ID 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 Using The Patient Information amp Billing Database 8 15 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 ch
132. t meets the above minimum 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 Installation of AcuBase Standard 2 002 1 3 4 Once the install completes you will be given the option of starting AcuBase 5 AcuBase creates an AcuBase 2 002 folder 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 2 002 directory 6 Read Running AcuBase for the First Time next section Uninstalling AcuBase e To uninstall AcuBase on a Macintosh simply drag the AcuBase folder to the trash e To uninstall in Windows go to the Start button Settings Control Panels Add Remove Programs and remove AcuBase 2 002 You may also remove the program from its default installed directory at C program files trigram software acubase 2 002 Running AcuBase 2 002 for the First Time The first time you run AcuBase 2 002 you will need to do one procedure to fully enable the program The purpose is to let the program know how to find your CD ROM drive so that the herb photos may be viewed properly N
133. ternal 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 2 002 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 Select the User UPR file in the your AcuBase 2 002 directory s FileMaker Extensions directory in order to build your own custom dictionary useful with all the Pinyin you may be using
134. th many of the most popular procedures and diagnoses with associated U S CPT and ICD 9 codes Determine the look of many letters and forms 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 3 2 The Main Menu Using the Main Menu Buttons To access any of the features of AcuBase 2 002 simply click on 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 FAS 1 Go To AcuPoints Cais aster movemen roug Go To Herbs common areas of the Sd de 3 Go To Standard Formulas program without the use of the mouse In any given area ae aoe eee of theyr nae ae fie 5 Go to Drug Herb Information Ctrl 5 AG ek aa ara 6 Go To Patient Information And Billing Ctrl 6 Commands menu to view T Go To Inventory Ctrl available keyboard shortcuts ae 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 pe cacheariaad howe 0 Go To Referral Sources Ctri 0 e Update from Older Version of AcuBase Mac users combine the Apple Command button with the number In the Main Menu rather than clicking on bu
135. this process if the herb picture came up without an error After the above message which may repeat itself several times AcuBase will ask where the database file Herbpix tcm resides Within that dialog box locate the AcuBase CD ROM and select the Herbpix tcm file From now on whenever you use AcuBase on this computer it will know where to find your herb pictures If you do not need to see the herb pictures you do not need to keep the AcuBase CD in the CD ROM once the program has been installed If you have over 200 megabytes of space on your hard drive and or wish to add additional pictures you may copy the Herbpix tcm file from the CD into the AcuBase folder on your hard drive For PC users this directory is located at C program files trigram software acubase 2 002 where C equals your hard drive letter 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 Remember that the AcuBase CD must be in the CD ROM drive at all times while running the program if you wish to view the herb pictures 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 wor
136. tivities are shown in list format in date order Note that activities will not print more than one page Intakes amp Activities Ms Patient Activity Record DE Date Fetion Type Status EA 8 29 99 Pending 8 29199 Office Visit Pending 8 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 five 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 To p to Patient Info 0005 wr_Jlehn chen This is a record of my call with John abo
137. tlefs 2 50 00 0 00 50 00 Eight Treasures Bottlefs 1 20 00 0 00 20 00 Liver Dik detoxification Bottle s 2 40 00 0 00 40 00 TOTALS Total Products Sold Total Before Tax Total Taxes Total Products Tax ALL PRODUCTS SHOWN HERE 22 clas DA R 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 8 28 Using The Patient Information amp Billing Database 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 97780 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
138. ton Using The Patient Information amp Billing Database 8 41 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 Wew As provider or total balance due by simply clicking on the sort button found next to each of list 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 This is the sort button While the Patient Information amp Billing database defaults to sort by 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 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 presented B
139. tton 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 Library Databases 4 7 The Formulas database also contains a Formulas amp Herbs Only report This report will print one formula per page E
140. ttons 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 2 002 You should set these preferences before you use the program extensively Click on the tabs Address Logo Money Tax Billing Codes or 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 address 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 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 Providers Click on the tabs to enter information for each provider Up to three providers may use AcuBase Provider 1 Provider 1 You
141. ture 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 4 3 View as List Mode Upon clicking on the Acupoints Herbs Formulas Patent Formulas or Exam Questions LJ buttons from the AcuBase 2 002 Main Menu all of the respective points herbs formulas patent formulas or questions in the database are sorted and presented in List Mew Fs 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 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 sho
142. u 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 2 002 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 fill in HCFA specific details for this patient s HCFA invoices Note too that EEE Patient Biling Record DE Invoice Date Total Co
