Installation & Getting-Started Manual
Contents
1. 2 Date From Date To Provider Diagnosis Procedure Modi Mod2 POS Amount Units Extended Payment Balance Note Entering charges for claims can be greatly simplified if you read the full version of the MedOffice User s Manual STEP 7 PROCESS CLAIMS The final step in launching MedOffice as your practice management software is to begin processing any claims that you entered in Step 5 You can process claims so that they are either ready to send electronically to a clearinghouse or you can print the claims on paper Processing claims is done using the BILLING PROCESS CLAIMS STATEMENTS command The opening screen displayed below will be blank the first time you use it E Process Claims Statements 3 Es LO x Show Completed Submission Type Status Submissions Created Al to begin processing a new batch of Type 1 You must click on the green plus sign claims using this screen 56 Fe Add Edit Claims Claim Info Required Description Submission Type General Filters Eiling Mumbers Date From Range EDI Receiver Primary Insurance Types Secondary Insurance Types I Include Sent Claims EZ 3 j E i Include Payments Tertiary Insurance Types Insurance Identifiers will check all 3 Iderts a e 2 A e M Include Payment Complete Transactions Where Claim Balance gt Save General Filters General Info Filters ef Insurance Patients Providers L2. FEE SCHEDULE COMMAND 51 E Procedure Codes E 1 F dure Cod F rocedure Code Fee Schedule ID ee NA 0 Description CPT Code Fee Schedules Charge Projected Amount or 3 Units HA Pl F Servi SEE Sl Schule write OFF Co Pay Amount or Service Type Default Service Type Modifier 1 Modifier 2 z a a Taxable Code Modifier 3 Modifier 4 Iw Print Code on Claim aj al Charge Patient Only for this Code Available In POS b A CPT Info Fee Schedule Charge Projected CoPay CoPay Type Write arr Service Type Mod 1 Mod 2 Mod 3 STEP 4 6 SET UP FEE SCHEDULES If your practice uses fee schedules they need to be set up at this time You can set up fee schedules using the SETUP CODES CPT CODES command reviewed above or you can set them up using the SETUP FEE SCHEDULES command as shown on screen below Fee Schedules E m E Fee Schedule CPT Codes Fee Schedule ID A CPT Code Fee Schedule Description aj Charge Projected t Amount or 3 Valid Date From E Co Pay Amount or 56 write OF Service Type Valid Date Throug ll le nn l Modifier 1 Modifier 2 Modifier 3 Modifier 4 Conversion Factor a ae al Sj al i aj MEN al ll pL Saye Mew Procedure Code Charge Projected CoPay CoPay Type writen Service Type Mod 1 Mod 2 Mod 3 STEP 4 7 SET UP CREDIT CARD PROCESSING CAPABILITY In order to accept credit cards from patients you must set
3. Insurance Companies Medicare Options Providers Patients b Contacts amp Addresses b Codes b Fee Schedules Customizable Lists Terms b Credit Card Processing Superbill Generator 2 Printing Margins Edi Receiver Setup IMPORTANT NOTE The following material provides a brief synopsis of how to set up each database with shots of each screen you will need to complete If you are unsure about what information should be typed into each data field please consult the complete MedOffice User s Manual which contains detailed information on every command sub command and data field This Getting Started Manual is only intended to familiarize you with the databases 40 STEP 4 1 SET UP INSURANCE COMPANIES The first database you need to set up stores information about EACH insurance companies that your medical practice bills For EACH insurance company you need to fill in the three screens accessed from the tabs at the bottom of the main screen Go to the SETUP INSURANCE COMPANIES command to launch the screens GENERAL INFORMATION TAB 1 F2 Insurance Company ID a Id lt be DI Insurance Company Name Telephone Ext Fax Number lc y gt lc Address Contact Name Email Address City E Effective Date Termination Date State Zip Code EZ CNT x Insurance Company Type P imm gt y Back Save Next General Information E INSURANCE IDENTIFIRES TAB 2 Payer ID 1787677
4. Laboratory Mame TLIA Number Address ee City State Zip Code ee ee eee Telephone Ext Fax Humber 1 E J Contact Mame Email Address SCO CONTACTS OTHER ADDRESSES ma Addresses E PE A Address ID F2 A Id lt be El Address Type Y First Hame MI Last Hame Full Mame Address City State Zip Code Telephone Ext Js Fax Number Mobile Phone Pager Humber l l Je Email Address Ei Identifier 50 STEP 4 5 SET UP CODES MedOffice automatically provides the standard Place of Service and Type of Service codes for you in its original installation However for CPT HCPCS and ICD 9 codes you have two choices e You can purchase them from Sydasoft if you need the entire code database and install them on your computer following the directions that are enclosed with the codes e If you use very few CPT ICD 9 and HCPCS codes you can manually input them If you are manually inputting codes follow this procedure SETUP CODES DIAGNOSIS CODES Input your codes using this screen E Diagnosis Codes e io Diagnosis Code Fe ld lt be El Diagnosis Code Description ICD 9 Code SETUP CODES PROCEDURE CODES Input your codes using this screen Note that this screen also allows you to create multiple fee schedules for each code in the event your practice bills using fee schedules You can also set up fee schedules using the SETUP
5. 32 3 USING THE LEFT HAND MENU SHORTCUTS The left side of the MedOffice screens shows 9 command shortcuts for the most common activities of medical practice management Click on the small down arrow button 9 to reveal the various sub commands under each shortcut a ey Reports Em oa a 4 USING THE QUICK LAUNCH BUTTON Below the main menu toolbar is the Quick Launch button that opens up a sub menu of common search functions A Quick Launch Search Claims Search Patients Search Providers Search Diagnosis Codes Search Procedure Codes El E Ea amp E Search Insurance Companies NAVIGATING AROUND MEDOFFICE Here are some quick tips about navigating through MedOffice 1 THE KEYBOARD SHORTCUTS MedOffice has many keyboard shortcuts to access the commands and make data entry easy Several of the major keyboard shortcuts are listed in the left hand shortcut at the bottom of the screen under Shortcuts 33 The table below shows the many additional keyboard shortcuts F4 Quick Patient F5 Point of Sale Fo Mew Patient F Enter Claims FO Process Claims Statements Fi0 Receivables Billing Alt s Alt m Alt r Alt i Alt 0 Alt p 2 TH E TAB KEY As in many software programs the TAB key lets you jumps from one data field to the next in sequence when you are entering data on a screen 3 TH Many screens in MedOffice have a FIND icon as shown here E
6. 67781 Carrier ID o 4346 1123 Group Mame Group ID Medigap ID 675471 Facility Code 7083563 Insurance Identifier 1 Insurance Identifier 2 Insurance Identifier 3 41 CLAIMS HANDLING TAB 3 Claims Submittal Claims to be Submitted As f Group Practice f Mon Group Claim Filing Indicator Code he at Box 24k Options Box 33 Options PIN Print Practice Information Box 31 Options Box 33 PIN Use Print Signature On File FIN Do Not Accept Assignment oA El y Back Save Next Claims Handling STEP 4 2 SET UP PROVIDERS The next database to set up stores information about each provider in your practice such as each provider s basic demographic information license tax IDs etc If your practice employs multiple providers you must enter data about each one using the six tabbed screens Go to the SETUP PROVIDERS command to launch the first tab fill in the data and click on the other tabs as shown below GENERAL INFORMATION TAB 1 re 3 a Providers Provider ID F2 gt gt al i lt lt bl te Full Title Telephone Ext ce First Name MI Fax Number Mobile Phone Zz az EE Last Name Pager Number Cj Address Date Of Birth php E mail address B State Zip Code Default Location Default Superbill Appt Length qP D Back Save Next General 1 LICENSE INFORMATION TAB 2 n Box 25 Federal Social Security Federal
7. 39 STEP 4 SET UP CRITICAL PRACTICE MANAGEMENT DATABASES c ocoooocccccnononinccnnnononacinnnnnnns 40 STEEP 4 1 SETUP INSORANG E COMPANIE S zera eene E E TES 41 STERAZDETSURPROVIDERS a cad 42 SLEPA SEAR DA TIEN a da 45 TERA SET UP CONTACTS E ADDRESSES eii 50 SEFA S ERA Cal GB os A one ee pie ee ere ener ern te ee pn ee ere nee detal 51 STEP 4 0 SETUP TEE SCHEDULE Sy iaa 52 STEP 4 7 SET UP CREDIT CARD PROCESSING CAPABILITY 52 DEP A S CREA TE SO PER aS o rn A dira 53 STEP 4 9 SET UP EDI RECEIVERS FOR ELECTRONIC CLAIMS cccssesececccnseeeeeeeneeeeeeeeees 54 STEPS TRANSFER PATIENT APPOINTMENTS sitas iia 54 5 LEP GO ENTER CHARGES FOR PATIENTS rias 55 STEP PROCESS CLATMS iaa S6 GETTING STARTED IN MEDOFFICE Getting your MedOffice software set up is easy by following these steps Note that this manual presents a step by step overview of the installation and setup process including specific screenshots of the screens you will need to complete If you are not sure about what data to enter into a screen you will find specific guidance in the MedOffice Users Manual which explains in detail every menu and sub menu command in the program and what each data field represents Note for users of Windows VISTA amp Windows 7 or 8 If you are using Windows VISTA or Windows 7 or 8 please note that Step 4 on page 13 to open MedOffice for the very first time after installing it has slightly different directions You are reminded o
8. 9 Under Users highlight the new user you created In the sample shown above the new user is Steven 10 Under Please Select a Practice highlight the new practice you created In the example above the new practice is Jonathon Middling 11 Click the Login button You are now ready to continue setting up the new practice you created MEDOFFICE NOTE ON USER ACCESS AND SECURITY Once a user is set up he or she has access to all practices created in MedOffice This alleviates the need to create the same user profile over and over again if you are managing multiple practices However you can restrict each user s access to each practice using the Access Level box on the Add Edit user screen above You can also create more detailed security levels for each user under the MANAGE APPLICATION SECURITY menu command See the MedOffice Complete User s Manual for more information about this command STEP 9 INSTALLING ANY WORKSTATIONS ON YOUR NETWORK PART I INSTALL THE SOFTWARE ON THE WORKSTATIONS Because you have licensed a multi user version of MedOffice you must repeat installation Steps 1 3 on each workstation on your network and linked to your server the first computer you installed SydaMED on which became your server You can use the same instructions as those given above in Steps 1 3 DO NOT INSTALL THE SQL DATABASE ON THE WORKSTATIONS INSTALL THE MEDOFFICE APPLICATION ONLY 29 PART Il CONNECT EA
9. FIND ICON or F2 Whenever you see this icon clicking on 1t brings up a screen where any previously entered data 1s stored sl Patient Setup DEFAULT e Patient Code EZ QU I e bo 34 For example if you are working on the Patient Setup screen shown above and you wanted to add new information for a patient whom you have already entered simply click the Find icon or F2 to bring up the Patient Search window that shows the list of previously entered patients as shown below AA Ti Search By O p Criteria Q Sr Zz e aj 15 Patients Patient Chart Last Name First Name Address City State Zip Phone i Broderick Barbara 5021 N Sixth Carlsbad CA 92008 760 767 6513 Charles Natasha 78532 North San Diego CA 92134 619 732 4676 Brown Charles 8970 East Fallbrook CA 92028 760 324 6756 Cruz Elizabeth 5015 67th Street San Diego CA 92145 858 632 4734 Gaines Naomi 6872 Ocean San Diego ca 92123 619 745 8932 Gideon Joel 80 Cliff Drive Cardiff by the Sea CA 92007 760 327 8992 Hen Kendall Henry 2031 W Street San Diego CA 192179 619 863 7347 T T T T T T Then select the patient whose data you want to change by double clicking on the person s name His or her data will automatically populate the Patient Setup screen for you to update as shown below Patient Code Pe Insurance Account Insurance Account Type Mcn 2 Id l
10. h Patient Portion Modify Overall Balance Patient Portion Insurance Portion Date First Seen Date Last Seen m N 0 00 0 00 0 00 Back Save Next General Info EJE EMPLOYER HOLD INFORMATION TAB 2 e Main Patient Code EE Insurance Account Insurance Account Type lero Default y Regular Detault Add New Insurance Acct Emolover Alert Codes COLLECT CO PAY v V Signature On File Please collect Co Pay Signature Date if Patient Type 13 Employment Status Patient Identifier 1 Full time Student Status Patient Identifier 2 MULTIPLE INS y aj t CHAMPUS 5 gt Back Save Next General Info ElEmployer T ce Additional EDiagnosis liCustom Fi Patient Code P2 Insurance Account Insurance Account Type w Qnan Regular Defaut add New insurance Acct Primary Insurance Secondary Insurance Tertiary Insurance Insurance Code Insurance Code BLUESHIELD Q Blue Shield Insurance Type Authorizatio Insurance Type Authorization Insurance Type Authorization MB Medicare v BRO1 aza Insured ID Number Insured ID Number Insured ID Number 787HY789 J1870203 Group Number Group Number Group Number ured Tne wea A Insured Broderick Robert Insured McNamara Julia Insured Rebton to nar Reston to nsured Reaton tonsured 7 V Auto Ril V Accent V Auta V Accent Auto Ril E Accept Ins Account Balance A a z
11. now in the system the Sample Practice and your own new practice such as shown below E Manage Users Click on a user below to wiew the practicefs that they can access Current Users i Practice List System Administrator SamplePractice Jonathan Middling 7 Click the Edit User icon above to bring up the Edit User screen 21 Edit User ial Username Password Practice List Allowed Practice s admin password SamplePractice Jonathan Middling First Marne Last Marne System Administrator E Access Level Iv Active Full Access r W Is Admin Current Picture Change picture to EO0OOOBAL ANA e A A IN 8 In the Password field enter a new secure password 9 Do not change the other fields on this screen 10 Click the I AM DONE wt icon to close the screen MedOffice Note Be sure to remember the password you assign to the admin account in the event you call ClaimTek for support As indicated above please reserve the admin username for support You must now create a new username for yourself STEP 8 CREATE AND AUTHORIZE A NEW USER We now recommend that that you create a new user name and password for yourself that you will use to continue setting up your practice 1 Following Step 7 the MANAGE USERS window will be on your screen or you may need to return to it by going to MANAGE MANAGE USERS command 4 Manage Users Click on a user below to
12. pronounced Sequel server which runs MedOffice s databases This installation must be done outside of the MedOffice installation wizard 1 MedOffice will automatically display the following screen 14 Configuration Wizard MedOffice Advanced Practice Manag E Current Database Server LlocalMEDOFPFICE Server Status Mot verified Refresh Status Read Me If this is your first time running the software please complete the following 2 STEP configuration wizard STEP 1 Click Here to Install the Database Engine Do this STEP only once After completing STEP 1 successfully the program will continue to STEP 2 If it doesn t click the STEP button but ONLY after the database engine setup is successful Continue to STEP 2 only after completing STEP 1 successhully STEP 2 o gt Setup Wizard 2 Click on the underlined blue type Click Here to Install the Database Engine shown on the above screen The database installation will begin You will see the following status indicator Click YES Install Database Engine J x This will install the database engine This should be performed only once Click YES to proceed with Database Engine Installation o cms 3 Next you will see the following screen 15 SOL Server 2008 Setup GANA a s E 4 The installation will be confirmed Click OK 16 STEP 5 RUN MEDOFFICE CONFIGURATION WIZARD TO SET UP THE SYSTEM AND INSTALL THE SAMP