143. u 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 tem 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 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 2 002 and Palm based handhelds is quite limit
144. u will be reporting on the Find 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 button or the Continue x button on the left side of the old tlic oh 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 Chapter 2 Getting Started with AcuBase 2 002 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 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 y
145. ue 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 46 00 10 00 0 00 Total For March 2000 110 00 100 00 10 00 0 00 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 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 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
146. ugh 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 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 many of the herbs also have full color pictures to make identification a snap if you have problems viewing the herb pictures please refer to the AcuBase 2 002 installation instructions 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 acupunc
147. ulated 1 Ifyou 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 If you 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 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 click on the HCFA Details button This button may be found on the bottom left side of the Billing screen Billing tab in the Patient Information database or at the bottom of any HCFA Entry Using The Patient Information amp Billing Database 8 21 screen These fields only need to be filled out once per patient and may be changed at any time To enter HCFA details for a given patient
148. 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 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 go to the Superbill Entry button at the top of the invoice screen if you are not already viewing the invoice as a superbill and then click on the View as List 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
149. ut his continuing treatment Using The Patient Information amp Billing Database 8 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 2 002 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 2 002 Main Menu Office Visit If you choose Office Visit you will be presented with the Office Visit Intake screen On this screen you have an unlimited amount of space to w
150. 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 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 1 6 Installation of AcuBase Standard 2 002 Upgrades and Fixes The makers of AcuBase 2 002 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 Backing Up Your Files The makers of AcuBase 2 002 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 2 002 as well as any and all other mission critical files that you use This is your responsibility
151. wn risk 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 2 002 completely 8 44 Using The Patient Information amp Billing Database 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 need only keep the CD in the CD ROM drive when and if you wish to access the herb pictures from the Herbs database see Enabling the CD ROM in Chapter 1 Installation of AcuBase 2 002 If you do wish to access the herb pictures frequently and you have at least 200 Mb of extra space on your hard drive you may copy the Herbpix tcm file from the AcuBase CD onto your hard drive Make sure to place it into the AcuBase 2 002 directory PC users this is C program files trigram software acubase 2 002 with C being the letter associated with your hard drive I know that
152. ws 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 Fom 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 Itis 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 card 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 Itis also useful after doing a Find to show how many records were found 4 4 ca The Reference Library Databases 4 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 F classitication Catego Action
153. y e Standard Avery labels for all items that include the amount to keep in stock and the supplier for each item e Context sensitive help at every turn Getting Started with AcuBase Standard 2 002 2 7 Vendor Information Not only does AcuBase 2 002 come with thousands of records in its Reference Library and many useful practice management tools we also have information from the top suppliers Trigram Software has been given permission from some of the world s top suppliers of herbs formulas patent formulas Chinese 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 View copyrighted information supplied to Trigram Software with permission from top vendors including Blue Poppy Herbs K an Herbs Health Concerns East West Herbs Lotus Herbs 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 Keep track of edit or delete available vendor contact information including addresses phone numbers and other info e Add edit or delete your own vendors and their related information e For each vendor view their related
154. y from a given supplier It also shows the maximum amount of that item that you would like to keep on hand the reorder level the amount currently in stock accord ing to the last time you took inventory and the amount currently open to buy 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 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 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 Once this report is printed you will want to fill in the Amount in Stock field by hand as you take inventory and then enter those values back into the Inventory database when you are done 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 s
155. 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 Click On The Button To The Left To See More Detailed Information About A Referral S View as Form ew As Form Caldwell Kenneth MD Douglas James LAc Gibson Simon PT Linson Chris PT Smith David DC 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 record to view the record as a 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 7 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 ahea

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