13. t Ce Back Save Next General Info e License Info ins Ident lI Specialties HE JContacts STEP 4 3 SETUP PATIENTS Y our patient database 1s the next one you need to set up Go to the SETUP PATIENT SETUP command IMPORTANT NOTE To set up patients note that there are 9 tabs but only 5 of them are necessary to complete at this time in order to create a patient record comprehensive enough to perform your normal practice function If you prefer you can use MedOffice s Quick Patient Setup which allows you to create a patient record quickly by entering only the most basic information about the patient You can go back and fill in the remaining patient information later However it is useful to do a Full Patient Setup now for each patient in your practice GENERAL INFORMATION TAB 1 Patient Setup DEFAULT Patient Code F2 Insurance Account Insurance Account Type a 0 ab Dl Add New Insurance Acct EA First Name Middle Address Images g 3 Last Name g A City State Zip Code Nickname z Home Phone Work Phone Extension Birth Date fc Insert Patient Picture m if Mobile Phone E Mail Address Emergency Contact Info e H Name Phone Ic Birth Weight Units Driver s License State V Bill Patient Automatically Relation O Y T Inactive Social Security Marital Status eo Portion Estimated Totals for the selected Insurance Account
14. up your practice to transmit credit card data electronically for authorizations The following screen must be filled out at this time 52 fe Setup Credit Card Processing Es Credit Card Module aan Processing Module Directory C Program Piles Actve Charge Merchant Info Processor Code ee Merchant me Credit Card Module Activation Information Registered Hame pee ooo Activation Status NoT ACTIVATED Activation Code O TTE Activate STEP 4 8 CREATE SUPERBILLS If your office prefers to have customized superbills MedOffice allows to create your own using the SETUP SUPERBILL GENERATOR command displayed below SEE Ej Superbill Setup Superbill Type Select a Superbill Nu 2 A E rtve Specialty Superbill Categories Category Contents Category List Procedure Code Diagnosis Code add Refresh ql Refresh Category Order Delete Type Code Description Delete Note To create superbills you must first click on the EA button and click create new type and create new category before proceeding to create the actual superbill For detailed instructions see the MedOffice Users Manual 53 STEP 4 9 SET UP EDI RECEIVERS FOR ELECTRONIC CLAIMS MedOffice is delivered to you ready to work with the ET amp T and ENS clearinghouses and their software However you will need to install their software onto your h
15. 619 728 3782 E zA z Tax ID Business Type Time Out After minutes 12349876 LLZ Cuil take effect when program is restarted Practice Type Specialty Motice of Privacy Practices Salo Practice PODIATRY Version 1234 Bank Acct Bank Phone Extension Billing Contact 1234567590 i 321 Hing Contac First Mame MI Last Hame Practice Merchant Humber Processor Phone Extension Flee k L 456 Chester D Cubingsworth Sales Tax Rate Telephone Extension 619 982 1289 123 0 i Use New FORM CM5 1500 08 05 SE Type 2 Organizational MPI Sroup Email Address ccubingsworth msn com F g Practice Settings Ei i 38 PRACTICE PREFERENCES BILLING COMPANY INFORMATION TAB 3 Y Billing Service Information Billing Service Hame Colbert Professional Swe LLE Billing Contact Nancy Colbert Address 1234 Allcity Parkway 00 Zity State Zip Code Telephone Extension Fax CO E 71 Mobile Phone AS Email Address neolbert fakebilingcom i Website URL www Fakebilling com STEP 3 IMPORT FILES FROM OTHER SOFTWARE OPTIONAL MedOffice provides an Import module that can be used to import data if you were previously using another medical practice management and billing software program You can import a previous patient or insurance database that has been saved as Comma Separated Values Ed Import Files Import E Patiente Please select a CSY Comma Separated Yalues file containing H Pati
16. CE I 2 gt Click on Admin under Users Click on the word Sample shown in the Practice box in the center of the screen Type in the password for the sample Admin Account which is password do not type the quote marks Upon successful login the MedOffice window appears ua irr A eer ype A A hee eee ee T Cc EN y PR S 4 E MedOffice Advanced Practice Management SamplePractice Logged in admin _ E File Setup Gilling Schedule Manage Reports HIPAA Point of Sale Biometrics Window Help See a rar Enter Claims o Quick Launch ll Practice ka a we P Wr Patients wr ll Providers ka ll Insurance ka maia h Billing A Enter EM5 1500 Enter CmM5 1450 Process Claims Receivables 18 STEP 7 SET UP YOUR OWN PRACTICE You are now ready to define the first practice of your own NOTE ON THE DEFINITION OF PRACTICE A practice can be a single provider or a multi provider office that is MedOffice allows you to define a practice and then identify as many providers as needed who are all part of that same practice If you are a medical billing company managing practices and doing claims for many providers it is likely that you need to define each provider as a separate practice MedOffice allows you to define as many practices as you need but each practice set up must occur independently TO CREATE A NEW PRACTICE 1 Click FILE NEW PRAC
17. CH WORKSTATION TO THE DATABASE There is one more step that must be taken on each workstation on your network connecting the workstation to the database that you have installed on your server computer 1 After you have activated MedOffice as shown above on a workstation you will next see the database configuration wizard You do NOT need to click on the Install Database Engine link Instead click on the 2 tab at the bottom of the screen labeled SUPPORT as circled in RED below Configuration Wizard MedOffice 2010 Advanced Practice Manag E Current Database Server DocalMEDOFFICE Server Status Hot Verified Refresh Status Read Me If this is your first time running the software please complete the following 2 STEP configuration wizard STEP 1 Glick Here to Install the Database Engine Do this STEP only once After completing STEP 1 successfully the program will continue to STEP 2 If it doesn t click the STEP button but ONLY after the database engine setup is successful Continue to STEP 2 only ater completing STEP 1 successfully STEP 2 a Ta Setup Wiizar FP 2 The Support screen appears as shown below 26 Configuration Wizard MedOffice 2010 Advanced Practice Manag E Ez Current Database Server local MEDOFFICE Server Status Running Refresh Status Use this section only if instructed to do so by support or your network administrator Database Server IF you are ha
18. ETS 30 Days 60 Days 90 Days Patient Portion Estimated 1 996 00 0 00 000 00 sack save General Info insurance PAdditional EPDiagnosis WCustom Fi KB Appointme E Patient No PJMisc 46 ADDITIONAL INFORMATION TAB 4 cht Patient Setup BRO Barbara Broderick Medicare Main ola P Sr A A Authorizations El Mm gt lumpTo p Patient Code E Insurance Account aos Account Type Additional Setup More Info Provider l Co Pay Date Last Seen by PCP Bill M Netty M D 15 00 SE ia 8 x Facility Fee Schedule Recall Date FALLBROOK Fallbrook Community Hospital MEDICARE A a Referring Physician Referral Date Recall Reason DRIOHN John L Bennet OIl E es Attorney Referral By CMS 1500 Form Box 19 Laboratory a 2 E e Statement Information Supervising Physician Statement Goes To Broderick Robert Outside PCP Guarantor E Zore DIAGNOSIS SYMPTOMS TAB 5 cad Patient Setup BRO Barbara Broderick a Main hor P jE Ea B A pS Authorizations B An pr Jump To gt Patient Code Insurance Account Insurance Account Type BRO ay lt 4 b gt DI Regular Detault Add New Insurance Acct _ Permanent Default Diagnosis Date Information Diag 1 COUGH VARIANT ASTHMA Date of Last X Ray Diag 2 A Hospitalization Related to Current Services Diag 3 o From To Diag 4 Al XV y Diag X A Consultation Dates From To Symptom Informati
19. LE PRACTICE After successfully installing the database engine you will proceed immediately to the next step in the configuration wizard Configuration Wizard MedOffice Advanced Practice Manag E 3 w Current Database Server local MEDOFFICE Server Status Mot verified Refresh Status STEP 2 This step will work properly only after STEP 1 has been completed successfully SIER 2 Click Here to Setup the System and Sample Practice After completing STEP 2 exit the configuration wizard STEP 1 al Setup Wizard 1 Click on the blue type Click Here to Setup the System and Sample Practice This will install the sample practice At the end you will see a confirmation screen Click OK i You are now connected to the database server You are ready to begin using MedOffice Advanced Practice Management For login instructions click on the red help button located on the login form STEP 6 RUN MEDOFFICE AND LOG IN After you have run the configuration wizard to install the sample practice the User Login screen will appear This screen allows you to log into MedOffice s sample practice in order to create your own practice s You must log into the sample practice first before creating your own practice 17 m sy A p 4 User Login x Your 05 Windows XP Q omn G EF Flease Select a Practice Sample Username Password Refresh Login TO LOG IN TO THE SAMPLE PRACTI
20. MedOffice v2014 nedOfffce Elements of Professional PRACTICE MANAGEMENT SOFTWARE f gt Claimjek MedOffice Multi User Installation amp Getting Started Manual THIS MANUAL PROVIDES INSTRUCTIONS ONLY FOR INSTALLING MEDOFFICE 2014 IMPORTING FILES AND INITIAL SET UP OF A PRACTICE FOR DETAILS ON USING MEDOFFICE PLEASE SEE THE COMPLETE MANUAL INCLUDED ON THE CD Revised March 3 2014 MedOffice Practice Management Software From ClaimTek Systems 3943 Irvine Blvd 39 Irvine CA 92602 Copyright 2014 by ClaimTek Systems All rights reserved No part of this manual may be reproduced in any form electronic or otherwise without the expressed written permission of the owner ClaimTek Systems WELCOME TO MEDOFFICE MedOffice is a feature rich medical practice management software that efficiently and easily manages every aspect of a professional medical office operation including doctor and practice information patient information insurance company information electronic medical billing paper billing of the CMS 1500 and UB92 forms patient scheduling bookkeeping posting insurance and patient payments and credits patient billing and patient statements complete medical practice management reports and analyses HIPAA controls MedOffice is designed to meet the needs of independent medical billing practices of all sizes as well as the needs of medical offices themselves The software has been des
21. Note Be sure to check the box Is Admin if you want the new user you are setting up to have Admin privileges which include the ability to decide security privileges for other users More than one person can be Admin but if you have many users on your system it is probable that not everyone will need to be an Administrator In addition be sure to write down the password you have assigned to this new user 4 Click the AM DONE icon 5 to return to the Manage Users screen The new user information will now appear such as the screen shown below in which the hypothetical user Steven Johnson was added Manage Users Click on a user below to view the practice s that they can access Current Users Practice List System Administrator Jonathon Middling F 5 Click the I AM DONE icon xa on the Manage Users screen 6 It is recommended at this time that you log out as admin and log in again under the name of the new user you have set up Go to FILE CLOSE PRACTICE Close Practice Closing this practice will close all open forms Please make sure that wou have saved your work Continue closing this practice Ves Mo Cancel 7 Click YES to close the current practice 8 Goto FILE OPEN PRACTICE 24 4 User Login Users Your OS Windows XP 2 f Find alternate serwer admin Steven Please Select a Practice Jonathon Middling SamplePractice Username Password Refresh Losin
22. TICE The New Practice screen is shown below 5 New Practice Seles PN Practice List Practice Hame Sample Address e City State Zip Code ee eee Telephone Extension Fax Show Inactive J do Bank Account Tax ID Practice Type Business Type Make Inactive Info To add a new practice Fill in the info For your new practice then click the Add Button 10 26 2004 10 33AM 2 Fill in the requested data fields a Practice Name Address City State Zip Phone b Bank Account Enter the bank account that coordinates with your practice c Tax ID Enter your practice s tax ID d Practice Type Choose from Solo Practice Managed Care Arrangement Locum Tenens Government Practice Administrative Practice Academic Setting Hospital Owned Single Specialty Group Multispecialty Group or Underserved e Business Type Choose from Sole Proprietorship Partnership LLC Corporation or Professional Association 3 Click the green a icon to save your data The screen will remain so you can edit the data if necessary 19 1 A Click the I AM DONE icon xa to close the screen OPEN THE NEW PRACTICE You now need to change from the Sample Practice supplied with MedOffice to the new practice you have just created For example assume you have created a new practice for Dr Jonathon Middling Follow these steps to change 1 Click FILE OPEN PRACTICE You will see th
23. Tax ID EIN Tax LD Number 212 12 1212 123456 SSN EIN NPI UPIN 89123 78712778 Specialty Taxonomy Code State License Number TAXON1 HY7873213 DEA Number Location Number 1890388 V Signature On File INSURANCE IDENTIFICATION TAB 3 Pro E Ela Insurance Code PIH GrouplC e Back Save Mext Insurance Code Description PIN Group ID senera Info fe iLicense Info LAJins Ident Specialties llazjaddresses BEJContacts 43 SPECIALITY TAB 4 A Providers O x Primary Specialty Specialty Certi er Certified Date po aj jiz 4 2004 r PEDIATRICS Secondary Specialty Specialty Certi er Certified Date Oooo A TES A Other Specialty Specialty ertifier Certified Date aj jiz 39 2004 ale Back Save Mext ceneral Info fe JLicense Info ins Ident Specialties l zjaddresses BEJContacts ADDRESSES TAB 5 2 Providers Primary Address Address Type Address Secondary Address Address Type Address City e gt Back Same Hext seneral Info Ne License Info Uins Ident Specialties amp Addresses HEContacts 44 CONTACTS TAB 6 ko las Primary Contact Contact Type Contact Name A al Main Phone Mobile Phone Pager TOO O E mail address of Secondary Contact Contact Type Contact Name Main Phone Mobile Phone Pager Fax O 10 EE O E mail address T
24. aat tang N E N ete a TAN S ates ene eats teeta ae tere E tas aes dase 13 STEP 5 RUN MEDOFFICE CONFIGURATION WIZARD TO SET UP THE SYSTEM AND INSTALE TAESAMEDE PRACTICE ic AA kaeon eee aes 17 SLEPO RUNMEDOFFICEAND COG IN seas ene eee AA 17 SIEP T SEFUPFYOUROWNPRACIK Patada 19 STEPS CREATE AND AUTHORIZE ANEW USER osas 22 STEP O INSTALLING THE WORKS TAHON S tai A 25 PART I INSTALL THE SOFTWARE ON THE WORKSTATIONS occon 25 PART IT CONNECT EACH WORKSTATION TO THE DATABASE cscccccceseecceceneeeeeeeeeseeenaeeees 26 AQUICK TOUR OF MEDOJFFTCE vis dcscsssssscastcacwessssccuustessedersvacccwstensnsdecadevacsesdacedusbasssetensbeetsvesssesseece 31 USEING MEDOFRFICECOMMANDS yasti a e es 32 USING THE TOP LEVEL TOOLBAR ti di as 32 2 USING THE TO PAGE VET TC ONS as 32 J USING THE LEFT HAND MENU SHORT CUTS icici costed Sha ieee T a 33 4 USING THE OUICK LAUNCH BUTTON inensis cates A ci 33 NAVIGATING AROUND MEDOPEIC Pie 9 osha ontmaus dines ES 33 THE KEYBOARD SHORE COT Sax wrk vuccs dams A A id 33 2s LH LADO sgl E E DG eit dx Gy aun A Leona es 34 IA HE PINDICON OFF 2 AR AS a a 34 4 SAVING DATA AND EXITING SCREENS iii A aS 35 Oe dE PA ELA EN a 36 SEVEN ADDITIONAL GETTING STARTED STEPS oooocccccccccccncnonoccncnicicnininionononacononoccccccncnnncccccccinos 36 SLEPT SETUP YOUR PRACTICE cese e a 36 STEP2 ENTER YOUR PRAC HCE PREFERENCES sica lla dad 38 STEP 3 IMPORT FILES FROM OTHER SOFTWARE OPTIONAD ooooocccccncnnnoccnnnononoccccnnononacinnnonnns
25. all in the Control Panel then select the Exceptions Tab at the top then click on ADD PORT You will see the following screen Add a Port Use these settings to open a port through Windows Firewall To find the port number and protocol consult the documentation for the program or service you want to use Name Port number e TCP What are the risks of opening a port Change scope 30 b In the first field NAME type SQL SERVER FOR MEDOFFICE then in the Port Number field enter the number you wrote down in Step 5 Select TCP radio button then click OK c You must now add another port required by MedOffice so from the Exceptions Tab click ADD PORT again then in the first field NAME type SQL SERVER BROWSER FOR MEDOFFICE then in the Port Number field type 1434 click UDP then OK If you still have problems connecting to your server please contact your system administrator for additional assistance 4 After clicking the TEST button you will see a message indicating test successful Click OK Verification P i 1 Verified the server lt SY DADEV gt For the application lt Medoffice hi o 5 Next click the Eee button to confirm that the workstation is connected to the server you are using to run your MedOffice database You will see a confirmation window Click OK System Change Jj You are now connected to the Following server SYDADEY l l xE 6 Close the entire Configur
26. alled Sample already listed in the box for Practice List Follow the instructions below to create your own new practice and all additional ones TO ENTER A NEW PRACTICE 1 Enter the following data into the data fields f Practice name enter the name of your practice g Address enter the street address h City State Zip Code 1 Phone Extension j Fax k Bank Account enter your bank account number which is used for accounting purposes 36 l Tax ID enter your practice s tax ID m Practice Type Choose from Solo Practice Managed Care Arrangement Locum Tenens Government Practice Administrative Practice Academic Setting Hospital Owned Single Specialty Group Multispecialty Group or Underserved n Business Type Choose from Sole Proprietorship Partnership LLC Corporation or Professional Association 2 Click the green icon then click the I AM DONE icon After entering a new practice 1t takes a brief time for MedOffice to set up a database for the practice When ready the practice name appears in the small window on the left called Practice List 3 Go to FILE OPEN PRACTICE Upon initiating the command a message window will appear requiring you to confirm that you want to exit the practice you are already in before opening another practice Open Practice To begin working with a different practice you will be logged out of this practice and all open forms will be c
27. ard drive to be able to use them You can also file claims directly to Medicare BlueCross and many other insurance carriers without going through a clearinghouse To do this you must set it up each Electronic Data Interchange EDI receiver using this screen Note Check the EDI 5010 box if that format 1s required by the clearinghouse P EDI Receiver Setup trucos Tp Interchange ID Application Code Receiver ld Gaig House Name Interchange Type o Address Interchange ID City Application Code Ls Zip Submitter Id Phone Extension Entity Type Fax Contact Email Website Blind rs You need to fill in this screen and the other tabs as directed by your clearinghouse STEP 5 TRANSFER PATIENT APPOINTMENTS The next step in setting up MedOffice 1s to input all your current patient appointments The Patient Appointment Screen is accessed from the SCHEDULE SCHEDULE APPOINTMENTS command displayed below 54 ES Daily Schedule Options f Show Providers None i Show Resources Rooms M Include Waiting List Sun Mon Tue Wed Thu Fri Sat 27 26 ts 1 Z 3035 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 3 24 25 26 27 8 29 30 1 El 3 4 5 6 7 Today 9 4 2006 Appt Color Legend Before transferring any existing appointments you might first want to identify the Resources and Rooms that your practice uses in case you have multiple providers or a single provider us
28. ation Wizard screen using the x icon Note You must repeat Step 9 Parts I and II for each workstation in your multi user setup A QUICK TOUR OF MEDOFFICE You will quickly become familiar with using and navigating MedOffice because it is designed to be user friendly and intuitive The MedOffice Complete User s Manual explains in clear terms each menu command and sub command that controls the use and navigation in MedOffice However to assist you in becoming familiar with the basic operation of MedOffice here is a quick tour around the main window 31 File Setup Billing Schedule Manage Reports HIPAA PointofSale Biometrics Window Help N Quick Launch qe USING MEDOFFICE COMMANDS MedOffice offers several ways to access commands and navigate around the program 1 USING THE TOP LEVEL TOOLBAR As with most software MedOffice utilizes a top level menu toolbar that contains all the major commands of the software You can easily access all functions of MedOffice through this toolbar a ii pP a p L De iit E E p J A MedOffice Advanced Practice Management SamplePractice Logged in admin File Setup Biling Schedule Manage Reports HIPAA Pointof Sale Biometrics Window Help 2 USING THE TOP LEVEL ICONS Many basic MedOffice functions can be accessed via the icons at the top of the main JN iD a ee By hovering your mouse over each icon for a few seconds a label appears identifying the icon
29. ave an update to Windows Installer you will also see the following screen Click ACCEPT ES MedOffice Setup E For the following components Windows Installer 4 5 Please read the following license agreement Press the page down key to see the rest of the agreement MICROSOFT SOFTWARE LICENSE TERMS MICROSOFT WINDOWS INSTALLER VERSION 4 5 These license terms are an agreement between Microsoft Corporation or based on where pou ive one of its affiliates and you Please read them They apply to the software named above which includes the media on which you lrecelwed it if any The terms also apply to ne View EULA for printing Do you accept the terms of the pending License Agreement IF you choose Don t Accept install will close To install you must accept this agreement 3 Next you will see a progress bar for the installation of NET MedOffice Setup E Installing WET Framework 3 5 SP1 Microsoft Windows Please wait while Setup configures the components This might take several minutes Cancel m 4 Next you will see the progress bar for the installation of Windows Installer F MedOffice Setup Installing Windows Installer 4 5 Cancel 5 Now you must reboot Click YES ES MedOffice Setup TO Setup must reboot before proceeding Choose Yes to reboot now or No to manually reboot later 6 Upon reboot the process of
30. e following prompt Open Practice To begin working with a different practice you will be logged out of this practice and all open Forms will be closed Continue logging out of this practice Yes Mo Cancel 2 Click to close the Sample Practice 3 The User Login screen will automatically appear 4 Highlight the admin icon then highlight your new practice under Please Select a Practice Next type in the password which remains password until you set up a new password which will be explained below Click the Login button which will become active after you type in the password 4 User Login Users Your OS Windows XP E Sania Find alternate server Please Select a Practice Jonathon Middling SamplePractice Username Password Refresh Losin 5 We recommend that at this point you change the password for the admin account and reserve this user name for support from Sydasoft You will create a new user name in Step 9 explained below To change the password click on MANAGE MANAGE USERS command 20 J Application Security 8 Post Data To QuickBooks You will see the following screen Manage Users Click on a user below to view the practicels that they can access Current Users Practice List System Administrator Under Current Users click on System Administrator and you will see that the Practice List workspace will show the two practices
31. ee then Nest Othenvise click Cancel CLAIMTEK SOFTWARE LICENSE AGREF THIS AGREEMENT the A greement is hereby entered into between ClamTek Systems the Licensor pone E this 1 Licensed Program This is a license agreement between You and Licensor with respect to MedOffice Version 2014 the accompanying C I Do Not Agree 3 The Customer Information screen will appear Type in the user name you desire and your own company name Note the User name and company name here are for purposes of indicating who owns the MedOffice software The user name does not correlate with telling MedOffice which people in your office can use the software Once MedOffice is running you will be able to identify those people who may use MedOffice ee E mi 1005 20174 ClumTek Epriens Al does ret nad Enter your name and company or organization in the box below The installer will use this information for subsequent installations Mame Your Hame Organizatiory Your Mame or Company Enter your serial number below The installer will use this information for subsequent installations Serial number 4 On the same screen shown above enter the SERIAL NUMBER on your CD copy of MedOffice This authenticates your ownership of the software Then click NEXT 5 Also click one of the two buttons Everyone or Just Me to indicate who can use MedOffice on this compu
32. ents Info to Import Insurance Status Waiting until file selection is complete Patients Patient tst A Mothing Selected Import Patients To learn how to import files see the separate IMPORTING DATA INTO MEDOFFICE manual and contact Sydasoft for more information 39 STEP 4 SET UP CRITICAL PRACTICE MANAGEMENT DATABASES This step involves creating the databases needed to perform practice management and do medical billing This includes setting up your databases for each of the following 1 Insurance Companies each insurance company that you bill 2 Providers each provider in your practice 3 Patients each current patient of your practice 4 Codes the various codes that are used to for patient management and billing such as the CPT ICD 9 Place of Service codes and Type of Service Note MedOffice provides standard POS and TOS codes for you in its installation You must purchase the CPT HCPCS and ICD 9 codes 1f you need the entire code database or you can manually input only those codes you most frequently use in your specialty 5 Contacts and Addresses for labs and other entities your office deals with 6 Fee Schedules If your office uses fee schedules these must be entered during the setup process 7 Credit card processing information 8 Resources amp Rooms used for scheduling patients All of these databases are created using the SETUP menu command largely in the sequence shown below _
33. f this again on p 13 INSTALLING MEDOFFICE MULTI USER VERSION STEP 1 INSERT THE CD INTO YOUR DISK DRIVE Once you insert the CD into your drive your computer should recognize it and begin launching the installation Note If your drive does not automatically begin the installation process open Windows Explorer not Internet Explorer and navigate to your CD Drive and click on it to view the files on the CD You will see a file called Setup exe Double click on it to launch the installation wizard 1 MedOffice is written using Microsoft s NET pronounced dot net platform which your computer may already have installed from other software you have MedOffice will automatically detect if you need to install NET if so you will see the following prompt Click ACCEPT If your computer already has NET you will not see this prompt and you will proceed automatically directly to Step 2 MedOffice Setup For the following components NET Framework 3 5 SP1 Please read the following license agreement Fress the page down key to see the rest of the agreement MICROSOFT SOFTWARE SUPPLEMENTAL LICENSE TERMS MICROSOFT NET FRAMEWORK 3 5 SP 1 FOR MICROSOFT WINDOWS OPFRATING View EULA for printing Do you accept the terms of the pending License Agreement If you choose Don t Accept install will close To install pon must accept this agreement 2 In addition 1f your computer does not yet h
34. he MedOffice icon on the desktop for the first time DO NOT DOUBLE CLICK TO START THE APPLICATION YET You must Right Click on the MedOffice icon on your desktop You will see the following menu options and you must click on Run as administrator Once you start the application as Administrator you can successfully proceed with these next steps of the installation process 13 _ CO y Open Open file location Run as administrator Pin to Start Menu Add to Quick Launch Restore previous versions Send To gt Copy Remove from this list Rename Properties MedOffice Note To run FILE commands below you must start MedOffice as administrator not the same as being the admin user in MedOffice To start MedOffice as Administrator you must right click on the MedOffice icon on your desktop rather than double clicking on the icon and select Run as Administrator You must run MedOffice as administrator to run the following commands Add New Practice Select Database Server Backup Restore Database Maintenance Import Files Import Codes In addition if you are using MedOffice on a network the above functions must be performed using the main machine or server where the database is installed You cannot access these functions successfully from a workstation Several of the functions above are disabled in the DEMO version Now in this remainder of this step you will be installing the SQL
35. igned to be easy to learn with an attractive intuitive user interface that offers many keyboard and mouse shortcuts to facilitate the work of users at all ranges of experience This manual is the guide to installing MedOffice as well as an overview of the basic steps needed to set up a practice and the databases required for practice management and medical billing Throughout the manual are various tips about using the software and practice management inside special feature boxes entitled MedOffice Note MedOffice Note This manual contains only the necessary information to install MedOffice and begin using the software at a level enough to create your first practice MedOffice also provides a Complete User s Manual created to explain each and every menu command and data field in the software Be sure to consult the Complete User s Manual for detailed instructions on using all menu commands TABLE OF CONTENTS GETTING STARTED IN MEDOFFICE iisisccecccdeesssecsosessacsasaasdsscucsasavonapedeebessedsosasdesssavscssessescdsasncancessens 5 INSTALLING MEDOFFICE MULTI USER VERSION cccssscscececceccecccccccccceceesssssscses 5 STERIINSERTTAHECDINTOYOUR DISK DRIVE suda 5 STEP2 BEGIN THE INSTALLATION OF MEDOFFICE cuicos aii 8 STEP 3 RUN THE INSTALLATION WIZARD FOR MEDOFFICE cocooooccccnnnnnnccncnnnononacnnnnononanccnnnnnnns 8 STEP 4 RUN MEDOFFICE CONFIGURATION WIZARD TO INSTALL THE DATABASE SERVER AE ge Sete ns N
36. ing multiple rooms Use the E Resources button at the top of this screen to set up your resources Once you have done this you can then transfer any patient appointments you currently have STEP 6 ENTER CHARGES FOR PATIENTS The next step in preparing MedOffice for full use is to enter any current charges for patients One approach is to enter only charges from this day forward so that you can avoid double billing for past charges that you have already logged Entering charges is done from the BILLING ENTER PROFESSIONAL CLAIMS screen displayed below a Es Claims Master Use F2 to Search Past Claims Set Default Date Bill To Current Balance l 0615 2008 E Patient Total Charges Primary Insurance Insurance Acco Mothing to select Total Payments mj E Secondary Insurance Show All Last Payrnent Date m E Tertiary Insurance Select Mark Mew e Patient Portion Payment Statu ae eee Insurance Portion E Pending E Completed Walk Ins Portion alkout oa Discount Patient Code Insurance Acct Date Created Provider Co Pay Ql I cise if Y Billing Humber Facility Location Search by Bill Date From Date To Procedure Code Amount Units Detail es JA 4 E a lt lt Patient 8 oem A 1 Provider Diag Diag 4 7 a i ooo aj aj I ae EPSDT Claim Box 24K Est Patient Portion 4 Print Gn Claim et eee i Claim CT Save Options Read Add Edit Hote
37. installing MedOffice will continue automatically with the following screen If you do not see this screen you can manually restart the MedOffice installation by going to RUN and clicking on the setup exe file Windows Installer f Preparing to install Cancel STEP 2 BEGIN THE INSTALLATION OF MEDOFFICE 1 Once the installation process begins you will see the following prompt Click NEXT MedOffice v2014 Elements of Professional PRACTICE MANAGEMENT SOFTWARE fe Claimyjek Cancel STEP 3 RUN THE INSTALLATION WIZARD FOR MEDOFFICE 1 Following the installation of the Net framework above the MedOffice installation wizard will automatically start You will see the following screen Click NEXT O 1005 2014 Cam Tik Spsiares All rights reserved The installer will guide you through the steps required to install MedOffice 2014 on pour computer WARNING This computer program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law 2 The MedOffice License Agreement screen will appear Click the button for I AGREE then click NEXT Es g Claimie a Unlozk To pigmite 2115 2114 Claintek Epriems Al nights ramel Please take a moment to read the license agreement now IF you accept the terns below click I Agr
38. l updates to the NET Framework Can cat lt Ba E k 12 9 You will return to your Windows desktop where you will see the MedOffice icon installed on your desktop This is the MedOffice program icon on your desktop EJER MedOrfice 9 In addition MedOffice will be added to your START PROGRAMS list of programs under the program group ClaimTek Systems ae Medorfice E Medoffice Getting Started d e Med rice Manual fay ClaimTek Systems a Med ffice Removal Instructions STEP 4 RUN MEDOFFICE CONFIGURATION WIZARD TO INSTALL THE DATABASE SERVER Before you can begin using MedOffice you must set up your computer to be a database server for the software This simply means that your computer is equipped to handle the large potential database that you will need for all your data Don t be confused by the word server This only means that if you have a network of other computers hooked up to your computer via hard wire or wireless communications they will use your computer as the central database All workstations must use the same database otherwise the data will be out of synchronization This step depends on whether you are using Windows XP Windows VISTA or Windows 7 or 8 e For users of Windows XP double click on the MedOffice icon on your desktop to launch the program e For users of Windows VISTA Windows 7 and 8 you must do the following first When you install MedOffice and see t
39. losed Continue logging out of this practice Yes Mo Cancel 4 Click YES to log out of the existing practice You ill see a new window displaying the new practice in this sample Dr Thomas H Matte 1 User Login Users Your C5 Windows XP FA P Find alternate serwer Please Select 4 Practice SallyiMan Username Password Refresh Loain 5 Log on as admin Once you are logged into your new practice you can create new users who do not have admin privileges by going to the MANAGE USERS menu To log on as Admin the default password is password without the quote marks Click LOGIN which will be active 37 STEP 2 ENTER YOUR PRACTICE PREFERENCES Go to FILE PRACTICE PREFERENCES where important data about your practice needs to be filled in as soon as possible once you create a new practice This menu command has 3 tabbed screens but only tabs and 3 are important to fill in now EDIT PREFERENCES PRACTICE SETTINGS TAB 1 Some of the data on this screen will already be populated from the NEW PRACTICE screen but you need to enter any remaining data not already populated Edit Preferences Practice Mame HIPAA Information Privacy Officer Address COS Main Street First Marne MI Last Mame Chester Cubingsworth City State Zip Code Telephone Extension isan Diego cA z012 619 982 1289 123 Telephone Extension Fax Additional HIPAA Priva 619 982 1289 l123
40. nd select the OFF radio button This will temporarily disable your firewall so you can test the connection You will be able to turn your firewall back on in a few moments e Inthe case of commercial product firewall such as Norton or McAffee refer to the user guide to learn how to temporarily shut down your firewall 2 Return to your workstation and begin PART II again Click TEST to verify that your workstation can connect to your server If you cannot connect to your server at this time you may need to further troubleshoot other network problems unrelated to MedOffice Please contact your network administrator before calling us for support 3 Once you can connect to your server with the firewall disabled you can re enable your firewall and follow these steps to allow your firewall to connect to MedOffice Note The following steps should be done by your system administrator Determine which port your server is listening on by doing the following Start the configuration manager from the start menu by selecting Start gt All Programs gt Microsoft SQL Server 2005 gt Configuration Tools gt SQL Server Configuration Manager Select SQL Server 2005 Network Configuration from the list File Action View Help SOL Server Configuration Manager Local aa Taki a Services f Protocols for MEDOFFICE SOLA Native Cian ras 28 Bele File Action View Help RA SQL Server Configuration Manager Local Protocol Mar
41. ne l SQL Server 2005 Services Shared Memory Enabled E 4 SQL Server 2005 Network Configuration Named Pipes Enabled E 9 TCP IP Enabled VIA Disabled I r mrm LA ee T l l N C Protocols For MEDOFFICE Wi or ation Er SOL Server Configuration Manager Col File Action View Help i SQL Server Configuration Manager Local Protocol Mame 3 SOL Server 2005 Services Enabled Els al Server 2005 Network Configuration affied Pipes Enable i TCP IP Enabled Disabled OFF 4 Select TCP IP in the Enabled Protocols section shown above and click Properties A new window will appear such as the following 29 TCP IP Properties Protocol IP Addresses E Yes Enabled Po IP Address 10 0 1 59 TCP Dynamic Ports T TCP Port Active Ves Enabled Mo IP Address 127 0 0 1 TCP Dynamic Ports T TCP Port TEF Dynamic Ports TCP Fort Active Indicates whether the selected IP Address is active 5 Write down the number that appears in the field on the TCP IP screen for your computer Your port number may not match the number shown above Write down the number shown on your screen not the one above 6 Now return to your Control Panel and click on Windows Firewall or if you are using Norton McAffee or another firewall product find out how you can indicate exceptions to the firewall For Windows Firewall you allow exceptions as follows a Click on Windows Firew
42. nt Paper Print To File Generate Claims Print ANSI File Pta lt gt W ah BusinessObjects 6 Choose between printing paper claims print image or ANSI file The latter two are required for submitting claims electronically to a clearinghouse 7 Click S2t ls to generate the claims The first claim in the batch will appear On your screen Print Paper 8 Click to print the claims either to File or to Paper End of basic Tutorial 58
43. ocations Patient Types fa Filters 2 Processing claims requires you to identify which claims you want to group together and process As shown on the screen above you can filter a group claims by billing numbers dates or insurance types or you can use no filters and process all claims that you have entered so far Note MedOffice has many other filters that are available on the tabbed screens that follow this one above For detailed instructions on filtering batches of claims by provider insurer patient etc see the MedOffice Complete Users Manual 3 Once you are done applying filters to determine which claims will be in this batch for processing you must click on the TRANSACTIONS Tab shown at the bottom of the above screen to bring up the Find Transaction screen shown below GS Add Edit Claims Balance 0 00 Find matching transactions Transactions O CDI Bill Mo Detail ID Gate From Proc Patient Code Patient Primary Bill Primary Secondary Bill Secondary Tertiary Bill Tertiary Charge Find matching transactions 4 On this screen you must now click on the gt button MedOffice will now find all claims not yet processed that match the filters you have applied 5 Once the claims are found click Print Export screen on the Add Edit Claims screen to bring up 57 E Print Export Claims Include Claims w Balance Output Type dal Paper Claims 0 gt 01 i Pri
44. on G lt F Sh seal i Sees Patient Unable to Work in Current Occupation XV From To Similar Symptom Type Similar Symptom Date J _ _J_ E Worker s Compensation Accident Information Accident Type State Date of Accident Retum To Work Type Retum Work Date eet 2 E _ Employment Related _ Emergency mi Back Save Next 47 CUSTOM FIELDS TAB 6 Note This tab is optional only needs to be completed if you are requesting patients to provide personal information not normally requested in standard practice management Ai Patient Setup BRO Barbara Broderick Medicare Main d Patient Code Insurance Account Insurance Account Type F2 BRO a id lt t gt Dl Default Regular Detault Add New Insurance Acct After updating custom fields click save Name Data Type DATA gt Favorite Balloon Color Yellow Text Second Address CA Mother s Maiden Name Text Additional Phone Number Note Text e B gt Back Save Next General Info WEJEmployer ar SP Additional Diagnosis Custom Fi ie Appointme Ef Patient No Pe Jiulisc APPOINTMENTS TAB 7 Note This tab is optional and needs to be completed ONLY 1f you are making an appointment for this patient at this time Otherwise you may skip this tab during the setup process Patient Code F2 Insurance Account Insurance Account Type moo OO QN perut v Regular Derat aad New Taware Ace JL 4 June 2010 Sun M
45. on Tue Wed Thu Fri 30 31 1 2 3 4 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 __ Today 6 5 2010 48 NOTES TAB 8 Note This tab is optional and needs to be filled out ONLY if you have notes about this patient Em Account Insurance Insurance Account Type ES Oct 26 2004 10 52AM Ez o amp e New Cancel Refresh Dictate Back Next B General Info EJEmployer Hold Info Insurance Info EB Additional Info PDiagnosis Symptoms yCustom Fields KB Appointments EP Patient Notes P Misc MISC TAB TAB 9 el S42 AN F2 Patient Code Insurance Account Insurance Account Type Regular Default 8 e lt 1 00 Create a New Add new insurance Acct J General Info lig Employer Hold Info g Insurance Info Additional Info Diagnosis Symptoms Custom Fields lfAppointments E Patient Notes Ae Misc 49 STEP 4 4 SET UP CONTACTS amp ADDRESSES In addition to data about your providers insurance companies and patients there may be other contacts whose data needs inputting at this time This includes labs attorneys and others You can focus on only those contacts and addresses that are critical at this time Go to the SETUP CONTACTS amp ADDRESSES command and fill in the following two screens CONTACTS LABS Use this screen to input data about any labs you use and or bill Laboratories BEE Laboratory ID Fe La A AS ee
46. r topic E MedOffice Complete Manual a E gt 23 Hide Locate Back Forward Refresh Primt Contents Index Search Type in the keyword to fnd TABLE OF CONTENTS Past claims for a patient WELCOME TO MEDOFFICE Patient account To view cumulative patient summary Patient appointment history TABLE OF CONTENTS Patient appointments Send email reminder Patient balance INTRODUCTION ee GENERAL NOTES ABOUT MEDOFFICE Activities tab El HELP KEY R T SIX WAYS TO NAVIGATE IN MEDOFFICE mah METHOD 1 USING THE TOP LEVEL COMMAND TOOLBAR Patient notes METHOD 2 THE QUICELAUNCH MENU Patient payments METHOD 3 THE TOP LEVEL ICON SHORTCUTS Marking complete METHOD 4 USING THE LEFT HAND MENU SHORTCUTS eas y j bl cad METHOD 5 THE KEYBOARD SHORTCUTS State A METHOD 6 JUMP TO BUTTONS ar paion deis USING THE TAB EEY TO MOVE AROUND DATA ENTRY FIELDS Patient relationship to insured THE SEARCH f FIND ICON OR F4 Patient setup THE ARROW SHORTCUTS CHAMPUS patient THE SAVE AND I AM DONE ICONS _ Defining custom fields HIDING THE TOOLBAR OR LEFT PANE OPENING MULTIPLE WINDOWS AT A TIME Display TILING MULTIPLE WINDOWS AT A TIME SEVEN ADDITIONAL GETTING STARTED STEPS In addition to installing MedOffice and setting up your first practice here are some additional steps to take when you are just getting started for the first time using MedOffice STEP 1 SETUP YOUR PRACTICE The first time you use MedOffice you will see an existing practice c
47. t be El Default Regular Detault Add Mew Insurance Acct 5 First Name Middle Address a A o Images Last Name Menam city State Zip Code Nickname l a I Home Phone Work Phone Extension Birth Date Insert Patient Picture Mobile Phone E Mail Address Emergency Contact Info 42 years O months juliachemail com Mame Low Sex Social Security Marital Status l Phone Female F Divorced e fo Birth Weight Units Driver s License State Bill Patient Automatically Relation 8 3 Pounds E ca meri Father Patient Portion Estimated Totals for the selected Insurance Account Patient Portion 147 10 Ins Portion 209 90 Modify Overall Balance Patient Portion Insurance Portion Date First Seen Date Last Seen gt 357 00 147 10 209 90 i 27 2004 el 23 2004 Back Save Next General Info ae Employer a I PAdditiona Ee Magnosisf irish ustom Fi Ira Appolntme Ex Patient Mo de Misc 4 SAVING DATA AND EXITING SCREENS Many data entry screens in MedOffice show two icons at the top of the screen The SAVE icon Clicking this icon saves the data you entered on the window or screen 35 F o y The I AM DONE icon Clicking this icon saves and exits the window or screen 5 THE F1 HELP KEY The Fl key can be used from any screen in MedOffice to access the Help System screen where you can use the Index to find the instructions about any functionality o
48. ter Note Clicking on one of the buttons here is only for purposes of telling Windows whether to allow anyone logging onto your computer to have access to MedOffice or only make it available to your personal log on 10 F AMPARA b ll Unlok Four PFolentia da Claimjek 195 2114 Clalntek Eprlems Al igis nevera The installer will install MedO fice 2074 to the following folder To install in this folder click Next To install to a different folder enter it below or click Browee Folder C Program Files xEB Clain tek Systemes Med fice 2074 Browse Disk Cost Install MedOffice 2014 for yourself or for anyone who uses this computer Evenone C Just me 6 Confirm the installation by clicking NEXT 9 MedOffice 2014 t E v2014 1905 2814 CluimTok Sprtems Al rights reserved The installer is ready to install MedOffice 2014 on your computer Click Next to start the installation 11 7 You will see a progress screen Please wait until the installation 1s completed 1906 2114 Claintek Eprtoms AR rights reserved MedOffice 2014 is being installed Please wait A AAA 8 Click CLOSE when the installation is complete J MedOffice 2014 WedOitce 1005 2114 CisinTek Systems AF rights reserved v2014 MedOffice 2014 has been successfully installed Click Close to exit Please use Windows Update to check for any critica
49. view the practicels that they can access Current Users Practice List System Administrator 2 Click on the icon to bring up the Add User screen as shown below 22 gt 4 Add New User Practice List Allowed Practice s SamplePractice IROCODAL ANA TESTY YT Enter information for the new User you are setting up d Z Username Enter a brief User Name which could be a nickname First Name or any name of your choice This name will appear on the sign in window whenever you log onto MedOffice Password Enter a new password for this user First Last Name Enter the first and last names of the user Access Level Use the pull down menu to select the level of access for this person Choose from Full Access Billing Only Scheduling Only Active Check or uncheck the box as appropriate indicating that the person is currently an active user Is Admin Check the box if this person is considered an Administrator which allows them to control the security of the application for other users You can have more than one Administrator Allowed Practice s Highlight any practices shown in the left column and click the right arrow to move it to the Allowed Practice column indicating what practices this person has privileges to enter Practice List Allowed Practice s Jonathon Middling SamplePractice dea h Picture Select an icon to represent this user 23 MedOffice
50. ving trouble connecting to a database serwer or want to change your setting type a mame in the text box below or select a server from the list Click test to Egal P Serwer is compatible Y ag program Test Yerified Server Connect to this server Setup the sample database warning Click here only iFinstructed to do so by support Run Query Support 3 Select your database server from the list of Available Servers by clicking on the name It will automatically fill in the white space above Then click Tes to verify that your workstation 1s connected to the server Note If your server name does not appear in the list of Available Servers you can type in the name in the white space then click Tes l NOTE WHAT TO DO IF YOU RECEIVE THE FOLLOWING MESSAGE Database Server 1 The Database Server cannot be located Please verify or select another server This message may be an indication that your network may have interference from the Windows or other firewall software product blocking your workstation connection to your server There may be other problems too but it is critical to FIRST check your firewall status as this is often the problem Follow these steps 1 Go to your server and temporarily disable the Windows or other firewall product you are using 24 e In the case of Windows firewall press your Windows START button then select CONTROL PANEL then double click on Windows Firewall a
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